regular meeting of the board of trustees ... - park …

AGENDA REGULAR MEETING OF THE BOARD OF TRUSTEES

HELD REMOTELY PUBLIC NOTICE POSTED AT THE VILLAGE HALL

350 VICTORY DRIVE, PARK FOREST, ILLINOIS

CONFERENCE CALL 7:00 p.m. April 26, 2021

Roll Call

Reports of Village Officers Mayor Village Attorney Village Manager Village Clerk

Reports of Commission Liaisons and Committee Chairpersons

Citizens Comments, Observations, Petitions*

Motion: Approval of Consent

CONSENT: 1. Motion: A Motion to approve the minutes of the Rules meeting of March 22, 2021

2. Resolution: A Resolution Adopting Fiscal Policies for the 2021/2022 Fiscal Year Budget

3. Resolution: A Resolution to enter into an Intergovernmental Agreement (IGA with Cook County for participation in the 2020 Invest in Cook Program

4. Motion: Contract for Water Treatment Chemicals

5. Motion: Purchase of a 2022 International HV507 Dump Truck, Replace Vehicle/Equipment #557

6. Motion: Contract bids for Somonauk Park – Pond/Hillock Grading

7. Motion: Contract bids for landscape maintenance

Appointments

DEBATABLE:

Adjournment Sine Die

NOTE – DUE TO COVID-19 THE BOARD MEETING WILL BE HELD VIA CONFERENCE CALL

*Public, in-person attendance of the Meeting has been deemed unfeasible; All public comment can be sent prior to the phone conference Board Meeting, via email to [email protected], by 3 pm the day of the meeting;

Public comments received via email will be read during the public meeting. **A record (verbatim recording) of all action (if any) taken during the Board Meeting in open session will be

made available upon request. ***This meeting will be broadcast live, and recorded, on the local cable access channels in Park Forest

(channel 4 for Comcast subscribers & channel 99 for AT&T U-Verse subscribers) and will be streamed live, and subsequently archived, on the Village website at www.villageofparkforest.com

NOTE: Copies of Agenda Items are Available on the Village website at www.villageofparkforest.com

mailto:[email protected]

http://www.villageofparkforest.com/


MOTIONS

MOVED that the Consent Agenda and each item contained therein be hereby approved:

1. MOVED, that the Mayor and Board of Trustees approve the minutes of the Rules meeting of March 22, 2021.

2. MOVED, that the Mayor and Board of Trustees approve a Resolution Adopting Fiscal Policies for the 2021/2022 Fiscal Year Budget.

3. MOVED, that the Mayor and Board of Trustees approve a Resolution entering into an

Intergovernmental Agreement with Cook County to participate in the 2020 Invest in Cook Program.

4. MOVED, that the Village Manager is authorized to Award the FY 21-22 contracts for Water Treatment Chemicals to the following:

A contract with Linde (former Praxair) for Carbon Dioxide in the amount of $100/ton totaling $32,400.

A contract with Univar USA for Soda Ash in the amount of $469/ton totaling $375,200.

A contract with Graymont Western Lime for High Calcium Quicklime (Calcium Oxide) in the amount of $164/ton totaling $164,000.

A contract with Water Solutions Unlimited for Blended Polyphosphate at the rate of $2.50/pound totaling $30,000.

5. MOVED, that the Village Manger is authorized to approve a purchase order in the amount of $161,337.76 for the purchase of a 2022 International HV507 Dump Truck.

6. MOVED, that the Mayor and Board of Trustees approve a contract with K-Line Excavating from Monee, IL for Somonauk Park – Pond/Hillock Grading in the amount of $162,398 with a 15% contingency for a total amount not to exceed $186,757.

7. MOVED, that the Village Manager is authorized to renew two contracts with Dutch Valley Landscape Contractors of Beecher, Illinois for mowing of various areas of the Village.

MOVED, that the Mayor and Board of Trustees appoint Arteilla Sanchez to an unexpired term on the Beautification Awards Committee to expire on December 31, 2021.

MOVED, that the Mayor and Board of Trustees appoint Annie James to an unexpired term on the Beautification Awards Committee to expire on December 31, 2021.

April 26, 2021

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VILLAGE OF PARK FOREST

RULES MEETING OF THE BOARD OF TRUSTEES


350 VICTORY DRIVE PARK FOREST, ILLINOIS

Village Hall Boardroom 7:00 p.m. March 22, 2021 IN ATTENDANCE: Mayor Jonathan Vanderbilt, Trustee Theresa Settles, Trustee Tiffani Graham, Trustee Joseph Woods, Trustee Maya Hardy, and Trustee Candyce Herron

ABSENT: Trustee Glenna Hennessy

STAFF IN ATTENDANCE: Village Manager Tom Mick, Police Chief Christopher Mannino, Deputy Fire Chief Ryan Roberts, Village Attorney Ross Secler, Deputy Village Manager Mark Pries, Director of Economic Development and Planning Department Hildy Kingma, Director of Communications Jason Miller, Director of Recreation, Parks, and Community Health Rob Gunther, Director of Public Works Roderick Ysaguirre and Sustainability Coordinator Carrie Malfeo

OTHERS IN ATTENDANCE: Dave Bartlett, Vice-chairman of the Environment Commission RECORDER: Village Clerk Sheila McGann Roll Call The meeting was called to order at 7:00 pm by Mayor Vanderbilt. Roll was called by Clerk McGann.

Mayor Vanderbilt began the meeting with a proclamation announcing April 12-16 as Youth Violence Prevention Week as the Village will work to eliminate youth violence. He read a second proclamation supporting and promoting Earth Week in Park Forest. The Village supports many options that are included in the Village’s sustainability plan. The Park Forest Environment Commission helps to inform and engage residents and business to promote Earth Month celebrations.

Vice-chair Bartlett thanked the Board for their support on green and environment issues. He thanked the employees for their contributions of the recycled art displayed outside Freedom Hall. Ms. Malfeo was enthusiastic about the events available for residents through the month of April She also noted that little things are important as well, i.e. recycling and cleaning up litter.

1. An Ordinance Amending Chapter 6 (“Alcoholic Beverages”), Article II (“Licenses”), Section 6-49 (“Number Limited”) of the Code of Ordinances

Manager Mick said this item comes out of the Department of Economic, Development, and Planning Department. When a business with a liquor license is closed, an amendment is required.

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As Dunagain’s and the Sapphire Room are closed, two Class A liquor licenses and one Class L license will be removed from the Code of Ordinances. Mayor Vanderbilt asked if there were any questions or comments by the Board. Hearing none, this item will be on the agenda at the next regular meeting. 2. Consideration of an Ordinance Approving a Text Amendment to Table III-2-A. (Use

Table) and Section III-3 (Use Standards) of the Unified Development Ordinance Manager Mick said this item was out the Economic Development and Planning Department with feedback from the volunteer board. Director Kingma explained the ordinance amendment allowing for flexibility for light manufacturing in the various commercial zones. A public notice of the hearing was sent to all property owners with the zoning districts and within 250 feet of those zoning districts. Four responses were received, all in favor. Mayor Vanderbilt asked if there were any questions or comments by the Board. Hearing none, this item will be on the agenda at the next regular meeting 3. A Resolution Authorizing a Master Pole Agreement for Small Cell Wireless Antennas Manager Mick said this item comes from the Economic Development and Planning Department. The provider, AT&T, has a hole in their service area and would like to place a small cell in the downtown area. Director Kingma explained this is a standard process and recently done something similar with Verizon. This pole would be placed in the parking lot behind Southland Catering. The resolution would set the process for each company when this is requested in the future. Mayor Vanderbilt asked if there were any questions or comments from the Board. When Trustee Woods asked how tall the pole would be, Director Kingma said she would get back to the Board with the height. Hearing no other questions, this item will be on the agenda at the next regular meeting. 4. A Resolution Establishing a Fire and Police Advisory Council Manager Mick said this item is out of the Manager’s Office and last summer’s assignment to Board Committee A consisting of Trustees Hardy (chair), Graham, Hennessy, and Woods. He gave an overview noting that they met five times and looked at the rationale of their assignment: How many complaints vs service, how they are received, and how to let residents know what is going on. The group considered current policies, processes and procedures, and how a resident might submit a complaint (online or in the station), accountability authority, and how police administration, the manager’s office, and the Board work together. The Fire and Police Commission of Park Forest is the current citizen-based accountability board. Committee A also reviewed current police initiatives on professional development especially in diversity and inclusion training. Police personnel wear body cams that eliminates many grey areas. Committee A suggested a Fire and Police Advisory Council be established by resolution to the Board. Both public safety departments have a good rapport with residents. Some of the highlights include: appoint five members by the Mayor with approval of Board, appoint a staff and board liaison, meet quarterly as a minimum, review public safety data and public complaints, and present to the Advisory Council and then to the Board. Chairperson Hardy thanked the Mayor, the Manager, all the members, and residents and noted their healthy discussion throughout all their meetings. Chief Mannino echoed Trustee Hardy noting the probing questions they asked. Mayor Vanderbilt asked the Board if there were any questions or comments. Trustee Woods said transparency is important and often questions can be

