AGENDA FOR VILLAGE OF PINGREE GROVE BOARD OF TRUSTEES MEETING Village Hall, 14N042 Reinking Rd, Pingree Grove, IL 60140

1 CALL TO ORDER AGENDA FOR VILLAGE OF PINGREE GROVE BOARD OF TRUSTEES MEETING Village Hall, 14N042 Reinking Rd, Pingree Grove, IL 60140 2 PLEDGE OF ALLEGIANCE 3 ROLL CALL Monday, March 5, 2018 7:00 pm 4 PUBLIC COMMENTS- Please sign in at the meeting to address the Board 5 SPECIAL PRESENTATIONS / ITEMS a Presentation of Certificate of Achievement for Excellence in Financial Reporting for 2017 Comprehensive Annual Financial Report 6 CONSENT AGENDA a Approval of Minutes from Village Board Meeting February 20, 2018 b Approval of Warrant List, March 5, 2018 in the Amount of $165,86920 c Approval of Designation, Village of Pingree Grove Municipal Center, 555 Reinking Rd, Pingree Grove, IL 7 ITEMS FOR SEPARATE ACTION a Discussion Only of Village of Pingree Grove Zoning Map 8 PRESIDENT S REPORT a Village Hall / Public Works Municipal Center Update 9 STAFF REPORTS AND DISCUSSION 1 of 30

a Legal i Discussion of SSA s ii Update on Forest Preserve Property b Police c Finance i Cash and Investments Summary d Public Works e Engineering i Highland Ave Improvement Update ii Intergovernmental Agreement with City of Elgin for Rt 20 Roundabout iii Rt 72 Traffic Signal Update iv 2018 MFT Program Discussions f Planning i Lazar s Dunkin Addition Update ii Cambridge Lakes North Park Concept Plan g Clerk/Communications i Website Update 10 OLD BUSINESS a Discussion of Formal Title and Proposed Uses for St Peters Lutheran Church 11 NEW BUSINESS a HACC Home and Business Expo 2018 12 EXECUTIVE SESSION To Discuss Pursuant to 5 ILCS 120/2(c)( ) 13 ADJOURNMENT 2 of 30

MINUTES FOR VILLAGE OF PINGREE GROVE BOARD OF TRUSTEES MEETING Village Hall, 14N042 Reinking Rd, Pingree Grove, IL 60140 Tuesday, February 20, 2018 7:00 pm 1 CALL TO ORDER President Wiedmeyer called the meeting to Order at 7:00pm 2 PLEDGE OF ALLEGIANCE The Board recited the Pledge of Allegiance 3 ROLL CALL The Roll was called; answering present were President Wiedmeyer and Trustees: Spieker, Paszkiewicz, Kubiak, Dulkoski, and Hirschbein Trustee Thomas was absent Also present were: Police Chief Shawn Beane, Finance Director Karen Plaza, Public Works Director Pat Doherty, Village Attorney Dean Frieders, Village Engineering Representative Stephen Dennison, Village Planner Chris Heinen, Building Department Director Jim Kelly, and Village Clerk Dawn Grivetti 4 PUBLIC COMMENTS Connie von Keudell introduced herself and stated she is a candidate for Kane County Board District 9 Richard Rakow, 30 Catamaran Circle, Pingree Grove, addressed the Board regarding the action item to rename certain streets within the Village He is concerned about the personal expense associated with the change and would prefer the Board not approve the ordinance 5 SPECIAL PRESENTATIONS / ITEMS Chief Beane recognized Sgt Pokorney and Officer Trusk for 10 years of service to the Village Chris Hansen, Kluber Architects, architect for the new Village Hall / Public Works Municipal Center, gave the Board an update on the development of interior floor plans for the facility and stated exterior designs will be presented soon 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 1 Village Board Minutes Office 847-464-5533 fax 847-464-4036 3 of 30

