COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Wednesday, May 22nd, 2012.

Hainesville, Illinois
Roseann Stark
Deputy Clerk

Posted this 27th day of April, 2012 at 11:45 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, May 22nd, 2012.

Hainesville, Illinois
Roseann Stark
Deputy Clerk

Posted this 27th day of April, 2012 at 11:45 a.m.
AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Safety Business
2.
V. New Business
1. Public Safety Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, May 9th, 2012 at 6:30 P.M.

Village of Hainesville
Roseann Stark
Deputy Clerk

Posted this 27th day of April, 2012 at 11:45 a.m.
AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, May 8th, 2012 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk
Posted this 27th day of April, 2012 at 11:45 a.m.

AGENDA:

1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

AGENDA REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
May 8th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the April 24th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the May 2012 Bills Payable for $97,208.18
3. A Motion to Approve Berger Excavating Pay Request #1 for $82,638.90
4. A Motion to Approve the Manhard Consulting Route 120 Watermain Engineering Fees for $6,368.35
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. An Ordinance Amending Section 5.08.060 of the Village Code & Establishing Authority for the Liquor Commissioner to Require Liquor Licensees who have Violated the VOH Liquor Code to Reimburse the Village for Costs Incurred in Holding the Liquor Commission Hearing
2. An Ordinance Adopting a Service Animal Policy, Mobility Device Policy and Grievance Procedures, in Accordance with the Americans with Disabilities Act
3. Approval of a one year extension for 2012-2013 Winter Season Snow and Ice Removal Contract – Dave Schultz Snow Plowin
4. Approval of the Cancellation of the First Regular Board Meeting of the Month for the Months of June,
July and August
5. An Ordinance Amending Section 15.24.040 of the Village Code and Establishing Color Regulations for Chain Link Fences
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 4th day of May 2012 at 11:00 a.m.

WETLANDS & OPEN SPACES
COMMITTEE MEETING
 

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, May 3rd, 2012 at 7:00 p.m.

Village of Hainesville
Roseann Stark
Deputy Clerk

Posted this 27th day of April, 2012 at 11:45 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, April 24th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 28th day of March, 2012 at 2:15 p.m.

AGENDA:

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Community Relations Business

2.

V. New Business

1. Community Relations Business

2.

VI. Input from committee members

VII. Adjournment

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, April 24th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 28th day of March, 2012 at 2:15 p.m.

AGENDA:

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Public Safety Business

2.

V. New Business

1. Public Safety Business

2.

VI. Input from committee members

VII. Adjournment

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
April 24th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one
Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the
discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the April 10th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the April 2012 Bills Payable for $54,117.25
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. A Motion to Approve Village Staff Compensation Increases Effective May 1st, 2012
2. Additional Discussion of Final Paint Color Options for the Water Tower
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 19th day of April 2012 at 2:15 p.m.

April 24th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 p.m.

Mayor Linda Soto led the pledge of allegiance to the flag.

Deputy Clerk Roseann Stark took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Barrett and Daley

Absent: Trustee Gary Walkington, Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Mayor Soto announced that Trustee Walkington would not be present due to work.

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett and Daley
Absent: Trustee Walkington
Motion carried.

Public comments:
There was no public comment.

Omnibus Vote Agenda
1. A Motion to Approve the April 10th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the April 2012 Bills Payable for $54,117.25
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee
Kriese.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett and Daley
Absent: Trustee Walkington
Motion carried.

Mayors Announcements
Mayor Linda Soto stated that Village Clerk Kathy Metzler had minor surgery on Friday on her knee and work done on her shoulder. It went well but she ended up spending the night at the hospital because of concerns with her breathing. The Mayor was happy to report that she went home with a clean bill of health on Saturday and started physical therapy on Monday. The Mayor spoke with Kathy’s husband. The Village bought her dinner at Tang’s Chinese Food. Kathy will try to come in on Wednesday for a couple of hours. The Village is closed to the public so it will be a good day for her to come back.

The Mayor mentioned the article in the Daily Herald regarding the recent Route 53/120 Blue Ribbon Planning Council. Mayor Soto attended. The Mayor stated that they are still committed to sticking to a tight timeline in getting a concept plan that the Illinois Tollway Authority can work with by May 10th. It will be interesting to accomplish. There is a strong stance being taken by the environmentalists. The article quoted Mayor Soto because she spoke at the March 12th meeting and reiterated that Hainesville takes pride in being conscientious of the environment but the purpose of government is the common good. All things have to be taken into consideration. It was hard to hear the council spend most of their time talking about endangered species and sensitive land areas because the Mayor never once heard a concern or statement expressed about other endangered species such as middle income families, employers and jobs. The Mayor stated at the meeting that Lake County is quickly becoming a land of the wealthy and very poor. This project is pivotal and the Mayor hopes it can move forward. The Mayor added that it is encouraging that the Illinois Tollroad Authority is present and they want to do the project and believe they can do it. Mayor Soto stated that the meetings are open to the public. This second one was not at a convenient time and she hopes they find more convenient times for the meetings.

Mayor Soto stated that another item brought up at the meeting is to get the Central Lake County communities such as Hainesville, Grayslake, the Round Lake communities and Volo together and take their comprehensive plans and look at them collectively from a regional aspect. She feels it is quite a task to take on with a May 10th deadline but she awaits that announcement and invitation.

Mayor Soto noted that the Village of Antioch is disbanding their dispatch center, which they had on their own, due to cost and effectiveness. They will be going with CenCom. The Mayor had some concerns because at the last JETS Board meeting there were a lot of unanswered questions. The JETS Board approved the budget for CenCom. The Mayor was sent a draft of a budget if Antioch came on board and one if they did not. Mayor Soto spoke with Lisa Berger and it turns out that the draft that included Antioch is null and void and the figures are wrong because the budget was written assuming that Antioch would be a participant immediately May 1st. However the earliest Antioch would be coming on board would be August 15th or end of September. Both the Police and Fire Chief of Antioch were present at the meeting. The Mayor stated that some good news is that the equipment in Antioch’s dispatch center is the same equipment, furniture, stations that CenCom has now. When CenCom remodeled they had 2 stations that were not equipped but they do exist so Antioch can bring over the equipment to complete those stations and they would be immediately operable. This would be a significant part of their buy-in to joining CenCom.

Mayor Soto added that something not addressed or voted on at this JETS Board meeting is that Lake Villa Fire Rescue is tied into Antioch’s 911 system. They have not made a decision to come to CenCom. If they do go elsewhere, it will be more involved for them because they will have to remove their phone lines. The Mayor will keep everyone posted. She feels that Antioch coming to CenCom will be fine for the budget year but the real key to making it work will be the following year’s budget. The buy-in is more than adequate.

The Mayor also suggested to the Trustees that the Board consider going to a once a month Board Meeting for June, July and August. She has spoken to several Mayors of smaller towns like Hainesville that have already done this due to a decrease in action items. Village business isn’t as extensive right now because there is no development in the area. Years ago the Village had once a month Board meetings they went to twice a month because of development and numerous projects to accommodate the growth. The Mayor stated if this seems appropriate we would place this item on the May meeting agenda and the board would vote to authorize the Clerk to cancel three meetings over June, July and August. She stated that logic dictates is it really worth it for the Village to have the staff and herself go through preparing for a second packet for the amount of action items on the agenda at this time. Employees’ time can be better utilized elsewhere and Trustees could pursue committee work. The Mayor spoke with Treasurer Kelly Hensley regarding approving Bills Payable. Kelly suggested having the one meeting on the fourth Tuesday of the month because every bill will be in and the Board will have a complete Bills Payable. The Mayor thought this was a valid point. Another suggestion would be to email the Bills Payable and get a consensus. The Mayor is concerned that not everyone is able to read their emails in a timely manner. The Mayor asked that the Trustees let her know their thoughts on this matter prior to the May Board meeting.

Trustee Daley asked if the ordinance would have to be changed. The Mayor stated that this is not permanent change. She is proposing that given what is up ahead and what they will need to work on does the Board want to vote at the May meeting to meet only once for June, July and August and authorize the clerk to cancel one of the meetings and then determine later if in September the Board will meet twice a month. The second meeting in May will be an EMA exercise otherwise that meeting would not be necessary. The Mayor is not proposing to change the ordinance at this time whatsoever.

Standing Committee Announcements
Trustee Daley stated that the Trustees were given the new report that Kelly developed. It is a detailed budget. Dollar amounts do not need to be looked at because they have been approved already. He asked that the Trustees look at the layout of the report. If the Trustees have any changes, let Kelly know by the end of the month.

Trustees Duberstein reported that the Village hosted a citizen workshop last Saturday. It was busy and well organized. The organizers were appreciative of the layout and they put everything back the way it was originally and cleaned up. Trustee Duberstein stated that she told them the Village would be willing to work with them in the future. She guessed that 50 people were processed. It was a successful Saturday.

Mayor Soto added that she received a lot of thank yous that Hainesville took part in the workshop and she thanked Trustee Duberstein. The Mayor also stated that the Walgreen’s photo manager let her know that many of the participants went to Walgreen’s for passport photos as part of the process. The Manager stated that if Hainesville does this again in the future to let them know so they can work something out so it flows better.

Trustee Duberstein added that next time the Village does the workshop she will contact the Daily Herald so Lake County community knows what Hainesville is doing. The Mayor stated that if Trustee Duberstein has photos of the event she could write a press release to the paper.

Trustee Derenoski stated that the Village has received $8600 in sponsorships for Hainesville Fest. The sponsors have either maintained or raised the amount they have sponsored. They are putting together their second round of letters to all the hopefully new sponsors. Hainesville Fest is closer to paying for itself.

Business

A Motion to Approve Village Staff Compensation Increases Effective May 1st, 2012
Mayor Soto stated that this was accommodated for in the approved budget.

Trustee Daley motioned to approve Village Staff Compensation Increases Effective May 1st, 2012; seconded by Trustee Barrett.

Trustee Duberstein stated that she appreciates the hard work, effort and attitude of the staff. This is no reflection on them; however, she doesn’t feel that the economy has improved enough to justify the increase. She knows that dollar-wise it is not that much and it is in the budget but she doesn’t think it looks good when there are people with homes in foreclosure that are unemployed and the Village is giving a 3% raise. Trustee Duberstein stated that she recommended at the most a 1 ½% raise but the Finance Committee wanted to do the 3%. She does not think this is the time to give that kind of a raise.

Trustee Derenoski stated that last year a 1 ½% raise was given and the year before there were no raises. He is of the opinion that this year a 3% is adequate and does not come out to be that much money. Also given what the staff does for the Village and we don’t pay for a Village Manager which would be a significant cost to the Village. He believes what amounts to be $7,000 for the year it is a bargain.

Mayor Soto noted that she understands where Trustee Duberstein is coming from and she thinks 3% sounds high when you say percentage and think of the business world but when you go down the list of employees, some which are seasonal help, if they all work the same amount of hours as last year and it shouldn’t be more; possibly less, the total cost to the Village is $7,002.28. She is proud to say that as challenging as the economy is the Village has done an excellent job of being conservative and continues to be conservative. Mayor Soto stated that she is pleased with the staff but the biggest comparison that she has between now and the last time she was mayor are the issues that the staff tries to help residents is nothing you can write into a job description. People are losing their homes, working more creatively with payment plans on utility bills. The staff is very patient and they take their fair share of abuse. People are angry and hurt and take it out on the staff. The Village is the first level of government they can kick so if they can blame the Village that they are unemployed, they do. The Mayor understands and wishes she could do more for their employment but it isn’t fully the Mayor’s role. It is her role to speak up to higher government. When it is explained what amount of money is being talked about and past raises, she is comfortable with this raise.

Trustee Daley reminded everyone that other than a small portion of the employees’ salary that goes to IMRF they have no benefits. They get a very small monthly stipend for health but that doesn’t come near paying for health insurance. He thinks the 3% is well deserved and at $7,000 for everyone’s raise it is an expense the Village can easily afford.

Trustee Barrett stated that medical insurance for the employees cannot be touched. He looked into health insurance with the former Mayor through the top broker in Chicago and it would cost an average of $20,000 - $22,000 which would be the Village’s contribution. He does not have a problem with 3% and the Village needs to be competitive with other communities otherwise there is employee poaching. He is not happy about giving raises but have to do it now as long as the cash is available to take care of the employees because they have been good to the Village.

Mayor Soto noted that for the record Trustee Walkington is in support of the 3% raise for the employees.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Barrett and Daley
Nays: Trustee Duberstein
Absent: Trustee Walkington
Motion carried.

Additional Discussion of Final Paint Color Options for the Water Tower
Mayor Soto stated that she would like to narrow down the paint color options for the water tower and then Manhard will get more information on the paint cost and if there are any further recommendations from the paint companies.

Mayor Soto stated that #8 was the most popular choice. Trustee Duberstein liked #8 but she talked to a few people and wanted to see the design where all the accents were in white. Manhard sent a large picture with the white.

Mayor Soto discussed the different options. The reason for the collar being white or tan is so the cell antennas aren’t as noticeable. White collar will show the algae, dust and crud and make it noticeable that is why the collar was in tan. Mayor Soto asked if the Trustees had any comments or suggestions.

Trustee Kriese asked if #8 could have a green collar. Mayor Soto stated that the antennas are white and would show.

Trustee Daley stated that he like #8 in tan.

Trustee Derenoski asked if the Village could get a quote on both.

Mayor Soto stated that Terry Grom and Rick Lever said there would not be a big price difference between painting in 2 colors or 3 colors. The cost is in the stenciling not in the white and tan paint.

Trustee Derenoski stated that he likes #8 in tan.

Trustee Barrett originally like #8 then he looked at #1 for the simplicity of it. It would be easier to paint the whole thing green and put the Hainesville logo which is consistent with the signs, letterhead, etc. It depends on what the painters come up with regarding price.

Mayor Soto stated that the Village can ask the painters to quote on both logo styles. Terry Grom guessed that the square logo would be more expensive because it is more detailed and smaller. From a distance the marsh grass is visible but the square logo will not be able to be seen.

Trustee Kriese asked if 1847 can be put on with the square design because none of the square designs have the date. Mayor Soto stated that the logo does not have the year but it can be put on below. She feels the year should be on the logo.

Trustee Daley stated that the Village should price #1 and #8.

Trustee Derenoski motioned to adjourn the April 24, 2012 Regular Board Meeting; seconded by Trustee Barrett.

All in favor say aye, motion carried.

The April 24, 2012 Regular Board Meeting adjourned at 7:39 p.m.

Respectfully submitted,

Roseann Stark

Deputy Clerk

Emergency Management Agency of Hainesville

PURSUANT TO THE OPEN MEETINGS ACT, the Emergency Management Agency Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Wednesday, April 19th, 2012 at 7:00 P.M.

Hainesville, Illinois
Roseann Stark
Deputy Clerk

Posted this 28th day of March, 2012 at 2:15 p.m.

AGENDA

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1.

V. New Business

1.

2.

VI. Input from committee members

VII. Adjournment

Emergency Management Agency of Hainesville
REVISED WEEKDAY

PURSUANT TO THE OPEN MEETINGS ACT, the Emergency Management Agency Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Thursday, April 19th, 2012 at 7:00 P.M.

Hainesville, Illinois

Roseann Stark
Deputy Clerk
 

Posted this 3rd day of April, 2012 at 10:00 a.m.

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1.
V. New Business
1.
2.
VI. Input from committee members
VII. Adjournment

Emergency Management Agency
of Hainesville
NOTICE
DATE CHANGE
From: Thursday, April 19th, 2012 at 7:00 p.m.
To: Wednesday, April 18th, 2012 at 7:00 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Wetlands & Open Spaces Committee Meeting of the Village of Hainesville Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, date has been changed to Wednesday, April 18th, 2012 at 7:00 p.m.

Hainesville, Illinois
 
Roseann Stark
Deputy Clerk

Posted this 4th day of April, 2012 at 10:15 a.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1.
V. New Business
1.
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, April 11th, 2012 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 28th day of March, 2012 at 2:15 p.m.

AGENDA

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Public Works Business

2.

V. New Business

1. Public Works Business

2.

VI. Input from committee members

VII. Adjournment

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, April 10th, 2012 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk
 

Posted this 28th day of March, 2012 at 2:15 p.m.

AGENDA:

1) Roll call

2) Establishment of Quorum

3) Approval of Minutes/Agenda

4) New Business

a) Finance Business

b)

5) Old Business

a) Finance Business

b)

6) Adjournment

                                                   AGENDA

                             REGULAR BOARD MEETING – 7:00 p.m.

         Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

                                                     April 10th, 2012

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the March 27th, 2012 Regular Board Meeting Minutes

2. A Motion to Approve the March 2012 Financials

3. A Motion to Approve the April 2012 Bills Payable for $87,431.77

H. Reports and Communications from Mayor and other Officers:

1. Village Engineer

2. Attorney

3. Public Works Superintendent

4. Building Official

5. EMA Coordinator

6. Treasurer

7. Clerk

8. Mayor

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Kriese

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. Resolution for Construction on State Highway

K. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 5th day of April 2012 at 3:10 p.m.

April 10th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:03 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, Kriese, Duberstein, Barrett and Daley

Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Walkington and EMA Coordinator Mike Benko

Mayor Soto stated that Trustee Walkington would be late because he was attending his grandson’s ball game.

Establishment of quorum
Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett and Daley
Absent: Trustee Walkington
Motion carried.

Mayor Soto read the Press Release which was submitted by Mayor Rhett Taylor on Friday, April 6th. The release stated that Police Chief Matt McCutcheon was placed on paid administrative leave. Mayor Soto added that she has been in close contact with Mayor Taylor and Mike Ellis, Village Manager. She has been kept in the loop and she feels very secure and comfortable with the police services as they are being executed. Mayor Soto agrees in full that the department is very professional and well run. They have banded together during this trying time and are determined to do a better job then ever. As news comes up and press releases are made available, Hainesville residents will be informed in a timely manner.

Trustee Walkington entered the Council Chambers at 7:08 p.m.

At the last meeting Mayor Soto discussed the issue of generators. It was questioned whether these were budgeted for and how many. At the last meeting she was caught off guard and the Chair of Finance and Public Works Superintendent were not at the meeting. Mayor Soto stated that there is an appropriation and a budgeted line item for both generators. It was stated by the Finance Committee that the Village would not purchase those unless we received the grant. The Village still has to budget for the generator. If the Board determines or changed their feelings that even if the grant is not approved the Village Hall building would still get a generator so it can be used as a warming center or emergency operation center, the Board could vote to take that action because it is appropriated and budgeted and then cut back in other areas or see what the water tower project ends up costing.

Mayor Soto sent an email to the Board asking for feedback on the signage issue that was discussed at the last meeting. She reminded everyone that it was written down and discussed over a year ago that potentially a new sign would be purchased for this building and then move the existing sign to the Public Works Building. If the sentiment of the Board is that given the finances or other needs that is not money well spent at this time, the Mayor stated that is fine. She took action based on what was in writing and in the budget. The budget year is coming to a close and the sign was in the plan so she proceeded to follow the plan and get pricing for signage. Mayor Soto has heard back from a majority of the Trustees but not all. Most are in favor of not getting the new sign and instead to spend small amounts at this time for signage on the Public Works building and pursue the other work in the budget such as asphalt and minor landscaping.

Mayor Soto recognized Treasurer Kelly Hensley for working at the Village of Hainesville for 15 years. The Village is grateful for her service to the Village. Mayor Soto stated that Kelly has done much in the way of modernizing and increasing the efficiency of the Village. She presented Kelly with two gifts from the Mayor, Board of Trustees and Staff.

Public comments:

There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the March 27th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the March 2012 Financials
3. A Motion to Approve the April 2012 Bills Payable for $87,431.77
Trustee Daley motioned to approve the Omnibus Agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that regarding the Motor Fuel Tax; he received approval from IDOT for the plans to resurface Misty Hill. He set a schedule with them to go out to bid in May and award the bid at the June Board Meeting. Construction would begin after July 4th.

Greg stated that regarding the IEPA loan program; the Route 120 watermain extension is underway. One of the augers under 120 is complete and they made the connection at the Prairieview School. He hopes to get it finished in the next 30 days.

Greg noted that concerning the school safety zone; the Village received the rejection letter regarding the reduced speed zone. The next step is to go to the LED flashing lights which identify that there is a school but no speed reduction. He stated that a letter will be sent this week to IDOT requesting the sign locations.

Greg reported that regarding the water tower painting there were some contractual issues with the inspection company for the interior of the tank. He stated that a second firm was procured who will get a remote operated robot to inspect the interior of the tank. The cost will be less than $1,000 total and there are no contractual issues. He hopes that this project will be done this month.

Mayor Soto added that regarding the Route 120 school safety zone the Village will need to get it in writing from IDOT but she spoke with Mr. Stoner of IDOT and he gave verbal approval. She is not anticipating that the Village will not be allowed to do this but we need the written permission on file and IDOT to approve the placement.

Village Attorney
Village Attorney Jim Rock reported that he worked on the contractual issues regarding the water tower. The cost of the project has gone down about half.

Public Works Superintendent
Public Works Superintendent Jeff Gately stated that in 8½ years he’s never had to cut grass in the month of March. He has already been out to mow and is in the process of mowing the larger fields along 134 and the Cranberry Lakes entrance to get the weeds done before they go to seed. This will help stop the weeds from growing in the entrances. He plans on going into the Spring/Summer schedule.

In addition, Jeff has been working with Greg on the water tower and watermain projects.

Building Official
Building Official Russ Kraly previously distributed his report. He went over the Village’s sign ordinance. In section 1.03 Prohibited Signs and Prohibited Conditions under paragraph K it states that inflatable blimps, figurines or similar attention attracting devices are prohibited. Mayor Soto stated that Russ is addressing a Village business that is displaying a kick box man outside. Russ will go to the business owner and take him a copy of the ordinance.

Mayor Soto stated that Trustee Duberstein asked about cyclone fencing. A concern came up regarding this type of fencing. The Village does not want to ban it but is looking into requiring this type of fencing to be colored in black, green or brown. The Mayor stated that the Village is looking into perhaps amending the fencing ordinance to include this issue and any other updates that may need to be addressed.

EMA Coordinator
EMA Coordinator Mike Benko was not present. Mayor Soto has a meeting with Mike Wednesday morning to schedule upcoming activities and exercises; some that will include the Board and staff.

Treasurer
Treasurer Kelly Hensley reported that the Appropriation Ordinance was filed with the Lake County Clerk’s Office. She is working on preparing for the audit which is scheduled for the first week of June. She is also working on a special project for Trustee Daley.

Village Clerk
Village Clerk Kathy Metzler reported that she, the Mayor and Deputy Clerk Roseann Stark are working on Business License renewals and also the everyday work.

Mayor
Mayor Linda Soto stated that there is a large amount of garbage blowing. She asked residents to secure their garbage and to pick up garbage they see blowing around.

Mayor Soto added that she met with ComEd Rep Diane Emerson. The annual report will be delayed this year to accommodate their new grid info. There is a 10-year plan to modernize the grid program. A handout was given to the Trustees.

Mayor Soto stated that there have been coyote sightings in the area. Trustee Barrett was in contact with one and another Trustee had a question regarding coyotes. Coyotes are protected by the Illinois Wildlife. They normally leave people alone and help our area by eliminating rodents and rob geese of their eggs. Residents with small pets should take precautions. If an injured or rabid coyote is sighted, residents should call the police. There will be an article in the newsletter.

Mayor Soto has been hand delivering business license renewals and touching base with the business owners. As of yesterday they have all been delivered. She will be compiling a report with the feedback she has gotten from the owners.

Mayor Soto reported that there is a lot of redistricting going on in the area at the Lake County and Federal level. She met with this area’s Congressman, which is Congressman Dold on Tuesday, April 3rd along with his assistant. Some of the issues talked about were unemployment and foreclosures. Mr. Dold and his assistant were positive about assisting the Village. They will work with Mr. Walsh this summer until our area officially becomes their territory. Mayor Soto also approached him regarding the generator grant through FEMA and they will help us with the grant. Mayor Soto invited him to a future Board meeting and he may attend Hainesville Fest.

Mayor Soto stated that Trustee Derenoski celebrated a birthday on April 9th and Trustee Barrett’s birthday is April 16th and Trustee Walkington’s birthday is April 25th. The Mayor stated that there will be cake at the May Board meeting to cover birthdays and 15 year of service.

Reports of Standing Committees
Finance – Trustee Daley explained that the project Treasurer Hensley is working on is a development of a report that will help Kelly and all the Trustees next year. The report will contain a line by line budget account number, the amount that was budgeted for that account and the contents of that account. Next year after the first round of budget development and cuts this report will be put together again. This report will be shared with the entire Board and Committee Chairmen. Before the budget is approved next year the Board will have it so they can see what everyone has requested and where it stands before the Board approves the budget. If this report had been available this year, the generator question would not have come up. There is no deadline for getting it created but Kelly is working on it. The Board will see it and if anyone has any tweaks it can be adjusted.

Public Works – Trustee Walkington reported that there will be a Committee meeting Wednesday night at 6:30 p.m.

Public Safety – Trustee Kriese stated that the March Committee meeting was cancelled due to lack of quorum. The next Committee meeting is April 24th at 6:15 p.m.

Wetlands and Open Spaces – Trustee Duberstein stated that she is working on a calendar as to when things will get done. The native plants don’t come up as quickly as the weeds so it will be awhile before the Committee gets around to refurbishing the entrances. Putting in new plants and moving some of the incompatible ones will be done in May and June.

Trustee Duberstein also noted that as the Village Representative to BEST she volunteered the Village Hall for a Free Citizenship Workshop on April 21st between 9:00 a.m. to noon. Flyers are available at the Village Hall.

The next Wetlands Committee meeting will be May 3rd.

Community Relations – Trustee Derenoski announced that the current total for sponsorship for Hainesville Fest 2012 is $7,350.

The Committee is working on the Ribbon Cutting Ceremony for the new bike path. It will take place on May 19th at 9:00 a.m. in conjunction with the SWALCO Electronic Recycling Event at the Public Works building. The Recycling event will take place from 9:00 a.m. to noon. Mayor Soto stated that this will be in the newsletter as well. There is a landfill ban as of January 2012 so this event will allow residents to bring in electronics.

Trustee Derenoski stated that he has used but doesn’t endorse gazelle.com for old computers, cell phones and other electronics. The electronics get mailed to them and they will sell it for you after wiping out the memory and hard drives. They then send you a gift card from Amazon, Wal-Mart, etc. If it’s not worth anything, you can still send it to them and they will responsibility recycle it as well.

Business

A Resolution for Construction on State Highway
Trustee Barrett motioned to approve the Resolution for Construction on State Highway; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Resolution #R12-4-64

The Regular Board Meeting recessed at 7:42 p.m. to enter into Executive Session.

