June 14th, 2011 Regular Board Meeting Minutes
Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:02 p.m.
Mayor 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, Duberstein, Barrett, Daley and Walkington
Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen
Absent: Trustee Kriese and EMA Coordinator Mike Benko
Mayor Soto stated that Trustee Kriese is out of town on a fishing trip that was planned for over a year. EMA Coordinator is attending another meeting that was scheduled for tonight.
Establishment of quorum
Agenda Approval
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Kriese
Motion carried.
Public comments:
Ted Mueller, Hainesville, IL 60030 – former Mayor of Hainesville, stated that he was ashamed that the Village did not fly the flag at half-staff when State Representative Mark Beaubien passed away. Avon Township as well as the Round Lake area flew their flags at half-mast. Mayor Soto stated that Mark Beaubien was not our Village’s State Representative. The Village has been under a lot of criticism of flag protocol; primarily from Mr. Mueller. When the Village researched this, it found that the flag should only be flown at half-staff at Government buildings when it is ordered by the Governor or it is directly tied to the village. Mark Beaubien was a strong proponent of flag protocol. Mayor Soto stated that we all have our own way of showing support and condolences were sent to the Beaubien family. Mr. Mueller stated that he wanted to state his opinion.
John Derenoski, Hainesville, IL 60073 – he requested that his street get a speed sign that says how fast a car is going. There is a lot of speeding on the street. His wife was in a minor accident on his street but did not contact the police because she was so shaken. Mayor Soto stated that residents should contact the police even after the fact so it is on record and she would look into getting a speed indicator put up on Centennial.
Omnibus Vote Agenda
1. A Motion to Approve the May 24th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the June 2011 Bills Payable for $133,418.65
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Kriese
Motion carried.
Trustee Duberstein asked for a clarification of a $2,900 item in the Bills Payable report. She asked if the Village has maps or diagrams that show the utilities around the Village. Village Engineer Greg Gruen stated that the maps are approximate locations and more precise locations were needed.
Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto reported that the Grayslake Police Department had a courtesy tag printed in the event that garage doors are left opened and other public safety issues. When appropriate they will knock on doors. When these are issued they will be recorded and assigned a number. The first will be a courtesy but it will be put into the system.
Chief Larry Herzog is retiring in July. This Thursday Grayslake is hosting a retirement party for him. The Board has been invited and hopefully everyone has RSVP’d whether they can attend or not. We look forward to giving Larry a nice send off; he has done a lot for our community. Commander McCutcheon will be the interim chief until they go through a formal process.
Village Clerk
Village Clerk Kathy Metzler stated that she has been working on the website, did the Public Comment cards and finished the Business Licenses.
Treasurer
Treasurer Kelly Hensley reported that she is working on year end adjustments and preparing for the audit around August 1st.
EMA Coordinator
EMA Coordinator Mike Benko is at a parent meeting for a team that he coaches, however, he wanted Mayor Soto to remind everyone that when they go on vacation, stay at a hotel, do a road trip or stay with family or friends they should remember to bring their emergency kit.
Building Official
Building Official Russ Kraly did not have a monthly report due to his printer not working and will have it ready next week.
Last week Russ gave all the Trustees in their mailbox the Wind Energy Ordinance that the County passed. Mayor Soto stated that the Public Works Committee went through this. Russ also included the Gurnee Ordinance which was just passed.
Russ will be doing a final inspection for Fab Nails after the fire, electrical and plumbing inspections have been completed. They should be opening next week.
Public Works Superintendent
Public Works Superintendent Jeff Gately reported that his department has been doing field mowing and weeding. He has also removed the trees in between the Village Hall and Public Works Building to join the parking lots. Next they will be working on sink holes.
The Mayor stated that she called Mark Swierenga of the Deer Point property regarding the mowing and the sign which should be up in 7 to 10 days.
Discussion took place regarding the mowing of the Deer Point property on Route 134 and the property that Scott Wallach use to own which now belongs to the bank. Trustee Daley stated that a nice job was done on the Public Works Open House and stated that Trustee Kriese did all the cooking. Trustee Derenoski also commented on the phenomenal job with the Route 134 entrance.
