HomeMy WebLinkAboutAGENDA - 05/12/2020 - Village Board Agenda/AddendumAGENDA
REGULAR VILLAGE BOARD MEETING
May 12, 2020
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. APPROVAL OF MINUTES OF April 14, 2020
4. MAYOR & BOARD OF TRUSTEES' REPORT
S. ACCOUNTS PAYABLE WARRANT: April 28, 2020 $622,561.14
April 30, 2020 $1,796,606.19
May 12, 2020 $876,153.88
6. CONSENT AGENDA
a. Consideration of a request from Alexian Brothers Medical Center, 800 Biesterfield Road,
to waive permit fees for the construction of an in -patient pharmacy room in the amount of
$1,375.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Community Development recommends approval.)
b. Consideration of a request from The Salvation Army, located at 1000 Pratt Blvd., to waive
FY 2020/21 vehicle sticker fees in the amount of $1,475.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Finance recommends approval.)
c. Consideration to authorize payment in the amount of $16,895 for FY 2020-2021
membership dues to the Northwest Municipal Conference (NWMC).
(The Membership dues rate to the Northwest Municipal Conference is based on population
and is assessed at a per capita rate of $0.51.
(This is the same rate from the previous year's dues.)
d. Consideration to award a professional service contract to Lauterbach & Amen, LLP of
Naperville, IL to perform the Village's pension benefits administration services in a total
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contract amount not to exceed $30,005.
(The Village received proposals from Lauterbach & Amen, LLP to professionally
administer Fire and Police pension benefits.
(Lauterbach & Amen, LLP is a firm with extensive experience in the governmental sector
and provides professional benefit and administration services to over 300 public safety
pension funds. They have demonstrated their commitment by providing quality service
with technically competent personnel and are an industry leader in this specialty area.
(The Director of Finance recommends approval.)
e. Consideration to award a purchase contract to On Time Embroidery, Inc. of Elk Grove
Village, IL for Fire Department uniforms and safety shoes in the amount of $43,000 from
the General Fund.
(The Fire Department budgets annually for department uniforms and accessories.
(A multi -year consolidated uniform contract was publicly bid in FYI 8.
(This is the fourth year that the Fire Department is purchasing all of its uniforms from a
single vendor.
(The current contract request also includes the annual purchase of safety shoes.
(The Fire Department had a successful experience with On Time Embroidery, Inc. of Elk
Grove Village, IL under previous years of the contract.
(The original contract provided for an initial one-year term with the option for four (4)
renewals.
(The term of the contract renewal is May 1, 2020 through April 30, 2021.
(Adequate funds are budgeted for this contract in the FY21 Fire Department General Fund
Budget.
(The Fire Chief recommends approval.)
f. Consideration to waive the formal bidding process and award a service contract to JG
Uniforms of Chicago, IL for the purchase of police officer uniforms in the amount of
$55,000.
(The Police Department has purchased uniforms and equipment from JG Uniforms for the
last 6 years.
(For the FY2021 budget, JG Uniforms has issued no price increase from the current year,
holding prices on all items.
(JG Uniforms is responsive to the needs of the Police Department and most items are in
stock and available with minimal turnaround time.
(The Police Department has an excellent working relationship with JG Uniforms.
(The Chief of Police recommends approval.)
g. Consideration to concur with prior Village Board authorization to award a construction
contract to the lowest responsive and responsible bidder, John Neri Construction Co. Inc.
of Addison IL, for a sanitary sewer repair project in the amount of $73,435 from the
Water/Sewer Fund.
(On Thursday, April 16, 2020 the Village opened sealed bids for a sanitary sewer repair
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project on Landmeier Rd. Three (3) contractors bid on the contract.
(The project includes a lane closure, traffic detour, replacement of 20 feet of sanitary
sewer, and concrete restoration. The lowest responsive and responsible bid was received
by John Neri Construction Co. Inc. of Addison, I1. Adequate funds are available in the
Water and Sewer Fund.
