Village Board Meeting

BOARD OF TRUSTEES VILLAGE BOARD MEETING Tuesday, May 27, 2025 at 7:00 PM Village Hall Board Room 118W. Cook Avenue Ljbertyvjlle, IL 60048 MINUTES 1. Roll Call Mayor Johnson called to order a meeting of the Board of Trustees at 7:03 p.m. Those present were Mayor Donna Johnson, Village Trustees Scott Adams, Matthew Krummick, Casey Rooney, Kara Macdonald and Andrew Herrmann. Trustee Pete Garrity was absent. Also in attendance were Clerk Margaret dark and Village Attorney Hart Passman. - Employee Recognition Pat Geske began working with the Village in 2000 and is celebrating her 25-year anniversary. She serves as the Village's Plan Reviewer in the Building Division of the Community Development Department where she applies her skills as a licensed architect. While she prefers to stay in the background reviewing plans to ensure they meet the code requirements of the Village, it cannot be denied that she is responsible for ensuring the quality and safety of building projects throughout our community. Pat is known for her honest feedback, dynamite brownies, record breaking step count in office fitness challenges, love for training her Doberman Tig and Whippet Spree. Her dedication to her position is evident In her passion and work product, and willingness to step in to help the Department as the interim Building Commissioner following recent retirements. We thank Pat for her many contributions to the community. Mayor Johnson congratulated Ms. Geske for her 25 years of service and thanked her on behalf of the Village for her invaluable contributions to Libertyville. - Presentation of Certificate of Achievement for Financial Reporting/Tripie Crown The Village of Libertyville is now one of 32 governmental agencies in Illinois to receive the Government Finance Officers Association of the United States and Canada (GFOA) Triple Crown Award. This award recognizes government entities that have received the GFOA's awards for budget presentation and financial reporting. According to GFOA, the Triple Crown designation represents a significant achievement of all three separate award programs that each recognize governments for producing reports that communicate their financial stories in a transparent manner that meets applicable standards. This recognition highlights the Village's commitment to transparency and excellence in budgeting and financial reporting. 2. Items Not on the Agenda [ Presentation of items not on the Agenda will be limited to three (3) minutes Mayor Johnson asked if there was public comment for items not on the agenda. Ellen Williams of 240 Prairie Ave. came to offer clarification on some statements made at the prior meeting. She began by giving an overview of the Adler property history. She said the Village stated the rent is $10, but that is inaccurate, as Adler Arts have spent $80K on upkeep of the property. In addition, the organization has made many other investments on the property; up to $700k of investments by the organization. They raised $120K last year at a fundraiser. The patio was never the sole intent of the grant, they are open to options, and they want to work with the Village. Ms. Williams thanked the Board for their time and support throughout the years. VILLAGE OF L1BERTYVILLE Board of Trustees Village Board Meeting IVIinutes May 27, 2025 Jim Connell of 1215 Sussex Lane came to get some closure. He wanted to give a small token of appreciation to the Board and staff. He left a gift from Gourminis to thank everyone for the support. Isabels Sabau of 1635 N Milwaukee said that if the Village attorney represents the employee that she has filed a suit against, she will ask for the Village to be reimbursed. She said she is not suing the Village; she is suing an employee. 3. Omnibus Vote Agenda A. Summary of Omnibus Vote Agenda Items Mayor Johnson presented the Omnibus Vote Agenda and asked if there were any items requested for removal by the Village Board or any Board questions on items. Attorney Passman noted that Item 3D is the consideration of an ordinance which-requires 3/4 vote of trustees excluding the Mayor. Therefore, five "yea" votes are required for passage. B. Approval of Minutes of the May 6, 2025, Special Village Board meeting and the May 13, 2025 Village Board Meeting C. Bills for Approval D. ORDINANCE NO. 25-0-28: An Ordinance Vacating a Portion of an Unimproved Alley at 673 E. Sunnyside Avenue E. RESOLUTION NO. 25-R-81: A Resolution Approving the Award of a Contract for the 2025 Path Pavement Maintenance Program to Patriot Maintenance, Inc., ofKildeer, Illinois F. RESOLUTION NO. 25-R-82: A Resolution to Approve the Proposal from Ack-Temp