Village Board

VILLAGE OF HUNTLEY VILLAGE BOARD MEETING August 9, 2018 MINUTES CALL TO ORDER: A meeting of the Village Board of the Village of Huntley was called to order on Thursday, August 9, 2018 at 7:02 p.m. in the Municipal Complex, Village Board Room, 10987 Main St., Huntley, Illinois 60142. ATTENDANCE: PRESENT: Mayor Charles Sass; Trustees: Ronda Goldman, Tim Hoeft, Niko Kanakaris and John Piwko. ABSENT: Trustees: Harry Leopold and JR Westberg IN ATTENDANCE: Village Manager David Johnson, Assistant Village Manager Lisa Armour, Management Assistant/Special Events Manager Barbara Read, Chief Robert Porter, Development Engineer Scott Hajek, Human Resources Manager Chrissy Hoover and Village Attorney John Cowlin. PLEDGE OF ALLEGIANCE: Mayor Sass led the Pledge of Allegiance. PUBLIC COMMENTS: Ms. Colleen McDonnell, 13068 Stonebridge, had questions regarding the irrigation portion of her water bill. Mayor Sass directed Staff to contact Ms. McDonnell to answer her questions. ITEMS FOR DISCUSSION AND CONSIDERATION: a) Consideration – Approval of the August 9, 2018 Bill List in the amount of $701,675.05 Mayor Sass asked if the Village Board had any comments or questions; there were none. Village Manager Johnson reported that this was the first report printed with the New World software and that the format will be changed to make it easier to read. A MOTION was made to approve the August 9, 2018 Bill List in the amount of $701,675.05. MOTION: Trustee Piwko SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 b) Consideration – A Resolution Approving a Temporary Use Permit to Hold a 5K Run/Walk for the Poor on Village Property and Temporary Sign Request / St. Vincent de Paul Society; St. Mary Catholic Church 08.09.18 VB Meeting 1 Special Events Manager Barbara Read reported that the Village has received a request from the St. Vincent de Paul Society (Society) of St. Mary Church to hold a 5k Run/Walk for the Poor on Saturday, September 29th from 8:00 – 11:00 a.m. The purpose of the run/walk is to collect donations to serve the needy in the Huntley community and is non-denominational. The 5k will begin and end on Church Street and follow the attached route; no streets will be permanently closed during the run/walk. The pre-race registration and post-race raffle will be held at Parkside Pub. The Society is also requesting the issuance of a temporary sign permit to post two (2) weeks prior to the event, fifteen 3 foot x 10 foot banners at the following locations: 1) RT 47 and Reed Road 2) RT 47 and Algonquin Road 3) RT 47 and Mill Street 4) RT 47 and Del Webb Boulevard 5) RT 47 and Kreutzer Road 6) RT 47 and Dean St 7) RT 47 and Main Street 8) Algonquin Road and Haligus Road (E/B) 9) Algonquin Road and Haligus Road (W/B) 10) Huntley/Dundee Road and Haligus Road 11) Huntley/Dundee Road and Main Street 12) Reed Road and Haligus Road 13) Haligus Road and Main Street 14) Kreutzer Road and Main Street 15) Kreutzer Road and Haligus Road The Society acknowledges that some sites may not be under the Village’s jurisdiction and others may not be feasible in the noted location. If these sites are not feasible, the petitioner requests permission for other sites with the approval of the Village Manager. No signs will be posted on private property without prior authorization of the property owner. Staff Analysis The Zoning Ordinance allows temporary signs, which are subject to the following conditions: 1) not to exceed 30 days, 2) maximum size of 50 square feet and no more than 8 feet above ground, 3) not to be displayed on a fence or tree, and 4) not to be located in the rights-of-way. A variation from the Ordinance is required to locate the signs in the Village’s rights-of-way. Recommended Conditions of Approval: 1. The petitioner and any vendor that they use shall provide the Village with a valid Certificate of Insurance naming the Village as an additional insured. 2. The petitioner agrees to enter into an agreement to indemnify and hold the Village harmless from and against any and all claims arising from the event. 3. The route shall be kept free of trash throughout the event. Financial Impact It is being requested that any permit fees associated with the 5k Run/Walk for the Poor be waived. 08.09.18 VB Meeting 2 Ms. Read reported that representatives from the St. Vincent de Paul Society were in attendance to answer questions. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve a Resolution Authorizing a Temporary Use Permit to Hold an Outside Event on Village Property and Temporary Sign Permit to St. Vincent de Paul Society of St. Mary Catholic Church subject to the following conditions: 1. The petitioner shall provide the Village with a valid Certificate of Insurance naming the Village as an additional insured. 2. The petitioner agrees to enter into an agreement to indemnify and hold the Village harmless from and against any and all claims arising from the event. 3. The site and route shall be kept free of trash throughout the event. MOTION: Trustee Goldman SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 c) Consideration – A Resolution Authorizing an Off-Premise Sign Request for American Legion Post 673 Feather Party (meat raffle) Special Events Manager Barbara Read reported that the Huntley American Legion Post 673 has requested to place temporary signs in the Village rights-of-way promoting their Feather Party (meat raffle) being held on Saturday, November 3, 2018. This annual event is held each year to raise funds for the Legion’s charities. The Legion is also requesting to post 7 (3’x 8’) banners two (2) weeks prior to the event in the following locations: 1) RT 47 and Algonquin Road 2) RT 47 and Del Webb Boulevard 3) RT 47 and Main Street (N/E) 4) Algonquin Road and Haligus Road (E/B) 5) Algonquin Road and Haligus Road (W/B) 6) Huntley/Dundee Road and Main Street 7) Reed Road and Haligus Road The Legion is also requesting that the event be posted on the Gateway sign at Main St and Route 47. Banners will show the following information: Feather Party (meat Raffle) Huntley American Legion November 5th from 7pm to 1130pm At the Legion Home 11712 W. Coral St Staff Analysis The Village’s Sign Regulations allow off-premise signs provided they receive Village Board approval 08.09.18 VB Meeting 3 and adherence to certain standards and criteria. The following table details the criteria and the proposed sign: Criteria Proposed Sign adjacent to and intended to be viewed from A majority of the signs are proposed adjacent to Route 47 Only Route 47; however, several are along other Village roadways. Prohibited within a residentially zoned property A majority of the signs are proposed adjacent to commercially zoned property; however, several are proposed near residential subdivisions Maximum area of a sign face, whether a single sign The proposed signage is 24.0 square feet face, two back-to-back, or a V-shaped type sign is 100 square feet Maximum height is 15 feet above grade The height of the signs are less than 3.5 feet above grade The location shall not obscure or interfere with an The proposed sign locations will meet this official traffic control device or railroad safety signal requirement or sign, or obstruct or interfere with a driver’s view of approaching, merging or intersecting traffic for a distance of 500 feet Legion Post 673 acknowledges that some sites may not be under the Village’s jurisdiction. Additionally, no signs will be posted on private property without prior authorization of the property own and no more than one (1) sign will be placed at any of the specified locations. As this event is an annual event, off-premise sign authorization is requested for the three-year period 2018 through 2020 under the following conditions: 1. A temporary sign permit application is completed. 2. No sign/banner shall be placed on private property without prior authorization of the property owner. 3. All signs shall be removed the day after the event. Financial Impact The temporary sign permit fees are waived by Section 156.115 of the Zoning Ordinance. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve a Resolution granting an off-premise sign permit to American Legion Post 673 for the annual Feather Party for the period of 2018 through 2020 with the following conditions: 1. A temporary sign permit application is completed. 2. No sign/banner shall be placed on private property without prior authorization of the property owner. 