(The Director of Public Works recommends approval.)
h. Consideration to concur with prior Village Board authorization and award a service
contract to Dynamic Heating & Piping Company of Crestwood, IL for the annual HVAC
Maintenance Services contract in the amount of $78,090 from the General Fund.
(On Friday, April 17, 2020, the Village opened sealed bids for the HVAC Maintenance
Services contract. Five (5) contractors obtained bid packets, with three (3) contractors
submitting a bid.
(The contract provides for heating, ventilation and air conditioning maintenance at three
(3) Fire Stations, two (2) Public Works Facilities and the Municipal Complex.
(The initial term of the contract is from May 1, 2020 through April 30, 2021, with the
option of four (4) annual renewals in one-year increments through April 30, 2025.
(The lowest responsive and responsible bid was received from Dynamic Heating & Piping
Company of Crestwood, IL.
(Funds for the project have been allocated in the Public Works General Fund.
(The Director of Public Works recommends approval.)
i. Consideration to award a professional service contract to RJN Group of Wheaton, IL for
professional engineering services for 2020 Busse Road Sewer Lining project, in the amount
of $106,900 from the Water and Sewer Fund.
(A proposal was solicited from RJN Group of Wheaton, IL for planning, design, and
construction of the 2020 Busse Road Sewer Lining project.
(The Village has 9,000 linear feet of sanitary sewer ranging in size from 18" to 30". This
sanitary sewer line receives the vast majority of the Village's Business Park sanitary flow
and is over 60 years old. The line has reached the end of its useful life. This rehabilitation
project will require major bypass pumping along with permitting from both IDOT and
MWRD.
(The proposed rehabilitation will insure reliable sewer service to the Village's Business
Park now and into the future.
(The Director of Public Works recommends approval.)
Consideration to award a contract through the Municipal Partnering Initiative bid pricing to
Corrective Asphalt Materials, LLC of South Roxana, IL for the Preventative Street
Maintenance - 2020 project in the amount of $135,860.68 from the General and BLF
Funds.
(A proposal for applying Reclamite maltene based rejuvenation agent to Village roadways
was submitted by Corrective Asphalt Materials, LLC.
(The proposal extends the unit prices from the Municipal Partnering Initiative joint bid
opened by the Village of Winnetka.
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(The Village will be placing Reclamite on 9.4 miles of roadways this year.
(The Director of Public Works recommends approval.)
k. Consideration to concur with prior authorizations to award a professional services contract
with Baxter & Woodman of Crystal Lake, IL for professional engineering services for
inspection, design and construction engineering for the Village's Rear Yard Drainage
Program in the amount of $190,000 from the Water & Sewer Fund.
(A proposal for professional engineering services was solicited from Baxter & Woodman
of Crystal Lake, IL for the inspection, design and construction engineering for the
Village's Rear Yard Drainage Program.
(Baxter & Woodman has successfully assisted, design and oversaw construction of
Drainage Programs for several other Municipalities in the Chicagoland area.
(Adequate funds are available in the Water & Sewer Fund.
(The Director of Public Works recommends approval.)
1. Consideration to award a purchase contract through the Suburban Purchasing Cooperative
(SPC) Joint Purchasing Contract to Foster Coach Sales of Sterling, IL for one (1) Ford F-
550 ambulance with custom Horton Body in an amount not to exceed $235,000 from the
Capital Replacement Fund.
(The Fire Department is replacing one ambulance due to age and excessive engine hours.
(The Ford F-550 ambulance is available through the Suburban Purchasing Cooperative
Joint Purchasing Contract from the lowest determined bidder, Foster Coach Sales of
Sterling, IL.
(Adequate funds are budgeted in the Capital Replacement Fund.
(The Fire Chief recommends approval.)
in. Consideration to increase a construction contract to Prime Construction, Inc. of
Hampshire, IL to add three (3) additional residential rear yard drainage locations to the
existing Drainage Improvements - 2019 Rear Yards contract in the amount of $264,000
from the Water & Sewer Fund.
(Prime Construction is currently completing the 2019 Rear Yard Drainage Program, which
was awarded on the September 10, 2019 at Village Board Meeting.
