Village Board

VILLAGE OF HUNTLEY VILLAGE BOARD MEETING January 11, 2018 MINUTES CALL TO ORDER: A meeting of the Village Board of the Village of Huntley was called to order on Thursday, January 11, 2018 at 7:00 p.m. in the Municipal Complex, Village Board Room, 10987 Main St., Huntley, Illinois 60142. ATTENDANCE: PRESENT: Mayor Charles Sass; Trustees: Ronda Goldman, Timothy 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 Public Works and Engineering Timothy Farrell and Village Attorney John Cowlin. PLEDGE OF ALLEGIANCE: Mayor Sass led the Pledge of Allegiance. PUBLIC COMMENTS: None ITEMS FOR DISCUSSION AND CONSIDERATION: a) Consideration – Approval of the September 15, 2017 Village Board Workshop Meeting Minutes Mayor Sass reported that Trustee Hoeft was absent from the workshop and asked if the Village Board had any comments or changes to the Minutes; there were none. A MOTION was made to approve the September 15, 2017 Village Board Workshop Meeting Minutes. MOTION: Trustee Leopold SECOND: Trustee Goldman AYES: Trustees: Goldman, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None ABSTAIN: Trustee Hoeft The motion carried: 5-0-0-1 a) Consideration – Approval of the January 11, 2018 Bill List in the amount of $233,767.88 Mayor Sass reported that $176,357.71 of the bill list expenditures is from the FY17 Budget and the remaining $57,410.17 is from the FY18 Budget. Mayor Sass asked if the Village Board had comments or questions; there were none. A MOTION was made to approve the January 11, 2018 Bill List in the amount of $233,767.88. 01.11.18 VB Minutes 1  MOTION: Trustee Hoeft SECOND: Trustee Westberg AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 b) Consideration – A Resolution Approving a General Services Agreement with Layne Christensen Company for the Maintenance and Repair of Village Wells and Pumps Director of Public Works and Engineering Timothy Farrell reported that since 2011, the Village Board has entered into a general services agreement with Layne Christensen Company for the maintenance and repair of Village wells and pumps. Layne Christensen Company has been drilling and servicing Village wells and pumps for over 20 years. Because of this long-standing business relationship, Layne Christensen is continuing to offer a loyalty discount of 5% to 10 % based on work performed. Staff Analysis Layne Christensen is a sole vendor for all five well pumps currently installed at all Village facilities. The proposed contract is for one-year and can be renewed based on satisfactory performance. The Well No. 9 well pump is planned for maintenance as part of the FY2018 budget. Well No.9 is located within the Whisper Creek Golf Course. Financial Impact Savings will vary depending on the type of work performed. The 2017 services rates on Schedule B in the Service Agreement are in effect for 2018. The Village reserved $120,000 within the FY2018 Budget in the Water Equipment Replacement Fund, 21-10-4-7725, for this work. Legal Analysis The Agreement was previously reviewed by the Village Attorney and there are no changes. Mayor Sass asked if the Village Board had any comments or questions. Trustee Leopold asked if Layne Christensen had competition to do this work; Director Farrell reported that there were other contractors but that Layne Christensen is the sole vendor for the Village’s specialized equipment. Trustee Leopold suggested that the Village try to get other contractor’s bids in the future to show Layne Christensen fees are competitive. There were no other comments or questions. A MOTION was made to approve a Resolution for a General Services Agreement with Layne Christensen Company for the Maintenance and Repair of Village Wells and Pumps. 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 – A Resolution Authorizing a Professional Services Agreement with Ruekert-Mielke in an Amount Not to Exceed $50,000 for Asset Management Program 01.11.18 VB Minutes 2  Implementation Director of Public Works and Engineering Timothy Farrell reported that the FY2018 Budget includes funding for Asset Management Program Implementation tailored with the Village Geographic Information System (GIS). A proposal dated January 2, 2018 was received from Ruekert-Mielke, the Village GIS consultant, for the Asset Management Program Implementation. Staff Analysis Each year over the past several years, the Village has budgeted funds to continue building the GIS system on an incremental basis. The GIS inventory and update has provided the Village with additional data including field verified utility locations that was uploaded to the web application for these areas. A new addition to the program in FY2018 will be an asset management solution called VUEWorks, with six (6) modules consisting of Service Requests, Work Orders, Resource Manager, Condition, Request Portal, and MobileVue. The Service Request Module will track calls, complaints and requests from citizens. The cost to implement the Asset Management solution tailored to the existing GIS Program is $50,000 in FY2018. Financial Impact The FY18 Budget includes $25,000 in the Water Capital Fund, 20-10-4-6900 and $25,000 in the Sewer Capital Fund, 30-90-4-6955 for Asset Management Program Implementation. Legal Analysis The professional services agreement was reviewed by the Village Attorney. Mayor Sass asked if the Village Board had any comments or questions. Trustee Westberg asked if the Asset Management Program module can be integrated with the new finance software; Director Farrell stated that Staff is working to integrate the program. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing a Professional Services Agreement in an amount not to exceed $50,000 with Ruekert-Mielke for Asset Management Program Implementation. MOTION: Trustee Westberg SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 d) Consideration – A Resolution Authorizing a Sales Agreement with ADT for the Lease of Security Cameras and Secure Access Equipment and Installation at Village Facilities Director of Public Works and Engineering Timothy Farrell reported that security and the ability to monitor certain Village property including Public Works facilities and the Town Square was established as a priority project in adopting the FY2018 budget. The addition of security cameras and secure access points will provide the ability to monitor critical facilities to better deter and provide proof of trespassing, theft, and vandalism and may prevent unexpected associated costs. 01.11.18 VB Minutes 3 Staff Analysis Staff consulted with ADT to discuss potential security measures for certain Village owned facilities. ADT recommendation includes: • Ten (10) security cameras added to the exterior of the Public Works Bakley Street Facility and secure access points to two (2) of the existing doors utilizing existing Village of Huntley identification cards; • Three (3) security cameras added to the exterior of the Fleet Garage located on Donald Drive; • Three (3) cameras added to the exterior of the Old Village Hall (Huntley Chamber of Commerce office) located on Coral Street, which will be used to monitor the Town Square including the Veterans Memorial. The cameras will also be helpful to monitor real time weather conditions. A proposal was received from ADT for the described security camera and secure access equipment including installation and service fees. The cost for the equipment lease and installation is approximately $16,000. The service charge for the equipment is $451.07 monthly or $5,412.84 annually. The term of the contract is five (5) years. Financial Impact The FY18 Budget includes $25,000 for the Security Cameras and Secure Access. The funding for this project is coming from the Municipal Buildings Fund: 05-10-4-7600. Legal Analysis The agreement was reviewed by the Village Attorney. Director Farrell reported that Marty Heffron, National Account Manager from ADT, was in attendance to answer questions. Mayor Sass asked if the Village Board had any comments or questions. Trustee Leopold asked if the cameras could be monitored by staff in real-time in order to check out things like the weather conditions; Director Farrell stated that Staff can monitor the cameras through a phone application. Trustee Leopold asked if the $451.07 monthly fee is the maintenance fee; Mr. Heffron stated that it’s the equipment lease amount plus the maintenance fee. Trustee Leopold asked if a camera would stop working would the Village need to call to inform ADT or does ADT monitor the equipment off-site; Mr. Heffron stated that the Village would call ADT and they would send someone out immediately during regular business hours/days to repair or replace the equipment. Trustee Leopold asked if the Village is dissatisfied with the equipment and or service would the Village be able to cancel service; Mr. Heffron stated that the Village could cancel the service but would still be responsible for the rest of the contract. Mayor Sass stated that the $16,000 per year was a lot for lease and installation was a large amount. Mr. Heffron stated that the $16,000 was a one-time payment for installation and the $450.07 monthly amount covered the lease and service agreement for the equipment. Trustee Leopold asked Staff if ADT’s references were checked; Director Farrell stated that Staff did a reference check with other users. Trustee Leopold asked what happens if the systems fail repeatedly; Mr. Heffron stated that they would be covered under the service agreement. 