3. All signs shall be removed the day after the event. MOTION: Trustee Piwko SECOND: Trustee Hoeft AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg 08.09.18 VB Meeting 4  The motion carried: 4-0-2 d) Consideration – Conceptual Review of a Proposed Site Plan for the Installation of Solar Panels at the Huntley Community School District 158 Harmony Road Campus, 13719– 13723 Harmony Road, and Referral to the Plan Commission to Begin the Formal Development Review Process Village Manager David Johnson reviewed a Power Point presentation and reported that Forefront Power and Huntley Community School District 158 are proposing to install 7.8-acres of solar panels on the District’s Harmony Road Campus. Similar solar panel installations are also proposed on the District’s Reed Road and Square Barn Road campuses which are located in Lake in the Hills and Algonquin, respectively. The project is subject to the approval of various state tax incentives for solar energy and the application requires local approvals to be in place prior to securing the incentives. The proposed solar panels would be located on the north side of the property, adjacent to Harmony Road. There would be a ±1.6-acre solar panel installation within an open field immediately west of the main campus entrance and a ±6-acre installation within the dry detention area used for stormwater management immediately east of the main campus entrance. The petitioner has stated that the solar panels would not exceed 12-feet in height and both locations would be enclosed with a 6-foot tall black vinyl coated chain-link fence. Staff Analysis The Zoning Ordinance does not address solar installations other than within Section 156.077 which addresses height exceptions for solar energy panels. Staff is currently reviewing options with the Village Attorney to accommodate the petitioners’ request to install solar panels at the Harmony Road campus. Financial Impact There is no financial impact to the Village of Huntley. Huntley Community School District 158 is estimated to net approximately $4,290,073 in positive cash flow over the next 20 years as a result of the Power Purchase Agreement solar installation with ForeFront Power. Legal Analysis Staff is reviewing options with the Village Attorney to best accommodate the request by District 158 / ForeFront Power. Village Manager Johnson reported that District 158 Superintendent Dr. Scott Rowe and team were in attendance to answer questions. Dr. Rowe reported that D158 spends only $9,800/student and with that amount has been recognized as being a district of innovation. Dr. Rowe reported that the District has been rated an Energy Star of 7 out of 9 for energy conservation and the District believes that they will realize a minimum energy savings of $4.2 Million over the next 20 years which could be used towards educational programs. Dr. Rowe reported that ForeFront Power will design, permit, finance and maintain the area of which the District will pay 2.4 cents per kWh. Regarding the impact on the community, the solar panels will be behind an 8-foot chain link fence for safety; no homes in Sun City will be able to see the solar panels 08.09.18 VB Meeting 5 and HR Green had done a study which reports that there will be no impact on stormwater. Dr. Rowe reported that the program will also be used as an educational experience for the students. Mayor Sass asked if the Village Board had any comments or questions. Trustee Hoeft stated that he likes the principle of the project but not the location in the dry detention area and asked if the solar field could be place in the District-owned property across the road. Dr. Rowe stated that the property across the road is not within the Village limits and they wish to move quickly on the project to get the best financial results. Ed Switzer of ForeFront Power LLC reviewed the process and stated that ComEd is currently working on the Level 3 and Level 4 Study and then the Illinois Power Agency would decide the availability of the permit. Trustee Hoeft stated that it would be more visually appealing to locate the solar field on the other side of Harmony Road so that people entering the school campus would not see only the solar panels. Trustee Piwko stated that he shared the same concerns as Trustee Hoeft and stated that he would like to see landscaping at a minimum along Harmony Road. Trustee Piwko noted the new parking lot and asked if there was any chance that in the future more parking would be required but not available due to the solar field. Dr. Rowe stated that the high school currently has 907 parking spaces and the District’s growth projections show that the District’s numbers are going down. Trustee Goldman asked how quickly ForeFront would be out to replace damaged panels from possibly storms or hail. Mr. Switzer reported that the panels are monitored in real-time therefore replacement could take place the next day. Trustee