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uncomfortable. The Committee found many policies the Park Forest Police Department already had in place. It is better to be proactive than reactive. Hearing no other questions, this item will be on the agenda at the next regular meeting. 5. A Resolution Rededicating Davis, Early, Jackson & Lee Streets Manager Mick said this item came out of Board Committee C and the Manager. Trustees Settles, Graham, Hardy, and Herron me five times building on information from a previous committee under former Mayor Ostenburg and the Race, Equity and Leadership (REAL). The Committee had four street to consider for rededication, keeping the street names intact. The four street names will be dedicated as follows: Davis Street: Angela Davis; Early Street: Professor Gerald Early; Jackson: Arthur J. Jackson, and Lee: Harper Lee. Trustee Settles thanked the trustees on the committee and the residents and Manager will made suggestions for the names. Mayor Vanderbilt thanked Committee C for their work and asked if there were any questions or comments from the Board. Trustee Hardy said this was educational and thanked residents and the Manager as well. Trustee Woods noted that we are not erasing history but seeing a way to move to solutions by the rededication. Trustee Graham also thanked residents for their input and willingness to contribute. Trustee Herron thanked Trustee Settles as chairperson and the rest of the Committee; she was proud to be part of the committee. Hearing no other questions, this item will be on the agenda at the next regular meeting. 6. An Engineering Services Agreement for the Installation of New Sidewalk Along Route

30 Manager Mick said items 6, 7, and 8 will be taken together, out of the Public Works Department. They will include the sidewalk on Route 30, the local agency agreement, and appropriation of the funds. Director Ysaguirre explained the agenda items. The first is an agreement among the Village, the State and the RTA regarding funding. He explained how the funding will flow among the three entities. After all payments and reimbursements are made, there will be no cost incurred by the Village unless cost exceed any funding caps which is unexpected. The next item is an agreement with Baxter and Woodman of Mokena, Illinois relating to the installation of the sidewalk along Route 30. Lastly, there is the approval of the resolution for costs which is a required attachment. There will be a net zero cost to the Village. When asked by the Mayor about location of the sidewalk, Director Ysaguirre said the sidewalk will start at Orchard and end at the east village limits by the traffic signal and then turn south to connect with Farragut. Mayor Vanderbilt asked Mayor Vanderbilt asked if there were any questions or comments by the Board. Hearing none, these items will be on the next regular meeting. 7. A Local Agency Agreement for the Installation of New Sidewalk Along Route 30 8. A Resolution to appropriate $84,891 in General Funds for Construction and Construction Engineering of the addition of Sidewalk along Route 30 (FAU 0353) from Orchard to Easter Corporate Limit Mayor’s Comments Mayor Vanderbilt talked about “Select Chicago”, a program that helps to oversee global investors work within municipalities and for local businesses to invest abroad. He attended this event where Park Forest was a sponsor with Assistant Director Zoellner was the host. The Mayor

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named the eight victims who died in Atlanta that weekend. He said hate has no place in our community. Manager’s Comments Manager Mick reminded residents that vehicle stickers are on sale and must be displayed by April 30. He reported on early voting locations which began Monday, March 22. He noted the upcoming Easter weekend events in Park Forest. The Tennis and Health Club is recruiting for a new manager. Manager Early registration begins April 1 for the Aqua Center. More information on the above items are found on the Village website. Manager Mick reported that an online article about home sales by MSN Money noted Park Forest had the fastest growing home prices in the Chicago, Naperville, and Elgin region with increases of 22.9% in the past year. He wished Chief Mannino a happy birthday. Trustee’s Comments The Trustees offered prayers and condolences to the victims in Atlanta. They also wished Chief Mannino a happy birthday. Trustee Settles enjoyed the Poetry with a Purpose event with Trustee Woods as a participant. Trustee Graham commended the Environment Commission for all the events planned for Earth Month. Trustee Woods noted that there are vacancies on the Economic Development Advisory Group and the Cable Commission. There is a blood drive on April 8th at Dining on the Green. Trustee Hardy thanked the Commission on Human Relations and Evelyn Randal for the Poetry with a Purpose event. There are two vacancies on the commission. She also said the Planning and Zoning Commission did an outstanding job reviewing the ordinances on tonight’s agenda. Trustee Herron reminded the residents of the Egg-stravaganza event Saturday, March 27. There is a vacancy on the Housing Authority and the Recreation, Parks, and Community Health Commission. Attorney’s Comments None Clerk Comments No report Audience to Visitors

As per the agenda posting, public comments were to be sent to Manager Mick by 3p.m. of the day of the meeting and would be read at the meeting. None were received. (See below)

Adjournment

This concluded the Rules Board meeting.

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There being no further business. Mayor Vanderbilt called for a motion to adjourn. Motion was made by Trustee Settles, seconded by Trustee Hardy and passed unanimously by roll call vote.

The meeting was adjourned following a roll call vote with the following results: Ayes: 6 Nays: 0 Absent: 1 The meeting was adjourned with seven (6) six, no (0) nays, and one (1) absent. Mayor Vanderbilt adjourned the special rules meeting at 8:14 p.m. Respectfully submitted, Sheila McGann Village Clerk

NOTE – DUE TO COVID-19 THE BOARD MEETING WILL BE HELD VIA CONFERENCE CALL

*Public, in-person attendance of the Meeting has been deemed unfeasible; All public comment can be sent prior to the phone conference Board Meeting, via email to [email protected], by 3 pm the day of the meeting; Public comments received via email will be read during the public meeting. **A record (verbatim recording) of all action (if any) taken during the Board Meeting in open session will be made available upon request. ***This meeting will be broadcast live, and recorded, on the local cable access channels in Park Forest (channel 4 for Comcast subscribers & channel 4 for AT&T U-Verse subscribers) and will be streamed live, and subsequently archived, on the Village website at www.villageofparkforest.com

NOTE: Copies of Agenda Items are Available on the Village website at

www.villageofparkforest.com

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AGENDA MEMORANDUM

DATE: April 21, 2021 TO: Mayor Jon Vanderbilt Board of Trustees

FROM: Mark A. Pries, Deputy Village Manager/Finance Director

RE: A RESOLUTION ADOPTING FISCAL POLICIES FOR THE 2021/2022 FISCAL YEAR BUDGET

BACKGROUND/DISCUSSION: One of the basic requirements of the Distinguished Budget Award program is that the budget must contain Fiscal Policies. These policies are contained in the Budget Message section of the budget. The policies provide guidance to management staff in the preparation of their budgets. The policies are based, partially, on the tax levy that was adopted the previous December and the assumptions underlying the tax levy. Economic conditions were also considered that have impacted revenues and expenditures since the levy adoption. Also, uncontrolled expenses such as liability or health insurance are addressed separately. It has been traditional for the Board to adopt the Fiscal Policies by way of a resolution. Many of the basic policies carry over from year-to-year. Policies that are subject to change annually are those that relate to the cap on departmental expenses, salary increases, water/sewer and other rates and policies related to borrowing. For the 2021/2022 Budget Year, the policies in these areas are:

1) A 0% increase in departmental expenditures. 2) A 2.75% salary increase for all personnel. This is consistent with negotiated

union contracts. 3) Water rates will increase 5% from the FY 20/21 amount of $16.42 per

1,000 gallons to $17.24 per 1,000 gallons in FY 21/22 based on the revised rate ordinance adopted June, 2020.

4) Sewer rates will increase 5% from the FY 20/21 amount of $3.00 per

1,000 gallons to $3.15 per 1,000 gallons in FY 21/22 based on the revised rate ordinance adopted June, 2020. This is the second sewer rate increase

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since July 1, 2010. Five years ago, the Board approved moving storm sewer maintenance into the Sewer Fund.

5) Refuse rates increased to $25.03 for all of calendar 2021 and will increase

to $25.87 January 1, 2022. Calendar 2021 represents year eight of the contract.

Included in budget guidelines were restrictions in capital spending. Regular reporting and analysis, maintenance of a sufficient fund balance, review of all user fees and the Board’s directive on the collection of rents owed in the DownTown are also included in Fiscal Policies. Designation of Fund Balance The Governmental Accounting Standards Board (GASB) issued a statement that provides detailed requirements for reporting fund balance. The statement allows for restrictions of fund balances. The most restricted category is “committed” funds. The next restriction is “assigned” funds. An assignment designates the governing board’s intent. The process required is to grant authority, through the Fiscal Policies, to an individual to designate assignments. The policies indicate that the Finance Director will assign funds consistent with Board intent. The Assigned Fund balances recommended for Fiscal 2021 are as follows:

Fund balance assigned for IRMA deductible $500,000 There will be further assignments as FY 20/21 comes to a close. Assignments reflecting approved budget expenditures which remained unspent will also be added to the assigned fund balances. In addition, the GASB statement requires that the Village Board indicate in policies the order in which fund balances will be spent. This guideline is included in the Fiscal Policies and indicates that funds intended for a specific purpose be spent first, then moving to funds that are unassigned. This ensures that moneys reserved for specific purposes are not spent on anything for which they were not intended. SCHEDULE FOR CONSIDERATION: This matter will appear on the agenda of the Regular Meeting of Monday, April 26, 2021 for approval.