01.11.18 VB Minutes 4 Village Manager Johnson reported that the Village’s current camera system at the Municipal Complex is owned by the Village and as the cameras have failed it took a lot of staff time and staff time to repair them. Village Manager Johnson continued by reporting that the ADT costs are no more costly than when the Village purchased the current Municipal Complex camera system but going with ADT requires less staff time and is more cost efficient. Trustee Leopold stated that he is concerned about getting stuck with a system for five-years; Mr. Heffron reported that should the camera systems have issues over the contract period that ADT would replace items with newer technology at the same monthly service fee. Trustee Westberg asked if the cameras recorded constantly and how long were the recordings kept; Mr. Heffron reported that the cameras begin recording by motion and that the recordings can be kept for 35- 45 days. Mr. Heffron also stated that Staff can save recordings on a thumb drive off of the system. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing a Sales Agreement with ADT for the Lease of Security Cameras and Secure Access Equipment and Installation at Village Facilities. MOTION: Trustee Piwko SECOND: Trustee Westberg AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 e) Consideration – An Ordinance Authorizing a Reciprocal Access Easement Agreement with the Huntley American Legion Post 673 Assistant Village Manager Lisa Armour reported that as part of the Village’s purchase of the property at 11708 W. Coral Street from the Huntley American Legion, the Village and Legion agreed to enter into a cross access and easement agreement to provide for ingress and egress across each party’s parking lots located on 1st Street. Staff Analysis The cross access easement agreement provides access across the Legion’s property from the municipal parking lot and access across the municipal parking lot from the Legion’s property as part of the approved reconfiguration of the 1st Street municipal parking lot. Legal Analysis The Village Attorney has reviewed the agreement and all is in order for Village Board consideration. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve an Ordinance Authorizing a Reciprocal Access Easement Agreement with the Huntley American Legion Post 673. MOTION: Trustee Leopold SECOND: Trustee Hoeft AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None 01.11.18 VB Minutes 5  ABSENT: None The motion carried: 6-0-0 f) Consideration – An Ordinance Authorizing a Cross Access and Parking Easement Agreement with BBQ King Huntley, LLC Assistant Village Manager Lisa Armour reported that the Village Board approved the Redevelopment Agreement for the BBQ King Huntley, LLC on August 10, 2017. Per the terms of the agreement, a cross access and parking easement agreement to provide for parking in the 1st Street municipal parking lot currently undergoing reconstruction is to be provided by the Village to the BBQ King and its tenants. Staff Analysis The cross access and parking easement agreement provides for the BBQ King at 11706 W. Coral Street and the adjacent tenant spaces at 11708 and 11710 W. Coral Street to utilize the parking area to accommodate access and parking for the businesses. Legal Analysis The Village Attorney has reviewed the agreement and all is in order for Village Board consideration. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve an Ordinance Authorizing a Cross Access and Parking Easement Agreement with BBQ King Huntley, LLC. MOTION: Trustee Goldman SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 g) Consideration – An Ordinance Granting Off-Premise Sign Permits for the Huntley Area Chamber of Commerce for the installation of temporary signs for the Annual Home and Business Expo The Village is in receipt of a request from the Huntley Area Chamber of Commerce for the display of event signs at the locations noted on the following chart for the Home and Business Expo. The Expo will take place on Saturday, March 3rd from 9 a.m. to 4 p.m. at Huntley Park District Rec Center, 12015 Mill Street. Staff Analysis This year, the request is that the event signs would be installed on February 16th and removed on Monday, March 5th and the directional signs would be installed on Wednesday, February 28th and removed on Monday, March 5th. Event Directional Village Location Signs Sign Size/Type Signs Huntley Harmony Rd (towards H.H.S.) X Banner Huntley Algonquin Rd & Ruth Rd X Yard Signs 01.11.18 VB Minutes 6  Algonquin Rd, East Side; between Michael & Huntley X Yard Signs Mathew streets Huntley Dundee & Kreutzer (north side) X Yard Signs Banner (yellow Huntley Haligus Rd & Algonquin Rd (NW corner ) 1 sponsored X banner) Huntley Haligus Rd & Dundee Rd X Yard Signs RT 47 & Main Street (Southeast corner of main- Near McHenry County Visitor parking Huntley entrance from Rt 47) X Yard Signs Huntley Rt 47 & Big Timber Rd YES Huntley Haligus Rd & Kreutzer Rd X Yard Signs Huntley Haligus Rd & Main Street X Yard Signs X RT 47 & Oak Crest Parkway & Algonquin Rd Huntley X