6 CONSENT AGENDA Trustee Paszkiewicz made a motion, seconded by Trustee Hirschbein to approve the consent agenda which included the minutes from Village Board Meeting February 5, 2018, and the Warrant List of February 20, 2018 in the amount of $123,05159 Following a discussion regarding the codification of ordinances, a Roll Call vote determined Trustees: Paszkiewicz, Hirschbein, Spieker, Kubiak, and Dulkoski answered aye Trustee Thomas was absent Roll Call vote passed 5-0 7 ITEMS FOR SEPARATE ACTION a Approval of Agreement with Building and Code Consultants, Inc, Relating to Inspection and Construction Representation Services for the Village Municipal Center Attorney Frieders stressed the importance of the Village having an owner s representative for the construction of the new municipal center building He stated the proposed fee is less than standard fees of this nature Mr Kelly spoke of his experience in municipal plan review and building inspection representing municipalities in several construction projects; and his work with the Village of Pingree Grove as Building Inspector for the past nine years His fee would be 1% of the construction cost for the building and facility, not to furnish it or for landscaping and pavement as presented by the developer A consensus of the Board is in favor of hiring a representative for plan reviews and inspections; however, there is concern as to what the final cost will be A not-toexceed limit of $35,000 was suggested Trustee Dulkoski made a motion, seconded by Trustee Paszkiewicz to approve the Agreement with Building and Code Consultants, Inc for services relating to the Village Municipal Center at a cost not to exceed $35,000 A Roll Call vote determined Trustees: Dulkoski, Paszkiewicz, Spieker and Kubiak answered aye Trustee Hirschbein answered no Roll Call vote passed 4-1 b e Approval of DR Horton Cambridge Final Plats and Landscape Plans for Neighborhoods A6 and A7; and Parkside at Cambridge Units 29 and 30 These final plats and plans were considered in omnibus The Board discussed tree spacing and the possibility of relocating trees to private property in the traditional housing neighborhoods The Planning and Zoning Commission recommended approval subject to the following: 1) Revision of A6 and A7 plans to show access control gates in a format and location acceptable to the Village Planner and Engineer; 2) Submission of plans for the neighborhood park in Unit 29, in a format and content acceptable to the Village Planner; and, 3) Update to the plats to show that the homeowners association has the maintenance obligation for the gas line easement After further discussion regarding these topics, the Village Board added: 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 2 Village Board Minutes Office 847-464-5533 fax 847-464-4036 4 of 30

4) Resubmission of landscape plans in a format acceptable to the Village Board with regard to the location and orientation of front yard trees Trustee Kubiak made a motion, seconded by Trustee Hirschbein to approve the final plat and plans for Neighborhoods A6 and A7, as well as Units 29 and 30, subject to revision consistent with the comments of the Village Planner and Engineer, and the following additional points: 1) Revision of A6 and A7 plans to show access control gates in a format and location acceptable to the Village Planner and Engineer; 2) Submission of plans for the neighborhood park in Unit 29, in a format and content acceptable to the Village Planner; and, 3) Update to the plats to show that the homeowners association has the maintenance obligation for the gas line easement 4) Resubmission of landscape plans in a format acceptable to the Village Board with regard to the location and orientation of front yard trees A Roll Call vote determined Trustees: Kubiak, Hirschbein, Spieker, Paszkiewicz and Dulkoski answered aye Trustee Thomas was absent Roll Call vote passed 5-0 f Approval of Ordinance 2018-O-01 Renaming Certain Streets Within the Village of Pingree Grove, Kane County, IL Attorney Frieders informed the Board of a discrepancy between addresses on certain approved plats of subdivision and some corresponding deeds of property that can have an adverse effect on emergency response times The recommended change will result in two property owners having to change their street name address Staff recommends this change from a public safety perspective The Board discussed compensating the two residents affected by the address change Trustee Kubiak made a motion, seconded by Trustee Dulkoski to approve the Ordinance Renaming Certain Streets within the Village of Pingree Grove A Roll Call vote determined Trustees: Kubiak, Dulkoski, Spieker, Paszkiewicz, and Hirschbein answered aye Trustee Thomas was absent Roll Call vote passed 5-0 g Approval of Agreement with Landmark Ford and J&M Truck Bodies for the Purchase and Equipment of a 2018 Transit Van from State Purchase in an Amount not to Exceed $42,000 Public Works Director Doherty spoke to the need for this vehicle Trustee Kubiak made a motion, seconded by Trustee Dulkoski to approve agreements with Landmark Ford and J&M Truck Bodies for the purchase and equipment of a 2018 transit van from state purchase in an amount not to exceed $42,000 Following the motion, Trustee Spieker asked if the diesel option was necessary Doherty spoke to the longevity of a diesel engine After further discussion, a Roll Call vote determined Trustees: Kubiak, Dulkoski, Paszkiewicz, and Hirschbein answered aye Trustee Spieker answered no Trustee Thomas was absent Roll Call vote passed 4-1 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 3 Village Board Minutes Office 847-464-5533 fax 847-464-4036 5 of 30

