D. Committee of the Whole

APPROVED VILLAGE OF LAKE ZURICH COMMITTEE OF THE WHOLE JUNE 11, 2007 The meeting was called to order at 7:30 p.m. ROLL CALL: Present –Mayor Tolomei, Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor. Also present – Acting Village Administrator Heyden, Village Attorney Browne, Police Chief Urry, Fire Chief Mastandrea, Park and Recreation Director Perkins, and Village Planner Gadde. APPROVAL OF MAY 29, 2007 MINUTES: MOTION made by seconded by Trustee McAvoy, to approve Trustee Taylor, the minutes of the May 29, 2007 Committee of the Whole as submitted. Voice vote, all in favor. MOTION CARRIED. KNIGHTS OF COLUMBUS – SURRYSE ROAD – EASEMENT RELEASE AGREEMENT In his memorandum dated June 7, 2007, Administrator Dixon explains that a development was proposed for the Surryse Road area that did not proceed. The rights-of-way, easements, and other elements related to the proposal from the 1970’s have been released from each property as it has been developed. The property on which the Knights of Columbus facility is being built should be released from the site easement. MOTION made by Trustee Johnson, Seconded by Trustee McAvoy, to recommend the Board of Trustees approve a release of total site easement agreement for the Knights of Columbus property on Surryse Road. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYS: 0 MOTION CARRIED DISCUSSION FOR CHANGE TO MEETING TIME OF BOARD MEETINGS AND COMMITTEE MEETINGS This item was tabled at the last Committee of the Whole meeting. Mayor Tolomei asked the Trustees to consider and discuss changes to the meeting time and frequency. Trustee McAvoy said he felt that meeting only two times per month cut the amount of time for public comment and could result in very lengthy meetings on occasion. He was concerned about the perception that they were rushing through important reviews due to time constraints and did not want to short-change the public. Trustee Johnson said he has worked under this arrangement as a trustee in the past and knows it can work. He said Board and Committee meetings combined usually run under two hours. If a meeting runs late, it could be continued. Trustee Taylor said the amount of time needed to prepare for meetings by reviewing materials and visiting sites has not Committee of the Whole Minutes, June 11, 2007 2 been considered. He said two meetings per month would not provide ample time to prepare properly. He asked that the department heads not be required to attend all meetings unless their presence was needed for a particular reason. Mayor Tolomei said the combining of the meetings may be able to work. He was concerned about creating a perception that the Village of Lake Zurich has a cumbersome process if residents and project teams are required to come for another meeting and said great care would be needed to see that they were not treated improperly. Trustee Branding said it was worth a try. Trustee Poynton did not want to reduce the amount of time the public has to address the Board so did not support combining the meetings nor did he support the 7 p.m. starting time. Trustee Callahan was not opposed to combining the meetings. He could come at 7:00 if it was only two times per month but not if it was four. Trustee McAvoy said it would be inappropriate to combine the meetings because it was working well and did not need to be changed. MOTION made by Trustee Johnson, seconded by Trustee Branding, to recommend the Board of Trustees change the meeting schedule for the Board of Trustees and Board Committee Meetings to two times per month with the Board of Trustees meeting starting first at 7 p.m. and the Board Committee meeting to follow. AYES: 3 Trustees Branding, Callahan, Johnson NAYS: 4 Mayor Tolomei and Trustees McAvoy, Poynton, and Taylor MOTION FAILED There was agreement that the department heads should continue to be available at short notice but not be required to attend each meeting unless they had an item on the agenda or would be needed. REQUEST FROM WYNSTONE FOR CONSIDERATION OF SEWER SERVICE Mayor Tolomei summarized the highlights of Administrator Dixon’s memorandum dated June 7, 2007 where he presents the request from Wynstone subdivision for sewer service and asks permission to continue conversations with Wynstone and develop an agreement for providing sewer service if the Board approves. Approximately 40% of the subdivision in North Barrington is within the Village of Lake Zurich Facility Planning Area (FPA) and had been calculated as potential use in the future of the Village sewer system. Public Works Director/Engineer Heyden provided further information and answered questions posed by Committee of the Whole. Administrator Dixon said in his memorandum that the Village sewer system was designed to accept the capacity of Mt. St. Joseph, Valentine Manor subdivision, the Taubman parcel, and the parcels between the Meadow Wood subdivision and the Mt. St. Joseph area. Public Works Director/Engineer Heyden concurred and said there was adequate capacity. He did have some concerns about the request from Lake County that would tie into the gravity portion of the system and the Board will be asked in two weeks to approve a proposal to allow an engineering firm to review the request. Village Attorney Browne said providing sewer service to Wynstone would not set precedence, and the agreement would be tied to the facts of the agreement. The Village would be able to consider requests on a case-by-case basis. Committee of the Whole Minutes, June 11, 2007 3 MOTION made by Trustee Taylor, seconded by Trustee Poynton, to recommend the Board of Trustees grant a request by Wynstone for sewer service under terms and conditions to be established by the village attorney, public works department, and any other departments of the Village that have input. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYS: 0 MOTION CARRIED NEWSLINE –JULY EDITION MOTION was made by Trustee Callahan, seconded by Trustee Taylor, to recommend the Board of Trustees approve the July edition of Newsline. AYES: 6 Trustees Branding, Callahan, Johnson, McAvoy, Poynton, and Taylor NAYS: 0 MOTION CARRIED ADJOURNMENT: MOTION made by Trustee Taylor, seconded by Trustee Callahan, to adjourn the meeting. Voice vote, AYES have it. MOTION CARRIED. The meeting was adjourned at 8:02 p.m. Submitted by: Janet McKay, Recording Secretary Approved: 6/25/07