COTW Meeting

Village of Lake Barrington COTW Meeting Tuesday, July 1, 2025 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 Andrew F. Burke, President Richard Hayes, Trustee Peter Schallmoser, Trustee Susie Perkins, Trustee Therese Van Ryne, Trustee John M. Schaller, Trustee 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting on June 3, 2025. 3-7 6-3-2025 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 OR NON-AGENDA ITEMS 5. DISCUSSION A. Grocery Tax Discussion. 8-9 Treasurer Grocery Sales Tax Ordinance B. Discussion on Emergency Access Gate. 10 - 14 Site Plan Posts proposed Fence material Privacy Mesh Gate C. Cloudpermit Discussion. D. Consideration of a Quote from Cuba Township Road District in the Amount of $40,760.00 for Resurfacing the Road at Plum Tree and Route 14. E. Consideration of a Resolution Authorizing the Execution of a Quit Claim Deed on Behalf of the Village of Lake Barrington (Re: Permanent Index Number 13-02-104- 034). F. Consideration of an Ordinance Amending the Village of Lake Barrington Village Code: R: Title 1 Administration: Section 1-10-7, "Fees, Charges, and Other Amounts Payable to the Village"; and Title 9, Subdivisions: Chapter 3, "General Provision". Page 1 of 14  G. Consideration of a Proposal from Pasillas Painting and Carpentry Company of Lake in the Hills, IL in the Amount of $14,875.00. H. Consideration of a Smoke Testing Proposal From Dukes Root Control of South Elgin, IL in the Amount of $22,000 for Sanitary Sewer Smoke Testing in the Business Park. I. Consideration of a Proposal from AMPS Power Solutions of Downers Grove, IL in the Amount of $35,500 for the Development of On-Site Energy Resources. 6. CLOSED SESSION (roll call vote) 7. ADJOURNMENT A motion was made by Trustee ___ and seconded by Trustee ___, to adjourn the COTW meeting. The voice vote was unanimous, the motion carried, and the meeting was adjourned at approximately X:XX p.m. (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 14  VILLAGE OF LAKE BARRINGTON MINUTES OF THE SPECIAL MEETING OF THE COMMITTEE OF THE WHOLE Tuesday, June 3, 2025 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, June 3, 2025, at 5:34 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 Hayes, Perkins, Schallmoser, Van Ryne, and President Burke. 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 Schaller. Staff Present: Village Administrator Sharon Peterson, Village Clerk Rebekah Harrington, Village Treasurer Peggy Hirsch, and Village Building Permit Administrator/Deputy Clerk Julia Powers. Others Present: Village Attorney Jim Bateman. Other Attendees: Ron McGrath, Dylan Sharkey, and Patrick Andreisen. 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting on May 6, 2025. BOARD ACTION: A motion was made by Trustee Schallmoser and Seconded by Trustee Van Ryne to approve the minutes, item 3. A. above. (roll call vote) Upon roll call the vote was: Ayes: Trustee Perkins, Trustee Hayes Jr., Trustee Schallmoser, Trustee Van Ryne, and President Burke Nays: None Abstained: None Absent: Trustee Schaller Page 1 of 5 Page 3 of 14  President Burke declared the motion carried. 4. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD ON AGENDA OR NON- AGENDA ITEMS A. Dylan Sharkey - Assistant Editor of IL Policy Institute Mr. Sharkey addressed the Board to encourage not implementing grocery tax in Lake Barrington, explaining the state of Illinois is one of ten states that have taxed on groceries. No comments or questions were asked. B. Patrick Andriesen - Member of IL Policy Institute Mr. Andriesen expressed his concern with implementation of grocery tax in Lake Barrington and he thanked the Board for their hard work. No comments or questions were asked. 5. DISCUSSION Items 5. A. through 5. G. is detailed below. Item 5. H. through 5. J. and 5. L through 5. O. is detailed in the Consent Agenda. Item 5. K. was tabled on the Consent Agenda. A. Staff Breakroom Area Discussion. Ron McGrath presented the Board with two new options for the staff breakroom. The Board discussed the new options and will follow up with this project once approximate costs are provided. Some members of the Board inquired about options for what staff require now which can help in the direction of the options provided and asked how long the project would take. Administrator Peterson said she will ask staff members what their needs are related to this project and Ron detailed the rough estimated time for the project, starting from going to bid through completion, would be approximately six to seven months. B. Municipal One Agenda Software Presentation - Toni Oesterle, Director of Client Services (attending on zoom) Ms. Oesterle presented to the Board the agenda management software that is offered by Municipal One which the current Village website platform. Staff explained that they are happy with the iCompass agenda management software that is currently being used, but that this software with Municipal One may be more user friendly for staff, officials and visitors of our existing website. Clerk Harrington expressed that iCompass and Municipal