Village Board

February 25, 2021 Village Board Meeting VILLAGE OF HUNTLEY VILLAGE BOARD February 25, 2021 MEETING MINUTES CALL TO ORDER: A meeting of the Village Board of the Village of Huntley was called to order on Thursday, February 25, 2021 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, Tim Hoeft, Niko Kanakaris, Harry Leopold, John Piwko and JR Westberg. ABSENT: None IN ATTENDANCE: Village Manager David Johnson, Deputy Village Manager Lisa Armour, Management Assistant Barbara Read, Director of Development Services Charles Nordman, Director of Public Works and Engineering, and Village Attorney John Cowlin. PLEDGE OF ALLEGIANCE: Mayor Sass led the Pledge of Allegiance. SPECIAL RECOGNITION: a) 100th Anniversary of Huntley American Legion Post #673 Mayor Sass thanked the Legion for their service and presented the following recognition WHEREAS, the American Legion has been a staunch advocate for veterans and their families since 1919; and WHEREAS, Huntley American Legion Post #673 was established and has been serving Veterans and their families since February 2, 1921; and WHEREAS, the American Legion was founded on the four pillars of care for veterans, a strong national defense, Americanism, and children and youth; and WHEREAS, the American Legion has played a leading role in initiatives and breakthroughs that have affected the lives of Americans in every community, from U.S. Flag Code to the GI Bill; and WHEREAS, Huntley American Legion Post #673 has fulfilled the Legion’s mission through programs with Huntley’s Boy Scouts, Girl Scouts, Special Olympics Illinois, and Huntley High School and middle schools; to supporting the local churches and food pantries; and Veteran’s programs such as TLS (Transitional Living Services), New Horizons, Operation Comfort Warrior, Honor Flight, Pits for Patriots, the Wall that Heals and Wreaths Across America to name a few; and WHEREAS, the Huntley Legion is celebrating its centennial in 2021 an accomplishment to be proud of and mastered by few. NOW, THEREFORE, on behalf of the Village of Huntley Board of Trustees, I, Charles H. Sass, Village President, do hereby congratulate and thank Huntley American Legion Post #673 for their 100 years of service to Veterans and the Huntley Community. 1  February 25, 2021 Village Board Meeting Commander Mike Stojak and Board Member Patrick Conley accepted the certificate and thanked the Village Board for the recognition PUBLIC COMMENTS: Deputy Village Manager Lisa Armour read the Public Comments and were received via e-mail prior to the meeting: Katie Clark-Keene, 11064 2nd Street: “I feel permanent concrete pads would negatively impact the already minimal green space on the square. This would alter the feel entirely. Please reconsider leaving the design as it is.” Nicole Simons: “It has been brought to my attention that there are some intended improvements to be made on the Square. While I loved the addition of the picnic tables last year and am pleased to see that they will continue to be part of the Square’s aesthetic I am concerned with the amount of intended concrete that will be put down. While I understand the need to stabilize the tables I do prefer the Square to retain its grassy picnic like atmosphere. The grass areas lend the Square to be more park like. I hope the board can keep these considerations in mind while continuing to beautify Huntley. Thank you.” Sheri Turner: “I’m requesting that Huntley does not take away any of the grass area for picnic tables. I love the grass area. Please don’t turn our downtown park into cement city. Thanks for your consideration. A downtown resident" Karen Langhenry, 11001 Church Street: “I was recently informed about the plans for the downtown area. I really hope you consider not eliminating the green grass area of the downtown park. As a resident of Huntley for about 20 year, the grass area of the downtown area offers many families and residents a place to picnic, play, and enjoy the park-like setting. There is no need to eliminate 170 square feet of grass and place concrete/pavers. This would negatively impact the small amount of green space on the square and would alter the feel entirely making it cold and unwelcoming. Also the cost at a minimum of $38,000 to $51,000 is a waste of taxpayers’ money. Please reconsider leaving the design as it is and letting the residents of Huntley have green space to enjoy. Laura Mraz, 11017 N. Woodstock: “It has been brought to my attention that there is a proposal to dig up some of the grass in the square and pour concrete blocks to hold the picnic tables. As a business owner downtown, as a building owner downtown, and downtown resident, the thought of spending funds to pour concrete blocks does not appeal to me and would strongly oppose the use of those funds to do