Village Attorney
Attorney Jim Rock reported that he prepared the ordinances on tonight’s agenda. He is also working on the documents for easements related to the Route 120 water main extension project. He also prepared a temporary construction easement for the Cranberry Lake North Erosion Project. Mayor Soto stated that there is not a signed copy of the Easement yet but she will ask for approval to sign it under business.
Village Engineer
Village Engineer Greg Gruen reported that Clean Cut Tree Service has completed the work at the Lisk Drive properties. Their invoice was approved including a 10% retainage. The Village is holding $4,000 of their contract for the next 30 days or so to make sure there are no unforeseen warranty issues.
Manhard also completed the Village’s Municipal Separate Storm Sewer Systems annual report which is required by the State. Most items are executed by Lake County Storm Water Management. The Village will also need to undertake some items such as updating the website with Stormwater Management Information, how to get rid of household hazardous waste, have information at the “take-away” rack at the Village Hall and pass any revisions to the Stormwater Management Ordinance and limited outfall and sampling that has to be done.
Greg also reported that Pineview Watermain Extension started last Friday. There is restoration to do but the work has been completed.
The project plan for the IEPA Loan Program was approved. The next step is to complete the application and send it to the IEPA. He is working on obtaining easements.
Reports of Standing Committees
Finance – Trustee Daley attended the Washington Street Project Open House. He learned that our Village doesn’t end at the south side of Washington; it ends on the North side. One part is to build sidewalks on the North side. Paula Trigg of LCDOT stated that Highland Lake residents requested the sidewalks but there is no guarantee. However if it does they will want money from Hainesville.
Mayor Soto recently became aware of the sidewalk issue. Our Village could potentially have to pay 20% of sidewalk. She contacted Village Planner Al Maiden regarding negotiating this issue. The responses came from Highland Lake residents mostly. If this is meant to serve Highland Lake the 20% should be paid for by the Highland Lake Homeowner’s Association or the Township.
Trustee Daley stated that it is 20% of 20% or 4%. Mayor Soto stated that Al Maiden is working through this issue with LCDOT. Mayor Soto also stated that the Village is not sure if the sidewalk will go in and don’t know if Hainesville will pay for it. There is another thought that maybe the Village should pay the 4% (if that is what it is) and let it be the township’s or Lake County’s responsibility otherwise if Hainesville doesn’t pay for a portion of it, then we may have to maintain it.
Trustee Daley also stated that they only have money to go up to the underpass. He is not too worried until it becomes reality. Mayor Soto stated we pay only for the portion in the Hainesville right-of-way.
Trustee Duberstein stated that she knows of residents who walk to the train station and would like a sidewalk. Mayor Soto stated that when the other Grayslake property is developed, the entrance to the train will line up with the Haryan Farm entrance. The two projects Rollins Rd/Route 83 and the Washington Street construction will both take place at the same time.
Mark Typlin, Hainesville, IL 60030 – stated that the tentative start date for both projects is July 2013 with a Bond issue.
Public Works - Trustee Walkington reported that at the last Public Works meeting Trustee Kriese was given the wind energy information and will look at it when he gets back.
Trustee Daley left the Council Chambers at 7:37 p.m. and returned at 7:38 p.m.
Public Safety - Trustee Barrett stated that the Grayslake Police Department’s tag is a good tool. He also stated that on the first Tuesday of June he did not hear the sirens. He called CenCom and found that they forgot to test them but the sirens did go off later. We are pretty well set with all the communications with all the communities regarding the 4th of July parade.
Wetlands and Open Spaces – Trustee Duberstein stated that Mike Peterson reported to her that the Village clean up was a success and she thanks him for being the Coordinator of this effort. The job was well done by seniors and the National Honor Society students from both high schools. She hopes for a better turnout in the future not only for the cleanup but the picnic and other activities that the Village attempts to do
Community Relations – Trustee Derenoski thanked Kathy Metzler, Linda Soto, Roseann Stark and Kelly Hensley for their help in getting the survey on the website. His committee will have a meeting at the end of the month but they will be going to a meeting every other month. Mayor Soto stated that there will be a lot of work for this committee after this meeting and she thanked John for his work on the survey.
Business
An Ordinance Amending Section 5.08.120 of the Village Code & Establishing the Number of Liquor Licenses that may be Authorized and Issued in the Village
Mayor Soto stated that this ordinance is needed because the Village is thriving and there has been a lot of interest in liquor licenses. There has never been a limit to the number of liquor licenses. She looked through the classifications and was able to put together a reasonable amount of liquor licenses particularly regarding the gas station and convenience stores type of facilities.