Trustee Walkington motioned to go into executive session for the purpose of discussing probable litigation; Trustee Duberstein seconded the motion.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Trustee Daley motioned to enter back into the Regular Board Meeting at 8:15 p.m.; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

There was nothing to vote on from Executive Session.

Trustee Daley motioned to adjourn the April 10th, 2012 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The April 10, 2012 Regular Board Meeting adjourned at 8:16 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 1:00 p.m. on Wednesday, April 4th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 30th day of March, 2012 at 10:30 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 1:00 p.m. on Wednesday, March 28, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 21st day of March, 2012 at 1:00 p.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

                                       Community Relations Meeting Minutes

                                                         March 28th, 2012

The meeting was called to order at 1:03 p.m. at the Village of Hainesville.

Attendees: Trustee John Derenoski, Chairman and Village Clerk Kathy Metzler.

For May 19th we need to order helmets. We sell bike helmets for $8 and skater for $10.

We listened to Waterfront Dogs music and they sounded good. John wants the Shade of Grey DVD by April 7th so we can make a decision.

Kathy stated in a conversation with Trustee Kriese and Mayor Soto last night the following was discussed: Trustee Kriese suggested ordering about 150 water bottles with the logo for the May 19th ribbon cutting and the left overs for Hainesville Fest. Linda has the names of businesses who have our logo on file so she will let us know. John would only like to order 50 water bottles for the ribbon cutting only. 100 wouldn’t be enough for Hainesville Fest, then we will have to order more.

Jeff Gately entered the meeting at 1:25 p.m. Discussion took place regarding Ribbon Cutting on May 19th. Kathy has on her calendar 1:00 p.m. Jeff said he thought the ribbon cutting was early in the morning and then SWALCO electronic drop off will be either 9 a.m. to noon or 8 a.m. to noon. Merleanne will be giving us a press release.

It was decided to have a meeting on Wednesday, April 4th at 1:00 p.m. to discuss the Ribbon Cutting. Trustee Derenoski will contact Jackie Brunk, George Duberstein and the Mayor regarding the meeting time.

The March 28th, 2012 Community Relations meeting adjourned at 1:45 p.m.

Respectfully,

Kathy Metzler
Village Clerk

NOTICE
CANCELLATION OF
March 27th, 2012
Community Relations Committee Meeting – 6:15 p.m.

 
PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Community Relations Committee Meeting of the Village of Hainesville Council has been cancelled for Tuesday, March 27th, 2012 at 6:15 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk
Posted this 21st day of March, 2012 at 1:00 p.m.
 

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, March 27th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 29th day of February, 2012 at 12:15 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, March 27th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 29th day of February, 2012 at 12:15 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Safety Business
2.
V. New Business
1. Public Safety Business
2.
VI. Input from committee members
VII. Adjournment

                                        PUBLIC SAFETY COMMITTEE REPORT

DATE: March 27, 2012

Meeting was not held because lack of a Quorum.

TIME OPENED:

PRESENT:

ABSENT:

TOPICS OF DISCUSSION:

ASSIGNMENTS:

RECOMMENDATIONS:

TIME CLOSED:

Notice of Public Hearing
For Proposed
Appropriation Ordinance

Notice is hereby given that a public hearing on the adoption of the final appropriation ordinance for the fiscal year beginning May 1, 2012 and ending April 30, 2013 will be held in the Council Chambers, Village Hall, 100 N. Hainesville Rd, Hainesville, Illinois at 7:00 p.m. on Tuesday March 27th. The appropriation ordinance is available for public inspection at the clerks’ office located at the Village Hall, 100 N. Hainesville Rd, Hainesville, Illinois. Said document covers the period for the fiscal year beginning May 1, 2012 and ending April 30, 2013.

Kathy Metzler, RMC, CMC

Village Clerk

AGENDA
PUBLIC HEARING/REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
March 27th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Hearing on Proposed Appropriation Ordinance for May 1st, 2012 – April 30th, 2013
G. Public Comments
H. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one
Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the March 13th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the March 2012 Bills Payable for $72,048.71
I. Mayor - Announcements
J. Standing Committees - Announcements
K. Business
1. Approval of the Estimate of Revenue for May 1st, 2012 – April 30th, 2013
2. Approval of the Appropriation Ordinance for May 1st, 2012 – April 30th, 2013
3. Approve of the Budget for May 1st, 2012 – April 30th, 2013
4. Discussion and Purchase Approval of a LED Village Sign
5. Water Tower Paint Color Options – Discussion Only
L. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
M. Matters from Executive Session to be Voted on
N. Adjournment
Agenda posted this 23rd day of March 2012 at 10:45 a.m.

March 27th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 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 Kriese, Duberstein, Barrett and Walkington

Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley and Russ Kraly

Absent: Trustee Derenoski, Trustee Daley and Public Works Superintendent Jeff Gately

Establishment of quorum
We are short two trustees. John Derenoski was called into work and Gerry Daley is out of town. Mayor Soto has been in touch with them and has some comments from them which will be brought up later in the meeting.

Agenda Approval:
Trustee Barrett motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett and Walkington
Absent: Trustees Derenoski and Daley
Motion carried.

Public Hearing on Proposed Appropriation Ordinance for May 1st, 2012 – April 30th, 2013

Treasurer Kelly Hensley presented the Appropriation Ordinance, the budget and a memo outlining changes to the Appropriation Ordinance and the Budget. Kelly stated that she met with Jeff Gately and they decided to increase the gas expenditure for the public works truck. To offset this increase they reduced the maintenance service equipment in the Public Works Fund. There was also a $300 increase in Accounting and Payroll Support for the year and reduced $300 from Computer Support to wash the increase.

Kelly added that when she processed the quarterly reports she did not realize how much the unemployment rate went up so she recalculated the numbers. There is an additional $6,000 between the Public Works Fund and the General Fund. She spoke with Trustee Daley regarding this matter and it was decided not to take away anything else but instead add to that. Kelly stated that there were no other changes and no other feedback from the Trustees or staff.

Trustee Duberstein asked why the unemployment amount went up by so much. Treasurer Hensley stated that it was due to the unemployment claims that happened with closing of the police department. It was a slow trickle effect.

Mayor Soto asked if there were any comments from the Board or Public regarding the Appropriation Ordinance or Budget. There were none and the Public Hearing was closed.

Public comments:
Ted Mueller, 318 E. Katherine Dr., Hainesville, IL 60030 – asked what happened to the island at the entrance of Deer Point Trails off of Route 120 and why did it happened and if there were any plans for the island because it looks awful. Mayor Soto stated that there was a serious car accident some months ago. The driver had either a seizure or heart attack and the accident involved about four different vehicles. The driver’s vehicle was on the island. Both trees were hit and are now gone. The Mayor stated that the island will be redone this season. There is additional work that is scheduled to be done not on the island but by the pond.

Omnibus Vote Agenda
1. A Motion to Approve the March 13th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the March 2012 Bills Payable for $72,048.71
Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, and Walkington
Absent: Trustees Derenoski and Daley
Motion carried.

Mayors Announcements
Mayor Linda Soto announced that on Saturday, March 24, 2012 Treasurer Kelly Hensley celebrated 15 years with the Village of Hainesville. At the first April board meeting the Village will formally acknowledge Kelly’s 15 year anniversary.

Mayor Soto stated that she has been delivering Business License renewal forms and is two-thirds done and expects them all to be delivered by Friday. She likes to deliver the renewals which gives her a chance to talk to the business owners regarding any services or concerns they have or any issues they may have with the Police Department. There have been a few requests about drainage issues or water pooling in common areas maintained by the Village. There is an area by Stop and Save that always pools water and she will look into giving that corner a little personality with flowers or bushes. She received good feedback regarding the Police Department. There was some miscommunication between the Department and Stop and Save when Grayslake first came on. But now the relationship is working very well. Al Friello with Farmers Insurance was grateful that the Grayslake Police Department contacted him on New Year’s Eve because his building was left open by the janitor. Nothing was taken but he did come out and secure the area.

The Mayor reported that the Round Lake School District has an opening on their Board. This will be on the Village’s website. Letters of interest need to be submitted by April 13th.

Mayor Soto stated that Russ Kraly’s father has passed away. She expressed condolences.

Standing Committee Announcements
Village Clerk – Village Clerk Kathy Metzler stated she placed on the Diaz the Round Lake Area Newsletter which she received by email and was asked to forward it to the Trustees and Mayor. The Clerk stated that this is the first time a newsletter was emailed to her so she assumes it will be a monthly newsletter.

Mayor Soto explained the Blue Kids signs. The month of April is Child Abuse Prevention Month. There is a campaign going on and Jeff will be posting the signs outside the building. Their website is bluekidslakecounty.org. It builds awareness of child abuse such as physical and psychological abuse. The Village will have more materials available at the Village Hall. Chief McCutcheon is also working on more materials through the Police Department on Child Abuse Awareness.

Trustee Duberstein reported that the Great Age Club is having a representative from P.A.C.E. at their April 3rd meeting at 2:00 p.m. Any seniors 62 or older or someone from their family is welcome to come. She also stated that the Village Garage Sale is scheduled for July 28th and 29th.

Business
Approval of the Estimate of Revenue for May 1st, 2012 – April 30th, 2013

Trustee Duberstein motioned to approve the Estimate of Revenue for May 1st, 2012 – April 30th, 2013; seconded by Trustee Barrett.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett and Walkington
Absent: Trustees Derenoski and Daley
Motion carried.

Approval of the Appropriation Ordinance for May 1st, 2012 – April 30th, 2013
Trustee Barrett motioned to approve the Appropriation Ordinance for May 1st, 2012 – April 30th, 2013; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett and Walkington
Absent: Trustees Derenoski and Daley
Motion carried.
Ordinance 12-03-159

Approval of the Budget for May 1st, 2012 – April 30th, 2013
Trustee Kriese motioned to approve the Budget for May 1st, 2012 – April 30th, 2013; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett and Walkington
Absent: Trustees Derenoski and Daley
Motion carried

Discussion and Purchase Approval of a LED Village Sign
Mayor Soto stated that she is not asking for the approval of the purchase of the sign at this meeting after all but it will be requested at the next board meeting. She did not receive the information from other vendors and she would like the other two trustees to be involved. She wanted to remind the public that the Board talked about doing this and it is in this year’s budget which is coming to a close. In the budget was connecting the parking lots, minor landscaping and signage for the Public Works building. The current sign in front of the Village Hall would be moved to the center of the grass lot in front of the new Public Works Building and the placard would read “Public Works”. A new sign would be purchased for the Village Hall building. The sign has an LED read for messages to better communicate with the residents and businesses. Mayor Soto described the signs further. She called Avon Township and Volo because they both have recently purchased an LED sign. Stewart Sign was reputable and the most responsive and willing to do the most artwork without having to give them a deposit. She would like an opinion as to the look of the sign. The price for a monument sign was about $30,000 Stewart sign is priced at over $14,000 for full color but single color is $2,000 less. She stated that mainly it would be for text. For single color it is usually red or yellow. Stewart recommends red for single color. There are two LED signs in the village one at Walgreen’s and the other at Russo’s. Trustee Duberstein asked if later we could switch to two colors. Mayor Soto stated that could happen but she didn’t know the cost or what it would involve. Trustee Barrett stated that the LED is the major portion of the cost of the sign you would have to take the sign apart and replace the LED boards.

Mayor Soto stated that if there are any questions to email her. She stated that the Village would either do modem or wireless to communicate with sign which is $1,500. The Village can install the sign which Stewart Sign ships out an installation kit when you order the sign so you can have it all ready before the sign is delivered. If something happened to the modem or wireless you are able to go to the sign and put in a flash drive to upload the message that way.

Trustee Kriese asked if the Village really needs the sign seeing that the Village will be short with the Budget next year. Even though it is appropriated he questioned the need because there is the website and newsletter and the same people show up to the meetings. He didn’t think people will read it driving by. Mayor Soto stated that many residents don’t read the newsletter because they bring it back with their water bill. The intent of the sign was trying to flash the information because that is the world we live in. When she was out campaigning three years ago she had residents question why the sign wasn’t put in when the Village Hall was built. It was discussed but decided against. A sign will have to be bought for the Public Works Building and that‘s how it came about. A $40,000 budget was in place for connecting the parking lots, landscaping and the sign. So far the Village will come under the $40,000. The full amount budgeted will not be spent. The connecting driveway needs to be asphalted.

Trustee Barrett asked if the Mayor looked at Jones Signs in Green Bay Wisconsin and they do signs like what you are looking at. Kevin agrees with Trustee Kriese because the Village is tight on cash and wouldn’t the money be better used on $10,000 worth of equipment for public works such as the generators. He would prefer to go with another sign like we have now out in front of the public works building. Trustee Kriese is doubtful about the Village getting the grant.

Mayor Soto thought that they were pursuing at least one generator but Trustee Barrett stated that is only if the grant went through. Trustee Kriese agreed that if there is no grant there will be no generators. Treasurer Kelly Hensley stated that this was discussed in the Finance Committee and she verified with Trustee Daley that in the new budget if the grant didn’t go through there would be no generators. Trustee Duberstein stated she didn’t agree with this. Mayor Soto stated that this is a valid point and it will need to be reviewed. The Village can look at other signage for the Public Works Building because it is a must. Trustee Barrett stated that a truck was parked there because the driver didn’t know it was the Public Works Building and Mayor Soto agreed.

Mayor Soto stated that this was talked about last year but she will go back and look at the generator topic and look into the grant as well as other companies that are to send the Village information on the signs.

Trustee Walkington added that the Village will have a long wait for the generators if they are looking at the grant money. In twenty years he has only seen about two grants come through for the Village. Mayor Soto will follow up on the grant issue; it was her understanding that this grant was an easy one to get but the question was whether the Village would get both. Trustee Kriese stated that this is not the case. He found the website from last year and it is on an as need basis. First the Village has to go through the state to qualify and then they have to submit the application to the Federal Government. It might not happen because the Village is in Lake County and has reserves. Mayor Soto stated that she would like to talk to the Finance Chair about this issue.

Water Tower Paint Color Options – Discussion Only
Mayor Soto stated we have been talking about and approving that we will be painting the water tower which is needed. The topic came up as to changing the color of the tower because of the algae and dirt showing up on the white paint. Manhard prepared renderings of different colors. Some ideas are to paint the tower green and the logo in beige or tan or the tower can be beige and the logo green. The Mayor encouraged everyone to look at the drawings.

Trustee Duberstein asked if there is a difference in price depending on the design. Mayor Soto stated that there is but she would like everyone to look at the colors first.

The Trustees looked at the drawings. Trustee Barrett brought up the issue of painting it a dark color. Mayor Soto stated that Manhard did not recommend painting any tower black but the size of the Village’s tower and the amount of water that the green will not make that much difference in the temperature. The Mayor added that the more variation or paint lines the more it will cost. She asked the Trustees to focus on the green with the logo but don’t do the strips.

The Mayor asked for the Trustee’s thoughts on the drawings. Trustee Barrett liked the solid tan on the bottom far right. Trustee Walkington commented that the one that has green at the bottom of the bowl takes care of the problem area, the white with the green and the green logo, second one on the big picture . Mayor Soto stated that Terry Grom suggested that if the Village stays with the lighter color he would paint the bottom third of the bowl green or a dark color. Other Trustees also commented on the drawings.

Mayor Soto stated that it has been narrowed down to practicality and good looks. If anyone has any comments or suggestions on the LED sign or the water tower let her know.

Trustee Duberstein asked if the logo is on both sides and the Mayor stated yes and that it can be viewed from the main roads.

Treasurer Kelly Hensley commented that the last time the Village painted the water tower it had to be drained and water was temporarily stored in a tank at the Village Hall. She asked if this would be the same process. Trustee Walkington stated that it will only be drained if the inside needs to be painted, however, the tanks will still be needed to maintain pressure. This is all part of the cost.

Trustee Duberstein asked if it is a dull or shiny paint. The Mayor stated that paint has not been picked out yet.

Trustee Barrett motioned to adjourn the March 27, 2012 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The March 27, 2012 Regular Board Meeting adjourned at 7:44 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, March 14th, 2012 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 29th day of February, 2012 at 12:15 p.m.

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, March 13th, 2012 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 29th day of February, 2012 at 12:15 p.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment
 

                                                       FINANCE COMMITTEE MINUTES FOR 3/13/12

The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee Georgeann Duberstein,

Trustee John Derenoski, Treasurer Kelly Hensley, Trustee Walter Kriese, David Criz.

The minutes were accepted.

The bills were approved with no questions.

We discussed the draft of the budget and appropriations. We're accounting for the 5%
for unexpected expenses in the appropriations rather than in the budget itself, which we
did last year.

The Public Hearing for the budget will be held at 7:00 pm, before the start of the next
regular board meeting, March 27, 2012.

The pedestrian signal at Tall Oak and Hainesville Road was cut from the budget,
however a new pedestrian sign might be added at the intersection.

The meeting was adjourned at 6:35 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
March 13th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the February 28th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the February 2012 Financials
3. A Motion to Approve the March 2012 Bills Payable for $81,385.16
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. Draft - Estimate of Revenue May 1st, 2012 – April 30th, 2013 – Discussion Only
2. Draft - Budget May 1st, 2012 – April 30th, 2013 – Discussion Only
3. Draft - Appropriation Ordinance May 1st, 2012 – April 30th, 2013 – Discussion Only
4. An Ordinance Amending Section 9.16.030 of the Village Code and Establishing Regulations on the Sale,
Purchase and Possession of Spray Paint and Wide Tipped Markers
5. Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code for
$250,000.
6. Acceptance of Notice of Award to Berger Excavating Contractors, Inc. for the Route 120 and North Street
Watermain Project
7. Acceptance of the Agreement Between the Village of Hainesville and Berger Excavating Contractors, Inc. for the Route 120 and North Street Watermain Project
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 9th day of March 2012 at 9:45 a.m.

March 13th, 2012 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 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Building Official Russ Kraly

Establishment of quorum

Agenda Approval
Trustee Kriese motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Public comments:
There was no public discussion.

Omnibus Vote Agenda
1. A Motion to Approve the February 28th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the February 2012 Financials
3. A Motion to Approve the March 2012 Bills Payable for $81,385.16
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Trustee Walkington asked why the Village had to pay for a court reporter for the public hearing on the liquor
violation. Mayor Soto stated that it is required by state statute and the business owner was fined $1,000. Village Attorney Jim Rock stated that there is nothing in the statutes that allows the Village to charge the business owner for the court reporter.

Trustee Barrett asked why the Grayslake Police Department used the Village’s money to buy gas. Mayor Soto stated that the Village will get reimbursed. Trustee Barrett added that this ties up the Village’s money and the Village is paying a lot for policing services. Mayor Soto stated that they do fuel their own vehicles, however, there was a problem with their gas station. The Village has a fleet service credit card which is at the 7-11 for them to use. The Village will get reimbursed by Grayslake before we pay the bill so it is not tying up the Village’s money. Trustee Barrett stated that the Village never paid for gas when the Village was policed by Round Lake Park. Mayor Soto stated that it is revenue for 7-11 and tax revenue for the Village. Chief McCutcheon is looking at moving their account because they are having problems with their vendor which they can’t control when this happens.

Treasurer Hensley also pointed out that when the area had an extended power outage last summer we got our power back long before most of Grayslake so their pumps could not operate. The Grayslake Police Department used our Fleet account at our 7-11 during that time and it worked out just fine.

Reports and Communications from Mayor and other Officers:

Village Engineer
Village Engineer Greg Gruen reported that the engineering plans for the Motor Fuel Tax are at IDOT for their review. The next step is to approve the resolution and bid the project some time in May. This is a business item on the agenda.

He spoke with Kevin Bryant of the IEPA and he confirmed that they have the loan documents and are ready to go. The next step is to send him the Notice of Award to Berger Excavating, Inc. and to execute their contract. This is a business item on the agenda. There is a pre-construction meeting set for Monday. All the insurance and paperwork will be squared away at that time.

Greg stated that a letter was sent to the Mayor denying the request for a reduced speed zone across the entrance of the school.

Greg spoke with Rick Leber regarding the water tower painting. They have hired a contractor to inspect the interior of the tank for corrosion. After Greg receives the video tape of the remote operated vehicle that is used to dive into the tank, they will make a determination if they need to paint the interior also. Budget numbers that he provided were $200,000 and that includes $130,000 for the exterior painting and $65,000 for interior but the interior may be omitted.

Trustee Duberstein asked if there is incentive for the road work to get done by a certain time. Greg stated that the Village did not include a liquidated damages clause; they are good about getting things done on time. Greg will bring this up with IDOT.

Village Attorney
Village Attorney Jim Rock stated that a liquor commission hearing was held this month which resulted in a 2 day suspension of a liquor license and a fine. He prepared the Spray Paint and Wide Tip Marker Ordinance that is under business on tonight’s agenda. He also reviewed the license fees and penalties for ordinance violations sections of the Hainesville’s Municipal Code. He made recommendations to discuss the license fees with the Finance Committee.

Public Works Superintendent
Public Works Superintendent Jeff Gately reported that his department is working on the spring clean up. They are going through the wetlands because the last few garbage days have been windy causing trash to be blown into the wetlands. Trustee Daley asked if Veolia has any responsibility to pick up garbage if there is a windy day. Jeff stated he didn’t think there was anything in the contract. Mayor Soto added that there is nothing regarding pick up if it is wind blown. She has complained to Veolia in the past regarding how garbage is loaded and there has been improvement. People put out garbage knowing it is windy without putting much effort in to containing it properly. She will put an article in the newsletter regarding this issue. They will be going around the Cranberry Lake area to clean it up. He typically goes out after garbage day.

Jeff also reported that he is working on switching the shop over to summer mode. Jeff also stated that the hydrant flags have been removed and he is looking into repainting them this summer. The Village will be going through another ISO insurance rating for Grayslake Fire Department; two years ago it was Round Lake Fire Department. Jeff has all the data available from the last ISO rating; he has the resource and maintenance logs for the hydrants.

Jeff stated he is still working on the capital needs study. At the Committee meeting on Wednesday he will talk with Terry Grom regarding lift station issues and the life spans etc. so we can fine tune and get a plan in place.

Jeff stated that he is getting LED lights for the dump truck and will be installing them hopefully on Thursday.

Jeff reported that he may be out for a while because he is having surgery. He will let the Committee and Mayor know when he gets more detail.

Building Official
Building Official Russ Kraly was not present. The Mayor stated that Russ’s father is in the hospital. Russ is available by cell. The Mayor stated that if anyone needs anything from the building department to contact her. Paul is also available.

EMA Coordinator

EMA Coordinator Mike Benko stated that there are valuable tips and a checklist in the newsletter. Mayor Soto stated she would like to set up a meeting with Mike.

Treasurer
Treasurer Kelly Hensley stated that she has been busy with the Appropriation Ordinance, Estimate of Revenue and draft of the Budget and has been working hard with the Trustees. The audit is scheduled for the first week of June.

Village Clerk
Village Clerk Kathy Metzler reported that she and Deputy Clerk Roseann Stark have been working on Business License renewals, which Mayor Linda Soto will be delivering to all the business. They are also working on the website. The building permit application form is now online and working on a Village Clerk page which will include FOIA forms, election information, solicitor permit information, ordinance information and business and liquor license information.

Kathy also stated that the Village Hall will be a polling place next Tuesday, March 20th from 6:00 a.m. to 7:00 p.m. Last year she was at the Village Hall to open and close. A few people were turned away after 7:00 p.m. The doors are closed at 7:00 p.m. so make sure to get here by then.

Kathy reported that she along with Mayor Soto, Trustee Derenoski and Deputy Clerk Roseann Stark are working on Hainesville Fest. They are sending out emails and letters and putting together Vendor packets.

Kathy and Roseann will be attending a Municipal Clerks meeting of Lake County on organizing and storing paper and electronic records. Attending these meetings and networking with the surrounding villages are beneficial to everyone.

Trustee Daley asked if a two year business license can be issued. Kathy has not looked into this. Village Attorney Jim Rock stated that this can be looked into. Kathy stated that there are a lot of long time businesses, however, the smaller businesses may open for six or nine months then it would be an issue of refunds. Trustee Daley stated maybe the Village could do a graduated license where a long standing business would have a license for two or three years and a beginning business only one year. Kathy stated that it is something to think about.

Mayor
Mayor Linda Soto reported that Don Otto, a former Round Lake Park Police officer is now a Round Lake Park District Ranger and a retired Firefighter. He is the owner of an antique police car used in parades. It has been converted to a vehicle in recognition of the 10 year anniversary of the 9-11 event. It is dedicated to the 343 firefighters, 23 New York police officers and 37 Port Authority Officers who gave their life in the line of duty. This was a community effort but Don is the owner of the vehicle and did the work. He donated his time and R & M Auto Body in Round Lake Park donated the paint; the graphics came from On-Call Graphics in McHenry. The facility was donated by the Village of Hainesville’s Public Works building and Fine Line Automotive in Hainesville also provided additional work. Mayor Soto passed around a picture of the vehicle. The vehicle will be making an appearance at Hainesville Fest.

Mayor Soto discussed IDOT and the school crossing. District 46 Superintendent, Ellen Correll, Greg Gruen, Police Chief McCutcheon and Mayor Soto met and explored different possibilities. She has spoken to IDOT after receiving their response letter and the Village can move the school entrance crossing signs and we can install the flashing beacons on them. Greg stated that a small sign underneath the beacons will indicate that there is a school ahead. The Mayor emailed Ellen Correll letting her know and also let IDOT’s other comments. IDOT feels that they don’t need to come out and meet and explore anything further. The Mayor stated that the Village will move forward with the flashing lights and District 46 was in agreement. The Chief is also taking additional steps with their own gear.

Mayor Soto stated that the primary election is around the corner. She hopes everyone gets involved and votes. The Village has been hosting township meetings because early voting is taking place at the township building.

Mayor Soto and Village Planner Al Maiden attended a meeting at the Lake County Department of Transportation. This was a presentation by the Route 53/120 Blue Ribbon Planning Committee. The Mayor stated that she was the one no vote on the issue of the Route 120 Bypass Unified Vision Plan because she opposed a hefty toll being used to fund a significant portion of that road (9-10 miles out of the 14 mile bypass). It was to include stoplights and roundabouts and the toll was about $2.25 one way.

Ted Mueller, former Mayor, stated that he also was one of two that voted no in earlier votes prior to Mayor Soto’s final no vote. Ted stated he objected to the Bypass but voted to widen Route 120 instead.