so. The addition of the picnic tables last year was wonderful, and despite COVID, allowed people to gather safely. These tables were used daily – and well into the winter months. It was a pleasant site – people outside, dogs laying underneath tables, kids playing, etc. Adding concrete would totally change the viewpoint. Now we have stained concrete when spills occur, less space for blankets/sitting at summer concerts, trip hazards, etc. Now instead of a park, we would have a parking lot. If the intent is to create more space – consider adding walking paths and tables to the Caddy Building green space. More room, more people, more spending downtown, and more activity in the downtown area. Thank you for your reconsideration. Laura M Mraz / Ken J Mraz Owner, LMM & Associates, Inc (PO Building) Owner, Post Office Building Church St Resident 2  February 25, 2021 Village Board Meeting Public Comment – In attendance: Mike Figolah, 41W092 Derby Court, Huntley, said he lived in the Prairie Oaks Subdivision in unincorporated Huntley. Regarding Project Pumpkin he noted the 20 foot tall berm in Phase 2 and asked that the height of the berm be a consistent 20 feet high and not fluctuate with the landscape of the property. Mr. Figolah asked that instead of planting grass that they plant wild flowers so the area will look more like the existing land and will not need maintenance. Mr. Figolah noted page 12 and 13 of the staff report and asked that the wording regarding no unattended vehicles be parked on Freeman Road be changed to no vehicles be parked on Freeman Road as the neighbors have concerns that the truck drivers will park and sit in their vehicles if they are waiting for their time to enter on to the property. Mr. Figolah asked that they be allowed to see Phase 2 documents when they become available to staff as their biggest concern is what the visual will be from the existing houses. Mr. Figolah thanked the Village Staff for all the great communication with the residents and all they have done. Village Manager Johnson stated that Staff will continue the dialogue with the residents. ITEMS FOR DISCUSSION AND CONSIDERATION: a) Consideration – Approval of the February 11, 2021 Village Board Meeting Minutes Mayor Sass noted that Trustee Kanakaris was absent from the February 11th meeting and asked if the Village Board had any comments or changes to the Minutes; there were none. A MOTION was made to approve the February 11, 2021 Village Board Meeting Minutes. MOTION: Trustee Leopold SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Leopold, Piwko, and Westberg NAYS: None ABSENT: None ABSTAIN: Trustee Kanakaris The motion carried: 5-0-0-1 b) Consideration – Approval of the February 25, 2021 Bill List in the amount of $466,133.38 Mayor Sass reported that the FY20 Budget expenditures total $14,048.07; the FY21 Budget expenditures total $450,022.74; and $91,460.25 (19.7%) is the sum of quarterly dispatch services to SEECOM. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve the February 25, 2021 Bill List in the amount of $466,133.38. MOTION: Trustee Westberg SECOND: Trustee Hoeft AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko, and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 3  February 25, 2021 Village Board Meeting c) Discussion – Proposed Annexation and Development of Approximately 261 Acres Commonly Known as 41W368 Freeman Road Director of Development Services Charles Nordman reviewed the following Power Point presentation and reported: Introduction • Venture One Acquisitions (Venture One) was before the Village Board on January 14th regarding plans to annex and develop the property commonly known as the Stade Farm, 41W368 Freeman Road. • Venture One is proposing to annex the entire 261-acre property and immediately develop the southern 152 acres (Phase One) with a building of approximately 630,000 square feet for a distribution center with an office component (approximately 44,186 square feet) and up to 1,000 jobs, for an investment of approximately $100 million. • With exception to Lot 1 (and associated detention and stormwater management Lots 3 and 4), a specific user has not been identified for the remaining property as part of the entitlement process. Plan Commission Review • All zoning actions were considered at a public hearing before the Plan Commission on February 22nd. • The Plan Commission recommended approval of the requested actions by a vote of 5-1. • In order to facilitate public review and comment on the proposed development prior to the formal noticed public hearing, the project was presented for informal review and discussion at Plan Commission meetings on January 25th and February 16th. • Public comments from the residents in the neighboring unincorporated subdivision to the east were submitted