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VILLAGE OF ALSIP MINUTES OF BOARD OF TRUSTEES COMMITTEE MEETING September 12, 2011 Mayor Kitching called the meeting to order at 7:30 p.m. Clerk Venhuizen called the roll with the following in attendance: Trustees Shapiro, McGreal, Daddona, Quinn, Dalzell, Ryan, and Mayor Kitching. Also in attendance Attorney Paul Stepanides. BID OPENING: Clerk Venhuizen opened and reported the following bids received for Water Mains Various Locations:
BIDDER AMOUNT BID BOND

Len Cox & Sons, Joliet, Il Unique Plumbing, Brookfield, Il M&J Underground, Monee, Il Aarys Const., Tinley Park, Il
Hasse Construction, Cal. City, Il

Riccio Construction, Palos Pk, Il D Construction, Coal City, Il Alsterda Const., Alsip, Il Swallow Const., Downer Gr., Il Crystal Sewer/Water, Joliet, Il 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54

$157,412.00 $129,574.00 $182,772.00 $185,877.00 $236,532.00 $160,533.00 $138,154.00 $ 99,649.00 $210,192.50 $172,834.00

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Clerk Venhuizen referred the bids to committee. MAYORS REPORT: No report. Trustee Quinn questioned the Viridian Energy poster that includes a Village of Alsips employee name as contact person, and the lack of Board involvement. Mayor Kitching reported there was no fee, and no contract and therefore no need for Board involvement. Additionally, the Village receives money for any resident that signs with Viridian. CLERKS REPORT: Clerk Venhuizen presented: a) Resolution Authorizing the Release of Certain Closed Session Minutes. This item was previously presented for approval at the 9/6/2011 Board meeting and was tabled until the 9/19/2011 meeting. Clerk Venhuizen reported anyone interested in reviewing these minutes, a convenient time can be set up. ENGINEERS REPORT: Tom Lang reported the following on the Mather Avenue project: After the last meeting in which Mather Avenue sewer was discussed, Vince Cullen and Tom Lang met with the Public Works committee to review the existing conditions and proposed solutions. The Committee requested that they update the full Board on what was discussed. A map of the area was presented that shows the existing storm sewer system. The original plans of the project from the design engineer were obtained and it is estimated the trunk sewer down Lawler and Avon was installed in the latter 60s and 70s. The upstream sewer was installed, but no outlet to the creek at 115th and Cicero was ever constructed. Thus, the sewer along Lawler is fully silted in for 500 feet or more. Can a gravity outlet be constructed to the creek at 115th Street? No, because the culver is 3 higher than the invert of the 54 sewer at 115th Street. Can a gravity sewer be constructed to the creek east of the Creekside subdivision? Yes, but because the invert of the existing sewer at Avon/Lawler is 2.5lower than the ditch bottom, the existing sewer along Lawler and Avon will need to be re-built and raised to allow water to go north instead of south. Plus, because the Avon sewer at 113th Street is dead flat with the creek bottom, the Avon sewer north of 113th Street will need to be raised to provide enough grade to the ditch. Lastly, the existing sewer in the subdivision will need to be increased in size because of the additional flow, utilities will need to be adjusted and side yards disturbed. What can we do? Install a lift station at 115th Street and tie into the County sewer. The County will dictate the terms as to how this connection is made, if they even allow it.

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Board of Trustees Committee meeting September 12, 2011 Permission is anticipated if we tell them we wont pump anything into their sewer until any storms have subsided and the sewer will accept the flow, whether by means of a float, transducer or some other means. If the County doesnt allow this connection, we could run a force main to Cicero Avenue, but this would be difficult because of utilities in the parkways. We could also run a force main to the creek east of the subdivision, but that option would require the willingness of the residents to grant side yard easements. The existing sewer needs to be cleaned and a contractor estimated the cost at $210/foot, excluding any special disposal costs. With over 500 of sewer that needs to be cleaned, the estimated cost is $100,000. We believe a small lift station could be installed for $100,000, but depending on the Countys willingness and conditions, a fully stocked state of the art station could cost an estimated $250,000. It is recommended all of this work be completed prior to working the Mather Avenue project. The outlet for Mather is there already and can be accessed. The project was bid in 2005 for $215,000, and applying construction escalators the cost today is an estimated $300,000. It is recommended the first order of business is Board authorization for the Village Engineer to approach the County to see what conditions they would place on a sewer connection. This item should be placed on the next Board meeting agenda. Discussion followed. PUBLIC FORUM: Mayor Kitching called for input from the public; there was none. FINANCE REPORT: Trustee Quinn presented: a) List of bills dated September 12, 2011. Trustee Quinn requested that utility bills be combined into one packet with a cover list and a place for required signature(s). FIRE DEPARTMENT REPORT: Trustee Dalzell presented: a) July, 2011 Monthly Report. b) NIMS report. POLICE DEPARTMENT: Trustee Daddona presented: a) August, 2011 Monthly Report. b) Request for approval to purchase 36 ballistic vests @$600 each, totaling $21,960. c) Letter of recognition. In response to a question from Trustee Dalzell, Attorney Stephanides advised waiver of bids is necessary. Trustee Quinn requested a report at the next meeting on the companies contacted and their prices for the vest purchase. PUBLIC WORKS DEPARTMENT REPORT: Trustee McGreal presented: a) 2011-2012 Rock Salt Contract. This years salt purchase was awarded to North American Salt Company (State Purchase) at a price of $60.75 per ton; lower than last years price of $61.50 per ton. b) Request from Track Services for Authorization to Close the Roadway on 118th Street for Railroad repair. Track Services, Inc. has requested authorization to close the roadway at the railroad tracks on 118th Street near Berry Plastics (5750 W. 118th Street) for repair. Track Services anticipates the repair to be performed during the third week of September, although actual dates have yet to be determined. The repair will require a three to five day closure and the Village will be provided with a five day notice prior to the road closure so emergency services can be notified. Track Services has agreed to be responsible for notifying local businesses, and will provide proper barricading and detour routes for this project. c) Nuala Subdivision Street Lights update. Catherine Surgrue at ComEd notified Public Works that the installation of the rental lights in the Nuala Subdivision is scheduled for the week of September 26, 2011. This is tentative based on whether conditions or any other emergency situations. The rental agreement for these lights will be forthcoming. d) Dirt Storage 2011 Road Program. The Public Works Department may be required to store several truckloads of dirt for the 2011 Road Program. If necessary to store this dirt, it will be stock piled at the northeast corner of the East parking lot at the Alsip Boat Launch. Storage of this dirt is temporary with all stored quantities removed at the end of the project, and the area cleaned with the street sweeper. e) Request for approval for the Engineer to approach the County to see what conditions they would place on a sewer connection for the Mather Avenue Project. f) Request for approval to investigate lift station options for the Mather Avenue Project. g) August, 2011 Monthly Report. h) Request for approval of an Ordinance Approving a Storm Sewer and Drainage Easement Agreement from Robert Shleder to the Village of Alsip.