Mayor Soto stated that everyone would like to see Route 53 come through. The New Committee is somewhat promising because Illinois is going back to creating more stimuli through IDOT. It is a good sign that IDOT was present at the meeting and have great interest in doing this project. The Co-Chairs of the Committee are David Stallman, Chairman of Lake County Board and George Rainey, the developer of Prairie Crossing as well as other developments. The Mayor doesn’t feel George would waste his time serving on a Committee unless he has serious interest. She did have some concerns regarding the preliminary information and wanted to make sure that the Village’s Comprehensive Plan was duly noted. CMAP is also involved. Linda wanted to know if Route 53 was extended and Route 120 bypass becomes part of the project does that alleviate the heavy toll. Mayor Soto did not get a clear cut answer other than they are looking at tolling $.20 a mile. She also questioned tolling a road with lights and roundabouts, however, they are not building it that way now. The road is now a parkway with a 45 mph speed limit. The Village will stay involved on this issue and put an article in an upcoming newsletter.

Mayor Soto was approached by Jim Marriott, owner of the strip mall with Firestone, Subway, etc. She had an exploratory meeting this morning with Jim, his contracting engineer, Greg Gruen and Al Maiden, Village Planner regarding further development. There is a brand name interested in coming to that strip mall but it is preliminary. There are a lot of challenges with that area because of the intersection being IDOT and LCDOT and Stormwater detention, etc. They will do their homework and come back to the table to see if it progresses. There will have to be improvements to that intersection.

Mayor Soto wished Trustee Kriese a happy birthday. Due to his being the only birthday this last quarter, he will be on the next quarterly birthday cake.

Reports of Standing Committees
Finance – Trustee Daley stated he would defer to new business.

Public Works – Trustee Walkington did not have anything further to report.

Public Safety – Trustee Kriese reported that Trustee Daley received a call from P.A.C.E. regarding the shelter on the eastbound side of Route 120. They will not put a shelter there because of the possibility of future developments or upgrade for that intersection. Trustee Daley stated that IDOT has it on the list.

Trustee Kriese also stated that at their last meeting they discussed a web page upgrade. He spoke to the Mayor regarding what would go on the website.

The next Committee meeting is on the 27th.

Mayor Soto noted that the shelter went in while she and Ted were Trustees and IDOT had said no at that time also.

Wetlands and Open Spaces – Trustee Duberstein reported that the Committee has been working diligently on cleaning open areas, such as getting rid of buckthorn and honeysuckle around Cranberry Lake and opening the views to ponds. This has been accomplished and now they will start planting flowers assuming the budget doesn’t get tampered with anymore from now until it is passed.

The seniors are having a representative from P.A.C.E. come to their April 3rd meeting to discuss services that are available. Anyone 62 or older in the household can attend the meeting. She is hoping there will be extra flyers to keep here at the Village Hall.

Trustee Duberstein is an election judge and hopes to see everyone on Tuesday.

Community Relations – Trustee Derenoski reported that the Committee met last month. It was decided that emails will be sent out to previous Hainesville Fest sponsors to get early donations. As of this date $2,050 has been sponsored. He stated that he will be using Kathy’s clerk system and sending out letters to all of the surrounding businesses to get more sponsorship dollars than last year. This year’s Hainesville Fest will be bigger, more fun and longer. He thanked resident Jackie Brunk for joining the Committee. John stated that any resident can attend the meetings and share ideas.

Business
Draft – Estimate of Revenue May 1st, 2012 – April 30th, 2013 – Discussion Only

Treasurer Kelly Hensley stated that the Estimate of Revenue lists the proposed revenue per line item that the Village feels it will be getting. Trustee Daley noted that this is an estimate and the Village is looking at approximately $2,850,443. He hopes to have concrete numbers later this month on the real estate taxes. Kelly added that it is being presented to the Board but not up for adoption yet. It will be adopted at the second meeting in March.

Trustee Barrett asked the meaning of Grant Proceeds (generators) on the Estimate of Revenue. Trustee Daley stated that there was a budget request to buy two emergency generators; one for this building and one for public works. The Village had to cover the possibility of purchasing it but the Village will not purchase it unless the revenue is through grants.

Draft – Budget May 1st, 2012 – April 30th, 2013 – Discussion Only
Trustee Daley stated that there have been cuts across the board. He explained his definition of a deficit budget, which is one where there are more expenses than revenue. The Village’s budget this year, for the first time since most of the Board has been elected, our expenses will exceed revenues. The Village is not broke; we do have money in the bank.

Treasurer Kelly Hensley noted that the difference between the Budget and the Appropriation Ordinance is that the budget is what the Village will go by and the Appropriation Ordinance is legally required to pass within the first fiscal year of the new year. Last year and this year we are passing it prior to the start of the fiscal year; which gives the Village legal authority to spend money.

Trustee Daley stated that the Estimate of Revenue is $2.8 million and expenditures are about $133,000 more. Much of this has to do with the water tank. The $133,000 will be taken out of saved MFT funds. This money has been set aside and is in the bank and it is restricted to particular projects. The appropriation is $3.1 million and that is an additional $124,000 over the requests. For the past two years 5% of the Village’s revenue has been set aside for reserves in all the major accounts. Any budget requests were chopped by an additional 5% in the last two years and the money was set aside just in case. This year they could not trim enough legitimately to establish the 5% reserve so more funds will be appropriated out of the savings so the Village will be legally able to spend in case of emergency. The Village is appropriating an additional 5% to cover what was in reserve.

Trustee Daley added that the three accounts in reserve; street fund, public works and general admin fund, money cannot be spent without the signature of the Mayor or himself. Trustee Daley used an example to explain this further.

Mayor Soto added that the budget from an operating standpoint shows that the Village is operating well within its revenue. The Village is not going over in operational expenses. There are capital projects such as repainting the water tower that must be done and cannot be put off so that is where the money is coming from. The Mayor has contacted two people from other towns about coming in and doing workshops with our Village to do the capital needs study and putting money away for capital projects in future years.

Trustee Daley stated that at the next Board meeting there will be a Public Hearing at 7:00 p.m. and then a vote on all three of these items prior to the fiscal year for a second year in a row.

Trustee Walkington noted that the water tower is 20 years old so money can be set aside for that project to be redone in 15 or 18 years.

Trustee Daley stated that the Village is doing with the budget what a good preventative maintenance program does for buildings and property.

Trustee Barrett questioned the cost to operate Jeff’s fleet of vehicles. He felt it was a low amount considering the cost of fuel. Jeff stated that he has been buying in bulk. The diesel tank is about three quarters to full. Most of the fuel consumption in the summer will be diesel because of the tractor. Trustee Daley added that would be appropriate use of reserve funds. Jeff stated that in the past that amount was close. Mayor Soto stated that between now and the next Board Meeting Jeff and Trustee Daley can meet and explore this issue.

Draft – Appropriation Ordinance May 1st, 2012 – April 30th, 2013 – Discussion Only
There was no further clarification of the Appropriation Ordinance.

An Ordinance Amending Section 9.16.030 of the Village Code and Establishing Regulations on the Sale, Purchase and Possession of Spray Paint and Wide Tipped Markers

Mayor Soto stated that Chief Matt McCutcheon asked if the Village could adopt this ordinance which Grayslake recently adopted. Village Attorney Jim Rock worked on this ordinance.

Trustee Duberstein motioned to Approve the Ordinance Amending Section 9.16.030 of the Village Code and Establishing Regulations on the Sale, Purchase and Possession of Spray Paint and Wide Tipped Markers; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance #12-3-158

Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code for $250,000
Trustee Barrett motioned to Approve the Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code for $250,000; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Resolution #R12-3-62

Acceptance of Notice of Award to Berger Excavating Contractors, Inc. for the Route 120 and North Street Watermain Project
Trustee Barrett motioned to Approve the Acceptance of Notice of Award to Berger Excavating Contractors, Inc. for the Route 120 and North Street Watermain Project; seconded by Trustee Kriese.

Trustee Walkington asked for the starting date on this project. Village Engineer Greg Gruen stated that they were to start March 1st but there was a delay with the easements so the pre-construction meeting is Monday and by April 1st they should begin. Trustee Walkington asked if it could be pushed back so school is out. Greg stated that he could talk about this at the pre-construction meeting. The project should only take 30 days. Greg stated that this was bid as a spring project. Mayor Soto noted that the project will be left as is.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Acceptance of the Agreement Between the Village of Hainesville and Berger Excavating Contractors, Inc. for the Route 120 and North Street Watermain Project
Trustee Walkington motioned to Approve the Acceptance of the Agreement Between the Village of Hainesville and Berger Excavating Contractors, Inc. for the Route 120 and North Street Watermain Project; seconded by Trustee Barrett.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Trustee Duberstein motioned to adjourn the March 13th, 2012 Regular Board Meeting; seconded Trustee Walkington.

All in favor say aye, motion carried.

The March 13, 2012 Regular Board Meeting adjourned at 7:56 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

WETLANDS & OPEN SPACES
COMMITTEE MEETING
 

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, March 1st, 2012 at 7:00p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 28th day of February, 2012 at 11:30 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, February 28th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 30th day of January, 2012 at 11:00 a.m.
 

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

                                                     Community Relations Meeting Minutes

                                                                     February 28th, 2012

The meeting was called to order at 6:15 pm.

Attendees: Trustee John Derenoski, Chairman; Mayor Soto, Jackie Brunk, George Duberstein and Village Clerk Kathy Metzler.

The January 24th, 2012 minutes were approved by Clerk Metzler and seconded by Mayor Soto.

Kathy will contact both Round Lake Chamber and Antioch to get Tres Flores phone number. John stated that Bill Gentes is a go.

Regarding bands last year we had Jelly Bones, Larry Leafblad’s band and we have no one else locked up yet. Kathy has a band called Shades of Grey; however, the band is working on the DVD and will get it to us in the next two months. John thought about having the string choir and the Acapella group from the High School. They would have to be contacted now, they get booked up.

Ribbon Cutting: May 19th will partner with public safety. Linda will contact Rubloff to see if we can use part of their parking lot. The theme will be Village Spirit we will have the bike safety and have the police department there. We can contact mobile eye and have a cross walk over to the public works building if we can’t use the Rubloff area. Bike helmets will need to be ordered.

Trustee Wally Kriese entered the meeting at 6:27 p.m.

Linda will call Rubloff, and Chief McCutcheon. Wally is available May 19th.

Sponsorship for Hainesville Fest: we will send a friendly reminder to the past sponsors by email to have them save room in their budget. Linda will review the lists that were mailed out last year and we will send out letters. We will keep the sponsorship amounts the same. We will do the letter ASAP in March.

John asked Jackie once the letters are mailed two weeks later to make follow-up calls and then two weeks later go into the businesses in person and follow-up.

A-Awesome Amusements invoice is a little over $11,000. We will keep the wristbands at $5. and have $1.00 tickets and have the rides an hour longer.

Wally will check into the smoking trailer with the fire department.

Doug Williams contacted John regarding a 5K and John suggested they meet for coffee. Doug couldn’t commit to a time at that point.

Talked about if there was anything we could change from last year, Jackie asked about having Domino’s Pizza or Papa Johns at the fest. We will be charging a vendor fee still of $10. Linda spoke to Melissa with Comfort Suites who has donated a overnight suite with a Jacuzzi. Melissa also stated she knows a group of serious crafters that attend a lot of craft shows and they pay $50 to partake. We will look at our fees.

Kathy will be working on a packet for the vendors.

The February 28th, 2012 Community Relations meeting adjourned at 6:58 p.m.

Respectfully,

Kathy Metzler
Village Clerk

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, February 28th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 30th day of January, 2012 at 11:00 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Safety Business
2.
V. New Business
1. Public Safety Business
2.
VI. Input from committee members
VII. Adjournment

                                     PUBLIC SAFETY COMMITTEE REPORT

DATE: 2-28-12

TIME OPENED: 6:15 pm

PRESENT: Trustees Kriese and Daley, resident Mark Typlin

Minutes approved for the January 24, 2012 meetings

Old Business:

Update to the Website for the Public Safety page.

A meeting has been set for 2-28-12 after the board meeting, with the Mayor and Trustee Kriese to
discuss what can be done.

Trustee Daley has called Pace on shoveling the snow to gain access to the westbound shelter on
Belvidere Rd. He informed us that access to the shelter is done by Pace but it is not a top priority.

Trustee Kriese talked with Mayor Soto who stated that she will have Jeff Gately look to see if anything
the Village could do.

Also, Pace was questioned what it would take to get an additional shelter built on the eastbound side of
Belvidere Rd? Their response was that they would get back in touch with Trustee Daley. No reponse
yet.

The concern with the bike path safety brought up by Resident Mark Typlin will be addressed as soon as
the Safety Committee walks the path to see what, if anything can be done.

New Business:

None

TIME CLOSED: 6:35 pm

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
February 28th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one
otion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the February 14th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the February 2012 Bills Payable for $88,704.22
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Approval of Public Utility Easements for the Route 120 Watermain Extension Project for the following
properties: 44 W. Belvidere Road, 45 W. Belvidere Road, 231 E. Belvidere Road, 236 E. Belvidere Road, 249 E. Belvidere Road and 266 & 294 E. Belvidere Road
2. Nordic Energy Services Electric Sales Agreement
3. Capital Needs Study and Capital Budgeting System
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 24th day of February 2012 at 11:30 a.m.

February 28th, 2012 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 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler

Absent: Village Attorney Jim Rock, Village Engineer Greg Gruen, Building Official Russ Kraly, Treasurer Kelly Hensley and Public Works Superintendent Jeff Gately,

Establishment of quorum

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Public comments:
David Criz, 567 N. Triumph Court, Hainesville, IL 60073 – asked about the reduction of the budget in the amount of $146,000. He asked Trustee Daley if he meant the difference between the expenses and revenue for the coming budget year? Trustee Daley stated that it is the revenue and requested expenses because not everything has been approved. Mr. Criz asked where the differences are coming from which Trustee Daley stated that the biggest difference is in the Public Works fund. There are many projects requested that we don’t have enough revenue for, however, we do have money in the bank that can be tapped into to complete the projects. The budget is being reviewed and we are looking for places to trim or cut. This will be placed on the agenda for approval at the first meeting in March. The Village will need to decide if we will tap into the reserved funds.

Mr. Criz asked how close to the previous year’s budget are the requests and are the revenues dropping or stable. Trustee Daley answered that in a ball park figure the revenue is expected to be $2.5 million which is down about $75,000 to $100,000 from last year. Some of the reduction in revenue is from the State and some is from property taxes. The property tax is only an estimate and the Village won’t know the exact amount until March when the County tells us. The expenditures are mostly in public works and some in general fund. Trustee Daley stated they are looking at all requests from everyone and that more than likely a deficit budget will be presented. The approved expenses will exceed the revenues; however, we do have money in the bank to use for these projects. We have close to $2 million which is close to a years expenditures.

Mr. Criz asked if that is the same amount in capital reserves. Trustee Daley stated that we don’t have a capital reserve. Mayor Soto stated that she touched on this at the last meeting and we are currently collecting information on a capital needs study and capital budgeting system, which is what we need to start doing, and this is item #3 on tonight’s agenda. For example one of the biggest projects that needs to be done in this upcoming year is repainting the water tower. It is a big expensive project but it is something that needs to be done every so many years. If the Village knows that this project will need to be done in 10 or 14 years then money will be set aside each year in the capital improvement fund to repaint the water tower. There is money in the bank in savings for these things but there is no written hard line formula. The Village needs to move to this system but it will not be accomplished in a few months. The Village will deficit spend and only a small portion of the savings will be taken; but the savings is there to do the capital projects. Revenue should not be used to cover the capital improvements or replacements.

Mr. Criz asked if the fund’s balance has been dropping in the last few years or is it stable. Trustee Daley stated that the fund was at $2.5 or $2.6 million when he came into office so it has been stable. A fair amount of money was taken out last year for the purchase of the Public Works Building. It has remained stable because the Board has presented balanced budgets.

Mayor Soto stated that while you want to have money in reserves you don’t want to exceed a certain amount. You have to be cautious not to have too much money in reserves especially if it’s not earmarked for anything specific. Trustee Walkington stated that the negative consequences would be Grants and Government Loans. If a Village has money then why are you asking for money when you have money in the bank and you aren’t using it. Mayor Soto stated that a resident could ask why there is an increase in something if you have money in the bank; that money needs to be earmarked for something.

Omnibus Vote Agenda
Trustee Barrett asked for the Bills Payable to be removed.
1. A Motion to Approve the February 14th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the February 2012 Bills Payable for $88,704.22
Trustee Walkington motioned to approve the Omnibus Vote Agenda removing item 2, Bills Payable; seconded
Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Trustee Barrett asked how long the Rubloff sales tax rebate refund agreement dated 5/13/03 runs. Mayor Soto stated it is for ten years until 2013. Trustee Walkington questioned the 2013. Mayor Soto will have Treasurer Hensley look at the original paperwork.

Trustee Daley motioned to approve the February 2012 Bills Payable for $88,704.22; seconded Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried

Mayors Announcements
Mayor Linda Soto stated that she and Treasurer Kelly Hensley along with Trustee Daley have been researching and encourages all the Trustees to research or give input for getting this capital needs and capital budgeting system project underway. The 5 year street resurfacing study with Manhard has already been done. She has also been in contact with neighboring communities for their methods and systems.

The Mayor added that there are new benches in the front of the Village Hall and they are of good quality and will not blow away.

Standing Committee Announcements

Wetlands and Open Spaces
Trustee Duberstein stated that Grayslake Trustees will be meeting Saturday, March 10th and at the beginning of the meeting they will be discussing monies in their various capital improvement funds. The Trustees have been invited for that part so she will send out the time for the meeting to everyone. Trustee Daley has a copy of their eight year plan which anyone can look at, it will take some explaining to do It how they have it but they have it down to a spreadsheet.

Emergency Management

Trustee Barrett stated that Mike Benko asked him to look for renewable and solar back up options for communications. He will look into it and give to Mike to present to Board.

Finance
Trustee Daley stated that the Finance Committee is waiting for one more budget report from a particular committee then he and Treasurer Hensley will do a final go through and do a budget presentation at the March 13th Board Meeting. A Public Hearing will also be on that date.

Approval of Public Utility Easements for the Route 120 Watermain Extension Project for the following properties: 44 W. Belvidere Road, 45 W. Belvidere Road, 231 E. Belvidere Road, 236 E. Belvidere Road, 249 E. Belvidere Road and 266 & 294 E. Belvidere Road

Mayor Soto reported that Village Attorney Jim Rock has all the utility easements needed for the Route 120 watermain extension project and Mayor Soto read the addresses.

Trustee Barrett motioned to approve the Public Utility Easements for the Route 120 Watermain Extension Project for the following properties: 44 W. Belvidere Road, 45 W. Belvidere Road, 231 E. Belvidere Road, 236 E. Belvidere Road, 249 E. Belvidere Road and 266 & 294 E. Belvidere Road; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Nordic Energy Services Electric Sales Agreement
Trustee Daley stated that Trustee Duberstein researched how the Village can reduce its electricity bill within the Village which is part of energy aggregation. They did a survey of the Village’s energy use not including street lights and put it out to seven companies. Nordic Energy can save the Village $6,294 a year for a two year contract in electric supply costs. Trustee Duberstein checked with different municipalities given as references and all of them stated that they did save money and were pleased. Nordic supplies electricity but the bills come through ComEd and they have the infrastructure. Trustee Barrett asked what if there was an infrastructure delivery issue which Trustee Duberstein explained that it is sold through ComEd. Mayor Soto spoke with our Rep. Diane Emerson with ComEd who explained that ComEd is the infrastructure that delivers the electricity and they don’t care who the electricity is bought from. Trustee Walkington added that electricity comes from the same place but the Village would be buying it from someone else who in turn will pay ComEd. Trustee Duberstein added that ComEd cannot raise the rates.

Trustee Kriese asked if the three accounts are all the lift stations; Mayor Soto stated that this contract is just for the three lift stations not for the entire electric that we have. Trustee Daley stated that it does not include the street lights; the Village Hall does not get charged for electricity nor does the Public Works Building. Trustee Barrett asked who supplies the well house electricity. Mayor Soto stated that the well house is included. The only item not included is the street lighting because the Village is pursuing a street lighting grant with DCO which works with ComEd. Trustee Daley added that none of the bidding companies could outbid the rate that the Village currently has on the street lights with ComEd which is the lowest rate available.

Trustee Daley motioned to approve the Nordic Energy Services Electric Sales Agreement; seconded by Trustee Walkington
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried

Trustee Walkington noted that this is a 2 year contract with a one year opt out. Trustee Duberstein stated that the Village cannot opt out until the end of the 2 years or there is a penalty to get out sooner. Trustee Daley stated that there is a guaranteed savings of $6,300 per year. Trustee Duberstein pointed out where in the contract the language has the terms of the contract.

Capital Needs Study and Capital Budgeting System
Mayor Soto reported that Public Works Superintendent Jeff Gately is working on a timeline and that Public Works is a big part of this system. This year the Village will not only repaint the water tower but will look at the condition of the inside of the water tower tank. It has not been done because the infrastructure was new. Computers are another area to be addressed. Treasurer Hensley spoke with our village auditors, Wolf & Co., to see what tools, software and suggestions they had for undertaking these projects. The Mayor has also talked to other municipalities slightly larger than us and they have funds broken into different pockets. Another village manager uses the term thimbles and buckets. There are a lot of thimbles and buckets which pour into the bigger bucket because you are putting away for all these different items. The Village of Hainesville is starting with the basics to keep the Village operating and replacing equipment and services. Once that is underway then the Village can look at economic development projects to get more businesses in town and revitalize the older buildings. The Mayor stated that there will need to be a lot of research but it is exciting. We will be spending Committee of the Whole meetings this budget year on concentrating on this effort.

Trustee Daley hopes to have it for the next budget year. He also stated that whatever is decided to be set aside for the long term projects will be money out of the budget so funds will not be available for other things. For example if revenue is $2 million and then we go through our regular budget process we would spend $2 million, however, if we set aside $500,000 a year for projects then the Village would have to live with a $1.5 million budget. The Village does not want to chip away at the money in the bank every year and continue deficit spending; we will still have to tighten our belts. Mayor Soto stated that they will have to decide the amount in savings. Trustee Daley reiterated that the amounts were for conversation only.

Trustee Derenoski asked if the money in savings can be seed money. Trustee Daley stated that this is what we are doing this year by deficit spending but we could do that but it would be a decision made by the Board. Mayor Soto stated that this is one of the things we will be discussing, taking some money out of the savings and use it for some of the capital projects that are being done. Trustee Daley stated that Grayslake has a formula indicating what percentage of each fund they want to have set aside or available for carry over year to year, they don’t ever zero out a fund. Currently, our Village has one year operating expenses in savings. Grayslake tries to keep 3 to 6 months.

Trustee Derenoski motioned to adjourn the February 28, 2012 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The February 28, 2012 Regular Board Meeting adjourned at 7:35 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

NOTICE OF PUBLIC HEARING
FOR HAINESVILLE LIQUOR COMMISSION

The Hainesville Liquor Commissioner, Linda Soto, will hold a Liquor Commission Hearing at the Village of Hainesville in the Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Thursday, February 23rd, 2012 at 10:00 a.m.

This hearing is for the purpose of hearing evidence regarding a violation of Hainesville Village Code Section 5.08.310.

Kathy Metzler, RMC, CMC
Village Clerk

Posted this 17th day of February 2012 at 11:40 a.m.

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, February 14th, 2012 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 30th day of January, 2012 at 11:00 a.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment
 

FINANCE COMMITTEE MINUTES FOR 2/14/12

The meeting was called to order at 6:03 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee Georgeann Duberstein, Treasurer Kelly Hensley, Trustee Walter Kriese.

The minutes were accepted.

We discussed planning for capital improvements, repairs and replacements. Funds would be marked each year to add to each project toward having enough money at the end of their useful life. We would begin this next year.

Generators for the village hall and the public works building would be used to provide heat and light in case of a major emergency. Hopefully, the funds to purchase them would come from FEMA.

We will be looking into the “opt in” and ‘opt out” plans to provide utility savings for our residents.

Veolia will be charging a 2.85% increase this year. It was decided that we should not raise rates this year to residents for garbage pick up or yard waste stickers available from the village. Stickers sold at the Ace Hardware stores at Routes 120 and 134 may be increased at the discretion of the store.

No questions on the bills payable.

Unless there is a village nepotism policy, Jimmy Soto will be able to work for the village.

The meeting was adjourned at 7:00 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
February 14th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the January 24th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the January 2012 Financials
3. A Motion to Approve the February 2012 Bills Payable for $97,827.87
4. A Motion to Approve the Final Invoice to Retainage for Elmwood for $3,401.
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. Grayslake/Hainesville Police Service Annual Report – Chief Matt McCutcheon
2. Approval of A-Awesome Amusements Co. for Rentals for Hainesville Fest for $11,576.
3. Approval of the CenCom E 9-1-1 Agreement for Surcharge Reimbursement
4. Approval of the Intergovernmental Agreement Revising & Establishing the CenCom E 9-1-1 Public Safety
Communications Center & Operations Board of Directors & Operating Procedures for the Enhanced 9-1-1 Emergency Telephone System
5. Addendum to Police Services Agreement Between the Village of Grayslake and the Village of Hainesville
6. Prairieview School Zone/IDOT - Discussion
7. Wolf & Company LLP Audit Proposal for Fiscal Year Ending April 30th, 2012 $17,200.
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 10th day of February 2012 at 10:45 a.m

February 14th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:03 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 Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Public Works Superintendent Jeff Gately, Village Attorney Jim Rock, Village Engineer Greg Gruen and Chief Matt McCutcheon

Absent: Trustee Derenoski, Building Official Russ Kraly, EMA Coordinator Mike Benko and Treasurer Kelly Hensley

Mayor Soto stated that Trustee Derenoski was not in attendance due to work obligations. The Mayor also made a change to the agenda having our recently appointed permanent Police Chief Matt McCutcheon give his presentation before Public Comment.

Establishment of quorum

Agenda Approval
Trustee Walkington motioned to approve the agenda as amended; seconded by Trustee Daley.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Grayslake/Hainesville Police Service Annual Report – Chief Matt McCutcheon

Mayor Soto announced that Matt McCutcheon was chosen and appointed as the permanent Chief of the Grayslake Police Department. Matt McCutcheon was made the interim chief after Chief Herzog’s retirement in June. The Village of Grayslake went through a national search process. Matt McCutcheon was one of the top candidates from the beginning. There were 120 applicants. Mayor Taylor and the Trustees of Grayslake invited Mayor Soto to participate in the final interviews with the final candidates. Mayor Soto stated that she has a deep respect for Matt McCutcheon and is looking forward to a long relationship with the Grayslake Police Department.

Chief McCutcheon thanked Mayor Soto for her kind words and her strong support.

Chief Matt McCutcheon reviewed the Grayslake’s annual service report on Hainesville from July 2010 through July 2011. This was for the first year that Grayslake served Hainesville. The Mayor stated that the police report is on the website.

The Chief stated that the report shows a successful partnership and a consolidation of resources benefitting both villages. In the Police contract Grayslake brings enhanced capabilities to Hainesville which comes from Grayslake’s full involvement in the regional multi-agency policing groups.