(Three (3) additional locations have been identified and designed for installation of 1,300
feet of 8" perforated PVC underdrain at (3) locations that will assist 40 residential
properties.
(The contractor has agreed to extend the same unit prices from the original contract that
will bring the cost of the additional three (3) locations to the amount of $264,000 for a
total contract cost of $658,240.
(Appropriated funds for the project are available in the Water & Sewer Fund.
(The Director of Public Works recommends approval.)
n. Consideration to award a construction contract to the lowest responsive and responsible
bidder, A. Lamp Concrete Contractors of Schaumburg, IL for the Pedestrian Improvements
& Internally Illuminated Street Name Signs project in the amount of $794,935.98 from the
Capital Projects Fund.
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(On Thursday, April 30, 2020, the Village opened sealed bids for the Pedestrian
Improvements & Internally Illuminated Street Name Signs project.
(The lowest responsive and responsible bid was received from A. Lamp Concrete
Contractors, Inc. of Schaumburg, IL in the amount of $794,935.98.
(The Village received a grant from the Invest in Cook program and will be reimbursed in
the amount of $250,250 for the multi-user path and sidewalks along Biesterfield Road.
(Funds in the FY2020 Budget will be carried over and available in the FY2021 Capital
Projects Fund.
(The Director of Public Works recommends approval.)
o. Consideration to concur with prior authorization to award a professional service contract to
Civiltech Engineering of Itasca, IL to provide the necessary construction engineering
services for various infrastructure improvements for the 2020 construction season in
the amount of $500,000 from the Water & Sewer and Business Leader Forum Funds.
(Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction
engineering services for various infrastructure improvements throughout the Village for the
upcoming 2020 construction season.
(Some of the major improvements include 2020 Street Resurfacing Program, Ridgewood
& Crest Water Main Project, Rohlwing Road Median Enhancements, Pedestrian
Improvements & Internally Illuminated Street Name Signs, and other various smaller
construction inspections and surveys needed.
(Adequate funds are available in the Water & Sewer and Business Leader Forum Funds.
(The Director of Public Works has recommended approval.)
p. Consideration to adopt Ordinance No. 3660 granting variations of the Zoning Ordinance
pertaining to building height and the number of parking stalls for the property located at 25
Innovation Drive, Elk Grove Village.
(This item was discussed at the April 14, 2020 Village Board Meeting and currently
appears under Unfinished Business.)
q. Consideration to adopt Resolution No. 30-20 authorizing the Mayor and Village Clerk to
execute a Farmers Market License Agreement between the Village of Elk Grove Village
and Elk Grove Farmers Market, NFP.
(This agreement allows for a Farmers Market to be held in the parking lot of the Municipal
Complex on Saturdays from June 6, 2020 through October 17, 2020.
(This Agreement will include social distancing requirements while the Illinois order is in
effect as recommended by the Illinois Farmers Market Association guidelines.)
Consideration to adopt Resolution No. 31-20 authorizing the Mayor to execute a Letter of
Receipt stipulating the terms of an agreement for an application seeking a Cook County
Class 6B Property Tax Exemption status pursuant to the Cook County Real Property
Classification Ordinance as amended July 27, 2018 for certain real estate located at 2550
Lunt Avenue.
(The Law Offices of Sarnoff & Baccash, on behalf of Global Network Security Inc.
(Applicant) is seeking a Cook County Class 613 property tax exemption for 2550 Lunt Ave.
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(The Applicant intends to purchase the building for its related entity Global Network
Security Inc., for its operations consisting of the warehousing and distribution of products
used for security. The subject property consists of an estimated 38,398 square foot building
that has been vacant since November 2019.
(The Applicant plans to spend approximately $100,000 to $200,000 to rehabilitate and
improve the subject property. These improvements are as follow: Update landscaping,
update/improve fagade, add new signage, add new tuck -points where necessary, add new
exterior lights, add new accessible ramp, resurface and restripe the parking lot, and other
general maintenance.