One's yearly rates are very similar and are within budget. The Village Board encouraged staff to determine which platform works best for their use since they utilize the software the most. Staff expressed their appreciation for the Board's support and directional assistance. Staff will follow up with this at a later date. C. Building Permit Portal Update/Discussion. Trustee Hayes explained that he had seperate conversations with each member of the Board related to the previous building permit portal project where he reported that the project was not going to make it to the finish line, therefore the project was stopped. Attorney Bateman explained that it would not benefit the Village to take legal action against Chalmers Street at this time. Administrator Peterson mentioned that SAFEbuilt does have a free building Page 2 of 5 Page 4 of 14  permit application, contractor license application and business license application portal. The portal will remain free as long as the Village is contracted with SAFEbuilt. If the Village at any point is not contracted with SAFEbuilt, the estimated buy out cost for the platform would be $30,000.00 as a one-time fee and then annual costs would follow. Staff will be looking into this as an option. Lastly, Administrator Peterson explained that the current portal, ClearForms/ClearGov, contract will expire December 31, 2025. D. Educational Assistance Program Policy Discussion. Administrator Peterson proposed making certain changes to the current continuing education/educational assistance program. She mentioned that in the past, the Village has not adopted changes in the employee handbook immediately but have agreed to certain changes like employee health insurance upon employment with the Village. Similarly, Administrator Peterson was not looking to adopt this policy change in the handbook right away, rather she was asking if an employee is able to sign up for classes based off the proposed changes, which will be considered for approval and adoption toward the end of the year. The Board was supportive of this policy change. They only made comments on clarification of the annual amount, which was confirmed to be $5,200 annually, ensuring this is budgeted for in the future, and consideration of the employee payback policy. E. Managed IT Services RFP Discussion. Administrator Peterson explained that she sent seventeen request for proposal for IT managed services and received five back. She and Accountant Balmes narrowed the five received proposals down to two and interviewed both. The first interview was with Go Technology Group based in Lombard, IL which ended up being the company that served the Village the best and it ended up be cheaper than the Village's current IT managed service. The Board did not have questions or concerns and agreed with this choice. F. Solar Proposal Discussion. Trustee Hayes reported on the continuing solar discussion. The discussion brought awareness to the water source in Lake Barrington in case of an emergency. Trustee Hayes, Administrator Peterson and former President Richardson reviewed the Scope Statement and reached out to LBS for input which would be discussed after their annual meeting. The Board will continue this conversation next month once we have more information from LBS. G. Discussion on Culvert Replacement Policy During Driveway Replacement. Administrator Peterson explained the program related to residential driveway replacement where if a resident is looking to replace their driveway, the Village will check the culvert to see if it too needs replacement. If the culvert needs replacement the Village will enter an agreement with the resident to replace the culvert at no cost. It came to the Village's attention that there was no clarity on if circular driveways would warrant replacement for both culverts. For reference, there are one hundred and twenty circular driveways in Lake Barrington. It is recommended that if the driveway is circular, the Village should pay for both culverts. The Board agreed that the resident with a circular driveway who recently reached out about reimbursement should receive full reimbursed for the cost of her culvert replacement payment several years ago. Page 3 of 5 Page 5 of 14  H. Consideration of an Application for a Temporary Use - Special Event for the Lake Barrington Countryside Park District Splash Pad Grand Re-Opening and 60th Anniversary Celebration. I. ICMA Annual Conference. J. Consideration of the BACOG Fiscal Year 2025-2026 Budget. K. Consideration of a Quote from Cuba Township Road District in the Amount of $40,760.00 for Resurfacing the Road at Plum Tree and Route 14. Administrator Peterson explained in detail how this issue came to be and the communication with Cuba Township throughout the past several months. The Board reviewed the area in question but had more questions about the area as well as payment. The Board decided to table this item on the Consent Agenda for this evening. L. Consideration of a Furniture Proposal from Reike Interiors of Elgin, IL in the Amount of $35,440.00. M. Consideration