The Chief explained the different agencies that Grayslake is a part of. He also touched on the community policing efforts in Hainesville. The department reaches out to the residents in a number of ways. He also stated that he was most pleased with the results of the citizen survey, which showed that 90% of the respondents were pleased with what the Grayslake Police were doing in Hainesville.

The police deal with a lot of complaints regarding residential traffic issues. The Chief went over the three phase approach Grayslake uses in dealing with these issues. One thing Grayslake did in their criminal investigation division was to assign one detective to handle Hainesville cases which gives more familiarity to the detective and the businesses and residents.

The Chief stated that the first week of the contract started with a burglary arrest. They have done a number of alcohol enforcement checks and last Friday there was a violation.

The report also outlines the community events that the police department has been active in many events; two being Hainesville Fest and Shop with a Cop.

The Chief summarized that the partnership has been beneficial to both Villages and believe we have achieved a seamless integration of Hainesville into our program and we believe that your constituents are happy. Chief reported on police information that isn’t in this report which is they have new leadership opportunities with the retirement of Chief Herzog and now with his permanent appointment they will be promoting one or two Commanders, two sergeants and will be hiring a few officers to replace those vacated positions. They will also have a new data driven policing program this year. It will allow the department to effectively focus their resources on problems and issues in ways that are not being done now. Mayor Soto stated that it will add speed and reaction to various issues.

Trustee Duberstein asked for a progress report on the CSO that had the accident. Chief McCutcheon stated that she is doing better and he was not sure if she will be back to work. He has been working with the Mayor on signage issues along Route 120.

Trustee Barrett had concerns regarding stop sign enforcement. The Chief stated that this issue will be more focused on by the data driven policing initiative. Trustee Daley asked if anything surprising had happened in the village since the contract started. Chief McCutcheon stated that there were no major issues. Trustee Daley also asked if there was much public feedback and the Chief stated yes, the patrol officers have been greeting residents and CSO’s have been going to businesses and dropping off alarm contact sheets.

Trustee Duberstein suggested that if the Chief would like the Village to remind the residents of something it can be included in the monthly newsletter. The department is involved in a regional task force that is targeting ruse burglaries which typically target elderly residents. There was an incident in Hainesville early in the contract.

David Cruiz, 567 N. Triumph Ct., Hainesville, IL 60030 – congratulated the Chief on his appointment. He asked if the enhanced response capabilities are available to other local law enforcement and would they have been available to our own department. The Chief answered that if the Hainesville Police Department had chosen to become full members of all the regional there was a significant cost in dollars and personnel time; it is more difficult for a smaller agency.

Dave asked what constitutes neighborhood patrol. The Chief stated that Grayslake has a very robust CAD and records management system. It is a software package with a high capability of measuring officer activity. They are interested in what the officers are doing and how time is spent. Dave stated that with the numbers in the report it looks like the police are patrolling once every three hours. The Chief stated that was not the case. The officers are involved in other activities besides residential neighborhood patrols. Chief McCutcheon explained their approach to Hainesville’s policing contract. Hainesville is the 5th patrol beat and it is staffed with a car 24 hours a day 7 days a week; that is a minimum. It does not mean that there is only one car in Hainesville at a given time. If that car is on call then 2 more cars will come. Dave asked what the patrols are doing during down time when not answering calls. The Chief stated that they do a variety of things. When the data driven policing is implemented, the department hopes to manage the time better and direct the activities more than now; explaining all that is involved when an arrest is made.

Dave pointed out that the strong satisfaction rating is from a small percentage of the Village from 5.8%, so you cannot deduce much from it. Trustee Daley stated that those residents did not care enough to comment. Mayor Soto added that regarding surveys, 5.8% is actually an excellent response rate. Typically a response rate of 2-3% on any survey is considered successful. She read a lot of positive comments in addition to concerns. Grayslake does a survey every three years in their community.

Ted Mueller, 318 Katherine, Hainesville, IL 60030 – publicly congratulated the Chief and stated that the Grayslake Police is doing an excellent job of servicing Hainesville. He regularly sees more than one car.

Mayor Soto stated that there would be a break to have congratulatory cake for the Chief.

Chief McCutcheon left the council chambers at 7:41 p.m.

There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the January 24th, 2012 Regular Board Meeting Minutes
2. A Motion to Approve the January 2012 Financials
3. A Motion to Approve the February 2012 Bills Payable for $97,827.87
4. A Motion to Approve the Final Invoice to Retainage for Elmwood for $3,401
Trustee Kriese motioned to approve items the Omnibus Vote Agenda as presented; seconded by Trustee
Walkington.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that the plans have been finished for the resurfacing of the Misty Hill
subdivision. He will get them to IDOT and will wait for approval within 30 days so the Village can go out to bid.
He also spoke to IDOT regarding the resurfacing of Route 120. He spoke to Brian Carlson of IDOT”s programming department and Route 120 will not be resurfaced in 2012 but it is in the five year plan. Greg sent them a letter regarding the drainage problem by Walgreen’s. The Village is requesting a curb be put in at the Northeast intersection.

Greg also stated that regarding the IEPA watermain project, the Village is close to getting the easements. By the next Board meeting there will be a Notice of Award for Berger Excavating and the project will get underway.

Greg also reported that the Village sent a letter to IDOT requesting a school entrance speed limit reduction from 40 mph to 30 mph across Prairieview School. It doesn’t fit in with their standards but is hoping they can make an exception in our case or get a sign out there with LED lights that will blink in the a.m. and p.m. times.

Terry Grom and Rick Leber are working on water tower painting specifications. This should be underway by late summer or early fall construction project.

Trustee Kriese asked if the blinking signs be at the Village’s expense. Greg stated that it would be the Village’s expense and they are about $2,500 each for the signs. Trustee Duberstein asked if the Village would get both the signs and the speed limit reduction. Greg stated that the speed limit reduction has a blinking feature to it. Mayor Soto asked that if the Village went for the blinking signs only, IDOT cannot refuse. Greg stated that Sergeant Earnst got the suggestion from IDOT

Village Attorney
Village Attorney Jim Rock stated that the Village has reached a verbal agreement with the remaining property owners for the watermain easement and will be asking for adopted at the next board meeting with a start date of March 1st for the project. He also worked on preparing the agreements on the agenda with the Village of Grayslake and CenCom. The Surcharge Reimbursement was discussed last month. The Intergovernmental Agreement is the membership agreement for Hainesville to be a part of CenCom which are all on the agenda for tonight.

Public Works Superintendent
Public Works Superintendent Jeff Gately reported that it has been a quiet winter. He has worked inside the Village Hall. He painted the kitchen and hallways, changed out lighting switches, fixed the screen outlet and has been doing behind the scenes work. He also has been working on the budget. Jeff is also working on a long term life expectancy of Village equipment such as trucks, tractors, buildings, well houses and roofs. In this way he will know when it will need to be repaired or replaced. He should have a spreadsheet put together by next month.

Mayor Soto thanked Jeff for all the work he has done at the Village Hall.

Building Official
Building Official Russ Kraly was not in attendance. The Mayor reported that Russ was hospitalized a week ago for an appendectomy. He came into the office yesterday to do a few inspections and is doing well.

EMA Coordinator
EMA Coordinator Mike Benko was not in attendance due to work commitments. He is in contact with the Village and runs radio tests regularly.

Treasurer
Treasurer Kelly Hensley was not present, however, Trustee Daley will cover the Treasurer’s report in his report.

Village Clerk
Village Clerk Kathy Metzler is busy with everyday work, codification and the website. She will be starting business license renewals soon.

Mayor
Mayor Linda Soto has been meeting with various candidates in the upcoming Primary. She stressed to residents to watch for various candidate’s forums being held. The Grayslake Chamber is hosting one at their nest luncheon meeting which is on February 23rd. She invited all the Trustees to attend. She has been reviewing budget requests and getting involved with assisting the Finance Committee. Jeff Gately is working on a capital needs report. It is becoming apparent that major projects such as painting of the water tower and street lighting need to be replaced. The Village needs to start a capital needs study to put a life line on paper.

Mayor Soto was invited to the DARE graduation at Frederick School along with Chief McCutcheon and Officer Rita Stang.

Mayor Soto also reported that the Village’s website now has Offender Watch. It has a listing of registered sex offenders in the area. The Sheriff’s department will no longer be providing this for all of Lake County only the unincorporated Lake County. By state statute police departments must have this data available. The Attorney General’s office was offering the $4,000 software package that Grayslake Police Department received for free through the Attorney General. A resident can also choose to sign up for email alerts in the event there is a change in the area. There is software that police accesses to allow them to record information and track data faster. This could be utilized in the event of abduction. The website also has safety tips and links available. It also sends a message that Grayslake and Hainesville takes enforcement of registered sex offenders very seriously.

Reports of Standing Committees
Finance – Trustee Daley reported that the audit has been moved up to May instead of September or October to accommodate for Molly who usually leads the audit.

Trustee Daley also reported on the budget which needed to be trimmed by $430,000 to keep revenues in line with expenses. The Finance Committee met tonight and the Village is now below $100,000 in meeting that goal.

Trustee Daley stated that he attended a meeting with Trustee Duberstein regarding electrical aggregation in order to save money for the entire Village on their bill. It would be saving on the cost of the supply not the total electric bill. Grayslake has gone through this and are initiating their change over to a contract this month. Grayslake’s program was an opt out program which means that every resident is in unless they take steps to opt out. It was explained to residents through publications and press releases. Trustee Daley stated that he has all the paperwork that Grayslake put out. The first step for Hainesville would be to put it on the ballot for the November election. If the referendum passed it could be 8 to 12 months until it will be initiated. After the Finance Committee meeting and after speaking to Mike May and Mike Ellis of Grayslake Trustee Daley thought Hainesville might not want to go that way yet. Com Ed’s major supply contracts are coming to an end in 2013 or early 2014 and they might lower their supply rates so aggregation might not be a money saver. If not, then the Village can tag along with Grayslake and be a part of their bidding contract. Trustee Daley also mentioned another program called opt-in where individual residents can contact companies and opt into a program but it is not village wide. He will get more information and decide whether or not to post the information.

Trustee Daley stated that Trustee Duberstein brought to the Finance Committee meeting tonight the research she has been doing for the replacement of street lights with LED’s in order to save up to 50% in energy cost. He spoke with Trustee Walkington, Jeff Gately and Village Engineer Greg Gruen. Jeff stated that there are places in the Village that need more lighting than is now available. Trustee Daley suggested surveying the lighting situation in the Village, which would be done through Manhard, and make a plan on a good way to proceed.

Trustee Daley also discussed a multi year capital improvement plan. The Village would start setting funds aside every year to handle capital replacements/improvements in a scheduled manner, however, this will not be done for this budget year. Village Attorney Jim Rock has the name of consultants that can be used.

Public Works – Trustee Walkington reported that with the painting of the tower they are looking, along with Manhard, to have someone go into the water tower to inspect it while it’s full. Mayor Soto stated that this has never been done.

Public Safety – Trustee Kriese stated that a resident noted that the PACE bus stop was not accessible with the snow. Trustee Daley called PACE and found out that they get to the stops when they can. The Mayor stated that if Jeff is doing the bike path he might be able to clear it or put beet juice down. Also there is not another shelter on the other side for the bus. Trustee Daley contacted PACE and they haven’t got back to him.

Last Wednesday Trustees Kriese and Daley had a meeting with the Fire Chiefs of Grayslake and Round Lake to introduce themselves and see what programs they may have to offer for Hainesville Fest. A hazard that was brought up was the road by the gun club off of Alleghany. Trustee Kriese stated that if there was a way to have the road more accessible such as paving the road. Mayor Soto stated that it is a private road. Trustee Walkington stated that the road is most likely owned by Peter Kane who owns the airport. Mayor Soto thought it was unlikely to have it paved in the immediate future but the Village can make inquiries. The Village does not have any direct say so in making it happen.

Trustee Kriese added that the Fire Chiefs were appreciative that communication was opened between them and the Village. Mayor Soto asked if any programs were discussed; Trustee Kriese asked them about the smoke simulator. He sent an email to see if it is available.

Wetlands and Open Spaces – Trustee Duberstein stated that a rep from PACE will be coming to the senior meeting in April to discuss services. There are services that are available through PACE which are not being utilized. PACE can take seniors to doctor appointments, hair dressers and grocery shopping. The meeting is open to residents 62 or older or anyone related in the household. There will be extra brochures in the Village foyer. The meeting is at 2:00 p.m. on the first Tuesday. Trustee Duberstein also discussed BEST, which the Village is a member. She is now their publicity chairman and will put activities they have going on in the newsletter.

Trustee Duberstein added that the Committee is working on their budget with various projects they have in mind for the year.

Community Relations – Trustee Derenoski was not in attendance. Mayor Soto reported that a Community Relations Committee meeting will take place at 6:15 prior to the next Board Meeting on February 28th. Jackie Brunk, a resident, who helped with the Santa event would like to be involved with Hainesville Fest. She will attend the meeting and Trustee Derenoski will find out what she will be able to do for the Fest. The Mayor is excited that a resident is getting involved. If any resident would like to join, they may attend the meeting.

Business

Approval of A-Awesome Amusements Co. for Rentals for Hainesville Fest for $11,576

Mayor Soto reported that this was the company we used last year and the Village was pleased with them. More items have been added such as bungee cord and more tents. In order to reserve the equipment a 50% deposit would need to be put down. Mayor Soto called them and the company has agreed to accept the deposit on May 1st, which is the start of next year’s budget. The Mayor will write a letter to that effect and the equipment will then be reserved.

Trustee Daley motioned to approve the Mayor writing a letter to the A-Awesome Amusements Co. for Rentals for Hainesville Fest for $11,576; seconded by Trustee Barrett.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried

Approval of the CenCom E 9-1-1 Agreement for Surcharge Reimbursement
Mayor Soto stated that this was the document discussed earlier. Attorney Jim Rock worked with CenCom attorney John Kelly to create this document which agrees that CenCom will forward 50% of our 911 surcharge money to the Village of Grayslake as long as they are providing our dispatching.

Trustee Barrett asked who gets the other 50%. Mayor Soto stated that would remain with CenCom. Attorney Jim Rock added that this would not establish our membership in CenCom. The rules that guide the surcharge use and collection are statutory. It has to be used for specific purposes. The surcharge funds are handled by the JETS Board but CenCom membership is guided by the other agreement on the agenda tonight. The Village will continue to pay its portion of the rent for the CenCom building on an annual basis and its portion of the liability insurance in order to remain members of CenCom.

Trustee Walkington asked if the Village will still maintain a vote on both Boards. Mayor Soto answered that the Village would and not only was the agreement reached about the 50% surcharge being forwarded for police dispatching but also that the Village still maintains voting. The only time the Village will not be able to vote is if there is any discussion of ever changing the cost formula for dispatching fees. Hainesville would abstain as long as its police dispatching is done elsewhere. Other than that Hainesville has full voting authority.

Trustee Daley asked if the 50% fee offsets any of our cost from the addendum in item 5. The Mayor stated that it is almost a wash. The amount of the rent that the Village pays along with the liability insurance almost equals the amount of surcharge money that will be paid to Grayslake for dispatching. Village Attorney Jim Rock added that the dollar amount for dispatch is about $5,000 and that is almost the same amount of the money that the Village will pay for membership in CenCom for that annual rent and the liability insurance. It will not offset the addendum for contract services. The $5,000 in surcharge funds will be used to pay for a portion of the Glenview dispatching.

Trustee Duberstein motioned to approve the CenCom E9-1-1 Agreement for Surcharge Reimbursement; seconded by Trustee Daley.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Approval of the Intergovernmental Agreement Revising & Establishing the CenCom
E 9-1-1 Public Safety Communications Center & Operations Board of Directors & Operating Procedures for the Enhanced 9-1-1 Emergency Telephone System

Mayor Soto stated that the other Villages have adopted this Agreement. She did take part in the discussion for some of the changes in the agreement but she made it clear that she would not bring it before the Board for approval and adoption until the Village got the answers needed regarding our status in CenCom. This has been finally resolved so it is the recommendation of the attorney to approve this intergovernmental agreement.

Trustee Daley motioned to Approve the Intergovernmental Agreement Revising and Establishing the CenCom E9-1-1 Public Safety Communications Center & Operations Board of Directors & Operating Procedures for the Enhanced 9-1-1 Emergency Telephone System; seconded by Trustee Barrett.

Roll Call:
Ayes: Trustee Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Addendum to Police Services Agreement Between the Village of Grayslake and the Village of Hainesville
Mayor Soto stated that this is specifically regarding the dispatching. This is not changing or adding to the police services contracted for with Grayslake.

Trustee Duberstein motioned to approve the Addendum to Police Services Agreement between the Village of Grayslake and the Village of Hainesville; seconded by Trustee Kriese.

Trustee Walkington asked how the payments will be made. Mayor Soto stated that the Village is not currently paying Glenview. The annual fee is now $60,000 and can be paid however the Village chooses. It can be quarterly or monthly.

Trustee Barrett asked what the costs were for CenCom before. Mayor Soto stated that this is less because it does not include the lock up.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Prairieview School Zone/IDOT - Discussion
Mayor Soto stated most of the details were covered under the engineer’s report but wants to stress that she along with Chief McCutcheon will be very adamantly on top of this and thanks Village Engineer Greg Gruen for all his help. There will be change but she is not sure if it will be the reduced speed or the lighting which will make a difference. However the placement of signs will be changed. Greg stated that the cell phone restriction only applies when there is a school speed limit enforced. When the CSO is out directing traffic, the speed is 40 mph and people can be on cell phones. The code reads where the speed entrance limit up to 50 mph below the posted speed limit can be used where the posted speed limit is 45 mph or more. Currently, it is 40 mph so it can not be reduced.

Wolf & Company LLP Audit Proposal for Fiscal Year Ending April 30th, 2012 $17,200

Trustee Daley commented that this is a 6% reduction in our audit costs from last year. Wolf & Company has been doing the audit for 3 years and it is easier for them and the Village so they reduced it. There is a 3 year proposal with a 6% reduction this year; 2% increase for the next 2 years. This is a vote for only the first year.

Trustee Duberstein motioned to approve the Wolf & Company LLP Audit Proposal for Fiscal Year Ending April 30th, 2012 in the amount of $17,200; seconded by Trustee Walkington.

Trustee Walkington motioned to adjourn the February 14th, 2012 Regular Board Meeting; seconded by Trustee Duberstein.

All in favor say aye, motion carried.

The February 14, 2012 Regular Board Meeting adjourned at 8:32 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, February 8th, 2012 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 30th day of January, 2012 at 11:00 a.m.

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, January 24th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting Minutes
January 24th 2012
Meeting Called to order at 6:15

Attendance:
John Derenoski
Linda Soto
Kathy Metzler
1. Mayor Soto Contacted school districts and tried to find out when they are reopening for
the school year. It was then determined that Hainesville Fest would be held on
August25th 2012.
2. A ribbon Cutting Ceremony was discussed for the new bike path. A tentative date of
May 19th at 1:00pm was talked about.
3. A quote from awesome amusements was discussed items to appear were:
a. Time from 12-5pm
i. Berry go round
ii. Euro Bungee
iii. Trackless Train
iv. Climbing Wall
v. Swings
vi. Pony Rides
b. Pinnacle Tents for all tents
c. Face Painter
4. Food Vendors to return:
a. Cheese force 1
b. Tres Flores Funnel Cakes'
c. Wine Knows
5. Bands Wanted to return:
a. Larry Lefblad
b. Jelly Bones Blues
6. A new band to be determined
Meeting Closed at 6:50 p.m.
Prepared by John Derenoski

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, January 24th, 2012.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Safety Business
2.
V. New Business
1. Public Safety Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE REPORT
DATE: January 24, 2012
TIME OPENED: 6:15 pm

PRESENT: Trustees Kriese and Daley, resident Mark Typlin

Minutes from the last meeting, October 25,2011, approved.

Old Business:
Pedestrian Crossing at Tall Oak and Hainesville Rd:
The funds for this project were put into the Public Works Budget for this year. The applications and fees

for the permit on this project were received and given to Public Works, Jeff Gately.
The safety hazard along the bike path between Big Horn and Washington has been repaired as of
December 4, 2011.
The funds for the backup generators were also put into the Public Works Budget, also.
New Business:
Discussion:
What direction do we need to take to inform our residents on what this committee is about? We decided
to investigate using the Village Web Site. We discussed the option of having a Public Safety page that
would contain our purpose, areas of concern and a way to notify us of resident concerns. We also
discussed including information in the monthly water bill newsletter.
Determine a means to have our residents inform this committee of potential safety issues they feel need
to be address. See above.
Committee walks to look for any potential safety concerns. We discussed the idea of the committee
walking the Village to look for potential concerns.
Resident Typlin raised a concern about the lack of an eastbound PACE bus shelter and the fact that the
westbound shelter was inaccessible after the last snowstorm.
He also stated that, even after the County modified the drain located near the bike path between Big
Horn and Washington street, he felt that it was still a hazard

TIME CLOSED: 6:45 pm

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
January 24th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by
One Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the January 10th, 2012 Public Hearing Meeting Minutes for the Purpose of an Amendment to the Village Code Governing Alternative Energy Generation Devices
2. A Motion to Approve the January 10th, 2012 Regular Board Meeting Minutes
3. A Motion to Approve the January 2012 Bills Payable for $44,368.53
4. A Motion to Approve the December 2011 Financial Statements
5. A Motion to Approve Request for Rental Waiver – 45 West Big Horn
6. A Motion to Approve Request for Rental Waiver – 107 West Big Horn
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Budget Discussion
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 20th day of January 2012 at 10:15 a.m.

January 24th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present : Village Clerk Kathy Metzler

Absent: Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately,

Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Nays:
Absent:
Motion carried.

There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the January 10th, 2012 Public Hearing Meeting Minutes for the Purpose of an Amendment to the Village Code Governing Alternative Energy Generation Devices|
2. A Motion to Approve the January 10th, 2012 Regular Board Meeting Minutes
3. A Motion to Approve the January 2012 Bills Payable for $44,368.53
4. A Motion to Approve the December 2011 Financial Statements
5. A Motion to Approve Request for Rental Waiver – 45 West Big Horn
6. A Motion to Approve Request for Rental Waiver – 107 West Big Horn
Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Nays:
Absent:
Motion carried.

Mayors Announcements
Mayor Linda Soto reported that January has gone by quickly. We had a storm that came and went and now we are back to warm weather. There has been a number of aliments with the staff, including herself as she was hit with the flu. Last Thursday was the Mayoral Chamber Luncheon when the mayors give their updates. Mayor Soto had her PowerPoint put together; however, she was unable to attend due to her illness. The Clerk and Staff that did attend did bring the handout of her PowerPoint Presentation.

We did a good job with the snow plowing. Mayor Soto appreciates everyone’s work on the upcoming budget; we are moving along readily on that and will discuss this further under business.

Standing Committee – Announcements
Community Relations Committee
Trustee John Derenoski announced that Hainesville Fest will be August 25th, 2012. We will be getting our rides and attractions booked early as well. The committee has some nice plans which he is very excited about.

Wetlands and Open Spaces Committee
Trustee Georgeann Duberstein announced that she and Village Engineer Greg Gruen met with the Storm Water Management folks regarding the Hainesville Meadow and the fact that the water level is way over what it was supposed to be originally. We discussed our concerns and our interest in restoring the Meadow. They sounded interested in supporting that.

Public Safety
Trustee Walter Kriese had their Public Safety meeting tonight and discussed was the Pace Bus Stop which wasn’t shoveled during the snow storm. They will look into this and report on this at the next meeting.

Business
Budget Discussion
Mayor Soto stated we are in the very preliminary stages. Everyone has turned in their first round and our Treasurer is still compiling all of that.

Trustee Gerry Daley stated all the budget documents should be to him on Monday. He spoke to Treasurer Kelly Hensley this evening and our revenue projections through the State seem to be good. We won’t know what we will get from the real estate tax until March. Last year Russo was under what was projected for sales tax, this year they were higher so we will have a more accurate figure. So Trustee Daley will review the first round and report to the Finance Committee and to the Mayor to see where we will go from there.

Mayor Soto wanted to caution everyone that when the draft is looked at there will be areas that we will be looking at why is this so high and why does this department or committee need this. If you are asking for a large ticket item, especially if it is new, than an explanation should be provided. Keep in mind, to state why is this a requirement, what is the advantage and is there a payback etc. Some people did more detail than others. If you are weak in your detail and you asked for something of a higher value, now is a good time to start gathering additional information so we are educated why you put this in your budget.

Trustee Derenoski motioned to adjourn the January 24, 2012 Regular Board Meeting; seconded by Trustee Barrett.

All in favor say aye, motion carried.

The January 24, 2012 Regular Board Meeting adjourned at 7:10 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

PUBLIC WORKS
COMMITTEE MEETING
NOTICE
DATE CHANGE

From: Wednesday, January 11th, 2012 at 6:30 p.m.
To: Thursday, January 12th, 2012 at 6:30 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Public Works Committee Meeting of the Village of Hainesville Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, date has been changed to Thursday, January 12th, 2012 at 6:30 p.m.

Hainesville, Illinois
Roseann Stark Deputy Clerk

Posted this 9th day of January, 2012 at 11:30 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES

January 12, 2012

Meeting opened at 6:30 pm

Present were, Jeff Gately, Gary Walkington, Walter Kreise, Terry Grom and David Schultz.

Business:

Approval of November and December minutes.

The well pit at the old Village Hall site has had on wall removed per the County inspector. I will send pictures to Manhard. This should be the end of that ordeal.

Manhard is searching for the CMON report that the Village has done in 2008. It is possible that RHMG still has it. We will follow up.

We are curious to see if the force main that runs through Round Lake Park is going to be affected by the new sidewalk installation.

Walter Kreise asked if the Public Works Dept. has any kind of safety plan in place. I explained that we do have safety meetings that are supplied by our insurance company. I also do a yearly training on how to operate equipment.

We are still looking into the current Native Restoration contract.

Adjourned 7:45pm

Respectfully Submitted

Jeff Gately

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, January 11th, 2012 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

Emergency Management Agency of Hainesville

PURSUANT TO THE OPEN MEETINGS ACT, the EMA Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Wednesday, January 11th, 2012 at 7:00 P.M.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1.
V. New Business
1.
2.
VI. Input from committee members
VII. Adjournment

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, January 10th, 2012 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

FINANCE COMMITTEE MINUTES FOR 1/10/12

The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski, Trustee Georgeann Duberstein, Treasurer Kelly Hensley, Trustee Walter Kriese and Jim Rock, Attorney.

The minutes were accepted.

Question on Bills Payable:

Why did we need to replace all of the tires for a Public Works truck? There were screws scattered around the village hall parking lot. We are looking into getting cameras for the parking lot.

Everyone turned in their budgets.

W-2 and 1099 forms were sent out.

