Appoint Trisha Steele – Mayor Maravelas stated that it has been a long time coming, but that he would like to appoint Trisha Steele as the Village Finance Director. A motion was made by Trustee Caulfield and seconded by Trustee Porch to appoint Trisha Steele as Finance Director.

Trustee Pierce asked why this position was being appointed rather than hired. Attorney Long stated that an appointment and a hiring are the same thing under municipal code.

Trustee Larson asked if that would be considered an at will employee. Attorney Long stated that they always are. Trustee Larson stated that a regular Village employee would have job security, while an at will employee could be let go at anytime. Attorney Long stated that all of the employees, with the exception of the police officers, are at will employees. Trustee Larson asked how that could be changed. Attorney Long stated that change needs to be made, but that the finances need to be dealt with first. A personnel manual needs to be created and it would be a way to address that issue.

Trustee Pierce stated that he is concerned that this could be a technicality. Attorney Long stated that essentially the job is being described in the process of hiring. There is no job description at this time and there are a number of positions in the same situation.

Trustee Hanson stated that this has been the case for many years. Attorney Long stated that it has been this way all along as far as he can tell.

Trustee Larson stated that there is a job description for this employee so shouldn’t an ordinance should be created. Attorney Long stated that it could be done and ask Administrator Probst to provide his opinion.

Administrator Probst stated that he has been looking at Finance Director job descriptions and has been working in some of the treasurer’s responsibilities but that he would like to wait till Trisha is on full time so he can work with her. He also added that he would like to get job descriptions done for other employees as well.

Trustee Pierce asked if a motion was needed to allow the ordinance to be drafted. Administrator Probst stated that it can wait until July.

On roll call, the vote was:
YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Resolution 04-07 – Attorney Long read the resolution. Trustee Pierce made a motion, seconded by Trustee Larson, to approve resolution 04-07, entitled A Resolution Opposing the Closure of the Vandalia Correctional Center.

Trustee Porch asked why the Governor was cutting the program. Trustee Larson responded that it was because of budget cuts. Trustee Porch asked if that was the only reason. Mayor Maravelas stated it was the only reason.

On roll call, the vote was:
YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Illinois Commission on Volunteerism and Community Service – Attorney Long read the letter, from Robert E. Dwyer, Chair of the Illinois Commission on Volunteerism and Community Services. The purpose of the letter is to encourage the Village to join in celebrating National Volunteer Week.

Trustee Porch made a motion to approve the recommendation for PZB 03-08 subject to the conditions of the Planning and Zoning commission letter and that condition number two is changed to Chris Nyberg. Trustee Larson seconded the motion. On roll call, the vote was:

YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Neumann/District 34 Agreement – Senior Planner Sakas provided a summary of the agreement, which he explained to the Board. The agreement provides a parcel of land to District 34 for a new school; this parcel will come from the impact fees. He stated the only issue is that the Planning, Zoning and Building Department will have to maintain the accounting records.

Dr. Hunt, of District 34, stated that it will be the school’s responsibility. He explained that the process is that Neumann will send the money to the school and the school sends the appropriate amount to the high school. He also said that after approximately 368 homes and 96 town homes that the reach the full amount. He ended by saying that he did not think it would cause any additional work to the Village.

Trustee Pierce made a motion, seconded by Trustee Caulfield, to authorize the Mayor to sign the agreement between Neumann Homes and District 34.

Trustee Hanson asked if there were any other revisions that needed to be made to the document. Attorney Long stated that there were not, that this is the final document.

Neumann/District 34 Agreement cont’d – On roll call, the vote was:

YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Accounts Payable – Trustee Caulfield made a motion to approve the accounts payable, minus checks 39374, 39379, 39414, 39430, 39432, 39440, 39454, as prepared by Village staff. He stated there are numerous reasons that he requested the checks to be pulled and some of them are missing receipts, inadequate explanation of expenses, no approval sheet accompanying invoice and questionable signatures.

Trustee Porch asked if these would be approved at the next meeting. Trustee Caulfield stated that he expected them to be presented with proper documentation. He stated that the total accounts payable register, minus the above checks is $162,980.44. Trustee Porch seconded the motion.

Trustee Pierce questioned checks 39372 and 39373, which are both from ComEd. He asked what these payments are for. Trustee Caulfield stated that one is for water pumping and the other is for lighting.