of an Ordinance Approving a Cable Communications Franchise Agreement and Authorizing the Execution thereof (Re: Comcast of Illinois/West Virginia, LLC). N. Consideration of an Ordinance Amending the Official Zoning Map which is part of the Village of Lake Barrington Zoning Ordinance. Re: Zoning Map Amendment Relative to the Following Adjacent Properties at: 22375 N. Pepper Road and 22381 N. Pepper Road. O. Consideration of an Ordinance Granting Zoning Variations: Petitioner P2K, LLC, D/B/A Kelsey Road House at 352 N. Kelsey Road. 6. CLOSED SESSION None. 7. ADJOURNMENT BOARD ACTION: A motion was made by Trustee Perkins 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 6:49 p.m. Upon roll call the vote was: Ayes: Trustee Perkins, Trustee Hayes Jr., Trustee Schallmoser, Trustee Van Ryne, and President Burke Nays: None Abstained: None Absent: Trustee Schaller President Burke declared the motion carried. Page 4 of 5 Page 6 of 14 Respectfully submitted, ____________________________ Rebekah Harrington, Village Clerk Page 5 of 5 Page 7 of 14  Village of Lake Barrington To: President Burke and Village Board Members From: Peggy Hirsch, Village Treasurer Subject: Action Requested: ☐Approval ☐Concurrence ☒Discussion ☐Information Executive Summary Public Act 103-0781 repealed the statewide tax on groceries effective January 1, 2026. However, through the hard work of the Illinois Municipal League (IML), the authority to implement a 1% grocery sales tax locally by ordinance was approved as part of the same legislation. For those municipalities that wish to implement a local grocery sales tax effective on January 1, 2026, the first step is to pass an authorizing ordinance. A certified copy of this ordinance must then be submitted to IDOR, postmarked by October 1, 2025, in order for the tax to be imposed beginning January 1, 2026. A municipality may choose to wait to implement a local 1% grocery tax at a later date. That ordinance authorizing a local tax must be sent to IDOR and postmarked before April 1 for collection to begin on July 1, or postmarked after April 1 but before October 1, for collections to begin January 1 of the following year. Discussion Currently the Village receives the 1% grocery tax from two local businesses: Speedway and LB Mart. Our 0.5% Home Rule sales tax does not apply to groceries. Sales tax data is confidential but it is estimated that the Village earns around $5,000 – $6,000 from the existing sales tax on groceries. The current budget assumes the passage of a grocery sales tax ordinance as revenue projections have not been lowered due to the impending state exemption. However, the possible $5,000 loss of sales tax revenue does not materially affect the total projected sales tax for FY2026 of $890,000. Further, the potential loss of the $5,000 in grocery sales tax is only 0.15% of total projected revenue for FY2026. The passage or non-passage of an ordinance is not material to the budgeting process. Sales tax on groceries is generally considered a regressive tax because it takes a larger percentage of income from low-income households than from high-income households, as low-income households spend a greater proportion of their income on essential goods like groceries. That being said, both the Speedway Mart and LB Mart are convenience stores which serve as a quick and easy solution for immediate needs. While some purchases may be essential in nature, most are impulse buys. Shortly after the passage of Public Act 103-0781, Governor JB Pritzker wrote an editorial published in the Chicago Tribune in support of the elimination of the grocery tax. The primary focus of the editorial was to claim that state and local governments are much better off than before he took office. While it is true that the local government share of LGDF has jumped from 5.47% of total income tax collections (when Pritzker was elected) to 6.47% this year, it is still a far cry from the 10% share that was put in place when Governor Richard Ogilvie enacted the state income tax in 1969. What Governor Pritzker fails to mention are the numerous unfunded mandates handed down over the years to local government. Page 8 of 14 However, Governor Pritzker’s comments regarding the passage of the Leveling the Playing Field Act, which closed a tax loophole benefitting mostly out-of-state corporations, is true. In the last twelve months the Village has earned $240,000 in local and home rule sales tax from online vendors. This number is expected to increase as more out-of-state corporations fell under its guidelines this year. Conclusion The Village Board has three different choices to follow: (1) pass an ordinance implementing the 1% grocery sales tax locally by October 1, 2025 (2) review the decision periodically and possibly adopt an ordinance in the future, and (3) decide that the Village will not take action regarding the repeal of the grocery sales tax. Staff is looking for direction from the Board. Page 9 of 14  Distance: 47.5 Feet Distance: 42.5 Feet Page 10 of 14 Page 11 of 14 Page 12 of 14 Page 13 of 14 Page 14 of 14