Board of Trustees — Skokie, IL
Date: 2023-08-07

MONDAY, AUGUST 7, 2023 – 7:30 P.M.


 1. Pledge of Allegiance led by Village Clerk Pramod Shah.

 2. Call meeting to order and roll call.

 3. Approve Consent Agenda.

* 4. Approve, as submitted, minutes of regular meeting held Monday, July 17, 2023. **go to**

* 5. Approve Voucher List #6-FY24 of August 7, 2023. **go to**

 6. Proclamations and Resolutions.

 7. Recognition, Awards and Honorary Presentations.

 8. Appointments, Reappointments and Resignations.
 A. Swearing in of the following personnel by Helene Levine, Vice Chair of the Board of
 Fire and Police Commissioners:
 Name Old Position New Position
 Katarzyna Pore Police Officer Police Sergeant

 * B. Appointment
 Human Relations Commission: Anthony Agee

 * C. Reappointments
 Fine Arts Commission: Michelle Beatrice, Mira Chander, Debra Hatchett, Judy Levan,
 Doris Liberman, Sonya Osseny, Pamela Sloan, Michelle Thomas, James VanOsdol,
 Vassilen Vasevski, Sharon Vicker, Ellen Waxberg, Pamela Williams, Jeff Rhodes as
 Vice Chair and Pamela Garbarini as Chair
 Performing Arts Center Board: Janis Fine, Barry Layfer, Rene Roy, Andrea Siegel and
 Terrence Guolee as Chair

 * D. Resignation
 Performing Arts Center Board: Barbara Reeder

 9. Presentations and Reports.

10. Report of the Village Manager. **go to**
 A. 2024 Green Alley Program – Design and Construction Engineering Services – Baxter **go to A**
 Woodman, Inc., Chicago, Illinois - $159,000.
 * B. Backlot Bash 2023. **go to B**
 * C. Annual Service Renewal for Microsoft Exchange, O365 & Power BI – Planet **go to C**
 Technologies, Germantown, Maryland - $37,103.40.
 * D. Annual Maintenance Contract for Cisco Network Infrastructure - CDW, Chicago, **go to D**
 Illinois - $31,440.79.

 11. Report of the Corporation Counsel. **go to**
 FIRST READING:
 A. An ordinance granting relief from Chapter 10, Section 10-10, of the Skokie Village Code
 **go to A**
 to allow the temporary sale, possession and consumption of alcoholic liquor on the
 public right of way and municipal property during specified hours of Skokie’s 16th

#612862
 annual Backlot Bash. Item A is on the agenda for first reading. The second reading will
 be on August 21, 2023.

 12. Unfinished Business.
 A. Agenda Items Process for Village Trustees. **go to**

 13. New Business.

 14. Plan Commission.

 15. Public Comment.

 16. Adjournment.




__________________________
Items marked with an asterisk (*) indicate they are part of the Consent Agenda that contains routine items or items
which have already been discussed by the Mayor and Board at a previous public meeting and require a second
reading. Items on the Consent Agenda are passed in one vote at the beginning of the Board Meeting. Prior to the
vote on the Consent Agenda, the Mayor will inquire if there is any matter which anyone wishes to remove from the
Consent Agenda. If there is an item on the Consent Agenda which you wish to address, please inform the Mayor at
that time you wish to remove it from the Consent Agenda.




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 Skokie. The event will include an entertainment stage, carnival, children's events,
 business exposition, food vendors, bingo tent, 5K race and kids run on Saturday
 and the Rotary Club pancake breakfast on Sunday.

 Mayor and Board approval of the Resolution authorizing the Intergovernmental
 Agreement between the Village of Skokie, the Skokie Park District and the Youth
 Foundation ofSkokie, Inc. is respectfully requested.

  C. Annual Service Renewal for MJcrpspft Exchange, 0365 and Pow
 Planet Technologies, Germantown, Maryland -$37,103.40.
 The Village of Skokie utilizes Microsoft Exchange 365 for email services. At this
 time, the annua! contract is up for renewal. To provide uninterrupted support of
 the network, staff is recommending renewal of the service contract. I concur with
 staff's recommendation and respectfully request Mayor and Board approval of a
 contract in the amount of $37,103.40, to be awarded to Planet Technologies.

  D. Annual Maintenance Contract for Cisco Network Infrastructure - CDW,
 Chicago, Illinois - $31,440.79.
 The Village of Skokie uses the services of Cisco Networking Infrastructure to
 provide networking capability for the entire Village. At this time, the annual
 hardware/software maintenance and support agreement is up for renewal. Staff
 recommends entering into a contract with CDW to provide the necessary annual
 maintenance. I concur with staff's recommendation and respectfully request
 Mayor and Board approval of a contract in the amount of $31,440.79 to be
 awarded to CDW.




612951
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MEMORANDUM
Engineering Division
 A
Finance Department



TO: John T. Lockerby, Village Manager
 / , , / /~!
FROM: ^^C<. ^/\u{^ ...^
 Mike Aleksic, Assistant Finance Director
 /^ /]
 61 ^k^4
 Russ Rietveld, Director of Engineering


DATE: July 31,2023

SUBJECT: AGENDA ITEM - August 7th, 2023 Board Meeting
 Village of Skokie 2024 Green Alley Program
 Design and Construction Engineering Services


Last September the Village of Skokie submitted an application for a Metropolitan Water
Reclamation District of Greater Chicago(MWRD) Green Infrastructure Partnership to upgrade
three more gravel alleys to permeable paver alleys. Our application was not selected for funding
this year, however we were notified the requested funding could be provided next year. In order
to complete the construction next year, we need to proceed into the design phase and thus this
memo pertains to the Engineering Services Agreement. In addition, we will need to enter into an
Intergovernmental Agreement(IGA) with MWRD regarding the partnership. The IGA will be
presented to the Board at a future meeting for consideration and, among other things, will contain
a schedule of pertinent project milestones. The current draft schedule is attached. The cost of
Engineering and Construction for the 2024 Green Alley Program is estimated at just over
$950,000 and the contemplated MWRD partnership would fund up to $347,000 of those costs.

The project pertains to the construction of three permeable paver alleys. The alleys to be
upgraded are as follows: alley between Suffield Court and Greenwood Street(Laramie Avenue to
Gross Point Road), alley between Lavergne and Bronx Avenues(Gross Point Road to Grove
Street), and the dead end alley between Kenton and Kolmar Avenues(north of Lyons Street), a
map is attached. These three gravel alleys were identified because they require extensive
maintenance from Public Works. The proposed alleys combine penneable pavers with concrete
ribbons along the edge. These alleys are constructed above a deep stone base. This base
provides storage for over 90,000 gallons ofstormwater under all three proposed alleys and allows
the stormwater to infiltrate into the adjacent soil instead of entering the combined sewer system.
Reducing the load on the sewer system reduces sewer treatment expenses and the likelihood of
floods and erosion. Permeable pavement also allows the earth below to breathe and reduces
urban heat island effect which also improves air quality. The Village plans to use Water funds
for the design and construction engineering for this project.


Pertaining to the Engineering Services, it is recommended that the Village utilize the services of
Baxter and Woodman Inc.(B&W). This firm is on the Village's short list of qualified consulting
engineers that would be employed on engineering projects which was formulated following a
formal Qualifications Based Selection (QBS) process. Furthermore, B&W assisted with the


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MWRD partnership application for this project and has provided Design and Construction
Engineering Services on previous Green Alley projects.


In addition, it is requested that the contract be awarded without need for further competitive
bidding of the Engineering Services, as permitted under the provisions of the Illinois Professional
Services Selection Act. This recommendation to obtain B&W for Design and Construction
Engineering Services is predicated on the need to provide continued known service for similar
type of work, continuity to the project area, and the firm's knowledge of this project. This is
coupled with their very satisfactory past work performance. Based on these factors, it is strongly
desired to retain the services of this firm for this next Project.


A proposal for these Professional Engineering Services was solicited and negotiated for the
subject project, and it is recommended that a contract for Design and Construction Engineering
Services be awarded to Baxter and Woodman, Inc., Chicago, Illinois in the amount of $159,000.
A detailed scope of work and cost proposal is attached. Please note that the construction phase
services, which includes significant documentation required by MWRD, is for part-time services;
as Village staff will be involved in the field work. Thus, it is recommended that the Mayor and
Board of Trustees authorize the award of a contract to Baxter Woodman Inc., Chicago, Illinois,
in the not to exceed amount of $159,000.00, for Design and Construction Engineering
Services for this Village of Skokie 2024 Green Alley Program.

