BOARD OF TRUSTEES, REGULAR MEETING
Municipal Building: 874 Main Street, Antioch, Illinois
February 17, 2004
7:30 p.m.
|
CALL TO ORDER |
Mayor Maravelas called the regular meeting of the Board of Trustees to order at 7:30 p.m. in the Municipal Building: 874 Main Street, Antioch, IL. | ||||||||||||||||||||||||||||||
| ROLL CALL | Roll call indicated the following Trustees were present: Pierce, Caulfield, Hanson and Turner. Also present were Mayor Maravelas, Attorney Long and Clerk Monroe. Absent: Trustee Porch and Trustee Larson. | ||||||||||||||||||||||||||||||
| MINUTES 02/02/2004 | The approval of the minutes from the February 2, 2004 meeting were postponed until the March 1, 2004 Board Meeting. | ||||||||||||||||||||||||||||||
| MAYOR |
Appoint Dr. Hunt – A motion was made by Trustee Hanson and seconded by Trustee
Turner to appoint Dr. Hunt to the Redevelopment Commission. On roll call,
the vote was:
YES: 4: Pierce, Caulfield, Hanson and Turner |
||||||||||||||||||||||||||||||
| CLERK | SWALCO Waste Collection – Clerk Monroe read a letter address to Administrator Probst from Public Works Superintendent Smith. The letter was regarding the SWALCO Waste Collection that will be held on April 17, 2004. | ||||||||||||||||||||||||||||||
| CITIZENS |
Mark Scarpelli – Ray and Mark Scarpelli, of Raymond Chevrolet, were present
to donate an eight-passenger van to the Senior Center. Mr. Mark Scarpelli
stated that Raymond Chevrolet is a part of the community and wanted to give
back to the community. Mr. Mark Scarpelli then presented the keys, to the
Mayor, along with Senior Coordinator Paul Howard, President Dorothy Otte
and Treasurer Roland Pedersen.
Trustee Turner thanked the Scarpellis for everything they have given
to the schools and organizations and this is a wonderful thing for the
Village and the community. Trustee Hanson also thanked the Scarpellis
and suggested that a picture be taken. A photo opportunity is being set-up
for a future point in time. |
||||||||||||||||||||||||||||||
| PLANNING, ZONING AND BUILDING |
Buena Terrace – Senior Planner George Sakas reviewed the following Planning
and Zoning Board letter of recommendation dated February 12, 2004 regarding
the Buena Terrace Subdivision; PZB 02-15; recommendation to APPROVE Final
Plat of Subdivision, with conditions:
The Combined Planning and Zoning Board conducted a hearing on November 13, 2003, following notification as required by Illinois State Law and Village Ordinances. Petitioner: Murphy Construction Site: The proposed final plat is for a single-phased re-subdivision known as “Buena Terrace Subdivision” on Main Street south of IL Route 83. The preliminary plat was approved by Ordinance Number 03-07-34. Staff Comments: Staff reported that the final plat is in substantial conformance to the approved preliminary plan and requested minor modifications: 1. Various easements modifications for utilities and storm water detention, November 6 mark-up as submitted to petitioner from Chris Caldarella, Smith Engineering, consultant to the Village. 2. Pre-approved footprints for single-family residences on lots4, 5 & 6 due to storm water runoff considerations. Audience: There was no audience discussion. Plat Approval Recommendation: Following discussion, Bob McCarty moved, Carol Keller seconded, a motion to RECOMMEND APPROVAL of PZB 02-15, Buena Terrace Subdivision – Final Plat with staff recommendations. AYES: 5: McCarty, Cole, LaReese, Keller, Baba. NAYS: 0. ABSENT: 1: Ipsen. The motion carried. Trustee Turner stated that based on staff recommendation and the positive recommendation of the Planning and Zoning Board, she moved to accept PZB 02-15 and to direct the Village Attorney to draft the appropriate paperwork. Trustee Pierce seconded the motion. On roll call, the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner Impact Fees Comparison – Senior Planner Sakas explained that the Village’s current impact fee system is set-up on a ‘per capita’ basis. Using 1996 numbers it is assumed that the following populations are generated: • 2-bedroom house: 2.017 He stated that a ‘per capita’ fee for each applicable department (except school and library districts) is assessed: • Parks: $613.25 He stated that based on the above, the current impact fee schedule is:
