Village Board

October 27, 2022 Village Board Meeting VILLAGE OF HUNTLEY VILLAGE BOARD and FY23 WORKSHOP #2 MEETING MINUTES October 27, 2022 CALL TO ORDER: A meeting of the Village Board of the Village of Huntley was called to order on Thursday, October 27, 2022 at 7:00 p.m. in the Municipal Complex, Village Board Room, 10987 Main St., Huntley, Illinois 60142. ATTENDANCE: PRESENT: Mayor Timothy Hoeft; Trustees: Ronda Goldman, Mary Holzkopf, Niko Kanakaris, Curt Kittel, Harry Leopold and JR Westberg. ABSENT: None IN ATTENDANCE: Village Manager David Johnson, Deputy Village Manager Lisa Armour, Director of Finance Cathy Haley, Director of Human Resources Chrissy Hoover, Director of Development Services Charles Nordman, Director of Public Works and Engineering Tim Farrell, Chief of Police Robert Porter, Deputy Chief of Police Linda Hooten, Deputy Chief of Police Amy Williams, Management Assistant Barbara Read, and Village Attorney Betsy Gates-Alford. PLEDGE OF ALLEGIANCE: Mayor Hoeft led the Pledge of Allegiance. SPECIAL PRESENTATIONS: None PUBLIC COMMENTS: None CONSENT AGENDA: All items listed under Consent Agenda are considered to be routine by the Village Board and may be approved and/or accepted by one motion with a Roll Call Vote. If further discussion is needed, any member of the Board may request that an item be moved off of the Consent Agenda to Items for Discussion and Consideration. a) Consideration – Approval of the September 22, 2022 Village Board Meeting Minutes b) Consideration – Approval of the October 27, 2022 Bill List in the Amount of $2,183,704.24 Mayor Hoeft asked if the Village Board had any comments or changes to the Consent Agenda; there were none. A MOTION was made to approve the October 27, 2022 Consent Agenda. MOTION: Trustee Kittel SECOND: Trustee Holzkopf AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 1  October 27, 2022 Village Board Meeting ITEMS FOR DISCUSSION AND CONSIDERATION: a) Consideration - Ordinance Approving a Simplified Residential Zoning Variance for Front Yard Building Setback Relief in the “R-2” Single Family Residence District, 11113 Myrtle Street Director of Development Services Charles Nordman stated the petitioners are requesting ±8.37 feet of relief beyond the 30-foot front building setback line to accommodate the construction of a ±6’ x 15’ covered porch and entry stairs upon the single-family residence located at 11113 Myrtle Street. The property is zoned “R-2” Single Family Residence District. STAFF ANALYSIS The proposed ±6’ x 15’ covered porch and entry stairs will encroach ±8.37-feet beyond the required 30-foot front building setback line. The proposed structure would be setback ±21.63-feet from the front lot line. The proposal maintains the existing side setback from the south property line. The proposed covered porch has been submitted as part of a complete renovation which seeks to de-convert the existing non- conforming two flat apartment to a single family residence. The porch will be constructed using materials to match the new proposed siding, roofing, and exterior finishes. ZONING BOARD OF APPEALS The Zoning Board of Appeals reviewed the petitioner’s request at a public hearing on October 10, 2022, with no members of the public speaking in opposition to the request, the Zoning Board of Appeals unanimously recommended approval of the request by a vote of 6 to 0 subject to the following condition: 1. No building permits or Certificates of Occupancy are approved as part of the Simplified Residential Zoning Variation. LEGAL ANALYSIS The required public hearing was conducted by the Zoning Board of Appeals. Director of Development Services Nordman stated that Mr. Steve Drews, architect for the petitioner, was in attendance to address any questions or concerns. Trustee Goldman asked if the petitioner is planning on moving the evergreen bushes from the front to another location onsite. Mr. Drews stated that the plantings had already been moved and that the petitioner is planning on adding additional plantings as well. Mayor Hoeft asked if there were any further questions or comments. There were none. A MOTION was made to approve an Ordinance Approving a Simplified Residential Zoning Variance for Front Yard Building Setback Relief in the “R-2” Single Family Residence District, 11113 Myrtle Street MOTION: Trustee Leopold SECOND: Trustee Holzkopf AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 2  October 27, 2022 Village Board Meeting b) Consider – Resolution Approving a Temporary Use Permit to hold an Outside Event on Village property for the Huntley Area Chamber of Commerce Ice Sculpture & Cocoa Crawl on December 17, 2022 Management Assistant Barbara Read said the Village is in receipt of a request from the Huntley Area Chamber of Commerce (Chamber) to hold an event on Village property which would include the Town Square and the sidewalks on Coral Street, Woodstock Street, Main Street and possibly Church Street on Sunday, December 17, 2022 from Noon until 5:00 pm. The proposed event will include the following: • Tickets to be sold for $15 for participants to receive a commemorative mug, unlimited hot chocolate and a s’mores kit • Ice Sculptures will be put on display and sponsored by Chamber businesses in the Town Square and on sidewalks. The Ice Sculptures will all be Holiday Movie themed. The goal is to have 20 sponsored ice sculptures. The sponsors will be allowed to set up a table next to their ice sculpture • Several (5-6) businesses on the Square will sponsor/host stations that participants can