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RESOLUTION No. R-21-14

A RESOLUTION ADOPTING

FISCAL POLICIES

FOR THE 2021/2022 FISCAL YEAR BUDGET

WHEREAS, Fiscal Policies provide the framework for the development of the Village’s Annual budget and shape the development of said budget; and WHEREAS, Fiscal Policies provide the means for implementing the Board’s Strategic Planning Goals as articulated in the Fiscal Year Budget. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village of Park Forest that the Fiscal Policies for Fiscal Year 2021/2022, attached hereto, are hereby adopted. BE IT FURTHER RESOLVED that these Fiscal Policies shall be incorporated into the Fiscal Year 2021/2022 Budget and the resources of the Village shall be allocated according to these policies. Adopted this 26th day of April 2021. APPROVED: ATTEST:

_________________________________ __________________________________

Mayor Village Clerk

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BUDGET POLICIES - FISCAL:

Rationale:

Fiscal Policies of the Village of Park Forest are based on the need to establish a mechanism of review and assessment of financial conditions of the Village while addressing certain economic trends. For the coming fiscal year, a continued evaluation of trends and services will be needed. The economic trends currently identified include: Housing values continue to increase as well as a reduction in vacant and foreclosed

homes reflects stabilization in the Village’s housing market. Albeit a slow pace, the Village is recovering from the financial crisis of 2007.

A stagnant commercial tax base, with few sales tax producing entities.

The State of Illinois has consistently, over the last twelve years, reduced the amount of State shared revenues meant for municipalities. For the last four years, Income Tax allocations have been reduced by the State in attempts to fix their financial condition.

Utility tax revenues continue to decline as a result of a reduced commercial base, packaged services and de-regulation.

The Village’s purchase and conversion of DownTown Park Forest to a TIF District.

In the first few years of the TIF, no increment was generated and the TIF debt was a burden on the taxpayers. Over the years, the TIF was able to generate revenue that helped pay for redevelopment initiatives as well as abate a part of the annual debt service requirements of the TIF. The 2017 abatement for TIF debt was the entire amount, $1,142,170 and the 2018 abatement for TIF debt was the entire amount, $1,164,923. Fiscal 2019-2020 saw the TIF debt paid in full. Incremental taxes relieve the TIF debt service burden on taxpayers. Increasing increment provides further relief as well as additional funding to redevelop the DownTown area. The Village successfully had the DownTown TIF extended until 2032, meaning there will be significant funds available to improve the DownTown for the next twelve years.

The Village’s aging infrastructure and ongoing plans to address that infrastructure. In Fiscal Year 2019, a $2 million water main extension down Western Avenue was completed without the need for borrowing along with the Village receiving $750,000 from Agrati to offset some of the cost of this water main extension. With the 2018 tax levy, the Village Board authorized an additional $500,000 to be budgeted annually, starting in Fiscal 2019-2020, for street maintenance projects utilizing property tax dollars that were previously used to support the Health Department. FY 20-21 saw additional water main replacement occurring in the Village, the start of a 2-year, $5 million project funded by IEPA low-interest loans. FY 21-22 has the continuation of the water main replacement project as well as the design work for the resurfacing of Shabbona Drive.

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The impact of the COVID-19 global pandemic of 2020 is still being experienced. At the time the FY 20-21 budget was created, the extent of the financial impact to the Village was not known. Fortunately, the Village’s General Fund has navigated the pandemic quite smoothly, only making minor adjustments throughout FY 20-21. Recreation programs were the most significantly impacted operation in the General Fund. The Parking Lot, Aqua Center and Tennis and Health Club funds have all experienced significant loss of revenues starting in FY 19-20 and continuing into FY 20-21. The Village has received over $730,000 in CARES Act funding in FY 20-21 and, at the time the FY 21-22 budget was created, is slated to receive approximately $2.6 million from the American Recovery Act that can replace the revenues lost in any Village fund due to COVID-19. Plans for the use of these relief monies will be ongoing in FY 21-22. Although extensive emergency funding has been approved and provided via the Federal government, measuring the impact of the pandemic will continue for several years.

Despite the slow growth/recovery of the tax base, the Village has a history of providing a high level of municipal services. Thus, it must maximize the return on each revenue dollar. The Fiscal Policies included in the 2021/2022 Budget are designed to address, not necessarily solve, these aforementioned trends and challenges.

Fiscal Policies:

1. Budgetary revenues will be projected at the conservative end of the scale of

anticipated revenue.

Revenues derived from property taxes are most clearly known because they were determined at the time of the prior year’s levy.

Sales and income tax projections are based on an analysis of historic trends coupled with known changes.

Revenues derived from intergovernmental sources are projected based upon

consultation with the appropriate State or County agencies.

Grant revenues are budgeted for approved projects as well as items that have a reasonable certainty of being approved. Budget amendments are made for any grants subsequently awarded.

Revenues derived from “fee for service” budgetary categories are conservatively estimated. Fees are adjusted based on an evaluation of the cost to provide said services.

2. Budgetary expenditures will reflect a realistic cap on anticipated expenditures.

Expenditures will be paid with current revenues and excess fund balances, to the

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extent available. Given these facts, all funds are presented as a balanced budget, utilizing both current year revenues and, if needed, fund balances to afford current year expenditures.

3. A level of unassigned fund balance will be maintained in the General Fund sufficient

to handle emergency needs, cash flow needs associated with the timing of property tax receipts and unfavorable variances in estimating the revenue and expenditure budget. It is the Village’s goal to establish an unassigned fund balance level in the General Fund sufficient to cover three to four months of operations. A three to four month reserve is considered an appropriate reserve level for the General Fund and all other budgeted Governmental-type Funds, including the Library. Reserve levels in Enterprise Funds can range greatly depending upon the potential for large capital outlays (Water and Sewer Funds) or for pay-as-you-go services (Refuse Fund). A minimum reserve level for Enterprise Funds is three months of operations.

4. Department Heads will maintain a total overall increase of 0% over the 2020/2021

level of expenditures for those items that involve controllable costs. This does not include pensions, health insurance, or IRMA. Nor does it include salary increases.

5. The 2021/2022 Budget will provide for salary steps. It will also provide for a 2.75%

annual salary increase for all Village employees.

6. Potential areas for budget savings for the Fiscal Year ending 2020/2021 will be identified. Fiscal savings identified in the 2020/2021 Budget will not be permitted to “carry over” into the 2021/2022 Budget, unless specifically approved by the Finance Director, but will contribute to the unassigned fund balance.

7. Adequate funding, as determined by a State or independent actuarial study, will be

provided for Police and Fire pension funds. For FICA and IMRF obligations, the Village will levy amounts sufficient to cover costs. $18,000 in Personal Property Replacement Tax (PPRT) revenue will remain allocated to FICA for FY 21-22.

(a) The Actuarial Assumptions for the Police and Fire Pension Funds are as follows:

A 6.75% interest rate assumption Entry Age Normal Target 100% Amortization Salary increases of 4% 30-year amortization period (21 years remaining) Inflation at 2.5% The Pub-S 2010 Mortality Table is used

(b) Both the Police and Fire Pension Funds have adopted Investment Policies. These policies allow for asset allocations consistent with State Statutes for a maximum of 65% in allowable equities and the remainder in fixed income investments.

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8. All departments will be charged an amount sufficient to fund vehicle replacement and maintenance through the Vehicle Services Fund.

9. The Aqua Center and Tennis Club will operate as enterprise funds with fee-generated revenue supporting expenses. Inasmuch as the Aqua Center and Tennis Club are amenities that enhance the quality of life of the residents of the Village and serve to market the community, in the event that fees are insufficient to cover capital and operating expenditures, the Board may decide to use the general tax revenues of the Village for those purposes.

10. Capital expenditures will be planned through the mechanism of a five-year capital

plan that feeds into the annual budget. The Capital Plan will be updated on an annual basis. Actual capital expenditures will be budgeted contingent upon available revenues. Capital expenditures will be accounted for within departmental budgets.

11. DownTown Park Forest will operate as an enterprise fund. The Board may transfer General Fund monies to cover operating and redevelopment costs. The Village will

pay its appropriate share of CAM (Common Area Maintenance) costs from the DownTown Fund and may, if needed by the DownTown Fund, pay these CAM costs by a transfer from the General Fund.

12. Capital expenditures for DownTown will be prioritized and accomplished as funds are identified for those capital expenditures or with the approval of the Board of Trustees. The Budget for DownTown shall be subject to review at six months.

13. The DownTown Budget does not reflect any sale of property. Sales of properties will be actively pursued. The DownTown Budget does not recommend added borrowing.

14. Management of the DownTown Fund will take any means necessary to collect rent

from any tenant that is more than one (1) month behind on their rent payment. This includes starting the eviction process for any tenant that is behind on their rent.