Senior Planner Sakas also stated that the Northwest Municipal Conference impact fee survey yielded few responses to fire department impact fees and that they ranged from $180 per unit to $1,000 per unit. Commercial impact fee information was limited to one municipality at $0.10 per square foot. Senior Planner Sakas stated that his recommendations are: 1. Equalize the Fire ‘Fee per Capita’ to match the Police fee at $200 per capita for residential and $0.10 per square foot for commercial. 2. Authorize the Planning, Zoning and Building department to investigate our multiplier and further calibration to the impact fee schedule. He stated that to investigate the multiplier it might require the hiring of a consulting service and that the money that might be incurred would be well spent. Trustee Turner stated that based on staff recommendation she moves to authorize the Planning, Zoning and Building department to investigate our multiplier and further calibrate the impact fee schedule and direct the Village Attorney to put together the appropriate paper work. Trustee Pierce seconded the motion. Trustee Pierce stated that he wanted to mention that he had been talking with Judy Martini and she asked him to remind the Village Board that the County is in the process of coming up with a standardized impact fee schedule program that all municipalities can use. He suggested that the Planning, Zoning and Building department work with Ms. Martini to investigate our multiplier. Trustee Turner stated that the County is also investigating the multiplier for schools. Senior Planner Sakas stated that our impact fees for schools are also based on the ‘fee per capita’, so the same system would be used for the school fees and the Village fees. He also recommends that the library implement a ‘fee per capita’ schedule. Trustee Turner asked Senior Planner Sakas is he would be working with the County to investigate the multiplier. Senior Planner Sakas responded that he would. On roll call, the vote was: Annual Zoning Map Update – Director of Planning,
Zoning and Building Bob Silhan stated that by state law any zoning changes
or subdivisions of land that occurred during the calendar year, that the
municipality is supposed to update the zoning map. He stated that Attorney
Long suggested that the zoning update be done by ordinance, rather then
resolution like in the past. He also stated that the map has been reviewed
and approved by the Planning and Zoning Board. He explained that during
the calendar year 2003 that there were 4 zoning amendments and 3 recorded
subdivision plats. The zoning amendments were: The recently recorded
subdivision plats to be added to the base map are: Director Silhan requested that the Board approve the Zoning Map in principal and that at one of the Board meetings in March that the Board approves the Zoning Map by ordinance. Trustee Turner stated that based on the recommendations of the combined Planning and Zoning Commission and the staff, she moves to accept in principal the changes to the Zoning Map that occurred during the calendar year 2004. The motion was seconded by Trustee Pierce. On roll call, the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner Status Report: Residential Development – Director Silhan stated that the purpose of his report was to alert the Board of a problem that has the potential to affect many new Antioch residents. As of yet, he has not received many complaints, but he believes that may be about to change. He stated that the initial due diligence performed by representatives of Neumann Homes failed to determine or confirm the availability and capacity of the dry utilities of electric, gas and telephone. The zoning, litigation, sanitary sewer and related settlement agreement issues dominated Neumann Homes’ time as it did the Village’s. For the last six months or so, Neumann Homes has been working toward resolving the dry utility issues and Village Staff and the Village Attorney have attempted to assist, but all have been unsuccessful so far. He continued by saying, through Smith Engineering and particularly our Building and Electrical Inspector Wally Henning, we have been monitoring the Neumann Homes progress in this regard. Letters addressed to Neumann Homes are in our files from: ComEd – 01/09/04, Peoples Energy/North Shore Gas Company – 11/11/03 and one from today and SBC – 12/23/03. Electric: The ComEd letter concerns the Clublands PUD and clearly indicates, “The facilities currently located in the Savage Road pole line…only sufficient to serve Phase 1 and part of Phase 2.” Easement agreements are not yet executed or recorded, but it is my understanding that they are forthcoming. Natural Gas: The Peoples Energy/North Shore Gas company letter from November clearly indicates that the current system can only handle a total of 70 homes, that’s for both Clublands and Deercrest/NeuHaven. At last count, we have issued building permits for 155 homes and 