In conclusion, we ask that you please present this recommendation to the Mayor and Board of
Trustees for review and approval at the August 7, 2023 regularly scheduled meeting:


Please contact us if there are any questions.



RR/MA
Attachments



ec: Michael Lorge, Corporation Counsel
 Max Slankard, Director of Public Works
 Samantha Maximilian, Senior Engineer
 Julian Prendi, Finance Director
 Nicholas Wyatt, Assistant Village Manager




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 Category Project Milestone Due Date
 IGA 1^ Draft reviewed &
 9/1/23
 returned to MWRD
 ~T"

 MWRD law-reviewed IGA
 9/29/23
 IGA returned to partner
 (if needed) 1GA 2nd Draft
 10/22/23
 returned back to MWRD
 Partner Board votes oit IGA 11/8/23
 30% Design to MWR D 9/15/23
 MWR13 comments back to
 9/29/23
 partner
 60% Design to MWRD 10/27/23
 Design MWRD commcsUs back to
 11/10/23
 partncr
 98% Design to MWRD 12/8/23
 MWRD ccmimenls back to
 12/22/23
 panner
 IGA canceled if construction
 10/1/24
 not awarded by
  Construction & IGA canceEed ifcon.struction
 12/1/24
  ReimbuFS^nwnt not .suhsfanfmlly co>U|^ete1yy
 Final Reimbursement Request
 12/15S/24
 toMWRO




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 Green Alley Improvements: Project Locations




 N
 Overall Locations
 Skokie, II




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 BAXTE OODNAN
 lti;i'.[|ti;i.;j Enynn.'ui •;




 June 16, 2023

 Mr. Russ Rietveld, PE
 Director of Engineering
 Village of Skokie
 5127 Oakton Street
 Skokie, Illinois 60077


 Subject: 2024 Green Alleys - Design & Construction
 Engineering Proposal for Professional Engineering
 Services

 Dear Mr. Rietveld:


 Baxter & Woodman, Inc. is ready to use our knowledge, experience, and enthusiasm to assist the Village
 of Skokie with design of the Village's 2024 Green Alley Program.


LOCATION:

 This Project is located at various locations within the Village of Skokie (see Attachment A - location maps):


 Alley Limits Length
 8900 Laramie - Gross Point
 Between Suffield Court & Approximately 1,000 feet
 Greenwood Street

 9000 Bronx-Lavergne Between
 Lavergne Ave, Grove St/ & Bronx Approximately 635 feet
 Avenue

 9300 Kolmar- Kenton Between
 KentonAve& KolmarAve/ Approximately 427 feet
 North of Lyons St


PROJECT UNDERSTANDING:

 The three existing sections of alley have deteriorating oil and chip surfaces with concrete aprons
 connecting garages to the alleys. Stormwater runoff is designed to drain to intersecting streets.


 The work included in the project consists of preparing Phase II design plans, specifications, and bidding
 documents. Our services also include assistance with MWRD Green Infrastructure Funding Partnership
 administration.




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  BAXTER WOODMAN

The Phase II design consists of completing design drawings for reconstruction of the alleys with penneable
pavers bordered by concrete aprons. Soil borings will be obtained to assess subgrade soils and evaluate
potential impacts to design.


The Project will use MWRD Green Infrastructure Partnership Funding, and will be subject to review and
collaboration with MWRD.


Our scope of services, schedule, and fee are presented below.


SCOPE_QF SERVICES - DESIGN

A. PROJECT COORDINATION
 1. PROJECT MANAGEMENT-Plan, schedule/ and control activities to complete the Project.
 These activities include, but are not limited to budget, schedule/ and scope. Submit a
 monthly status report via email describing tasks completed the previous month and
 outlining goals for the subsequent month
 2. PROJECT MEETINGS
 a. Conduct one (1) klckoff meeting with staff during design of the Project to clarify
 staff wishes, design questions, and/or construction methods.
 b. Conduct one (1) design status meeting in which preliminary and initial layout is
 approved.
 c. Conduct one (1) virtual meeting with MWRD staff


B. DATA COLLECTION
 1. COLLECT EXISTING FILES - Obtain/ review, and evaluate the following information
 provided by the Owner for use in design: utility atlases; GIS shape files surrounding the
 Project limits; aerial photography; environmental studies; maintenance and flooding
 records; drainage studies; hydrologic and hydraulic information and calculations; and
 Right of Way information, geotechnical data.
 2. TOPOGRAPHIC SURVEY
 a. Perform topographic survey of the Project limits in order to develop base sheets
 for Project plan drawings. State plane coordinates and NAVD 88 wili be used for
 horizontal and vertical controls. Collect drainage structure condition/ inverts,
 size, and flow direction.
 b. Develop base sheets from topographic survey data, including creating lists of
 deficient items for clarification at future site visits.




Mr. Russ Rietveld, June 16, 2023
PE 221624.00 • Page
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 BAXTER WOODNAN

 3. SITE VISITS FOR DESIGNERS
 a. Conduct one (1) site visit to famitiarize the designer(s) with the sites, clarify any
 discrepancies on the Drawings/ and identify the horizontal and vertical alignment
 of the storm sewer pipe.
 b. Walk the routes with staff to resolve deficient/questionable items from the
 topographic survey; evaluate the condition of existing pavements, drainage
 structures/ and curb and gutter; confirm the horizontal and vertical alignment of
 new sewers; identify areas conducive for contractor staging; identify parkway
 features to be protected, and evaluate restoration options.
 c. Prepare guidelines for protection of parkway features/trees/ traffic control,
 construction staging, and restoration for the Owner s use in communicating with
 residents, and for use during detailed design.
 4. UTILITY COORDINATION
 a. Complete a Design Stage Request with JULIE, which consists of obtaining names
 and phone numbers of utilities located within the work area.
 b. Contact utilities, obtain atlases where available, and provide preliminary plan
 sheets to utility companies for their markup and return.
 c. If utility relocates are found to be needed due to conflict with a proposed sewer,
 work with utility company engineers to provide information and assistance as
 needed.

 5. GEOTECHNICAL INVESTIGATION AND CCDD DOCUMENTATION [SEE ATTACHMENT
 D]
 a. Arrange for a geotechnical sub-consultant to make soil borings, 10 foot depth,
 collect and analyze soil samples/ determine groundwater levels and prepare a
 written report for structural design. Four (4) soil borings are included.
 b. Arrange for a sub-consultant to make pavement cores of the surface and base
 material for determining the composition of the existing pavement material
 within the Project limits.
 c. Based on the findings of the Environmental Screening and PESA, utilize soil
 borings for the testing the potential classification of CCDD. Facilitate completion
 of IEPA Form 662 (or 663, if necessary) to assist with estimating disposal costs, if
 needed.



C. PRELIMINARY DESIGN
 1. PRELIMINARY DESIGN
 a. Determine the preferred geometric layout and cross section throughout the
 Project. Identify design constraints including clear zone, obstructions/ drainage
 limitations, and potential design exceptions.
 b. Prepare preliminary green infrastructure and storm sewer design for the
 proposed improvements.


Mr. Russ Rietveld, June 16, 2023
PE 221624.00 • Page
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 BAXTER WOODMAN


 2. PRELIMINARY DESIGN DOCUMENTS
 a. Develop base sheets from topographic survey data.
 b. Indicate the location of utilities that can be obtained from the best available
 records, including utility company atlases.
 c. Prepare Design Documents consisting of Drawings showing the extent and
 character of construction work to be furnished and performed by the
 Contractors) selected by the Owner and Specifications/ which will be prepared in
 conformance with IDOT/Village format.
 d. Prepare preliminary plan sheets (60% and 90% milestones) that indicate the
 proposed layout of design elements, including proposed installation methods/
 and areas of possible problems or difficulties.
 3. PRELIMINARY ENGINEER'S OPINION OF PROBABLE COST - Prepare Opinions of Probable
 Construction and Total Project Costs (EOPC) for the Project including: construction cost;
 contingencies; construction engineering services; and, on the basis of information
 furnished by the Owner, allowances for legal services; financial consultants; and any
 administrative services or other costs necessary for completion of the Project.


D. PERMITS AND AGENCY COORDINATION
 1. Coordinate with MWRD and incorporate all MWRD Green Infrastructure grant funding
 requirements into the project documents
 2. Submit the design documents to obtain permits from MWRD.
 3. Apply for an Owner site work permit, building permit/ and/or tree removal and
 preservation permit/ if required.