We discussed the mayor’s salary.

We discussed the question concerning the Gift Ban Act that was raised by Wally Kriese.

The meeting was adjourned at 6:40 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

NOTICE OF PUBLIC HEARING
FOR THE PURPOSE OF AN AMENDMENT TO
THE VILLAGE CODE GOVERNING ALTERNATIVE ENERGY GENERATION DEVICES

Notice is hereby given that the Zoning Board of the Village of Hainesville will conduct a Public Hearing on Tuesday, January 10, 2012 beginning at 6:45 p.m. at the Hainesville Village Hall, 100 N. Hainesville Road, Hainesville, Illinois to consider enacting amendments to the Hainesville Village Code to provide for rules governing the location and erection of alternative energy generation devices.

All persons present at the above and foregoing Public Hearing will be given an opportunity to be heard. The above indicated hearing may be continued from time to time and without further notice. By order of the Zoning Board of the Village of Hainesville, Lake County, Illinois.

The Alternative Energy Collection Systems Ordinance is available for public inspection at the Clerks’ office located at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois 847-223-2032

AGENDA
January 10th, 2012
Public Hearing at 6:45 p.m.

For the Purpose of an Amendment to the Village Code Governing
Alternative Energy Generation Devices
A. Call to order
B. Roll Call
C. Establishment of quorum
D. Proposed Amendment to the Village Code Governing Alternative Energy Generation Devices
E. Discussion
F. Public Comments
G. Zoning Board Recommendation to the Village Board
H. Adjournment

Hainesville, IL
Kathy Metzler
Village Clerk
Posted this 6th day of January 2012 at 11:00 a.m.

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
January 10th, 2012

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the December 13th, 2011 Regular Board Meeting Minutes
2. A Motion to Ratify the December Bills Payable for $60,142.74
3. A Motion to Approve the January 2012 Bills Payable for $81,144.21
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. An Ordinance Establishing Regulations for Alternative Energy Collection Systems
2. An Ordinance Amending Chapter 5.08 of the Village Code & Establishing Requirements for BASSETT
Training for Individuals who Sell or Serve Alcoholic Liquor
3. Townhome Hardship Rentals – Discussion Only
4. SWALCO Resolution – Recycling Task Force Report
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 6th day of January 2012 at 11:00 a.m.

January 10th, 2012 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:08 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Agenda Approval
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Public comments:
Pat Carey, 158 Westerfield, Grayslake, IL 60030 – is a Lake County Board Member representing this area. She reported on the SWALCO 60% Recycling Report which will be discussed later in the meeting. She served on the Lake County Task force. They focused on increasing the recycling rate in Lake County to 60%. The SWALCO Board put together a great task force including two County Board Members, a number of municipal representatives, citizens, environmental groups as well as industry folks. The SWALCO Board adopted it which Mayor Soto was present for that, and now they are asking the SWALCO members as well as Lake County to approve or accept the report. Ms. Carey urged the Board to approve the report.

Trustee Daley questioned if the Board accepts the report does it mandate action on the Village’s part. Ms. Carey stated that even if the report is approved the Village still needs to decide if it will do commercial franchising and pass an ordinance or regulate C & D (construction and demolition) and pass an ordinance for that. Therefore no it does not mandate anything but it means that the Village agrees with the report, the initiatives in the report and the concept and philosophy of increasing recycling. The Village will make its best efforts to move in that direction and achieve the goals.

Mayor Soto added that it is a Resolution the Board is passing not an ordinance. The Resolution acknowledges and accepts the report and it will be used as a tool. The Village will implement things over time when it is feasible. One of the things the Village will be doing in the future is to host an electronic drop off recycling event in the spring. Based on how the event goes the Village could commit to doing two the following year.

Omnibus Vote Agenda
1. A Motion to Approve the December 13th, 2011 Regular Board Meeting Minutes
2. A Motion to Ratify the December Bills Payable for $60,142.74
3. A Motion to Approve the January 2012 Bills Payable for $81,144.21
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that they have started plans to resurface Misty Hill. They will bid the project out this spring and resurface this summer. Half of Misty Hill should be done this year and the balance done in 2013. He recommends budgeting $200,000 for this year’s MFT project.

He also reported that the IEPA loan documents came through. It is a $259,000 loan for the watermain on Route 120. It is 2.29% interest over 20 years. The payment is about $16,000 a year. They are due in two installments a year. The first payment is due January 1, 2013.

Greg also stated that Mayor Soto is concerned about Prairieview School on Route 120. Greg spoke with IDOT and a cross walk or a school zone is not warranted. The school zone reduced speed limit is not warranted until there is a cross walk and pedestrian access. The school does not want that. The only advanced warning signs are the signs that are there.

Mayor Soto showed the picture of the signs. They are at the end of the school property. The Mayor felt that there should be a sign that a school is up ahead. The signs that are up are a cross walk sign showing people walking. It does not alert anyone that a school is ahead. Greg stated that it is a school sign but there is another sign that can go underneath showing that there is a school.

Trustee Derenoski asked the cost of the sign. Greg stated it is about $100. Trustee Derenoski suggested that the Village buy the signs and put them up but the Mayor stated that IDOT will take the sign down. Trustee Derenoski asked if a sign could be put up on Village property that IDOT cannot touch. The Mayor and Greg will be going back to IDOT with another proposal. Pat Carey noted that she will ask Marty.

Trustee Daley asked what is the Mayor looking to accomplish. Does she want a school speed zone? The Mayor was told that is not possible. She wants traffic to know that a school is coming up. Trustee Daley asked what difference would notification that a school is ahead make. Mayor Soto stated that it won’t make a difference to everyone but it might to a percentage of people. Chief McCutcheon is looking at other safety factors for the officers directing traffic. An officer recently was hurt. The Mayor has been asking IDOT every year for this but they have not come out to see what can be done.

Trustee Barrett went through this with Mayor Mueller trying to get a flashing light or a temporary stop light controlled by the officer. LCDOT and IDOT told them that the traffic control lights were too close together. However, on Route 83 by Home Depot there are stop lights close to each other.

If need be, Mayor Soto and Greg will meet with IDOT in Schaumburg.

Village Attorney
Village Attorney Jim Rock prepared the ordinances on the agenda for BASSETT training and the alternate energy collection systems. He reviewed the condo association covenants because there have been requests from condo residents to increase the number of rental units. Jim completed a draft of the CENCOM surcharge agreement which was sent to their attorney for review and a dispatch agreement with the Village of Grayslake. He also drafted an ordinance to regulate the sale of wide tip markers and spray paint by businesses in the Village to be presented at the February meeting.

Greg Gruen left the Council Chambers at 7:26 p.m.

Public Works Superintendent
Public Works Superintendent Jeff Gately stated that it has been quiet with the lack of snow. At the old Village hall site there is the old well that is capped there is a concrete pit that Lake County wanted the Village to take one wall off so there is proper drainage. It is a bigger project than first anticipated. The concrete is at least 2 feet thick. Jeff will address the pot holes on Tall Oak Drive which was mentioned by Trustee Duberstein. Jeff also went to the Grayslake Fire Department because they are getting their ISO rating this year which Hainesville is involved in also. The Village will have to do the paperwork and hydrant tests again. Since 2010 the Village has been testing the hydrants and keeping records so this will not be a problem.

Building Official
Building Official Russ Kraly handed out his report which included the monthly report, year end total report and the comparison reports. The Village is down in the commercial area.

EMA Coordinator
EMA Coordinator Mike Benko reported that there is a committee meeting tomorrow night at 7:00 p.m.

February 7th at 10:15 a.m. is the Great Shake Out which is earthquake preparedness. He is working with Prairieview School because they have earthquake planning in their disaster drill. Residents can participate by going online. Also, Mike asked that when it snows residents keep the hydrants clean.

Treasurer
Treasurer Kelly Hensley was not present. The Mayor stated that she has been busy receiving everyone’s budget requests and compiling them.

Village Clerk
Village Clerk Kathy Metzler reported that she and Deputy Clerk Roseann Stark will be attending an Emergency Preparedness session by Lee Shannon of Antioch. Kathy also stated she completed her budget and worked on the Public Hearing held earlier tonight. She is also working on the website.

Mayor
Mayor Linda Soto stated that December was a busy month with Holiday activities and the SWALCO meeting. She reported on a vacant home in the Village which has gone through pre-foreclosure, owners divorced and bankruptcy. The Bankruptcy tied everything up including the property. There have been a lot of maintenance issues. The house has moved out of bankruptcy and back into foreclosure process. The Mayor has been in contact with the bank and the attorney handling the property. Young adults were breaking into the home which then required the police to go out there. The basement window was broken and there was 5 feet of water in the basement. The attorney was contacted and the basement was pumped out. The Mayor received an email from the bank that the outside lighting has been put in place and the Mayor did see a cleaning crew at the home. She is hopeful that it is moving forward. The house is located at 243 Littleton Trail in Misty Hill.

Reports of Standing Committees
Finance – Trustee Daley reported that the budget process is underway. Kelly will compile the revenue and he will look at it. They will then determine what should be reduced and it will go back to the Committee Chairperson. The Finance Committee will be in on that step also.

He will be attending the Illinois Municipal League Meeting on January 19th concerning Municipal Electricity Aggregation. Grayslake has gone through this and signed a two year contract. There was an article in the IML Review. Grayslake saved a lot of money on resident’s electric bill. Pat Carey stated that it was a substantial savings and the County is also looking at it. Trustee Walkington stated that it is for residents and businesses really for everyone

Public Works – Trustee Walkington reported that they started taking coring plugs on some of the roads in Misty Hill. Jeff Gately stated that they take core samples under the road and analyze it. All of it under Misty Hill is in good shape. Jeff stated that instead of milling the whole road they will mill six feet out from the curbs so the road will have a bit of a crown so water drains off better. Trustee Walkington stated that some of the records on how the roads were built were inaccurate and some were not available. Misty Hills records are available but not Deer Point.

Jeff stated that Grayslake donated 150 yards of their surplus mulch from their summer storm damage. He started on the Cranberry Lake path side at the gazebo and finished half way down Hainesville Road. The rest will be put out when the ground becomes frozen.

Public Safety – Trustee Kriese reported that there is a committee meeting on January 24th at 6:15p.m.

Wetlands and Open Spaces – Trustee Duberstein was grateful to Grayslake for donating the 150 yards of mulch. She thanked Jeff Gately.

Trustee Duberstein stated that the Wetland Committee is made up of seven residents from both sides of Hainesville Road, two Trustees and a representative from Native Restoration Services. A resident, Mike Peterson, is helping to identify and organize all the ponds, woodlands and open spaces to include the history of each project. There are 20 ponds in the Village.

The committee is also working on creating a detailed long term plan for projects for the ponds, woodlands and open spaces. The committee reviewed the budget.

The next committee meeting is March 1st.

Community Relations – Trustee Derenoski stated that the next committee meeting is on January 24th at 6:15 p.m. Topics being discussed are the recycling event, budget and Hainesville Fest.

Business
An Ordinance Establishing Regulations for Alternative Energy Collection Systems

Trustee Daley motioned to approve based on the recommendation of the Zoning Commission, he moves that we accept the Ordinance; seconded by Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance # 12-1-156

An Ordinance Amending Chapter 5.08 of the Village Code & Establishing Requirements for BASSETT Training for Individuals who Sell or Serve Alcoholic Liquor

Trustee Walkington motioned to approve the Ordinance Amending Chapter 5.08 of the Village Code & Establishing Requirements for BASSET; seconded by Trustee Duberstein.

Trustee Kriese asked if all the cashiers, say for example, at Walgreen’s would have to be trained. Trustee Derenoski stated every cashier at Wal-Mart has to go thru the training. Mayor Soto stated that Walgreen’s already requires BASSETT training for their cashiers. Walgreen’s has in house training but a local liquor store would have to take a class which is available at CLC. The Mayor stated that it is common but Hainesville is one of the few Villages that doesn’t have this in place. Trustee Walkington asked how this is enforced. The Mayor stated that the business would need to provide the Village with proof that they attended the class. At any time, the Mayor as Liquor Commissioner or a police officer can go in and ask for the certification.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance # 12-1-157

Townhome Hardship Rentals – Discussion Only
The Board was provided with the covenants from the three townhome associations. This topic was brought to the Board by the Cranberry Lake North Townhome Association. Before the holidays a resident of CLN explained to the Mayor that he had gone to the management company requesting permission for a hardship rental. The Mayor explained to the resident that he should go to the association board and that she would contact the Board President. There are now up to four residents in the same situation.

The CLN and Cranberry Lake covenants are the same. There is an area that states no more than 15% of the total units will be rentals. At the time the real estate market was not as it is today. If they reach the 15% capacity, any hardship desire to become a rental property would have to come before the Village Board for approval case by case. The Mayor explained to the resident that she had not heard from the association board that the 15% was reached. The Mayor contacted the Board President and was dismayed to learn that they were not tracking the number of rentals as they should and when residents were going to them for approval they were granting them in order to keep the units occupied rather than going through foreclosure and become vacant and lose the association monthly income. The Mayor felt that there was some merit to that thinking. However, in the covenant it states that part of the hardship process is that they to have their property on the market for six months. The Mayor stated that not all of these residents had made that benchmark; only one of the four has provided her confirmation that they have had their property on the market for six months. The Board President also acknowledged that their attorney pointed out the importance of adhering to the covenant. The Mayor asked if they were at the 15% and the answer was that they had passed it and they didn’t know where they stood. A copy of the email was given to the Trustees. The Board President checked with the management company which showed that 43 units of the 157 showed off-site addresses for owners or 27.4% if all are rented plus the four pending requests. If all four are granted, it would be 47 units and 29%. The Mayor added that talking with Board President Don Heiden and the resident there is frustration and it was his hope that given the circumstances and state of the economy the Village would grant this. However, legally the Mayor could not do that because she has to adhere to the language of the covenant. The Association Board could change the covenant which the President agreed with; however, this also would not happen overnight. The Mayor felt that it would be best to deal with these individual cases that need answers and expedite them quickly so they can get an answer. In a separate project the covenant could be changed by the association board, but they would have to seek legal advice and then get a vote by proxy from all the members. This would need certified letters to go out with the date of the meeting. This is not the Village Boards responsibility. The Mayor will give all the documents to Village Attorney Jim Rock. There is only one resident that meets all the requirements and a decision can be made at the next Village Board Meeting. The other parties that are waiting; two have not had their property on the market 6 months and the other is unclear but the Mayor is waiting for additional paperwork. The Mayor stated that another thought is what can the Village do when we approve this, are there any parameters to guarantee a better tenant. The Mayor and Jim Rock discussed this and doing a credit check in this economy will show people with bad credit scores but they could be good people just bad credit due to the economy. The Village cannot mandate criminal background checks but a Homeowner’s Association if they change their covenants perhaps could do this; it would be up to their legal counsel. Discussion took place regarding the Village could look at each individual case, but Village Attorney Jim Rock reminded the Board that no action can be taken tonight because the agenda item states “discussion only”.

Chris Larsen, 91 E. Haines Dr., Hainesville, IL 60030 – Treasurer and President Pro-Tem of Union Square. He asked for clarification of covenant. Village Attorney Jim Rock stated that for the Cranberry Lake Condominium Associations it is the Declaration of Ownership and the Bylaws, Declaration Easements, Restrictions, Covenants and Bylaws. Jim also clarified the difference between Cranberry Lake and Union Square agreement is that Union Square has no limitation on the number of rental units. All the owners in Union Square have the right to lease as long as the lease is for a minimum of one year. The Board does not have the right to grant or withhold requests for rentals in Union Square.

Mayor Soto and Chris Larsen will meet after the Board meeting.

Trustee Barrett stated that when the townhomes were built the federal government mandated that the Village had to set aside so many properties for affordable housing; how does that play into this situation. Russ Kraly stated that it was discussed at one time.

Ted Mueller, former Mayor of Hainesville – There is a document in the files written by Village Planner Al Maiden that covers the issue of affordable housing. Mayor Soto stated that does not have to do with the number of rentals. Affordable housing does not necessarily mean rentals. Ted Mueller stated that this was when communities were told that they needed a certain percentage set aside for affordable housing, however, Hainesville did not qualify at that time. Al Maiden’s letter indicates that the Village did comply. Mayor Soto added that she thought it was the sale price that was in the Settlement and some of the townhome prices. Ted stated that this goes back 6 to 8 years. Russ Kraly added further that the Affordable Housing Act had to do with the sale and purchase of homes for low income people of which Hainesville had affordable housing.

Trustee Walkington asked if of the 43 absentee owners does a bank own them, an individual or a mortgage company. Mayor Soto stated that the hardship requests are coming from individuals but she also questioned about the 43 which they are working on and will get back to her.

Dave Criz, 567 N. Triumph Ct., Hainesville, IL 60073 – stated he has continuously asked questions of his Condo Board at the meetings. He questioned them about the number of rental units and number of vacancies but has had trouble getting the information. Only recently had the Condo Board opened up to him and his suggestions and questions. It was Dave’s understanding that the Board approved various section 8 rentals in the complex and that anyone can take in a section 8 as a tenant. Dave thought it had to be a project as a whole. Trustee Derenoski understood that section 8 is a state program and a owner can apply to the state that they want to rent to section 8 housing but the owner is still responsible. The state makes up the difference between the rent and what the renter can afford to rent. It doesn’t have to do with hardship rental but with rather than whether or not the house qualifies under certain set ups. Mayor Soto recommended to pursue granting a hardship rental to the party that submitted all the proper paperwork and she will get clarification on the other resident. She has some frustration with the Cranberry Lake North Board because they have not been as diligent with the record keeping. The Cranberry Lake Townhomes have a different attitude on rentals. They have a rigid record on who are a rental and the percentage rate. The attorney for Cranberry Lake North needs to contact Jim Rock. If there is a covenant change that will be their job and Jim Rock needs to explain that to their attorney. Their attorney then needs to have a strong discussion with their Condo Board on this matter.

Trustee Derenoski stated that it is better for the Village not to change their covenants to increase their rental percentage. The Mayor explained that there is some merit to increasing the rental percentage. The highest number of foreclosures and vacant properties is the association that is strict on the rentals. They have had 22 units for sale at one time. The financial stability of that association being able to take care of itself is more in jeopardy because there is a loss of association fee. At the time the covenants were written 15 years ago there were few hardship cases not the numbers that there are today. Having a house on the market now for 6 months is nothing. Russ Kraly added that these units are getting old and will now need new roofs and outside maintenance. If you lose 2 of the 6 units, the other 4 people will bear that burden of upkeep.

Trustee Daley stated that the Village Board has no control over their Condo Board going over the 15%. The Village Board can only decide to accept the hardship request because it exceeds 15%. Jim Rock stated that statement is correct. Jim explained that the Condo Board’s responsibility is to the owners of the properties. If they wish to change the covenants they will need to follow the process in their agreement. Mayor Soto stated that if they don’t change the covenant the Village needs to be prepared to get a process in place for more hardship cases. Jim Rock explained that the President of one of the associations does not have a clear understanding of what needs to get done. The President wanted the Village Board to waive any limitations on rentals. However, the Village does not have authority to give a general waiver to the percentage of rentals. The Village Board has to follow the covenants. In terms of what the Village wants to see done is to have them address this with their members in some manner. The Village does not want monthly administrative hearings on hardship questions. It would be better to have the Condo Board handling them and if it means amending the covenants then they need to talk to the condo owners. If they don’t they will be putting the Village Board in a position to perhaps regularly consider hardship requests. Mayor Soto stated that the Village Board would have some accountability as to why one hardship was granted and another was not. There may also be some homeowners who bought a condo because of the language in the covenant. If there will be high number of hardship cases then the Condo Board needs to go to their members to change the covenant.

Trustee Duberstein asked if the Village Board can waive the six months. Mayor Soto clarified that the Board cannot waive what the covenant states.

Trustee Walkington asked where these people who are crying hardship are living. If they are living in their car that is one thing, but if they are living in Grayslake and cannot afford two homes that is not hardship. Mayor Soto stated that the person who submitted the proper paperwork is not in that situation. They are living in the townhome but claiming hardship for other reasons. Mayor Soto explained the hardship conditions. Discussion regarding hardship case scenarios followed.

Trustee Daley asked why the Village Board does not send the hardship cases back to the Association to be solved. Village Attorney Jim Rock stated that can be done by telling the Association that the Village is not going to authorize any hardships because they have already exceeded the 15%. However, there is another association that has no restriction on the number of rentals; they may be at 98%. If the Village takes a hard stand, it may mean more foreclosures and vacant units. The Mayor has concerns about parties that have come to the Village after doing everything that is required; they will be punished because their Board has not done their due diligence.

Further discussion took place regarding this issue.

Mayor Soto reiterated that she has asked the Association to provide a report on the condo owners. The Association has been reluctant to spend money on their attorney. Trustee Duberstein brought up the point that the management company should have a copy of the leases on file. She also feels that if a resident has followed all the requirements to ask for a hardship exemption then the Village should honor it but not the ones who have not met the requirements. Then the President will have 6 months to amend the covenants. Trustee Daley agreed.

Chris Larsen added that all the necessary documentation should be prepared by the Association Board and presented to the Village Board for a final approval.

Dave Criz stated that the Association Board did not always get copies of the leases from the management company nor know that the units were being leased. The management company was not going through the Board procedures. The Association Board is going through a new program with the management company where the management company is going to have a dedicated person to track down and follow up with unit owners on leases. They will try to get copies before the units are occupied. Mayor Soto stated that Cranberry Lake has a strong system in place. Dave added that they cannot get a quorum for annual elections. The Board has served for three years without any one new to take on the job of managing the association and they are two members short. Mayor Soto asked about the communication between the Association and the residents. Dave stated he had to force them to tell him when the next meeting was but there is now a newsletter and election packet with meeting dates made available.

Mayor Soto stated that the agenda for the next meeting will include approving, with Jim Rock’s review, any hardship case that has met all the requirements. In the meantime, the Village will ask Jim Rock to contact the Cranberry Lake North attorney to relay what has been said at this Board Meeting and what they need to do to go forward.

Trustee Daley asked if the Board can grant the Mayor to approve hardship cases. Jim stated that there is no action item on the agenda so this cannot be done and he did not think that authority can be delegated because the covenant states that the Board needs to approve. Trustee Daley would like the next agenda to include a motion to grant the Mayor the authority to accept or reject hardship cases subject to legal authority from Village Attorney Jim Rock.

Attorney Jim Rock was directed to contact the attorney for the Cranberry Lake North Association to discuss what steps need to be taken by the association.

SWALCO Resolution – Recycling Task Force Report
Trustee Duberstein motioned to approve the SWALCO Resolution – Recycling Task Force Report; seconded by Trustee Barrett.

Trustee Daley stated that he was going to vote no on this issue until he heard from Pat Carey. He now understands that these are not mandatory goals but suggestions. Mayor Soto reminded everyone that Hainesville is a member of SWALCO and she attends the meetings and Jeff Gately is the alternate attendant. SWALCO has made great progress over the years. This is just looking to see how they could move ahead. By approving this the Board is saying that this is a valid report and these are good goals. Trustee Duberstein suggested putting some information in the newsletter such as what is recyclable.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Resolution R12-1-61

Trustee Duberstein motioned to adjourn the January 10th, 2012 Regular Board Meeting; seconded by Trustee Walkington.
All in favor say aye, motion carried.

The January 10, 2012 Regular Board Meeting adjourned at 8:40 p.m.

Respectfully submitted,
 
Kathy Metzler, RMC, CMC
Village Clerk

WETLANDS & OPEN SPACES
COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, January 5th, 2012 at 7:00 p.m.

Village of Hainesville
 
Roseann Stark
Deputy Clerk

Posted this 29th day of December, 2011 at 11:00 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

NOTICE
CANCELLATION OF
December 14th, 2011
Public Works Committee Meeting – 6:30 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Public Works Committee Meeting of the Village of Hainesville Council has been cancelled for Wednesday, December 14th, 2011 at 6:30 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 2nd day of December, 2011 at 11:00 a.m.

December 14th, 2011

Public Works Committee Meeting – 6:30 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Public Works Committee Meeting of the Village of Hainesville Council has been cancelled for Wednesday, December 14th, 2011 at 6:30 p.m.

Village of Hainesville

Roseann Stark

Deputy Clerk

Posted this 2nd day of December, 2011 at 11:00 a.m.

PUBLIC WORKS COMMITTEE MEETING MINUTES
December 14, 2011

Meeting Cancelled.

Respectfully Submitted

Jeff Gately

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, December 13th, 2011 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 2nd day of December, 2011 at 11:00 a.m.

AGENDA:

1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

FINANCE COMMITTEE MINUTES FOR 12/13/11
The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski, Trustee Georgeann Duberstein, Treasurer Kelly Hensley, and Trustee Walter Kriese.

The minutes were accepted.

Questions on Bills Payable:
Is there a way to reduce the cost for engineering? Our engineering expenses are due to all the projects we have accompished this year. After looking at the alternative billing by time and materials, there doesn’t appear to change the amount we pay.

Bills were approved.

We were reminded that budgets are due January 5, 2012.

We will re-visit an alternative electricity supplier for the village. Chuck Bourgeois of Progressive Energy Group will be asked to provide a spreadsheet on the various companies they represent, so we can compare prices, fees, other charges, etc. He will be invited to attend the March Finance Committee meeting.

We discussed potential raises for the mayor and staff.

The meeting was adjourned at 6:40 pm.

Respectfully submitted,

Georgeann Duberstein

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
December 13th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by
One Motion. There will be no separate discussion of these items unless a Trustee so desires. In which
event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the November 8th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the November 2011 Financials
3. A Motion to Ratify the November Bills Payable for $56,682.22
4. A Motion to Approve the December Bills Payable for $162,577.72
5. Approval for Behm Pavement Maintenance Pay Request #1 for $24,034.81 for Crack Sealing
Program
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. Illinois Municipal League Risk Management Assoc. – Insurance Renewal
2. Tax Levy Ordinance for Fiscal Year May 1, 2011 ending April 30, 2012
3. SSA Levy $0.00 Approval for the 2011 Tax Bill
4. An Ordinance Establishing Regular Meeting Dates & Standing Committee Meeting Dates for 2012
5. Grayslake Police Service Annual Report
6. CenCom Status
7. Approval of Payment for $20,000 to the Village of Grayslake for Dispatching Fees
8. Proclamation January 2012 as Lake County Crime Stoppers Month
9. Alternative Energy Ordinance for Review by Mayor and Board of Trustees - No Action to Be Taken at This Meeting
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 9th day of December 2011 at 11:40 a.m.

December 13th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:03 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, Kriese, Duberstein, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Barrett, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately and EMA Coordinator Mike Benko

Establishment of quorum

Trustee Barrett was out of town due to work obligations.