fill up their mugs with hot chocolate. The Chamber will provide everything for the hot chocolate stations. • Other Town Square businesses will have treats or activities for participants • Two (2) fire pits with sticks will be placed on each side of the Gazebo on the brick path. There will be volunteers at each fire pit facilitating safe s’more making • Coral Street from Church Street to Woodstock Street to be closed during the event for safety purposes STAFF ANALYSIS If approved by the Village Board, the Village will set up no parking signs the day before on Coral Street, and will provide T-3 barricades for set up by the Chamber on each end of Coral Street. The Chamber will be responsible for supplying volunteers to ensure the safety of participants around the fire pits, and make sure the Town Square is kept cleaned at all times during the event and at the end of the event. As this is not a Village-sponsored event, the Village will not provide volunteer assistance. If the Chamber requests Public Works or Police Department assistance, a per employee fee will be required to hire back Public Works Crews and/or Police Officers. The request for these services must take place a minimum of three (3) weeks prior to the event. LEGAL ANALYSIS The Huntley Area Chamber of Commerce must provide a Certificate of Insurance naming the Village of Huntley as also insured a minimum of two (2) weeks prior to the event. Mayor Hoeft asked Ms. Nancy Binger, Executive Director of the Chamber of Commerce, to come forward and asked if she had anything to add to the presentation. Director Binger said she did not and hopes that it will be a successful event. Trustee Leopold asked if the fires would be built on the bricks. Director Binger stated that there will be portable fire pits provided. Trustee Leopold said that the s’more ingredients will leave a mess on the brick paths and asked Director Binger to make sure the area stays clean. Director Binger said absolutely; the plan is to watch the event while it is going on and to make sure the area stays clean at all times. Trustee Goldman questioned the date on the flyer. Management Assistant Read said the flyer provided had the incorrect date on it and it has since been corrected to be Saturday December 17th. 3  October 27, 2022 Village Board Meeting Trustee Holzkopf asked about the sponsorship of the businesses and asked if the businesses would be responsible for making the sculptures. Director Binger stated that a company will be bringing in the blocks of ice and actually making the sculptures but the businesses will be financially sponsoring the sculptures. She said that the ice sculptures will remain in the downtown up to the week prior to Christmas as long as the weather is cooperative. Trustee Holzkopf asked if the business will be selling anything by their sculptures. Director Binger said no, the plan is to have a sign by each sculpture with the business’s name on it and hope that the visitors will stop by for pictures and to mingle with representatives of the business sponsoring the sculpture. Mayor Hoeft asked if there were any other questions or comments. There were none. A MOTION was made to approve aa Resolution Approving a Temporary Use Permit to hold an Outside Event on Village property for the Huntley Area Chamber of Commerce Ice Sculpture & Cocoa Crawl on December 17, 2022 with the following conditions: 1. The Huntley Area Chamber of Commerce will provide a Certificate of Insurance naming the Village of Huntley as also insured a minimum of two (2) weeks prior to the event. 2. No alcohol will be allowed in the Town Square or on any sidewalks around the Square. 3. The Town Square and surrounding streets and sidewalks will be kept clean during and at the close of the event. 4. Coral Street will be closed from 11:00 a.m. until 5:00 p.m. only. The Chamber will set up the barricades and take down the barricades and the street closed signs and place them on the drive way outside the Village’s Special Events garage. MOTION: Trustee Westberg SECOND: Trustee Goldman AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 c) Discussion – Authorization to Seek Bids for Infrastructure Improvements Related to the South Church and Mill Streets Streetscape Improvements Director of Public Works and Engineering Tim Farrell said the Village Board previously approved a TIF Redevelopment Plan for the Downtown TIF District, and a fundamental component of that Plan is rehabilitation and redevelopment of qualified redevelopment project sites within the TIF. The Village Board has identified South Church Street and Mill Street adjacent to the Cornell Development as a Streetscape improvement priority under the TIF Redevelopment Plan. STAFF ANALYSIS Christopher B. Burke Engineering, Ltd. (CBBEL) has prepared the attached 50% review plans for the South Church and Mill Streets Streetscape Improvements for a target Bid opening as early as this fall and start of construction in the spring of 2023. Proposed improvements include the following items on South Church Street between Main and Mill Streets and on Mill Street between the UP Railroad and Church Street: • Replace existing aging, undersized water main with new 8” water main • Replace existing aging, undersized storm sewer with new 15” storm sewer • The sanitary sewers have previously been lined and require only structure adjustments 4  October 27, 2022 Village Board Meeting • Curb and gutter, sidewalk and driveway apron replacement • Remove existing pavement section and replace with 4.5” of asphalt • Dry utility relocations including utility pole removals on west side of Church Street • Decorative street lighting • Parkway restoration with parkway trees An alternate bid will be required that includes improvements on Mill Street east of Church Street consisting of water main and storm sewer replacements, select curb and gutter, driveway apron and sidewalk replacements and pavement removal and replacement with a 4.5” asphalt section. 