21 certificates of occupancy. North Shore Gas Company’s letter lat this afternoon indicates a capacity of 210 homes. Director Silhan distributed a copy of the letter to the Trustees, the Mayor, the Village Attorney and the Village Clerk. He asked that everyone please not that there are two critical qualifying remarks: 1. Information provided did not include the required easements because they have yet to be executed (and therefore not recorded…as of this morning) 2. The 210 homes vs. 70, is based upon the end of the hearing season being near, April 1, 2004 and that capacity is only good through October 1, 2004. Director Silhan stated that as a result of staff discussions with the gas company, we received from then on February 4, 2004 a list of 70 homes on Neumann Homes’ stationery. He added that just because an address is on the list does not mean that there won’t be some problems. He then stated that on home has been scheduled to close 4 or 5 times and has not yet taken place because the individual gas service and gas meter have not been installed. Telephone: The SBC letter states that they won’t be able to service more than a few homes. So far, Neumann Homes has provided cell phones or credits for cell phone use for their homebuyers. Unfortunately, the cell service in this part of Antioch is rather spotty and creates a bit of a public safety risk. While staff has been more concerned about electric and gas, phone service for such a large development is essential. Model Homes and Sales Office: As is typical, we have provided temporary certificates of occupancy along with temporary utilities, including propane tanks and electric generators. Unfortunately, this has fueled a rumor that we allow such temporary utilities in order to all homebuyers to move in. Director Silhan stated for the record that this is not true. Hold on Permit Applications: The February 3, 2004 memo indicates that we will not accept any further applications fro building permits. Given the status of the utility easements and the qualifying remarks from the gas company, the hold on applications remains. Since the sales office continues to accept deposits, including for those lots not yet platted, the surge of permit activity will be both delayed and will likely be larger when it finally comes. In connection with that scenario, Director Silhan stated that he might need to request that the Board extend the contact with B&F Technical Code Services to perform plan review and inspections at Clublands and Deercrest/NeuHaven. He stated he just wanted to alert the Board as to what could occur. Other Residential Developments: Pulte Homes is anxious to get on the Planning and Zoning Board agenda for Final Plat approval. We have indicated to them our concern about the dry utilities. The good news for Pulte is that they will be getting natural gas service from NICOR instead of Peoples Energy/North Shore Gas. Some assurance has been received; however, the correspondence thus far indicates that a gas main would have to be constructed from the west, past the Redwing Marsh to the Redwing View PUD subdivision. Pulte’s representatives have been directed to the Illinois Nature Preserves Commission concerning construction along Route 173 near the marsh. Director Silhan also stated that a partial submittal for a Concept Plan on White Tower Farm has been received. The purchasers have been altered to the problem with dry utilities. Procedural Changes: Staff continues to review other municipal ordinances and procedures. Recent inquiries from prospective developers have resulted in staff requesting documentation concerning dry utilities. He finished by saying that although Special Service Areas can be a very useful tool for a variety of municipal concerns it is my opinion that using SSAs in lieu of the traditional performance guarantees of bond or letter of credit is a mistake. Clearly, if it were not for the litigation and the settlement agreement the Will age would not likely have considered this arrangement. Planning Staff has conveyed that opinion to other developers. Mayor Maravelas asked Rick Dalton, from Neumann Homes, if he would like to respond. Mr. Dalton stated that he would. He started by saying that all easements have been signed, about two weeks ago, for SBC. SBC stated that the worst-case scenario, for finishing the work, would be April 1, 2004. As for the electrical, NeuHaven has no issues. The issues are with Clublands and an agreement is in place. Verbal approval has been received from ComEd stating that the path is sufficient. This should resolve any electrical easement issues. Finally, for