E. FINAL CONSTRUCTION DOCUMENTS
 1. FINAL DESIGN
 a. Review and respond to Preliminary (60%) and Pre-Flnal (90%) plan sheets
 comments.

 b. Finalize the preferred geometric layout and cross section throughout the Project.
 c. Finalize the green infrastructure and storm sewer design for the proposed
 Improvements.
 2. DESIGN DOCUMENTS FOR BID
 a. Provide details of design elements and construction requirements.
 b. Indicate location of all utilities that can be obtained from the best available
 records, including utility company atlases.
 c. Create all legends, general notes, details/ and designer instructions to
 contractors, to create a final set of construction drawings.
 d. Prepare Design Documents consisting of Drawings showing the general scope,
 extent and character of construction work to be furnished and performed by the



Mr. Russ Rietveld, June 16, 2023
PE 221624.00'Page
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  BAXTER WOODNAN


 Contractor(s) selected by the Owner and Specifications, which will be prepared in confomnance with
 IDOTA/illage format.
 e. Both Pre-final (95%) and Final (100%) plan sheets and contract documents
 submittals are anticipated for this Project.
 3. ENGINEER'S OPINION OF PROBABLE COST - Prepare Opinions of Probable Construction
 and Total Project Costs (EOPC) for the Project including construction cost; contingencies;
 construction engineering services or other costs necessary for completion of the Project.
 4. CONTRACT DOCUMENTS - Prepare for review and approval by the Owner the forms of
 Construction Contract Documents consisting of Advertisement for Bids/ Bidder
 Instructions, Bid Form, Agreement, Performance Bond Form, Payment Bond Form,
 General Conditions, and Supplementary Conditions/ where appropriate, based upon
 standard Owner contract documents.


F. QA/Q.C - Perform in-house milestone and constructability reviews by senior staff during project
 initiation, preliminary/ pre-final, and final submittals. Provide ongoing reviews of permitting and
 utility coordination efforts. Conduct milestone reviews of subconsultants and provide feedback
 throughout the progress of work.


 G. ASSISTANCE DURING
 BIDDING
 1. BID ADVERTISEMENT
 a. Assist the Owner in solicitation of construction bids from as many qualified
 bidders as possible.
 b. Set bid dates with Owner, create Advertisement for Bids (AFB), provide AFB to
 Owner for publication, and mail advertisement to selected prospective bidders.
 c. Answer bidders' questions during bid period.
 2. ADDENDUMS - Issue necessary Addenda to plan holders as necessary.
 3. BID OPENING
 a. Attend bid opening with staff and assist in reviewing and checking of bid package
 submittals as required.
 b. Tabulate bids received and review all bid submittals to verify low bid is responsive
 and responsible.
 c. Issue a Letter of Recommendation to Award the construction contract to the
 Owner for their action.


SCOPE OF SERVICES - CONSTRUCTION SERVICES:

1. POST BID DESIGNER COORDINATION
 1.1 Utility Locates & Coordination: Provide ongoing coordination of utility relocation efforts
 as requested by the Village.


Mr. Russ Rietveld, June 16, 2023
PE 221624.00-Page
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 BAXTER WOODNAN

 1.2 Bid Document Review and Clarification Assistance: Provide design assistance and
 clarification for bid documents before and during construction when requested by the
 Village or construction staff.


 2. PHASE III CONSTRUCTION
 ASSISTANCE
 Act as the Owner's representative with duties, responsibilities, and limitations of authority as
 assigned in the construction contract documents.
 2.1 Project Initiation
 A. Prepare Award Letter, Agreement, Contract Documents,
 Performance/Payment Bonds; and Notice to Proceed. Receive Contractor
 insurance documents.

 B. Attend and prepare minutes for the preconstruction conference, and review the
 Contractor's proposed construction schedule and list of subcontractors.
 2.2 Construction Administration
 A. Attend periodic construction progress meetings.
 B. Shop drawing and submittal review by Engineer shall apply only to the items in
 the submissions and only for the purpose of assessing, if upon installation or
 incorporation in the Project, they are generally consistent with the construction
 documents. Owner agrees that the contractor is solely responsible for the
 submissions (regardless of the format in which provided, Le., hard copy or
 electronic transmission) and for compliance with the contract documents.
 Owner further agrees that the Engineer s review and action in relation to these
 submissions shall not constitute the provision of means/ methods, techniques/
 sequencing or procedures of construction or extend to safety programs of
 precautions. Engineer s consideration of a component does not constitute
 acceptance of the assembled item.
 C. Review construction record drawings for completeness as prepared by the
 Contractor.
 D. Prepare construction contract change orders and work directives when
 authorized by the Owner.
 E. Review the Contractor s requests for payments as construction work progresses/
 and advise the Owner of amounts due and payable to the Contractor in
 accordance with the terms of the construction contract documents.
 F. Research and prepare written response by Engineer to request for information
 from the Owner and Contractor.
 G. Project manager or other office staff visit site as needed.
 2.3 Field Observation - PART TIME
SCHEDULE - We have estimated the construction activity duration of 14 weeks with 12 hours
of B&W inspector time (including travel time) per week. If additional inspection


 Mr. Russ Rietveld, June 16, 2023
 PE 221624.00'Page
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BAXTER WOODNAN


 time is required or requested by the Village, this can be provided at additional
 scope and fee.
 A. Engineer will provide a Resident Project Representative at the construction site
 on a periodic part-time basis from the Engineer' office of not more than eight
 (8) hours per regular weekday, including travel time, and not including legal holidays (approximately 12
 hours per week, for up to 168 hours) as deemed necessary by the Engineer, to assist the Contractor
 with interpretation of the Drawings and Specifications, to observe in general if the Contractor's work is in
 conformity with the Final Design Documents, and to monitor the Contractor's progress as related to the
 Construction Contract date of completion.
 B. Through standard/ reasonable means, Engineer will become generally familiar
 with observable completed work. If the Engineer observes completed work that
 is inconsistent with the construction documents, that information shall be
 communicated to the contractor and Owner to address. Engineer shall not
 supervise, direct, control, or have charge or authority over any contractor's work, nor shall the
 Engineer have authority over or be responsible for the means, methods, techniques, sequences, or
 procedures of construction selected or used by any contractor, or the safety precautions and
 programs incident thereto, for security or safety at the site, nor for any failure of any contractor to
 comply with laws and regulations applicable to such contractor's furnishing and performing of its
 work. Engineer neither guarantees the performance of any
 contractor nor assumes responsibility for any contractor's failure to furnish and perform the work in
 accordance with the contract documents, which contractor is solely responsible for its errors,
 omissions, and failure to carry out the work. Engineer shall not be responsible for the acts or
 omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or
 any other person, (except Engineer's own agents, employees, and consultants) at the site or
 otherwise furnishing or performing any work; or for any decision made regarding the contract
 documents, or any application, Interpretation, or clarification, of the contract documents, other than
 those made by the Engineer.
 C. Part-Time Field Observation provides that the Resident Project Representative
 will make intermittent site visits to observe the progress and quality of
 Contractor's executed Work. Part-Time Field Observation does not guarantee the Engineer will
 observe or comment on work completed by the contractor at times the Resident Project
 Representative is not present on site. Such visits and observations by the Resident Project
 Representative, if any, are not intended to be exhaustive or to extend to every aspect of Contractor's
 Work in progress or to Involve detailed inspections of Contractor's Work in progress beyond the




IVfr. Russ Rietveld, June 16, 2023
PE 221624.00'Page
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  BAXTER WOODMAN


 responsibilities specifically assigned to Engineer in this Agreement and the Contract Documents, but
 rather are to be limited to spot checking, selective sampling, and similar methods of general
 observation of the Work based on Engineer's exercise of professional judgment as assisted by the
 Resident Project Representative, if any.
 D. Provide the necessary base lines, benchmarks, and reference points to enable
 the Contractor to proceed with the work.
 E. Keep a daily record of the Contractor's work on those days that the Engineers
 are at the construction site including notations on the nature and cost of any
 extra work.

 2.4 Project Completion
 A. Provide construction inspection services when notified by the Contractor that
 the Project is complete. Prepare written punch lists during final completion
 inspections.

 B. Review the Contractor's written guarantees and issue a Notice of Acceptability
 for the Project by the Owner.
 C. Review the Contractor's requests for final payment, and advise the Owner of
 the amounts due and payable to the Contractor in accordance with the terms of
 the construction contract documents.
 D. Review construction record drawings/ to be prepared and provided by the
 Contractor, which show field measured dimensions of the completed work
 which the Engineers consider significant. The Contractor will then provide the
 Owner with an electronic copy within ninety (90) days of the Project
 completion.
 2.5 MWRD Construction Documentation
 A. Prepare necessary progress and closeout documentation required for MWRD
 grant funding.


