VILLAGE OF LINDENHURST ILLINOIS
2301 E. Sand Lake Road
REGULAR MEETING OF THE VILLAGE BOARD
March 31, 2007
6:00 P.M.
MINUTES
CALL TO ORDER Mayor Lahr called the Regular Board meeting to order at 6pm.
ROLL CALL Roll call showed those present were: Mayor Lahr, Trustees Dunham, Marturano, Metzelaar, Zerba and Wayne. Also in attendance were Administrator Stevens, Attorney Phillips, Treasurer Neubauer, Engineer Welsh, Chief McKeever, and Clerk Chybowski.
PLEDGE OF
ALLEGIANCE
APPROVAL OF The Regular and Executive Session Meeting minutes of March
THE MINUTES 10, 2008, and the Special Board Meetings of March 6, 2008 and March 17, 2008 were presented to the Board for approval.
MOTION A motion to approve the minutes was made by Trustee Dunham, seconded by Trustee Metzelaar.
ON ROLL CALL Ayes-5, Trustees Dunham, Metzelaar, Zerba, Marturano, Wayne
Nays-0
COMMUNICATIONS
· Alcohol Awareness
Month Proclamation
COMMITTEE BOARD
& STAFF REPORTS Mayor Lahr received a request from resident Liz Nelson, Community Health Specialist for Lake County, asking municipalities to formally proclaim April as Alcohol Awareness Month. Lahr read a proclamation supporting the request. Lahr noted town hall meetings are being held nationwide the first week of April, with Lake County’s meeting being held at Carmel Catholic High School on April 3 at 7pm.
MOTION Trustee Zerba made a motion in support of the proclamation, seconded by Trustee Marturano. Upon a voice vote, the motion carried.
Mayor Lahr acknowledged that the Village of Lindenhurst received the Tree City USA Award and the Tree City USA Growth Award, by the Arbor Foundation, for the 11th year. Lahr continued that the Growth Award was for demonstrating progress in a community forestry program.
Mayor Lahr informed that Lindenhurst has been officially recognized and commended for the Village’s community water system. Lahr thanked Village employees Rob Garcia and Wes Welsh for ensuring the Village maintained perfect compliance for 12 consecutive months in accordance with the State of Illinois Fluoridation Law.
Mayor Lahr stated she would be working with Vista Health, joining their Healthy Women Advisory Council, focusing on women maintaining good health.
Lastly, Mayor Lahr stated she attended a SWALCO meeting this month where commercial franchising for garbage pickup was discussed.
Trustee Metzelaar shared she recently attended the Lakes Commission meeting. The Commission discussed attending an upcoming Board meeting to provide an update regarding the restoration of Waterford and Linden Lakes. Mayor Lahr stated the Lakes Commission would be welcome at any time.
Trustee Zerba communicated that Springfest at Lakes High School was a wonderful event. Mayor Lahr added that she, Trustees Wayne, Zerba, and Marturano, Administrator Stevens and Clerk Chybowski attended. Lahr continued that the Board provided Information regarding the status of Village Green, answered questions, and that there was great, positive interest by the public in the project. Trustee Marturano added there was also interest in potential tenants of the Green. Trustee Wayne stated the Park District provided information regarding the proposed bike and pedestrian pathways and that the last formal opportunity for residents to provide input on this project is at Lindenhurst’s Earth Day celebration on April 19. Administrator Stevens stated Springfest enjoyed the greatest participation to date, with over 140 booths.
Trustee Messmer entered Meeting. At 6:10 pm
Trustee Dunham reminded the Board that Earth Day will be on April 19 from 10am – 1pm, preceded by the annual Village clean-up starting promptly at 9am. Trustee Zerba relayed that the turnout for Lindenhurst’s Earth Day celebration is wonderful every year, adding that the Village Sewer & Water Department, the Street Department, Police Department, and Village Staff and officials are very involved.