Goldman asked if the project would be something for the STEM (Science, Technology, Engineering, and Mathematics) classes; Dr. Rowe reported that there would be the possibility of this through kiosks. Trustee Goldman asked how many projects ForeFront has done in Illinois. Mr. Switzer reported that the company currently has 50 projects within the United States but this would be the first in Illinois. Trustee Goldman asked how soon the panels would be installed; Dr. Rowe stated that it would take place during the 2019-20 school year. Trustee Kanakaris asked if there were other options other than a chain link fence. Mayor Sass suggested they install over the chain link with a material such as what is placed on baseball fields. Mr. Switzer stated that they would put evergreens along Harmony Road to buffer. Trustee Kanakaris asked how often the grass would be cut under the panels. Mr. Switzer reported the grass would be maintained two to three times per year; however, the variety of grass planted only grows to a maximum height of 18 inches. Trustee Kanakaris stated that he does not want a weed infested field. Mayor Sass stated that the District Team looked at placing the solar field across the road but decided that they might want to sell the land in the future. There were no other comments or questions. It was the consensus of the Village Board to refer the request by Huntley Community School District 158 / ForeFront Power to install solar panels at the Harmony Road Campus, 13719–13723 Harmony 08.09.18 VB Meeting 6 Road, to the Plan Commission to begin the formal development review process. e) Consideration – An Ordinance Amending the Rules and Regulations of the Village of Huntley Police Commission Human Resources Manager Chrissy Hoover reported that as a home rule community, the Village of Huntley has discretion in terms of how it regulates the police officer hiring and promotional process and the Village has the authority to differ from the basic police hiring and promotional requirements found in Article 10, Division 2.1 of the Illinois Municipal Code. Staff Analysis At its July 18, 2018 meeting, the Village of Huntley Board of Police Commissioners recommended changes to its Rules and Regulations that differ from the language of the Illinois Municipal Code. An adoption of the revised Rules and Regulations by the Village Board is required to allow the Board of Police Commissioners to adopt rules that differ from the Illinois Municipal Code. The majority of the proposed changes are to clarify the police officer hiring and promotional process. Notable changes being proposed include the requirement of sixty college credits (or a military waiver) for initial police applicants, and the creation of a lateral eligibility list that would expedite the hiring process, making it easier for the Village to hire qualified candidates with prior police experience. Strategic Plan Priority The 2016-2020 Strategic Plan identifies “Promote and Improve Organizational Development Efforts” as a Strategic Priority and “recruit highly qualified external candidates to fill positions not filled from within the organization” as an objective. Legal Analysis The amended Rules and Regulations of the Village of Huntley Board of Police Commissioners has been reviewed by the Village’s employment attorney, Clark, Baird, Smith, LLP. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve an Ordinance Amending the Rules and Regulations of the Village of Huntley Board of Police Commissioners pursuant to its home rule authority. MOTION: Trustee Hoeft SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 f) Consideration – Approval of Payout Request No. 1 to Arrow Road Construction Company for the 2018 MFT Street Program in the amount of $162,550.26 Mayor Sass reported that on April 26, 2018 the Village Board approved a resolution appropriating $750,000.00 in Motor Fuel Tax Funds for Maintenance of Streets and Highways for the 2018 Street 08.09.18 VB Meeting 7 Improvement Program and a Resolution Authorizing a Bid Award and Construction Contract to Arrow Road Construction Company in the amount of $636,443.75 for the grind and overlay of Huntley Meadows Subdivision, including Main St., for a total length of 11,824 ft. (2.24 miles). Arrow Road Construction Company has submitted the first payout request for the 2018 MFT Street Program. The Village’s project engineer, CBBEL, has reviewed the request and recommends approval of the payout request No. 1. Staff Analysis Total Previous Amount Pay Request Retention Completed Work Payments Requested #1 $180,611.40 $18,061.14 (10%) $0.00 $162,550.26 Financial Impact The FY2018 Budget includes $589,000 in the MFT Fund line item 42-05-3-6750 for the 2018 Street Improvement Program. A budget amendment to approve the increased expenditure will be required. 