the gas issues a lot of the pending issues were resolved. They will be starting work within two to three weeks to start the upgrade of the gas system. A written agreement has been obtained from a property owner and they are still trying to acquire one last easement. They feel that they have a clear path and that within 2 weeks everything will be signed and will be in the necessary format to record. They are waiting for final title work to clear so they can proceed. At that time the Gas company will be able to continue their operation and they feel confident that by May or June of 2004 that the system will be 100%. Trustee Pierce stated that he appreciated Mr. Dalton coming to address the Board. He asked if Mr. Dalton would be able to provide his update in writing to the Board. He also stated that he was out in the development and talked with a few residents and they are happy and don’t have any complaints. The residents did mention that they don’t have telephones or mail service. He stated that he felt it would be very nice if NeuMann Homes found a way to get mail service to the residents. Mr. Dalton stated that he would confirm, but that he thought the mail issue was resolved. Mr. Dalton wanted to make sure the Board knew that they made sure that everyone had a cell phone and that NeuMann Homes is reimbursing the residents for their cells phone bills. Dormant SSA’s and Maintenance of Stormwater Management – Director Silhan stated that he discussed this topic several months ago and the issue has come up again. Most municipalities, Antioch included, typically include the requirement in a PUD that a Homeowners Association (HOA) has to maintain the stormwater detention. If the HOA defaults in that maintain, the Village has the right, but not the obligation to maintain the facility. As well, the Village can file liens against the homeowner’s property to fund the maintenance. Smith Engineering has indicated that filling multiple liens can be more expensive than maintaining the stormwater detention basins. Some municipalities are creating a Special Tax District, a SSA, but not levying any tax against it until the time, if the time comes, when it might be needed. At this point in time the Village has not had to maintain any stormwater detention basins, but when the time comes the Board will be in a difficult situation trying to determine what to do and how to pay for it. Director Silhan stated that this has been discussed with some developers, most recently with Kennedy Homes and they are in agreement with the deal as long as it does not delay the recording of their final plat. He stated if the Board agrees with the concept that they allow him to work with the Village Attorney and the Village Staff to prepare an ordinance. Dormant SSA’s and Maintenance of Stormwater Management – Trustee Turner asked if this would be a part of future annexation agreements. Director Silhan responded that it would be. Trustee Caulfield stated that as he understands, that this is a back up plan in case the HOA does not do its job. Director Silhan stated that his understanding was correct. Mayor Maravelas stated that the Village is off of the hook if they need to maintain the basin. Director Silhan stated that the ordinance needs to have specific detail that only a certain amount can be levied and what the money can be used for. Trustee Turner clarified that if the HOA does not take care of the basin that the Village isn’t responsible and the HOA is. Mayor Maravelas asked if this included past PUDs or the ones from this date forward. Director Silhan stated that the SSA needs to be created when there is one property owner, the developer. Trustee Turner stated that based on Staff recommendation that she moves to ask the Village Attorney to draft the appropriate documents to form a SSA account, for the use of stormwater maintenance facility for all future developments. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner Proposed Program Improvements – Director Silhan stated that he would like to improve the grade that the Insurance Services Office, Inc (ISO) has given the Building department. ISO will give the Building the Department 12 months to make the necessary improvements and they require that a plan be submitted, to them, by the end of this month. He stated that he has prepared a draft letter for the Board’s review and he suggests that the Planning, Zoning and Building Department work on implementing the following action plans: • Propose revisions to the Village Code by adopting,
by reference, the 2003 edition of the International Code Council’s International