ITEMS NOT INCLUDED

 1. Land Acquisition assistance
 2. lEPA/SWPPP/EcoCAT coordination as project area is under 1.0 acres.


SCHEDULE

Our anticipated schedule is included as Attachment C.




Mr. Russ Rietveld, June 16, 2023
PE 221624.00-Page
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 BAXTER WOODNAN

 FEE

  The Village shall pay the Engineer for services performed or furnished, which in total will not exceed
  $159,000.00. A summary of the manhours and fee is included as Attachment B. The attached Standard
  Terms and Conditions apply to this Proposal. If you find this Proposal acceptable, please sign and return
  one copy for our files


  We look forward to working with you on this Project. Please call if you have any questions.

  Sincerely,

  BAXTER & WOODMAN, INC.
  CONSULTING ENGINEERS



^W:t^Jrf@ft<PE A^Eiate
  Vice Pr


  TLH:mjm
  Attachment
 VILLAGE OF SKOKIE,
 ILLINOIS


 ACCEPTED BY:

 TITLE:

 DATED:


  \\corp.baxwood.com\projectV\zure\SKOKI\221624-2023 Green Alleys\Contracts\Design & Construction
  Contract\221624.40_Proposal_GreenAHeyDesign&CS.doc^;




  Mr. Russ Rietveld, June 16, 2023
  PE 221624.00'Page
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Memorandum
 B
Manager's Office


TO: John T. Lockerby, Village Manager


FROM:
 ^^[^)^
 Nichol^ A Wyat^, assistant Village Manager

DATE: July 28, 2023

SUBJECT: Backlot Bash
 Agenda Item


The Skokie Park District, the Skokie Public Library and the Chamber of Commerce are again
planning the Backlot Bash, a summer tradition in downtown Skokie. The event is planned for
Friday through Sunday, August 25 through 27, 2023.

The Backiot Bash event will again consist of an entertainment stage, carnival, children's
events, business exposition, food vendors, bingo tent, 5K race and kids run on Saturday, and
the Rotary Club Pancake Breakfast on Sunday.


The location of the event remains largely the same, utilizing the mtersection of Floral Avenue
and Oakton Street and the adjacent municipal parking lots. The location requires closing
Oakton Street between Lincoln Avenue and Laramie Street as well as a portion of Floral
Avenue. Lincoln Avenue from Oakton to Brown Streets will not be closed this year as it was
in the previous two years. Village parking lots in this area also will be closed as necessary.


Village Hall operations will not be altered during the festival. The Village will be open for
business as usual on Friday, August 25. Sufficient parking for Village Hall patrons will remain
reserved through the end of business hours that day. The Farmers' Market will occur on
Sunday as usual but will be relocated to the Skokie Public Library west parking lot.

Village Board consideration and approval is respectfully requested for a resolution approving
an Intergovernmental Agreement amongst the Village of Skokie, the Skokie Park District and
Youth Foundation of Skokie, Inc. pertaining to the Backlot Bash.



Attachments




302864vl0
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 MML: *8/7/23 Manager's Report
 THIS RESOLUTION MAY BE CITED AS
 VILLAGE RESOLUTION

 23-8-R-



 A RESOLUTION APPROVING AND AUTHORIZING AN
 INTERGOVERNMENTAL AGREEMENT BETWEEN THE
 VILLAGE OF SKOKIE, THE SKOKIE PARK DISTRICT AND
 THE YOUTH FOUNDATION OF SKOKIE, INC. AND INDEMNIFICATION
 OF THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE
 UTILIZATION OF STATE RIGHT OF WAY PERTAINING TO
 SKOKIE'S 2023 BACKLOT BASH


 1 WHEREAS, the Skokie Park District (hereinafter "District) and the Village of Skokie
2 (hereinafter "Village") may enter into intergovernmental cooperation agreements pursuant to art.vii,
3 see. 10, of the Constitution of the State of Illinois (1970), and the Intergovernmental Cooperation
4 Act, 5 ILCS 220/1 et seq. (2010); and

5 WHEREAS, the District is planning the 16th Annual Summer Downtown festival and carnival
6 titled Skokie's Backlot Bash (hereinafter "Event"), to take place on August 25, 26 and 27,2023; and

7 WHEREAS, the festival and carnival will utilize Village owned parking lots and portions of
8 the public ways at and around the intersection of Floral Avenue and Oakton Street and a portion of
9 Lincoln Avenue; and

10 WHEREAS, the following streets will be dosed to vehicle traffic beginning Thursday, August
n 24th through the duration of the Event:
12 • Oakton Street between the west side of the intersection of Lincoln Avenue and
13 Oakton Street;
14 • Oakton Street between the east side of the intersection of Lockwood Avenue and
15 Oakton Street;
16 • Flora) Avenue, south of Brown Street and north of Oakton Street; and

17 WHEREAS, additionally, the following parking lots will be closed for public use beginning
is Thursday, August 24th through the duration of the Event:

19 • Lot north of Oakton Street and west of Floral Avenue;
20 • Lots in the block bounded by Oakton Street, Lincoln Avenue, Brown Street and
21 Floral Avenue;
22 • Lot south of Oakton Street and west of Village Hall; and

23 WHEREAS, The Youth Foundation of Skokie, Inc. (hereinafter "Foundation"), an Illinois not-
24 for-profit corporation, desires to conduct a bingo game on the Village Green located adjacent to the
25 Village Hall; and




26

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 WHEREAS, the Corporation Counsel and Village Manager recommend to the Mayor and
 Board of Trustees that the Intergovernmental Agreement between the Village of Skokie, the Skokie
 Park District and The Youth Foundation of Skokie, Inc., a copy of which is attached hereto and marked
 Exhibit "1", for the 2023 Summer Downtown Festival known as Skokie's Backtot Bash, be approved
 substantially in the form attached, subject to changes approved by the Corporation Counsel and
 Village Manager or designee;

 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village
 ofSkokie, Cook County, Illinois;

 9 1 That the Intergovernmental Agreement between the Village of Skokie, Skokie Park District
10 and The Youth Foundation of Skokie, Inc. for the 2023 Summer Downtown Festival known as
11 Skokie's Backlot Bash, a copy of which is attached hereto and marked Exhibit "1", subject to
12 changes approved by the Corporation Counsel and Village Manager or designee, be and the
13 same is hereby approved.
14 2. That the ViHage Manager is hereby authorized to execute the Intergovernmental Agreement
15 between the Village of Skokie, Skokie Park District and The Youth Foundation of Skokie, Inc.
16 for the 2023 Summer Downtown Festival known as Skokie's Backlot Bash, a copy of which is
17 attached hereto and marked Exhibit "1", subject to changes approved by the Corporation
18 Counsel and Village Manager or designee.
19 The Village wil! provide for efficient, all weather detours, which wiil be maintained
20 conspicuously marked and judiciousfy patrolled by Skokie Police personnel for the benefit of
21 traffic deviated from the State Route (Lincoln Avenue from Oakton Street to Brown Street).
22

23 PASSED this day of August, 2023.
24
25 Ayes:
26 Viliage Clerk
27 Nays:
28 Absent:
29 Approved by me this day of
30 Attest: August, 2023.
31
32
33
 Village Clerk Mayor Village of Skokie




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 Exhibit 1


 INTERGOVERNMENTAL AGREEMENT BETWEEN
 THE VILLAGE OF SKOKIE. SKOKIE PARK DISTRICT
 AND THE YOUTH FOUNDATION OF SKOKIE, INC.

 This Intergovernmental Agreement is entered into this „ day of_, 2023 by and
 amongst the Skotde Park District (hereinafler "District"), an Hlinois Park District, The Youth Foundation
 of Skokie, Inc. (hereinafter Toundatron"), an Illinois not-for-profit corporation, and the Village of Skotoe
 (hereinafter 'Village"), an Illinois munidpal cofporation.