On roll call, the vote was:
YES: 4: Pierce, Caulfield, Porch and Hanson
NO: 0
PASS: 1: Larson
ABSENT: 1: Turner
THE MOTION CARRIED

Manual Checks – Trustee Caulfield made a motion to approve manual checks written to date for the water and sewer account in the amount of $105,552.03, the payroll account in the amount of $14,115.06, the Dolly Spiering fund in the amount of $1,605.48 and the general account in the amount of $137, 121.45. Trustee Hanson seconded the motion.

Trustee Porch asked what the American Fund is. Trustee Caulfield stated that he did not have the invoice in front of him. Trustee Porch asked Administrator Probst if he knew and Administrator Probst stated it could be the beneflex.

On roll call, the vote was:
YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Escrow Invoices – Trustee Caulfield mentioned that the Smith Engineering check was for approximately $70,000.00 and that a significant portion of that were escrow invoices.

FINANCE AND ADMINISTRATOR CONT’D
Other Business – Trustee Caulfield stated that he asked the Finance Director to observe the process that he follows when reviewing the bills prior to this meeting. She encouraged him to do what he has wanted to do for a long time, which is to pull the bills that do not have enough information or questionable information. He stated that he knows that if the bills are held back that he thinks it will encourage accurate completion of the expenditure sheets.

Trustee Pierce asked if the expenditure cover sheet in question is the one on the invoice that was discussed previously. Trustee Caulfield stated that it was and then further explained what types of information has been missing.

There was some discussion of better ways to manage the expenditures.

Trustee Larson asked Engineer Nyberg if these restrictions are common amongst other communities. Engineer Nyberg stated that we are about the only municipality that does not have this regulation. Trustee Larson stated that she thought that new lawns were normally put in during the summer. Engineer Nyberg responded that it is good practice to put a lawn in during the spring or fall.

Trustee Larson requested that these changes be put in the community newsletter.

Trustee Hanson made a motion, seconded by Trustee Larson to waive the second reading, approve and publish in pamphlet form an ordinance 04-04-16, entitled An Ordinance Revising Lawn Watering and Sprinkling Regulations.

Trustee Pierce stated that he does not agree with this ordinance since citizens are currently following the even/odd days. He feels with education that citizens can be encourage conserving water.

Mayor Maravelas asked if anything was being changed from the previous process. Engineer Nyberg stated that previously the time restriction was from 6:00 am to 6:00 pm and now it will be from 8:00 am to 6:00 pm and he did not know how it was previously handled in a water emergency.

Trustee Pierce stated that in other emergencies the reverse 911 system can be used and that he feels that this is a waste of manpower, to have them checking on sprinkling. He stated if there is a water emergency, then the fine should apply.

Trustee Hanson stated the police are not going to become the sprinkler police and that the current policy does not allow the police apply a fine to anyone violating the policy. He stated that this ordinance gives the police the ability to enforce the regulations.

Trustee Pierce stated that if the ordinance is put into effect it will be enforced. He also stated that perhaps a water emergency should be imposed on the East Sub area so that everyone isn’t punished.

Trustee Larson stated that the first violation is a written warning.

Trustee Hanson stated that it is time put this ordinance into place.

Trustee Caulfield stated that based on the second whereas, the Village is doing what they should be doing.

On roll call, the vote was:
YES: 4: Larson, Caulfield, Porch and Hanson
NO: 1: Pierce
ABSENT: 1: Turner
THE MOTION CARRIED

Resolution 04-08 – Attorney Long read the resolution. Trustee Hanson made a motion, seconded by Trustee Pierce, to approve, with corrections, resolution 04-08, entitled A Resolution Authorizing Execution of Easement Agreements and Authorizing Payment of Just Compensation Therefore.

Trustee Porch asked which are parcels 25 and 26. Attorney Long provided the pin numbers that are associated with the parcels and stated that the maps are bad and hard to see.

On roll call, the vote was:
YES: 5: Pierce, Larson, Caulfield, Porch and Hanson
NO: 0
ABSENT: 1: Turner
THE MOTION CARRIED

Ordinance 04-04-17 – Attorney Long suggested waiving the reading and asked Harold Warren, of Warren Associates, to explain further. Mr. Warren explained that there would be an increase of $0.25 per 1,000 gallons and to set a rate for sewer, in the East Sub area, of $3.60 per 1,000 gallons.

