C. Village Board

Corrected APPROVED LAKE ZURICH BOARD OF TRUSTEES REGULAR MEETING 70 East Main Street Monday, July 20, 2009 1. CALL TO ORDER The meeting was called to order at 7:01 pm 2. ROLL CALL Present were Village President Branding, Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich. Also present were Village Attorney Burkland, Village Administrator Vitas, Police Chief Finlon, Fire Chief Mastandrea, Finance Director Zochowski, Public Works Director / Village Engineer Heyden, Human Resources Manager Pankiw, Park and Recreation Director Perkins and Building/Zoning Director Peterson. Trustee Johnson was excused. 3. PLEDGE OF ALLEGIANCE President Branding welcomed Craig Taylor the recently appointed Lake County Board Representative for District 19. Mr. Taylor thanked President Branding and extended an invitation to the public to a July 22 informational meeting from 5pm to 7pm regarding the preliminary engineering study for Quentin Road from White Pine Road to IL Route 22 conducted by the Lake County Division of Transportation at Lake Zurich Middle School South. Mr. Taylor also asked the public to contact him with feedback at ctaylor@lakecountyil.gov. 4. PUBLIC COMMENT No comments from the public. 5. PRESIDENT’S REPORT A. Certificate of Recognition for Safety Town project completed by Eagle Candidate Stephen Kleppinger. Director Perkins thanked Stephen for his efforts to rebuild Safety Town as part of his Eagle Scout project. President Branding presented Mr. Kleppinger with a certificate of recognition, a Park and Recreation ball cap and pen. Director Perkins thanked Mr. Kleppinger’s family and friends for their help on the project and presented them with pens. Board of Trustees Meeting, July 20, 2009 Page 2 President Branding announced that there is disaster recovery assistance available to homeowners, renters, business owners and private not-for-profit organizations affected by recent storms and flooding. Effected parties should visit the SBA website at www.sba.gov/services/disasterassistance for more information. B. Appointments to various boards and commissions. President Branding announced that under ordinance 2009-07-641 she has established a Route 12 Corridor Committee and appointed Lake Zurich resident and business-owner Mark Ernst to take the lead. 6. CONSIDERATION OF MINUTES A. Minutes of the Special Village Board Meeting held on July 6, 2009. MOTION was made by Trustee Sustich, seconded by Trustee Halen, to approve the Special Village Board meeting minutes of July 6, 2009 as corrected. Voice vote, all in favor. MOTION CARRIED 7. CONSENT AGENDA No items at this time. 8. OLD BUSINESS No items at this time. 9. NEW BUSINESS A. Floor covering for Firearms Range Summary: The Police Department sent an RFP to five companies for floor covering in the Firearms Range and Work Area. Two companies responded, and staff reviewed their proposals and references. The recommended bid is the lowest bid responsive to the RFP specifications. Chief Finlon confirmed for Trustee Poynton that this item was in the budget. Trustee Poynton also inquired about an alternative floor covering option. Chief Finlon confirmed for Trustee Sustich that the remaining work to be done on the Firearms Range and Work Area is in the budget. The Chief responded to Trustee Halen’s inquiry on the lifespan of the flooring commenting that it will last 8 – 10 years and that they had negotiated for a 5 year warranty when the normal warranty was only 1 year. Board of Trustees Meeting, July 20, 2009 Page 3 MOTION was made by Trustee Halen, seconded by Trustee Sustich to enter into an agreement with Prime Coat Coating Systems to apply an epoxy floor covering in the Lake Zurich Police Department Firearms Range and associated work areas in accordance with the provided RFP specifications in the amount of $13,813.93. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED B. Approval of Semi-Monthly Warrant Register Dated July 20, 2009, totaling $367,095.39 Trustee Sprawka presented the semi-monthly warrant register and outlined those items that comprise more than 5% of the total warrant which include: Illinois EPA, Lake County Public Works, Staples, Holland & Knight, Maxim, and Lake Zurich FPD. Trustee Sustich apologized to the public for the missing warrant detail in the packet at the front desk. Trustees Halen and Sustich questioned whether approval of the current warrant would cause the village to exceed its appropriation. Village Administrator Vitas made an affirmative declaration that approval of the warrant would not result in the village exceeding its appropriation. Administrator Vitas and Director Zochowski agreed to work with the trustees to finalize various requested financial reports. MOTION was made by Trustee Sprawka, seconded by Trustee Sustich to approve the semi-monthly warrant register dated July 20, 2009, totaling $367,095.39. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED C. Purchase of Computers Summary: MIS Division received quotes from four vendors for 30 new computers at the Police Department and three other computers throughout the Village as part of the Village’s replacement program. The recommended vendor Paragon Micro submitted the low quote. Director Zochowski commented that most of the PC’s to be replaced were more than five years old and were two years overdue for replacement. He confirmed for Trustee Halen that the obsolete computers would be sold at a public auction. MOTION was made by Trustee Sprawka, seconded by Trustee Halen to award the purchase of 33 Dell Optiplex 360 computers from Paragon Micro at a total delivered price of $13,604.91. Board of Trustees Meeting, July 20, 2009 Page 4 AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED D. Ordinance Rescinding Unused Authority Under Lake Zurich Ordinance No. 2008- 12-590, for Issuance of Certain Alternate Revenue Source Bonds Summary: Ordinance No. 2008-12-590 authorized the issuance of up to $16,000,000 in alternate revenue source bonds. The Series 2009A, B, and C bonds were issued in a total amount $13,610,000 which is $2,390,000 under the authorized level. The Board may rescind the remaining bonding authority by adopting the proposed ordinance. This action is consistent with the Board’s earlier resolution providing for rescission. MOTION was made by Trustee Sprawka, seconded by Trustee Halen to pass an Ordinance Rescinding Unused Authority Under Lake Zurich Ordinance No. 2008- 12-590, for Issuance of Certain Alternate Revenue Source Bonds. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED E. Selection of Consultant Services for Water and Sewer Rate Study Summary: Staff received and reviewed six proposals to perform a water and sewer rate study. After the last rate study was conducted in 2004, it was recommended to perform another study in five years. The engineering firm Municipal Economics and Planning submitted an estimated price range of $28,500 to $34,500 for the work, which is below the approved budgeted amount of $40,000. Director Heyden commented that this study is necessary to secure the IEPA loans. Trustee Halen asked how often the study needed to be conducted and what the downside was to delaying a study. Director Heyden responded that studies typically occur every 5 years though timing could be affected by various trends. He indicated that a delay would mean that the Village wouldn’t qualify for the secure IEPA loans. Trustee Sprawka commented that one of the benefits of the survey was that it would expose any issues within the system. Director Zochowski commented that updates which were less costly could also lengthen the gap between studies. Trustee Poynton inquired about the decision to choose a company based out of Wisconsin versus one from Illinois. Director Heyden responded that the request went out to both Wisconsin and Illinois-based firms but that ME&P had a proven track record. Board of Trustees Meeting, July 20, 2009 Page 5 Director Heyden confirmed for Trustee Rzeznik that one of the deliverables from ME&P would be a recommendation on the utilization of Lake Michigan water. MOTION was made by Trustee Sustich, seconded by Trustee Sprawka to select the engineering firm of Municipal Economics and Planning to complete the proposed Water and Sewer Rate Study and to authorize the Village Administrator to enter into a contract with Municipal Economics and Planning for the work in an amount not to exceed $40,000. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED F. Selection of Consultant Services for Hydraulic Model Summary: Staff received and reviewed six proposals for an update to the water system hydraulic model, which was last done in 2005. Short Elliot Hendrickson provided the most thorough scope of the project that adequately covered all required tasks. If this company is approved, then staff will negotiate a final contract, for execution by the Village Administrator, for an estimated price of $24,500, which is below the approved budgeted amount of $30,000. Director Heyden commented that Short Elliot Hendrickson conducted the last study and was familiar with the Village. He confirmed for Trustee Sustich that SEH would try to factor in future downtown development to the model. MOTION was made by Trustee Sustich, seconded by Trustee Halen to select the engineering firm of Short Elliot Hendrickson, Inc. to complete the proposed Water System Hydraulic Model and to authorize the Village Administrator to enter into a contract with Short Elliot Hendrickson, Inc. for the work in an amount not to exceed $30,000. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED 10. TRUSTEE REPORTS Trustee Poynton thanked the Alpine Runners for their efforts to pick up trash along Rt 22. 11. ADMINISTRATOR’S REPORT Administrator Vitas announced that he had just received a draft copy of the mitigation agreement from Canadian National. He commented that the numbers are Board of Trustees Meeting, July 20, 2009 Page 6 greater than what was initially agreed to and that the document would be circulated amongst the board members for review. 12. ATTORNEY’S REPORT Attorney Burkland summarized recent legislation concerning video gaming and changes to the Freedom of Information Act. 13. DEPARTMENT HEAD REPORTS A. Fire Chief Mastandrea: Canadian National Railroad Crossing Monitors Chief Mastandrea commented on recent negotiations with Canadian National to change from stationary cameras to real-time monitoring at rail road crossings. Director Heyden announced that work had begun on the Rt 12 resurfacing project but that there was a delay due to conflicting commitments for the contractor. He asked the public to check the village website for weekly updates on IDOT’s progress. Chief Finlon shared that there were a minimal number of complaints to the Village and no incidents related to the public demonstration at Routes 12 and 22 on July 15, 2009. Director Peterson announced that My Flavor It Place would be opening the week of July 20, 2009, Delicious Redds would be opening soon and that the Sonic was planning to open on August 31, 2009. 14. CLOSED SESSION / ADJOURNMENT MOTION was made by Trustee Halen, seconded by Trustee Sustich to recess into closed session to discuss matters related to pending litigation, specific personnel, and review of closed session minutes and to adjourn immediately after the closed session without conducting further business. AYES: 5 Trustees Halen, Poynton, Rzeznik, Sprawka and Sustich NAYS: 0 ABSENT: 1 Johnson MOTION CARRIED The meeting adjourned at 8:16pm. Respectfully submitted: Wende M. Dau, Village Clerk Approved by: ___________________________________________________ President Suzanne K. Branding Board of Trustees Meeting, July 20, 2009 Page 7