C. Village Board

APPROVED LAKE ZURICH BOARD OF TRUSTEES REGULAR MEETING 70 East Main Street Monday, November 17, 2008, 7:30 p.m. 1. CALL TO ORDER AND ROLL CALL The meeting was called to order at 7:30 pm. Present were Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor. Village President Tolomei was excused. Also present were Village Administrator Vitas, Village Attorney Burkland, Police Chief Finlon, Public Works Director/Engineer Heyden, Fire Chief Mastandrea, Park Director Perkins, Building/Zoning Director Peterson, and Finance Director Zochowski. MOTION was made by Trustee Callahan, seconded by Trustee Johnson, to appoint Trustee McAvoy as President Pro Tempore. Voice vote, AYES have it. MOTION CARRIED 2. PLEDGE OF ALLEGIANCE 3. PRESIDENT’S REPORT A. Certificates of Appreciation to Sarah Adams Girl Scout Troops for scarecrows along Main Street Representatives from five Girl Scout Troops were on hand to show their handiwork displayed downtown and receive Certificates of Appreciation from the Village. B. Team Steele – performing brief skit on winter pavement conditions Public Works Director/Engineer Heyden introduced the six junior high students who participated in a skit regarding winter pavement conditions. Their skit suggested alternative products be used for snow removal in order to keep deterioration to our streets at a minimum. This skit was especially appropriate for this meeting since an alternative mechanism was on the agenda for Board approval. Their skit was enjoyed by all! 4. PUBLIC COMMENT Jim Tarbet, 1195 Cedar Creek Drive, spoke on the issue of the ordinance for the refunding of bonds. Mr. Tarbet suggested the ordinance include verbiage explaining how these funds will be spent. Finance Director Zochowski stated all questions on this subject will be discussed at the appropriate time under Other Business. Board of Trustees Regular Village Board meeting minutes, November 17, 2008 Page 2 5. APPROVAL OF MINUTES A. Joint meeting September 20, 2008 MOTION was made by Trustee Poynton, seconded by Trustee Callahan, to approve the Joint meeting of September 20, 2008. Voice vote, all in favor. MOTION CARRIED B. Special Village Board meeting October 30, 2008 MOTION was made by Trustee Branding, seconded by Trustee Poynton, to approve the Special Village Board meeting minutes of October 30, 2008. Voice vote, all in favor. MOTION CARRIED C. Regular Village Board meeting November 3, 2008 MOTION was made by Trustee Callahan, seconded by Trustee Poynton, to approve the Regular Village Board meeting minutes of November 3, 2008. Voice vote, AYES have it. Trustees Johnson and McAvoy abstained. MOTION CARRIED D. Special Village Board meeting November 10, 2008 MOTION was made by Trustee Callahan, seconded by Trustee Poynton, to approve the Special Village Board meeting minutes of November 10, 2008. Voice vote, AYES have it. Trustee Johnson abstained. MOTION CARRIED 6. CONSENT AGENDA Items A and E were removed for further discussion under Other Business. B. Resolution approving Investment Policy. The Finance Committee recommends approval and the Board of Trustees approves A Resolution Approving the Village of Lake Zurich Investment Policy. (Assign RES. #2008-11-17A) C. Automatic Aid Agreement. The Public Safety Committee recommends approval and the Board of Trustees approves an agreement between the Village of Palatine, the Palatine Rural Fire Protection District, the Lake Zurich Rural Fire Protection District and the Village of Lake Zurich for cooperative fire and emergency medical services. D. IDOT agreement for Mionske Pond bypass sewer project. The Committee of the Whole recommends approval and the Board of Trustees approves the execution of an agreement between the Village of Lake Zurich and the Illinois Department of Transportation for the Mionske Pond bypass sewer project with an IDOT contribution of one-half of the costs, not to exceed $150,000. Board of Trustees Regular Village Board meeting minutes, November 17, 2008 Page 3 F. Newsline, December edition. The Committee of the Whole recommends approval and the Board of Trustees approves this edition of the Newsline as revised. MOTION was made by Trustee Johnson, seconded by Trustee McAvoy, to approve the Consent Agenda as read. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYES: 0 ABSENT: 0 MOTION CARRIED 7. ADMINISTRATOR’S REPORT Village Administrator Vitas had no separate report but asked Building/Zoning Director Peterson to report on the special census. The field work for the special census is complete. A preliminary report will be available in two weeks. If anyone has questions or wondered whether they were included in the survey, should contact the census bureau by November 22nd. 8. ATTORNEY’S REPORT No report. 9. COMMITTEE AND TRUSTEE REPORTS No report. 