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 to Arrow Road Construction Company in the Amount of $162,550.26 for the Work Completed Under the 2018 MFT Street Program. MOTION: Trustee Piwko SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 g) Consideration - Approval of Payout Request No. 1 to Behm Pavement Maintenance, Inc. for the Village of Huntley 2018 Crack Sealing Program in the amount of $34,340.70 Mayor Sass reported that on February 8, 2018, the Village Board approved a Resolution Authorizing a Bid Award to Behm Pavement Maintenance, Inc. in the not-to-exceed amount of $50,000.00 for the 2018 Crack Sealing Program. Behm Pavement Maintenance, Inc. has submitted the first payout request for the 2018 Crack Sealing Program. Staff has reviewed the request and recommends approval of Payout Request No. 1. Staff Analysis Total Previous Amount Pay Request Retention Completed Work Payments Requested 08.09.18 VB Meeting 8  #1 $34,340.70 NONE $0.00 $34,340.70 Financial Impact The FY2018 Budget includes $50,000 in the Street Improvement Fund line item 04-10-4-7500 for the 2018 Crack Sealing 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 to Behm Pavement Maintenance, Inc. in the amount of $34,340.70 for the work completed under the 2018 Crack Sealing Program. MOTION: Trustee Hoeft SECOND: Trustee Piwko AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 h) Consideration – A Resolution Approving a Proposal for Professional Design Engineering Services for the 2019 MFT Street Program – Christopher B. Burke Engineering, Ltd in an Amount Not To Exceed $49,395.00 Mayor Sass reported that a Proposal for Design Engineering Services for the 2019 Motor Fuel Tax (MFT) Street Program has been received from Christopher B. Burke Engineering, Ltd. (CBBEL). Services will consist of design engineering for the rehabilitation of the Georgian Place Subdivision consisting of approximately 18,960 feet (3.6 miles) of roadway. Georgian Place was originally constructed in three phases between the years 2004 and 2006. Staff Analysis In addition to the roadway cracking and rutting that is typically observed on local street pavements of this age, the roads in Georgian Place have demonstrated areas of seasonal heaving due to the freeze- thaw cycles. Therefore, it would be prudent to conduct a more thorough evaluation to determine the most suitable rehabilitation method. CBBEL and soils sub-consultant Midland Standard Engineering & Testing (MSET) will evaluate each roadway based on pavement cores, subgrade soil properties and a visual evaluation. The evaluation and subsequent proposed rehabilitation method will consist of one of the following three methods of pavement rehabilitation or a combination thereof: • Grind & Overlay • Full Depth Pavement Removal & Replacement • Full Depth Reclamation (FDR) Engineering for the street program has historically been budgeted and completed in the same year as the construction. However, given the more extensive evaluation required, design engineering should be initiated at this time so that the project can progress through the bidding and construction season for 2019. Based on the cost estimates developed from the evaluation, the Village can consider FY19 budgetary implications and determine if a phased construction approach will be necessary. All three rehabilitation methods will include spot repairs to curb and gutter (at locations of poor drainage, deteriorated concrete or at ADA ramps) PCC sidewalk repairs (at trip hazards equal to or greater than ½”, and ADA accessible ramps retrofits), and select qualifying PCC driveway apron replacements. Also included would be any necessary structure adjustments, replacement of damaged 08.09.18 VB Meeting 9 public utility frames and lids in the roadway, and replacement of defective roadway drainage structures. All thermoplastic pavement markings will be replaced in kind and all crosswalk locations will be evaluated for the placement of additional pavement markings and pedestrian crossing signage. Lastly the roadways will be evaluated for the installation of subsurface roadway underdrains. Strategic Plan Priority The 2016-2020 Strategic Plan identifies Promote Sound Financial Management and Fiscal Sustainability as a Strategic Priority, and “enhance asset management program to sustain level of service at economical life cycle cost” as an objective. Financial Impact An amendment to the FY2018 Budget will be required to authorize the expenditure for the 2019 Street Improvement Program in the amount of $49,395.00 for design engineering costs from the Capital Projects Fund, 42-05-2-6320. Available fund balance will be utilized to fund the expenditure. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve a Resolution Approving a Proposal for Professional Design Engineering Services for the 2019 MFT Street Program – Christopher B. Burke Engineering, Ltd. in an amount not to exceed $49,395.00. MOTION: Trustee Goldman SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 i) Consideration – An Ordinance Amending the fiscal year-end December 31, 2018 Budget Village Manager David Johnson reported that the Village Board adopted Ordinance (O) 2017-12.62 on December 7, 2017 approving the budget for FY2018 (January 1, 2018 - December 31, 2018). During the first half of FY2018 a number of unanticipated costs arose that will require this original adopted budget to be amended. Staff Analysis The following shows those individual line items impacted by this budget amendment: Account Fund Number Type Amount Municipal Building Fund Facilities 05-10-4- Additional Fencing Maintenance 7600 Expenditure $5,000 PD Evidence Storage Area Facilities 05-10-4- Replacement of Report Writing Maintenance 7600 Expenditure $5,660 Counter Top Account Fund Number Type Amount Capital Projects Fund Special Projects 02-10-4- Expenditure $50,000 Engineering Services 2019 MFT 08.09.18 VB Meeting 10  6925 Street Program Account Fund Number Type Amount Motor Fuel Tax Fund 42-05-3- Increase in the 2018 Street Street Repairs 6750 Expenditure $165,000 Improvement Program Account Fund Number Type Amount Water Equipment Replacement Fund 21-10-4- Service Pumps 7725 Expenditure $98,000 Well 7 Emergency Repairs 21-10-4- Increase 2018 Water Main Service Pumps 7725 Expenditure $85,000 Replacement Program 21-10-4- Maintenance 7722 Expenditure $35,000 Route 47 Water Main Repair The Municipal Building Fund had two items that were approved during the budget process but were inadvertently left out of the final budget document. This fund still has a strong fund balance projected for the end of FY 2018 of over $400,000. As noted at the April 26 and August 9 Village Board meetings, two items in the Motor Fuel Tax Fund will require a budget amendment: the Board-approved increase in the 2018 Street Improvement program and the professional engineering services for the 2019 MFT Street Program. This fund is still projected to have a remaining fund balance at the end of FY2018 of $495,000. As noted at the April 26 and May 24 Village Board meetings, three items in the Water Equipment Replacement Fund will require a budget amendment. The emergency repairs to Well #7, the increase in the 2018 Water Main Replacement Program, and the Route 47 Water Main Repairs. This fund is projected to have a remaining fund balance at the end of FY2018 of $270,000. In total, this budget amendment equals $443,660, which is 1.70% of the total FY2018 budget. Financial Impact The impact from the excess expenditures over appropriation adjustments will increase the budget amount. Note none of these amendments will affect the General Fund budget. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve an Ordinance Amending the FY2018 Budget. MOTION: Trustee Piwko SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Hoeft, Kanakaris and Piwko NAYS: None ABSENT: Trustees: Leopold and Westberg The motion carried: 4-0-2 08.09.18 VB Meeting 11 VILLAGE ATTORNEY’S REPORT: None VILLAGE MANAGER’S REPORT: Village Manager Johnson reported that Development Engineer Scott Hajek prepared the new maps with the on-going development projects which were distributed to the Village Board. VILLAGE PRESIDENT’S REPORT: None UNFINISHED BUSINESS: None NEW BUSINESS: None EXECUTIVE SESSION: None ADJOURNMENT: There being no further items to discuss, a MOTION was made to adjourn the meeting at 7:54 p.m. MOTION: Trustee Piwko SECOND: Trustee Kanakaris The Voice Vote noted all ayes and the motion carried. Respectfully submitted, Barbara Read Reporting Secretary 08.09.18 VB Meeting 12