Trustee Derenoski motioned to approve an Ordinance Amending Section 5.08.120 of the Village Code and Establishing the Number of Liquor Licenses that may be Authorized and Issued in the Village; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Kriese
Motion carried.
Ordinance #11-6-148
An Ordinance Adopting Prevailing Wage Rates to be Paid to Laborers, Mechanics & Other Workers Performing Construction of Public Works for the Village of Hainesville
Mayor Soto explained that this is mandated by the State.
Trustee Daley motioned to approve an Ordinance Adopting Prevailing Wage Rates to be Paid to Laborers, Mechanics and Other Workers Performing Construction of Public Works for the Village of Hainesville; seconded by Trustee Barrett.
Trustee Duberstein asked if there was a way for the Village to not pass this ordinance. Village Attorney Jim Rock explained that this is state statute and must be passed by all public bodies.
Roll Call:
Ayes: Trustees Derenoski, Barrett, Daley and Walkington
Nays: Trustee Duberstein
Absent: Trustee Kriese
Motion carried.
Ordinance #11-6-149
An Ordinance Regulating Water Features on Residential Properties
Mayor Soto explained that Russ Kraly put this ordinance together because there were a few issues that came up in the Village recently. One resident without a permit or any inquiry to the Village dug a 11’ X 13’, 3 ft deep pond and placed it too close to the foundation and lot line. We received a call immediately from concerned neighbors. Russ explained that he has also had a request for a pond in the front yard. He also stated that these types of water features are under pools and spas which require a fence and latching gates. Mayor Soto stated that the Village can’t jeopardize safety.
Trustee Daley motioned to approve an Ordinance Regulating Water Features on Residential Properties; seconded by Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Kriese
Motion carried.
Ordinance #11-6-150
Trustee Duberstein asked if the fence has to go around the whole back yard or just the feature. Russ stated either way, as long as the feature is fenced in somehow.
Community Events Survey Discussion
Mayor Soto explained that the survey was done through Survey Monkey. The Village received 77 responses on the computer and 4 handwritten responses from the Great Age Club. Mayor Soto explained the results. The order of preference was a Traditional Hainesville Fest, Oktoberfest, Concert in the Park, Community Picnic, and last was Movies in the Park. The first three preferences are very close. The type of music residents would most like to hear was Rock, Blues/Jazz, Country/Western and Classical. Mayor Soto also read comments written by residents on the survey.
The Mayor asked that each Trustee give their input. Trustee Derenoski stated that he prefers Hainesville Fest which includes music but not in October because it would be too cold and everyone is in school. He suggested doing something with the food to give Hainesville Fest an Oktoberfest feel. He would like to keep the August 27th date and do a traditional Hainesville Fest with more sponsors.
Trustee Duberstein stated that she would like to scale back the cost of Hainesville Fest and have it completely donor sponsored with the Village doing the cooking. Perhaps there could be a small fee for food to offset cost. There is music at Hainesville Fest anyway and maybe the Village could do another concert at another time. She also stated that Oktoberfest could be held in the new building. Also she suggested incorporating old fashioned games at Hainesville Fest.
Trustee Barrett stated that he likes the Touch a Truck idea. He would like to keep Hainesville Fest the way it is but is not sure it can be 100% funded. He feels that a few dollars from the Village for community spirit and fellowship is money well spent. He also feels that Oktoberfest could be inside the new Public Works building.
Trustee Daley stated that he is reluctant to make recommendations since only 77 people out of 4,000 responded. Hainesville Fest is mostly for kids and this community has a lot of other people other than kids. Only about a hundred people out of 4,000 come out for it. He is open to it but cheaply.
Trustee Walkington stated that he is more in favor of Hainesville Fest because the
whole family can be there. He agreed that Oktoberfest would have to be inside and kids probably wouldn’t attend. It gets very expensive
Trustee Barrett asked how much do the surrounding Villages spend on their festivals and Mayor Soto stated that neighboring communities festivals are primarily funded by the Chamber of Commerce’s not the Villages.
The following residents commented:
Ted Mueller, Hainesville, IL - explained that it was his administration that started Hainesville Fest. It is a well attended event but he feels that the survey might not be enough to tell the Board what to do because only 8% of the households responded to the survey.