Trustee Pierce asked why the water and sewer were combined into one ordinance. Mr. Warren explained that they are a combined entity, under municipal code, and that it has been done this way for the last 75 years.

Trustee Pierce asked if he read correctly that the East Sub area is being charged a different sewer rate. Mr. Warren stated that was correct. Trustee Pierce asked if any research has been done to see how this is going to impact residents. Mr. Warren stated that it was discussed at last weeks meeting. Trustee Pierce stated that he missed last week’s meeting. Mr. Warren explained that the average resident uses 15,000 gallons every two months. This means that they would pay the minimum $10.00 charge and using the new rate of $1.25 per 1000 gallons, the charge would be $23.75 for water. Trustee Pierce asked if the same formulation or process is being when the rates were increased last time. Mr. Warren asked if he meant the rate chart. Trustee Pierce stated he was asking because the last time the change was supposed to be about $5.00 and he was told by residents that their increase was about $20.00 to $25.00. Mr. Warren stated that it would depend on how much water is being used. Trustee Pierce asked if it was safe to say that on average a household would use the same amount of water. Mr. Warren stated that water usage may not always remain even and that households can see increase because of sprinkling or cooking.

Trustee Porch stated that the cost to produce water is $1.50 so she wants to know why the recommendation to increase the rate is only to $1.25. Mr. Warren stated that his recommendation is to eventually raise the price to $1.50 but to do it gradually, over two years. Trustee Porch stated that his rate chart goes to 2016 and asked if he anticipates increases in the future. Mr. Warren stated that he can’t anticipate that. He stated that with the new homes being built there is going to be an increase in water use and he can’t anticipate the amount of the water use.

Trustee Pierce stated that the Village does not have the proper computers to tabulate the figures and he questions the accuracy of the readings when the Village took over reading the meters. He stated that he would like to see the East Sub area being set up and then determine if an increase for the entire Village is needed. Mr. Warren stated that the method of reading the meters was changed that expenses would be cut. However, there is the additional expense of reporting to the county for the sewer billing and collection.

Trustee Pierce stated that what he is trying to say is that the last time the rates were increase that there were some perceived deficiencies in the amount of the increase. He stated that the Village has admitted that they don’t know where the finances are at, so he doesn’t understand how the rates can accurately and properly increase. Mr. Warren stated that the water rates have been studied the water and sewer fund, going back over records for the past 15 years, so they were able to see what the trends have been to plan for the future.

Trustee Pierce asked if other municipalities tie the increases to a cost of living increase. Mr. Warren stated that some municipalities do have an automatic increase of $0.10 every year. He stated the problem with this is that if the rates get too high, then residents will cut down on the amount of water being used.

Trustee Caulfield stated that from his understanding that this is compromise and a move in the right direction and that as they further define the costs that an appropriate rate increase will be discussed next year. Mr. Warren stated that currently the plan is to move to $1.50 in 2005 but that it will depend on the increase in users.

Trustee Caulfield stated that the cost of producing the water increases every year and there is nothing in the ordinance that speaks to the increase in producing water.

Trustee Caulfield stated that in light of the financial issues that he wanted to commend Mr. Warren for the work that he has done.

Trustee Caulfield stated that there is a settlement included in the agenda packed and wanted to know if they are separate issues. Attorney Long responded that they are separate.

Trustee Hanson made a motion, seconded by Trustee Caulfield, to waive the second reading, approve and publish in pamphlet form an ordinance, 04-04-17, entitled AN ORDINANCE ESTABLISHING WATER AND SEWER RATES FOR THE VILLAGE OF ANTIOCH, LAKE COUNTY, ILLINOIS AND AMENDING ORDINANCE 02-03-10.

Trustee Caulfield stated with his second, that it is a good compromise and a step in the right direction to ease citizens into the true cost of the water.

On roll call, the vote was:
YES: 4: Larson, Caulfield, Porch and Hanson
NO: 1: Pierce
ABSENT: 1: Turner
THE MOTION CARRIED

YES: 4: Pierce, Larson, Caulfield and Hanson
NO: 0:
ABSENT: 2: Porch and Turner
THE MOTION CARRIED

Walking/Running Path in Depot Street Park – Trustee Larson stated that the Township has been approached by Representative Osmond to incorporate a walking/running path into the Depot Street Park. She stated that there is approximately $30,000.00 that the State Bank of the Lakes would like to donate for the path. She also stated that she has been in contact with the high school regarding the path and wanted to get a consensus from the Trustees as to their thoughts on the walking/running path.