(Global Network Security Inc. is currently located at 4720 W. Montrose Avenue in
Chicago, and is outgrowing their site. Global Network Security Inc. plans to move over
part of its entire operations to the subject property. Currently, Global Network Security Inc.
has 10 employees. As a result of this move, Global Network Security Inc. plans to add at
least 4-6 jobs to the new site within the first 3 years of operations at the subject property.
(The eligibility requirements for 6B status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves
vacancy for less twenty-four (24) months with a purchase for value, special circumstances,
and significant rehabilitation.
(Property approved for Class 6B status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10% of
fair market value for ten years then 15% in the eleventh year and 20% in the twelfth year.
Industrial property is currently assessed at 25% of fair market value in Cook County.
(Upon approval, the Director of Business Development and Marketing will issue a Letter of
Receipt to the Applicant. The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Clerk's office is preparing the resolution for the next Village Board Meeting.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
s. Consideration to adopt Resolution No. 32-20 authorizing the Mayor to execute a Letter of
Receipt stipulating the terms of an agreement for an application seeking a Cook County
Class 613 Property Tax Exemption status pursuant to the Cook County Real Property
Classification Ordinance as amended July 27, 2018 for certain real estate located
at 1351 Jarvis Avenue.
(The Law Offices of Sarnoff & Baccash, on behalf of Basic Holdings Inc. (Applicant) is
seeking a Cook County Class 6B property tax exemption for 1351 Jarvis Avenue.
(The Applicant intends to purchase the building for its related entity Basic Holdings Inc.,
for its operations consisting of the warehousing and distribution of freight. The subject
property consists of an estimated 6.000 square foot building that has been vacant since
March 2018.
(The Applicant plans to spend approximately $50,000 to $150,000 to rehabilitate and
improve the subject property. These improvements are as follows: Update landscaping,
update and improve facade, add new signage, add new exterior lighting, reconstruct the
existing dock drive and apron, resurface and restripe the parking lot and install a new front
walkway and complete other general maintenance.
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(Basic Holdings Inc. is currently located at 645 Lunt Avenue in Elk Grove Village, and is
outgrowing their site. Basic Holdings Inc. plans to move over part of its operations to the
subject property, while remaining at the 645 Lunt Avenue site. Currently, Basic Holdings
Inc. has 5 employees. As a result of this move, Basic Holdings Inc. plans to add at least 8
jobs to the new site within the first 3 years of operations at the subject property.
(The eligibility requirements for 6B status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves
vacancy for more than twenty-four (24) months with a purchase for value and significant
rehabilitation.
(Property approved for Class 6B status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10% of
fair market value for ten years then 15% in the eleventh year and 20% in the twelfth year.
Industrial property is currently assessed at 25% of fair market value in Cook County.
(Upon approval, the Director of Business Development and Marketing will issue a Letter
of Receipt to the Applicant. The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Clerk's office is preparing the resolution for the next Village Board Meeting.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
t. Consideration to concur with prior Village Board authorization to adopt Resolution No. 33-
20 authorizing the Mayor and Village Clerk to execute a Development and Operating
Agreement for a Craft Grow Facility between the Village of Elk Grove Village and The
Joynt, LLC.
(On June 25, 2019, the Illinois Legislature enacted the Cannabis and Regulation and Tax
Act. The Act authorizes the State the right to grant a license ("License") for Craft Growing
(Section 30-5(a)) where cannabis can be grown for sale or distribution to an approved
cultivation center, craft grower, infuser organization, dispensing organization, or as
otherwise authorized by the Act.
(The Act authorizes the State the right to grant up to 60 licenses for craft grow facilities.
(The Development and Operating Agreement stipulates the conditions and requirements for
the operation of a craft grow facility.
(The Elk Grove Village Business Park is a desirable location due to distances from
residential zoned properties, schools, and daycare facilities, as well as its access to properly
sized industrial facilities and transportation networks.)
u. Consideration to concur with prior Village Board authorization to adopt Resolution No.
34-20 authorizing the Mayor and Village Clerk to execute a Development and Operating
Agreement for a Craft Grow Facility between the Village of Elk Grove Village and 420
Illinois Grow, LLC.