in writing and made orally at both meetings. • Staff has worked with the developer to address the concerns expressed by the Plan Commission members and residents as much as possible. • In particular, the developer has modified the plans to increase screening/buffering between the development and the residential properties, including: • Increased setbacks for buildings • Increased setbacks for parking • Adding a 20 foot tall berm along the east lot line of the northern parcel • Adding a 12 foot tall sound wall along the east side of the truck court Entitlements and Necessary Approvals The formal entitlement process includes the annexation of the property and approval of an annexation agreement by the Village Board in addition to the following: • Amending the Zoning Ordinance to create a new ORI-1 zoning district. • A Planned Unit Development (PUD) is also allowed as a special use and will include approval of deviations from the general standards for the ORI-1 district and/or the general standards for PUDs under Section 156.070 of the Zoning Ordinance. • Re-zoning (map amendment) the property to the new ORI-1 district. • Amending the I-90/IL 47 Gateway Plan to identify the property for Light Industrial. It is currently shown as Business Park and Flex Space. • Approving a special use permit, PUD, and preliminary/final plat of subdivision for the property that: 4  February 25, 2021 Village Board Meeting • Divides the 261-acre property into Lots 1 (and associated detention and stormwater management Lots 3 and 4), 2 (northern parcel of 109 acres), and 5 (right-of-way) • Authorizes all of the desired special uses for the entire property. • Grants preliminary and final PUD approval for Lot 1 based on the specific plans for immediate development. • Grants preliminary and final PUD approval for Lot 2 as a second phase of the development. • This approval would allow Lot 2 to be developed for any of the approved uses in accordance with the design standards that are incorporated into the PUD ordinance specifically for this development. It would not approve detailed plans. To undertake any future development on Lot 2 that is within the PUD parameters, the owner will be able to come in for administrative approvals (e.g. building permit, stormwater permit, access permit, etc.) and the detailed plans would be reviewed in that context. • Any further subdivision of Lot 2 would require subdivision plat approval in accordance with the Subdivision Code, but the discretionary zoning and PUD approvals would be in place. • A public hearing for the annexation will be conducted by the Village Board on March 11th. The Plan Commission’s recommendations will also be considered at this same time. Village Manager David Johnson reviewed a Power Point presentation and reported: Annexation Agreement Summary • No request for incentives • Provides process for adoption of new Zoning District and approval of PUD Ordinance that establishes approval process for Phase One and Phase Two • Capital Development Acreage Fee - $2,700 per gross acre - total of $704,700 payable to the Village for future infrastructure improvements • Contribution for Entryway Signage on Freeman Road - $25,000 • Resurfacing of approximately 900’ of Freeman Road from the western end of the property east to the point where previous improvements for the Weber project ended - $125,000 • New public Access Road (Venture Court) built to public roadway standards and dedicated to the Village, with access point at existing signalized access point at Factory Shops Boulevard • Second signalized intersection at eastern access point that aligns with Weber Drive • Requirements for additional berming, landscaping, and sound barriers along the eastern side of the property to enhance screening from adjacent residential neighborhood (additional details will be presented at the meeting) • Water and sewer tap-on fees waived • Annexation to the Huntley Park District Financial Impact Estimated total property tax of approximately $800,000 for the Phase One project. The Village would receive approximately $50,000. Village Manager Johnson reported that a representative from the project was in attendance and Ryan Stoller, Principal of Venture One Real Estate was listening to the meeting via dial-in and available to answer questions. 