2022-2025 STRATEGIC PLAN ALIGNMENT The Strategic Plan identifies “Strong Local Economy” as a strategic focus and the following goal: “A Vibrant Downtown Gathering Place.” A new streetscape adjacent to the Cornell Development is fundamental to complement the residential redevelopment project. FINANCIAL IMPACT The FY23 Budget is proposed to include funding of $935,000 for the South Church and Mill Streets Streetscape Improvements including construction and engineering in the Downtown TIF Fund 440-00-00- 8007. Trustee Leopold asked how far east the alternate bid would go. Director Farrell stated it would go to Myrtle Street. Mayor Hoeft asked if there were any other questions or comments. There were none. A MOTION was made to authorize staff to seek bids for infrastructure improvements related to the South Church and Mill Streets Streetscape Improvements. MOTION: Trustee Leopold SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 FY 2023 BUDGET WORKSHOP #2 – PRELIMINARY CAPITAL DEPARTMENT REQUESTS Village Manager David Johnson stated that submitted for review and discussion of the Village Board are the preliminary capital requests for the Fiscal Year 2023 Budget. STAFF ANALYSIS Per review of the capital requests and discussion of the tax levy at a later date, a final draft of the budget will be provided to the Village Board and made available to the public for review no later than November 23rd. 2022-2025 STRATEGIC PLAN ALIGNMENT The Strategic Plan identifies the following areas of strategic focus: Healthy, Safe, and Attractive Community; Strong Local Economy; Engaged Community; Forward Looking Community; and Organizational Excellence. The proposed capital requests are in support of the goals identified within each area of strategic focus. 5  October 27, 2022 Village Board Meeting Village Manager David Johnson began the presentation stating this workshop will review the preliminary capital requests received from all departments and show how the requests relates to the strategic plan. He added that the Village would regularly assess the condition of its infrastructure and identify capital needs and funding sources to maintain, improve, and expand its infrastructure to meet the needs of the community. Village Manager Johnson said that the FY23 budget is $24,500,000 which is approximately 75% over the FY23 budget of $14,000,000, adding that the main increase is due to the new well and water treatment facility. He stated that the capital projects will be presented by fund with the Department Heads reviewing some of the more significant requests. Village Manager Johnson reviewed the Capital Project and Improvement Fund focusing on the fund balance and expenditures proposed for FY23. Security System Initiative Deputy Village Manager Lisa Armour reviewed the Security System Initiative. She said the 5-Year CIP has proposed various upgrades to the Village’s security system at the Municipal Complex, including security cameras, door access system, and jail access for several years. An outside consultant recently completed an evaluation of Village facilities to document current systems and to identify recommended upgrades. She stated that the current system was installed in 2006 and there have been several components replaced over time. Deputy Village Manager Armour said the original vendor that supported the system has been purchased by another company and level of service has declined. The upgrades proposed for FY23 include replacement of interior and exterior cameras, many of which are analog, adding cameras to enhance coverage of public and secured areas inside and outside the building including the parking lot and pond area, new door access system, and additional monitoring software. Mayor Hoeft asked if there were any questions for Deputy Village Manager Armour. There were none. License Plate Readers (LPR’s) Chief of Police Porter reviewed the License Plate Readers (LPR) included in the Capital Program. He said that LPR’s are a tremendous asset in assisting and protecting the residents and businesses of the Village. LPR’s assist in tracking criminals’ behavior and movements. They are a proactive investigative tool, which notifies the department when a stolen, wanted and/or vehicle of interest enters the Village. They are also a public safety notification system and provide real time Amber Alerts and Silver Alerts are pushed out every six hours. License Plate Readers are proposed to be mounted on all major thoroughfares coming in and out of the Village at up to 18 locations. License Plate Readers focus on the vehicle, not the person. There is no 6  October 27, 2022 Village Board Meeting facial recognition or personal identifier software within the readers. The License Plate Reader only provides vehicle information. Chief Porter added another component of LPR’s is to help missing or lost seniors be located by finding their plate numbers in the LPR data. This information helps the police follow the direction of the vehicle to help find the lost driver. He added that they also have been helpful in carjacking’s and stolen car reports. Chief Porter said