COTW Meeting

Village of Lake Barrington COTW Meeting Wednesday, April 17, 2024 5:30 PM Agenda The Village Board Meeting will take place at 23860 N. Old Barrington Road, Lake Barrington, Illinois. Page 1. CALL TO ORDER 2. ROLL CALL Honorable Kevin C. Richardson, President Andrew F. Burke, Trustee John M. Schaller, Trustee Richard Hayes, Trustee Peter Schallmoser, Trustee Susie Perkins, Trustee Therese Van Ryne, Trustee 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting March 5, 2024 - 3-6 03-05-2024 COT Minutes Recommended Action: Approve the minutes, item 3 A above. (roll call vote) 4. DISCUSSION 1. Northpointe Parkway Discussion. 2. Tower Lakes Discussion. 3. Building Permit Fees Discussion. 4. Budget Discussion. 5. Consideration of an Ordinance Approving and Authorizing the Execution of an Agreement with Mac Strategies Group, Inc. to Provide Certain Consulting Services to the Village. 6. Consideration of an Ordinance Regarding Compensation of the Position of Village Accountant. 7. Consideration to Appoint Jennifer Balmes to the Position of Village Accountant. 8. Consideration of Appointing Mollie Dahlin to the Position of Administrative Adjudication Hearing Officer. 9. Purchase and Installation of Raw and Finished Water Meters. 10. Consideration of Change Order No. 1 in the Amount of $35,344.80 to Geske and Sons, Inc. of Crystal Lake, IL for the 2024 Street Program. 11. Consideration of an Application for a Temporary Use at Kelsey Road House - Seasonal Service Trailer; April through October. 12. Consideration of an Ordinance Amending the Lake Barrington Village Code; Section -3-6, Classification of Licenses. 13. Consideration of a Bond Waiver Request for a Raffle License for The Bridge Youth and Family Services of Palatine, Illinois. A. Northpointe Parkway Discussion. 7 Calcualtion of SSA annual payment - North Point 5. CLOSED SESSION (roll call vote) 6. ADJOURNMENT Page 1 of 7 (voice vote) The Village of Lake Barrington is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the Village's facilities, are requested to contact the Village's ADA Coordinator, Sharon Peterson, at (847)- 842-6080 promptly to allow the Village to make reasonable accommodations for those persons. Page 2 of 7  VILLAGE OF LAKE BARRINGTON MINUTES OF THE REGULAR MEETING OF THE COMMITTEE OF THE WHOLE Tuesday, March 5, 2024 1. CALL TO ORDER A Special Meeting of the President and Board of Trustees of the Village of Lake Barrington, meeting as the Committee of the Whole (“COTW”), was held at the Village of Lake Barrington Village Hall, Conference Room, 23860 N. Old Barrington Road, Lake Barrington, Illinois on March 5, 2024 at approximately 6:03 p.m. (immediately prior to the regular Board of Trustees Meeting at 7:00 p.m.). 2. ROLL CALL Upon the roll being called, the following Trustees were physically present at said location: Trustees Perkins, Schaller, Schallmoser, Van Ryne, and President Richardson. The following Trustee was allowed by a majority of the members of the President and Board of Trustees in accordance with and to the extent allowed by rules adopted by the President and Board of Trustees to attend the meeting by video or audio conference: Trustee Burke and Trustee Hayes The following Trustees were absent and did not participate in the meeting in any manner or to any extent whatsoever: None Staff Present: Village Administrator Sharon Peterson, Village Clerk Rebekah Harrington, and Treasurer Peggy Hirsch Others Present: Village Attorney Jim Bateman Other Attendees: Jim Crum (Van Scoyoc Associates) who joined virtually. 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting - February 15, 2024 BOARD ACTION: A motion was made by Trustee Van Ryne and Seconded by Trustee Schaller to approve the minutes, item 3. A. above. (roll call vote) 4. DISCUSSION 1. Jim Crum, Van Scoyoc Associates. 2. Consideration of Awarding a Contract to Landmark Roofing Inc. of St. Charles, IL in the Amount of $31,910.75 for the Roof Replacement at the Water Treatment Plant. 3. Consideration of a Resolution Reallocating 2024 Volume Cap to the Village of Buffalo Grove, IL. Page 3 of 7  4. Consideration of Awarding a Contract to Geske & Sons, Inc. of Crystal Lake, IL in the amount of $718,703.23 for the 2024 Street Resurfacing Program. 5. Consideration of a Professional Services Agreement with HR Green, Inc. of McHenry, Illinois in the Amount of $35,969.00 for the 2024 Roadway Resurfacing Program. 6. Consideration of a Resolution Supporting an Intergovernmental Agreement Between Barrington Township, Cuba Township, and the Village of Lake Barrington to Provide for Contribution Under the Local Share Agreement with Pace for Senior/Handicapped Bus Service. 7. Public Affairs Discussion. 8. 