COTW Meeting

Village of Lake Barrington COTW Meeting Tuesday, December 3, 2024 6:00 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 November 19, 2024 - 3-6 11-19-2024 COTW Minutes Recommended Action: Approve the minutes, item 3. A. above. (roll call vote) 4. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD ON AGENDA ITEMS. 5. DISCUSSION A. Discussion on Consulting Proposal for the Lake Barrington Solar Project. 7-8 Lake Barrington Community Solar Proposal Final B. Discussion on the Dissolution of the Slocum Lake Drainage District (SLDD). 9 - 11 SLDD Authorizing Resolution C. Discussion on a Draft Ordinance Regarding Street Parking in the M, B, or O District. D. Consideration of the Design Engineering Proposal from Gewalt Hamilton Associates, Inc. in the Amount of $16,500.00 for the 2025 Street Resurfacing Program. E. Consideration of a Memorandum of Understanding for the Dedication of Certain Roadways Within the Northpointe Subdivision to the Village of Lake Barrington. F. Consideration of an Ordinance Approving a Memorandum of Understanding by and among D.S. Arms, Inc., Defense Security Arms, Inc. and the Village of Lake Barrington. G. Consideration of a Repair Estimate and Change Order Estimate in the Amount of $120,347.62 from CFW Restoration of Elmhurst, Illinois for the Repairs and Remodeling of the Restrooms, Village Board Room, Community Room, Conference Room and Hallway at Lake Barrington Village Hall. H. Consideration of the Classification and Compensation Report Prepared by MGT Impact Solutions, LLC. (MGT). I. 2025 Employee Health Insurance. J. ILCMA 2025 Winter Conference. K. MCI 2025 Winter Seminar. Page 1 of 11  L. Approve the Village Board of Trustees and Plan Commission Zoning Board of Appeals 2025 Regular Meeting Schedule. M. Consideration of a Resolution Regarding Closed Session Minutes and Audio Recordings. 6. CLOSED SESSION A. Review Executive Session Minutes 5 ILCS 120/2.06. Recommended Action: Motion to Enter Executive Session. (Roll Call Vote) 7. RECONVENE TO OPEN SESSION 8. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE VILLAGE BOARD ON NON-AGENDA ITEMS. 9. ADJOURNMENT (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 11  VILLAGE OF LAKE BARRINGTON MINUTES OF THE SPECIAL MEETING OF THE COMMITTEE OF THE WHOLE Tuesday, November 19, 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 Tuesday, November 19, 2024 at 5:02 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 Burke, Hayes, Schaller (arrived at the meeting at 5:33 p.m.), 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: None The following Trustees were absent and did not participate in the meeting in any manner or to any extent whatsoever: Trustee Perkins Staff Present: Village Administrator Sharon Peterson, Village Clerk Rebekah Harrington and Village Treasurer Peggy Hirsch Others Present: Village Attorney Becky Alexopoulos Other Attendees: Rob Hattabaugh, Katy Yee, Jack and James Dever, Marianne Seiler, and Tim Cornillie. 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting October 7, 2024 - BOARD ACTION: A motion was made by Trustee Hayes Jr. and Seconded by Trustee Schallmoser Approve the minutes, item 3. A. above. (roll call vote) Upon roll call the vote was: Ayes: President Richardson, Trustee Burke, Trustee Hayes Jr., Trustee Schallmoser, and Trustee Van Ryne Nays: None Page 1 of 4 Page 3 of 11  Abstained: None Absent: Trustee Perkins and Trustee Schaller President Richardson declared the motion carried. 4. DISCUSSION Items A. - G. are detailed below. Items H. - I. are detailed in the Consent Agenda. Item J. is detailed in Treasurer's Report. Item K. - N. are detailed in Ordinances. A. Presentation by Robert Hattabaugh regarding Community Solar Power. The Village Board started the conversation to explain that while the Village utilizes ComEd they would like to consult with a sources independent of ComEd to discover what is possible in the Village of Lake Barrington relative to energy use. President Richardson clarified that the Village of Lake Barrington strives to provide its residents with ample notice and communication, exceeding what Illinois Law requires. He additionally explained that projects, such as this, require intensive research and lengthy administrative processes to even be considered. This conversation is merely a preliminary informational discussion. Robert Hattabaugh Robert Hattabaugh addressed the Board and briefly explained the preliminary process for this type of project. He detailed that the first proposal entails a fact finding mission. Once an informed decision is made, the Village will then consult with an EPA vendor where Robert would remain as a consultant filtering and explaining the information back to the Village. Then discussion would be had relative to construction. Robert reported he submitted a proposal to the Village on November 10, 2024 and briefly explained the proposal to the Board. He added that upon his initial observation that the Village's current assets are outdated. Marianne Seiler Marianne Seiler, a resident of Lake Barrington, addressed the Board with a concerns relative to who would be paying for the project and what will the environmental impacts would be. The Board responded stating these concerns will be discussed. B. Recess into Executive Session to Discuss Personnel Matters ILCS 120/2(c)(1). BOARD ACTION: A motion was made by Trustee Van Ryne and Seconded by Trustee