15. User fees, such as charges for water, sewer, and garbage, will be evaluated annually to ensure that fees cover costs, if intended to do so, including maintenance and replacement costs, and that fees are increased in reasonable increments on an annual basis. A five-year water rate schedule was adopted in April, 2018 with no increase for FY 2018/2019. The four subsequent fiscal years each have a 5% increase to water rates. However, rates were frozen for FY 20-21 at the level of FY 19-20 rates.

Fiscal Year Rate per 1,000 gallons

2021 $16.42 2022 $17.24

A new refuse contract began January 1, 2014 and expires December 31, 2023. At the end of calendar 2017, Star Disposal proposed to begin an electronic curbside pickup program for single family homes that would coincide with the weekly Tuesday collection. The current contract included an annual 3.5% rate increase schedule for

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years 1-5. There is a provision in year 6 (2019) that if the average Consumer Price Index (CPI) comparisons for years 1-5 averaged less than 3.5%, there would be no rate increase in year 6 (2019). In comparing the CPI for the first 5 years, a 0% increase for year 6 (2019) was not warranted. Therefore, Star proposed to begin this electronic pick up program in calendar 2018 upon Board approval, even though the rate increase would not take effect until calendar 2019, if the Village would agree with the 3.5% increase in year 6. The Village Board approved this proposal and amended the original contract.

Calendar Year Monthly Refuse Rate 2021 $25.03 2022 $25.87

It is the Village’s intent to reduce Inflow and Infiltration (I & I) and continue to maintain and replace aging sewer infrastructure as needed. Beginning in Fiscal 2015, storm sewer maintenance is also charged to the sewer fund. Similar to water rates, a five-year sewer rate schedule was adopted in April, 2018 with no increase to FY 2018/2019. The subsequent four fiscal years each have a 5% increase to rates. However, rates were frozen for FY 20-21 at the level of FY 19-20 rates. Sewer rates for the current budget year are as follows:

Fiscal Year Rate per 1,000 gallons 2021 $3.00 2022 $3.15

16. The budget is flexible within departments. Over-expenditures on one line must be compensated for within the departmental budget. However, departments may not overspend their total departmental budget without a budget amendment.

17. Budget amendments will be made at the third quarter of the budgetary cycle. Budget amendments will only be made to accommodate major, unanticipated changes in revenue, expenditures, or personnel.

18. The Board will receive detailed operating results at a minimum of each quarter, with monthly reports being made each year starting in October. Evaluation of areas will be made where cost savings have occurred that could warrant redirection of funds. In addition, the Board receives a weekly report of bills paid.

19. The Village’s annual budget is meant to convey the initiatives and strategies implemented across Village departments to accomplish the Board’s goals determined in the Strategic Planning process. Due to the 2019 election, considerable changeover in the make-up of the Village Board and COVID-19, Strategic Planning has not yet happened, which means new Board goals have not been established. It is the intent of the Board and management to complete the new Strategic Planning process later in calendar 2021 and the Board goals so determined will guide future years’ budgets. The affordability of implementing the Board’s goals will be determined at the time revenues are projected each year as part of the budget process.

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20. The Finance Director will determine if a portion of fund balance should be assigned. This determination will be based upon Board directives and goals.

21. The Village, when possible, will spend the most restricted dollars before less

restricted, in the following order: 1) Nonspendable (if funds become spendable) 2) Restricted 3) Committed 4) Assigned 5) Unassigned

22. All Governmental Accounting Standards Pronouncements will be implemented. The Village will strive for the Certificate of Achievement for Excellence in Financial Reporting as well as the Distinguished Budget Presentation Award. 23. The Village’s Debt Management Policies will be identified annually in the Budget

Document and include narrative about new debt issuances. A budgetary monitoring and control system will be maintained. Budget performance will be measured, at a minimum, on a quarterly basis with results being provided to the Village Board. The Finance Director, Village Manager and Department Heads will conduct a formal six-month review of budget performance with the results being provided to the Village Board.

AGENDA BRIEFING

DATE: April 21, 2021 TO: Mayor Vanderbilt Board of Trustees FROM: Roderick Ysaguirre – Director of Public Works/Village Engineer RE: A Resolution to enter into an Intergovernmental Agreement (IGA) with Cook

County for participation in the 2020 Invest in Cook Program. BACKGROUND/DISCUSSION:

In September 2020, the Village received an award notice that its application has been selected for participation in the 2020 Invest in Cook program. The Cook County Dept. of Transportation and Highways (CCDOTH) is granting the Village $480,000 for Phase II – Design Engineering, for the Forest/Norwood Blvd Complete Street Improvement Project. This award requires a 20% ($120,000) Village funding match for a total design engineering budget of $600,000. Attached is an Intergovernmental Agreement that needs to be approved by the Village Board and then it will be presented to the Cook County Board of Commissioners for execution. Highlights of the IGA consist of:

1. Completion of design engineering and submittal of Plans and Specifications to CCDOTH for review.

2. Coordination with IDOT as needed. 3. Cook County share is $480,000 (80% and not to exceed), Village Share is $120,000

(20% and any additional amount in excess thereof). 4. The Village must pay all costs up front and then submit for reimbursement from Cook

County. 5. Upon award of the Phase II engineering contract with a qualified consultant, Cook

County will provide an advance payment of $240,000. 6. The Village will need to provide quarterly performance reports.

This work is scheduled to begin after July 1, 2021 and will be paid for from DPW General Funds, where $600,000 in Capital Outlays are budgeted in the 21/22 Budget. RECOMMENDATION: Approve this Resolution to enter into this Intergovernmental Agreement and authorize the Mayor to sign said agreement. SCHEDULE FOR CONSIDERATION: This item will appear on the Agenda of the Regular Meeting of April 26, 2021 for your approval.

RESOLUTION No. ________

A RESOLUTION TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH

COOK COUNTY FOR A 2020 INVEST IN COOK DESIGN PROJECT

WHEREAS, in May 2012, the Village adopted the Growing Green: Park Forest Sustainability Plan, which recommends that the usability of all streets in the Village be examined to ensure they are suitable for all types of travelers; and

WHEREAS, in December 2014, the Village adopted a Bicycle and Pedestrian Plan that establishes a bicycle and pedestrian network to create a safe and efficient system to connect residents with key community destinations; and

WHEREAS, in March 2015, the Village adopted an award-winning Complete Streets Policy which states, among other things, that future roadway projects shall be used as opportunities to improve safety, access, and mobility for users of the public way and to further integrate bicycle, pedestrian, and transit modes into the transportation system; and

WHEREAS, Cook County developed its first long range transportation plan in 75 years called Connecting

Cook County, which takes stock of transportation assets, deficiencies and future needs, and measures them against the community and economic opportunities that transportation can facilitate; and

WHEREAS, the plan outlines a new direction and a more expansive role for the County in funding and collaborating on projects across jurisdictional boundaries and in achieving greater integration of the system across all transportation modes; and

WHEREAS, The Cook County Department of Transportation and Highways is playing an increasingly active role in supporting local governments in their efforts to build and maintain a comprehensive transportation network; and

WHEREAS, the County has offered monetary and staff support to help municipal agencies leverage available revenues to complete or expedite transportation improvements; and

WHEREAS, the County announced a call for projects and staff was desirous to submit an application on behalf of the Village; and

WHEREAS, in February 2020, the Village Board passed a Funding and Project Commitment Resolution in support of this project if its project application was selected; and

WHEREAS, In September 2020, the Village received notice that its application was selected to participate in the 2020 Invest in Cook Program; and

NOW, THEREFORE, LET IT BE RESOLVED by the Mayor and Board of Trustees of the Village of Park Forest, Cook and Will Counties, Illinois, that the Village enter into this Intergovernmental Agreement with Cook County to fund Design Engineering services for improvements to Forest/Norwood Blvd, from Indanwood Blvd to Western Ave; and BE IT FURTHER RESOLVED, that the Mayor is hereby authorized to execute the Agreement attached hereto as Exhibit A, in substantially the attached form.

ADOPTED this 26th day of April, 2021. APPROVED: ATTEST:

______________________________ ______________________________

Village Mayor Village Clerk

INTERGOVERNMENTAL AGREEMENT

This INTERGOVERNMENTAL AGREEMENT (the “AGREEMENT”), effective upon the last dated signature below, is entered into by and between the COUNTY OF COOK, a body politic and corporate of the State of Illinois (the “COUNTY”), acting by and through its DEPARTMENT OF TRANSPORTATION AND HIGHWAYS (the “DEPARTMENT”), and the VILLAGE OF PARK FOREST, a municipal corporation of the State of Illinois (the “GRANTEE” or “VILLAGE”). The COUNTY and GRANTEE are sometimes referred to herein individually as a “PARTY” and collectively as the “PARTIES.”

