C. Village Board

APPROVED MINUTES VILLAGE OF LAKE ZURICH Board of Trustees 70 East Main Street Monday, April 1, 2024 7300 p.m. H CALL TO ORDER by Mayor Thomas M. Poynton at 7201 pm. ROLL CALL: Mayor Thomas Poynton, Trustee Dan Bobrowski, Trustee Mary Beth Euker, Trustee Marc Spacone, Trustee Roger Sugrue, Trustee Greg Weider. Trustee Riley and Spacone are absent. Also in attendance: Village Manager Keller, Asst. Village Manager Duebner, Village Atty. Uhler, Police Chief Husak, Public Works Dir. Brown, Parks Director Caputo, and Deputy Village Clerk Kordell. PLEDGE OF ALLEGIANCE $OD PUBLIC COMIWENT o Eric Dubiel, 25 North Pleasant Road, spoke against Lake Zurich water rates increasing to cover the costs of Lake Michigan water, suggesting that each household should be allowed to dig their own private property wells and detach from the municipal water system. PRESIDENT’S REPORT / CONIMUNITY UPDATE o Mayor Tom Poynton gave a Mayoral Proclamation to Lake Zurich Resident Allan Titov on Being a Top Ranked Judo Champion. o The Mayor also proclaimed April 14 — 20, 2024 as National Telecommunicator Week in Lake Zurich and Arbor Day in Lake Zurich on April 27, 2024. o Following the issuance of these three proclamations, the Mayor gave the podium to Adam Hoover, Director of Strategic Accounts with NIMEC, for a community update on the 100% Green Power Electricity Aggregation Program. CONSENT AGENDA A Approval of Minutes &om 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 Summaryi 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. (-4 l 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. Ordinance Authorizing the Disposal of Surplus Property Owned by the Village of Lake Zurich (Assign Ord. #2024—04-565) Summaryi Staff has identified pieces of equipment that are not in working order, would requires repairs in excess of present market value, or are obsolete. 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. Agreement with Metropolitan Pump Company for Replacement Control Panel at Mionske Sanitary Sewer Lift Station in the Amount Not‘to-Exceed $7 1,751 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 specihc controls the Village has been utilizing in recent lift station upgrades that facilitates equipment standardization. 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 Summaryi On September 6, 2022, the Village Board approved a hve'year professional services agreement with Layne Christensen Company, a sole- source provider of Byron Jackson parts and service in Illinois. All hve 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. Actions: A motion was made by Mayor Poynton, seconded by Trustee Euker, to approve the Consent Agenda as presented.  AYES: 4 Trustees Bobrowski, Euker, Sugrue, Weider. NAYSI O ABSENT: 2 Trustees Riley and Spacone. MOTION CARRIED. NEW BUSINESS 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 Summaryi 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, £looring, 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, 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. Directors Brown and Caputo explained how multiple proposals were received from companies for this emergency repair work and Staff is proposing the least expensive estimates received. A full competitive bid opening would simply take too long and result in significant service interruptions for Lake Zurich families that depend the Parks and Rec Department offering summer programs. Actions: A motion was made by Trustee Weider, seconded by Trustee Sugrue, to waive the competitive bid process and 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. AYES: 4 Trustees Weider, Sugrue, Euker, Bobrowski NAYSI 0 ABSENT: 2 Trustees Riley and Spacone. MOTION CARRIED. Agreement with Vicarious Multimedia - St. Steven Public Relations for Referendum Communications in the Amount Not-to-Exceed $30,000 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. Assistant Village Manager Duebner explained to the Board how Vicarious Multimedia came to be the recommended vendor for supplemental referenda communications and introduced Vicarious Multimedia CEO Melanie Santostefano, who explained to the Board the services she offers and her proposed scope of work for educating Lake Zurich voters about the upcoming November 2024 referenda. Actions: A motion was made by Mayor Poynton, seconded by Trustee Weider, to approve an agreement with Vicarious Multimedia - St. Steven Public Relations for referendum communications in the amount not-to-exceed $30,000. AYES: 4 Trustees Euker, Sugrue, Weider, Bobrowski. NAYSI 0 ABSENTZ 2 Trustees Riley and Spacone. MOTION CARRIED. TRUSTEE REPORTS o Trustee Weider previewed Lake Zurich’s upcoming Arbor Day event on April 27, 2024 at Paulus Park, encouraging the community to get involved. o Trustee Euker, thanked the Parks and Rec staff for their work on organizing another successful egg hunt on March 23, 2024, despite the snowy weather. VILLAGE STAFF REPORTS o Assistant Village Manager Duebner informed the Board the new Paulus Park message sign is now installed and operational. 10. ADJOURNMENT A motion was made by Trustee Euker, seconded by Trustee Sugrue, to adjourn the meeting. AYESI 4 Trustees Euker, Sugrue, Weider, Bobrowski. NAYSI 0 ABSENT: 2 Trustees Riley and Spacone. MOTION CARRIED. The meeting adjourned at 7241 pm  Respectfully submitted by: Kyle Kordell, Deputy Village Clerk oved by: %W loy% /s/Mayor Thomas M. Poynton ~ L_ Date (i-a