Hayes Jr. Motion to Recess into Executive Session to Discuss Personal Matters ILCS 120/2(c)(1) around 5:38 p.m. Upon roll call the vote was: Ayes: President Richardson, Trustee Burke, Trustee Schaller, Trustee Hayes Jr., Trustee Schallmoser, and Trustee Van Ryne Page 2 of 4 Page 4 of 11  Nays: None Abstained: None Absent: Trustee Perkins President Richardson declared the motion carried. C. Adjourn Executive Session & Reconvene into Open Session. The Board of Trustees adjourned executive session and reconvened into open session around 6:31 p.m. D. Presentation by Lockhaven Solutions on the Village of Lake Barrington Security Assessment and Program Development. Jack and James Dever Jack and James discussed the importance of crisis management especially in local municipalities. They focused on the basic concepts of crisis management stating the recovery and response of a crisis directly correlates with the planning beforehand. Specific to the Village of Lake Barrington, the program development will need to be dependable and cost effective where the Village will utilize a discrete plan including cyber security, disaster recovery, business continuity, and crisis communications. President Richardson requested their return at future Board meetings. E. Community Garden Discussion. Village Administrator Peterson explained that there is no line item in the budget for the Community Garden and members (residents and non-residents) are not paying for their plot at this time. Members were responsible for paying for their plot a few years ago, but the payment requirement was lifted. Recently there has been a great interest in membership for the Community Garden. It was recommended that residents now pay $25 and non-residents pay $50 per year, additionally the Village will contribute a line item in the budget for Community Garden spending. Staff would also reach out to residents on the waiting list to see if they are still interested in a plot. Once the wait list is exhausted, a lottery will be conducted for the non-residents. There were no questions from the Village Board. F. Restrooms and Village Hall Upgrades Discussion. Trustee Hayes explained that the insurance company reimbursed $67,000 to the Village after the flooding occurred at Village Hall earlier this year. He reported that it is an option to renovate public space at Village Hall for an additional $50,000 to $60,000, which includes items that are not part of the damage that should too be considered. It was expressed that the next meeting of the Village Board will discuss how this project should move forward. G. Discussion on the 2025 Board of Trustee and Plan Commission Zoning Board of Appeals Regular Meeting Schedule. Page 3 of 4 Page 5 of 11  The Village Clerk reviewed the 2025 schedule and asked the Board to review this in preparation to approve the meeting dates at the next Board meeting. H. Consideration of Amending the Service Agreement with Lake County Health Department and Community Health Center. I. Consideration of a Professional Services Agreement Between the Village of Lake Barrington and SAFEbuilt ILLINOIS, LLC. J. Tax Levy Resolution. K. After the Fact Special Use Ordinance - 21966 N. Pepper Road - Hunter Garage, LLC. L. Consideration of an Ordinance Granting a Special Use Permit to T-Mobile by SMJ International, LLC to Permit the Installation and Co-location of an Additional Wireless Cellular Antenna Array on the Existing 150-foot Unmanned, Self-Supporting Steel Lattice Tower at 28W059 Commercial Avenue, Lake Barrington, Illinois. M. After the Fact Special Use Ordinance - 28039 W. Commercial Avenue, Unit 9 - Nationwide Tows, LLC. N. After the Fact Special Use Ordinance - 27996 W. Industrial Avenue, Units 8 and 9, Sin City Auto Repair and Customs. 5. 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 G. Harrington Village Clerk Page 4 of 4 Page 6 of 11 R & S Technical Solutions Consulting Proposal for Lake Barrington Date: 11/10/2024 1. Executive Summary Objective: R&S Technical Solutions will evaluate the technical feasibility of a community solar system and present up to three (3) options and provide advice/direction on next steps for the Lake Barrington Solar Project. 2. Scope of Work Outlined below is a breakdown of key activities to be undertaken along with deliverables: 1. Phase 1: Discovery and Analysis (~45 hrs.) A. Conduct a kickoff meeting with Community stakeholders B. Review previous feasibility studies provided to R&S Technical Solutions by Board C. Work with ComEd External Affairs to understand options pertaining to Assets now owned by ComEd D. Perform analysis of a closed loop vs. open loop solar system E. Based on bullet A-C, submit recommended stakeholder engagement list F. Share analysis, findings, recommendations with the Village of Lake Barrington 2. Phase 2: Strategy Development (not in proposal) 3. Phase 3: Implementation Support (not in proposal) 4. Phase 4: Review and Follow-Up(not in proposal) 3. Deliverables Page 7 of 11 A. ComEd findings doc B. Open Loop vs. Closed Loop comparison doc C. Any additional findings doc. 4. Timeline Provide a proposed schedule for the consulting project. Include: • Start Date: Immediately upon receipt of PO. • Completion Date: Reports mentioned in section 3 to be delivered within 30 days of purchase order. 