April 25, 2017 Regular Board Meeting Minutes Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 6:44 p.m. Mayor Linda Soto led the pledge of allegiance to the flag. Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Georgeann Duberstein, Hein, Daley and George Duberstein Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Supervisor Mike DePouw and Chief Perlini, Village Attorney Jim Rock and Village Engineer Steve Zehner and Deputy Chief Jeff Myhra Establishment of quorum Agenda Approval: Trustee George Duberstein motioned to approve the agenda as presented; seconded by Trustee Derenoski. All in Favor: Public comments: Edith Makra explained the Metropolitan Mayors Caucus Greenest Region Compact 2. It is a sustainability pledge. In looking at the activities that Hainesville has going on, she stated the Village should be proud of the sustainability work. Omnibus Vote Agenda 1. A Motion to Approve the April 11 th, 2017 Regular Board Meeting Minutes 2. A Motion to Approve the April 25 th, 2017 Bills Payable for $55,043.54 Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee George Duberstein. Reports and Communications from Mayor and other Officers: Village Engineer Village Engineer Steve Zehner was not present Village Attorney Village Attorney Jim Rock was not present. 1
Public Works Public Works Supervisor Mike DePouw reported that he is waiting for two more estimates for tree replacement for a total of five estimates. There are 71 trees to be replaced plus four more that were down from the tornado plus two more from addresses that were overlooked. Maintenance equipment was performed on summer equipment. After the new budget year starts he will get roof repair estimates for Well #1 as some shingles are missing. Treasurer Treasurer Kelly Hensley reported that auditors will be at the Village starting June 19 th with a new lead auditor. The staff attended a BS&A user group meeting on April 13 th and are waiting for utility billing training. She has also been preparing for the transition of the newly elected officials. Village Clerk Village Clerk Kathy Metzler reported that the office has been busy as she has been working for a Mayor and an elect Mayor. Mayor Mayor Linda Soto passed out some information on pending Village Business and projects that she has been working on to the Board members. At the next meeting she will swear in the Mayor elect. Police Chief Police Chief Perlini presented the Annual Hainesville Report for Grayslake Police Service. There were no questions for the Chief. Mayor Soto reminded everyone to lock their car doors. The Chief stated that there were breakins in West Trail as well as Hainesville. Great Age Club & any other general announcements Trustee Georgeann Duberstein noted that the Great Age will meet on May 11 th for games and gab from 10:30 until noon. The village wide garage sale will be July 29 th and 30 th, 9:00 a.m. to 3:00 p.m. with more information in newsletter. Trustee George Duberstein handed out his report on the Village wide clean up. The event was a success. There were 35 volunteers from local schools, scouts as well as some residents. There was a pizza party at the conclusion. He explained the area that was cleaned. He thanked Public Works crew for disposing the 35 bags. Trustee Hein reminded everyone that the Internet and Phone Safety Presentation will be on Sunday, April 30 th from 1:00 p.m. to 3:00 p.m. There will be free raffle tickets for the first 25 people for various gift cards. There is a blood drive set up for June 20 th from 4:00 p.m. to 7:00 p.m. Everyone that donates will get a $5 target gift card. 2
Business Estimate of Revenue Fiscal Year 2018 Trustee George Duberstein motioned to approve the Estimate of Revenue Fiscal Year 2018; seconded by Trustee Derenoski. Appropriation Ordinance Fiscal Year 2018 Trustee Hein motioned to approve the Appropriation Ordinance Fiscal Year 2018; seconded by Trustee Derenoski. Ordinance #17-4-237 Budget Fiscal Year 2018 Trustee Derenoski motioned to approve the Budget Fiscal Year 2018; seconded by Trustee Hein. American Tower Lease Renewal 80 N. Hainesville Road Mayor Soto stated that Ancel Glink attorney took the lead on this project and worked with Treasurer Hensley and Trustee Daley. Trustee Daley stated that the 35% amount the Village will get from additional rent is only if American Cell Tower rents out to someone new for additional revenue. There is no guarantee that the Village will get anything. Mayor Soto stated that they would have to apply for a permit to do the work so the Village would know. Kelly stated that the rent would go up; currently it is $1,800 a month or $21,600 for fiscal year and will go up to $2,750 a month or $33,000 annually. It is renewable in 20 year and 5 year increments. Trustee Daley motioned to approve the American Tower Lease Renewal 80 N. Hainesville Road; seconded by Trustee George Duberstein. A Resolution Endorsing the Metropolitan Mayors Caucus Greenest Region Compact 2 Trustee George Duberstein motioned to approve a Resolution Endorsing the Metropolitan Mayors Caucus Greenest Region Compact 2; seconded by Georgeann Duberstein. Resolution #R17-4-110 3
An Ordinance Authorizing the Abrogation (Release) of Certain Easements and the Establishment of an Ingress/Egress Easement Trustee Daley motioned to approve an Ordinance Authorizing the Abrogation (Release) of Certain Easements and the Establishment of an Ingress/Egress Easement; seconded by Trustee George Duberstein. Ordinance #17-4-238 Call One Phone Renewal 1 year Trustee Daley motioned to approve Call One Phone Renewal 1 year; seconded by Trustee Hein. Trustee Georgeann Duberstein asked if we should renew for more than one year and Treasurer Hensley does not think so as technology is changing so quickly. She would like to discuss with Mike DePouw and Trustee Daley about the T one line that connects the well houses. It is old technology and now there is wireless and fiber capabilities. She will do research. An Ordinance Authorizing the Disposal of Personal Property No Longer Necessary or Useful to the Village Trustee Derenoski motioned to approve an Ordinance Authorizing the Disposal of Personal Property No Longer Necessary or Useful to the Village; seconded by Trustee Georgeann Duberstein. Mayor Soto explained that this is equipment, such as an old fax machine, which is advisable to get rid of it and make a record by ordinance. Ordinance #17-4-239 The Regular Board Meeting recessed at 7:31 p.m. to enter into Executive Session to review Executive Session Minutes in Accordance with OMA Section 2 (c) (21); Trustee Georgeann Duberstein motioned to go into executive session; Trustee Daley seconded the motion. Trustee Georgeann Duberstein motioned to enter back into the Regular Board Meeting at 7:44 p.m.; seconded by Trustee Hein. All in favor; 4
To Vote on once out from Executive Session: A Resolution Authorizing the Destruction of Closed Session Audio Recordings Trustee Daley motioned to approve a Resolution Authorizing the Destruction of Closed Session Audio Recordings; seconded by Trustee Hein. Resolution #R17-4-111 Trustee Daley motioned to adjourn the April 25 th, 2017 Regular Board Meeting; seconded by Trustee Hein. All in favor say aye, motion carried. The April 25 th, 2017 Regular Board Meeting adjourned at 7:45 p.m. Respectfully submitted, Kathy Metzler, RMC, CMC Village Clerk 5