h Approval of Ordinance 2018-O-03 Amending the Village Budget for FY 2017-18 Finance Director Plaza stated the ordinance amends the budget to account for increased revenue and expenses for the Municipal Center construction project Trustee Hirschbein made a motion, seconded by Trustee Dulkoski to approve the Ordinance Amending the Village Budget for Fiscal Year 2017-2018 per Attachment A (Revenue) and Attachment B (Expenses) A Roll Call vote determined President Wiedmeyer and Trustees: Hirschbein, Dulkoski, Spieker, Paszkiewicz, and Kubiak answered aye Trustee Thomas was absent Roll Call vote passed 6-0 i Approval of Authorization for Village Hall/Public Works Municipal Center Construction Payments Attorney Frieders stated the Building Inspector will review invoices and recommend them for payment, but he does not have final authority to approve payment of invoices Approved invoices will be presented to the Finance Director for authorized payment within budgeted limits This item authorizes the Finance Director to approve payments to the developer from the construction escrow account held by the title company Trustee Kubiak made a motion, seconded by Trustee Hirschbein to authorize the Finance Director to approve of and issue properly presented invoices relating to the construction of the Village Hall/Public Works Municipal Center and to transfer and wire funds as needed for such payments, within budgeted amounts A Roll Call vote determined Trustees Kubiak, Hirschbein, Spieker, Paszkiewicz, and Dulkoski answered aye Trustee Thomas was absent Roll Call vote passed 5-0 j Approval of Agreement with OZ Engineering, LLC for Additional Soil Borings of the Village Hall/ Public Works Municipal Center Construction Site Not to Exceed $10,000 The developer s civil engineer for project construction recommended additional soil borings This cost is outside the scope of the contracted project There was discussion regarding the estimated cost and the recommended amount Trustee Dulkoski made a motion, seconded by Trustee Hirschbein to approve an agreement with OZ Engineering, LLC to obtain additional soil boring testing as needed for the construction of the Village Hall/Public Works Facility in an amount not to exceed $5,000 A Roll Call vote determined Trustees Dulkoski, Hirschbein, Spieker, Paszkiewicz, and Kubiak answered aye Trustee Thomas was absent Roll Call vote passed 5-0 8 PRESIDENT S REPORT a Village Hall / Public Works Municipal Center Update President Wiedmeyer stated the project is moving along quickly, and exterior renderings will be forthcoming 9 STAFF REPORTS AND DISCUSSION a Legal i Discussion of Formal Title And Address for New Village Hall / Public Works Municipal Center A consensus of the Board agreed on 555 Reinking Rd This item will be added to the consent agenda of the next meeting for final approval 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 4 Village Board Minutes Office 847-464-5533 fax 847-464-4036 6 of 30