5. Pricing Outline your pricing structure and payment terms. Possible formats: • Hourly Rate: $200 per hour, estimated [45 total hours] Payment Schedule: • Billed monthly net 30 day pay schedule Add any additional costs (e.g., travel, materials) will be billed at cost +10% 6. Acceptance Signature: Date: Page 8 of 11  AUTHORIZING ORDINANCE Whereas, the Slocum Lake Drainage District (“District”) is a Drainage District covering parts of the Villages of Lake Barrington, Port Barrington, Wauconda, and unincorporated Lake County; and Whereas, the District derives its revenue from a $14 annual maintenance assessment placed upon the tax bills of properties within the District’s boundaries, with the total tax generating around $10,500; and Whereas, other than its annual tax revenue, the District, which is made up of three trustees appointed by the County Board, possesses no known interests in property, whether real or personal, other than the tax proceeds in a bank account, some corporate records, one laptop, and an interest in easement rights shown on Document # 159844 on file with the Lake County Recorder; and Whereas, the County has determined that the functions of the District can be as or more efficiently performed either by the municipalities or township within the District, either independently or in cooperation with each other and the Lake County Stormwater Management Commission, such that the continuing existence of the District is no longer desirable; and Whereas, under 55 ILCS 5/5-44025, the Lake County Board, by ordinance, proposed the dissolution of the District on August 13, 2024, and published notice of the ordinance on September 23, 2024 in the Chicago Tribune/Lake County News Sun, which is a newspaper of general circulation. The ordinance was also published through the County’s website: https://www.lakecountyil.gov/DocumentCenter/View/77435/2024-08-13- Proposing-Ordinance-for-Slocum-Lake-DD-Dissolution; and Whereas, an audit detailing all claims against the District, all receipts of the District, the inventory of all real and personal property owned by the District or under its control or management, and any debts owed by the District was performed by the County and reported to the Finance and Administration Committee of the County Board and is part of the packet of information accompanying this Ordinance’s presentation to the full County Board. Now, therefore, be it ordained, that the Board of the County of Lake authorizes the dissolution of the Slocum Lake Drainage District, subject to the Counties Code of the Illinois Compiled Statutes, specifically 55 ILCS 5/5-44025, titled “Dissolution of units of local government.” Page 9 of 11 Be it further ordained, that costs inherent in operating the District are those associated with the administrative overhead of operating the District, including legal and insurance costs, plus the work performed by County staff, including the staff of the County Clerk and Treasurer, to levy for taxes each year. Dissolving the District will eliminate these costs. Additional cost savings may be achieved by bulk purchasing the services the District previously maintained with other municipal or governmental entities, or eliminating them altogether. The residents of the District will no longer have an assessment for the District on their property tax bills. Each of these savings or efficiencies provides the basis for dissolving the District. Be it further ordained, that the County shall publish a notice containing this ordinance and including the following information: (1) the specific number of voters required to sign a petition requesting that the question of dissolution be submitted to referendum; (2) the time when such petition must be filed; (3) the date of the prospective referendum; and (4) the statement of the cost savings and the purpose or basis for the dissolution as set forth in the authorizing ordinance. Be it further ordained, that if no petition is filed with the County’s election authority (the County Clerk) within 30 days of the notice referenced above being published, or if a valid petition is filed and a referendum held through which the voters authorize the County Board to dissolve the District, then the County Board Chair shall petition in the circuit court that a trustee-in-dissolution be appointed for the District, with the purpose of winding up the affairs of the District under the provisions of the Local Government Reduction and Efficiency Act, 55 ILCS 5/5- 44005 et seq. Be it further ordained, that the trustee-in-dissolution, when appointed, shall ensure that any interests in real property are transferred, work to abolish the District’s assessment, and distribute its remaining funds based on a percentage consistent with the geographic distribution of the District by jurisdiction, as follows— Unincorporated: 53.35% Village of Lake Barrington: 25.4% Village of Port Barrington: 18.97% Village of Wauconda: 2.28% —unless a municipality listed above agrees that the funds be transferred to the Lake County Stormwater Management Commission. Funds shall be distributed as reimbursements to the above named entities for activities consistent with those that the District formerly performed in the District’s former territory or, if not Page 10 of 11 claimed by the entities above within one year after dissolution, to the Lake County Stormwater Management Commission for use in the District’s former territory. DATED on this 12th day of November, 2024, by the County Board of the County of Lake, Illinois. Page 11 of 11