Building Code, Mechanical Code, Property Maintenance Code, Fuel Gas Code,
Energy Code, One and Two Family Dwelling Code, as well as the most recent
editions of the National Fire Prevention Associations’ National Electric
Code and Life Safety Code. He stated that he got this list from the grading information that ISO provided the Building Department. Director Silhan asked the Board to approve this plan in concept, without making any specific budgetary commitments for the municipal fiscal year, which begins on May 1, 2004. Trustee Turner stated that the Village Board concurs with this plan in concept, without making any specific budgetary commitment for the municipal fiscal year, which begins on May 1, 2004 and she moves to accept this plan in concept. The motion was seconded by Trustee Hanson. Trustee Caulfield asked if it was common for elected officials to receive technical training. Director Silhan stated that it was not terribly common, but that ISO suggested it for Antioch due to an appeal process relating to permits. Trustee Pierce asked how the rating from ISO impacts the Village. Director Silhan stated that the rating could impact the homeowner’s insurance premium for the citizens of the Village. Trustee Pierce asked if he wanted to know how the Village is currently rated. Director Silhan responded that he did not want to know. On roll call, the vote was: |
||||||||||||||||||||||||||||||
|
INDUSTRIAL, RETAIL, REDEVELOPMENT, CIVIC AND COMMUNICATIONS |
Trustee Turner stated that there was no written report. | ||||||||||||||||||||||||||||||
| FINANCE AND ADMINISTRATOR |
Authorize Payment of Invoices over $10,000 – Trustee Caulfield made a motion
to authorize an invoice for Smith Engineering Consultants, Inc. in the amount
of $10,122.30 for the EFPA Watermain Extension. Trustee Pierce seconded
the motion.
Trustee Pierce asked if this payment was being taken from escrow. Trustee Hanson stated that EFPA was from escrow. On roll call, the vote was: Trustee Caulfield made a motion to authorize an invoice in the amount of $12,926.25 to National Waterworks for the Water Department water meters. Trustee Turner seconded the motion. Trustee Pierce asked if these water meters were replacing the current water meters. Trustee Hanson stated that they were the new electronic meters, the scan ones that allow a reading to be taken by driving by the home. Trustee Pierce asked where the meters were being installed. Trustee Hanson stated that he believed they were for new construction. Trustee Pierce asked if the Village was paying for them. Trustee Hanson stated that he didn’t believe so. Trustee Caulfield stated that there was a connection fee. Senior Planner Sakas stated that the Village assesses a fee. Trustee Caulfield stated that this would be a good time to point out that these questions could be answered if the departments provided an expenditure coversheet with each invoice, as Administrator Probst had requested. He stated that from reviewing the bills that not everyone has been following this process and he would encourage the departments to start following the process, so that the Administrator Probst and the Board would have better answers to these types of questions. Trustee Turner stated that she agreed. On roll call, the vote was: Authorize Payment of Accounts Payable – Trustee Caulfield motioned to authorize payment of the remaining accounts payable in the amount of $133,586.86, as prepared by the Village Treasurer. Trustee Hanson seconded the motion. Trustee Pierce asked about check 38891, for Dekind Computer Consultants, he noticed on the last invoice that a payment was made in the same amount and wanted to know if the Village was paying them for a monthly service. Administrator Probst explained that they were being paid to remove viruses from the computers, to do an evaluation on the computer system capabilities and some repairs. Trustee Caulfield stated that the invoice includes equipment and maintenance agreements and asked Administrator Probst if the Village has an IT person. Administrator Probst stated that the Village does not have an internal IT person. Trustee Caulfield stated that mostly likely there would be more invoices from a computer consultant. Trustee Caulfield stated that in the course of reviewing the bills that he found invoices that might require manual checks to be written, before the next bill run, because they didn’t make it on this bill run. On roll call, the vote was: Manual Checks – Trustee Caulfield stated that under the General Account on the first page, that under accounts payable the checks 38862-38977 should