he would be happy to answer any questions of the Village Board. Trustee Holzkopf asked the license plate would come up immediately on a police stop or does the LPR have to be specifically looking for that plate number. Chief Porter said there is a little delay but it isn’t significant. Trustee Holzkopf asked why the silver alerts are pushed our later unlike the amber alerts being sent out immediately. Chief Porter said that the police departments are able to get the information out right away to neighboring communities and State Police Emergency radio as well but it just doesn’t get out to the public as quick. Trustee Holzkopf questioned if the LPS’s would be on both the north and southbound side of Route 47. Chief Porter said yes, they will be on both sides. Trustee Westberg asked if a specific vendor has been chosen. Chief Porter said staff is still looking into vendors. He said there are only three vendors of LPR’s and two seem to be more popular with law enforcement agencies, but no decision has been made yet. Trustee Westberg asked if the data is stored with the state, county or local agencies. Chief Porter said it would be the Village’s data, but it goes through the vendor. Trustee Goldman asked if the LPR’s would be tied in with other equipment used on the tollway. Chief Porter said it would ultimately depend on which vendor was chosen, but if the Village went with the same vendor as the Illinois State Police then the equipment could be integrated. Trustee Goldman also asked if the LPR’s could be put along Powers Road since that seems to be used as an escape route. Chief Porter said the Village would not be able to place the equipment outside of our jurisdiction. Deputy Chief Williams added that even though the Village may opt for a vendor different than other agencies, there is still the possibility to integrate data and equipment through intergovernmental agreements. Trustee Holzkopf asked if the figure presented is the budget figure for 18 locations. Village Manager Johnson stated that the final figure is still being calculated and there is also a possibility it may be a lease. He added that the figure presented is what will be included in the budget, but it could end up being lower. Village Manager Johnson said the Village Board would ultimately make the decision prior to proceeding to signing a lease. There were no further questions regarding the LPR’s. Comprehensive Plan Director of Development Services Charles Nordman presented the Comprehensive Plan Update information saying that the current plan was originally adopted in 2002 and the other plans associated with the Comprehensive Plan are also overdue in needing to be updated. He stated that the Village has new development challenges to evaluate, vacant property to address as well as planning for the property south of the tollway. Director Nordman said updating the Comprehensive Plan would evaluate not only what currently is within the community but what the community needs and wants as well. He said he would answer any questions or concerns of the Board. Mayor Hoeft asked for confirmation that the Village Board will have input in the update and that the consultant would be making all the decisions. Village Manager Johnson said the Board will absolutely be involved in the decision making process. He stated that staff has met and interviewed finalists and are prepared to make a recommendation to the Village Board for consideration for final approval. 7  October 27, 2022 Village Board Meeting Pedestrian Crosswalk Improvement Project Director of Public Works and Engineering Tim Farrell stated that pedestrian safety evaluation was completed in 2022. He reminded the Trustees that in September staff presented 10 crosswalk locations throughout the Village being recommended for pedestrian improvement. He stated that the Reed Road and Northbridge Drive intersection has already been completed. That particular intersection is within the jurisdiction of Lake in the Hills but after staff reached out to them, they did complete the safety improvements including a new flashing beacon, upgraded pedestrian signage, pavement markings, a speed reduction to 35 mph in front of the school and also added a street light that is operational. Director Farrell added that four intersections in Del Webb are also being considered for pedestrian improvement with one intersection being done per year. He said the intersections were Cold Springs Drive and Del Webb Boulevard, intersection which could include a refuge island and the rectangular rapid flashing beacon with pedestrian enhanced signage and pavement markings. He said Del Webb Boulevard to the north at Stonewater Crossing or River Park Drive at that intersection, then on to Countryview Boulevard and Wilshire Way and then to Clanyard Road would also be proposed for improvement. Trustee Leopold said he agreed with the refuge island at Stonewater Crossing and River Park and Del Webb Boulevard because of the heavy foot traffic, but does not agree with the intersections of Wilshire Way and Countryview or Clanyard and Countryview Boulevard because there is no park or entity that people walk to in that area. Mayor Hoeft said the intersections would be evaluated after the first one is completed. Village Manager Johnson agreed saying the intersections would all be evaluated to make sure they meet the criteria for having the pedestrian safety enhancements installed. Proposed Tornado Siren Site Chief Porter reviewed the site proposed for the 8th tornado siren. He stated that there are