5  February 25, 2021 Village Board Meeting Mayor Sass asked if the Village Board had any comments or questions. Trustee Piwko thanked both the petitioner and Staff for working so well and stated that this project is a win-win for all. Trustee Piwko asked for clarification that the only fees to be waived are the water and sewer tap-on fees; Village Manager Johnson stated that the water and sewer tap-on fees are the only waived fees. Trustee Goldman asked about how the Park District property was involved; Village Manager Johnson stated the property will be annexed into the Huntley Park District as it is currently not within their jurisdiction. Trustee Westberg complimented Staff on the outstanding job and thanked Venture One for working with the adjoining residents. Trustee Hoeft thanked Venture One for working to make the adjoining residents happier with the end result. Mayor Sass thanked Mr. Stoller and stated that they were a great group to work with. Mr. Stoller thanked Staff and the Village Board. Village Manager Johnson reported that a Public Hearing on the Annexation will be conducted at the March 11, 2021 Village Board meeting and that no formal action is requested from the Village Board at this meeting. d) Consideration – A Resolution Authorizing a Bid Award to Dahm Enterprises, Inc. for the 2021-2023 Biosolids Management Program Director of Public Works and Engineering Timothy Farrell reported that the East and West Wastewater Treatment Plants (WWTP) have facilities to process and store biosolids. As part of the WWTP process, each day solids must be removed from the primary waste treatment stream. Waste sludge is diverted to a solids holding tank and remains under aeration for a minimum of two weeks. Following this treatment, waste sludge is mixed with polymer before being sent through a belt filter press. The result of this final process is a sludge cake which is stored onsite within sludge storage pads. The service contractor removes sludge from the WWTP storage pad, distributes onto agricultural farm fields and incorporates into the soil in accordance with regulatory land application rates. Included in this service, the contractor provides the Village with the appropriate laboratory and manifest data needed to comply with the regulatory authorities including the IEPA, IEMA, and USEPA. The East WWTP has three oxidation ditches. Ditch #1 was overhauled during the 2019 plant expansion. Ditches #2 and 3 were constructed and put into service in 2000 and have been in continuous operation since. Raw wastewater is pumped into the ditches and combined with return sludge from the secondary clarifiers to facilitate the nitrification process. Aeration disks are placed within the ditch to provide oxygen transfer and mixing. To operate at their full potential, oxidation ditches require periodic cleaning. The ditch must be isolated from the plant process, drained and cleaned. Sand and grit which settles to the bottom of the ditch must be removed. This work requires certain equipment and a workforce to accomplish the tasks in a timely manner. The ditch needs to return to operation as soon as possible. 6  February 25, 2021 Village Board Meeting On Thursday, February 4, 2021, the Village received bids from three contractors for the Biosolids Management Program. Based on an average of 4,500 cubic yards of sludge annually required for land application disposal, three days of equipment and labor for oxidation ditch cleaning producing three loads for disposal in a landfill, the Year 1 bid results are summarized as follows: Year 1 Year 2 Year 3 Contractor Total Bid Total Bid Total Bid Dahm Enterprises, Inc., Woodstock, IL: $97,995.00 $101,370.00 $97,185.00 Stewart Spreading, Inc. Sheridan, IL: $115,650.00 $117,180.00 $119,517.00 Synagro Central, LLC, Elgin, IL: $146,029.50 $150,432.90 $154,958.49 Staff Analysis Staff has reviewed the Bids and all is in order for approval of the Bid award to Dahm Enterprises, Inc. The contract may be cancelled by the Village in whole or in part by written notice to the Contractor upon non-performance or violation of contract terms. The Village reserves the right to terminate the service at any time during the term of the contract upon thirty-business days written notice to the Contractor. Failure of the Contractor to deliver services within the time stipulated, unless extended in writing by the Village, shall constitute contract default. Financial Impact The FY21 budget includes $90,000 in the Wastewater Operating Fund, line item 520-60-66-6150 for Sludge Disposal and $25,000 in the Wastewater Capital Improvement and Equipment Fund, line item 525-00-00-8005 for Oxidation Ditch cleaning. The FY22 and FY23 Budgets will be presented with funding for the Year 2 and 3 work. Mayor Sass asked if the Village Board had any comments or questions. Trustee Hoeft stated that the Alternate Bid showed trucking costs only and asked who would be loading. Director Farrell stated that Dahm Enterprises will be loading and trucking to the land application. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing a Bid Award to Dahm Enterprises, Inc. for the 2021-2023 Biosolids Management Program. MOTION: Trustee Piwko SECOND: Trustee Goldman AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko, and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 e) Consideration – A Resolution Approving a Proposal Award to Crescent Electric and KSA Lighting & Controls for the 2021 LED Street Light Program 7  February 25, 2021 Village Board Meeting Director of Public Works and Engineering Timothy Farrell reported that the LED Street Light Program has allowed the Village to replace 692 High Pressure Sodium (HPS) fixtures with LED resulting in an incentive amount of $91,260.00 to date paid to the Village by ComEd. The Village can also expect approximately $25,000.00 of energy savings annually due to the reduced wattage of the LEDs. The Village is planning to participate in the ComEd Energy Efficiency Program again in 2021 and continue the LED Street Light Program on Del Webb Blvd, Hemmer Road, in Georgian Place, and Cider Grove Subdivision totaling 250 fixtures to be replaced. The total material cost for 2021 is $91,169.82 and Public Works Staff will be performing the installation of the new LED fixtures to increase the cost savings as compared to contractor installation. The Village has been approved by ComEd, which serves as a Notice to Proceed and also reserves the incentive funds of $9,437.40. Ordering of the materials will take place immediately with fixture replacement beginning in April. The following proposals were received for Georgian Place and Cider Grove Subdivision and are based on unit pricing with adjusted fixture quantities of 126: Crescent Electric Supply $38,469.82 Steiner Electric $39,690.00 Consolidated Electric NO RESPONSE The following proposal was received for Del Webb Blvd. and Hemmer Road and is a sole source factory direct purchase through the Sternberg Agent (KSA Lighting & Controls) and is based on unit pricing with adjusted fixture quantities of 124: KSA Lighting & Controls $52,700.00 Staff Analysis Material unit pricing and the preapproval of incentive funds has been reviewed by Public Works and Engineering Department staff. All is in order to award the proposals for the 2021 LED Street Light Program to Crescent Electric in the amount of $38,469.82 and to KSA Lighting & Controls in the amount of $52,700.00 to order lighting materials. Financial Impact The FY21 Budget includes funding in the Streets Improvement and Roads & Bridges Fund, line item 420-00-00-8000 for the LED Street Light Program. Mayor Sass asked if the Village Board had any comments or questions. Trustee Hoeft noted that the KSA bid had 2019-2020 dates. Director Farrell reported that he will have the dates updated. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing the Purchase of Lighting Materials from Crescent Electric and KSA Lighting & Controls for the 2021 LED Street Light Program. MOTION: Trustee Hoeft SECOND: Trustee Leopold 8  February 25, 2021 Village Board Meeting AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko, and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 f) Consideration – A Resolution Authorizing a Professional Services Agreement with Engineering Enterprises, Inc. for Design Engineering Services of the East WWTP UV Disinfection System Replacement Director of Public Works and Engineering Timothy Farrell reported that the treated effluent from the East Wastewater Treatment Plant (WWTP) is required to be disinfected prior to discharge into the receiving stream in accordance with NPDES Permit No. IL0029238. The ultraviolet (UV) light disinfection system at the East WWTP was innovative technology at the time it was installed in 2000 but has since been redesigned and redeveloped by manufacturers in favor of more energy efficient and better performing units. Therefore, an in-kind replacement system is not available. At over 20 years old, the current UV disinfection system is beyond its useful life and has become increasingly difficult to repair and maintain due to the frequency of failure and obtaining replacement parts. The 2015 Master Utility Plan identified the East WWTP UV system replacement as a necessary project. The 5-year CIP identifies FY21 for design engineering and FY22 for replacement. A new UV disinfection system replacement is estimated at approximately $600,000 including engineering. Staff Analysis Staff has received a proposal from EEI in the amount of $49,860.00 for design engineering services to replace the UV disinfection system at the East WWTP. Engineering services will include identifying a system that will physically fit in the existing concrete channels with limited structural and electrical modifications required. The detailed scope of services includes: investigate UV system manufacturer options, electrical investigations/design, hydraulic profile analysis, systems integration, develop plans and specs for permitting and bidding, IEPA permitting, bidding and contracting award, and grant assistance. The