ii Discussion of Formal Title and Proposed Uses for St Peters Lutheran Church Property There was discussion of the property s code compliance and a possible use for community outreach Attorney Frieders suggested the Board include residents in the planning process of the property iii CL QuickStop Update It was stated the current owner proposed a new developer who is no longer interested The owner is looking into additional options for the property iv Saleh Property Discussion Attorney Frieders presented a proposed concept plan offered by the new owner of property along Rt 47 north of Rt 72, formerly known as the Knight-Poppen property The concept plan includes commercial, multi-family residential and open space uses There was discussion regarding an incentive program, and an existing agreement with the Village of Gilberts regarding commercial development along Rt 47 v Active & Back-up SSA s Attorney Frieders recommended the Board review prepared maps and address this issue for current and future development b Police Chief Beane presented the monthly departmental report c Finance i Funds Transfer Policy Discussion Director Plaza requested the Board s direction on whether or not fund transfers based on approved budgeted amounts could be made without additional Board action and when they preferred those transfers to be done No consensus was obtained ii Village Hall / Public Works Municipal Center Budget A tentative budget was presented for review iii Capital Improvements Fund Balance Also presented for review There was discussion regarding the upcoming budget process d Public Works Director Doherty thanked the Board for discussing tree locations and approving his vehicle purchase e Engineering Engineer Dennison stated his agency is putting together cost estimates and working with the City of Elgin on a resolution for Highland Ave improvements; they are currently reviewing and intergovernmental agreement with the City of Elgin for the Rt 20 Roundabout; and the Village s NPDES waste water plant permit has been finalized He reported nothing was changed from the draft permit The Board asked when the Rt 72 and Richard J Brown intersection construction might be let for bid 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 5 Village Board Minutes Office 847-464-5533 fax 847-464-4036 7 of 30

Mr Dennison replied cost estimates could be prepared for an upcoming Board meeting f Planning Planner Heinen introduced a new staff member and reported on updates to Lazar s Dunkin Addition drive-thru project New plans indicating the location of a menu board allow for faster stacking flows They also agreed to pavement striping and noparking signs along the building and additional outdoor lighting The Board directed Planner Heinen to re-address directional traffic entrance and exit signage with the owner There is no consensus on the approval of the plan as redesigned The Board requested the petitioner and franchise developer address these issues with the Board at a future meeting Planner Heinen also stated he received concept plans for Cambridge Lakes North parks from DR Horton/Cambridge g Clerk/Communications Clerk Grivetti thanked the Board for their review of the newly re-designed website and discussed the possibility of including Trustee and Staff photos on it She further reported on her attendance at recent Northern Kane Chamber of Commerce and Hampshire Area Chamber of Commerce membership meetings, and talked about increased involvement in upcoming events 10 OLD BUSINESS Attorney Frieders reviewed the boundary line agreement between the Villages of Pingree Grove and Gilberts regarding commercial development along Rt 47 north of Rt 72 He further reported on a call received from NKEC looking for feedback from the Village regarding the sale of Village property 11 NEW BUSINESS Trustee Spieker reported on an upcoming meeting scheduled with the Kane County Forest Preserve to review proposed plans for the Heritage District Park 12 EXECUTIVE SESSION To Discuss Pending or Imminent Litigation Pursuant to 5 ILCS 120/2(c)(11) At 10:05 pm Trustee Paszkiewicz made a motion, seconded by Trustee Spieker to convene an Executive Session of the Village Board for the purpose of discussing Pending and Imminent Litigation pursuant to 5 ILCS 120/2(c)(11) A Roll Call vote determined Trustees: Paszkiewicz, Spieker, Kubiak, Dulkoski and Hirschbein answered aye Trustee Thomas was absent Roll Call vote passed 5-0 At 10:27 pm Trustee Spieker made a motion to return to regular session, seconded by Trustee Dulkoski President Wiedmeyer directed that a Voice vote be taken All present answered aye, and President Wiedmeyer declared the motion passed 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 6 Village Board Minutes Office 847-464-5533 fax 847-464-4036 8 of 30