Mark Typlin, Hainesville, IL 60030 – asked how many people responded to the police survey. Trustee Derenoski answered that the Village received 200 responses. He agrees with Trustee Daley that the number of responses is low to base a change. He would like to see Hainesville Fest continue if the financial means are there to do so.
David Criz, Hainesville, IL 60073 – is in favor of Hainesville Fest. He realizes that there are a lot of considerations. The ideas expressed in the survey are what other residents would say also but the Village won’t know because they were not heard from. He is in favor of events that get participation but it seems we have trouble getting participation from people. Mr. Criz knows that Hainesville Fest attracted people from other villages also. Trustee Daley stated then that means that there are even fewer of our Villagers that attended Hainesville Fest.
Mayor Soto stated that this issue has been discussed in the past and a survey was done. She stated that there was a lot of criticism with that survey being “pen and paper” with all the technology available on the internet and our website. The numbering on them which was only there to prevent stacking the deck i.e. if you receive a quantity of ten number 54’s something is wrong. To avoid that this time, Survey Monkey did the survey to make it easy and accessible. A household could have submitted more than one survey if there was more than one computer. It is set up for one survey per IP address. It is not necessarily the intention to get rid of Hainesville Fest but rather is there something else for residents to see; go with a different theme, shake it up a little bit. Pam Genender, who ran the Fest the first 2 years, did it at no cost. The cost of the food this year was outrageous. Mayor Soto wanted to see if there was a way to provide food differently. The survey is a tool to get ideas and directions. The Mayor suggested that perhaps Hainesville Fest can offer different types of music.
Mayor Soto recommended that Trustee Derenoski set a date for a Committee Meeting. She would like to use the feedback for not only this year but next year also We need to start getting a year ahead on these types of events. She is not opposed to spending some funds on fellowship and community spirit but we were spending too much in the past and need to be frugal with in these times.
Trustee Daley commented that Hainesville doesn’t really have a central voice or a centralized business district; the Village is very diverse. The Board will never please everyone but should offer variety to hit different components of our residents.
Trustee Walkington stated that it is probably too late to do a Hainesville Fest in August. Mayor Soto stated that a good event can still be pulled together and also look at what we can do next year so we are on time.
Trustee Derenoski would like anyone watching on YouTube who knows of any 40’s, or 50’s bands to please contact the Village. As far as finances, if $10,000 is spent on the Fest, that is .004% of a $2.5 million dollar budget and he feels that Hainesville Fest is a steal at that price.
Temporary Construction Easement for Cranberry Lake North Townhome’s Erosion Project
Mayor Soto explained that this is a project that has already been approved by our Board but it entails doing some work on the Cranberry Lake North Townhome property. Trustee Duberstein talked to their board about it and they are supportive of the project but had concerns regarding their liability. Our attorney, Jim Rock recommended we do the same type of temporary construction easement that we used on the recent Lisk Drive project in order to indemnify them and address their concerns. The document has been provided to the Board and the Mayor is asking for authorization to sign it when she receives the signed document back from the Cranberry Lake Townhome Association Board.
Trustee Duberstein motioned for Mayor Linda Soto to sign a Temporary Construction Easement; seconded by Trustee Derenoski
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Kriese
Motion carried.
Ride for Kids Request
Trustee Barrett explained that the Ride for Kids is made up of 25-30 motorcycle rides for Pediatric Brain Tumor research. It is a scholarship for kids who are affected. The Village in the past has been very generous. Trustee Barrett presented Mayor Soto with a plaque for past contributions.
Mayor Soto stated that she is happy to support this effort but also want it understood that the Village is getting more stringent with donations, but would ask that we approve a $100 donation which is less then what we have given in the past.
Trustee Duberstein motioned to approve a $100 donation for the Ride for Kids Request; seconded by Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Daley and Walkington
Abstain: Trustee Barrett
Absent: Trustee Kriese
Motion carried.
Trustee Walkington motioned to adjourn the June 14th, 2011 Regular Board Meeting; seconded by Trustee Daley.
All in favor say aye, motion carried.
The June 14, 2011 Regular Board Meeting adjourned at 8:34 p.m.
Respectfully submitted,
Kathy Metzler, RMC, CMC
Village Clerk