Agenda Approval
Trustee Duberstein motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Public comments:
Ted Mueller, 318 Katherine Dr., Grayslake, IL 60030 – asked if the Village was unable or reluctant to enforce the garbage can ordinance. The cans are starting to appear in front of garages. There is a resident who lives around the corner from two trustees who has had their garbage can out for months. The Mayor stated that the resident has been tagged and recently ticketed on the garbage can issue. Mr. Mueller asked if the resident gets a court date. The Mayor explained that he would have to pay the ordinance violation and comply or he can request a court date. The Mayor also stated that there have been other violations such as placement of firewood and debris.

Omnibus Vote Agenda
1. A Motion to Approve the November 8th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the November 2011 Financials
3. A Motion to Ratify the November Bills Payable for $56,682.22
4. A Motion to Approve the December Bills Payable for $162,577.72
5. Approval for Behm Pavement Maintenance Pay Request #1 for $24,034.81 for Crack Sealing
Program
Trustee Derenoski motioned to approve the Omnibus Agenda as presented; seconded by Trustee
Daley.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen stated that the Board has approved the final pay request for the Crack Sealing Project. The amount used was slightly less than their original bid. It was $346 less than the actual quantity. Last year it was an issue because they were over but this year they were right on the money.

Regarding the Pineview watermain extension, Terry Grom has scheduled a final inspection for the IEPA on Friday. Also Greg contacted Berger Excavating for the IEPA loan for the Route 120 watermain extension. They have agreed to extend their bid for 60 days. The EPA has contacted the Village regarding the loan documents.

We discussed at the last meeting regarding the bike path which doesn’t have a guardrail between the curb and the path. The way the bike path was constructed meets LCDOT setback standards.

The intersection of Route 120 and Hainesville Road will have more gravel to increase the shoulder to alleviate the drainage problem. However, the elevation will never be 100% correct. The pitched pavement is slightly below the curb elevation. Greg spoke with LCDOT who said that fixing the drainage problem is outside the scope of the bike path. Trustee Daley asked if it is LCDOT’s intersection, Greg stated that it is. The Mayor asked if they resurface Route 120 there is nothing that they could do there to help that? They could build up the pavement 2 to 3 inches when they resurface Route 120. Mayor Soto stated that that work is scheduled which could be added to IDOTs list.

Village Attorney
Village Attorney Jim Rock reported that during the month he and the Mayor met with CenCom and the JETS Board. There will be an update under Business regarding those discussions.

He also drafted revisions to the Alternative Energy Ordinance that is also under Business.

Public Works Superintendent
Public Works Superintendent Jeff Gately was absent. Mayor Soto stated that he went to his daughter’s high school concert. She reported that the flags were installed on all the fire hydrants as well as other winter preparedness. All the trucks have been serviced, plow was put on the truck and salt is in supply. Jeff Gately has installed the new tank and sprayer for the Geo Thermal liquid treatment. The Village will see how effective this treatment is and from that study will decide whether or not to make a bigger investment. Through Jeff’s research the Village has found a source for the liquid in Lakemoor and the cost is only $1.15 a gallon which is a good price and is a good quality product; they were looking at $6 to $8. Another project completed was Jeff put up a railing in a loft area of the Public Works building in order to be in compliance with OSHA.

Village Engineer Greg Gruen left the Chamber Council at 7:10 p.m.

The Mayor also thanked Jeff with his help in putting up the holiday decorations and lights. Trustee Daley added that the garland on the railing of the bike path is nice.

Building Official
Building Official Russ Kraly distributed his monthly report. All the violations have been completed. He also attached the new EPA law and another page on penalties for illegal construction contracts in Illinois.

EMA Coordinator
EMA Coordinator Mike Benko was attending his employer’s holiday party. Mayor Soto reported that he got good feedback on the last newsletter article on frigid facts and wind chill temperature chart. Mike also will be submitting another article for the next newsletter regarding winter preparedness.

Treasurer
Treasurer Kelly Hensley was not present. Trustee Daley will be covering Treasurer items under Business.

Village Clerk
Village Clerk Kathy Metzler reported that there will be a Public Hearing on January 10th at 6:45 p.m. on the zoning change for the Wind Energy Ordinance. There is a draft of the ordinance in the packet.

Mayor
Mayor Linda Soto stated that the bike path was completed and residents are excited about the path. In the spring the Village will be able to see if there are any drainage issues. The Mayor is hoping to do a ribbon cutting ceremony tied to another safety event in late spring. If anyone has suggestions, please let her know.

The Mayor thanked the staff and officials for decorating the Village Hall. Shop with a Cop had 39 kids signed up. It was very successful. Each child shopped at Target with $100 and each family was given a turkey dinner from Piggly Wiggly.

The Mayor also stated that the Holiday Mixer was from 2 p.m. to 6 p.m. We had four different High School groups perform; the choirs, jazz ensemble and clarinet choir. The Santa room was a big hit.

The Village Officials and Mayor Soto received an invitation for Friday, December 9th, for Meridian Home Healthcare which they had an open house. It is an annual Holiday Party and ribbon cutting/blessing for their business. The Mayor and Jeff Gately attended and it was very nice. Meridian asked that all Village officials put the event on their calendar for next year.

The Mayor also noted that on Tuesday afternoon, November 29th the CSO, Dale, directing traffic at Prairieview was hit by a small day care bus. She is out of the hospital and recovering but was in serious condition. They wear vests and have the car parked with lights flashing. The Mayor stated she hopes this has gotten IDOTs attention. Chief McCutcheon is also looking into additional lighting or temporary LED lighting. Dale is home and recovering and anxious to get back to work.

Reports of Standing Committees
Finance – Trustee Daley stated that the budget forms need to be completed by January 5th. No budget, no money.

Public Works – Trustee Walkington reported that while Jeff had holiday help he moved the records from the garage to the Public Works building. Mike Benko now has the garage. He also thanked Wally and Jim for their efforts on putting the Alternative Energy Package together.

Public Safety – Trustee Kriese reported that the culvert hazard on the older section of the bike path between Big Horn and Washington has been corrected. He spoke with Mike Burke of IDOT who then completed the work quickly. Trustee Kriese thanked Russ for his input on the Alternative Energy as well as Jim and Gary.

Mayor Soto added that Matt McCutcheon is still serving as interim chief and a prime candidate for the Chief position. They Village of Grayslake is down to a couple of candidates. There will be a special meeting on December 20th. Mayor Soto has been invited to participate in the meeting. There will be presentations from the final candidates and then they will go into Executive Session. The mayor is grateful that Grayslake has asked her to be included. The Mayor has encouraged all the Trustees to look for the notice and attend the meeting.

Wetlands and Open Spaces – Trustee Duberstein reported that the next meeting is the first Thursday in January, not sure of the date. She is also working on the budget and a long term plan for the ponds and open spaces. There are over 20 ponds in the Village. Village Clerk Kathy Metzler stated that the meeting date is January 5th.

Community Relations – Trustee Derenoski reported that it was a busy weekend with Shop with a Cop. He thanked the three National Honor Society students. They did a phenomenal job during Shop with a Cop and helped set up for the Holiday Mixer also. He also thanked Becky, another NHS student who ran the popcorn machine during the Holiday Mixer. There was also a drawing for the Avon Township Food Pantry which raised $130. The uncollected turkey dinners from Shop with a Cop also went to the food pantry. There were also about 20 families who did not bring a camera for their picture with Santa. The Village took pictures thanks to Kathy’s camera and Kelly went ahead and sent the pictures to the families. He also thanked Ally Gately and her friend who entertained with their clarinets during Shop with a Cop. Trustee Derenoski thanked the groups that performed. Mayor Soto thanked the Claus family. Trustee Derenoski stated that two bins of toys were collected for Toys for Tots which were taken to Russo Equipment who was working with them.

Trustee Daley stated that the NHS students are used frequently and do a great job. They meet once a week in the morning. He asked if as a thank you the Village could provide donuts and hot chocolate and he would deliver it to them, as a thank you to them!. Trustee Derenoski agreed that it is a good idea.

Trustee Derenoski thanked Kathy Metzler for running the drawing and shopping with Jeff. He also thanked Kelly for emailing the pictures out, as well as to the Claus family and everyone else. Mayor Soto thanked John for his work.

Trustee Daley stated that the staff has really stepped up. When they are asked to do something, it is done. The ladies put in the time and hard work, they are a pleasure to work with. Thank you!!!

Business
Illinois Municipal League Risk Management Assoc. – Insurance Renewal
Trustee Daley stated that there is a memo from Kelly in the packet regarding this. The cost has dropped since the police department is no longer with the Village. The Finance Committee agreed to shop around in the Spring to find one less expensive for the Village’s needs.

Trustee Derenoski motioned to approve the Illinois Municipal League Risk Management Association Insurance Renewal; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
otion carried.

Tax Levy Ordinance for Fiscal Year May 1, 2011 ending April 30, 2012
Trustee Daley stated that this is a yearly requirement. The Village is levying for the amount of $596,000. The right hand column shows how the money will be allocated and the largest is $475,000 for police services.

Trustee Daley motioned to approve the Tax Levy Ordinance; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Ordinance # 11-12-154
SSA Levy $0.00 Approval for the 2011 Tax Bill

Trustee Daley stated that this is kept alive so the Village has the option of activating the SSA if need be in the future.

Trustee Daley motioned to approve the SSA Levy $0.00 approval for the 2011 Tax Bill; seconded by Trustee Derenoski.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

An Ordinance Establishing Regular Meeting Dates & Standing Committee Meeting Dates for 2012
Trustee Derenoski motioned to approve an Ordinance Establishing Regular Meeting Date and Standing Committee Meeting Dates for 2012; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.
Ordinance # 11-12-155
Village Clerk Kathy Metzler stated that this will be published.

Grayslake Police Service Annual Report
Mayor Soto stated that this is an annual report on the first year of service from July 21, 2010 to July 20, 2011. She will be getting an electronic file of this report to put on the website. Chief McCutcheon wanted to be here but is at a Lake County Chiefs Association Holiday function. He will be at one of the January meetings to talk about this report and changes that were made based on feedback. Included in the report is the survey result from Hainesville residents regarding the Grayslake Police Department. There is also statistics about patrol and warrants issued, arrests, etc. The Mayor likes that they do this to see where their strengths and weaknesses are so they can address them. This will be put on the website.

Trustee Daley stated that the report states that the department received a 90% overall service rating from the community.

Trustee Duberstein stated that the report shows that the Cranberry Lake area is not listed as an area that is regularly patrolled. Mayor Soto stated that this is not what is showing on the report but where the department does a scheduled traffic detail or special assignment. ¬¬¬¬¬¬¬¬¬Mayor Soto clarified the report for Trustee Duberstein. The Mayor will ask Chief Matt McCutcheon to expound further on the report. Since July there has been more traffic detail.

CenCom Status
Mayor Soto reported that she and Village Attorney Jim Rock attended a special meeting of the CenCom Executive Board and Joint Emergency Telephone System Board on November 15th. A lot was accomplished. Two votes took place. The first vote is that 50% of all the Village’s 911 surcharge funds will be forwarded to Grayslake for Glenview as long as they are dispatching police services for Hainesville. Attorney Jim Rock and CenCom attorney, John Kelly, are putting together a simple intergovernmental agreement to address this; they want to make sure that the agreement complies with the State statute. The second vote was that Hainesville will remain a standing member of CenCom with full voting authority, excluding the funding formula as long as dispatch services aren’t used. Mayor Soto explained this further. She also stated that it is a wash. This safeguards the Village of Hainesville that in the future if we wanted to change our services we would be able to go back to CenCom as an owner of the system.

Mayor Soto added that also being worked on is getting all of Lake County on the same CAD system.

These actions allow Hainesville to move forward with an agreement with Grayslake in compensating them for our dispatching. The Village has not been paying for dispatching services since May. Grayslake has been paying the added cost. The first year they were willing to do that but the second year Hainesville had hoped to have things worked out.

Approval of Payment for $20,000 to the Village of Grayslake for Dispatching Fees

Mayor Soto stated that this is for dispatching fees which is only a portion of the money that Hainesville owes Grayslake. Hainesville is making this as a good faith gesture. Grayslake has been paying $4,833.53 a month for the additional dispatching. Since May it is about $40,000, therefore this payment is half. The Village has also supplied Grayslake PD with a storage facility in the Public Works Building. There will be a rental agreement to offset some of the cost. This should be finalized by February.

Trustee Kriese motioned to approve payment for $20,000 to the Village of Grayslake for Dispatching Fees; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Proclamation January 2012 as Lake County Crime Stoppers Month
Trustee Derenoski motioned to approve the Proclamation declaring January 2012 as Lake County Crime Stoppers Month; seconded by Trustee Kriese.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Alternative Energy Ordinance for Review by Mayor and Board of Trustees – No Action to be Taken at This Meeting
Mayor Soto stated that everyone has received the final draft. We also passed out this evening some comments with corrections from Trustee Daley.

Mayor Soto asked that the Board review this ordinance and please email herself, Kathy Metzler or Jim Rock with any changes or correction. This will be approved at the first January meeting. The Mayor does not want to extend the moratorium any longer.

The Mayor announced that recently Trustee Duberstein and her husband traveled to Kenya on a safari. They also attended a class on how to do a special media presentation which they will be doing a presentation after the meeting for those that would like to stay and watch.

Trustee Duberstein motioned to adjourn the December 13th, 2011 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The December 13, 2011 Regular Board Meeting adjourned at 7:49 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 11:00 a.m. on Wednesday, November 30, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 28th day of November, 2011 at 11:00 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting
Held on November 30th 2011

Attendance:
John Derenoski
Jeff Gately
Linda Soto
Kathy Metzler
Kelly Hensley
Meeting Called to order 11:02 am

1. John emailed Jeff Barry about student help for Show with a Cop and Holiday Mixer awaiting a response with names
2. Linda ordered ornament kits for Shop with a cop
3. Jeff's daughter maybe available to help with both events checking schedule
4. John still has to set up village Snap Fish account
Kelley Joins meeting at Linda's Request @ 11:12 am
5. Pictures were discussed for Holiday mixer
a. Polaroid versus Digital
b. Kelley will email pictures to people individually
c. Limit 2 pictures for each person
6. Jackie got package with all items and will be putting together gift bags
7. Setup was discussed for times.
Meeting adjourned @ 11:50 am
Prepared by John Derenoski

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 1:00 p.m. on Thursday, November 10, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 7th day of November, 2011 at 11:45 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Minutes – November 10th, 2011

Attendance :
John Derenoski
Linda Soto
Jeff Gately

Meeting called to order at 1:02 p.m.
1. Linda called and spoke to Starbucks regional HQ and spoke to Mary Ann who then called both Debbie Rumen and Christina. A response is expected soon.
2. 4 acts are confirmed for the entertainment
a. Grayslake North and Central Jazz ensemble
b. Round Lake Middle School Choir
c. Round Lake High School Clarinet Choir
d. Round Lake High School Acapella Choir
3. John is emailing Jeff Barry for National Honor Society support
4. Discussion about including Toys for Tots. Called Wally at Russo Hardware to see if they are
interested. Wally was very interested. Conditions for T.F.T. are:
1. No Stuffed Animals
2. No Weapons
3. Unwrapped
5. Final plans were discussed
Meeting Adjourned at 2:00 p.m.

Prepared by John Derenoski

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, November 9th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 26th day of October, 2011 at 11:15 a.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
November 9, 2011
Opened 6:30pm

Present: Jeff Gately, Gary Walkington, Walter Kreise and Terry Grom.

Approval of October meeting minutes.

Business.
We received quotes to install generators at Village Hall and Public Works. The committee is researching any available grants that may fund all or a large portion of the project.

Manhard has been instructed to start preparing specs to have the water tower repainted this spring.

Terry Grom is going to talk to Greg Gruen about our upcoming MFT road program. We are looking to see how much of the subdivision can be completed for $200,000.00.

I will be reviewing the current contract with Native Restoration. It is set to expire in 2012. We need to know exactly what has and has not been completed per the contract.

The alternative energy draft review is in progress. Looking to have public hearing in January.

Adjourned 7:45

Respectfully Submitted

Jeff Gately

FINANCE COMMITTEE MEETING
NOTICE
DATE CHANGE

From: Tuesday November 15th, 2011 at 6:00 p.m.
To: Tuesday, November 8th, 2011 at 6:00 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Finance Committee Meeting of the Village of Hainesville Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, date has been changed to Tuesday, November 8th at 6:00 p.m.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 26th day of October, 2011 at 11:15 a.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

Finance Committee Minutes for 11/8/11

The meeting was called to order at 6:02 pm.
Attendees: Trustee Gerry Daley, Chairman, Trustee John Derenoski, Trustee Georgeann Duberstein, Trustee Walter Kriese, Treasurer Kelly Hensley, and Attorney Jim Rock.

The minutes were accepted.

Budget forms were distributed. Preliminary budgets must be in to Kelly by 1/5/12

There was discussion about possibly raising the mayor’s salary.

Bills payable will be approved by email since we only have one meeting in November.

Insurance for the village increased by approximately 7.8% to $30,000. The addition of the public works building may be a partial reason for the increase. Other insurance sources were checked last year. Our rate was so much lower that we are not going to check again this year.

The meeting was adjourned at 6:26 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
November 8th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which
event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the October 25th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the October 2011 Financials
3. A Motion to Approve the November Bills Payable for $69,351.66
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. Discussion of Illinois House Bill 3793 and Senate Bill 2073 which Propose Local Revenue Reduction
2. Review of 2011 – 2012 Legislative Initiatives
3. CenCom Update and Glenview Dispatch Fee Discussion
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 4th day of November 2011 at 11:30 a.m.

November 8th, 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 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, Kriese, Duberstein, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Barrett and Treasurer Kelly Hensley

Mayor Soto stated that she received an email from Trustee Barrett that he would be running about 30 minutes late due to sport and work commitments.

Establishment of quorum

Agenda Approval
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.
There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the October 25th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the October 2011 Financials
3. A Motion to Approve the November 2011 Bills Payable for $69,351.66
Trustee Walkington motioned to approve Omnibus Vote Agenda as presented; seconded by Trustee
Daley.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that regarding the Motor Fuel Tax, the Village finished the crack filling project last week. They are reconciling quantities with the contractor. At this time the Village will be slightly under what the bid quantity was.

Public Works will be discussing the road resurfacing with the MFT dollars for next year at their committee meeting tomorrow night.

Greg Gruen stated that the Pineview apartments have hooked up two out of the three buildings. When this is completed it will be another $5,000 annually that the Village will receive in water rates.

Also with regard to the Route 120 watermain project the IEPA has requested a few more items. We have given them everything they need and hopes to hear from them shortly.

Greg Gruen spoke with County Engineer Mike Burke regarding the bike path. There have been some delays, however, it is moving forward. The asphalt plants close on November 30th and the bike path will be completed by then.

Trustee Derenoski asked if it was normal to put sod down before the pavement is put down. Mayor Soto stated that Rafael, who is the LCDOT Supervisor of the project, spoke with her on a number of issues. She questioned him regarding the sod. Rafael stated that because of the time crunch and the fees that the contractor would have to pay daily if they go past the completion deadline so they decided to lay the sod and leave an extra foot on either side for the asphalt work. Then they would patch that one foot area on each side. The Mayor stated that the Village will see if the one foot area of sod takes, otherwise Lake County will have to correct it; not the Village.

Trustee Walkington stated that the project is causing water to accumulate at the corner of Hainesville Road where it is just sitting. Trustee Daley said there was water there yesterday. Greg will look into this matter.

Trustee Derenoski asked if we could withhold a portion of the payment until we see the sod next year and if it comes in. Mayor Soto will go to LCDOT immediately so the contractor, awarded by LCDOT, is held liable if the sod does not take. If LCDOT doesn’t hold the contractor liable, then the Village will hold LCDOT liable. Mayor Soto will contact Paula Trigg at LCDOT.

Trustee Daley asked if a barrier will be up on the traffic side of the bike path. Greg Gruen thought a guard rail was going up. He will look at the plans and report back to the Board.

Village Attorney
Village Attorney Jim Rock reported that he is working on some documents for the IEPA loan. Some legal opinions that they requested such as the Village followed all the statutory procedures and the publications for the bid documents.

He drafted correspondence in response to Russo Power Equipment for the proposal they submitted to the Village regarding a sales tax agreement.

Jim stated he completed the first draft of the Alternative Wind Energy Ordinance. This Ordinance will amend the Village’s zoning code so there will need to be a Public Hearing prior to formal adoption.

Mayor Soto asked if there will also be a Public Hearing on the Tax Levy. Jim Rock stated that because the Board is not increasing the property tax levy at a level that would require a truth in taxation hearing, there is no requirement to hold a hearing. Mayor Soto stated that the zoning hearing can then be held before the December meeting.

Public Works Superintendent
Public Works Superintendent Jeff Gately reported that he is preparing for the winter season. Dave Schultz is feeling much better and the trucks are ready to go and there is salt in the salt bin. Extra help will be coming in the next couple of weeks. Jeff also stated that by the middle of this month flags should be on fire hydrants.

Jeff explained the Boom sprayer which was just purchased and installed. It is a 200 gallon sprayer which will pre-treat the streets. This will reduce the amount of salt used on the streets. This will be experimental this season. Jeff will be meeting with the Public Works Superintendent in Lincolnshire because they are using GeoMelt which is salt brine with beet juice. The company has offered municipalities a free tank-full to try. Jeff also stated that traffic accidents during a light snow were down about 30% to 35% once they started pre-treating. Mayor Soto stated that the Village is just experimenting with this and this product does not hurt the plants. Trustee Kriese asked if the cost is more than regular salt. Jeff explained that there might be more of an expense this year because the Village purchased the unit to apply it which was $3,200. The price will depend on how many gallons used and how much can be stored, however, the price is cheaper than salt. This does not eliminate the need for salt; the GeoMelt would be applied before a snowstorm.

In addition Jeff reported that there were a lot of riders for the Halloween hayride. The feedback from residents was that the hayride had become a tradition, they come every year. Three containers of food were donated to the Avon Food Pantry from the hayride.

Building Official
Building Official Russ Kraly stated that he distributed his report and that all the violations have been cleaned up except for one item which will get completed this weekend.

EMA Coordinator
EMA Coordinator Mike Benko reported that a CTY call went out regarding the test tomorrow at 1:00 p.m. Mike explained that the test is conducted by Homeland Security, FEMA, the FCC and the National Oceanic and Atmospheric Administration. This test will be on the radio and TV. It is a National Public Alert and Warning System that enables the President of the United States to address the American Public during extreme emergencies.

Mike also stated that Halloween was wet but successful. EMA patrolled and passed out light sticks and necklaces.

Mike Benko made November Financial Preparedness month in the Village of Hainesville. We’ve talked about how to be ready with water, food etc. in case of an emergency, now think about what you would do as far as finances are concerned in case of an emergency.

Mayor Soto thanked Mike and Jeff for their work on Halloween.

Treasurer
Treasurer Kelly Hensley was not present. Trustee Daley stated that it is budget time again and forms will be going out. They will need to be returned by January 5th.

Village Clerk
Village Clerk Kathy Metzler stated that next week she will be emailing the Committee Chairpersons regarding meeting dates for next year. She will need to publish the ordinance in January. She would like the Chairpersons to review the meeting dates and let her know of any changes. This will be on the December 13th agenda for approval.

Mayor
Mayor Linda Soto stated that this is the first Halloween in which there was persistent rain. There were a lot of trick or treaters and people on the hayride. The Grayslake Police bike patrol was not out because of the rain. There were two unmarked squads out and checks were done on all registered sex offenders in Hainesville and Grayslake.

Village Veterinarian, Koryn Swearingen and her husband rode their horses around Deer Point on Halloween with permission from the Village and the Grayslake Police.

The Mayor distributed her report to the Trustees. She attended the SWALCO Board Meeting. The 2012 Meeting dates were set as well as the Legislative Policy. There is a new annual report which is available. She met with Jeff and Peter Adrian of SWALCO. There will be a one day electronic recycling event in the spring in the new Public Works Facility which will be convenient for our residents. Perhaps in the future this will become a more common event. No date has been set.

The Mayor serves on the Lake County Municipal League Legislative Committee. She explained the list of the priorities to communicate to the Legislatures.

Trustee Barrett entered the Council Chambers at 7:34 p.m.

The Mayor also reported that the special meeting of CenCom and the JETS Board has been tentatively set for November 15th at 3:00 p.m. at the Round Lake Fire House on Nippersink Road.

Reports of Standing Committees
Finance – Trustee Daley gave his report under the Treasurer’s Report.

Public Works – Trustee Walkington stated that there is a Public Works meeting tomorrow at 6:30 p.m. There is a new draft of the Alternative Energy Ordinance they will go over. It should be ready for the January 11th meeting.

Trustee Daley asked if the road study is used as a guideline to see what roads will be repaired. Greg Gruen stated that is correct.

Public Safety – Trustee Kriese received a response to the existing bike path safety issues. Mike Burke is getting a contractor to adjust the culvert and to remove the rocks and then landscape which should be done in the next few weeks.

The flashing pedestrian crossing was not budgeted this year so it will be looked into again in the spring time. It will be put in the 2012 budget.

Trustee Kriese also reported that he will meet with Jeff regarding the back up generator. Jeff stated he was waiting for Eric to email him the quotes. Mayor Soto stated that she will call Eric.

Wetlands and Open Spaces – Trustee Duberstein reported that the entrances are prepared for the winter. The Committee would like to work on a long-range plan for Stormwater detention maintenance, beautification and landscaping. She hopes to have it presented at the January meeting.

Community Relations – Trustee Derenoski thanked everyone who made Halloween successful. The last Community Relations meeting was cancelled; however, there is a meeting on Thursday at 1:00 p.m. They will discuss the Holiday Mixer, the budget and Hainesville Fest. The Committee wants to start planning early for the Fest.

Discussion of Illinois House Bill 3793 and Senate Bill 2073 which Propose Local Revenue Reduction

Mayor Soto stated that she is hoping this does not go to the floor in Springfield. She explained that this bill alters the property tax cap law. Under this legislation a new tax cap would be established when the equalized assessed value in a taxing district is less than the EAV for that district in the previous levy year. The tax cap would reset at 0% or the rate of increase approved by the voters in that taxing district. If this does go to the floor it would be difficult for legislatures to vote against it. Municipalities are concerned because it does not look at the big picture. It takes money from the municipalities and services and empowers them to have more money. The Mayor has sent letters to our Representatives and Senators to not entertain this bill and asked that residents do so also. More discussion took place regarding this Bill. The Mayor will be in close contact with the Trustees about this issue. It was decided that the letter the Mayor sent will be re-sent to the Representatives and Senators with the entire Board of Trustees’ signatures added.

Trustee Derenoski suggested a resolution opposing the Bill. Mayor Soto stated that if this does not reach the floor a resolution would not be needed, however, a resolution against taking funding from municipalities could be written.