ComEd Energy Efficiency Program offers grants for energy efficiency projects for municipalities. The grants are based on the amount of energy savings. At present, the grant energy savings rate is $0.12/kW-hr with grants available up to $250,000. Based upon an average annual energy savings of 1,056 kWhrs/day or 193,248 kWhrs, a grant of approximately $23,200 could be secured. There are no application deadlines for this program. The ComED program does not require a WWTP Energy Assessment before a grant application. It is recommended to pursue the ComED Energy Efficiency Grant for the UV disinfection system replacement project. Strategic Plan Priority The 2016-2020 Strategic Plan identifies “Preserve and Enhance Quality of Life for Village Residents” as a Strategic Priority, and “Protect Natural Resources” as a Goal. Financial Impact The FY21 Budget includes funding in the Wastewater Capital Improvement and Equipment Fund, 525- 00-00-8005 for design engineering services of the East WWTP UV disinfection system replacement. 9  February 25, 2021 Village Board Meeting Director Farrell reported that a representative from EEI was in attendance to answer questions. Mayor Sass asked if the Village Board had any comments or questions. Trustee Leopold noted that this was another unfunded mandate that the residents must pay. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing a Professional Services Agreement with Engineering Enterprises, Inc. for Design Engineering Services of the East WWTP UV disinfection system replacement. MOTION: Trustee Leopold SECOND: Trustee Hoeft AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko, and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 g) Consideration – A Resolution Authorizing a Professional Services Agreement with Engineering Enterprises, Inc. for the Nutrient Assessment Reduction Plan (NARP) Phase 1 (In-Stream Data Monitoring and Analysis) in the Amount of $81,500 Director of Public Works and Engineering Timothy Farrell reported that the Nutrient Assessment Reduction Plan (NARP) is a requirement to be incorporated in many Illinois National Pollutant Discharge Elimination System (NPDES) permits for major publicly owned treatment works (POTWs) that discharge into a receiving waterbody which is impaired or at risk of eutrophication (excessive richness of nutrients in a lake or other body of water, frequently due to runoff from the land, which causes a dense growth of plant life and death of animal life from lack of oxygen). The purpose of the NARP is to identify phosphorus input reductions and other measures needed to help ensure that dissolved oxygen and offensive aquatic algae and aquatic plant criteria are met throughout a watershed. Staff Analysis The Village of Huntley is required to develop a NARP by December 31, 2024, in accordance with Special Condition (SC) 23 of the Village’s NPDES Permit (No. IL0070688) for its West Wastewater Treatment Plant. The recently renewed NPDES Permit for the East WWTP also includes the same NARP requirement. This is a significant effort and will require the Village to evaluate the management objectives for the NARP, assess data gaps that need to be filled, collect data to fill the gaps, develop tools (such as models) to assist with evaluating targets and management scenarios, and apply the tools to reach consensus on specific projects to be included in the NARP. The preliminary NARP work plan was completed in 2020 and is the first step in this process. It identified the scope, schedule, and budget for subsequent work that is required to produce the NARP over the next several years. In 2021, the work focuses on conducting in-stream data monitoring and analysis. Related to the NARP, the permit also contains (SC 22), which will require a Total Phosphorus (TP) discharge limit of 0.5 mg/l by January 1, 2030. This SC is also being applied to many NPDES permits 10  February 25, 2021 Village Board Meeting throughout the State. Currently, both the East and West Wastewater Treatment Facilities can meet a 0.5 mg/l TP discharge limit even though the current permit contains a 1.0 mg/l discharge limit. However, the Village needs to evaluate if the facilities can meet the 0.5 mg/l on a consistent basis. Village staff will evaluate TP removal capabilities over the next several years and assess if 0.5 mg/l is consistently feasible with current processes. (SC) 23 addresses the consequence of the Village if a NARP is not prepared and submitted. Essentially, the Village would be subject to a TP discharge limit of whatever the EPA deems appropriate which may very well be below 0.5 mg/l identified in (SC 22) and at a much sooner timeframe. This would require a multi-million dollar investment at each facility to implement process equipment to achieve. Strategic Plan