(On June 25, 2019, the Illinois Legislature enacted the Cannabis and Regulation and Tax
Act. The Act authorizes the State the right to grant a license ("License") for Craft
Growing (Section 30-5(a)) where cannabis can be grown for sale or distribution to an
approved cultivation center, craft grower, infuser organization, dispensing organization, or
as otherwise authorized by the Act.
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(The Act authorizes the State the right to grant up to 60 licenses for craft grow facilities.
(The Development and Operating Agreement stipulate the conditions and requirements for
the operation of a craft grow facility.
(The Elk Grove Village Business Park is a desirable location due to distances from
residential zoned properties, schools, and daycare facilities, as well as its access to
properly sized industrial facilities and transportation networks.)
v. Consideration to concur with prior Village Board authorization to adopt Resolution No.
35-20 authorizing the Mayor and Village Clerk to execute a Development and Operating
Agreement for a Craft Grow Facility between the Village of Elk Grove Village and
C1earLeaf, LLC.
(On June 25, 2019, the Illinois Legislature enacted the Cannabis and Regulation and Tax
Act. The Act authorizes the State the right to grant a license ("License") for Craft
Growing (Section 30-5(a)) where cannabis can be grown for sale or distribution to an
approved cultivation center, craft grower, infuser organization, dispensing organization, or
as otherwise authorized by the Act.
(The Act authorizes the State the right to grant up to 60 licenses for craft grow facilities.
(The Development and Operating Agreement stipulate the conditions and requirements for
the operation of a craft grow facility.
(The Elk Grove Village Business Park is a desirable location due to distances from
residential zoned properties, schools, and daycare facilities, as well as its access to
properly sized industrial facilities and transportation networks.)
w. Consideration to adopt Resolution No. 36-20 authorizing the Mayor and Village Clerk to
execute a Second Renewal to the Utility Agreement between the Village of Elk Grove
Village and Groot Industries, Inc. concerning water and sewer utility services for the
Groot Transfer Station at 6747 Elmhurst Road and 1817 Elmhurst Road.
(This Second Renewal agreement extends the existing agreement to provide Village water
and sewer to Groot's Transfer Station outside of Elk Grove Village in order to provide for
modifications, additions and site changes at the Transfer Station site
(The Village will provide water and sewer service to the existing Transfer Station site at
6747 Elmhurst Road, as well as to the relocation/expansion of the Transfer Station at 1817
Elmhurst Road, at the same rate charged to properties within the Village.
(Additionally, the agreement provides that the Village will undertake efforts to execute an
automatic mutual aid agreement with the Chicago Fire Department to designate the Elk
Grove Village Fire Department as the automatic responding agency for emergency
medical and fire protection services to the Transfer Station.
(In consideration of these benefits, Groot will accept and dispose of up to 1,250 tons of
leaves collected under the Village's leaf collection program at no cost to the Village.)
(The Assistant Village Manager recommends approval.)
7. REGULAR AGENDA
a. Consideration to adopt Ordinance No. 3661 approving a Plat of Subdivision identified as
Udall Park North Plat of Subdivision and the granting of administrative variations with
respect to minimum lot square footage and minimum front yard frontage and width (811
Willow Lane).
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(The resubdivision from one (1) lot to two (2) lots is being requested to allow the Village
to acquire a portion of the existing property at 811 Willow Lane in order to relocate the
cell tower from the former Fire Station on Oakton.
(The variations are required due to the small size of the lot and the lack of street frontage.)
8. PLAN COMMISSION - Village Manager Rummel
a. PC Docket 20-3 - A request for a Public Hearing to consider the petition submitted by the
Elk Grove Park District for a Special Use Permit to reconstruct the clubhouse and
maintenance buildings at Fox Run Golf Links located at 333 Plum Grove Road. (PH 05-
11-2020)
b. A request for a Public Hearing for the petition submitted by Welbiz IV Elk Grove 1463
LLC for a Special Use Permit for the operation of a truck and trailer repair shop at 1463
Lunt Avenue. (The Public Hearing date has not yet been established.)
c. Petition submitted by the Park District of Elk Grove for approval of a Plat of Subdivision
identified as Udall Park North Plat of Subdivision and the granting of administrative
variations with respect to minimum lot square footage and minimum front yard frontage
and width for the property of 811 Willow Lane.