currently 7 functioning sirens throughout town, but as the development continues north and south additional sites will be needed for coverage. Chief Porter stated that staff has been in discussion with Chief Ravagnie and he said the Fire District is open to possibly placing the site on their property. Trustee Westberg asked if there have been any issues on the south side of town with Del Webb not hearing the tornado siren. Trustee Goldman said there are times that the siren cannot be heard. She said when the construction is going on with the new warehouses in the area or if the farm equipment is working, it is difficult to hear the siren. Facility Needs Assessment Director of Public Works and Engineering Tim Farrell said that to address the aging fleet garage on Donald Drive, a facility needs assessment will be conducted which will include alternative locations including the open space west of the Municipal Complex and the triangle piece along Main Street. Director Farrell said the assessment would include concept site plans and designs for the new structure so cost estimates could be prepared for future budgets. He said that since a new location was being considered, it made sense to include the gun range for the Police Department that they have been looking into for some time. Trustee Westberg asked if the current fleet garage would be abandoned. Director Farrell said that given the high exposure location of where it is located on Main Street it may not be worth investing funds into fixing the building because it is so dilapidated. 8  October 27, 2022 Village Board Meeting Annual Street Improvement Program Director of Public Works and Engineering Tim Farrell stated that this is the Village’s most aggressive resurfacing program to date and it includes 9.5 miles of roadway. The program for 2023 includes Sun City Neighborhoods 1, 2, 3 7 and 9 and the collectors and arterials of Cold Springs Drive, Farm Hill Drive, Hemmer Road, Stonewater Crossing and Wild Rose. The program would complete all of the pavement improvements north of Del Webb Boulevard. He added that Jim Dhamer Drive from Route 47 to west of George Bush Court would also be included for improvement as well as Manning Road north of Big Timber. Director Farrell continued saying the current pavement condition index is 61; however, after completing the 2023 Street Improvement Program, the PCI is expected to increase to 63. Route 47 Lighting Village Manager Johnson reviewed the Route 47 Lighting proposed program and provided the accident data for the Route 47 and Kreutzer Road intersection. He said that from 2018 through 2022 114 accidents took place at that intersection with 92 during the day and 22 at night. Village Manager Johnson said he would be happy to answer any questions. Trustee Leopold said he would like to see the lighting continue all the way to Del Webb Boulevard. Mayor Hoeft said it could not be included in the 2023 budget, but maybe it could be added to the five-year plan. Village Manager Johnson agreed and said it is not included at this time, but it could be added. Trustee Westberg said he was not in favor of the program and would like to see it delayed until some additional development was constructed along Route 47 by the Dean Street area. He said that since 80% of the accidents are during the day, perhaps it is not a lighting issue and it is more of a driving factor. Deputy Chief of Police Williams stated that when staff reviewed the crashes at that intersection, they specifically looked at the lighting noted on the crash report. She said the majority of the crashes are occurring during daylight hours. Trustee Westberg stated again, that he thinks it is too costly to do the lights at this time. Trustee Kanakaris questioned if the lights would be regular lights or decorative. Director Farrell stated the new lighting from Deicke Park to Dean Street would be decorative, and then south of Dean Street through the Kreutzer Road intersection would be regular, similar to the lights on Freeman Road. He stated the cost would be over $1 million to go from Dean Street to Kreutzer Road in addition to the $900,000 to replace the existing decorative lights from Deicke Park north. 9  October 27, 2022 Village Board Meeting Trustee Kittel said he would agree to lighting the Kreutzer Road and Route 47 intersection, but questioned the benefit of replacing the decorative lights at this time. Director Farrell stated that there would be a minimal cost savings of replacing the current lights with LED lights, but also said that the hue may be slightly different and there may be a noticeable difference in what the new fixtures would look like compared to the existing fixtures if the replacements didn’t happen at this time. Trustee Kittel said he would eventually like to see the lighting go all the way to the tollway with no gaps, so he would like to wait for the replacement of the decorative lights. He added that the Kreutzer Road intersection is more of a safety concern and would like to see the lighting installed at the intersection. Trustee Leopold asked for confirmation that if the decision was to do both projects, the lighting would be the same, but the fixtures would be different. Director Farrell said yes, they would be the same decorative lights from the north to Deicke Park continuing to Dean Street, and then the regular lights would continue south of Dean Street through the Kreutzer Road intersection. Trustee Leopold questioned if there would be a significant cost savings, if the lights were eliminated