Mechanical Services, Inc. to Replace the Rooftop HVAC Unit at the Civic Center G. RESOLUTION NO. 25-R-83: A Resolution to Renew the Contract with Patriot Pavement Maintenance for the FY 2025/26 Pavement Crack Sealing Program H. RESOLUTION NO. 25-R-84: A Resolution to Approve the Purchase of Concrete Materials from Fischer Bros. Fresh Concrete, Inc. I. RESOLUTION NO. 25-R-85: A Resolution to Approve a License Agreement for 453 W. Cook Avenue J. ORDINANCE NO. 25-0-29: An Ordinance Approving a Preliminary Plat of Subdivision, Development Concept Plan, Special Use Permit for a Planned Development, and Special Use Permit for a Land Use Exceeding 10,000 Square Feet of Floor Area in the C-1 Downtown Core Commercial District - 725-747 N. Milwaukee Avenue and 126-140 Lake Street K. ORDINANCE NO. 25-0-30: An Ordinance Granting a Variation from Section 26-11-2 of the Libertyville Zoning Code to Allow Two Wall Signs - Dos Amigos -101-103 W. Rockland Road L. RESOLUTION NO. 25-R-86: A Resolution Appointing Board Members to Village Committees M. RESOLUTION NO. 25-R-87: A Resolution Appointing Members to Various Village Commissions VILLAGE OF LIBERTYVILLE Board of Trustees Village Board Meeting Minutes May 27, 2025 N. RESOLUTION NO. 25-R-88: A Resolution to Approve an Intergovernmental Agreement with the Illinois Department of Transportation for Routine Maintenance of State Routes (Illinois Route 21 and 176) 0. RESOLUTION NO. 25-R-89: A Resolution to Approve the Annual Purchase of Unleaded & Diesel Fuel and Motor Oil from Ai Warren Oil, Co., Inc. P. ORDINANCE NO. 25-0-31: An Ordinance Amending Chapter 1 6 of the Municipal Code Regarding the Use of Electric Scooters in Parks Q. ARC Report Motion made by Village Trustee Adams to approve the Omnibus vote agenda, Seconded by Village Trustee Krummick. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village . Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. REGULAR AGENDA 4. Report of the Plan Commission, (PC 25-02), Zoning IVIap Amendment, (PC 25-03), Preliminary Plat of Subdivision, (PC 25-04), Site Plan Permit - 245 Walnut Street Charlie Meyer, owner of the property, developer was present and was invited to the dais by Mayor Johnson. Come Tomorrow, LLC is requesting a Zoning Map amendment, Preliminary Plat of Subdivision, and Site Plan Permit for the property at 245 Walnut Street. The applicant is proposing to create six (6) single family residential lots on the property. All six (6) of the proposed lots meet or exceed the minimum required lot sizes as regulated in the Zoning Code. The Plan Commission heard these requests at their February 24, 2025 and April 14, 2025 meetings and concurred with the requests. Motions to recommend Village Board of Trustees approval for the Zoning Map Amendment and Site Plan Permit passed with votes of 4 - 2, and the Preliminary Plat of Subdivision with a vote of 5 - 1, with the Preliminary Plat and Site Plan Permit subject to the following conditions: 1. Unless information is provided to demonstrate that trees #31,#32, #33, and #34 should remain, the final landscape plans should show these additional tree removals as depicted on the engineering demolition plan. 2. The southern swale/berm within Lots 2 and 3 shall be depicted on all final site plans, final engineering plans, and final landscape plans, along with the final grading for the detention basin. 3. Final engineering and final landscape plans shall show that no landscaping installations obstruct any drainage swales or overland flow routes, including the southern swale within Lot 3 and the overflow route of the proposed detention basin. 4. The proposed right of way plantings shall be evaluated for acceptance of planting locations by the Village Arborist. VILLAGE OF LIBERTYVILLE Board of Trustees Village Board tVleeting IVlinutes May 27, 2025 5. Final engineering plans will need to show a revised public sanitary sewer layout that is acceptable to Public Works Department staff. 