 RECITALS

 WHEREAS, the District and the Viilage may enter into intergovernmental cooperation agreements
 pursuant to art. vsi. Sec. 10, of the Constitution of the State of///;nof5(1970), and the Intergovemmenta!
 Cooperation Act, 5 ILCS 220/1 et seq. (2010); and

 WHEREAS, the District is planning a late summer festival and carnival entitled Skotae's Bad<So(
 Bssh (hereinafter "Evenf), to take place on August 25, 26 and 27, 2023;and

 WHEREAS, the festival and carnival wilt utilize Village owned parking lots and portions of the
 public ways at and around the intersection of Flora) Avenue and Oakton Street and a layout of the event
 is depicted on Exhibit "A" attached hereto; and

 WHEREAS, the Village has granted pemnission for the dosure of Oakton Street betv/een the v/est
 side of the intersection of Lincoln Avenue and Oakton Street and the east side of the intersection of
 Lockwood Avenue and Oakton Street; and

 WHEREAS, the Village has granted permission for the closure of Floral Avenue south of Brown
 Street and north of Oakton Street and the closure of the foflov/ing parking lots: (i) north of Oakton Street
 and v/est of Floral Avenue; (ii) the lots in the block bounded by Oskton Street, Lincofn Avenue, Brown
 Street and Flora) Avenue; and (iii) the !ot south of Oakton Street and west of Village Hall; and

 WHEREAS, the Village has gh/en the District a grant of 812,000.00 to assist in defraying the costs
 of the Event; and

 WHEREAS, the District has made, of will maKe, an application to the Village Manager for a special
 event permit;

 WHEREAS, the District has requested, or will request, from the Local Uquor Commissioner a
 temporary permit for a special event \l^or license for the 2 and Vs day event, authorized pursuant to
 Section 10-40 of the Village Code; and

 WHEREAS, the District intends to restrict and limit the consumption of alcohol to a defined and
 fenced-in area located on a portion of the public right of way of OaKton Street. the Village Green and a
 portion of the Village Mali parking lot and the Mayor and Board of Trustees adopted Viilage Ordinance
 Number_. v/hich atrthwized the sate and consumption of alcoholic Ikiuor on a portion of Floral
 Avenue or Oakton Street; and

 WHEREAS, the Foundation intends to operate a bingo game, pursuant to State statutes
 authorizing the conduct of bingo, 230 !LCS 25/1 et seq. (2006). at the Event on the a portion of the
 Village Green adjacent to Village Hall;

 NOW, THEREFORE, in consideration of the mutual promises contained herein and for ottwf good
 and valuable consideration, the parties agree as follows:
 Pace 1 of 8




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 1. The above stated recitals are material and are restated and incofporated herein as if
 stated in full

 2. The Village hereby authorizes the District to utilize the public rights ofv/ay and the paridng
 lots in a manner consistent with the Event Plan. The Event Plan is defined as the special
 event application filed by the District with the Village together v/ith all documents provided
 to the Vitlage m support of the appiication. The area in v4iich the Event v/ill be operated is
 referred to as the Event Site. The Event Site is shown in the Event Plan and is depicted
 on Exhibit *A>'.


 3. The hours of the Event will be: August 25, 2023, from 6:00 p.m. to 10:00 p.m.; August 26,
 2023, from 6:00 a.m. to 10:00 p.m.; and August 27, 2023 from 8:00 a.m. to 8:00 p m.

 4. The District is the main sponsor of the Event and shall be responsible for all operations of
 the Event The Dtetrict may have co-sponsors of the Event, however, the Vrilage shatt ?Ey
 be required to communicate directly with the District's Event Directors and rely on the
 District and the Event Directors to ensure thai all operations are in compliance with the
 Event Plan and the Village Code, other Village Ordinances and State and Fe<teral laws

 5. The District shall designate two indh/iduats as the Event Directors. One of the Event
 Directors shall be on the Event site at all times that the Event is open to the public. The
 Event Directors shall be available at all other times by celluiar telephone. The
 Superintendent of the District shall provide v/ritten notice to the Village of the Event
 Directors' identities and their telephone numbers.

 6. The District shall have the responsibility for securing the Event Site in the off hours of the
 event The District shall hire a private security firm to fuifil! this obligation and said security
 firm shall cooperate fully with the SRoRie Poiice Department on any issues before, dunng
 and after the Event, in order to ensure a safe Event

 7. The public rights of way that witf be dosed to vehicuiar traffic for the duration of the event
 are: the Flora! Avenue portion commencing on August 25, 2023, at 12:00 p.m. through
 August 28, 2023, at 2:00 am; and the Oakton Street portion commencing on August 24,
 2023, at 12:00 p.m. through August 28,2023, at 2:00 am. and the Lincoln Avenue portion
 commencing on August 24, 2023. at 12:00 p m. through August 28, 2023, at 2:00 a.m
 The District shall perfect the closure of the public rights of way with barricades and other
 necessary safety equipment, v/hich it will obtain through a third party vendor. The District
 is responsible for the set-up of the barricades and safety equipment and their removal
 after the Event and the Village will coordinate with the vendor.

 8. The parking tots in the biocK bounded by Oakton Street Lincoln Avenue. Brown Street
 and Ftoral Avenue will be dosed to allow the camh/al to set-up and operate from 7:00 a.m
 on August 24, 2023, through 12:00 a.m. (midnight) on August 28, 2023. The District
 acknowietfges that there are storm water storage tanks underneath a portion of the
 aforementioned paiking lots, consequently the District agrees that neither the District nor
 any agent thereof, will use any type of instrument to penetrate the asphalt of the
 aforementioned parking lots. The pariang tot north of Oakton Street and west of Floral
 Avenue will be dosed from 5:30 p.m. August 23, 2023, through 11:59 p.m. August 27.
 2023. The north 1/3 of the parking tot south of Oakton Street west of Village Hail wi!t be
 dosed from 12:00 p.m. August 24. 2023, through 11:59 p.m. August 27, 2023. The
 remaining 2/3 of the parking lot south ofOakton Street will be dosed from 5:00 p.m. August
 24.2023, through 11:59 p.m. August 27, 2023. The District will ensure that the operations
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 of the Event do not conflict or interfere v^ith the Farmer's Market operated by the Village.
 The Farmers Market is being relocated to the west lot, west of the Library and will run
 from 7:30 a.m through 12:00 p.m., August 27. 2023.

 9. The District shall ensure that the Event Site is kept dean and shatl facilitate all refuse
 collection during and after the Event. The District shall engage a company to provt(te trash
 dumpsters that v/ilt be emptied each day. The District shall be responsible for providing a
 sufficient number of individual refuse containers and for transporting the trash from the
 refuse containers to the dumpsters for the (turation of the Event. At least once a day
 during the Event, and on the morning of August 28, 2023, the District shaH have its staff
 patrol the public rights of way for a distance of four blocks from the perimeter of the Event
 Site and remove any Event-related trash that exists in the public rights of way.

 10. The District shall provkie sufficient portable toilets for the expected crowd and shall submit
 that number to the Village. The company hired by the District shall make sure that each
 toilet is serviced prior to the commencement of each day of the Event. The District shall
 make sure that the portable toilets are removed prior to 2:00 a.m. on August 28, 2023.

 11. The District shall maintain general liability and liquof liability insurance in the amount of
 three million dollars ($3,000,000) each and shali name the Village as an additions!
 insured. The District shall provide to the Village a Certificate of insurance indicating that
 it is in compliance with the requirements of this paragraph 9. A copy of said certificate is
 attached hereto as Exhibit "8°.

 12. The District shall reimburse the Village for any damage caused to the Village's property
 of the public rights of way arising out of or connection with the (i) delivery of material
 and equipment for the Event, (ii) assembly and construction of exhibits, booths, stages,
 carnival rides and games, tents, canopies, seating areas, fencing, and at! other
 structures of any type, (iii) operation of the Event, Qv) dismantling of all such structures
 referenced in Clause (v) of this paragraph 12, and (vi) vacation of the Event Site.

 13. The District shall pay all costs and expenses associated with Village staff, equipment
 and water service, utilized to support the Event or to control traffic and to ensure a safe
 environment for the Event, including but not limited to staff and equipment provided by
 the Skokie Police Department, the Skokie Fire Department and the Skokie Department
 of Public Works. A copy of the Village's estimated costs is attached hereto as Exhibit
 'C!t. The Village shaft submit an invoice to the District wftftin 30 days after the Event

 14. The Village shall make available potable water for use by the food venders. Use of said
 water shall be metered and all charges will be submitted to the District as part of the
 invoice, referred to in paragraph 13. District shall provide to the Village specific vendor
 information at least seven days prior to the Event for the purposes of planning and
 execution.