from Dean Street south, but yet install the lights at the Kreutzer Road intersection. Director Farrell stated that IDOT has rules regarding transitional lighting when approaching or departing an intersection so there would only be a few lights eliminated in that section and not provide a huge cost savings. Trustee Kanakaris said he would like to see all of the lights be done at once. He said he would like to see it go all the way to the tollway eventually and to have the project included in the 5-year capital plan. Trustee Westberg again questioned the spending of $2 million especially with the Street Improvement Program expenditure so high this year. Village Manager Johnson said the current proposal included in the FY23 budget is to include $2 million which would complete both projects; replacing the decorative lights and installing lights from Dean Street through the intersection at Kreutzer Road and Route 47. Trustee Kittel said he thought the plan was to phase the project in the 5-year plan but now it appears that both projects are budgeted for 2023. He said he would prefer to phase the project and not do $2 million in one year. Mayor Hoeft said he would like a clear direction from the Trustees for doing both projects in 2023. He referenced the street program being the highest ever this year and asked the Trustees if they would prefer to leave the $2 million in the budget or if they would prefer to see it phased over multiple years. Director Farrell said that another component to consider is that currently, the maintenance of the existing lights is done in-house by the former Public Works Director. He said that in a couple of years when the former Public Works Director retires, the maintenance most likely will need to be contracted out which will increase the cost of replacing the existing lights. Director Farrell added that the longer the Village waits the greater the chance of not being able to replace the lights with the current equipment because of the age of the fixtures, saying they may not even be replaceable like what is being experienced already on Del Webb Boulevard. Trustee Westberg asked what the tax levy would look like with and without this project included. Village Manager Johnson said the levy would not fund the capital project, but the surplus dollars determined once the audit for FY22 was completed would be used to fund capital projects. He said one of the revenue sources for this fund is 75% of the Village’s Home Rule Sales Tax and said there has been an increase in both sales taxes in 2022 and the FY23 budget will reflect that increase. He referenced Trustee Westberg’s comment of future revenue sources from development that has not occurred yet, hopefully coming on line in the next several years that could help in funding capital projects. He said the current budget has the $2 million included and if the Village Board would like to modify that figure, staff would accommodate that direction. 10  October 27, 2022 Village Board Meeting Trustee Goldman said she was concerned with the economy and if a revenue source falls short, perhaps the project should wait. Trustee Kanakaris said that even if the project is included in the budget, it does not mean the funds have to be spent. Trustee Westberg said he was fine with including it in the FY23 budget. Village Manager Johnson agreed with Trustee Kanakaris and said if there is no objection, the $2 million will be included in the FY23 budget. There were no further questions or comments. Road Diet Director of Public Works and Engineering Tim Farrell explained the Road Diet concept of a shared bike lane on certain two-lane roads or adapting other roads to accommodate a shared bike path. The Road Diet would primarily be in Sun City connecting their roadways to the existing shared bike path outside of Sun City. He stated that the proposed project would be an evaluation to see how the program could work within Sun City. Trustee Leopold said he did not favor the idea and would not like the evaluation included in the FY23 budget. He said there are six miles of trails in Sun City that people can use, the Sun City Bike Club typically bikes cross country and would not use the new shared paths, and he said that cutting down the traffic lanes for bike lanes would never be used. Trustee Kanakaris agreed. Trustee Westberg said he liked the idea because the Road Diet should encourage drivers to slow down. Trustee Leopold said he would like to see data from the Police Department about speeding. Village Manager Johnson said gathering that data would be part of the process and included in the evaluation. Trustee Kanakaris asked if by going from four lanes to two, if that would create more traffic or even cause backups. Village Manager Johnson said that Sun City streets typically do not see a lot of traffic, but yes it could cause delays. Mayor Hoeft said that the project is being proposed as a tool in the budget, but it does not mean that the funds have to be spent. Trustee Leopold said he did not want the project included in the budget at all and he would like to hear from each Trustee if they would like it included in the budget. Trustee Kittel said he did not want to go from four lanes to two, but where there is an existing two-lane, he is fine with just adding striping to accommodate the bike lane. He said he would like to keep the project, but with modifications. Trustee Leopold said that enough information has not been presented and with so many other places for people to ride their bikes other than Sun City, he is