Board of Trustees Minutes

President Craig called the Meeting to Order at 7:30 P.M.

PRESENT: Trustees Joseph Nicolosi, Wesley Eby, William Manton, Lori Kaiser, and President Rodney Craig

ABSENT: Trustees Robert Packham and Toni Carter

ALSO PRESENT: Village Manager Marc Hummel and Corporation Counsel Norman E. Samelson

Before the Pledge of Allegiance was recited, President Craig stated May 15 was designated as Peace Officers Memorial Day and he recognized our law enforcement officers by reading a proclamation. A Police Honor Guard presented the Colors. All joined in the Pledge of Allegiance.

Motion by Trustee Manton and seconded to Place Items 5-A.2, 3, 4, 7, 8, 9, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22 and 7-A.1 and 7-A.2 on a Consent Agenda. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

5-A.1

Motion by Trustee Manton and seconded to go to Executive Session for the purpose of Personnel – Section 2(c)(1), Litigation – Section 2(c)(11) and Land Acquisition – Section 2(c)(5) after the meeting. President Craig noted we would not return for action. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

A citizen addressed the Board regarding the adoption of an ordinance regulating the managed care of feral cats. She spoke about TNR (Trap, Neuter, and Return) and stated this was a humane sterilization method used to reduce the number of feral cats. She stated they were humanely trapped and evaluated by a colony caregiver. She continued once the cats were evaluated, the cats were brought to a veterinary clinic to be sterilized, vaccinated, and ear tipped, and afterwards the feral cats were returned to their familiar habitat under the supervision of a caretaker. She noted Cook County had adopted a TNR policy regulating the care of feral cats. She stated it would not cost the Village any money.

President Craig stated this issue would be addressed at the June 5, 2008 Board meeting.

Proclamation: Week of May 18^th as Nat’l Public Works Week in Village

Reappointed: Nancy Cicero to Citizen Corps Council til 4/30/11

Reappointed: Ruth Ayukesong-Bokwe, Mary Harrison and Gladys Lawson to Sister City Comm til 4/30/11

Approved: FY09 P.O. to Xerox for Xerox 4110 for $19,127.88

Approved: Warehouse Direct PO for Office Supplies for $19,000

Approved: Contract for Mun. Utility Tax Audit to Azavar Tech as Outlined in Fin Agenda 5/8/08

Approved: Hazardous Tree Removal to Burke’s Trees for $18,000

Approved: Hazardous Tree Removal to Tom’s Tree Serv for $18,000

Approved: Contract for 2008 Ford Ranger to Landmark Ford for $13,511

Approved: Contract for 2008 Ford Taurus to Currie Motors for $20,849

Concurrence: New Public Works Striping Design

Accepted: Lighting Upgrade Grant from IL Clean Energy for $5,105

Approved: FY09 P.O. for NPDES Permit Compl and Design Eng with CTE Engineering for $16,739

Approved: Contract for Tanglewood Reconstruc. And Lake/Elm Alley to A-Lamp for $392,833.00

Passed RES R-08-16: Improvement by Munic Under IL Hwy Code for $200,000

Approved: Contract for FD Uniforms & Access. To Fireground Supply for $15,000

Approved: Contract for Misc. Computer Equip & Supplie to CDW-G for $20,000

Approved: Minutes of Regular Board Meeting of 5/1/08

Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

5-A.2 Signed a Proclamation Declaring the Week of May 18^th as National Public Works Week in the Village of Hanover Park.

5-A.3 Reappointed Nancy Cicero to the Citizen Corps Council with a Term to Expire April 30, 2011.

5-A.4 Reappointed Ruth Ayukesong-Bokwe, Mary Harrison and Gladys Lawson to the Sister City Committee with Terms to Expire April 30, 2011.

5-A.7 Authorized the Village Manager to Issue a FY09 Standing Purchase Order to Xerox Corporation for the Xerox 4110 Digital Copier/Printer in an Amount Not to Exceed $19,127.88.

5-A.8 Awarded the Contract for the Purchase of Office Supplies to Warehouse Direct in an Amount Not to Exceed $19,000.00 and Authorized the Village Manager to Issue a Standing Purchase Order.

5-A.9 Awarded the Contract for a Municipal Utility Tax Audit to Azavar Technologies as Outlined in the Finance Agenda Item Dated May 8, 2008 and Authorized the Village Manager to Execute the Contract Documents.

5-A.12 Awarded a Contract for Hazardous Tree Removal to Burke’s Tree Service in an Amount Not to Exceed $18,000.00 and Authorized the Village Manager to Issue a Standing Purchase Order.

5-A.13 Awarded the Contract for Hazardous Tree Removal to Tom’s Tree Service in an Amount Not to Exceed $18,000.00 and Authorized the Village Manager to Issue a Standing Purchase Order.

5-A.14 Awarded the Contract for the Purchase of a 2008 Ford Ranger Pickup to Landmark Ford in an Amount Not to Exceed $13,511.00 and Authorized the Village Manager to Execute the Contract Documents.

5-A.15 Awarded the Contract for the Purchase of a 2008 Ford Taurus to Currie Motors in an Amount Not to Exceed $20,849.00 and Authorized the Village Manager to Execute the Contract Documents.