Priority The 2016-2020 Strategic Plan identifies “Preserve and Enhance Quality of Life for Village Residents” as a Strategic Priority, and “Protect Natural Resources” as a Goal. Financial Impact The FY21 Budget includes funding in the Wastewater Capital Improvement and Equipment Fund, 525- 00-00-8005 for the NARP in-stream data monitoring and analysis. Mayor Sass asked if the Village Board had any comments or questions. Trustee Leopold stated that this was another unfunded mandate. There were no other comments or questions. A MOTION was made to approve a Resolution Authorizing a Professional Services Agreement with Engineering Enterprises, Inc. in an Amount of $81,500 for the Nutrient Assessment Reduction Plan (NARP) Phase 1 (In-Stream Data Monitoring and Analysis). MOTION: Trustee Leopold SECOND: Trustee Piwko AYES: Trustees: Goldman, Hoeft, Kanakaris, Leopold, Piwko, and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 h) Consideration – A Resolution Approving Construction in the Route 47 Right-of-Way Mayor Sass reported that any person, firm or corporation desiring to do work on State maintained right- of-way must first obtain a written permit from IDOT. This includes any emergency work on broken watermains or sewers. A surety bond is required with each permit application to ensure that all work is completed in accordance with state specifications and that the right-of-way is properly restored. For permit work to be performed by employees of a municipality a resolution is acceptable in lieu of the surety bond. The resolution does not relieve contractors hired by the municipality from conforming to the normal bonding requirements nor from obtaining permits. 11  February 25, 2021 Village Board Meeting Staff Analysis The Village has approved similar resolutions in previous years. The resolution, if approved, will be effective for 2021 and 2022. Mayor Sass asked if the Village Board had any comments or questions; there were none. A MOTION was made to approve a Resolution Approving Construction in the Route 47 Right-of- Way. 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 i) Discussion – Direction Regarding Downtown Square Picnic Tables with Alternative Layouts and Costs Village Manager David Johnson reported that the Village is exploring the options of adding permanent sites with picnic tables and removable picnic tables in the Downtown Square in various quantities and configurations given the positive feedback received during the height of the pandemic in the summer of 2020 where temporary picnic tables were provided in support of local businesses. The tables were provided by the Huntley Park District. Staff reached out to William Ruth Landscape to request a cost estimate and conceptual designs of permanent sites and configurations. There are three primary hybrid options for design and configurations utilizing a total of twelve tables and a combination of permanent sites and removable tables in locations similar to what was used in the summer of 2020. The permanent sites are approximately 12’ x 15’ in size and provide an accessible path of travel around the perimeter of the site as well as accommodations for additional groups of people to gather and congregate on the other side of the large 8’ x 5’ picnic table and/or the seat wall surrounding the site. The three hybrid options comply with ADA Guidelines. Per ADA Guidelines, if there are less than twenty tables, then at least one ADA table must be provided. For aesthetic purposes and additional space for gathering and congregating, all permanent sites are proposed with the same size and provide an accessible path of travel. Staff Analysis • Hybrid Option #1 This option includes four permanent sites with picnic tables and eight (8) removable picnic tables. This option is currently estimated at $38,000.00. The approved budget amount is $36,000.00. • Hybrid Option #2 This option also includes five permanent sites with picnic tables and seven removable picnic 12  February 25, 2021 Village Board Meeting tables. This option is currently estimated at $44,500.00. • Hybrid Option #3 This option includes six (6) permanent sites with picnic tables and six (6) removable picnic tables. This option is currently estimated at $51,000.00. With the different quantities, layouts, and costs of the proposed work and installation of the permanent picnic table sites and removable tables, staff is requesting direction for the following items: • A preferred hybrid approach with a combination of permanent picnic tables sites and removable picnic tables • Quantities and layouts preferred as seen in the Hybrid Option Exhibits • Direction regarding the design, color, and shape of the picnic tables Mayor Sass asked if the Village Board had any comments or questions. Trustee Piwko stated that he