against including it in the budget. Trustee Kanakaris agreed with Trustee Leopold. Trustee Holzkopf agreed with Trustee Kittel in keeping the project in the budget, but with modifications. Trustee Westberg said he was in favor of the evaluation and would like it kept in the budget and Trustee Goldman agreed. Trustee Goldman also asked if Kane County was contributing any funds to the project and Trustee Westberg asked if Sun City CAM Board was contributing. Village Manager Johnson said neither agency has agreed to contribute at this time. He said that the Sun City Bike Club did mention the possibility of some grant money that they would pursue, but not right now, concluding that it would be 100% Village funds. Mayor Hoeft said the tally was 4 – 2 to keep the project in the FY23 budget. Bridge Inspections Village Manager Johnson stated there are currently 10 bridges in the Village, one of which is the responsibility of the property owner of Factory Shops Boulevard. He said the funds included in the budget will provide for the inspections of the other 9 bridges in the Village. 11  October 27, 2022 Village Board Meeting Village Manager Johnson reviewed the projects for the Downtown TIF Fund. There were no questions or concerns. Village Manager Johnson reviewed the Motor Fuel Tax Fund stating the only project is to fund the annual Street Improvement Program. There were no questions or concerns. 12  October 27, 2022 Village Board Meeting Village Manager Johnson stated originally the Rebuild Illinois Fund was planned for financing the Kreutzer Road realignment project, but with the expanded street improvement program for 2023 and based on the timeframe needed to spend these funds, the Village was not in the position to move forward with the Kreutzer Road project at this time. He stated that the funds used in the FY23 budget will be for the Street Improvement Program. Public Works Facility Improvements Director of Public Works and Engineering Tim Farrell said that the Public Works Department has been in the current facility since 2001, which was an existing facility at that time. He said minimal improvements have been done to the building outside of the administrative office areas. He noted the area by the loading dock, saying the concrete wall is cracking so bad that the gravel backfill behind the wall is starting to encroach on the dock area adding that the wall will most likely fail in the next couple of years. Director Farrell pointed out the exterior is fading in certain areas causing the building to look two-toned, so it is being proposed to paint the exterior of the facility. He also explained that the garage floor is spalling, cracking and eroding away due to the heavy traffic in that area, and also the salt that is in the facility used for snow plowing. Director Farrell pointed out the area proposed for resurfacing by the facility as well. Mayor Hoeft asked if the plan was to rip out and pour a new floor or if an epoxy would be used. Director Farrell said it was more cost effective to rip out and pour a new floor instead of using an epoxy. Mayor 13  October 27, 2022 Village Board Meeting Hoeft asked if it would be for the entire building. Director Farrell said it would just be the heavy truck area. Trustee Kanakaris was not in favor of pouring a new floor and asked what the cost would be. Director Farrell said it would be approximately $150,000. Trustee Westberg asked how the loading dock area would be fixed and if the Fire District could contribute towards the repaving since they also use the fuel pumps. Director Farrell said the concrete by the loading dock would be replaced curb to curb with new railing also being installed. Trustee Kanakaris asked if the loading dock is used often. Director Farrell stated that it is used weekly to accommodate large deliveries like street lights and poles. There were no further questions. Family Room / Social Worker Office Conversion Trustee Holzkopf asked if the office conversion for the Police Department social worker would be a soft interview room. She stated that a program called the Beloved Project is a not-for-profit organization that helps Police Departments create soft interview rooms for social workers. Chief Porter said the intent is to construct a partition in the middle of the family room, where families are held for compassion visits, not interrogations to create a larger office space for the social worker. Deputy Chief Hooten added that the Police Department currently has a soft interview room used for victims of crimes that need to be seen by a social worker but not interrogated. Trustee Holzkopf also asked if the Village’s social worker had a bulletproof vest. Deputy Chief Hooten said yes. Trustee Goldman asked if the room would be confidential with the new partition not going all the way to the ceiling. Deputy Chief Williams said the wall will go all the way to the ceiling making it very private and also suspects would not be interviewed in that room. Surveillance Trailer Chief Porter said a portable surveillance trailer will provide real-time monitoring when and where needed. It can be utilized to provide extra security during Village events such as Concerts in the Square, 1st Friday Nights, National Night Out, etc. The trailer can also be used during events such as the Hootenanny and Fall Fest. It can be placed in “hot spot” areas anywhere throughout the Village. For example, if vandalism is occurring within a specific business or residential area, the trailer can be deployed as an investigative tool and deterrent. Trustee Westberg asked if the Village needs permission to fly the drone over businesses. Chief Porter said that the current drone laws are outdated and there is discussion in the legislature about lessening the laws so local police department could use drones more for law enforcement. He concluded saying that permission would not be needed because businesses are on public property. 