RECITALS WHEREAS, Cook County Board President Toni Preckwinkle and the Cook County Board of Commissioners are committed to supporting the growth and economic vitality of communities in Cook County by promoting strategic partnerships and investments in transportation; and WHEREAS, on August 3, 2016, the Board of Commissioners unanimously approved Connecting Cook County, the COUNTY’s first long range transportation plan in 75 years; and WHEREAS, Connecting Cook County identifies five priorities to shape the COUNTY’s transportation policies and capital improvement program:

• Prioritize transit and other transportation alternatives to address congestion on our roads and meet the travel needs of residents who cannot afford a car or choose not to have one;

• Support the region’s role as North America’s freight capital to spur economic growth and job creation;

• Promote equal access to opportunities to achieve greater and more evenly distributed economic growth;

• Maintain and modernize existing transportation facilities to minimize long-term operating costs, safety hazards, delays and congestion, and ensure that today’s investments do not preclude future innovation and growth;

• Increase investments in transportation to maintain the region’s economic competitiveness; and WHEREAS, Invest in Cook is an annual $8.5 million program that funds planning and feasibility studies, engineering, right-of-way acquisition, and construction of transportation improvements sponsored by local and regional governments and private partners that are consistent with the priorities of Connecting Cook County; and WHEREAS, since its creation, the Invest in Cook program has leveraged over $90 million in additional federal, state and local funds; and WHEREAS, on September 24, 2020, the COUNTY informed the VILLAGE that it had been selected for participation in the 2020 Invest in Cook Program; and

AN INITIATIVE OF:

INTERGOVERNMENTAL AGREEMENT County of Cook/Village of Park Forest Section: 20-IICRD-03-EG 2020 Invest in Cook

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WHEREAS, the COUNTY has agreed to award the VILLAGE up to Four Hundred Eighty Thousand Dollars ($480,000) toward Phase II engineering costs for the construction of improvements to Forest/Norwood Boulevard, from Indianwood Boulevard on the south terminus to Westwood Drive on the northeast terminus (the “PROJECT”); and WHEREAS, the proposed improvements include, but are not limited to, milling and resurfacing and/or reconstruction of roadway, pavement patching, replacing all curb and gutter, ADA sidewalk improvements at intersections, pavement markings, installation of a multi-use path, on-street parking, crosswalk bump outs, geometric intersection improvements, road dieting, use of bio-swales and other drainage improvements, and design of a linear park; and WHEREAS, the PARTIES by this instrument shall determine and establish their respective responsibilities for Phase II engineering, funding and reporting of the PROJECT; and WHEREAS, the COUNTY, by virtue of its powers as set forth in the Counties Code, 55 ILCS 5/1-1 et seq., and the Illinois Highway Code, 605 ILCS 5/1-101 et seq., is authorized to enter into this AGREEMENT; and WHEREAS, the GRANTEE, by virtue of its powers as set forth in the Illinois Municipal Code, 65 ILCS 5/1-1-1 et seq., is authorized to enter into this agreement; WHEREAS, this AGREEMENT is further authorized under Article VII, Section 10 of the Illinois Constitution and by the provisions of the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq. NOW, THEREFORE, in consideration of the aforementioned recitals and the mutual covenants contained herein, the PARTIES hereto agree as follows:

I. PHASE II ENGINEERING

A. Engineering Agreement. The GRANTEE shall enter into an agreement with a professional engineering firm/consultant to perform Phase II engineering services for the PROJECT, including, but not limited to, preparing preliminary, pre-final and final construction plans, specifications, special provisions and cost estimates. The GRANTEE shall forward a copy of the agreement to the COUNTY within fourteen (14) calendar days of execution.

B. Consultant Selection. In awarding and administering the Phase II engineering agreement, the GRANTEE shall comply with all applicable state and federal laws and regulations.

C. Deliverables. The GRANTEE or its consultant shall submit the construction plans, specifications, special provisions and cost estimates to the COUNTY at the following stages of plan preparation:

60% - Preliminary 100% - Final


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D. County Review. The COUNTY shall review the construction plans, specifications, special provisions and cost estimates within fourteen (14) calendar days of receipt thereof. If the GRANTEE does not receive comments from the COUNTY within this time period, or receive a request for an extension of time, which request shall be reasonably considered, the lack of response shall be deemed an approval of the plans and specifications. Approval by the COUNTY means that the plans and specifications are in conformance with this AGREEMENT. In the event of disapproval, the COUNTY shall detail in writing its objections to the proposed plans and specifications for review and consideration by the GRANTEE.

E. Disputes. The PARTIES shall work cooperatively to address and resolve any review comments and/or objections raised by the COUNTY. Any dispute(s) concerning the plans and specifications shall be resolved in accordance with Section V (I) of this AGREEMENT.

F. Lead Agency. The GRANTEE agrees to assume overall responsibility for the PROJECT, including ensuring that all required permits and joint participation and/or force account agreements are secured.

G. County Permits. The COUNTY shall grant and consent to any and all permits for right of access (ingress or egress) and/or temporary use of its property within the PROJECT limits to the GRANTEE and/or its agents, without charge of permit fees to the GRANTEE. Any permit(s) for right of access and/or temporary use of any of the COUNTY’s property shall not be unreasonably withheld by the COUNTY.

H. Submittals. All submittals required of the GRANTEE under this section of the AGREEMENT shall be directed to:

Bureau Chief of Design Attn: Noel Basquin, P.E. Cook County Department of Transportation and Highways 69 W. Washington Street, 23rd Floor Chicago, IL 60602 E-mail: [email protected]

II. SCHEDULE AND TERMINATION

A. Notice to Proceed. Execution of this AGREEMENT by the PARTIES shall be deemed a

“Notice to Proceed” for the GRANTEE to commence work on the PROJECT.

B. Schedule. Phase II engineering services for the PROJECT must be completed within two (2) years from the Effective Date of this AGREEMENT, as defined in Section V (J) below.

C. Inactivity. This AGREEMENT and the covenants contained herein shall become null and void in the event that the Phase II engineering agreement for the PROJECT is not awarded within one (1) year subsequent to the Effective Date of this AGREEMENT, as defined in Section V (J) below.



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D. Suspension or Early Termination. Subject to Section V (L) below, the GRANTEE agrees that, if the COUNTY determines that the GRANTEE has not complied with or is not complying with, has failed to perform or is failing to perform, has not met or is not meeting significant PROJECT milestones or objectives, or is in default under any of the provisions of this AGREEMENT, whether due to failure or inability to perform or any other cause whatsoever, the COUNTY, after written notification to the GRANTEE of said non-compliance or default and failure by the GRANTEE to correct said violations within sixty (60) calendar days, may:

1. suspend or terminate this AGREEMENT in whole or in part by written notice, and/or:

2. demand refund of any funds disbursed to the GRANTEE; 3. deduct any refunds or repayments from any funds obligated to, but not

expended by the GRANTEE, whether from this or any other project; 4. temporarily withhold cash payments pending correction of deficiencies by the

GRANTEE or more severe enforcement action by the COUNTY; 5. disallow all or part of the cost of the activity or action not in compliance; 6. take other remedies legally available; or 7. take appropriate legal action.

E. Termination. This AGREEMENT terminates upon completion of Phase II engineering

services for the PROJECT and final reimbursement by the COUNTY, or December 31, 2023, whichever date is earlier.

F. Extensions. The DEPARTMENT’s Superintendent or their designee may extend in writing any deadline imposed by this section, including, but not limited to, the termination date of the AGREEMENT.

III. FINANCIAL

A. Cost Estimate. The total estimated cost of Phase II engineering services for the PROJECT

is Six Hundred Thousand Dollars ($600,000).

B. Grantee Cost Participation. The GRANTEE agrees to pay all actual Phase II engineering costs for the PROJECT, subject to reimbursement by the COUNTY as hereinafter stipulated.

C. County Cost Participation. The COUNTY agrees to reimburse the GRANTEE for 80% of actual Phase II engineering costs for the PROJECT (the “COUNTY’S SHARE”), up to a total maximum contribution of Four Hundred Eighty Thousand Dollars ($480,000) (the “MAXIMUM CONTRIBUTION”).

D. Advance Payment. The COUNTY agrees that upon award of the Phase II engineering agreement for the PROJECT and receipt of an invoice from the GRANTEE, the COUNTY shall make an advance payment to the GRANTEE in the amount of Two Hundred Forty Thousand Dollars ($240,000). This amount represents 50% of the COUNTY’s MAXIMUM CONTRIBUTION under this AGREEMENT.


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E. Second Payment. The COUNTY agrees that upon receipt of the preliminary construction plans, specifications, special provisions and cost estimates for the PROJECT and an invoice from the GRANTEE, the COUNTY shall make a second payment to the GRANTEE in the amount of One Hundred Twenty Thousand Dollars ($120,000). This amount and the advance payment to the GRANTEE represent 75% of the COUNTY’s MAXIMUM CONTRIBUTION under this AGREEMENT.

F. Final Reimbursement. The COUNTY agrees that upon receipt of an invoice from the GRANTEE following completion of Phase II engineering services for the PROJECT, the COUNTY shall make a final payment to the GRANTEE for the balance of the COUNTY’S SHARE under this AGREEMENT. The amount of the final payment shall be based upon the actual cost of Phase II engineering services for the PROJECT and shall reflect the COUNTY’s prior payments to the GRANTEE. In the event that the prior payments made to the GRANTEE by the COUNTY exceed the COUNTY’S SHARE under this AGREEMENT, the COUNTY may require the GRANTEE to return any or all excess funds.