was against this proposal during budget planning as a waste of money and there being no need to add more concrete to the Square. Trustee Piwko stated that by not doing this, the funds budgeted could be used for more tables or a variety of different size tables. Trustee Goldman stated that she was opposed to this when it was proposed as there is no need for permanent locations for picnic tables. Trustee Goldman stated that she does not support any of the options. Trustee Westberg stated that he has photos from November of residents moving the tables to the sidewalk due to mud under the tables. Trustee Westberg stated that he is reluctant about the size of the pad but that he supports Option A. Trustee Westberg stated that the Village should use the money saved by not having to contribute to the MC Ride bus service. Trustee Westberg stated that there should also be a way to secure the tables to the cement pads. Trustee Hoeft stated that he supports Option 1 and agreed to the use of MC Ride funds. Trustee Hoeft stated that there is a need for ADA compliant tables. Trustee Leopold stated that he originally approved of the proposal for permanent picnic tables in the Square but listening to the five (5) public comments of residents not wanting them he changed his mind and does not support any of the options. Trustee Kanakaris stated that there should be one (1) ADA compliant table and stated that cement should be placed only directly under the tables and not add additional walk ways around them. Have only enough cement so the tables are not directly on the grass. Trustee Piwko asked Special Events Manager Barb Read to give feedback on the proposal. Manager Read reported that anywhere in the Square that is adjacent to a sidewalk or the paver paths in the Square are used on a regular basis for booths/tents during the Farmers Market and other events. Having permanent picnic tables in those spots then cannot be used as there are particular set ups for the Farmers Market, Family Fun Day, 1st Friday Nights, etc. 13  February 25, 2021 Village Board Meeting Having permanent picnic tables during concerts will take away valuable seating. Our concerts have a minimum of 750 people up to 2,500 per concert. People naturally set up their chairs in rows one after the other starting on Coral Street in front of the stage all the way back to and on Main Street. Having permanent tables along the Coral Street side of the Square will hinder the opportunity for more people to see the bands. Ms. Read stated the plan for this year’s concert season (if they are allowed to happen by the State) is to move the temporary tables out of the Square and on to Main Street and the most east side of Coral Street so as not to block the view from the people sitting on the grass on blankets and in lawn chairs. Ms. Read noted her safety concerns with the seat walls as she has witnessed people on skateboards trying to do tricks on the benches and on the seat wall around the gazebo. Ms. Read stated that she also has to set up barricades around the stage after concerts in order to keep skateboarders off of jumping up on to the stage. Adding more seat walls will be unsafe. Ms. Read requested that if there must be permanent picnic tables that they are placed on the Woodstock Street side of the Square and only two (2) on Main Street side of the Square. Mayor Sass asked if the Farmers Market vendors could use the picnic tables; Ms. Read said no as they have a particular way of displaying their goods. Trustee Kanakaris asked if the Farmers Market could be set up totally on Coral Street and Church Street. Ms. Read stated that the Farmers Market has grown and is land locked so the Square is also used. Trustee Hoeft stated that the fourth (4th) option should be used and that is to not have any seat walls, pave only under the three (3) non-ADA tables enough to not have them placed directly on the grass and move the two (2) Coral Street side tables to Woodstock Street. Trustees Westberg and Kanakaris agreed. This item was for policy direction only regarding Downtown Square Picnic Tables with Alternative Layouts and Costs. VILLAGE ATTORNEY’S REPORT: None VILLAGE MANAGER’S REPORT: None VILLAGE PRESIDENT’S REPORT: None UNFINISHED BUSINESS: None NEW BUSINESS: Trustee Leopold suggested using Covid funds for lighting the intersection of Route 47 and Kreutzer Road due to safety reasons. Village Manager Johnson stated that Staff will look into using these funds. 14  February 25, 2021 Village Board Meeting EXECUTIVE SESSION: None ADJOURNMENT: There being no further items to discuss, a MOTION was made to adjourn the meeting at 8:06 p.m. MOTION: Trustee Kanakaris SECOND: Trustee Westberg The Voice Vote noted all ayes and the motion carried. Respectfully submitted, Barbara Read Recording Secretary 15