14  October 27, 2022 Village Board Meeting Utility Terrain Vehicle (UTV) Chief Porter stated that during the Village’s special events, a UTV is often borrowed from Public Works or the Park District. He said sometimes the department also borrows from other Police Departments because their UTV’s are marked like a police vehicle and come equipped with items to assist with crowd control and traffic management. Chief Porter said the UTV’s are easier to maneuver in the special events crowd than a squad car and can arrive at a scene if there is an incident quicker than using a squad car. Trustee Westberg asked if the police officers would be able to detain people. Chief Porter said yes, they should be able to detain and transport someone using the UTV. Police Vehicles Chief Porter provided information regarding the 2 proposed vehicles for the Police Department. Squad 40 - $58,000 Vehicle #40 is a 2015 Ford PPV SUV and would be replaced by a new Ford Interceptor SUV. The vehicle is part of the patrol fleet and is utilized by the Sergeants. Squad 42 - $67,000 Vehicle #42 is a 2015 Ford PPV SUV and would be replaced by a new Ford Interceptor SUV. The vehicle is part of the patrol fleet and is utilized by the Sergeants as the Command Vehicle. This vehicle would be updated with a new Command set-up in the rear of the squad, which will include a white board and a dual head in-squad radio. The new Command Vehicle set up would allow the Police Department to have a mini Emergency Operations Center on scene. The Command Vehicle set-up will provide the necessary tools for the on-scene Incident Commander and the Emergency Response and Preparedness Manager to run an incident from the scene. Village Manager David Johnson said the Special Service Area #5 used to provide maintenance in the Southwind Subdivision. There were no questions or concerns. 15  October 27, 2022 Village Board Meeting Mayor Hoeft confirmed that the existing skidloader will be kept in addition to buying a new one. Village Manager Johnson said yes. 16  October 27, 2022 Village Board Meeting Village Manager Johnson reviewed the infrastructure management assets and expenditures as presented for the FY23 budget. He thanked the Village Board for their input and support in an aggressive program and that Staff is prepared to finalize the FY23 budget using the direction provided by the Village Board. 17  October 27, 2022 Village Board Meeting Mayor Hoeft said he would like to conclude the presentation with a quick comment. He stated that since his six years as Trustee and now two years as Mayor, he has not seen a discussion so detailed as what took place this evening. Mayor Hoeft thanked the Trustees for their input and honesty in making very important decisions. He said he appreciated the time the Trustees spent reviewing the workshop documents and their commitment in being conservative with taxpayer’s money yet provide the best quality of life for the residents as well. The preliminary capital requests were presented for Village Board review and discussion. VILLAGE ATTORNEY’S REPORT: None VILLAGE MANAGER’S REPORT: None VILLAGE PRESIDENT’S REPORT: Mayor Hoeft wished Trustee Holzkopf a Happy Birthday and announced that Trick or Treating Around the Square will be Friday from 10am – 2pm with 21 businesses and groups participating, free document shred day for Huntley residents will take place at the Municipal Complex on Saturday from 9am – noon or the truck gets full, whichever happens first, medication drop off is available at Northwestern Hospital Building #2 on Saturday from 10am – 2pm, and Trick or Treat in Huntley will be on Monday October 31st from 4pm – 8pm. He added that the November 3rd Village Board meeting is cancelled with a Special Village Board meeting being held on November 10th. Trustee Goldman provided a review of the McHenry County Council of Government meeting that took place on October 26th and encouraged other Trustees to attend the monthly meeting. UNFINISHED BUSINESS: None NEW BUSINESS: Trustee Holzkopf stated that the Grafton Food Pantry needs various dry good foods, condiments, personal products, and cleaning supplies. She added that residents could contribute fruits and vegetables grown in home gardens as well. Trustee Holzkopf also wished to thank the Police Department staff for arranging meetings, answering questions and providing information so she may research various projects. EXECUTIVE SESSION: A MOTION was made at 8:42 p.m. to Enter into Executive Session for Property Acquisition, Purchase, Sale or Lease of Real Estate. MOTION: Trustee Holzkopf SECOND: Trustee Leopold AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 A MOTION was made at 8:49 p.m. to Exit Executive Session. MOTION: Trustee Holzkopf SECOND: Trustee Kanakaris AYES: Trustees: Goldman, Holzkopf, Kanakaris, Kittel, Leopold and Westberg NAYS: None ABSENT: None The motion carried: 6-0-0 18  October 27, 2022 Village Board Meeting 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 8:50 p.m. MOTION: Trustee Kanakaris SECOND: Trustee Leopold The Voice Vote noted all ayes and the motion carried. Respectfully submitted, Rita McMahon Village Clerk 19