6. Easement boundaries and provisions on the plat of subdivision shall be modified as necessary to address the comments within this DRC report, along with any additional comments that may be issued upon staff review of the final engineering plans. Additionally, while the majority of the property is incorporated, the applicant is requesting annexation of a certain unincorporated portion of the property into the Village of Libertyville. This is not within the Plan Commission's purview and therefore, the Plan Commission made no recommendation regarding this portion of the application. The proposed annexation will be considered by the Village Board at a public meeting at a later date and the approvals granted here subject to annexation approval. If the Board approves the Report of the Plan Commission, an ordinance will be prepared for the next Board meeting that will include the items within the Plan Commission's recommendation along with conditional language related to the annexation. The Director of Community Development, Heather Rowe, gave a presentation on this submittal for the benefit of the public and the board. She pointed out that there are four requests; three wil! take action on tonight: zoning map amendment, request for preliminary plat of subdivision and a request for site plan permit. Director Rowe reviewed the site location and the surrounding zoning. The Village's Comprehensive Plan shows residential and open space here. She went over the Village review process. If approved the approval is subject to annexation, which will come to a subsequent meeting and then they will apply for final approvals. Mayor Johnson noted that Director Rowe has added value by working hard to inform Board on the status and process. Charlie Meyer thanked the staff and Board for all of their time. He was born and raised in Libertyville. The objective is to create a low-density family friendly cul-de-sac that fits in with the neighborhood. He then introduced his team which consisted of a site planner, civil engineer, and developer. Danny O'Brien, the site planner from Teska Associates, said there was a lot of great feedback from staff and Planning Commission. He gave an overview of the site plan. The plan shows some adjustments with the zoning lines to align with the centerline of the proposed public road. Stormwater is controlled onsite. They agree with all the suggestions from the plan commission. Mayor Johnson asked for public comment on Agenda Item 4. Isabella Sabau, 1635 Milwaukee, asked if there was a bidding process. Director Rowe replied that this is a private property request, and it is their prerogative to choose their developer. Ms. Sabau asked, if private, what is the Village role funding wise and why is the Village involved. Director Rowe said it is the Village's authority to review site plan development. The Mayor asked for Board comment: Trustee Adams said he reviewed the packet, and he understands the concerns of the residents, but looking at the way this project is addressing these concerns, he is agreeable. VILLAGE OF LIBERTYVILLE Board of Trustees Village Board Meeting Minutes May 27, 2025 Trustee Krummick asked if there were any resident letters or correspondence received regarding this project. Director Rowe said there has not been any. Trustee Krummick asked why not zone all R4 and have larger lots. Mr. Meyer replied that he is trying to keep it close to the existing zoning as possible and try to keep continuity with neighbors to the west and the south. Trustee Krummick asked what is the setback from the wetlands. The Civil Engineer replied that part of the engineering shows the wetland buffers, and it is 50 ft. Trustee Krummick asked if the Village has a conservation code? Director Kendzjor replied that the Viliage follows Lake County Stormwater Management Commission. Trustee Rooney said she attended the April planning meeting, and the team did a great job of addressing residents' concerns. Who is Trustee Rooney asked who is responsible for maintaining the detention basins? The Civil Engineer replied that will be in an easement and will be part of the HOA responsibilities. Trustee Rooney appreciated the hometown team and supports this petition. Trustee Macdonald inquired if there is there a second party involved in the annexation decision, namely, does Lake County have to agree? Director Rowe and Attorney Passman said no one else is involved, it is a pure legislative decision by the Board. Trustee Macdonald asked if the general contractor present would be responsible for all six parcels or just one home. Anthony Perry, the GC, replied not necessarily. Trustee Macdonald asked about flooding from Lake Minear and how confident are we that there will be no additional flooding. The Civil Engineer replied that is the whole purpose of the onsite dentition facility. The proposed stormwater improvements will lower the peak. Trustee Macdonald said she spoke to a resident who was very complimentary of the proactive way they reached out. Trustee Herrmann said the plan looks great. Motion made by Village Trustee Adams to approve the Report of the Plan Commission, Zoning Map Amendment, Preliminary Plat of Subdivision, Site Plan Permit for 245 Walnut Street, Seconded by Village Trustee Rooney. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. 