D. Committee of the Whole

APPROVED VILLAGE OF LAKE ZURICH COMMITTEE OF THE WHOLE FEBRUARY 25, 2008 The meeting was called to order at 7:42 p.m. ROLL CALL: Present –Mayor Tolomei, Trustees Branding, Callahan, Johnson, Poynton, and Taylor. Excused - Trustee McAvoy. Also present –Administrator Vitas, Village Attorney Mueller, Finance Director Zochowski, Police Chief Urry, Fire Chief Mastandrea, Park and Recreation Director Perkins, Public Works Director/Engineer Heyden, and Building and Zoning Director Peterson. APPROVAL OF FEBRUARY 11 & 13, 2008 MINUTES: MOTION made by Trustee Johnson, seconded by Trustee Callahan, to approve the minutes of the February 11, 2008 Committee of the Whole as submitted. Voice vote, all in favor. MOTION CARRIED. MOTION made by Trustee Johnson, seconded by Trustee Taylor, to approve the minutes of the February 13, 2008 Committee of the Whole as submitted. Voice vote, all in favor. MOTION CARRIED. REVIEW OF REVISED CONCEPT PLAN – CHURCHILL PROPERTY IN KILDEER Mayor Tolomei provided an update on the recent meeting that he and Trustees Taylor and Poynton, Administrator Vitas, and Building and Zoning Director Peterson had with the Village of Kildeer regarding the proposed development of the Churchill property at the northwest corner of Route 12 and Cuba Road. Based upon recommendations and requirements stated by the Lake Zurich designees, Kildeer revised their site plan from a plan showing more small stores to one with reduced square footage showing fewer stores but two large retail stores. Several other compromises had been made by Kildeer including a three-quarter access off of Cuba Road, widening of Route 12 at the proposed development by the developer, and improvements to the buffer by Lake Zurich homes. Building and Zoning Director Peterson reviewed exhibits depicting the previous and current proposed site plans and provided a brief summary. Administrator Vitas reviewed the revised plan in further detail listing improvements including reduction in density, increased buffer area, possible pedestrian access, and improvements to the access and roads near the development. He said there are many unknowns and in some cases the developer is presenting their “best guess.” Additionally, the plan is contingent upon approval from IDOT and ACOE. Lake Zurich is concerned about traffic and will ask Kildeer to consider potential losses to the Village because of the development when the revenue sharing is negotiated. Committee of the Whole Minutes, February 25, 2008 2 Discussion followed. Trustee Taylor summarized the areas in the original proposal that Lake Zurich found unacceptable. He pointed out that the plans were conceptual at this point and that there has been significant dialogue with Kildeer and concessions made especially regarding the Cuba Road access. He recommended the proposed Lowe’s store be moved further east so the wetland could be increased and wants the revenue split to be in perpetuity and not terminate in 2013. Trustee Poynton questioned if two more “big-box” stores are desirable or viable. Trustee Callahan would like to see only one “big-box” store and additional smaller stores, although he appreciated the dialogue and concessions that Kildeer has already made. He also wanted to see adequate buffering on the Lake Zurich side. Trustee Johnson shared the concerns about the “big- box” stores and wanted the revenue sharing to be negotiated to protect Lake Zurich. Trustee Branding also had concerns about the “big-box” stores and would prefer smaller stores. She would not support de-annexing any property and wanted to be sure Lake Zurich would not be adversely impacted by the drainage. Mayor Tolomei recommended the wetland not be mitigated and left as it is. He summarized concerns to the Village including Old Rand Road access, equitable revenue sharing, establishment of a joint review committee, and Lake Zurich’s long-term participation and involvement in future changes to the development including retailers. Trustee Poynton asked that the intergovernmental agreement be reviewed to see if it applies to sharing property tax revenue in addition to sales tax revenue. Public Works Director/Engineer Heyden stated his concerns about the possibility of the easement going over a wetland but said he thought the details could be worked out. Alan Mader, 833 Windemere Lane, said the proposed development