 15. The District shall sponsor, operate and maintain a beer area (hereinafter referred to as
 'Area') in v/hicti service of alcoholic liquor will occur induding but not limited to beer,
 wine and alcoholic spirits. The District is responsible for securing any and all required
 state and iocal licenses or permits. No person shall be served alcoholic liquor that is
 under the age of 21 years. The District shall hire security personnel to verify valid
 identification and secure wrist tags on those persons of legal age to consume alcoholic
 liquor upon their entering the Area. The District shall not allow alcoholic liquor to be
 removed from the Area, or to be otherwise possessed or consumed on the Event Site




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 outside of the Area. All service of atcohot shall cease at 10:00 p.m. on August 25th and
 August 26n. On August 27th, service of alcohol shall cease at 8:00 p.nz

 16. The Village hereby agrees to indemnify and hold the District and the District's officers,
 employees and agents, harmless of and from any and all ctaims, costs, liabilities,
 damages, expenses, lawsuits or other obligations, including but not limited to attorneys'
 fees, that may be made by any person or organization for personal injury or property
 damage arising out of or connection with the actions, conduct or omissions by any of the
 Village's ofRcers, empioyees or agents immediately prior to, during or immediatety after
 ttie Event.

 17. The District hereby agrees to indemnify and hotd the VJitage and the Village's ofRcers,
 empioyees and agents, harmless of and from any and all claims, costs, liabilities,
 damages, expenses, lawsuits or other obligations, including but not limited to attorneys'
 fees, that may be made by any person or organization for personal injury or property
 damage arising out of or in connection with (i) the actions, conduct or omissions by any
 of the District's officers, employees, volunteers, or agents Immediately prior to, during of
 immediately after the Event, (ii) the District's use of the parking lots or pubtic rights of
 way referenced in this Agreement (iii) the operation of the Tent, (iv) the operation of the
 Event or (v) the bingo site and the operation of the bingo game.

 18. The Foundation is authorized to operate a bingo game during the Event on a portion of
 the Village Green situated adjacent to the Village Halt. The bingo game shall be operated
 in compliance with State statutes regulating the licensing and taxation of the conduct of
 bingo, 230 ILCS 25/1 et seq. (2006). The Foundation shall pay all costs and expenses
 associated with the establishment and set-up of the bingo site, the operation of the bingo
 game, the removal of all equipment and supplies utilized with the bingo game, and the
 restoration of the bingo site to the condition that existed prior to the Event.

 19. The Foundation shall reimburse the Village for any and all expenses incurred by the
 Village in relation to the bingo game, induding, but not limited, licensing fees, out of
 pocket expenses, the removal of equipment and suppiies, and restoration of the bingo
 site. The Foundation shall demonstrate that it has sufficient insurance to protect it
 against liability and shall name the VHtage as an additional insured on such policy.

 20. The Foundation hereby agrees to indemnify and hold the Village and the Village's
 officers, employees and agents, harmless of and from any and all claims, costs.
 liabilities, damages, expenses. !av/suits or other obligations, including but not limited to
 attorneys' fees, that may be made by any person or organization for personal injury or
 property damage arising out of or in connection v/ith (i) the actions, conduct or omissions
 by any of the Foundation's officers. employees, volunteers, or agents immediately prior
 to, during or immediately after the Event, (ii) the Foundation's use of the parking lot
 referenced in this Agreement, or (iii) the operation of the bingo site.

 21. The District shall sponsor a Backlot Dash 5K and kids run on Saturday. August 26,2023
 The route will start and finish at the Sactdot Bash site and will go through the
 neighborhoods south and north of Oaklon Street The District shall notify the properties
 affected by the street closures and ensure minimal disturbance is made to the
 neighborhood.

 Whereof, the parties have agreed to the terms and provisions of this Agreement and have
 evidenced their agreement by causing their duly authorized officers to affix their signatures below




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 Skokie Park District Village of SkoRie

 By. By.
 its Director its Village Manager


 AHest: Attest


 Its its Village Clerk


 The Youth Foundation of SRokie

 By,
 its President

 Anest


 By.
 its Secretary




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 Exhibit A




 Beer Area Is outlined
 Blue lines are
 access points




 i-'.UiO »' Of ^




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 Exhibit B

 CERTIFICATE OF COVERAGE
 Nanr and Addreaa of Agancy Name and Addm of Member
 Pfk Dtttftd Ri»k Mdnagemfrnt Agency Skokw Park 0»tr>d
 2033 Buflmgton Avenue 9300 Webw Park Place
 Li»le.lH<noi»60&32.1646 Skotuc.(L60077
 630 769 0332
 SCOPE OF COVERAGE
 The Park Oi&trict Risk Management Agency (PORMA) it an inlefgovefnmcnlfll s«rt-msurance and fi»k managfrmfrnt pool
 MtabhVwJ unde< the conilrtLrtion and the »talu1c» of the Slalc o< (nmon to provide oovcfagc for rt» mcmb<;r» itg*«n»l
 ccrtwo cla»n» and knx-s Each mcmbc* of PORMA a cntrtlcd to the scope and amounts o) cmenge »cl forth bekw In
 addition, PORMA may cxleftd the same scope of covwagc to non-mcfnbws Howcvw any coverage extenOed lo a non-
 nwnbfrf i» »ut^ect to aU of the tfrfmi. conditions cxcluions and amfrndmenli that ate apptcdbte to the mfrmbwt


 1 be above nanwd entity n a mcmbcf m good »t»ndr>g of the Park Di»lr*ct Ri»k Managcmcnl Agency The scope of
 coverage p<ov*dcd by tF>e agency may. hoiwvef. be revised at any time by the ACtioni of PDRMA's govefnr^g body As
 of the dnte thrt c<i-rtif>calc i» i»»ued th* tnform.ilion s*t out beto'* accurately (eftt<t» the scope o( ccveiay Mlabtahcd
 for the current coverage year

 Scopt of Covwg* Covng< Docum*nt Covfflt DttM Llmtta E*ch Occumnc*
 G<nef^Liab*ty 1010123 01'01/2<U3- Bod^ IniUfy and PropwTy
 ' Co<Tmc<c<at QWWdl $1000000
 12-'31/?023 OAmAge cofT<^rw)
 kAWrfy
 ' Oc<^*enc«
 ' L (Qi^X kAtaiity
 Penonai Injure $1000000

 AulOffKit^ L lAtnlrty L01012A 0101'2023. Qwl^f tft(Ufy arid Pfopt'riy tioooooo
 ' Any auTO DATAQC cofrfrnwj
 12/J1/W3

 Worti.<*» Con^'covitoo WCO 10123 oi'oi/?on. Stalutofy

 Efnpk^f l LuWity WC010123 0101/2023- 13000.000
 Pttipwty P07001.?3 oioi/'.pon.
 1?/3tW?3


 Cww OK1/2023.
 12/31/2023



 DESCRTPtK5NOF-OPERATK)NS/L^
 Vt^ye e/ S*c*j« ih'<f •di3c>yuff^ rnjrwS <o' urof »»;*tc*


 Cwf»3c ii lo' gc^wff h*ti*fr, r'fti [e*pc<t to M c(««'.y^n c/ pi# S*co-< Part Di*0<t A*Kio<-i» r^Lfw) t.<>v»'»)c i/^ail r<< •pp^ to i^ l«rt^f»

 ftiAr»3 from tri* <.TU/jit» hcAO^'t cn^ n*^9*nc* c» Fi* r*.)ki^fK« crf e* *««A^rt •^fii* <r •m^4>>^*»i




 Certincaf Holder I ate Issued: i2/i/?o?2
 ViUagc of Skotue
 Attn VtBagc Managcf
 &1270aMonStfccl
 Skokx*. 1L 60077
 /^W7
 ^irtho<Vft3 R^ttfoawta'^e




 Pa(}e 7 of

 V.-.; CC ?'.-. r<;13. S-k'1-'n'*j:'::•,'<. n- "J3.:L




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 Exhibit C



 Estimated Village Costs


 8ACKLOT BASH COST EXPENSES


 Oepartonerrt/Dhfiskm Cost
 Police Department $4,500

 Public Works $2,500
 Fire Department/EMS $4,000
 Traffic Barricades
 $5.500
 Renta! for Detour

 ESTIMATE TOTAL: $16,509




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Memorandum
 C
Purchasing Division
IT Department



TO: John T. Lockerby, Village Manager
 ,1 ^•y

FROM:
 -^?
 Michael Aleksic, Assistant Finance Director



 -Tom^szTarasiuk, IT Director


DATE: July 31,2023

SUBJECT: Annual Service Renewal for Microsoft Exchange, 0365 and Power BI
 Agenda Item - August 21, 2023 Board Meeting




Background:
The Village contracts with Microsoft 365 for email services. This service agreement is up for
renewal. It is necessary to renew the contract in order to provide uninterrupted support of the
network.




Budget & Account: $30,098.25 #0831005 020-6000-403.03-20
 $ 7,005.15 Multiple 020-6000-403.03-20



Recommended Contractor & Pricing:
Planet Technologies, Germantown, MD $37,103.40



Comments:
The Microsott 365 agreement supports up to 601 email users, Power Bl analytics, and
audio/video conferencing capabilities.