10. OTHER BUSINESS Consent Agenda Items: A. Warrant dated November 17, 2008. The Finance Committee recommends approval and the Board of Trustees approves the Warrant dated November 17, 2008 in the amount of $518,197.09 which includes the following items over 5% of the total: 1. Layne Christensen Co. $103,789.61 20.03% 2. Peapod LLC $ 70,222.00 13.55% 3. Gametime, Inc. $ 43,522.86 8.40% 4. Exelon Energy, Inc. $ 32,059.06 6.19% MOTION was made by Trustee McAvoy, seconded by Trustee Poynton, to approve the Warrant dated November 17, 2008, in the amount of $518,197.09. AYES: 5 Trustees Callahan, Johnson, McAvoy, Poynton, and Taylor NAYES: 0 ABSENT: 0 ABSTAIN: 1 Trustee Branding MOTION CARRIED E. Alternatives for winter anti-ice road maintenance. The Committee of the Whole recommends approval and the Board of Trustees approves the purchasing proposal from Superintendent of General Services Brown as presented by Public Works Director/Engineer Heyden in memorandum dated November 6, 2008, for Board of Trustees Regular Village Board meeting minutes, November 17, 2008 Page 4 alternative anti-ice applications in the amount of $81,607.79, with waiver of the competitive bid process for capital purchases, as the vendor is a sole source. Public Works Director/Engineer Heyden reminded Board members of their plans to implement a new anti-icing system this year and supplement the current salt program. An amount of $15,000 was budgeted for this year, with the remaining items planned for next year’s budget. The salt crisis this year prompted the need for this service earlier than planned. The necessary items will be purchased from multiple vendors, some sole source providers. Due to this short list of vendors, Public Works Director/Engineer Heyden requested the Board waive the bidding process to purchase this equipment. The regular application of rock salt will not be eliminated with the incorporation of the anti-ice alternatives. The money to purchase these items, not in this year’s budget, will be taken fro the MFT fund. MOTION was made by Trustee Callahan, seconded by Trustee Taylor, to approve alternatives for winter anti-ice road maintenance program as outlined by Public Works Director/Engineer Heyden, and waive the competitive bid process. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYES: 0 ABSENT: 0 MOTION CARRIED Other Business: A. AN ORDINANCE AUTHORIZING THE ISSUANCE OF ONE OR MORE SERIES OF GENERAL OBLIGATION BONDS (ALTERNATE REVENUE SOURCE) OF THE VILLAGE OF LAKE ZURICH, LAKE COUNTY, ILLINOIS IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $16,000,000. (Assign ORD. #2008-11-590) Finance Director Zochowski responded to Mr. Tarbet’s comments. The ordinance before the Board is the first step in the process. After a time period of 30 days, a finalized ordinance will be written, including the details of how the funding will be used, and presented to the Board for approval. A public hearing must be held first and is scheduled for December 1st. Currently, the TIF fund cannot pay the debt service obligations over the next few years. Unless the debt service is decreased, services will need to be cut and real estate taxes increased. MOTION was made by Trustee Taylor, seconded by Trustee Callahan, to approve an ordinance authorizing the issuance of one or more Series of General Obligation Bonds (Alternate Revenue Source) of the Village of Lake Zurich, Lake County, Illinois in an aggregate principal amount not to exceed $16,000,000. AYES: 5 Trustees Callahan, Johnson, McAvoy, Poynton, and Taylor NAYES: 0 ABSENT: 0 ABSTAIN: 1 Trustee Branding MOTION CARRIED Board of Trustees Regular Village Board meeting minutes, November 17, 2008 Page 5 B. Courtesy review referral of Monkey Joe’s proposal to appropriate hearing boards. Fidelity Group Ltd, Monkey Joe’s, 748 S. Rand Road - request for amusement and recreation services. C. Courtesy review referral of Pathway Development Victory Center proposal to appropriate hearing boards. Pathway Dev. LLC, Victory Center of Lake Zurich, Midlothian Road (former Brookwood Estates site) request for Supportive Living Facility. No additional information was provided. Both of these items will move forward to the appropriate Boards and Commissions for review without recommendation from the Board. Other Comments: Trustee Johnson questioned the final date for yardwaste pickup posted in the Newsline. Public Works Director/Engineer Heyden concurred the date should be December 5th. A correction will be made. 11. EXECUTIVE SESSION called to discuss pending, probable, or imminent litigation. MOTION was made by Trustee Callahan, seconded by Trustee Johnson, to adjourn to Executive Session for the purpose of discussing pending, probable, or imminent litigation and not reconvene to open session. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYES: 0 ABSENT: 0 MOTION CARRIED 12. ADJOURNMENT Meeting adjourned at 8:19 pm. Respectfully submitted: Gloria M. Palmblad, Village Clerk Approved by: ___________________________________________________ President John G. Tolomei