5. ORDINANCE NO. 25-0-32: An Ordinance Amending the Annual Budget of the Village of Libertyville, County of Lake, State of Illinois, for the Fiscal Year Beginning May 1, 2024,and Ending April 30, 2025 On April 9, 2024, the Village Board adopted the Fiscal Year 2023-2024 Budget that began on May 1, 2024, and continued through April 30, 2025. Despite the thoughtful and careful process undertaken to prepare this document, there are instances where unanticipated needs or expenditures require an amendment to the approved budget. All the funds that are required to VILLAGE OF LIBERTYVILLE Board of Trustees Village Board Meeting Minutes May 27, 2025 accommodate these expenditures are available from revenue sources that have already, or are anticipated to, exceed budget projections. Each recommended adjustment for Fiscal Year 2024-2025 is outlined in Exhibit A included in the Board packet. The ordinance for consideration is in compliance with the requirements set forth in the Budget Officer Act. Staff recommends the Village Board adopt the ordinance as presented. Mayor Johnson asked for public comment on Agenda Item 5. There was none. Mayor Johnson asked for Board comment: Trustee Krummick asked Director of Finance, Denise Joseph, a question about this process. Director Joseph provided a clarification. Trustee Rooney said the most important point that the funds are there to accommodate these expenditures, so the impact is even. Motion made by Village Trustee Krummick to approve the Ordinance, Seconded by Village Trustee Rooney. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. 6. RESOLUTION NO. 25-R-90: A Resolution to Approve a Professional Services Agreement with Donohue & Associates, Inc. for Design and Construction Management Services for the Conversion to UV Disinfection Project at the Wastewater Treatment Plant Public Works Department staff sent Request for Qualifications (RFQ) to five area engineering firms who specialize in ultraviolet (UV) disinfection systems and other capita! improvements for wastewater treatment plants. All five firms responded and three were selected for follow-up interviews. The firm of Donohue Associates, Inc. was selected based on having the most experienced firm and project team and multiple strong positive references on the completion of similar treatment plant projects. The RFQ process was necessary due to the continued poor coordination, communication and follow-up with the two current engineering consultants who perform design and construction management services for the capita! improvement projects at the wastewater treatment plant. Staff received a proposal for engineering design and construction management services from Donohue & Associates, Inc. in the amount of $547,718 for the project. The proposal will be included as an attachment to the Village's standard professional services agreement. The Fiscal Year 2025/26 Annual Budget initially includes $162,000 in the Utility Capital Improvement Fund for engineering design se^/ices for the Conversion to UV Disinfection project at the wastewater treatment plant, The overall project budget, which includes construction, is $3,507,000 and will span the next three fiscal years. The number of billings for the engineering design services will be limited to $162,000 for this fiscal year, which is the budgeted amount. Staff recommends adoption of the Resolution to approve a professional services agreement for engineering design and construction management services with the firm of Donohue & Associates, Inc. in the not-to-exceed amount of $547,718 for the Conversion to UV Disinfection project at the wastewater treatment plant and authorize execution of the agreement by the Village VILLAGE OF LIBERTYVfLLE Board of Trustees Village Board Meeting Minutes May 27, 2025 Administrator. The expenditures for the Fiscal Year 2025/26 Annual Budget will be limited to $162,000. The Mayor asked if there was public comment on Agenda Item 6. There were none. Motion made by Village Trustee Adams to approve the Resolution, Seconded by Village Trustee Macdonald. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. 