G. Final Reimbursement Documentation. In order to receive final reimbursement from the COUNTY, the GRANTEE must submit the following documentation along with the final invoice:

1. a cover letter addressed to the DEPARTMENT’s Bureau Chief of Design, including the name of the PROJECT and its associated section number;

2. copies of all cancelled checks paid to the consultant(s) (or copies of the associated bank ledgers reflecting the payments), or a letter(s) from the consultant(s) confirming payment was received for the service(s) rendered; and

3. copies of all associated invoices submitted to the GRANTEE by the consultant(s) for the service(s) rendered.

H. Insufficient Documentation. If the documentation submitted by the GRANTEE for final

reimbursement is reasonably deemed by the COUNTY as not sufficiently documenting the work completed, the COUNTY may require further records and supporting documents to verify the amounts, recipients and uses of all funds invoiced pursuant to this AGREEMENT.

I. Ineligible Expenditures. It is understood and agreed to by the PARTIES that the COUNTY will not reimburse the GRANTEE for any expenditures that are:

1. contrary to the provisions of this AGREEMENT; 2. not directly related to carrying out Phase II engineering services for the

PROJECT; 3. not paid by the GRANTEE or its consultant(s); 4. of a regular and continuing nature, including, but not limited to, administrative

costs, staff and overhead costs, rent, utilities and maintenance costs; 5. incurred without the consent of the COUNTY after written notice of suspension

or termination of any or all of the COUNTY’s obligations under Section II (D) of this AGREEMENT; and

6. in excess of the COUNTY’s MAXIMUM CONTRIBUTION under this AGREEMENT.

J. Supplemental or Substitute Work. Either PARTY may request, after the Phase II engineering agreement is awarded by the GRANTEE, that supplemental or costlier


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substitute work be added to the agreement’s scope of work. The GRANTEE will cause said supplemental or substitute work to be added to the agreement, provided that said work shall not unreasonably delay the PROJECT schedule. Unless otherwise agreed to by the PARTIES in writing, whichever PARTY requested or caused said supplemental or costlier substitute work shall pay for the cost increases of said work in full.

K. Funding Breakdown. A funding breakdown is incorporated into and made a part of this AGREEMENT and attached hereto as EXHIBIT A.

L. Submittals. All submittals required of the GRANTEE under this section of the AGREEMENT shall be directed to:

Bureau Chief of Design Attn: Noel Basquin, P.E. Cook County Department of Transportation and Highways 69 W. Washington Street, 23rd Floor Chicago, IL 60602 E-mail: [email protected]

IV. REPORTING

A. Quarterly Performance Reports. The GRANTEE must submit quarterly performance

reports to the COUNTY no later than thirty (30) days after the reporting period as determined by the COUNTY. Quarterly performance reports must include the following information:

1. a cover letter addressed to the DEPARTMENT’s Bureau Chief of Strategic Planning and Policy, including the name of the PROJECT and its associated section number;

2. an estimated percentage of Phase II engineering work completed for the PROJECT;

3. a statement indicating whether Phase II engineering work for the PROJECT is on, behind or ahead of schedule;

4. a record of Phase II engineering activities and expenditures to date and for the current reporting period;

5. a forecast of quarterly Phase II engineering activities and expenditures for the remainder of the PROJECT; and

6. any significant changes to the PROJECT schedule.

B. Extensions. The GRANTEE may request to extend the due date of any quarterly performance reports and the COUNTY will reasonably consider any such requests.

C. Use of Reports. The COUNTY will use quarterly performance reports to compare the rate of the GRANTEE’s actual expenditures to the planned amounts in the approved funding breakdown for the PROJECT (EXHIBIT A) and to track Phase II engineering activities against the approved milestones in the PROJECT schedule, which is incorporated into and a made part of this AGREEMENT and attached hereto as EXHIBIT B.



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D. Final Performance Report. The GRANTEE must submit a final performance report with its request for final reimbursement. The final report should describe cumulative Phase II engineering activities, including a complete description of the GRANTEE’s achievements with respect to the PROJECT’s objectives and milestones. The COUNTY will not issue final reimbursement until the final report is submitted.

E. Report Format. The GRANTEE shall use whatever forms or documents are required for use by the COUNTY in submitting the quarterly and final performance reports.

F. Failure to Report. The GRANTEE understands and agrees that the failure to submit timely and complete performance reports will result in the delay of funds and/or the denial of future funding.

G. Submittals. All submittals required of the GRANTEE under this section of the AGREEMENT shall be directed to:

Bureau Chief of Strategic Planning and Policy Attn: Jesse Elam Cook County Department of Transportation and Highways 69 W. Washington Street, 23rd Floor Chicago, IL 60602 E-mail: [email protected]

V. GENERAL CONDITIONS

A. Authority to Execute. The PARTIES hereto have read and reviewed the terms of this

AGREEMENT and by their signatures as affixed below represent that the signing party has the authority to execute this AGREEMENT and that the PARTIES intend to be bound by the terms and conditions contained herein.

B. Binding Successors. This AGREEMENT shall be binding upon and inure to the benefit of the PARTIES hereto and their respective successors and approved assigns.

C. Compliance with Laws, Rules and Regulations. The PARTIES shall at all times observe and comply with all federal, state and local laws and regulations, as amended from time to time, in carrying out the terms and conditions of this AGREEMENT.

D. Conflicts of Interest. The GRANTEE understands and agrees that no director, officer, agent or employee of the GRANTEE may have an interest, whether directly or indirectly, in any contract or agreement or the performance of any work pertaining to this AGREEMENT; represent, either as an agent or otherwise, any person, trust or corporation, with respect to any application or bid for any contract or agreement or work pertaining to this AGREEMENT; or take, accept or solicit, either directly or indirectly, any money or thing of value as a gift or bribe or means of influencing his or her vote or actions. Any contract or agreement made and procured in violation of this provision is void and no funds under this AGREEMENT may be used to pay any cost under such a contract or agreement.



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E. Conflict with Exhibits. In the event of a conflict between any exhibit attached hereto and the text of this AGREEMENT, the text of this AGREEMENT shall control.

F. Counterparts. This AGREEMENT may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which shall be deemed one and the same instrument.

G. County Section Number. The PROJECT is hereby designated as COUNTY section number 20-IICRD-03-EG. The GRANTEE shall include COUNTY section number 20-IICRD-03-EG on all PROJECT-related submittals, including, but not limited to, emails, correspondence and invoices.

H. Designation of Representatives. Not later than fourteen (14) calendar days after the Effective Date of this AGREEMENT, as defined in Section V (J) below, each PARTY shall designate in writing a full-time representative for the carrying out of the AGREEMENT. Each representative shall have the authority, on behalf of the respective PARTY, to make decisions relating to the work covered by this AGREEMENT. Representatives may be changed, from time to time, by subsequent written notice. Each representative shall be readily available to the other.

I. Dispute Resolution. In the event of any dispute, claim, question or disagreement arising out of the performance of this AGREEMENT, the PARTIES hereto shall consult and negotiate with each other in good faith to settle the dispute, claim, question or disagreement. In the event the PARTIES cannot mutually agree on the resolution of the dispute, claim, question or disagreement, the decision of the DEPARTMENT’s Superintendent shall be final.

J. Effective Date. The Effective Date of this AGREEMENT shall be the date that the last authorized signatory signs and dates this AGREEMENT. This AGREEMENT shall become effective only in the event the corporate authorities of each PARTY approve this AGREEMENT.

K. Entire Agreement. This AGREEMENT constitutes the entire agreement of the PARTIES concerning all matters specifically covered by this AGREEMENT and supersedes all prior written and oral agreements, commitments and understandings among the PARTIES. There are no representations, covenants, promises or obligations not contained in this AGREEMENT that form any part of this AGREEMENT or upon which any of the PARTIES is relying upon in entering into this AGREEMENT.

L. Force Majeure. No PARTY shall be liable for any delay or non-performance of its obligations hereunder by any contingency reasonably beyond its control, including, but not limited to, acts of God, war, civil unrest, labor strikes or walkouts, fires, pandemics and/or natural disasters.

M. Indemnification. The GRANTEE shall indemnify, defend and hold harmless the COUNTY and its commissioners, officers, directors, employees and agents, and their respective heirs, successors and assigns, from and against any and all claims, liabilities, damages, losses and expenses, including, but not limited to, legal defense costs, attorneys’ fees,


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settlements or judgments, caused by the negligent acts, omissions or willful misconduct of the GRANTEE, its officers, directors, employees, agents, consultants, contractors, subcontractors or suppliers in connection with or arising out of the performance of this AGREEMENT.

N. Modification. This AGREEMENT may only be modified by a written instrument executed by the DEPARTMENT’s Superintendent and an authorized representative of the GRANTEE.

O. No Individual or Personal Liability. The PARTIES agree that the actions taken and the representations made by each respective PARTY and by their respective corporate authorities have not been taken or made in anyone’s individual capacity and no mayor/president, board member, council member, official, officer, employee, volunteer or representative of any PARTY will incur personal liability in conjunction with this AGREEMENT.

