Village Board

VILLAGE OF HUNTLEY VILLAGE BOARD MEETING December 1, 2016 MINUTES CALL TO ORDER: A meeting of the Village Board of the Village of Huntley was called to order on Thursday, December 1, 2016 at 7:00 p.m. in the Municipal Complex, Village Board Room, and 10987 Main St., Huntley, Illinois 60142. ATTENDANCE: PRESENT: Mayor Charles Sass; Trustees: Ronda Goldman, Tim Hoeft, Niko Kanakaris, Harry Leopold, John Piwko and JR Westberg. ABSENT: None IN ATTENDANCE: Village Manager David Johnson, Assistant Village Manager Lisa Armour, Management Assistant Barbara Read, Director of Finance and Human Resources Jennifer Chernak and Village Attorney John Cowlin. PLEDGE OF ALLEGIANCE: Mayor Sass led the Pledge of Allegiance. PUBLIC HEARING: a) Public Hearing: Truth in Taxation Public Hearing Before the Corporate Authorities of the Village of Huntley, McHenry and Kane Counties, IL for the 2016 Property Tax Levy A MOTION was made at 7:01 p.m. to open the Public Hearing. MOTION: Trustee Piwko SECOND: Trustee Westberg The Voice Vote noted all ayes and the motion carried. Village Manager David Johnson and Director Chernak reviewed a Power Point presentation and reported that on November 17, 2016, the Board of Trustees provided policy direction to hold and conduct a Public Hearing on December 1, 2016 for the tax levy request. The Village Board must approve the annual property tax levy in sufficient time to file the approved property tax levy ordinance with both the McHenry County and Kane County Clerk's offices by the last Tuesday in December. Staff Analysis  In accordance with the Village Board's direction, staff published a public hearing and truth in taxation disclosure notice in the Daily Herald on November 24, 2016 for a public hearing on the Village's 2016 property tax levy to be held at the December 1, 2016 Village Board meeting.  State law requires that the levy cannot be adopted sooner than twenty (20) days after the initial discussion on the levy, which took place at the November 17, 2016 Village Board meeting.  The Village’s 2016 Levy request is $4,500,000. 12.01.16 VB Minutes 1  The Village has received estimated assessed valuation figures from the townships. This establishes an estimated tax rate for the Village of Huntley of .54 per $100 of assessed value. Mayor Sass asked if anyone from the public had any comments or questions. No one from the public offered either verbal or written comments. Mayor Sass asked if the Board had any comments or questions; there were none. A MOTION was made at 7:09 p.m. to close the Public Hearing. MOTION: Trustee Leopold SECOND: Trustee Goldman The Voice Vote noted all ayes and the motion carried. PUBLIC COMMENTS: None ITEMS FOR DISCUSSION AND CONSIDERATION: a) Approval of October 27, 2016 Village Board, November 3, 2016 Village Board, November 17, 2016 Liquor Commission and November 17, 2016 Village Board Meeting Minutes Mayor Sass asked if the Village Board had any comments or changes to the Minutes; there were none. A MOTION was made to approve the October 27, 2016 Village Board, November 3, 2016 Village Board, November 17, 2016 Liquor Commission and November 17, 2016 Village Board Meeting Minutes. MOTION: Trustee Leopold SECOND: Trustee Westberg AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 a) Approval of the December 1st Bill List in the amount of $540,483.95 Mayor Sass reported that $349,607.78 (65%) of the total bill list is directly attributable to payment to Arrow Road Construction for Payout#3(Final) for the 2016 MFT Street Program ($43,308.50) and to J. Congdon Sewer Service Inc. for Payout#1 for the 2016 Water Main Replacement Program ($306,299.28). Mayor Sass asked if the Village Board had any comments or questions regarding the Bill List; there were none. A MOTION was made to approve the December 1st Bill List in the amount of $540,483.95. MOTION: Trustee Hoeft SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None 12.01.16 VB Minutes 2  The motion carried: 6-0-0 b) Consideration – Approval of Payout Request No. 3 and Final to Arrow Road Construction Company for the 2016 MFT Street Program in the amount of $43,308.50 Mayor Sass reported that on April 28, 2016, the Village Board approved a resolution appropriating $860,000.00 in Motor Fuel Tax Funds for Maintenance of Streets and Highways for the 2016 Street Improvement Program and a Resolution Authorizing a Bid Award and Construction Contract to Arrow Road Construction Company in the amount of $757,990.20 for grind and overlay of Heritage of Huntley Subdivision. Change Order No.1 was approved on June 9, 2016 in an amount not to exceed $40,000 for grind and overlay of a section of Main Street. The adjusted contract amount is then $797,990.20. Arrow Road Construction Company has submitted the third and final payout request for the 2016 MFT Street Program. Village staff and the Village’s project engineer, CBBEL, have reviewed the request and recommend approval of the payout request No. 3 and final. Staff Analysis Total Pay Request Retention Previous Payments Amount Requested Completed Work #1 $317,033.00 $31,703.30 (10%) $0.00 $285,329.70 #2 $810,585.16 $40,529.26 (5%) $285,329.70 $484,726.20 #3 $813,364.40 $0.00 (0%) $770,055.90 $43,308.50 The total completed work is $15,374.20 over the adjusted contract amount mainly due to additional concrete sidewalk, curb and gutter and the associated restoration. Financial Impact The FY2016 Budget includes $860,000 in the MFT Fund line item 42-05-3-6750 and $73,000 in the Street Improvement Fund line item 04-10-2-6320 for the 2016 Street Improvement Program. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve Payout Request No. 3 and final to Arrow Road Construction Company in the amount of $43,308.50 for the work completed under the 2016 MFT Street Program. MOTION: Trustee Leopold SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 c) Consideration – Approval of Payout Request No. 1 in the amount of $306,299.28 to J. Congdon Sewer Service Inc. for 2016 Water Main Replacement Program 12.01.16 VB Minutes 3 Mayor Sass reported that on September 22, 2016 the Village Board of Trustees awarded a contract for the 2016 Water Main Replacement Program to J. Congdon Sewer Service Inc. The contract amount was $338,428.50. J. Congdon Sewer Service Inc. started working on October 10, 2016 and has submitted the first payout request for the 2016 Water Main Replacement Program. Village staff and the Village’s project engineer, CBBEL, has reviewed the request and recommends approval of the payout request No. 1. Staff Analysis Total Pay Request Retention Previous Payments Amount Requested Completed Work #1 $322,420.30 $16,121.02 $0.00 $306,299.28 Financial Impact The FY2016 Budget includes $285,000 for the Water Main Replacement Program in the Water Capital Fund 20-10-4-6900 and $40,000 in the Water Capital Fund line item 20-10-2-6320 for the 2016 Water Main Replacement Program. The FY2016 Budget was amended by the Village Board on September 22, 2016 to approve the increased project cost and use of engineering funds in Water Capital Fund 20-10-2- 6320 and Water Capital Fund balance for the 2016 Water Main Replacement Program. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve Payout Request No. 1 in the amount of $306,299.28 to J. Congdon Sewer Service Inc. for the 2016 Water Main Replacement Program. MOTION: Trustee Westberg SECOND: Trustee Piwko AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 d) Consideration – Approval of a Resolution to Accept and Place on File the Village of Huntley Village Board and Advisory Board Meeting Date and Holiday Schedule for 2017 Mayor Sass reported that included in the packet was the proposed holiday schedule and meeting dates for the Village Board, Committee of the Whole and Advisory Boards for 2017. Once the schedule has been approved by the Village Board the meeting schedule will be published and distributed. If necessary, meetings may be added or cancelled throughout the year, after approving the schedule, with appropriate legal notice. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve a Resolution to Accept and Place on File the Village of Huntley Village Board and Advisory Board Meeting Date and Holiday Schedule for 2017, as presented. MOTION: Trustee Piwko SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg 12.01.16 VB Minutes 4  NAYS: None ABSENT: None The motion carried: 6-0-0 VILLAGE ATTORNEY’S REPORT: None VILLAGE MANAGER’S REPORT: Trustee Goldman requested that the Village Board get a copy of the Tax Levy Power Point; Trustee Leopold stated that he did not need a copy. VILLAGE PRESIDENT’S REPORT: Mayor Sass noted the upcoming McCOG meeting and requested that the Board contact Rita or Barb if there were going to attend. Mayor Sass reported that A Very Merry Huntley was taking place on December 2nd and 3rd. UNFINISHED BUSINESS: None NEW BUSINESS: None EXECUTIVE SESSION: None ACTION ON CLOSED SESSION ITEM: None ADJOURNMENT: There being no further items to discuss, a MOTION was made to adjourn the meeting at 7:15 p.m. MOTION: Trustee Piwko SECOND: Trustee Westberg The Voice Vote noted all ayes and the motion carried. Respectfully submitted, Barbara Read Recording Secretary 12.01.16 VB Minutes 5