5-A.16 Concurrence – New Public Works Striping Design.

5-A.17 Accepted the Lighting Upgrade Grant from the Illinois Clean Energy Community Foundation in an Amount Not to Exceed $5,105.00 and Authorized the Village Manager to Execute the Grant Documents.

5-A.18 Approved an FY09 Standing Purchase Order for the NPDES Permit Compliance and Design Engineering Contract with CTE Engineering in an Amount Not to Exceed $16,739.00 and Authorized the Village Manager to Issue the Standing Purchase Order.

5-A.19 Awarded the Contract for Tanglewood Avenue Reconstruction and the Lake/Elm Alley Construction to A-Lamp Concrete in an Amount Not to Exceed $392,833.00 and Authorized the Village Manager to Execute the Contract Documents.

5-A.20 Passed Resolution R-08-16: Resolution for Improvement by Municipality Under the Illinois Highway Code in the Amount of $200,000.00.

5-A.21 Awarded the Contract for the Purchase of Fire Department Uniforms and Accessories to Fireground Supply in an Amount Not to Exceed $15,000.00 and Authorized the Village Manager to Issue a Standing Purchase Order.

5-A.22 Awarded the Contract for the Purchase of Miscellaneous Computer Equipment and Supplies to CDW-G in an Amount Not to Exceed $20,000.00 and Authorized the Village Manager to Issue a Standing Purchase Order.

7-A.1 Waived the Reading and Approved the Minutes of the Regular Board of Trustees’ Meeting of May 1, 2008, as Published.

Mr. Hummel stated there was a two-fold approach to expanding the building area primarily for the Police Department as well as other staff departments. He stated there was a long-term plan to select an architect and acquire additional property to move forward with a new building. However, he stated we have identified a need for immediate space expansion within the Police Department. He stated in February this year when reviewing the new fiscal year budget, options were brought forth and since then more space was identified within this building to address the expanded space issue. He stated the proposal was to remodel the north garage, which was currently used for storage, and provide that area for six detectives. He stated in addition the Records component would be relocated to a current location in the roll call level, outfitting that with 5 additional workstations and use the existing Records area for Sergeants and the Records Supervisor. He noted a floor plan was included for review. Mr. Hummel stated if the board concurred, the remodeling would begin with a request for an award to be approved.

It was questioned where the roll call room was and Chief Moser clarified it was a former roll call room, and that roll call would continue in its current location in the training room. Chief Moser stated that room currently had a Traffic Sergeant, some storage files, and some equipment. He also stated a small wall would be knocked out to expand that room. He explained the garage would have storage moved elsewhere and that the bicycles would be auctioned off this Saturday, thus freeing up more room there. He further explained that the first floor existing Sergeant’s office would be changed to an equipment room (for equipment not taken for storage across the street) for easy access to the patrol officers.

It was questioned what the time frame was to get into a new Police Station and Mr. Hummel stated there was a land acquisition issue and architectural services and it was anticipated for the Spring of 2010. Mr. Killian stated it would be close to 3 years for move-in. Roll call for Concurrence for the Police Department Expansion Plan.

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

Motion by Trustee Manton and seconded to Waive the Bidding Process and Award the Contract for the Police Department Remodeling Project to Remodel One Inc. in an Amount Not to Exceed $16,500.00 and Authorize the Village Manager to Execute the Contract Documents.

Mr. Hummel stated this was the follow-through related to the contract for the Police Department renovation. He stated time was a factor and to go through the bidding process would not only delay the start but would also have costs added to prepare drawings for a formal bidding process.

It was questioned what the completion date would be and Mr. Killian stated they would like to get this done as soon as possible, with the start as early as next Monday, with 4-6 weeks for completion. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

services that were delivered or provided prior to April 30, 2008. He stated the FY09 warrant represented those costs associated subsequent to May 1. There were no questions on the warrant. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser NAYS: None

ABSENT: Packham, Carter

Motion by Trustee Manton and seconded to Approve FY08 Warrant SW594 in the Amount of $317,075.22. Mr. Hummel noted there were several students in the audience and explained that a warrant was the process through which a municipality paid its bills and this literally reviewed the bills that were incurred over the last month. President Craig fielded questions on the warrant. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser

NAYS: None

ABSENT: Packham, Carter

Motion by Trustee Manton and seconded to Approve FY09 Warrant SW594 in the Amount of $121,954.60. President Craig fielded questions on the warrant. Roll call:

AYES: Nicolosi, Eby, Manton, Kaiser

NAYS: None

ABSENT: Packham, Carter

Mr. Hummel had no report.

Clerk Craig had no report.

Mr. Samelson had no report.

Trustee Nicolosi had no report.

Trustee Packham was absent.

Trustee Eby commented it was nice to see progress at Menard’s.

Trustee Manton agreed it was a pleasure to see Menard’s moving forward.

Trustee Carter was absent.

Trustee Kaiser asked for an updated list of the Minutes.

Motion by Trustee Eby and seconded to adjourn the meeting. Voice vote: All AYES - Motion carried – President Craig adjourned the Meeting at 8:05 P.M.