14 Rivers Bend Culvert Replacement Discussion. Items 2-6 were detailed in the Board Packet, which was then reviewed and discussed by the Board. Item 8 did not require discussion at this time. Items 1 & 7 are detailed below, listed as items A & B, respectively. A. Jim Crum, Van Scoyoc Associates. Jim Crum reported on the Flint Lake and Watershed Area dam federal funding bill. Six days ago The House and The Senate agreed to final negotiations with the 2024 Appropriations Bill. The energy and water bill carried a version on funding for Flint Lake in the higher of the two amounts of $200,000, which was endorsed by Senator Durbin and Congressman Quigley. Mr. Crum explained pending the final House vote which is scheduled for Wednesday, March 6, 2024, the bill will will then be sent to the Senate to pass, finally it will be sent to the President of the United States for signature and codification. Mr. Crum expressed he will bridge the gap with Chicago District Army Corp of Engineers to begin initial field trips, gain local community input, scheduling a feasibility study, and finally deciding the options for the Flint Lake and Watershed Area unapproved dam. B. Public Affairs Discussion President Richardson reported on the Wedgewood Trails Realignment Project. Residents in favor of the project were totaled less than 66% or 2/3, meaning the project will not move forward at this time. The results will be sent to the residents tonight. President Richardson made it clear that the project was dismissed without prejudice. Additionally added, the drainage issue in the Wedgewood Trails subdivision was a separate issue brought up on December 16th and is being addressed. C. Budget Discussion: 1. Overview of Revenue & Expenses "Buckets". 2. FY24 Status of Special Projects & Projects & Proposed FY25 Special Projects Expenses 3. FY25 Financial Plan, with Fund Balance Discussion 4. FY25 Motor Fuel Tax 5. FY25 Water & Sewer Fund 1. A. Overview of Revenue & Expenses "Buckets" Discussion. The Village Treasurer listed the Revenue Budget for FY25 which included the income tax, the real estate tax, the sales/use tax, the telecom/utility tax, the permit and license Page 4 of 7  revenue, also mentioned the grocery tax which is about $11,000. She stated that many of these revenue buckets are predictable, but not controllable. The Village Treasurer next reported on the Expense Bucket for FY25 which included, police, waste disposal, payroll, roads, and other miscellaneous expenses such as, legal, consulting, building, audit, engineering, permit review, and open space. It was explained that these expense buckets are predictable for the most part, as most services are contracted. The Village Treasurer recommended for there to be a separate fund account for Capital Improvements and Road Improvements, including engineering funds, Cuba Township funds, and others. 2. A. FY24 Status of Special Projects & Projects & Proposed FY25 Special Projects Expenses Discussion. The Village Treasurer discussed the FY24 projects that included, the building permit digitization project, the economic development placeholder, the boardroom feasibility study, the fencing and signage at Fetherling Park, the water and sewer investigation, which is an ongoing conversation with the Village Administrator, and the new contract with LRS for waste disposal. She next reviewed the consideration for FY25 projects which included, the increase in yard waste stickers from $1.75 to $3.00, the economic development costs, the possible business license build out with Chalmers Street, change in permitting fees, the wetland study, and the possibility of hiring for employee assistance throughout the year. 3. A. FY25 Financial Plan, with Fund Balance Discussion. The Village Treasurer reported that the material amount for Budgeted Net Loss in FY25 is $148,249. Comparative to FY24 the Budgeted Net Loss was $1,151,928 and the Actual Net Loss was $699,805. For FY25, there many be minor additional changes and that will be discussed next month. Lastly, the goal for next month will be to have the FY25 Financial Book ready for review. 4. A. FY25 Motor Fuel Tax Discussion. The Village Treasurer expressed there are no plans to spend funds from the Motor Fuel Tax Fund, the Village plan to hold onto these funds for another year to build the fund. 5. A. FY25 Water & Sewer Fund Discussion. The Village Treasurer explained the Capital Improvements spent for FY24 were $194,000. The FY25 Capital Improvement Fund requested total amount is $163,000, which included $128,000 for the Water System Fund and $35,000 for the Sanitary Storm Sewer System Fund. The Village Treasurer expressed the Water Rate Study will be important as we will be breaking even in this fund and the study will allow us to know what is happening with revenue over the years. 5. CLOSED SESSION None. Page 5 of 7 6. ADJOURNMENT A motion was made by Trustee Schaller and seconded by Trustee Schallmoser, to adjourn the COTW meeting. The voice vote was unanimous, the motion carried, and the meeting was adjourned at approximately 7:01 p.m. Respectfully submitted, _____________________________ Rebekah Harrington, Village Clerk Page 6 of 7  Village of Lake Barrington Calculation of Annual North Point SSA tax payment This table breaks out the annual payment necessary to repay original outlay of roadwork expense and, possibly, engineering costs. Assumes single payment at the end of each year, even though the taxes are paid in June and September. Dollar amount in table corresponds to particular interest rate and number of years of repayment. Cost of road work $ 250,000.00 Engineering & Construction oversite $ 25,000.00 $ 275,000.00 $ 137,500.00 Version 2 Assuming a shared cost of $ 137,500.00 Interest Rate(%) Annual Payment amount in red 4 4.5 5 5.5 3 ($49,547.92) ($50,018.84) ($50,491.18) ($50,964.94) Term (years) 5 ($30,886.23) ($31,321.35) ($31,759.03) ($32,199.26) Page 7 of 7