A. Village Board & Board Committee

VILLAGE OF LAKE ZURICH Board of Trustees 70 East Main Street Monday, April 1, 2024 7:00 p.m. AGENDA 1. CALL TO ORDER 2. ROLL CALL: Mayor Thomas Poynton, Trustee Dan Bobrowski, Trustee Mary Beth Euker, Trustee William Riley, Trustee Marc Spacone, Trustee Roger Sugrue, Trustee Greg Weider. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENT This is an opportunity for residents to comment briefly on matters included on the agenda and otherwise of interest to the Board of Trustees. Public Comment is limited to 30 minutes total and up to 5 minutes per speaker. 5. PRESIDENT’S REPORT / COMMUNITY UPDATE A. Mayoral Proclamations  Proclamation Honoring Lake Zurich Resident Allan Titov on Being a Top Ranked Judo Champion  Proclamation Declaring April 14 – 20, 2024 as National Telecommunicator Week  Proclamation Recognizing Arbor Day in Lake Zurich on April 27, 2024 B. 100% Green Power Electricity Aggregation Update  Presentation by the Northern Illinois Municipal Electric Collaborative NIMEC 6. CONSENT AGENDA These titles will be read by the Village Clerk and approved by a single Roll Call Vote. Any item may be pulled from the Consent Agenda for discussion by any Village Trustee.  2 A. Approval of Minutes from the Village Board Meeting of March 18, 2024 B. Approval of Executive Session Minutes from the Village Board Meeting of March 4, 2024 C. Approval of Semi-Monthly Warrant Register Dated April 1, 2024 Totaling $632,581.67 D. Intergovernmental Agreement among the Member Agencies of the Northeastern Illinois Regional Crime Laboratory Summary: The Lake Zurich Police Department has been a member of the NIRCL for over 25 years as a way to efficiently provide forensic services to member law enforcement agencies. E. Intergovernmental Agreements between the Village of Lake Zurich and the Village of Island Lake for Dispatch Services and Detainee Housing Summary: Lake Zurich has provided public safety radio dispatch services to Island Lake since 2013. The current agreement expires April 30, 2024 and both parties seek to extend the agreement for two more years or until all parties agree to transition dispatch operations to a regional 911 system. State law requires that facilities housing detainees be staffed and monitored. Since the Island Lake Police station is not staffed 24 hours a day, they are unable to house detainees when staff is not in the building. The Lake Zurich police station is currently staffed 24 hours a day, 7 days a week and thus have developed an agreement that would enable Island Lake to house their detainees at the Lake Zurich Police Department. F. Ordinance Authorizing the Disposal of Surplus Property Owned by the Village of Lake Zurich (Assign Ord. #2024-04-565) Summary: Staff has identified pieces of equipment that are not in working order, would requires repairs in excess of present market value, or are obsolete. G. Agreement with Pavement Systems Inc. for 2024 Seal Coating Program in the Amount Not-to-Exceed $48,784.41 Summary: The 2024 budget includes $50,000 in the Capital Projects Fund for pavement maintenance of parking facilities and pathways. This year the Village will be investing in 21 locations around Lake Zurich. A competitive bid opening on March 14, 2024 resulted in five bids received, with the most competitive bid received from Pavement Systems of Blue Island, Illinois. H. Agreement with Metropolitan Pump Company for Replacement Control Panel at Mionske Sanitary Sewer Lift Station in the Amount Not-to-Exceed $71,751  3 Summary: The 2024 budget includes $90,000 in the Water and Sewer Fund for this planned improvement to the Mionske lift station, which was installed in 1996. Metropolitan Pump Company is the Village’s designated lift station manufacturer at 13 of the 14 lift stations in Lake Zurich and also the sole source vendor for the specific controls the Village has been utilizing in recent lift station upgrades that facilitates equipment standardization. I. Authorization to Waive the Competitive Bid Process and Approve Change Order #1 with Layne Christensen Company for Well Number 12 Repairs in the Total Amount Not-to-Exceed $344,725 Summary: On September 6, 2022, the Village Board approved a five-year professional services agreement with Layne Christensen Company, a sole- source provider of Byron Jackson parts and service in Illinois. All five Village wells utilize Byron Jackson pumping equipment. On December 4, 2023, the Village Board authorized $131,481 to Layne Christensen to remove equipment from well 12 after an electrical fault left the well inoperable. Evaluation of this equipment was completed in mid-February 2024 and necessitates a change order and increased expenditure amount. The requested not-to-exceed amount includes the original 2023 authorization of $131,481, the change order increase of $193,244 and a $10,000 project contingency. Recommended Action: A motion to approve the Consent Agenda as presented. 7. NEW BUSINESS This agenda item includes matters coming to the Board of Trustees for discussion and possible action. A. Authorization to Waive the Competitive Bid Process and Proceed with Agreements with AquaPro Plumbing, Paint Platoon USA Company, and All Partitions to Complete Emergency Repairs at the Paulus Park Chalet in the Amount Not-to-Exceed $55,291 (Trustee Weider) Summary: The Paulus Park Chalet has been closed since mid-February for program use due to extensive repairs to the sanitary service. The repair requires partial demolition and replacement of interior plumbing, flooring, walls, and the replacement of the sanitary lift station servicing the facility. The facility will continue to be unavailable until the completion of this work, creating the potential for interruption of scheduled summer programs, activities, and camp. Proposals were solicited from vendors capable of performing the necessary repairs and replacements. On-site visits were conducted with vendors and Village Staff received proposals for both the plumbing and restoration. Due to the high use of this facility, especially heading into summer camp activities,  4 Staff is recommending the competitive bid process be waived in an effort to expedite the repairs and return it to service as quickly as possible. Recommended Action: A motion to approve agreements with AquaPro Plumbing, Paint Platoon USA Company, and All Partitions for emergency repairs at the Paulus Park Chalet in the amount not-to-exceed $55,291. B. Agreement with Vicarious Multimedia - St. Steven Public Relations for Referendum Communications in the Amount Not-to-Exceed $30,000 (Mayor Poynton) Summary: On March 18, 2024, the Village Board approved the wording for a referendum question to appear before Lake Zurich voters on the November 2024 General Election ballot. If approved by Lake Zurich voters, this referendum would increase the local non-home rule sales tax by 0.5%, or half- a-penny on the dollar. This new revenue would mitigate the 5-Year water rate increases that are necessary to fund the transition to Lake Michigan water. Residents will get the choice to decide if the approximately 40% of non-residents that contribute to Lake Zurich’s sales tax should assist in paying for the Lake Michigan water transition or if the cost of this should transition should be funded by increased water rates over the next five years. After reviewing proposals for referendum educational communications, Village staff is recommending Vicarious Multimedia to enhance internal efforts in a multi-channel, multi-media public information and community engagement campaign starting on April 15 and running through November 5, 2024. Recommended Action: A motion to an agreement with Vicarious Multimedia - St. Steven Public Relations for referendum communications in the amount not- to-exceed $30,000. 8. TRUSTEE REPORTS 9. VILLAGE STAFF REPORTS 10. ADJOURNMENT The next regularly scheduled Village Board meeting is on Monday, April 15, 2024. The Village of Lake Zurich 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 so that they can observe and participate in this meeting, or who have questions regarding the accessibility of the meeting or the Village’s facilities, should contact the Village’s ADA Coordinator at 847.438.5141 (TDD 847.438.2349) promptly to allow the Village to make reasonable accommodations for those individuals. *Agenda posted on March 28, 2024.