7. RESOLUTION NO. 25-R-91: A Resolution to Approve a Professional Services Agreement with Robinson Engineering, Ltd. for the 2025/26 Sanitary l&l Program Engineering Services The annual "l&l Program" seeks to reduce inflow and infiltration (I&l) into the Village's sanitary sewer system. Reducing l&l cuts costs and improves operations at the wastewater treatment plant. This program includes various investigative measures as well as the repairs needed to address the deficiencies discovered. Public Works staff previously requested a proposal from Robinson Engineering, Ltd. ("Robinson") for program management services due to their extensive experience in assisting municipalities with their sewer rehabilitation programs. Robinson has previously evaluated the Village's downtown sanitary system via sewer televising and smoke testing along with an in-depth report of deficiencies and recommendations. Last year Robinson oversaw sewer repairs and sewer lining. The Village has requested that Robinson provide a proposal for the following items: • Dyed Water Flooding or "Dye-testing" is a follow-up procedure to the potential cross-connection locations previously identified via smoke-testing. Results show 92 storm inlets should be dye-tested to pinpoint the scale, location, and rehabilitation method of each potential cross-connection. • Bidding and construction management services for sanitary manhole rehabilitation Robinson has provided a proposal for the not-to-exceed amount of $298,650, which will be included as attachments to the Village's standard Professional Services Agreement. There are sufficient funds in the FY 2025/26 Annual Budget Utility Capital Improvements Fund (Act. # 20-2024-6-776) to accommodate the anticipated services. The proposed agreement with Robinson is in compliance with the provisions of the Local Government Professional Services Selection Act as the Village has a satisfactory relationship for services established with Robinson based upon their related work on current and previous storm and sanitary and sewer system assessments. Staff recommends approval of the resolution to approve a Professional Services Agreement for the 2025/26 Sanitary l&l Program Engineering Services to Robinson Engineering, Ltd. in the amount of $298,650 and to authorize execution of the agreement by the Village Administrator. The Mayor asked if there was public comment on agenda item 7: Isabella Sabau asked about the bidding process. Director Kendzior provided an explanation of the process and how it was used here. Mayor Johnson asked for Board comment: VILLAGE OF UBERTYVILLE Board of Trustees Village Board Meeting Minutes May 27, 2025 Trustee Adams said Robinson has served us well. Trustee Macdonald asked if the Village anticipates any traffic interruption. Director Kendzior said no. Motion made by Village Trustee Adams to approve the Resolution, Seconded by Village Trustee Rooney. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. 8. Mayor's Update A. Petitions and Communications The Sustain Libertyville Commission will meet at 4:00 p.m. on Wednesday, May 28, 2025. A Special Police Pension Board meeting will meet at 12:00 p.m. on Thursday, May 29, 2025, at the Schertz Building, 200 E Cook. The Parks and Recreation Committee will meet at 6:00 p.m. on Tuesday, June 3. 2025. The Zoning Board of Appeals will meet at 7:00 p.m. on Monday, June 9, 2025. The Village Board will meet at 7:00 on Tuesday, June 10,2025. *AII meetings will take place at the Village Hall unless otherwise noted. Board Comment: Trustee Rooney said there will be a Finance Committee meeting on July 15th and there will be some important topics on it. The audit team will be there. Trustee Rooney also shared that Mayor Johnson is being inducted into the NW Municipal Mayors conference on June 11th. She was congratulated by all. Mayor Johnson thanked all who participated in the Memorial Day ceremony at the Village. She thanked the Fire and Police for their honor guards who support the program 9. Village Administrator Update Administrator Amidej provided the following update: The pool opening was delayed due to weather and a heater repair. Work at Routes 176 and 21 is IDOT controlled. There have been some issues, and the Village has made IDOT aware. She reminded the Board that Libertyville Days parade coming up. VILLAGE OF LIBERTYVILLE Board of Trustees Village Board IVteeting Minutes May 27, 2025 10. Executive Session There is a need to go into Executive Session to discuss the following: Closed Session Meeting Minutes Review: 5 ILCS 120/2(c)(21)] and Personnel, Collective Bargaining Negotiations: 5 ILCS [120/2(c)(2)] Motion made at 8:12 pm by Village Trustee Adams to go into executive session, Seconded by Village Trustee Macdonald. Voting Yea: Village Trustee Adams, Village Trustee Krummick, Village Trustee Rooney, Village Trustee Herrmann, Village Trustee Macdonald. The item was approved with a 5-0 vote. Adjournment With no further business to come before the Board. Village Trustee Krummick moved to adjourn at 8:56 pm, Seconded by Village Trustee Adams. The motion passed unanimously by voice vote. Respectfully submitted, IMA^ ^ u^ Margaret dark, Village Clerk VILLAGE OF L1BERTYVILLE