Cc: Nicholas Wyatt
 Return to Mgr Rpt




Memorandum
 D
IT Department



TO: John T. Lockerby, Village Manager


FROM: /^(^/HS^-^-
 Michael Aleksic, Assistant Director of Finance

 '^.. -. " ^ .


 Tomasz Tarasiuk, IT Director
 \.



DATE: July 26, 2023

SUBJECT: Cisco Network Infrastructure - Annual Maintenance Contract Agenda Item
 - August 7th, 2023 Board Meeting




Background
The Village utilizes Cisco Networking Infrastructure for its technology requirements. The annual
harclware/software maintenance and support agreement is up for renewal. It is necessary to
renew the contract in order to provide uninterrupted support of the network.




Budget & Account: $42,000.00 020-6000-403.03-20-OS31010




Recommended Contractor & Pricing
CDW Chicago, Illinois $31,440.79




Recommendation:
It is recommended that a contract be awarded to CDW Inc. Chicago Illinois, for support and
maintenance of the Cisco Networking Infrastructure, in the amount of $31,440.79.




Cc: Nicholas Wyatt
 Return to Agenda




Memorandum
Corporation Counsel's Office

TO: The Honorable Mayor and Board of Trustees




FROM:
 Michael M. Lorge, Corporation Counsel

DATE: August 1,2023

SUBJECT: August 7, 2023 Corporation Counsel's Report


FIRST READING:

A. Ordinance, Temporary Sale and Consumption of Alcoholic Liquor on Public Right
 of Way and Municipal Property - Backlot Bash 2023
 Item A is on the agenda for first reading. The second reading wil! be on August 21, 2023.

 This routine Backlot Bash ordinance will grant temporary relief from Chapter 10, Section
 10-10, of the Skokie Village Code pertaining to the possession and consumption of
 alcoholic liquor on Village owned property. On August 25, 26 and 27, 2023, the SkokJe
 Park District is sponsoring Skokie's annual Backlot Bash. The festival and carnival will
 utilize Village owned parking lots and portions of the public ways. The Skokie Park District
 has applied for and received a temporary liquor license for the IVz day event. As in
 previous years, the Park District will restrict the consumption of alcoholic liquor to a defined
 and fenced-in area which will include portions of the pubiic right of way of Oakton Street,
 the Village Hall parking lot and the Village Green.




ec: Pramod Shah
 John Lockerby




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 MML: 8/7/23 1s1 Reading
 *8/21/23


 THIS ORDINANCE MAY BE CITED AS
 VILLAGE ORDINANCE NUMBER

 23-8-C-



 AN ORDINANCE GRANTING RELIEF FROM CHAPTER 10,
 SECTION 10-10, OF THE SKOKIE VILLAGE CODE TO ALLOW
 THE TEMPORARY SALE, POSSESSION AND CONSUMPTION OF
 ALCOHOLIC LIQUOR ON THE PUBLIC RIGHT OF WAY AND
 MUNICIPAL PROPERTY DURING SPECIFIED HOURS OF
 SKOKIE'S 16TH ANNUAL BACKLOT BASH

1 WHEREAS, this routine ordinance for the Backlot Bash concerns Chapter 10, Section
2 10-10 of the Skokie Village Code which prohibits the possession and consumption of
3 alcoholic liquor on Village of Skokie (hereinafter "Village") owned property; and

4 WHEREAS, the Skokie Park District, in conjunction with various organizations, will be
5 presenting the 16th Annual Backlot Bash (hereinafter "Bash"), which will take place on August
e 25, 26 and 27, 2023;and

7 WHEREAS, the Bash is comprised of concerts, games, food and a carnival which will
8 utilize Village owned parking lots and a portion of the public ways at and around the
9 intersection of Flora! Avenue and Oakton Street; and

10 WHEREAS, the Skokie Park District has or wit! acquire a temporary permit pursuant to
n Section 10-40 of the Code, authorizing the sale of liquor for the 2 and % day event; and

12 WHEREAS, the Skokie Park District intends to restrict and limit the consumption of
13 alcoholic liquor to a defined and fenced-in area located on a portion of the public right of way
14 of Oakton Street, the Village Green and a portion of the Village Hall parking !ot (hereinafter
15 "Beer Area"), as outlined in red on the 2023 Event Layout, attached hereto as Exhibit "1"; and

16 WHEREAS, the Mayor, as Liquor Commissioner, and the Corporation Counsel
17 recommend to the Board of Trustees that relief from Section 10-10 of the Code be granted to
is the Skokie Park District; and

19 NOW, THEREFORE, BE IT ORDAINED, by the Mayor and Board of Trustees of the
20 Village of Skokie, Cook County, Ulinois;

21 Section 1: That the Skokie Park District, or its specified agents, are authorized and
22 permitted to sell alcoholic liquor and to allow its consumption within the Beer Area. To the
23 extent necessary, relief from Section 10-10 of the Code is granted as part of this permission.
24 This permission to sell aicoholic liquor in the Beer Area is subject to the following conditions:



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1 1) The Skokie Park District shall have a Temporary Permit to sell alcoholic liquor
2 from the Local Liquor Commissioner;
3 2) The Skokie Park District shall have obtained any license, permit or other
4 necessary approvals from the State of Hlinois to sell alcoholic liquor;
5 3) The area in which the sale of alcoholic liquor takes place shall be enclosed with
6 a fence, access shall be restricted and consumption shall be limited to the self-
7 contained designated area. No consumption or sate of alcoholic liquor shall be
8 allowed on any other publicly owned property or any public right of way.
 9 4) That any and a!! necessary authorization is granted from local, county or state
10 agencies, for the closure of certain public rights of way including but not limited
n to Oakton Street.
12 5) The sale of alcoholic liquors shall only take place during the following times:
13 6:00 p.m. to 10:00 p.m. on August 25, 2023; 11:00 a.m. to 10:00 p.m. on
14 August 26, 2023; and 8:00 a.m. to 8:00 p.m. on August 27, 2023;
15 6) On!y alcohoiic liquor sold by the Skokie Park District or its approved vendor,
ie may be sold, consumed or possessed in the designated area of the Beer Area.
17 No alcoholic liquor may be brought in from outside of the designated area;
is 7) The Skokie Park District, the Youth Foundation of Skokie and the Village sha!
19 enter into an Intergovernmental Agreement upon terms negotiated by the
20 Village Manager, or designee, and the Corporation Counsel, subject to finai
21 approval by the Mayor and the Board of Trustees; and
22 8) The Skokie Park District and its vendor(s) shall comply with the Village Code,
23 and all ordinances, rules and regulations of the Village.

24 Section 2: That this Ordinance shall be in full force and effect from and after its
25 passage, approval and publication in pamphlet form as provided by law.
26
 ADOPTED this day of August, 2023.

 Ayes:
 Village Clerk
 Nays:
 Absent:
 Approved by me this day of
 Attested and filed in my office August, 2023.
 this day of August, 2023;
 and published in pamphlet form
 according to law from August
 , 2022 to August , 2023. Mayor, Village of Skokie




 Village Cierk
27


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 Exhibit 1




 Beer Area is outlined
 red. Blue lines are
 access points




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Memorandum

To: Mayor George Van Dusen and Village Trustees
 John T. Lockerby/ Village Manager
 ./

From:

 Johnson, Village Trustee



Date: July 24, 2023


Subject: Agenda Item - August 7, 2023 Village of Skokie Board Meeting

 Agenda Process for Village Trustees




At our August 7, 2023 public meeting/ the Village Board will be considering potential revisions to Chapter
2, Article II, Section 2-44 of Village Code/ concerning the rules of order for regular and special Board
meetings. Specifically, I have requested that the Board review "Rule I/' concerning the process by which
Village Trustees, as elected policymakers, can request and schedule agenda items for Board consideration
and discussion. To my knowledge, this section of Village Code has not been updated by the Board since
1979.

The current agenda process provided in Village Code reads as follows:

 Rule 1. The agenda for a regular or special meeting shall be prepared by the Manager. The
 Manager or designee shall cause a copy of the agenda to be posted on the last business day
 prior to the meeting date. Trustees, the Corporation Counsel, or department heads desiring
 matters to be placed on the agenda shall so notify the Manager within time sufficient for the
 Manager to prepare the agenda and distribute copies to Mayor and Board of Trustees. Each
 Trustee or department head shall also designate any matters which are to be placed on the
 consent agenda...