P. No Third-Party Beneficiaries. This AGREEMENT is not intended to benefit any person, entity or municipality not a party to this AGREEMENT, and no other person, entity or municipality shall be entitled to be treated as beneficiary of this AGREEMENT. This AGREEMENT is not intended to and does not create any third-party beneficiary or other rights in any third person or party, including, but not limited to, any agent, contractor, subcontractor, consultant, volunteer or other representative of any PARTY hereto. No agent, employee, contractor, subcontractor, consultant, volunteer or other representative of any PARTY hereto will be deemed an agent, employee, contractor, subcontractor, consultant, volunteer or other representative of the other.

Q. Notices. Unless otherwise specified, all reports, notices and other communications related to this AGREEMENT shall be in writing and shall be personally delivered or mailed via first class, certified or registered U.S. Mail or electronic mail delivery to the following persons at the following addresses: To the COUNTY: Jennifer (Sis) Killen, P.E., PTOE

Acting Superintendent Cook County Department of Transportation and Highways 69 W. Washington Street, 24th Floor Chicago, IL 60602 E-mail: [email protected]

To the GRANTEE: Director of Public Works Attn: Roderick Ysaguirre Village of Park Forest 350 Victory Drive Park Forest, IL 60466 E-mail: [email protected]

R. Project Location. A map showing the PROJECT limits is incorporated into and made a part of this AGREEMENT and attached hereto as EXHIBIT C.




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S. Recitals. The introductory recitals included at the beginning of this AGREEMENT are agreed to and incorporated into and made a part of this AGREEMENT.

T. Records Maintenance. The GRANTEE shall maintain during the term of this AGREEMENT and for a period of three (3) years thereafter complete and adequate financial records, accounts and other records to support all PROJECT expenditures. These records and accounts shall include, but not be limited to, records providing a full description of each activity being assisted with COUNTY funds; a general ledger that supports the costs being charged to the COUNTY; records documenting procurement of goods and services; contracts for goods and services; invoices; billing statements; cancelled checks; bank statements; schedules containing comparisons of budgeted amounts and actual expenditures; and construction progress schedules.

U. Reviews and Audits. The GRANTEE shall give the COUNTY access to all books, accounts, records, reports and files pertaining to the administration, receipt and use of COUNTY funds under this AGREEMENT to necessitate any reviews or audits.

V. Section Headings. The descriptive section and subsection headings used in this AGREEMENT are for convenience only and shall not control or affect the meaning or construction of any of the provisions thereof.

W. Severability. If any term of this AGREEMENT is to any extent illegal, otherwise invalid, or incapable of being enforced, such term shall be excluded to the extent of such invalidity or unenforceability; all other terms hereof shall remain in full force and effect; and, to the extent permitted and possible, the invalid or unenforceable term shall be deemed replaced by a term that is valid and enforceable and that comes closest to expressing the intention of such invalid or unenforceable term.

X. Timely Review and Approval. Wherever in this AGREEMENT approval or review by either the COUNTY or GRANTEE is provided for, said approval or review shall not be unreasonably delayed or withheld.

Y. Venue and Applicable Law. All questions of interpretation, construction and enforcement, and all controversies with respect to this AGREEMENT, will be governed by the applicable constitutional, statutory and common law of the State of Illinois. The PARTIES agree that, for the purposes of any litigation relative to this AGREEMENT and its enforcement, venue will be in the Circuit Court of Cook County, Illinois or the Northern District, Eastern Division of the United States District Court, Chicago, Illinois, and the PARTIES consent to the in personam jurisdiction of said Courts for any such action.

Z. Waiver of Default. The failure by the COUNTY or GRANTEE to seek redress for violation of or to insist upon strict performance of any condition or covenant of this AGREEMENT shall not constitute a waiver of any such breach or subsequent breach of such covenants, terms, conditions, rights and remedies. No provision of this AGREEMENT shall de deemed waived by the COUNTY or GRANTEE unless such provision is waived in writing.


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IN WITNESS WHEREOF, the PARTIES have executed this AGREEMENT on the dates indicated.

EXECUTED BY COUNTY OF COOK: EXECUTED BY VILLAGE OF PARK FOREST: _____________________________ _____________________________ Toni Preckwinkle Jonathan M. Vanderbilt President Mayor Cook County Board of Commissioners This _____ day of __________, _______ This _____ day of __________, _______ ATTEST: _________________________ ATTEST: _________________________ County Clerk Village Clerk _____________________________________________________________________________________ RECOMMENDED BY: APPROVED AS TO FORM: Kimberly M. Foxx, State’s Attorney _____________________________ By: _____________________________ Jennifer (Sis) Killen, P.E., PTOE Assistant State’s Attorney Acting Superintendent County of Cook Department of Transportation and Highways


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EXHIBIT A

Funding Breakdown

PHASE

TOTAL

ESTIMATED COST

GRANTEE

SHARE

COUNTY SHARE

Phase II Engineering

$600,000

Balance

80% (up to $480,000)


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EXHIBIT B

Project Milestone Schedule Date Milestone

December 1, 2020 Cook County Fiscal 2021 Starts April 1, 2021 Start a Qualifications Based Selection Process (QBS) to select an engineering firm

to design the project (as applicable) May 1, 2021 Finalize 2020 Invest in Cook Intergovernmental Agreement process with Cook

County Select a Design Consultant

June 1, 2021 Execute Engineering Services Agreement with selected Consultant July 1, 2021 Complete Phase I Engineering work currently underway and partially funded by

2018 Invest in Cook Funds July 1, 2021 Start Phase II – Design work

to Ongoing design work July 1, 2022 Complete Design work – END OF PROJECT – Date subject to change

Project Location

Project Location Start: Lat: 41°28’54” N.

Long: 87°40’40” W. End: Lat: 41°29’30” N.

Long: 87°40’28” w.

LOCATION MAP

EXHIBIT C

AGENDA BRIEFING

DATE: April 21, 2021 TO: Mayor Vanderbilt

Board of Trustees FROM: Nicholas Christie – Assistant Director of Public Works/Village Engineer SUBJECT: Award of Contracts for Water Treatment Chemicals BACKGROUND/DISCUSSION:

On Tuesday, March 23, 2020, at 2:00 P.M., the Department of Public Works opened 6 bids for the annual supply of Water Treatment Chemicals for use at the Water Treatment Plant. The bid was advertised in the Daily South Town newspaper, mailed directly to 16 known suppliers, and advertised on the Village website. Due to the various chemicals needed for water treatment, the bids are advertised so that each chemical can be awarded separately to any lowest bidder. There was one bidder for Carbon Dioxide and Bulk Soda Ash, and four bidders for Quicklime. See attached bid tab. Due to variations in water demand over the course of a year, the water plant may be required to produce more or produce less water to meet demand. Therefore, DPW included a contract provision stating that, “The Village may increase or decrease final quantities by 25% without change in unit prices.” Below is a breakdown of chemicals, lowest bidders, and costs.

Carbon Dioxide is used to reduce the pH and stabilize the water after lime softening. Linde (formerly Praxair) is the lowest bidder in the amount of $100.00/ton totaling $32,400. The current unit price is $100/ton.

Soda Ash is used to remove non carbonate hardness in the raw water and thereby help remove water hardness in the treatment process. Univar USA is the lowest bidder in the amount of $469/ton totaling $375,200.00. Current unit price is $458.00/ton.

High Calcium Quicklime (Calcium Oxide) is used in the water softening process

at the Water Plant to remove water hardness and high levels of calcium found in the raw water drawn from the wells. Graymont Western Lime is the lowest bidder in the amount of $164/ton totaling $164,000. Current unit price is $163/ton.

Blended Polyphosphate is used to control corrosively in the water supply. The

version DPW currently uses, WSU 358, is made by Water Solutions Unlimited. Other versions of blended polyphosphates have separate chemical formulations that have the potential to negatively affect the corrosively of the water. Therefore, DPW would like to continue purchasing from Water Solutions Unlimited and has negotiated a purchase agreement with no increase from last fiscal year. The attached letter agrees to continue the cost from last fiscal year at $2.50/pound totaling $30,000.00.

Purchases for these materials will begin July 1, 2021, therefore these purchases will be paid from the FY 21 Water Fund. RECOMMENDATION: Award the contract to supply water chemicals to: Linde (formerly Praxair) for Bulk Carbon Dioxide, Univar USA for Bulk Soda Ash, Graymont Western Lime for High Calcium Quicklime; and Water Solutions Unlimited for Blended Polyphosphate at the contract total prices and authorize the Village Manager to enter into a contract with said suppliers. SCHEDULE FOR CONSIDERATION: This item will appear on the Agenda of the Regular Meeting of April 26, 2021, for your approval.