Trustee Metzelaar commented that the recent tour by the Board of the Lake Villa Fire & Rescue facility was very educational. Administrator Stevens added that the new facility will be open in May.
Attorney Phillips communicated that the Building Department has turned over photos of two homes on the Exceed Development property on Route 45 that are in very bad condition. Phillips stated there would be an effort to encourage Exceed to take care of these two properties. Administrator Stevens added that scavenging has taken place and that this reflects poorly on the developer. Mayor Lahr added the abandoned properties also present a safety concern.
Police Chief McKeever made a comment regarding Alcohol Awareness month that, during the past month, each of the eleven liquor license holders in the area have personally been served with a notice reminding them about their legal and ethical obligation not to sell alcohol products to minors.
OLD BUSINESS A. Village Green/Status Report
Charlie Hickcox, of Oliver McMillan, stated he is grateful for the positive working relationship with Village Board and the Planning Commission. He added the collaborative effort will help make Village Green a special place.
Hickcox provided an overview of what has been being discussed with the Planning Commission. Attorney Mark Eiden will address the plat and the annexation of the parcel; Tim Kent of Pappageorge -- Elevations, Ryan Kettlekamp – Landscaping. Hickcox stated that on April 2, Oliver McMillan will be appearing before the Planning Commission to hopefully obtain approval on the final plat and site plan so then can move forward with grading in May or June, weather depending. Regarding a leasing update, Hickcox stated they are still in discussions with several department stores and hope to have some news in May or June. Trustee Zerba commented that an ice cream store would be a great addition for shopping families. Mayor Lahr stated that ideas brought forward have been reviewed to see whether they can be added or variations of the suggestions.
Attorney Mark Eiden discussed the first final plat, getting outlots approved, and commercial lots. Eiden stated that all residential is unplanned at this time and will be reviewed in the future for further re-subdivision. Lots 14, 15 and 16 were discussed with regard to rezoning; Lot 10 is being reserved for potential commercial use. Eiden discussed the former Horvat parcel being acquired by a Swanson entity and the elimination of the special access previously granted to Horvat. Eiden concluded by commenting on annexing the former Horvat parcel and zoning. Attorney Phillips stated the first final plat is working its way through the Planning Commission.
Tim Kent discussed the plan elevations and acknowledged there were no significant changes. Standards and materials were discussed, including white gabled and stone buildings, architectural cast stone, and lighting. Brick and slate-like shingle samples were shown to the Board. Trustee Wayne asked when external fixtures would be presented and was told Oliver McMillan is currently working on design guidelines. Attorney Phillips stated the first site plan, the plat and the Horvat annexation will come to the board first.
Ryan Kettlekamp discussed landscaping, stating as more of the character of architecture evolves, they will have a better idea regarding landscaping. Kettlekamp shared that the theme and inspiration of the landscaping is being drawn from two adjacent marshes on the site, with an effort to imitate the random character of nature. The key landscape types of the project are the Green, or town center streetscape; pocket plazas called paseos; rear facade gardens; and parking lots. Kettlekamp added that there will be renditions on display for Earth Day showing the “green” features of the project. There will be varying tree sizes (from 4-6” in diameter), with curbside plantings under the trees and areas for planters on the sidewalk to help create unique streetscape character. The parking lots will have bioswales and heavy vegetation on the ends of the islands to break up the asphalt landscape. Lahr acknowledged the positive feedback from residents regarding 4-sided architecture for the project. Trustee Zerba inquired about having varying landscaping according to the four seasons and referenced Lindenhurst’s affiliation with daffodils. Kettlekamp shared the goal of celebrating four seasons present in the streetscapes. Mayor Lahr added the Village has a significant variety of trees due to the designation of Tree City USA.
Mayor Lahr thanked Oliver McMillan on behalf of the Board, and expressed appreciation that OM has been working cooperatively with the Plan Commission.