Trustee Porch stated that she thought it was a positive venture. Trustee Turner stated that she also thought it was positive.

Trustee Turner arrived at 8:55 pm.

Trustee Hanson stated that he wanted to make sure that it wouldn’t take away from the athletic fields. Trustee Larson stated that she has been letting everyone know that this park is for children’s athletics and that the concept for the path is for it to run the perimeter of the park.

Trustee Pierce stated that he would like to see a formal plan to ensure that this is not an attempt to have the high school control the scheduling of activities. Trustee Larson stated that she had asked the approximate number of events the high school would have and the response was 15, with some being on the weekends. Trustee Larson stated that she informed the high school that prior to those events, that signage must be put up in advance of the events.

Trustee Caulfield asked if the purpose of this was to request money. Trustee Larson stated that at this time this is in the planning stage and that there is $30,000.00 from the bank and if it the Village needs to contribute any money that she would certainly bring this back before the board to request funds.

Trustee Hanson asked if at this time Trustee Larson was asking the Trustees if they were interested, so it can be added to the plan.

Trustee Larson made a motion to move forward, working with the township and the high school, to include the waling/running path into the park concept plan. Trustee Porch seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Raffle License – Trustee Larson made a motion to issue a raffle license to Westosha Lakes Sweet Adeline’s Chorus for May 6, 2004 – June 3, 2004, waiving fee. Trustee Hanson seconded the motion.

Trustee Caulfield asked the amount of the fee being waived. Mayor Maravelas stated it is $25.00. Trustee Caulfield asked what the fee is used for. Trustee Larson stated that they have never collected the fee.

On roll call, the vote was:
YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Raffle License – Trustee Larson made a motion to issue a raffle license to Antioch’s FridayFest Committee for certain dates between June 25, 2004 – September 3, 2004, waiving fee. Trustee Hanson seconded the motion. On roll call the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Raffle License – Trustee Larson made a motion to issue a raffle license to Village of Antioch Department of Special Events for May 29, 2004, waiving fee. Trustee Hanson seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Raffle License – Trustee Larson made a motion to issue a raffle license to Antioch’s Fourth of July Committee for July 4, 2004, waiving fee. The motion was seconded by Trustee Porch. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Park Rental – Trustee Larson made a motion to approve a park rental request for Diana Swieton at Williams Park on May 1, 2004. Trustee Hanson seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Park Rental – Trustee Larson made a motion to approve a park rental alcohol permit request for Kiersten Vavkina at Centennial Park on May 30, 2004. Trustee Porch seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Approve State Liquor License – Trustee Larson made a motion to approve the filing of an application for a state liquor license for the Memorial Dedication on May 29, 2004. Trustee Hanson seconded the motion.

Trustee Caulfield asked if this means that the Village will be selling liquor. Attorney Long stated that is exactly what it means. Trustee Caulfield asked if that is the normal procedure. Attorney Long stated that no one seemed to know the procedures and that he can’t remember the Village every having done it. He also stated that it is not uncommon for Villages to do this.

Trustee Hanson stated that for the dedication someone had to get the license and the Village stated they would. Trustee Porch explained that the VFW can’t apply, so the Village did, but that she isn’t sure if this opens the door for problems.

Attorney Long stated that we are like any corporation and that the DRAM Shop insurance is required. Trustee Larson asked if the Village has to get the insurance. Attorney Long stated that it is required to get the license.

Trustee Larson asked what is the difference between the state and local license. Mayor Maravelas stated that you have to have the state license to get the Village license.

Trustee Larson asked if the state license requires any education. Trustee Porch stated you fill out the application and send $25.00 and they give you the license.

Trustee Larson asked if the Village is being put in any kind of jeopardy by applying for the license. Attorney Long stated that the DRAM Shop insurance covers any alcohol related claims.

Trustee Larson asked if the fact that the Village doesn’t have a state license puts them in any jeopardy. Attorney Long stated that you can’t get a local license without the state license. Attorney Long explained that the only way to get a local license is to request a state license. Trustee Larson asked why a motion would be made to issue the one-day liquor license if it isn’t guaranteed that they will get the state license.

Attorney Long explained that the state won’t provide the license without verification that a local license has tentatively been approved.

Trustee Caulfield stated that he understands that the VFW can’t get a license, but doesn’t getting the license essentially turn the Village into a bar?