Yard Signs X Corners Huntley Haligus Rd & Reed Rd X Yard Signs X Huntley Harmony Rd & Hemmer RD (towards H.H.S.) X Yard Signs Huntley Main & Dundee X Yard Signs Huntley Main & Kreutzer Rd X Yard Signs X Huntley Main Street & HPD Entrance Yard Signs x Huntley Main Street & Marengo Rd (NE Corner) X Yard Signs Huntley RT 47 & Ackman X Yard Signs Huntley RT 47 & Algonquin Rd X Yard Signs X Huntley Rt 47 & Dean St X Yard Signs X Huntley RT 47 & Kreutzer Rd X Banner + Yard Signs X Huntley Rt 47 & Mill St X Yard Signs X Banner (yellow Rt 47 & Oak Creek Pkwy (in front of Huntley X sponsored Drendel's) banner) Rt 47 & Reed Rd (American Community Bank Banner (yellow Huntley Huntley corner) X Area X Biz sponsor) Huntley Rt 47 & Regency Corners 2 sets Yard Signs X Additionally, no signs will be posted on private property without prior authorization of the property owner and no more than one (1) sign will be placed at any of the specified locations. As the Village has done in the past, the Gateway Sign at Route 47 and Main Street will be used to announce the event from February 16th through March 3rd. The Board of Trustees may only approve those signs within the corporate limits and within the Village of Huntley rights-of-way. The other signs noted in the letter are listed for informational purposes only. The Village’s Sign Regulations allow off-premise signs provided they receive Village Board approval and adherence to certain standards and criteria. The below table details the criteria and the proposed signs: Criteria Proposed 01.11.18 VB Minutes 7  Sign adjacent to and intended to be viewed from Many of the proposed signs will be viewed Route 47 Only from Route 47 and the others will be visible from other roads throughout the Village. Prohibited within a residentially zoned property Some of the property is zoned residential, but the banners will be placed in the right-of-way. Maximum area of a sign face, whether a single sign The largest sign is 3’ x 6’ (18 square feet). face, two back-to-back, or a V-shaped type sign is The other signs are small directional signs. 100 square feet Maximum height is 15 feet above grade The directional signs will be approximately three (3’) feet high. The location shall not obscure or interfere with an The 3’ x 6’ banners and directional signs shall official traffic control device or railroad safety be installed so not to obstruct a driver’s view signal or sign, or obstruct or interfere with a of approaching, merging or intersecting traffic. driver’s view of approaching, merging or intersecting traffic for a distance of 500 feet Financial Impact The sign ordinance waives temporary sign permit fees for non-profit organizations. Legal Analysis The Village Board’s authorization for this request is required in accordance with Zoning Ordinance - Sign Regulations §156.121 (G) (1) which addresses Off-Premise Signs. Mayor Sass reported that Bob Panek representing the Chamber of Commerce was in attendance to answer questions. Mayor Sass asked if the Village Board had any comments or questions. Trustee Westberg asked how large the sponsor banners were; Mr. Panek reported that they were 3 feet x 6 feet. There were no other comments or questions. A MOTION was made to approve an Ordinance granting Off-Premise Sign Permits for the Huntley Area Chamber of Commerce for the installation of temporary signs and banners for the Home and Business Expo. MOTION: Trustee Kanakaris SECOND: Trustee Hoeft AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 VILLAGE ATTORNEY’S REPORT: None VILLAGE MANAGER’S REPORT: None VILLAGE PRESIDENT’S REPORT: None 01.11.18 VB Minutes 8 UNFINISHED BUSINESS: None NEW BUSINESS: None EXECUTIVE SESSION: a) Probable or Imminent Litigation and Pending Litigation b) Contractual c) Property Acquisition, Purchase, Sale or Lease of Real Estate d) Appointment, Employment, Dismissal, Compensation, Discipline and Performance of an Employee of the Village of Huntley e) Collective Bargaining f) Appointment, Discipline or Removal of Public Officers g) Appointment of a Public Officer h) Review of Closed Session Minutes i) Other A MOTION was made to enter into Executive Session at 7:22 p.m. for a) Probable or Imminent Litigation and Pending Litigation and h) Review of Closed Session Minutes. MOTION: Trustee Leopold SECOND: Trustee Westberg The Voice Vote noted all ayes and the motion carried. A MOTION was made to exit Executive Session at 7:29 p.m. MOTION: Trustee Kanakaris SECOND: Trustee Leopold The Voice Vote noted all ayes and the motion carried. POSSIBLE ACTION ON ANY CLOSED SESSION ITEM: None ADJOURNMENT: There being no further items to discuss, a MOTION was made to adjourn the meeting at 7:30 p.m. MOTION: Trustee Piwko SECOND: Trustee Hoeft The Voice Vote noted all ayes and the motion carried. Respectfully submitted, Barbara Read Recording Secretary 01.11.18 VB Minutes 9