NEW BUSINESS A. Aqua Pool & Spa/Permission to Conduct an Outdoor Sales
Event
Administrator Stevens informed there was a request by Michael Dare of Aqua Pool & Spa for permission to conduct an outdoor sale on Earth Day weekend. Attorney Phillips advised that the Board has discretion to allow, as the request is not in conflict with any ordinances. Mayor Lahr stated it would be a great opportunity to highlight the changes recently completed in Linden Plaza. The topic of outdoor signs to advertise the event was discussed with regard to size and length of posting. Trustee Wayne expressed his desire to support businesses in the Plaza. Attorney Phillips suggested Aqua Pool provide a plan as to where sale items would be placed and the Board concurred.
MOTION Trustee Marturano made a motion authorizing this action subject to Administrator Stevens working out the details with Mr. Dare, seconded by Trustee Dunham.
ON ROLL CALL Ayes-6, Trustees Marturano, Dunham, Messmer, Wayne, Zerba, Metzelaar
Nays-0
B. Ordinance: Amendment to the Zoning Ordinance (Permitted Uses in a BK District)
ORDINANCE No. 08-03-1691
Mayor Lahr informed that adopting the zoning ordinance amendment in a BK District would allow for the “assembly of interior finishes, furnishings and equipment for transportation vehicles” to be conducted. Lahr continued that the Planning Commission recommended approval of the amendment subsequent to a public hearing held March 19, 2008. Ultimate Transportation, which outfits passenger rail cars and locomotive interiors, will be able to conduct business in the Falling Waters Business Park. Administrator Stevens stated there would be 12-14 employees of this business.
MOTION Trustee Zerba made a motion to amend the Zoning Ordinance for permitted uses in a BK District, seconded by Trustee Wayne
ON ROLL CALL Ayes-6, Trustees Zerba, Wayne, Metzelaar, Dunham, Marturano, Messmer
Nays-0
MOTION C. Bid Award: New Salt Storage Facility
Engineer Welsh referenced a memo to the Board regarding a previous authorization for bid for the salt storage facility. Welsh stated that three bids were received and were reviewed on March 25. The bids ranged from $394,938 to $423,000, with the lower bid approximately $85,000 higher than costs budgeted. Further review into the project was done to identify the reason for the significant increase over budget. Welsh explained that project consultants typically bid work costs based on previous jobs completed; a large disparity would indicate current major market differences in prices, such as oil. Costs for the dome component of the project increased significantly as well. Attorney Phillips suggested possibly rebidding the project. Welsh stated that, because of the 7% percentage variance between the three bids, this indicates the true cost of the work in today’s marketplace. Given the need for the project, Welsh recommended awarding the construction contract to Dome Corporation of North America based on its low bid of $394,938. Welsh concluded that the completion date for the project is October, 2008. Discussion took place acknowledging the need for the barn and expected rising prices going forward.
MOTION Trustee Metzelaar made a motion approving the bid award for Dome Corporation of North America in the amount of $394,938, seconded by Trustee Wayne.
ON ROLL CALL Ayes-6, Trustees Metzelaar, Wayne, Zerba, Dunham, Marturano, Messmer
Nays-0
D. Authorization to Waive Bids: Emergency Street Repairs (Extreme Winter)
Administrator Stevens referenced discussions regarding this topic at recent draft budget sessions. Authorization to waive the formal bid process, with the goal of saving time and costs, and accepting competitive proposals not exceeding $60,000, would allow road repair work to begin in priority sections of the Village.
MOTION Trustee Dunham made a motion authorizing waiving bids for emergency street repairs, seconded by Trustee Messmer.
ON ROLL CALL Ayes-6, Trustees Dunham, Messmer, Metzelaar, Marturano, Wayne, Zerba
Nays-0
E. Authorization to Write Off Water and Sewer Customer Debt
Mayor Lahr stated overdue water and sewer accounts from 2000 through 2005, amount to over $9,700, including 10% in penalties.