Village Attorney Jim Rock added that if the letter will be sent from the Board it would make good sense to adopt a motion that the Board will be sending the letter.

Trustee Daley motioned that the Board send a similar letter that the Mayor sent previously which will be signed individually by each Board of Trustee; seconded by Trustee Derenoski.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried

Trustee Derenoski asked if a Resolution can still be passed at the next meeting opposing any sort of action that would take away municipal funds from the municipalities. Village Attorney Jim Rock stated that the Board could do this but it would be ineffective. It is better to attack specific legislation.

Trustee Daley asked if this should be included in a newsletter. Mayor Soto stated that she may even do a CTY call, however, she will wait to see if it makes it to the floor. Jim Rock stated that they will be out of session after this week until January so it won’t make much difference.

CenCom Update and Glenview Dispatch Fee Discussion
Mayor Soto announced that she and Attorney Jim Rock will be attending a special meeting of the CenCom Executive and JETS board. She expects to leave the meeting with some definitive answers. She has had meetings with the Police Chief, and both Fire Chiefs and they have come to some tentative conclusions. It does not look like at this time that the 911 calls can be re-routed directly to Glenview. At the Lake County level they would like to get everyone on the same CAD system. This is a desirable goal but won’t happen overnight. Village Manager of Grayslake, Mike Ellis will have Brent Reynolds start to attend the meetings.

Mayor Soto also stated that Chief Maplethorpe acknowledged that it is feasible that the Village could now ask that a portion of the 911 surcharge to be used to pay for the dispatching done by Glenview. This would be paid through Grayslake

Mayor Soto expects to leave the special meeting with answers needed to negotiate whatever our ultimate dispatch fee agreement will be with Grayslake. She reminded the Board that since May we have not been paying anyone for dispatching. The money has been budgeted but there is no bill to CenCom other than 911 surcharge money. Grayslake agreed to float the Village on dispatching the first year. The Village felt that everything would be worked out with CenCom in order to enter into some type of agreement with dispatch fees that would somehow grow over the few years. Grayslake has been patiently waiting and paying an extra $5,000 a month to Glenview to carry our dispatching but the Village has not been able to go to them with an answer. Jim Rock cautioned the Village not to get into an agreement making a financial commitment when we were not clear what our commitment was to CenCom such as; if certain events were to occur what would our financial obligation is. The Village needs to get the answers needed from CenCom of what is or is not owed to them. The Finance Committee will need to talk to Grayslake with the amount owed to them for dispatching from May to now and then what will be owed monthly through the rest of the year. Then the Village can negotiate what the agreement is for the following years.

The Mayor stated that one idea was to have the Grayslake Police use the Public Works facility for impounded cars and other equipment such as bike patrol equipment. They are currently using the Grayslake Public Works yard but it is not enclosed and the cars get vandalized. The police department would make sure that it is secure by putting in the fencing and other alterations. The Mayor stated that they would not be charged rent but some type of trade off towards the dispatch fee. The Mayor expects that after the Special Meeting she will be working on this which will be discussed at the December and January meeting and may carry over into the February meeting.

The Mayor stated that any Trustee or resident can attend the CenCom Special Meeting.

Trustee Walkington asked if CenCom has given any indication that they will have answers at the Special Meeting. Mayor Soto stated that Chief Maplethorpe has given some things some consideration however she does not know what the CenCom attorney will say. Both Chief Maplethorpe and Mayor McCue, chair of the JETS Board, stated that the Village is not being billed currently and there is nothing to be billed. Mayor Soto recommended that the Village maintain ownership in CenCom and pay rent at least for several years. This way if the Village wanted to revert back to CenCom it would still have ownership otherwise the Village would have to return as a customer. The Mayor stated currently we are not being charged rent, she is open to paying the rent but they must be willing to have the Village pay the rent. If Chief Maplethorpe states that the Board is willing to give the Village part of the 911 surcharge money back to help pay for the dispatch of Glenview, then almost that same amount of money would be put back to pay the rent.

The Mayor added that there was a discussion with Village Attorney Jim Rock about Hainesville possibly being in one fire district versus two. The Mayor spoke with both Fire Chiefs about this also. If there was a change it would have to go to referendum. The Village will not be exploring this further at this time.

Russ Kraly left the Council Chambers at 8:04 p.m.

Village Attorney Jim Rock stated that he also hopes the Special Meeting will provide some answers.

Trustee Derenoski motioned to adjourn the November 8th, 2011 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The November 8, 2011 Regular Board Meeting adjourned at 8:06 p.m.

Respectfully submitted,
 

Kathy Metzler, RMC, CMC
Village Clerk

WETLANDS & OPEN SPACES
COMMITTEE MEETING
 

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, November 3rd, 2011 at 7:00p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 26th day of October, 2011 at 11:15 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

Village of Hainesville
Wetland, Open Space and Woodland Committee
November 3, 2011 Meeting Minutes

Meeting opened at 7:10 pm at the village hall.

Attendees: Georgeann Duberstein, Trustee and committee chairperson, Trustee Gary Walkington, David Criz, George Duberstein, Mike Peterson, Thomas Bergonzini , Jim De Nomie, Dave Coulter of Native Restoration Services

Minutes of the September 7th meeting were read and approved as amended..

Old Business: Dave Coulter gave an update on the storm water detention areas, entrances and Cranberry Lake.

The Triumph Court erosion project will be completed by November 15th.

Shrubs less favorable to wet feet were moved to an area in front of Misty Hill West pond to obscure the unsightly algae in the pond. Not much more can be done with that pond until the Johnson property is sold.

Russ Kraly, village building inspector, has issued warnings to residents whose property on Tall Oak Drive has the conservancy behind their lots that they are not to mow into the conservancy. We will follow up to be sure they comply. That area will be part of the proscribed burn this fall and then the area will be seeded.

If we have money left in the 2011-2012 budget, we’ll order trash cans, benches for Cranberry Lake woodlands and “No Dumping” signs.

New Business: We discussed plans for the 2012-2013 budget.

Projects for next year:
1. Dave Eubanks successfully managed the weeds at the 134 entrance. We will expand his job to include weeding all the entrances, except Cranberry North and Misty Hill, next year. He will also pinch back the plants in the spring, per Larry McCotter, to keep them from getting too tall as well as keep the entrances manicured.

2. Some adjustments will be made to the plantings in the entrances. Some of the tallest plants will be moved to the 134 entrance and shorter plants will be added to the smaller entrances.

3. Need to add mulch to the entrances.

4. More shrubs at 120 in front of Deer Point pond.

5. Shrubs in front of Misty Hill pond.

6. Discussed fountains, aerators and bubble tubing.

7. Need to add chips to the Cranberry Lake walking path.

8. Continue mowing and controlling algae at various ponds.

9. Add a doggie pooper disposal at Big Horn Drive and the bike path.

10. Consider benches, trash cans, park sign and seed for Deer Lake.

11. Continue to mow Deer Lake.

12. Add seed to cleared area at Heritage and Brittany.

David Criz suggested that we develop a long term plan for Wetland Committee projects. We will put a long term plan together for discussion at the next meeting. Mike Peterson and Georgeann will work on the project. Each committee member will be given a sample plan before the meeting, so he can add his ideas.

Next meeting is January 5, 2012.

Meeting adjourned at 8:39.

Respectfully submitted,

Georgeann Duberstein, chairman

COMMUNITY RELATIONS
COMMITTEE MEETING
NOTICE
TIME CHANGE
From: Tuesday, October 25th, 2011 at 6:15 p.m.
To: Tuesday, October 25th, 2011 at 6:00 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Community Relations Committee Meeting of the Village of Hainesville Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, time has been changed to Tuesday, October 25th, 2011 at 6:00 p.m.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 12th day of October, 2011 at 3:00 p.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, October 25, 2011.
 

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 21st day of September, 2011 at 10:00 a.m.

AGENDA:
 

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Safety Business
2.
V. New Business
1. Public Safety Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE REPORT
DATE: October 25, 2011
TIME OPENED: 6:15PM

PRESENT: Trustees Kriese and Daley, Resident Mark Typlin

Old Business:
Minutes from previous meeting approved.
Pedestrian Crossing at Tall Oak and Hainesville Rd:
Trustee Kriese received two quotes on the RRFB, one from Spot Devices ($8,970) and the other from
Eltec Corp ($7,700). Both are comparable with each other in price but Spot Devices has a System
Infrastructure Management Application (SIMA) feature. This is a browser-based tool for remote
supervision of all Spot Device systems. Talked with Mark Stonikas, Civil Engineer from Crystal Lake,
about their installation of Spot Device's RRFB which they have been using the since late last year. They
are very pleased and have bought a second system for another intersection. I had the chance to look at
their system and found it to be exactly what we're looking for.
Also, I was at a LCML meeting on Oct. 20, 2011 and had the chance to talk to both Jon Nelson and
Paula Trigg. They gave Trustee Kriese the direction to acquire the permits for the installation of the
RRFB. A decision now needs to be made.

Bike Path on Hainesville Rd:
A request for service was sent on Oct. 19,2011 and a reply, that the Maintenance Foreman was going to
inspect it, was sent. No further updates.

Back -up Generators:
Public Works has not received quote from Chris Electric as of yet.

New Business:
None

Next Meeting will be after the holidays, January 24,2012

Time Adjourned: 6:32

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
October 25th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by
ne Motion. There will be no separate discussion of these items unless a Trustee so desires. In which
vent, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the October 11th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the October 2011 Bills Payable for $48,012.42
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Tax Levy Resolution
2. Ordinance on the Alternative Wind Energy Turbines
3. MFT Resolution for the Bike Path for $53,510.00
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 21st day of October 2011 at 11:00 a.m.

October 25th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 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 Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler

Absent: Trustee Derenoski, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

The Mayor reported that Trustee Derenoski was not in attendance because he was promoted at work and is in training.

Agenda Approval:
Mayor Soto clarified for the record that under business #2 the word moratorium was omitted in the Ordinance Extending the Moratorium on Alternative Wind Energy Turbines.

Trustee Barrett motioned to approve the agenda as amended; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the October 11th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the October 2011 Bills Payable for $48,012.42
Trustee Daley motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee
Barrett.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Mayors Announcements
Mayor Linda Soto reported on the bike path. There has been some delay due to weather and concerns by ComEd, Nicor and AT&T. All have been rectified and the path should be done by mid November.

Jeff Gately attended the Illinois Public Works Mutual Aid Conference last week. He will have updates at the November Board Meeting; he said it was very worthwhile and there was a lot of good information. There predictions for the winter will be frigid temperatures.

A CTY call went out last week for crack sealing work being done in Deer Point which was postponed due to the rain. They started work this morning which they stopped due to the rain but will be worked on in the next few days.

The Mayor stated that last Thursday Jeff Gately, Trustee Kriese, and herself went to the Lake County Municipal League meeting. There was a presentation on Lake County Passage System. It was a three phase project. Phases one and two were just completed. The Mayor passed out information regarding the website www.lakecountypassage.com which has up to date real traffic time alerts as well as get emails. The Mayor is looking into having the entire board go look at the center. They don’t have exact dates for when more cameras will be installed. Mayor Soto explained that there are 315 cameras in place at major intersections and they are planning on expanding the cameras west. When the project is done there will be 705 to 715 cameras installed. The most populated sections were done first. Discussion took place.

The Mayor reported that she spoke with Police Chief Matt McCutcheon regarding Shop with a Cop. Plans are moving along but they are waiting to hear from Target for a date. It will be either December 10th or 11th. The Village’s Holiday Mixer is on the 11th also but it won’t present a problem. The Police Department has made contact with the schools.

The Mayor wished a belated happy birthday to Village Clerk Kathy Metzler. There will be a quarterly birthday cake at the November meeting.

Mayor Soto reminded everyone that the Utility Bill contains a newsletter which residents should read and if anyone has information to be included in the newsletter contact the Village. One note of information that was in our newsletter is you can follow the Village Board Meetings on YouTube. She also stated that with snow plowing coming residents need to move landscaping lights and toys out of the right of way. The Village is not replacing these items if damaged by the snow plow. Mailboxes and sod will be replaced if damaged by the plow

The last yard waste pick up is Wednesday, November 30th.

Solicitors must have a license displayed on them it should not be in their car. Residents should not do business with unlicensed solicitors and they should call the non-emergency police number to report these solicitors.

Standing Committee Announcements
Village Clerk
Clerk Kathy Metzler announced that the November Board Meeting and Finance Meeting were posted as November 15th which is the 3rd Tuesday due to November 8th being Election Day. However, there is no Election this year so we are moving the Finance Committee which meets at 6:00 p.m. and the Regular Board Meeting which meets at 7:00 p.m. to November 8th. Village Clerk Metzler made the changes on the website and sent out emails. Also newsletter articles are due next week.

Finance
Trustee Daley reported that the blue sheets were sent last week from Avon Township Assessor. He encourages residents to look at them closely and see if they over assessed.

Wetland and Open Spaces
Trustee Duberstein reported that the entrances will be cleared of dead flowers this week. The next Committee meeting is Thursday and she asked for input from residents as to what they would like to see.

She also reported that BEST had a meeting on October 13th. BEST won the Home Town Award. All the Villages that participate in this organization are eligible to have a sign that states “Home Town Award” and they are eligible to for the Governors Cup and will find out this week. She also updated everyone on the new playground at the Sports Complex in Round Lake Beach. There were about 500 volunteers and they finished in one day. She mentioned that if your organization needs any work to be completed there are community service students that are available to help, however, they need to be supervised and only after school and on Saturdays. On October 18th McGee Middle School had a Mix It Up lunch where the students sat with different students at the lunch tables for the purpose of if you know someone you are less likely to bully them. Also they had their chili supper fundraiser which raised $5,000 in ads and $1,600 was raised which was a big success.

Public Safety
Trustee Kriese reported that he received two quotes; one from Spot Devices and one from L-Tech for the flashing lights for the pedestrian crossing at Tall Oak and Hainesville Road. The Committee will look into where they can get the funds. Paula Trigg of LCDOT advised Trustee Kriese where to get permits for the installation of these lights.

Trustee Kriese also sent a Request for Service regarding the bike path culvert because he never received a response back from John Nelson of LCDOT. John stated he never received the letter. John will send a maintenance foreman out to see what needs to be done.

Business
Tax Levy Resolution
Trustee Kriese motioned to approve the Tax Levy Resolution; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.
Resolution #R11-10-59

An Ordinance Extending the Alternative Wind Energy Turbines Moratorium
The Ordinance extends it to January 11th, 2012. It was given to the attorney at the last meeting thinking it would be ready in November but based on what questions we may have and additional changes, it may not come back for approval for the December meeting. As a safe guard we will extend this till January but would like to have the ordinance on the books by the end of December.

Trustee Daley motioned to approve the Ordinance Extending the Alternative Wind Energy Turbines; seconded by Trustee Barrett.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.
Ordinance #11-10-153

MFT Resolution for the Bike Path for $53,510.00
The bike path extension totaled $104,000. It was decided a portion, $53,510 will come out of Motor Fuel Tax Money. IDOT requires that the Board pass a resolution.

Trustee Duberstein motioned to approve the MFT Resolution for the Bike Path for $53,510.00; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried
Resolution #R11-10-60

Trustee Duberstein motioned to adjourn the October 25, 2011 Regular Board Meeting; seconded by Trustee Barrett.

All in favor say aye, motion carried.

The October 25, 2011 Regular Board Meeting adjourned at 7:31 p.m.

Respectfully submitted,

Kathy Metzler, CMC RMC
Village Clerk

NOTICE
CANCELLATION OF
October 20th, 2011
Community Relations Committee Meeting – 10:00 a.m.

 PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Community Relations Committee Meeting of the Village of Hainesville Council has been cancelled for Thursday, October 20th, 2011 at 10:00 a.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 12th day of October, 2011 at 3:00 p.m.

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, October 12th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk
 

Posted this 21st day of September, 2011 at 10:00 a.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
October 12, 2011

Opened 6:30pm

Present: Jeff Gately, , Walter Kriese and Terry Grom.

Approval of September meeting minutes.

Business.

We will be working on the specs for the water tower painting project in
February. Looking to have the project completed by May.

Terry Grom reported that the EPA has been in town doing various
studies. Hainesville has passed all inspections and has no EPA issues
at this time.

The committee is researching generator installation at the Village Hall
and Public Works Facility. Questions have come up about heating and
cooling shelters in our area. We are unsure if Avon Township or
Northbrook Sports Club have backup power to qualify as a shelter. We
are researching grant funding for this project.

We have selected Aztek fence to do the fuel tank fence installation.

Adjourned 7:45

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, October 11th, 2011 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 21st day of September, 2011 at 10:00 a.m.

AGENDA:

1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

Finance Committee Minutes for 10/11/11

The meeting was called to order at 6:05 pm.

Attendees: Trustee Gerry Daley, Chairman, Trustee John Derenoski, Trustee Georgeann Duberstein, Trustee Walter Kriese, Treasurer Kelly Hensley, and Attorney Jim Rock.

The minutes were accepted.

We discussed the Tax Levy for next year. We decided on $596,000.

The meeting was adjourned at 6:54 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
October 11th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the September 27th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the September 2011 Financials
3. A Motion to Approve the October Bills Payable for $85,628.31
H. Reports and Communications from Mayor and other Officers:
1. Village Engineer
2. Attorney
3. Public Works Superintendent
4. Building Official
5. EMA Coordinator
6. Treasurer
7. Clerk
8. Mayor
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Kriese
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. Discussion on the Alternative Wind Energy Turbines
2. An Intent to Award to Berger Excavating the Route 120 Watermain Extension & North
Street/Hainesville Road Watermain Extension contingent upon receiving the IEPA Loan
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 7th day of October 2011 at 10:30 a.m.

October 11th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:04 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, Kriese, Duberstein, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Barrett, Treasurer Kelly Hensley and EMA Coordinator Mike Benko

Establishment of quorum

The Mayor stated that Trustee Barrett is at a working dinner meeting.

Agenda Approval
Trustee Daley motioned to approve the agenda as presented; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

There were no public comments.

Mayor Soto reminded the Trustees and staff to speak into the microphone.

Omnibus Vote Agenda
1. A Motion to Approve the September 27th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the September 2011 Financials
3. A Motion to Approve the October Bills Payable for $85,628.31
Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that a contract was awarded to Behm Pavement for the crack filling. They should be starting the work Thursday and Friday of this week, weather permitting.

The bids were opened for the IEPA watermain loan program on September 15th. There were ten plan holders but only one bid was received from Berger Excavating which was a good bid. Their bid was for $227,195.25. The engineer estimate prepared in 2008 from RHMG was $340,597.00. Greg stated he has been in contact with the IEPA and he sent the bid to them to be evaluated. They stated that the Village should provide an intent to award for Berger Excavating contingent upon receiving the IEPA loan, which will be done tonight.

Village Attorney
Village Attorney Jim Rock reported that he and the Mayor met with Russo regarding their plans to bring additional operations to the Village. Also, Jim Rock and Trustee Walkington attended a CenCom meeting to clarify Hainesville’s status as a CenCom member now that the Village dispatches through Glenview.

Jim Rock also reported that he continues to work with the property owners regarding the easement for the watermain extension project.

Trustee Daley asked if there was any progress with CenCom. Jim Rock stated that there is and the Mayor will report on it.

Public Works Superintendent
Public Works Superintendent Jeff Gately stated that he has received quotes for parkway trees to be replaced. He should have something by the end of the week so they can be planted by the end of October. Jeff Gately reported that he is preparing for winter and it’s slow going because his summer help is gone.

Jeff also reported that he did some grading for the erosion project on the North side of Cranberry Lake. However, he didn’t go back far enough according to the plan so on October 17th Jeff and Dave Coulter will finish the grading. They will also spread wood chips on the path.

Trustee Duberstein asked if there is a guarantee from the company putting in the trees. Jeff stated that there is a one year guarantee. She also stated that H & D would give a two year guarantee if they put them in. Jeff felt that the price of the trees were comparable to H & D’s quote, however, they are 2 inches larger. These will be 4 to 5 inch trees. Trustee Walkington asked if this nursery will keep an eye on the trees. Jeff stated that they plant them and supply gator bags, however, the Village or the homeowner will need to keep the bags filled. Jeff stated that in the past the Village has filled the gator bags as necessary and some homeowners do it also. Jeff stated that some of the trees that came down in the storm were larger size so it’s better to replace them with something larger. Mayor Soto agreed.

Building Official
Building Official Russ Kraly had distributed his report. It was lengthy because the Village is involved in a few things. He has checked on places that were tagged to make sure they were cleaned up.

Mayor Soto stated that the Village will be persistent with violators.

Trustee Daley stated that once the violation has been taken care he doesn’t need to see it again. Russ agreed and once it is completed he will mark it completed and take it off the report.

EMA Coordinator
Mayor Soto stated that EMA Coordinator Mike Benko was still at work. She reported that Mike had an EMA meeting and they are progressing with the Emergency Operation Center especially with the winter coming. They have started to move into the garage area. Mike also submitted some information for the newsletter.

Treasurer
Mayor Soto stated Treasurer Kelly Hensley was not at the meeting but with the audit done she deserves a night off.

Village Clerk
Village Clerk Kathy Metzler reported that there is a new business in town called Gold Solutions located by Lindsay Chiropractic.

Mayor
Mayor Linda Soto reported that Trustee Walkington attended the CenCom meeting with Jim Rock because she was on jury duty. It was decided at the meeting that a special meeting would need to take place to discuss the Hainesville issues. In 2 to 4 weeks they will call a special meeting. Mayor Soto received an update from CenCom Director Lisa Berger. They will have one more meeting with the mediator to finalize contract points on November 1st. The Mayor hopes the special meeting will be called shortly after. Mayor Soto will ask Mayor McCue, chair of the JETS Board, to request the special meeting be called in the timeframe of 2 to 4 weeks regardless of what happens at the November 1st meeting.

Mayor Soto stated that there have been many solicitors in the subdivisions. All solicitors do need a license to solicit in the Village. There are only two currently licensed. All solicitors should have their Village license on them. The Mayor does not recommend doing business with anyone who does not have a permit from the Village. Residents should call the police at 847-223-2341 to let them know there are unlicensed solicitors. There are a lot of scams in the area. The Village will also have No Solicitor stickers available.

Trustee Daley asked if there are exceptions to the soliciting rule. Mayor Soto stated that non-profit do not need a license. Selling newspapers is not a non-profit so it would need a license.

Mayor Soto also reported on Winter Preparedness. She stressed that property owners need to remove toys, sports equipment, recreational equipment, decorations, etc. from the right-of-way because the plows will damage them. Last year the bobcats had to push snow back because of all the snow. The Village will not replace or reimburse those types of things. The Village will repair sod, reseed, and replace any damaged mailbox.

Trustee Daley asked about the hydrant flags. Jeff Gately stated that putting them up is on his agenda. Mayor Soto stated that the flags don’t have to go on every hydrant just the strategic corners.

Mayor Soto received in the mail IDOT’s street light maintenance agreement that is up for renewal. She also has Greg Gruen and Trustee Kriese reviewing the agreement. The Village has been requesting simple signs and other attentions so this is an ideal opportunity to have the requests addressed. Greg prepared a report which was given to Trustee Kriese. Attorney Jim Rock will look at the agreement and then send it to IDOT. The Mayor will sign it once an answer is received from IDOT.

Mayor Soto also reported on parking issues. The Mayor has talked to Dolores Anderson, president of the Cranberry Lake Townhomes. Holiday Lane parking is allowed only with a permit which is provided by the association. There is a situation with people driving the wrong way on Holiday Lane. It is people who live close to the exit. Mayor Soto has talked to the Police Chief and will also do a CTY call to those residents. There will also be a letter sent. Mayor Soto asked Dolores Anderson to stress to residents who claim they are almost hit by these drivers to get a license plate number.

Reports of Standing Committees

Finance – Trustee Daley reported that the Committee met earlier. They discussed the amount that will be requested for the tax levy. A resolution will come before the Board at the next meeting. The amount agreed upon in the Committee is $596,000, which is up $8,000 from what was received the previous year. However, it is down from the $627,000 of two years ago.

Public Works – Trustee Walkington reported that the fence is up by the gas tanks. The leak was found on the Public Works Building roof.

Trustee Walkington asked if Weidner is still in business. Village Clerk Kathy Metzler stated that there is no business at the building. Russ Kraly stated that the doors are sometimes open and there are trucks and equipment. Mayor Soto stated that the son lives in the house, however, she wasn’t aware that there was activity. She will call them.

Public Safety – Trustee Kriese updated some projects. He received two quotes for the pedestrian crossing for Tall Oak. He will also have to draft a letter to LCDOT requesting the crossing and get any necessary permits.

He also received a quote for tri-fold stop signs from TCP. They are about $90 each including the mounting hardware. The Village will have to contact IDOT to see if we can put it on Route 120. Mayor Soto stated that Trustee Kriese can give her the information and it can be included in Greg’s list to IDOT.

Trustee Kriese has not heard anything from Lake County regarding the bike path. He will call them or send an email.

The next Public Safety Committee Meeting will be October 25th to discuss generators.

Wetlands and Open Spaces – Trustee Duberstein stated that the next Wetland meeting is Thursday, November 3rd at 7:00 p.m. come in the back door because the alarm is set at the front door. Residents were asked for suggestions for the beautification. The entrances will not need silt fencing this year and there will be no need to water the native plants because the plants have been established.

Community Relations – Trustee Derenoski stated that Trick or Treating will be on Sunday, October 30th from 4:00 p.m. to 7:00 p.m. There will also be hayrides. Residents are asked to bring non-perishable items for the Avon Township food bank.

The Holiday Mixer is set for Sunday, December 11th. Middle schools and both high schools want to participate. It will be from 2:00 p.m. to 6:00 p.m.

Trustee Derenoski explained that a Snapfish account will be set up for anyone who wants copies of their pictures with Santa. If a resident doesn’t bring their camera, the Village will take pictures which can then be viewed on Snapfish.

Business
Discussion on the Alternative Wind Energy Turbines
Mayor Soto explained that at the last Board Meeting Trustee Kriese presented his work on the alternative wind energy turbines. The information will be turned over to Jim Rock so he can prepare a first draft.

An Intent to Award to Berger Excavating the Route 120 Watermain Extension & North Street/Hainesville Road Watermain Extension contingent upon receiving the IEPA Loan

Trustee Derenoski motioned to approve the Intent to Award to Berger Excavating the Route 120 Watermain Extension and North Street/Hainesville Road Watermain Extension contingent upon receiving the IEPA loan; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Trustee Duberstein motioned to adjourn the October 11th, 2011 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The October 11, 2011 Regular Board Meeting adjourned at 7:36 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, September 22, 2011 and October 6, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk 

Posted this 6th day of September, 2011 at 11:30 a.m.

 AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting
October 6th, 2011
Meeting called to order at the Village of Hainesville at 10:06 a.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum.