9. ZONING BOARD OF APPEALS - Village Manager Rummel
a. ZBA Docket 20-1 - A Public Hearing via teleconference for variations of the Elk Grove
Zoning Ordinance No. 2410 as it pertains to detached accessory structures in residential
zoning districts for property located at 500 Elk Grove Boulevard. (PH 05-21-20)
b. ZBA Docket 20-2 - A Public Hearing via teleconference for a variation from the Elk
Grove Village Zoning Ordinance as it pertains to permitted locations of fences in
residential zoning districts for property located at 298 Brantwood Avenue (PH 05-21-20).
10. YOUTH COMMITTEE - Trustee Franke
11. BUSINESS LEADERS FORUMS - Trustee Lissner
12. CABLE TELEVISION COMMITTEE - Trustee Lissner
13. HEALTH & COMMUNITY SERVICES - Trustee Czarnik
14. INFORMATION COMMITTEE - Trustee Lissner
1S. RECYCLING & WASTE COMMITTEE - Trustee Feichter
16. PARADE COMMITTEE - Trustee Czarnik
17. PERSONNEL COMMITTEE - Trustee Franke
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18. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno
a. Telecommunication Facilities
19. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Czarnik
20. AIRPORT UPDATE
21. MID -SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson
22. SPECIAL EVENTS COMMITTEE - Mayor Johnson
23. LIQUOR COMMISSION - Mayor Johnson
24. REPORT FROM VILLAGE MANAGER
25. REPORT FROM VILLAGE CLERK
26. UNFINISHED BUSINESS
a. Village Attorney - Direct the Village Attorney to prepare the necessary documents for
variations at 25 Innovation Drive.
27. NEW BUSINESS
28. PUBLIC COMMENT
29. ADJOURNMENT
In compliance with the Americans with Disabilities Act and other applicable Federal and
State laws, the meeting will be accessible to individuals with disabilities. Persons requiring
auxiliary aids and/or services should contact the Village Clerk, preferably no later than five
days before the meeting.
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ADDENDUM
REGULAR VILLAGE BOARD MEETING
May 12, 2020
7:00 PM
6. CONSENT AGENDA
x. Consideration to increase a professional service contract with Engineering Enterprises,
Inc. of Sugar Grove, IL for the land surveying and construction engineering services for
the Rotary Green Parking Lot Expansion project in the amount not to exceed $44,294
from the Capital Projects Fund.
(On November 11, 2019, the Village agreed to a proposal provided by Engineering
Enterprises, Inc. of Sugar Grove, IL for a professional engineering services contract to
provide land surveying, soil testing, and construction engineering services for the Rotary
Green Parking Lot Expansion Project.
(The original proposal was for $23,382.00.
(An increase of $20,912 is requested for completing the MWRDGC permitting process,
additional Soils Investigation & Material Testing, and design and construction engineering
for a total contract amount of $44,294.00.
(Funds in the FY2020 Budget will be carried over and available in the FY2021 Capital
Projects Fund.
(The Director of Public Works recommends approval.)
y. Consideration to adopt Ordinance No. 3662 amending Section 6-3-6-1 General Parking
Regulations of the Village Code by adding a provision for Temporary Resident Permit
Parking Only in certain designated areas.
(This Ordinance amends Section 6-3-6-1 by adding thereto item F. Resident Permit
Parking Only to allow residents to park on streets in certain designated areas of the Village
with No Parking Signage displayed.)
In compliance with the Americans with Disabilities Act and other applicable Federal and State
laws, the meeting will be accessible to individuals with disabilities. Persons requiring auxiliary
aids and/or services should contact the Village Clerk, preferably no later than five days before
the meeting.
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