MOTION Trustee Zerba made a motion authorizing the write off of $9,765.26 of overdue water & sewer customer debt from 2000 to 2005, as referenced on the 3/27/08 write-off list, seconded by Trustee Wayne.
ON ROLL CALL Ayes-6, Trustees Zerba, Wayne, Messmer, Marturano, Dunham, Metzelaar
Nays-0
F. Adoption of Tentative FY 08/09 Budget
Mayor Lahr thanked the Board for all of their time and effort in analyzing and reviewing the draft budget. Lahr clarified that insurance for vision and dental are part of the tentative budget for review and discussion. Administrator Stevens explained the term ‘tentative budget’ is a statutory term and that the Board will adopt a tentative budget to make available to the public and, if passed this evening, would be available at 10am on April 1, as well as on the Village website. Stevens continued that a public hearing is scheduled for April 14 at 6pm. Stevens advised that a budget can be amended at any time with a majority vote of the Board.
Trustee Wayne suggested discussing salary and benefits for Village employees. Stevens provided an explanation regarding the method of comparing wages with the surrounding market and the goal of being at the midpoint of the market. Stevens continued that the last survey done showed the Village’s grade positions were 1-2% below market average. Stevens stated with the survey being conducted every two years, it can be a challenge deciding when to make an adjustment.
Mayor Lahr referenced a discussion at a prior budget meeting that getting to a midpoint did not require salaries having to match the exact dollar amount each time the survey was done. Lahr stated the economic downturn was discussed and the fact that the Village was choosing not to incorporate the market adjustment did not mean there would not be an increase for Village employees. Lahr said this part of the budget would be revisited next year for a determination.
Discussion regarding how to address the Village’s below market salary survey and the importance of employee retention ensued. Administrator Stevens stated this could be finalized at the public hearing stage and that we could have a salary survey done prior to budget time next year.
MOTION Trustee Dunham made a motion to adopt the tentative FY 08/09 Budget, as referenced in Table A, totaling $12,639,967, seconded by Trustee Messmer.
ON ROLL CALL Ayes-6, Trustees Dunham, Messmer, Marturano, Metzelaa, Zerba, Wayne
Nays-0
G. Presentation: PAR Group (Executive Search Firm)
Sharon Morien, the PAR Group, provided a proposal and outlined the search process and recruiting statistics of the PAR Group. Morien emphasized the importance of selecting Lindenhurst’s next Village Administrator is directly related to the desired direction of Lindenhurst going forward. Morien stated that a typical search takes 90-120 days and includes profile interviews, advertisements, screening, background checks, interviews and education/reference checks. Discussion regarding potentially identifying a candidate from the Midwest and the current market for a Village Administrator took place.
PUBLIC
PARTICIPATION Robert Reding, 2465 Herion Drive, commented regarding the topic of building a salt barn, stating $400,000 out of a $12,700,000 budget was significant and asked whether a cash flow / payback study had been done to pay the monies back in a specific number of years. Reding also inquired about contracting for a salt barn. Administrator Stevens stated that over the last three years, materials have not been available and the importance of having salt in storage. Stevens continued that increasing the size of storage facility allows the Village to be more independent. Engineer Welsh added the Village uses an average of 1350 tons of salt per season. This salt barn can store 1600-1700 tons, where our present facility can only accommodate 300-350 tons. Trustee Wayne commented this topic has been in discussion with the Board for 2-3 years. Stevens added the life span of the facility is 40-50 years and that a salt barn is considered an emergency facility and that the cost of construction will not get cheaper.
MOTION A motion to adjourn was made by Trustee Wayne, seconded by Trustee Dunham. Upon a voice vote, the motion carried.
ADJOURNMENT The meeting was adjourned at 8:50.
Date Approved__________________________________
_______________________________ _________________________________
Susan Lahr, Mayor Patty Chybowski, Clerk