C. Village Board

APPROVED MINUTES VILLAGE OF LAKE ZURICH Board of Trustees 70 East Main Street Board of Trustees 70 East Main Street Monday, May 1, 2023 7:00 p.m. CALL TO ORDER by Mayor Thomas M. Poynton at 7.00pm. OATH OF OFFICE FOR NEWLY ELECTED VILLAGE BOARD TRUSTEES Trustees Marc Spacone, William Riley and Roger Sugrue were each administered the Oath of Office by Mayor Tom Poynton. After the oaths the Trustees took their seats 0n the dais. ROLL CALL: Mayor Thomas Poynton, Trustee Dan Bobrowski, Trustee Mary Beth Euker, Trustee William Riley, Trustee Marc Spacone, Trustee Roger Sugrue, Trustee Greg Weider. Also in attendance: Village Manager Ray Keller, Village Atty. Scott Uhler, Finance Dir. Amy Sparkowski, Management Services Dir. Michael Duebner, Fire Chief Dave Pilgard, Police Chief Steve Husak, Dir. Of Community Development Sarosh Saher, Public Works Dir. Mike Brown. PLEDGE OF ALLEGIANCE PRESIDENT’S REPORT / COMMUNITY UPDATE Safe Boating Week Proclamation. Park and Rec Dept. are hiring lifeguards, please contact Bonnie Caputo, Park and Rec Dir. PUBLIC COMMENT There were none. CONSENT AGENDA A. Approval of Minutes from Village Board Meeting of April 17, 2023 B. Approval of Semi-Monthly Warrant Register Dated May 1, 2023 Totaling $1,125,343.24 C. Ordinance Establishing Village of Lake Zurich Special Service Area #20 at the Sanctuary of Lake Zurich Subdivision ORD. #2023-05‘512 Summary: This backup Special Service Area is being established for the maintenance and reconstruction of certain improvements within the Sanctuary of Lake Zurich Subdivision in the event they are necessary. This backup SSA was required as a condition of the Development Agreement between the Village and LZ Development Group, LLC. On February 21, 2023, the Village Board conducted the required Public Hearing to propose the  Village of Lake Zurich Board of Trustees Regular Meeting. Monday May lSt, 2023. 2 establishment of the backup SSA. No objecting petition was filed Within 6O days of that public hearing and the SSA may now therefore be approved. Agreement with Patriot Pavement Maintenance, Inc. for the 2023 Pavement Crack Sealing Program in the Amount Not-to-Exceed $60,000 Summary: The FY23 budget includes $60,000 in the Motor Fuel Tax Fund for preventative street maintenance. A cooperative bid opening with the Lake County Municipal League on April 14, 2023 resulted in three bids received, With the most competitive bid from Patriot Pavement Maintenance. Change Order Request with Layne Christensen Company for Updated Well #12 Preventative Maintenance in the Amount Not-to-Exceed $204,400 Summary: In September 2022, the Village Board authorized preventative maintenance for Well #12 with its designated deep well contractor, Layne Christensen Company for an amount not-to-exceed $154,000 from the FY22 budget. The maintenance project began on November 14, 2022 and due to unanticipated conditions discovered, additional costs will be incurred in order to complete the project. Due to the uncertainty of the time necessary to reopen the borehole, staff is recommending adding a $10,000 contingency for a project total of $204,400, an overage of $50,400 from the original authorized amount. The FY23 budget includes $130,000 funding for Well #7 scheduled maintenance that staff is recommending to defer to FY 2024 in order to account for the increase in the cost of the Well 12 maintenance project. Intergovernmental Cooperation Agreement for the Purpose of a Shared Training Simulator between the Village of Vernon Hills and Local Law Enforcement Partners Summary: The LZPD has participated in a cooperative arrangement for the use of a scenario-based decision-making simulator system with hve area police departments for nearly 2O years. The current system has become outdated and has experienced operational issues that have made it obsolete. Recommended Action: A motion was made by Mayor Poynton, seconded by Trustee Spacone, to approve the Consent Agenda as presented. AYES: 6 Trustees Bobrowski, Euker, Riley, Spacone, Sugrue, Weider. NAYSI 0 ABSENTI 0 MOTION CARRIED. 8. NEW BUSINESS A. Agreement with Arrow Road Construction Company for the 2023 Road Resurfacing Program in the Amount Not-to-Exceed $2,742,061.01 Summary: The FY 2023 budget includes $3.2 million in the Motor Fuel Tax Fund for the annual road resurfacing program. Traditionally, the road resurfacing program is funded almost entirely by the local 0.5% non-home rule sales tax. For this year’s program, infrastructure funding from Federal and State grant programs allows the Village to dedicate an additional $1.29 million in resurfacing funds. 2023 road resurfacing will include the eastern portion of the Old Mill Grove subdivision, including Old Mill Grove Road in its entirety. Other roads slated  Village of Lake Zurich Board of Trustees Regular Meeting. Monday May 1“, 2023. 3 for resurfacing include Brush Hill Lane, Browning Lane, Millbrook Drive, Kingwood Lane, Heartwood Lane, Pebble Creek Drive, and Ridgewood Court. A competitive bid opening on April 14, 2023 resulted in nve bids received, with the lowest responsible bid from Arrow Road Construction Company with a base bid amount of $2,356,419.10. The total requested authorization amount of $2,742,061.01 includes the base bid plus $385,641.91 for engineering, materials testing, and additional project contingency. Public Works Director Mike Brown gave background information and stated that the area has been in need of repair for some time. Federal and State grants will be used for the project. Trustee Bobrowski gave kudos to the Public Works Dept., for getting the grants. Trustee Spacone asked if it was a full replacement and Dir. Brown responded that it was not. Recommended Action: A motion was made by Trustee Spacone, seconded by Trustee Euker, to approve an Agreement with Arrow Road Construction Company for the 2023 Road Resurfacing Program in the Amount Not-to- Exceed $2,742,061.01. AYES3 6 Trustees Bobrowski, Euker, Riley, Spacone, Sugrue, Weider. NAYSI 0 ABSENT: 0 MOTION CARRIED. 9. TRUSTEE REPORTS Trustee Weider thanked the Public Works Dept., Park and Rec. staff and volunteers for their help in the recent Arbor Day celebrations. Trustee Euker thanked the Lake Zurich High School Theater dept. for their recent “Frozen”. production of Trustee Bobrowski thanked Public Works’ letter about the upcoming road works along West Main Street which has been shared to residents and businesses. Trustee Spacone asked where residents can see a map of the upcoming road works and Dir. Brown directed residents to the Village’s website as well as a map at the Village Hall. 10. VILLAGE STAFF REPORTS There were none. 11. ADJOURNMENT A motion to adjourn was made by Trustee Weider, seconded by Trustee Riley. AYES: 6 Trustees Bobrowski, Euker, Riley, Spacone, Sugrue, Weider. NAYSI 0 ABSENTI 0 MOTION CARRIED. Meeting adjourned at 7.26pm. Respectfully submitted by: Kathleen Johnson, Village Clerk Approved by: 5MB Mayor om M. Poynton Date.