I am requesting that the Board address the discrepancy between what is allowed by Village Code and
what Is allowed in practice, concerning the Board's agenda process. For a Trustee to place an item on a
Board agenda. Village Code says they must simply "notify the Manager within time sufficient for the
Manager to prepare the agenda and distribute copies to the Mayor and Board of Trustees." Yet in the
past year, the repeated breakdowns in this process have demonstrated the need to clarify "Rule \," for
the benefit of the entire Board.

From my perspective^ there are two possible courses of actions to resolve this discrepancy between
Village Code and Board practice. I advise the Board to either i) take steps to ensure/mandate
compliance with our current agenda process^ as it is outlined in Village Code, or ii) take steps to update
Village Code and revise the Board's agenda process^ however the Board determines. Regardless of
which course of action is taken by the Board, I strongly recommend that the Board's agenda process be
 Return to Agenda




clarified to ensure that all agenda item requests by Trustees are managed in a fair, uniform, and
equitable manner moving forward.

I thank the Mayor and Trustees for the opportunity to discuss and consider potential revisions to the
Board's agenda process. Beyond the recommendations that I have included in this memo, I welcome any
additional or alternative recommendations from other members of the Board.

13674
MINUTES of a regular meeting of the Mayor and the Board of Trustees of the Village of
Skokie, Cook County, Illinois held in the Council Chambers at 5127 Oakton Street at 7:30
p.m. on Monday, August 7, 2023




Pledge of Allegiance led by Village Clerk Pramod Shah.

Mayor Van Dusen called the meeting to order.
The Clerk call the Roll. Those present were Trustees Sutker, Robinson, Khoeun, Johnson, Pure
Slovin , Klein and Mayor Van Dusen.
Motion to approve the Consent Agenda.
Moved: Trustee Pure Slovin Seconded: Trustee Klein
Ayes: Sutker, Robinson, Khoeun, Johnson, Pure Slovin, Klein and Mayor Van Dusen
Nays: None.
Absent: None.
MOTION CARRIED

* Approve, as submitted, minutes of regular meeting held Monday, July 17, 2023.
Omnibus vote.

* Approve Voucher List #6-FY24 of August 7, 2023.
Omnibus vote.

Appointments, Reappointments and Resignations.
 A. Swearing in of the following personnel by Helene Levine, Vice Chair of the Board of Fire and
 Police Commissioners:
 Name Old Position New Position
 Katarzyna Pore Police Officer Police Sergeant
Mayor Van Dusen congratulated the new Police Sergeant who introduced her friends and family.

 * B. Appointment
 Human Relations Commission: Anthony Agee
Omnibus vote.

* C. Reappointments
 Fine Arts Commission: Michelle Beatrice, Mira Chander, Debra Hatchett, Judy Levan,
 Doris Liberman, Sonya Osseny, Pamela Sloan, Michelle Thomas, James VanOsdol,
 Vassilen Vasevski, Sharon Vicker, Ellen Waxberg, Pamela Williams, Jeff Rhodes as
 Vice Chair and Pamela Garbarini as Chair
 Performing Arts Center Board: Janis Fine, Barry Layfer, Rene Roy, Andrea Siegel and
 Terrence Guolee as Chair
Omnibus vote.

 * D. Resignation
 Performing Arts Center Board: Barbara Reeder
Omnibus vote.

Report of the Village Manager.
A. 2024 Green Alley Program – Design and Construction Engineering Services – Baxter
Woodman, Inc., Chicago, Illinois - $159,000.
Russ Rietveld, Director of Engineering answered questions from the Board. Manager
Lockerby also gave background information on the program.
Motion to concur with staff’s recommendation and request Mayor and Board approval to
enter into a contract with Baxter Woodman Inc. in the not to exceed amount of $159,000
for Design and Construction Engineering services for the Village of Skokie 024 Green
Alley Program.



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Moved: Trustee Sutker Seconded: Trustee Khoeun
Ayes: Sutker, Robinson, Khoeun, Johnson, Pure Slovin, Klein and Mayor Van Dusen
Nays: None.
Absent: None.
MOTION CARRIED

Max Slankard, Director of Public Works gave an update on the 90 day refuse transitions
implementations on the once weekly refuse collection. He spoke about reducing landfills,
greenhouse emissions, wear and tear on Skokie streets, and utility savings to provide
sustainability waste options. He mentioned how evaluation of the second cart requests, how the
transition is going- composting, diesel fuel reduced, landfill tonnage down and continuing
education on existing waste. He also spoke on rat management that is has been increasing since
2020, long before the transition to once a week garbage pickup. and answered questions from the
Trustees and a resident..

*B. Backlot Bash 2023.
Resolution 23-8-R-1555
Motion to approve a Resolution authorizing the Intergovernmental agreement between the
Village of Skokie, the Skokie Park District and the Youth Foundation of Skokie.
Omnibus vote.

*C. Annual Service Renewal for Microsoft Exchange, O365 & Power BI – Planet Technologies,
Germantown, Maryland - $37,103.40.
Motion to award a contract to Planet Technologies, Germantown, Maryland in the amount of $37,103.40
for annual service renewal for Microsoft Exchange, 0365 & Power BI.
Omnibus vote.

*D. Annual Maintenance Contract for Cisco Network Infrastructure - CDW, Chicago, Illinois –
$31,440.79.
Motion to award a contract to CDW, Chicago, Illinois in the amount of $31,440.79 for annual
maintenance contract for Cisco Network Infrastructure.
Omnibus vote.

Report of the Corporation Counsel.
FIRST READING:
A. An ordinance granting relief from Chapter 10, Section 10-10, of the Skokie Village Code to allow
the temporary sale, possession and consumption of alcoholic liquor on the public right of way and
municipal property during specified hours of Skokie’s 16th annual Backlot Bash. Item A is on the agenda
for first reading. The second reading will be on August 21, 2023.
Corporation Counsel Lorge gave an update on the Affordable Housing Ordinance. It should be
completed by August 21st or no later than the first week in September. There were edits, comments and
questions asked by Board members and residents. The final revision is in progress.

Unfinished Business.
A. Agenda Items Process for Village Trustees.
Trustee Johnson was requesting that the Board address the discrepancy between what is
allowed by the Village Code-Rule 1 and what is allowed in practice, concerning the
Board’s agenda process.
Pure Slovin made a suggestion to see how other municipalities put items on the Agenda.
Trustee Robinson spoke about notifying the Manager” within time sufficient for the
Manager to prepare”.
Trustee Klein agreed that the process is working.
Trustee Sutker said that she trust the Manager to decide if we have information to bring
an item to the Agenda.
Trustee Khoeun spoke about ideas that are still in the vetting stage and not ready to be
presented. She did agree that an answer should be given if a request is made.
Manager Lockerby will give a report and the issue will be discussed further.

Public Comment.
Trustee Robinson gave a shout out to the teachers, administrators and staff for the
beginning of the new school year.


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Meeting of the Mayor and Board of Trustees
Monday, August 7, 2023 Page Three

Trustee Klein spoke about the upcoming Backlot Bash and the Rotary Club’s annual pancake
breakfast on August 27th.
John Ivaska had questions about when the Affordable housing ordinance will be presented
and if it will be a 2nd reading. He also asked about how many applicants applied. Mayor
Van Dusen is finalizing a list of nominations for the new housing sub-committee of the
Plan Commission. He responded to his questions.
Lauren Grodnicki-“Solar panels that should not get permits” . Not all companies are reputable. Check
with SolSmart first.

Public comments by email.
Ari Berkowicz, Lisa Silverman, Danny Cohn, Jason Ashman commented on rats and the garbage
pick up.
Judy Mendel commented about the Mapping meeting on August 14th on the Electoral
referendums at the Skokie Library and that you can also listen to the live stream.




Motion to adjourn at 8:56 p.m.
Moved: Trustee Sutker Seconded: Trustee Klein
Ayes: Sutker, Robinson, Khoeun, Johnson, Pure Slovin, Klein and Mayor Van Dusen
Nays: None.
Absent: None.
MOTION CARRIED




 __________________________________

 Pramod Shah Village Clerk




Approved:

----------------------------------
Mayor Van Dusen




Items marked with an asterisk (*) indicate they are part of the Consent Agenda that contains routine items or items which have
already been discussed by the Mayor and Board at a previous public meeting and require a second reading. Items on the Consent
Agenda are passed in one vote at the beginning of the Board Meeting. Prior to the vote on the Consent Agenda, the Mayor will
inquire if there is any matter which anyone wishes to remove from the Consent Agenda. If there is an item on the Consent
Agenda which you wish to address, please inform the Mayor at that time you wish to remove it from the Consent Agenda.




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Monday, August 7, 2023 Page Four




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