would be an eyesore. It was not equitable for Lake Zurich and shows more congestion by the Lake Zurich side and more green space by the Kildeer side. Mr. Mader said there is flooding where the buffer is proposed, and a sewer would be needed. Cindy Sims, 815 Windemere Lane, agreed with Mr. Mader’s statements. She said only three Kildeer residents will have building behind them, but twelve Lake Zurich residents will have buildings behind them. Al Froehde, 230 Prairie Lane, asked that Kildeer adhere to the Lake Zurich landscape requirements. Trustee Poynton said the intergovernmental agreement requires the Villages to adhere to whatever regulations are more stringent. Jim Tarbet, 1195 Cedar Creek Drive, said the proposed detention is not adequate and will result in flooding offsite. Committee of the Whole Minutes, February 25, 2008 3 Bill Blutschmidt, 280 Cardinal Drive, said his property is being purchased by the developer. He provided information about the grade of the property. MOTION was made by Mayor Tolomei, seconded by Trustee Taylor, to recommend the Board of Trustees authorize the staff and board members representing the Village of Lake Zurich to go back and consult with Kildeer to move the concept forward as shown on the recent site plan which includes two “big-box” stores. AYES: 2 Trustees Johnson and Taylor NAYS: 3 Trustees Branding, Callahan, and Poynton MOTION FAILED DISCUSSION ON REIMBURSEMENT FOR SPECIAL EVENTS The Park and Recreation Department Events Guidelines, a revised Special Event Request and Agreement with marquee fee and police, fire, and public works staff costs added by Administrator Vitas, and the 2007 Hire-back Overtime Detail Analysis were reviewed and discussed. Trustee Branding had asked that this item be discussed because not all of the staff costs are being reimbursed, which makes accurate budgeting difficult. Director Perkins said the intent of the Special Events Guidelines was to charge fair and consistent fees and to recoup Park and Recreation staff expenses. It was set up as a guideline for park usage. It was not within its scope to charge fees for police, fire, or public works expenses. After review of the overtime analysis, it was clear that some of the costs had been reimbursed and the total did not give a fully accurate picture. The high police and fire labor expenses for the Lake Zurich Triathlon were a concern. Particularly bothersome was the $5 per participant fee being paid to the LZPOA. Discussion followed on the extent of the Village’s involvement and responsibilities for various events including the Alpine and Memorial Day parades. Suggestions included establishing an escrow fund with the balance to be refunded to the organization after the event and allowing staff discretion to waive up to $1,000 in fees or expenses before bringing the issue to the Board. Trustee Poynton was not comfortable with donations in lieu of fees and preferred fees to be assessed. MOTION made by Trustee Branding, seconded by Trustee Johnson, to recommend the Board of Trustees require reimbursement for all department within the Village for all special events that use the parks. Discussion followed. There was agreement that the new Special Event Request Cost Breakdown (revised 2/20/08) that included fees for the marquee and police, fire, and public works staff costs added be adopted. Trustee Johnson withdrew his second and Trustee Branding withdrew her motion. DISCUSSION OF COMPENSATION FOR ELECTED OFFICIALS Mayor Tolomei said he had been asked to discuss increasing the compensation for the president and the trustees. It was understood that according to state law, any salary changes would take effect for newly elected or re-elected officials and not apply to those currently seated. Committee of the Whole Minutes, February 25, 2008 4 Discussion followed. There was agreement that the current salary was barely a stipend considering the hours the Board put in and that attending community and charity events could be costly resulting in negative income. Due to the tight budget, the majority of the Board members said they could not recommend an increase even though it is merited. No action was taken. ADJOURNMENT: MOTION made by Trustee Callahan, seconded by Trustee Poynton, to adjourn the meeting. Voice vote, AYES have it. MOTION CARRIED. The meeting was adjourned at 7:41 p.m. Submitted by: Approved: 3/24/08