not be listed since these checks will be a part of the next manual check run. Trustee Caulfield motioned to approve the manual checks written to date for the water and sewer account: check # 1679 for $52,200.69, check #1680 for $22,622.28 and check #1681 for $33,515.21, the payroll account in the amount of $7,827.94, the Dolly Spiering Fund in the amount of $1,614.21, the general account in the amount of $276,129.23, the payroll account in the amount of $143.02, the Dolly Spiering Fund in the amount of $1,199.88 and the general account in the amount of $1,724.50. Trustee Turner seconded the motion. Trustee Pierce stated that there was nothing under Police Pension Fund. Trustee Caulfield stated that was correct, according to this document. Trustee Pierce asked what the checks 38862-38977 were for. Trustee Caulfield explained that they were checks for accounts payable. Trustee Pierce asked if he could find out what fund they were coming from, so he could compare. Trustee Caulfield responded that the Treasurer had a copy and he could request a copy for comparing. On roll call, the vote was: Smith Engineering Invoices – Trustee Caulfield stated that the Invoices from Smith Engineering were informational only. Trustee Pierce asked if these invoices were drawn from escrow. He stated that in the past that had been included on the list. Trustee Caulfield asked Administrator Probst if they were drawn from escrow. Administrator Probst responded that they were from escrow. Ordinance – Attorney Theophilos reviewed the following
tax abatement ordinance. A motion was made by Trustee Caulfield, seconded
by Trustee Pierce to waive the second reading, approve and publish in
pamphlet form an ordinance, 04-01-03, entitled, AN ORDINANCE ABATING THE
TAX HERETOFORE LEVIED FOR THE YEAR 20030 TO PAY THE PRINCIPAL OF AND INTEREST
ON THE $3,000,000 GENERAL OBLIGATION BONDS, (WATERWORKS AND SEWERAGE REVENUE
ALTERNATE REVENUE SOURCE), DATED OCTOBER 1,1998; THE $2,000,000 GENERAL
OBLIGATION BONDS (MOTOR FUEL TAX ALTERNATE REVENUE SOURCE), SERIES 2002A,
DATED OCTOBER 1, 2002; AND THE $475,000 GENERAL OBLIGATION REFUNDING BONDS
(SALES TAX ALTERNATE REVENUE SOURCE), SERIES 2002B, DATED OCTOBER 1, 2002
OF THE VILLAGE OF ANTIOCH, LAKE COUNTY, ILLINOIS. On roll call, the vote
was: YES: 4: Pierce, Caulfield, Hanson and Turner Other Business – Trustee Caulfield stated that he wanted to give an updated on the happenings of the Village. He stated that his suspicions were correct and he wasn’t pleased to here of the un-deposited checks, the bags of cash and the discarded un-reconciled bank statements that were found. He stated that he has done everything to bring this information back to the Board, but he has apparently failed to convey the urgency of aggressively addressing needed policies and procedures. He asked that the Board increase the pace and give Administrator Probst the support he needs. Trustee Turner asked what the bags of money were for. Mayor Maravelas stated that she would need to ask the previous Treasurer. Administrator Probst stated that for lack of better term, the bags of money were a “slush fund” for times when the cash drawer would not balance. He stated that one bag was from what appeared to be a Pie Eating Contest from about 4 years ago and he has no idea what he other bag was for. He also stated that a new policy had been implemented for balancing at the end of the night. As well, he has help coming in to redo the escrow and to separate it into different accounts and SSAs. Administrator Probst stated that he also wanted to mention that he had
been going through resumes for the Finance Director position and it appears
that they are low on the compensation figure. It appears that the normal
salary is between $70,000 and $80,000 instead of the $45,000 to $60,000
that the Board approved. |
||||||||||||||||||||||||||||||
| PUBLIC SAFETY, PUBLIC WORKS AND UTILITIES |
Solid Waste Agency of Lake County Resolution – Trustee Hanson read a memo
from Administrator Probst regarding a resolution requested by SWALCO to
appoint alternates to the Board of Directors. He sated that Administrator
Probst’s memo suggests that Village Engineer Nyberg and he be nominated
as the alternates. Trustee Hanson made a motion to nominated Village Engineer
Nyberg and Village Administrator Probst as alternates for the SWALCO Board
of Directors. Trustee Turner seconded the motion. On roll call, the vote
was:
YES: 4: Pierce, Caulfield, Hanson and Turner Attorney Theophilos read the resolution. Trustee Hanson made a motion to approve the Resolution R04-02 and Trustee Turner seconded the motion. On roll call, the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner Sewer Lining Bid Recommendation – Trustee Hanson read a letter from Smith Engineering Consultants, Inc regarding the Sewer Lining Bid recommendation. After reading the letter, Trustee Hanson asked Tim Hartnett, Vice President of Smith Engineering Consultants, Inc. to explain the process that he went through. Mr. Hartnett stated that a presentation was done last year based on the plans prepared by the previous consultant. He stated that they updated the plans and put it out to bid. Four bids were received and after checking references for the lowest bidder, they are recommending that the Board accept the bid and enter into a contract with Visu-Sewer. Mr. Hartnett then explained the process that would be followed for the Sewer Lining. Trustee Hanson stated that he would like to make a motion to accept the bid but that he wanted to get a timeline from Smith Engineering Consultants, Inc. to get the process started. Mr. Hartnett stated that the motion be made contingent upon the finalization of funding. Based on a conversation with your financial consultant that will be some time in mid-March. He stated that the contract milestone is completion by mid summer. Mayor Maravelas stated that it would be ideal to get it done before June, since that is typically when the rainy season starts. Trustee Hanson made a motion, based on financial obligations that are needed to secure the funds, to accept the bid. Trustee Caulfield seconded the motion. Trustee Pierce asked Administrator Probst where the Village stands with the funding. Administrator Probst explained that everything was almost completed when one of the bidders had to be dropped due to an irregularity in the bid. He stated that the paperwork should be done by the end of next week to finalize the bond and the money should be available mid-March. Trustee Caulfield stated that he would be asking the Board to approve a bond issue in the amount of… Administrator Probst stated the bond issue would be 1.2 million. One roll call, the vote was: Sanitary Sewer Rehab Bid Recommendation – Trustee Hanson read a letter from Smith Engineering Consultants, Inc regarding the Sanitary Sewer Rehabilitation Bid recommendation. He stated that the lowest bidder did not fill out all of the paperwork. He asked Mr. Hartnett who discovered that the bid was incomplete. Mr. Hartnett stated that during the Bid Opening, he checked that bid bonds and that both addendums were included. He also stated that he requested that unit prices were included, to help protect the Village. Trustee Hanson asked how he discovered that the unit prices were needed? Mr. Hartnett stated that form his experience, it was necessary to include the unit prices for unseen repairs. Trustee Hanson asked if it was common practice for an engineering firm to include the unit prices. He stated it was like they put a safety net out for the Village. Mr. Hartnett stated that is what he tried to accomplish. Mayor Maravleas stated that he wanted to commend Mr. Hartnett for a job well done. Trustee Hanson made a motion to accept the bid as read. Trustee Pierce seconded the motion. Trustee Caulfield stated that, as he understands that the unit prices committed the contractor to specific rates, but that the total amount of the project could increase. Mr. Hartnett stated that was correct and that in the addendum they included quantities that the contractors were to assume. One roll call, the vote was: Trustee Pierce stated that he wanted to thank Trustee Hanson, Mayor Maravelas
and Smith Engineering for proceeding with this project since it was so
critical that this issue be fixed in certain parts of town. |
||||||||||||||||||||||||||||||
| PARKS AND LICENSE |
Tag Day Request: Misericordia Heart of Mercy – Trustee Turner motioned to
allow the request of Misericordia Heart of Mercy’s Fannie May Candy Days
between April 30 – May 1, 2004. Trustee Hanson seconded the motion. On roll
call, the vote was:
YES: 4: Pierce, Caulfield, Hanson and Turner Easter Parade Resolution – Trustee Turner made a motion, seconded by Trustee Hanson, to approve Resolution R04-02 – Easter Parade Resolution as presented. The Easter Parade will be held on April 10, 2004 at 10:30 a.m. On roll call, the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner Issue Raffle License: Antioch Community High School Band – Trustee Turner made a motion to issue a raffle license to the Antioch Community High School Band for March 12, 2004 and March 13, 2004 at 8:00 pm and 10:00 pm, waiving the fee. Trustee Hanson seconded the motion. On roll call the vote was: YES: 4: Pierce, Caulfield, Hanson and Turner |