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September 12, 2011

BUILDING DEPARTMENT REPORT: Trustee Shapiro presented: a) July, 2011 Building Department Monthly Report. b) August, 2011 Building Department Monthly Report. c) Request from the Alsip Chamber of Commerce for approval to place the following signs: A portable sign in front of the Park District and Chamber office from October 5th to October 12th , announcing the 25th Annual Auction scheduled for Tuesday, October 11th , 2011; two portable signs from October 17th thru October 23rd, advertising the Fall Craft Fair scheduled for Saturday, October 22, 2011; place ground signs on wire stakes throughout the Village announcing both events and waiver of associated fees. c) Request from H.L. Richards High School Performing Arts for approval to display lawn signs in Alsip, from October 11th through October 16th, to advertise their annual train show scheduled for Saturday, October 15th and Sunday, October 16th, 2011. HEALTH & POLLUTION: Trustee Daddona presented: a) Report the Health Department is performing inspections at businesses throughout Alsip. SEWER & WATER: No report. LICENSE REPORT: Trustee Quinn presented: a) Request for approval of a list of licenses dated September 12, 2011. PLANNING/ZONING REPORT: No report. REPORTS OF SPECIAL COMMITTEES VILLAGE PROPERTY: No report. INSURANCE COMMITTEE: Trustee McGreal requested an executive session to discuss a letter received from an employee regarding health insurance issues. ORDINANCE & LEGISLATION: No report. IT REPORT: No report. BOAT LAUNCH: Trustee Quinn requested and received consensus of the Board allowing the gentleman responsible for the Boat Launch to call the Clerks Office when there is no activity (revenues) at the Boat Launch. Trustee Quinn recommended the Village Clerk give a phone number to the gentleman for to call in the no activity report. Clerk Venhuizen reported the decision to have the gentleman physically report to the Clerks Office was made by Trustee McGreal when serving on the Boat Launch Committee, and it was a good check and balance system. Trustee Quinn requested and received Board consensus to change the reporting as stated above. PRESENTATIONS, PETITIONS, COMMUNICATIONS UNFINISHED BUSINESS: Trustee Quinn requested a motion be placed on next weeks agenda to override Mayor Kitchings veto of the Ordinance Establishing a Legal Department. Trustee Quinn reported there will be no additional expense; the legal council will advise the Trustees if there are any concerns or disagreement with the Village attorney. It will not override the Mayors authority to appoint an attorney for this year, and will not change the form of government. There will be no legal firm contracted with the Village of Alsip, and expenses come from the same line item. Mayor Kitching reported the budget was prepared based on historical data representing a certain dollar figure, and by adding another attorney there is additional expense. Discussion followed on previous advice given by the attorney. NEW BUSINESS: None.

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September 12, 2011

EXECUTIVE SESSION: Motion by Trustee McGreal to enter into executive session to discuss employee compensation in accordance with 5ILCS120/2(c) (1); seconded by Trustee Quinn. Roll #1: Voting aye: Trustees Shapiro, McGreal, Daddona, Quinn, Dalzell and Ryan. Motion carried. ADJOURNMENT: Motion by Trustee Ryan to adjourn; seconded by Trustee Dalzell. All in favor; none opposed. Motion carried. Respectfully submitted,

_______________________________ Deborah Venhuizen Village Clerk, Alsip, Illinois

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