13 ADJOURNMENT Trustee Spieker made a motion to adjourn the meeting, seconded by Trustee Paszkiewicz President Wiedmeyer directed that a voice vote be taken All present answered aye, and President Wiedmeyer declared the motion passed; the meeting adjourned at 10:28 pm 2/20/2018 14N042 Reinking Rd, Pingree Grove, IL 60140 Page 7 Village Board Minutes Office 847-464-5533 fax 847-464-4036 9 of 30

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N 11 Resubdivision 03/18/14 Added Harrison Parcel Resubdivision; N A12 Plat 03/16/15 Added Bell Land Resubdivision; Added PG Forest Preserve Acquisition 02/03/16 Added Recent Subdivisions; Added Noble Carrot PUD 03/08/17 Added Recent Subdivisions; Added North Carillion Lot Lines 03/01/18 Added MAS Supply and Elgin Die Mold/HOJI Inc PUD N Scale - 1":1,000' 500' 0' 500' 1,000' 2,000' Planning Consultants 910 Woodlands Parkway Vernon Hills, Illinois 60061 Phone: (847) 735-1000 Fax: (847) 735-1010 wwwrccaicom

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VILLAGE OF PINGREE GROVE SCHEDULE OF CASH & INVESTED FUNDS AS OF 01/31/2018 FUND/BANK NAME BANK TYPE AMOUNT GENERAL FUND (10) ELGIN STATE BANK GENERAL CHECKING 10 00 0 1010 $115,39239 ELGIN STATE BANK COMMINGLED FUNDS 10 00 0 1050 $32,77614 ELGIN STATE BANK PAYROLL ACCOUNT 10 00 0 1070 $000 ILLINOIS FUNDS E PAY 10 00 0 1045 $41,17102 ILLINOIS FUNDS MONEY MARKET 10 00 0 1040 $2,279,54506 TOTAL FOR GENERAL FUND $2,468,88461 WATER & SEWER FUND (20) ELGIN STATE BANK COMMINGLED FUNDS 20 00 0 1050 $2,433,99393 ILLINOIS FUNDS E PAY 20 00 0 1045 $584,83465 TOTAL FOR WATER & SEWER FUND $3,018,82858 WATER/SEWER CAPITAL MAINT (22) ELGIN STATE BANK BANK COMMINGLED FUNDS 22 00 0 1050 $1,137,94342 ILLINOIS FUNDS WATER CAPITAL 22 00 0 1060 $178,43522 TOTAL FOR WATER/SEWER CAPITAL MAINT $1,316,37864 MOTOR FUEL FUND (30) ELGIN STATE BANK COMMINGLED FUNDS 30 00 0 1050 ($65,80909) ILLINOIS FUNDS MONEY MARKET 30 00 0 1040 $845,36974 TOTAL FOR MOTOR FUEL $779,56065 TIF BELL-HARRIS (61) ELGIN STATE BANK BANK COMMINGLED FUNDS 61 00 0 1050 $23,03083 TOTAL FOR TIF BELL-HARRIS $23,03083 CAPITAL IMPROVEMENT FUND (70) ELGIN STATE BANK COMMINGLED FUNDS 70 00 0 1050 $572,78762 ILLINOIS FUNDS PRIME MARKET 70 00 0 1040 $1,942,71091 TOTAL FOR CAPITAL IMPROVEMENT $2,515,49853 SPECIAL SERVICE AREA #4 (90) ELGIN STATE BANK BANK COMMINGLED FUNDS 90 00 0 1050 $370,70823 TOTAL FOR SPECIAL SERVICE AREA #4 $370,70823 SPECIAL SERVICE AREA #9 (99) ELGIN STATE BANK BANK COMMINGLED FUNDS 99 00 0 1050 $38,63007 TOTAL FOR SPECIAL SERVICE AREA #9 $38,63007 TOTAL AVAILABLE FUNDS $10,531,52014 SUMMARY BY BANKS ELGIN STATE BANK BANK $4,659,45354 ILLINOIS FUNDS $5,872,06660 TOTAL BY BANK ACCOUNTS $10,531,52014 23 of 30

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