||||||||||||||||||||||||||||||
| ENGINEERING AND SENIOR SERVICES |
Staff Report: SMC – Senior Planner Sakas stated that he and Engineer Chris
Nyberg attended the SMC’s regularly schedule February meeting and provided
a summary of pertinent items to the Sequoit Creek floodplain study. The
items are:
• The Sequoit Creek study will go back for a full review; shortly after
the adoption of the study, the Village should expect a SMC presentation
on the Des Plaines River watershed study. Senior Planner Sakas stated that these are still open-ended issues and will be on the March 4, 2004 SMC meeting agenda. He stated that he encourages any Trustee that is interested, to attend the meeting. Trustee Pierce stated that there were memos attached with Senior Planner Sakas’ memo and he suggested that the Trustees review the memos and provide suggestions to Senior Planner Sakas or himself. Trustee Pierce stated that another item that Senior Planner Sakas discussed was the contract concern regarding omissions and error funding. He explained that the contract with SMC requires the contactor to pay for the problems, if there are problems. Letter to SMC for Funding – Trustee Pierce read the letter that was addressed to Chairman Stevenson Mountsier, Stormwater Management Commission. The letter requested that SMC reimburse the Village and the Chamber of Commerce for a total of $22,243.00. Trustee Caulfield stated that regarding the dollars for this project, it was highlighted at the last Board meeting that project came under budget at around $7,000 and that approximately $10,000 was approved for this. It appears that the actual cost of the project, at least as relayed in the letter is closer to $22,000. He wanted to call attention to the Board that $22,000 was spent and not approved by the Board. Trustee Pierce stated that he was sorry if he was misunderstood, but the $10,000 was the portion that was approved by the Board for the Christopher Burke floodplain study. The Board also approved $5,000 for Manhardt Consultants earlier in the year and for the man-hours we all stood behind the man-hours. He stated that everything was approved, everything was planned for and it did come in under budget. Trustee Caulfield stated that he did not recall having $22,000 come before the Board in a combined budget for this project. Trustee Turner stated that she does not believe that what Trustee Pierce was saying was that the expenditure was $22,000, what he was saying was that the man-hours that Senior Planner Sakas, Director Silhan and Emergency Management Coordinator Lee Shannon spent took away a lot of time that they should have been using for other things that they needed to do. She stated that she didn’t think that every time that they have something to do, that they need to come before the Board and say I can’t do my regular planning job, I have to do this. Trustee Pierce stated that he agreed with her. Trustee Turner summarized Trustee Pierce’s statement by saying that SMC should reimburse the Village for the time that the staff spent on a job that really wasn’t their day to day job and that they had to jump into other shoes to do that job. Trustee Caulfield stated that he understood what Trustee Turner was saying. Trustee Hanson stated that what was being said is that they have to go out of the box and do other things that they weren’t planning on. Letter to SMC for Funding – Trustee Turner stated that it sounds as thought it came in over budget, it actually didn’t; it took time away from their regular job. Trustee Hanson stated that what was being said that this happens in a lot of departments then, any department that they have to go outside their normal duties, which this could happen. Trustee Turner stated that she thinks it could happen in any department. |
||||||||||||||||||||||||||||||
| VILLAGE ATTORNEY |
Ordinance – Trustee Pierce made a motion to waive the first and second reading
and accept the ordinance. Director Silhan asked that the first and second
waiving not be waived, so that the ordinance could be read when the zoning
map was final. Attorney Theophilos read the zoning map ordinance.
Mayor Maravelas asked Director Silhan if the second reading would be
March 1, 2004. Director Silhan stated that it would be either for March
1, 2004 or for March 15, 2004. |
||||||||||||||||||||||||||||||
| ADJOURNMENT | A motion was made by Trustee Pierce and seconded by Trustee Hanson to adjourn the regular meeting of the Board of Trustees at 9:18 pm. |
____________________
Amy S. Monroe, Village Clerk