Trustee Porch asked what stops someone else from requesting that the Village get a license on their behalf. Trustee Larson stated that the Village is not required to get the license, but are doing so because this is a special commemorative and that the requests would need to be approved on a case-by-case basis.

Trustee Caulfield stated that he understands that it is only beer and wine, that it is only for one day and that any future requests can be handled on a case-by-case basis, he still feels that this will be turning the Village into a bar for a day. He stated he doesn’t think it is a good idea and that the Village already has enough problems with the perception of bad decisions.

Trustee Turner stated that this is not something that the Village ever has to do again and that it is being done as part of an event to honor the veterans. She also stated that if there is any reason to get the license, honoring the veterans would be the one.

Mayor Maravelas stated that the VFW asked him if the Village could help out with the license. He stated that he volunteered to bring it before the Board for approval.

Mayor Maravelas asked Special Event Planner Horton to explain what will be occurring at the Memorial Dedication. Special Event Planner Horton explained what will be occurring at the dedication and the events that are planned for that day.

On roll call, the vote was:
YES: 4: Pierce, Larson, Hanson and Turner
NO: 2: Caulfield and Porch
THE MOTION CARRIED

Liquor License – Trustee Larson made a motion to issue a 1-day liquor license to the Village of Antioch, contingent upon receiving the state license, for May 29, 2004, waiving fee. Trustee Hanson seconded the motion. On roll call, the vote was:

YES: 4: Pierce, Larson, Hanson and Turner
NO: 2: Caulfield and Porch
THE MOTION CARRIED

Other Business – Trustee Larson reminded everyone that Arbor Day is Saturday, April 24, 2004 at the Scout House and with a 9:00 start time.

Other Business – Trustee Pierce stated that the Mayor provided him with a list of streets that would be worked on this year. He then listed the streets that will be worked on.

Other Business – Trustee Caulfield stated that he wasn’t sure it this was the right time to discuss this, but he would like to discuss a letter in the packet concerning the settlement statement in the bond ordinance. He asked if this was the first time a settlement statement has come before them. Attorney Long stated that there was on for the SSA. Trustee Caulfield asked if there was on for the bond ordinance because he has questions on the expenses.

Trustee Caulfield stated that the settlement outlines how the funds would be distributed. Mr. Warren explained that the underwriter agreed to pay the expenses out the expense fund. Trustee Caulfield stated that he would be more specific, that his actual question is the expenses for your firm. Mr. Warren stated that his firm has been working on this bond situation since 1997 and that this includes some of the fees incurred for working on the bond ordinance. Trustee Caulfield stated that he appreciated the explanation, since it is unusual to timing.

Mayor Maravelas asked how he would have been paid if this bond ordinance never occurred. Mr. Warren stated that this bond is only necessary because the 1997 bond didn’t happen and it that bond would have happened he would have been paid then. Mayor Maravelas then asked him how much of these charges are from 1997 and how much are from now. Mr. Warren stated he could not say, but that if his firm billed the Village for all of the work done it would be more than $200,000.00.

Trustee Pierce asked that Administrator Probst and Trustee Caulfield check to see if any of these charges are reimbursable through the SSA.

Trustee Porch asked if there would be any more bills. Mr. Warren stated there would not be.

YES: 5: Larson, Caulfield, Porch, Hanson and Turner
NO: 1: Pierce
THE MOTION CARRIED

Amendment to Easement – Attorney Long explained the document and suggest that the reading be waived. Trustee Caulfield asked Attorney Long to repeat his explanation so Attorney Long did. He explained that there was a gap in the description in the original Abbott agreement and that this was correcting that gap.

A motion was made by Trustee Hanson, seconded by Trustee Pierce, to authorize the Mayor to sign the agreement. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Executive Session – Attorney Long stated that executive sessions for personnel, litigation and purchase of property had been requested. A motion was made by Trustee Pierce for the Mayor and the Board of Trustees to move into executive session, at 9:40 pm. Trustee Porch seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Return – Trustee Larson made a motion for the Mayor and the Board of Trustees to return from Executive Session to the open meeting at 10:50 pm, with action to be taken. Trustee Porch seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED

Condemnation – Trustee Larson made a motion to proceed with condemnation for certain lots a long Route 173. Truste Hansons seconded the motion. On roll call, the vote was:

YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner
NO: 0
THE MOTION CARRIED