VILLAGE OF PARK FOREST FISCAL 2022 WATER TREATMENT CHEMICALS BID TABULATION 3/24/2021

324 Tons 800 Tons 1000 TonsCOMPANY UNIT TOTAL UNIT TOTAL UNIT TOTAL

PRICE BID PRICE BID PRICE BID

1 Univar, USA $469.00 $375,200.00

2 Mississippi Lime $268.80 $268,800.00

3 Linde (frm. Praxair) $100.00 $32,400.00

4 Carmeuse Lime $273.80 $273,800.00

5 Graymont $164.00 $164,000.00

6 Lhoist $273.97 $273,970.00

BULK CARBON DIOXIDE BULK SODA ASH-LIGHT QUICKLIME

getwsu.com1-800-359-3570

P.O. Box 157 8824 Union Mills Drive

Camby, IN 46113

February 3, 2021

Dave Vavrek

Village of Park Forest

350 Victory Dr.

Park Forest, IL 60466

Dave,

Water Solutions Unlimited would like to guarantee the current price for the Phosphate and Fluoride that we are selling you for another year, good until June 2022.

Phosphate (WSU 358): 50 pound bags @ $2.50/lb.

Fluoride: 2623 pound totes @ $.48/lb.

As always, we appreciate your business and will continue to help with any testing and concerns Park Forest may have to assure the best drinking water possible.

Thank you,

Amy Bagley

Mark McKee

Water Solutions Unlimited

AGENDA BRIEFING

DATE: April 21, 2021 TO: Mayor Jonathan Vanderbilt Board of Trustees FROM: Roderick Ysaguirre – Director of Public Works/Village Engineer RE: Purchase of a 2022 International HV507 Dump Truck, Replace

Vehicle/Equipment # 557 BACKGROUND/DISCUSSION:

Village vehicle and equipment replacement is budgeted annually and begins first in the 5 Year Capital Plan. Replacement of the Village’s 2000 International 2.5 Ton dump truck/snow fighter is designated for replacement this fiscal year. The vehicle will be purchased per the State of Illinois Add On Program using Contract #19-416 CMS-Boss 4-B-2573 that was awarded to Rush Truck Centers of Illinois for the 2020-2021 purchasing year. This allows municipalities to order trucks and receive the same State of Illinois discount that was used by Rush Truck Centers of Illinois to win the Illinois bid contract above. This agenda item consists of the purchase of a 2022 International HV507 through the State of Illinois Joint Purchasing Contract awarded to Rush Truck Centers of Illinois at the cost of $86,009.76 dollars, to be upfitted by Monroe Truck Equipment in the amount of $75,328 for a total purchase cost of $161,337.76. Upfitting will consist of a stainless steel dump body, rear hitch, plow hitch to connect a snow plow, a Monroe plow, Monroe under tailgate salt spreader, Monroe electric pre-wet liquid dispensing system, hydraulics package, and State of Illinois light package. Purchase price includes standard warranties, freight, license, title, and discount. Attached are the Sale Proposal/Quotation, Specifications, and Warranties. There is no trade in valve for the old unit, therefore the old unit will be auctioned at a future date. The vehicle/equipment to be replaced is a 2000 International 2.5 ton dump truck with 33,675 miles and 5,778 hours which is used by DPW staff for hauling asphalt, dirt, concrete, and stone for disposal and various water main, sewer, and street repairs, as well as salting and snow plowing. This new truck will be used for the same tasks as outline above. This equipment will be purchased through the 20/21 Vehicle Services Fund – Capital Outlays where $165,000 has been budget for this equipment purchase. RECOMMENDATION: Authorize the Village Manager to approve a Purchase Order in the amount of $161,337.76 dollars for this purchase. SCHEDULE FOR CONSIDERATION: This item will appear on the Agenda of the Regular Meeting of April 26th, 2021 for your approval.

AGENDA BRIEFING

DATE: April 21, 2021 TO: Mayor Jon Vanderbilt Board of Trustees FROM: Robert Gunther Director of Recreation, Parks & Community Health RE: Somonauk Park – Pond/Hillock Grading BACKGROUND/DISCUSSION:

The Board is aware that the Village is the recipient of an Open Space Land & Acquisition (OSLAD) Grant from Illinois Department of Natural Resources to redevelop Somonauk Park. This grant, in the amount of $395,000 and the match, is reflected in the Capital Projects Budget. The first phase of this redevelopment is site demolition and grading of the pond and hillock. Demolition consists of removing the existing paved court, some walks, removal of some trees and other hardscape from the site. Grading includes excavation for the pond and grading for the hillock and other site features. Village staff have removed the trees and completed some initial site preparation. A Request for Bid was posted on the Village web site as well as notice sent to three companies that had requested to be informed. Four companies submitted bids for this phase.

Bidder Base Bid Cu/Yd. Alternate

for Hauling

Alessio & Sons Company – Lombard, IL $186,493.40 $19.00 cu/yd Schwartz Excavating – Countryside, IL $217,841.73 $35.00 cu/yd K-Line Excavating – Monee, IL $162,398.00 $16.67 cu/yd V3 Construction Group – Woodridge, IL $181,500.00 $25.00 cu/yd The lowest bidder for this phase is K-Line Excavating from Monee, IL for $162,398.00. K-Line Excavating has satisfactorily completed several similar projects for the Village. Staff recommends the Village award a $162,398.00 contract to K-Line Excavating from Monee, IL, for the Somonauk Park - Pond/Hillock Grading. Staff also recommends approving a 15% contingency of $24,359 for a total contract amount not to exceed $186,757. SCHEDULE FOR CONSIDERATION: This item will appear on the Agenda of the Regular Meeting of April 26, 2021 for your approval.

AGENDA BRIEFING

DATE: April 21, 2021

TO: Mayor Jon Vanderbilt

Board of Trustees

FROM: Robert Gunther

Director of Recreation, Parks & Community Health

RE: Landscape Maintenance Contract

BACKGROUND/DISCUSSION: Bids were recently solicited for seasonal mowing of designated areas within the Village of Park

Forest. Requests for Bids were distributed to nine companies that had requested to be notified, as

well as being posted on the Village website.

The Village lets two separate contracts for mowing. The first designated Areas#1 - #10 includes

municipal buildings and other highly visible areas that are mown weekly. The second, Areas #12 -

#18 are not mown as frequently, and include various vacant lots, cul-de-sacs and miscellaneous open

lands within the Village. Bids were solicited for the second contract, Areas #12 - #18.

The Village received two bids, enumerated below.

Kings Lawn & Snow Removal -

Matteson

Dutch Valley, Inc - Beecher

Area 12 - Orchard Dr $ 375.00 $ 94.00

Area 13 – Rt. 30 $ 400.00 $ 94.00

Area 14 - 26th St $ 275.00 $ 60.00

Area 15 - Tamarack St $ 300.00 $ 60.00

Area 16 - Orchard Dr $ 275.00 $ 30.00

Area 17 - Cul-de-Sac's & Open Lands $ 390.00 $ 326.00 Area 18 - Vacant lots & Commercial Properties $ 2,820.00 $ 2,129.00

Weekly Total $ 4,835.00 $ 2,793.00

Cost for 16 Weeks $ 77,360.00 $ 44,688.00

The low bidder is Dutch Valley, Inc. from Beecher, which serviced this contract the last three

seasons. Staff recommends awarding the contract for seasonal mowing of Areas #12 - #18 to Dutch

Valley, Inc. Biweekly costs to be $2,793 with an anticipated seasonal cost of $44,688.

Dutch Valley also has the contract for Areas #1 - #10. The contract for this work was awarded in

2019 with the option for two subsequent one-year renewals. The upcoming mowing season would be

the second year option and Staff recommends renewal. This contract will need to be re-bid for the

2022 mowing season.

SCHEDULE FOR CONSIDERATION: This item will appear on the Agenda of the Regular

Meeting of April 26, 2021 for your approval.

Dutch Valley Inc.

1559 Sawgrass Lane

Beecher, IL 60401

(708) 946-2449

Property: Village of Park Forest

Mowing of Areas 1-10

Term: 2021 Mowing Season (approximately April-October)

To whom this may concern,

Dutch Valley is requesting to renew its current contract with the village to mow

areas 1-10. Dutch Valley would like to renew for the 2021 mowing season. Dutch

Valley will honor the same pricing as last year.

Respectfully,

Jason Musch

President

Dutch Valley, Inc.

AGENDA RULES MEETING OF THE BOARD OF TRUSTEES


350 VICTORY DRIVE PARK FOREST, ILLINOIS

Village Hall- Boardroom 7:00 p.m. April 26, 2021

This meeting has been cancelled

NOTE – DUE TO COVID-19

THE BOARD MEETING WILL BE HELD VIA CONFERENCE CALL *Public, in-person attendance of the Meeting has been deemed unfeasible; All public comment can be sent prior to the phone

conference Board Meeting, via email to [email protected], by 3 pm the day of the meeting; Public comments received via email will be read during the public meeting.

**A record (verbatim recording) of all action (if any) taken during the Board Meeting in open session will be made available upon request.

***This meeting will be broadcast live, and recorded, on the local cable access channels in Park Forest (channel 4 for Comcast subscribers & channel 99 for AT&T U-Verse subscribers) and will be streamed live, and subsequently archived, on the Village

website at www.villageofparkforest.comNOTE: Copies of Agenda Items are Available on the Village website at www.villageofparkforest.com




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