The following set of minutes were approved by the committee, August 11th, August 18th, August 25th, September 1st and September 22nd, 2011.

John stated he isn’t having any luck contacting Starbucks so Linda will try contacting them or call the district manager. John will call Panera if Starbucks doesn’t work out.

Linda showed us the four inch glow sticks and she stated she ordered lanyards for them.

Since our last meeting Linda has emailed and received responses for the choirs to partake at the Holiday Mixer. The Round Lake Middle School Choir (didn’t perform last year) the Round Lake High

A Cappella Choir called “the Mental Notes”, The Grayslake North/Central High School Jazz Ensemble and the Grayslake Central High School Choir or Band. Last year we provided a generous donation of $200 for each group. It was agreed that this year we will donate $100 to each of the four groups. The Round Lake Middle School will probably perform three songs, and they will bring an electronic piano. We will set aside for them to use the conference room for their items and for them to warm up.

Linda met with resident Jackie Brunko who would like to help out at the Holiday Mixer. She will be in charge of the gift bags. Our budget for this is $350. We will do 150 bags. She can order from windy city.

Jeff stated that the hay wagon is reserved for Halloween and he has to change the signs.

We will put a blurb in the newsletter for the Holiday Mixer and in the beginning of December we will do a CTY call. The November newsletter will have more details as far as the bands etc. We will still have things set up how they were last year but will have Santa on a riser.

Linda and Kathy both had their lists made about Hainesville Fest and John is putting together a timeline. We are going to get two Rubbermaid containers on wheels with a handle and put items to take and go to the fest and other functions. We will buy a first aid kit to keep in the container also. These will be kept by the ticket booth next year at the Fest.

We will also have the fire department present next year and maybe they can bring the little fire house and the 911 phones with.

We will decorate for the Holiday Mixer on Wednesday, December 7th and Jeff will try to get the trees up sooner.

We cancelled the following meeting dates: All Thursdays, October 20th, November 3rd, 17th and December 8th all at 10:00 a.m. We will meet on Tuesday, October 25th at 6:00 p.m.

To recap: John will check about cider, hot chocolate and pastries. Jackie’s budget is $350 for 150 bags, 100 bags for kids 7 years of age and under and 50 bags for kids 8 to 10 years of age.

Kathy brought up about having a polaroid camera available for pictures. Kelly came out and stated we should use a digital camera and up load the pictures to snap fish, Wal-Mart or Walgreen’s for the residents to be able to download their picture.

The meeting ended at 11:01 a.m.

Respectfully,

Kathy Metzler

Emergency Management Agency of Hainesville

PURSUANT TO THE OPEN MEETINGS ACT, the EMA Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Tuesday, October 4th, 2011 at 7:00 P.M.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 15th day of September 2011 at 1:00 p.m.
 

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1.
V. New Business
1.
2.
VI. Input from committee members
VII. Adjournment

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, September 27, 2011.

Hainesville, Illinois

Roseann Stark

Deputy Clerk

Posted this 6th day of September, 2011 at 11:30 a.m.

AGENDA:

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Public Safety Business

2.

V. New Business

1. Public Safety Business

2.

VI. Input from committee members

VII. Adjournment

PUBLIC SAFETY COMMITTEE REPORT
DATE: September 27, 2011
TIME OPENED: 6:15 pm

PRESENT: Trustee’s Kriese and Daley, Resident Mark Typlin

Old Business:
Pedestrian Crossing at Tall Oak and Hainesville Rd:

Trustee Kriese received literature on several designs of Rectangular Rapid Flashing Beacons (RRFB) from LCDOT. A discussion on which to pursue was had. A letter will be sent to LCDOT to request requirements for installation of these signs and cost of the RRFB, signs and posts.

--It was decided to pursue the two sided flasher style. Trustee Daley will contact Mundelein Public Works regarding their RRFB. We wish to know if there are costs beyond the purchase and installation price.

Bike Path on Hainesville Rd Safety issue:

Letter was sent to Jon Nelson of LCDOT on Sept. 13, 2011.

--No reply as of yet.

Emergency stop signs at traffic light intersections:

Mayor Soto stated to Trustee Kriese that she will bring up the stop sign topic to IDOT when she has a meeting with them on other issues later this month.

New Business:
Mayor Soto informed Trustee Kriese that the Public Safety Committee will be in charge of the project to purchase and install back-up generators for both the Village Hall and the Public Works Building.

--The committee will research this project and present information to the Mayor.

TIME CLOSED:6:40 pm

Submitted by Daley

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
September 27th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by
one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which
event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the September 13th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the September 15th, 2011 Bid Opening Meeting Minutes for the Route 120 Watermain Extension & North Street/Hainesville Road Watermain Extension Project
3. A Motion to Approve the September 2011 Bills Payable for $67,755.45
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Facility Master Plan for Round Lake Area Schools CUSD #116 – Constance R. Collins, Ph.D.
2. Discussion on the Alternative Wind Energy Turbines
3. Audit Report Fiscal Year May 2010 – April 2011
4. Annual Treasurers Report – Fiscal Year Ending April 2011
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 23rd day of September 2011 at 11:00 a.m.

September 27th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 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, Kriese, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley and Public Works Superintendent Jeff Gately

Absent: Trustee Duberstein, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen

Mayor Soto stated that Trustee Duberstein along with her husband is on a safari in Kenya.

Establishment of quorum

Agenda Approval
Trustee Walkington motioned to approve the agenda as presented; seconded by Trustee Daley.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Barrett, Daley and Walkington
Absent: Trustee Duberstein
Motion carried.

Public comments:
Ted Mueller, 318 E. Katherine Drive, Hainesville, IL 60030 – requested that everyone use the microphone even when speaking to each other. Mayor Soto duly noted his comment.

Mayor Soto moved up the Facility Master Plan for the Round Lake Area Schools by Constance R. Collins, Ph.D. to make their presentation at this time.

Facility Master Plan for Round Lake Area Schools CUSD #116

Constance R. Collins, Ph.D., Superintendent of Round Lake District 116, introduced Board Members Doug Williams and Lori Berdenis, Business Manager Bill Johnston, Charlie Johnsos of Fanning Howey Architectural Firm.

Dr. Collins stated that the Round Lake School District is one of the few that is growing. Their facilities are in need of repair because of growth. They are sending some students to other area schools because of the lack of space. They have been looking into new accommodations with safety in mind. There are 29 students in each classroom. Charlie Johnsos presented a presentation on the plan for the school districts facilities.

The presentation was followed by a question and answer section. Trustee Daley asked about Energy Performance Contract and Life Safety Study Levy which they do have. Mayor Soto asked about the growth of the district. There are a number of reasons for the growth such as birthrates, death rates and vacancies.

Dr. Collins stated that before they go to referendum they will look for efficiencies in the budget for savings and grants.

Doug Williams stated that the district has formed their first finance committee. They will analyze the financial aspect such as debt retirement. He finds it difficult to bring up a referendum without first looking for savings or rent space in Grayslake that is losing population in the Woodland School District. A referendum isn’t an issue because we are already over taxing everybody. We have to look at creative ways to handle the capacity until we can afford to do this without going into more debt.

Trustee Daley stated that he contacted the Lake County Assessor’s Office and Avon Township and found that some of the property in our Village has a 50% drop in value. Everyone will take a hit with the budget next year. The equalizer will be applied to make it fair.

Doug Williams stated that Dr. Collins is looking for cost savings and there is debt that they are retiring; leasing space is a lot cheaper than building something that you might not need in ten years.

Ted Mueller commented that people watching on YouTube especially from the Round Lake School District were conspicuously absent from the presentation tonight.

Omnibus Vote Agenda
1. A Motion to Approve the September 13th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the September 15th, 2011 Bid Opening Meeting Minutes for the Route 120 Watermain Extension & North Street/Hainesville Road Watermain Extension Project
3. A Motion to Approve the September 2011 Bills Payable for $67,755.45
Trustee Barrett motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Barrett, Daley and Walkington
Absent: Trustee Duberstein
Motion carried

Mayor- Announcements
Mayor Soto received a thank you from Cub Scout Pack 91 that did the outstanding 9/11 ceremony at Grayslake North High School.

Mayor Soto and Village Clerk Kathy Metzler attended the Illinois Municipal League Conference. The Village cut the budget so only two people were sent to the Conference this year and last year the Village passed on it. There was a notable improvement in the workshops. The Mayor will pass out some of the handouts to the Committees.

The Bike Path should be 98% completed by second week of October.

Mayor Soto stated that this week she was on jury duty and was not at the Village Hall as much as she liked. The Mayor was impressed with the facilities in the jury assembly room.

Standing Committee - Announcements
Trustee Daley stated that the blue cards should be received from the Assessor’s office by October 15th. He had an appraisal done on his home now and a year ago. The appraisal was lower this year by 20%.

Trustee Daley spoke with the Mayor, Clerk, Treasurer and Trustee Walkington regarding the Village reducing the attendance at the Board Meetings. The Treasurer will only be at the meetings when needed and the Deputy Clerk will attend if required. The Engineer and the Attorney will also attend less frequently but it will be up to the Mayor; which this will save money.

Trustee Daley, Treasurer Kelly Hensley and the Finance Committee will start looking at the Tax Levy. They may have something for the Board as early as October 11th.

Mayor Soto added that she failed to mention that Mollie Larson, Avon Township Clerk and member of the Friends of the Round Lake Area Library Board passed away a week ago. Her son Chris Larson lives in Union Square.

Business
Discussion on the Alternative Wind Energy Turbines
Trustee Kriese gave some recommendation for the Wind Energy Ordinance. The intent is to protect the public health, safety and community welfare without restricting the development of the wind energy systems. Trustee Kriese distributed an outline and asked for feedback from the Board before it goes to the Village Attorney. There are two ordinances that they looked at.

Trustee Barrett questioned the noise decibels. Trustee Kriese stated that the State set the standard at 45 decibels and 55 during the day.

Mayor Soto stated that this issue can be put on the October 11th agenda.

Discussion took place.

Audit Report Fiscal Year May 2010 – April 2011
Treasurer Hensley distributed the bound copies of the audit report. She went over the report of internal control. Some policies the Village needs to touch on have been listed again. The Finance Committee will be meeting to prioritize which ones to do. Kelly went over the Financial Highlights section of the audit. The assets of the Village exceeded its liabilities. The Village’s Governmental Fund reported a balance of approximately $2.8 million. Of this amount $2.5 million is available for spending at the Village’s discretion. The Village also took on a debt of $611,000 for the purchase of the Public Works building.

Treasurer Hensley also went over the Notes of the Financial Statements. The auditors did not discover any problems but did have made recommendations. Trustee Daley added that the recommendations are procedures but nothing serious.

Discussion took place regarding the audit and the audit contract.

Trustee Daley motioned to approve the Audit Report for Fiscal Year May 2010 – April 2011; seconded by Trustee Derenoski.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Barrett, Daley and Walkington
Absent: Trustee Duberstein
Motion carried

Annual Treasurers Report – Fiscal Year Ending April 2011
Treasurer Hensley explained the Annual Treasurers Report which is a legal requirement. It gives a snap shot of all the revenues, compensation summary and an expenditure summary. Once this is passed she will have this published in the newspaper and then she will file it with the clerks office.

Trustee Daley motioned to approve the Annual Treasurers Report; seconded by Trustee Derenoski.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Barrett, Daley and Walkington
Absent: Trustee Duberstein
Motion carried

Trustee Daley added that over the last three years the Village has maintained its solvency and not exceeded the budget. The Board wants to use the Village’s money wisely.

Mayor Soto thanked Treasurer Hensley, the staff that helped assist with the audit and the Finance Committee for a job well done on the audit.

Trustee Walkington motioned to adjourn the September 27th, 2011 Regular Board Meeting; seconded by Trustee Daley.

All in favor say aye, motion carried.

The September 27th, 2011 Regular Board Meeting adjourned at 7:50 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, September 22, 2011 and October 6, 2011.

 Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 6th day of September, 2011 at 11:30 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

September 22nd, 2011

Meeting called to order at the Village of Hainesville at 10:22 a.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum.

John will be contacting Starbucks regarding the Holiday Mixer for cider and hot chocolate. We can make the coffee; we also talked about pastries.

Linda will contact Jeff Barry regarding the Choir kids, the Jazz Ensemble and the Grayslake National Honor Society students. She will also be contacting Round Lake Park High School.

The Decorations will be the same, however, we are thinking about putting Santa on a riser.

We talked again about ordering a stage and it was suggested that we budget half the stage (four pieces) for this budget and the other half (four pieces) for next year’s budget. John will get three quotes.

We did 125 goody bags for Santa last year so we will do the same amount again, and free popcorn. Linda and Kathy will order for the goody bags for two different ages, as in the past.

For the hayride, the signs are okay, they don’t need any changes and we will give out glow sticks instead of candy.

Kathy asked if everyone is working on their list of things to remember for Hainesville Fest.

The meeting ended at 11:10 a.m.

Respectfully,

Kathy Metzler

ROUTE 120 WATERMAIN EXTENSION & NORTH STREET/HAINESVILLE ROAD WATERMAIN EXTENSION
BID OPENING

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Route 120 Watermain Extension & North Street/Hainesville Road Watermain Extension Bid Opening will be conducted at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Thursday, September 15th, 2011 at 3:00 p.m.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 31st day of August 2011 at 2:00 p.m.
 

SEPTEMBER 15, 2011 BID OPENING MEETING MINUTES FOR

ROUTE 120 WATERMAIN EXTENSION & NORTH STREET/

HAINESVILLE ROAD WATERMAIN EXTENSION PROJECT

Bid Opening Meeting started at 3:00 p.m. at the Village of Hainesville.

The following were in attendance: Deputy Clerk Roseann Stark, Public Works Superintendent Jeff Gately and Village Engineer Greg Gruen

Village Engineer Greg Gruen was presented with one bid. The bid was opened and read aloud on Thursday, September 15, 2011. The results of the bids were as follows:

Berger Excavating Contractors, Inc. $227,195.25

The above contractor had enclosed in their bid: bid amount, bid bond, bid certificate MDBE bids was received from General Boring, certificate regarding debarment, certificate of non-segregated facilities and bidder certificate in compliance with Criminal Code 1961.

The contract will be held for 90 days; still awaiting funding.

The meeting adjourned at 3:03 p.m.

Respectfully,

Roseann Stark

Deputy Clerk

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, September 14th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 30th day of August, 2011 at 2:30 p.m.

AGENDA 

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
September 14, 2011

Opened 6:30pm

Present: Jeff Gately, Gary Walkington, Walter Kriese and Terry Grom.

Approval of August meeting minutes.

Business.

Terry Grom reported that the broken fore hydrant should be repaired by the end of the week. The new photocell will also be replaced on the water tower as well.

Trustee Kriese has reviewed the Wind Energy ordinance and the committee is ready to make recommendations to the Board.

The water tower is in desperate need for repainting. We will be working on a bid package over the winter months to get this project done next spring.

We have received 2 quotes to install a fence around the fuel tanks at Public Works. Waiting for a third.

Adjourned 8:10pm

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, September 13th, 2011 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 30th day of August, 2011 at 2:30 p.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

NOTICE CANCELLATION OF
September 13th, 2011 Finance Committee Meeting – 6:00 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Finance Committee Meeting of the Village of Hainesville Council has been cancelled for Tuesday, September 13th, 2011 at 6:00 p.m.

 Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 6th day of September, 2011 at 3:00 p.m.

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

September 13th, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Guest Presentation

1. University Center of Lake County – Hilary Ward Schnadt, PhD

G. Public Comments

H. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the August 23rd, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the August 2011 Financials

3. A Motion to Approve the August 30th, 2011 Bid Opening Meeting Minutes for the 2011 Road Maintenance Project Crack Sealing

4. A Motion to Approve the September Bills Payable for $88,193.40

5. A Motion to Approve the Elmwood Pay Request #2 for $6,520.50

I. Reports and Communications from Mayor and other Officers:

1. Village Engineer

2. Attorney

3. Public Works Superintendent

4. Building Official

5. EMA Coordinator

6. Treasurer

7. Clerk

8. Mayor

J. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

K. Business

1. Awarding of the Bid for the MFT 2011 Crack Filling Project to Behm Pavement Maintenance, Inc. for $24,381.13

2. An Ordinance Repealing Ordinance 11-8-151 and Authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program

L. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

M. Matters from Executive Session to be Voted on

N. Adjournment

Agenda posted this 9th day of September 2011 at 11:15 a.m.

September 13th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:04 p.m.

Mayor Linda Soto led the pledge of allegiance to the flag. The Mayor also asked for a moment of silence in recognition of the anniversary of 9/11.

Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Barrett, and Walkington

Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Daley and Public Works Superintendent Jeff Gately

Establishment of quorum

Mayor Soto stated that Trustee Daley was at a family reunion out East.

Guest Presentation

Mayor Soto introduced Hilary Ward Schnadt, Ph.D. the Associate Dean for Academic Services and Programs at the University Center of Lake County. Ms. Schnadt introduced Tonia Baxter, a Recruiter and Academic Adviser. Both presenters are Hainesville residents.

A presentation on the University Center took place. The Center was created in 2000 by the Illinois Board of Higher Education. There are 19 Universities represented. The academic programs are geared toward working adults and are run mostly in the evening, weekends and online. Ms. Schnadt reminded everyone that the Center will be showing “Green Fire”, which was shown at the Village last month.

Tonia Baxter discussed the recruitment process. Bachelor Degrees are offered in Liberal Arts and Science, as well as Technology and Business programs and Master’s in Engineering, Computer Science, Library Science and Education programs.

A question and answer period followed. Literature was also distributed.

Mayor Soto also introduced Jim Rogers, a senior Trustee from Third Lake and his wife Cindy. Mayor Soto and Jim Rogers both took part in the 9/11 ceremony on Sunday at Grayslake North High School. The program was put together by Boy Scout Troop 91. Jim Rogers was at the World Trade Center when it was being built. Mr. Rogers did a presentation on the World Trade Center and the events of 9/11.

Mayor Soto recognized Pat Carey in the audience, Lake County Board District 11. She is running in the next election for District 6, which will include Hainesville.

Public comments:
Amy Knutson-Strack, 156 Stillwater, Hainesville, IL 60030 – asked for an update on the bike path and the outcome of the meeting Mayor Soto had with Suzi Schmidt regarding the intersection of Hainesville Road and Route 120. Mayor Soto stated that the bike path construction began today. They are working on the wetland area, which is the biggest challenge. Village Engineer Greg Gruen stated that he attended the pre-construction meeting. The work was to start August 27th and they were given 30 working days. There was an issue with a Nicor gas line, and Greg was not sure it was resolved. Since work has started Greg would expect them to work with the 30 day deadline. Mayor Soto stated that since the delay was not the contractor’s fault they will not be held responsible. Mayor Soto was concerned that the Nicor line might keep them from working on the wetland area, however, this was not the case.

Mayor Soto stated that her meeting with Suzi Schmidt was very productive; they talked about Hainesville Road, Route 120 and also about IDOT. Suzi recently attended a Route 53 meeting. The Mayor and Suzi covered transportation issues from A thru Z. The Mayor stated that when Suzi Schmidt goes back to Springfield she anticipates getting updates from her. However, the finances in Illinois include many cuts. The Mayor has also talked to Pat Carey about Hainesville Road because it is a Lake County Road.

Jim Rogers added that the items that were passed around are on display at the Grayslake Municipal Museum, next to the firehouse.

Pat Carey stated that the Grayslake Historical Society works with the Village to maintain the history of Grayslake. They have collected the material that is in the Museum.

Omnibus Vote Agenda
1. A Motion to Approve the August 23rd, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the August 2011 Financials
3. A Motion to Approve the August 30th, 2011 Bid Opening Meeting Minutes for the 2011 Road
Maintenance Project Crack Sealing
4. A Motion to Approve the September Bills Payable for $88,193.40
5. A Motion to Approve the Elmwood Pay Request #2 for $6,520.50
Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Walkington
Absent: Trustee Daley
Motion carried.

Reports and Communications from Mayor and other Officers:
Village Engineer
Village Engineer Greg Gruen reported that Clean Cut Tree went to the Lisk Drive project to perform warranty work. They re-seeded portions of the lawn.

The Village sent plans to four bidders for the crack filling work in the Deer Point subdivision. Only one bid was received from Behm Pavement. They performed the work last year. Their bid was for $24,381.00, which was half of the appropriated funds of $50,000. He compared that bid to last year and it was a 2 ½ % reduction. He considered the price to be fair and recommend approval for Behm Pavement.

Greg also reported that regarding the Pineview Apartment work, Elmwood’s second payment was approved on the Omnibus Agenda.

Greg included a map for the IEPA watermain project with his report. It is across from the Grower property. They are still working on easement issues so the loan application cannot be submitted until all the issues are completed.

Mayor Soto and Greg Gruen stated that they did speak with a Lisk Drive resident and Clean Cut will be out there again. Mayor Soto stated that the residents seem to be very happy with the work.

Village Attorney
Attorney Jim Rock reported that he is still working on obtaining easements from several of the property owners for the watermain extension project. He is also working on CenCom issues and prepared the ordinance on the agenda. He also had an onsite meeting with property owner, Mr. Vole, and his attorney who requested a building permit to complete some work.

Mayor Soto stated that Public Works Superintendent Jeff Gately had to bring his son to a doctor’s appointment but was hoping to come to the meeting late, however, it did not look like he would make it to the meeting.

Building Official

Building Official Russ Kraly stated you have his monthly report.

Mayor Soto stated that Russ submitted an article which will be in the newsletter enclosed with the utility bill regarding property upkeep. Russ has been issuing yellow tags and making sure residents comply. The Village will be very strict about enforcement.

Public Safety
Trustee Kriese reported that the committee met to discuss future Committee meetings. It was decided that the committee meetings will be held on the fourth Tuesday of the month at 6:15 p.m. Some topics discussed were the pedestrian crossing signal at Tall Oaks and Hainesville Road. He spoke with John Sodder at LCDOT about these devices. Trustee Kriese did not have the particulars yet. Safety at that crossing is important, however, one sign could cost up to $70,000.

Trustee Kriese also stated that the fold down stop signs which the Village wanted to install at the intersections requires permission from the State and from Lake County. There is also a training session regarding the keys for the box to turn on the flashing red lights. The County stated that they will allow it, however, the State says that they will not allow anyone to do it.

Mayor Soto asked about the fold down stop signs that are already in place. Trustee Kriese stated that they are grandfathered in.

Mayor Soto stated she jumped from Official Reports to the Standing Committee Reports because EMA was coming up which we will go back to. She wanted to touch on Public Safety because Trustee Kriese has taken over Public Safety and he jumped on these projects and she wanted everyone to be brought up to speed; Mike Benko will be moving forward with Trustee Kriese in the future.

Trustee Kriese added that there was an unsafe condition at the bike path south of Washington just north of Big Horn with a ditch filled with rocks. He is sending a letter along with pictures to the County to investigate this issue.

The next Public Safety meeting will be on September 27th at 6:15 p.m.

EMA Coordinator
EMA Coordinator Mike Benko reminded everyone that September is Preparedness Month in Illinois. He has met with Trustee Kriese about Public Safety and how it fits into the EOP. They will continue to work together.

Mike stated that the gentleman who died at the Pentagon on 9/11 was U.S. Navy Commander Daniel Shanower from Naperville. He was a personal friend of Mike’s.

Mayor Soto thanked Mike for his radio checks and keeping her in the loop.

Treasurer

Treasurer Kelly Hensley received via email a draft of the audit. She reviewed it and gave some feedback to the auditors. It will be presented to the Board at the next Board meeting on September 27th.

Village Clerk
Village Clerk Kathy Metzler reported that Trick or Treating will be Sunday, October 30th from 4:00 to 7:00 p.m. The Village will have hayrides as in the past. Check the website for location and times. Please bring canned goods and non-perishables to the hayride for the Avon Food Pantry.

Kathy also reported that all Hainesville Fest thank you notes have been written by Deputy Clerk Roseann Stark. The last thank you note was sent today to Tim at Nesco for the donation of the Nesco Roaster.

IDOT notified the Village that beginning Wednesday, September 14th, left turns from westbound Washington Street to southbound Route 45 will be restricted for about five weeks. They will be completing the subgrade and concrete pavement at the northeast corner of Washington Street and Route 45. A detour will be posted for left turners to follow Almond Road to Gages Lake Road

Mayor
Mayor Linda Soto stated that Hainesville Fest was a big success. She thanked Trustee Derenoski for chairing the event; he utilized the feedback from the survey and all the changes were well received. Mayor Soto was thrilled with the sponsorship that was received, which was over $9,000. The food prices were very reasonable. Food and wrist band sales brought in $1,220. and the total cost to the Village was just under $1,400.

The National Honor Society students were outstanding this year. They worked very hard. Boy Scout Troop 91 offered lowering of the flags next year on 9/11.

Mayor Soto reported that she has met with both the State and County Reps to pursue the Village’s legislative needs. She has also worked with Jim Rock regarding CenCom. A letter has been sent to CenCom with additional questions and they are waiting for a response. We have talked to our State Reps about legislative needs pertaining to new legislation regarding governing EST Boards, if not at the September 27th Board meeting then hopefully at the first October meeting we will have something of impact to report.

Reports of Standing Committees
Finance – Trustee Daley is out of town.

Public Works – Trustee Walkington reported that Jeff Gately was at the EMA conference last week. Jeff will be finishing the wetland mowing and keeping an eye on the crack sealing project. He will also be getting things ready for winter.

Wetlands and Open Spaces – Trustee Duberstein reported that the Wetland Committee met and at the next meeting they will discuss projects for next year. Anyone with suggestions can contact Georgeann. All the plants bloomed well.

Trustee Duberstein reported on BEST. On September 16th the University of Illinois Extension services is having an open house from 7:00 to 9:00. BEST was nominated for the governor’s home town award. They are among the six finalist. BEST distributed $2,700 in donations. If BEST wins, all the towns associated with BEST will get a sign for their Village, which includes Hainesville.

Trustee Duberstein stated that volunteers are needed to prepare the area for a new playground at Round Lake Area Park District on September 21st thru the 23rd. The building of the playground is September 24th.

Community Relations – Trustee Derenoski reported on Hainesville Fest. It was very successful. He thanked everyone who helped with the Fest; Mayor Soto, Kathy Metzler, Jeff Gately, Trustees Walkington, Kriese, Daley, Barrett, Georgeann and George Duberstein, the NHS students, Roseann Stark, Karyn Noble, Kelly Hensley, Anthony Majewski who helped tremendously and Bill Metzler. Trustee Derenoski presented Kathy Metzler with a $50 Wal-Mart gift card for Bill Metzler who was there all day and for all of his hard work at the Fest. Trustee Derenoski gave a special thanks to Jeff Gately for being at the Fest the whole day except when he left for his son’s first football game. Jeff received a $25 Subway gift card.

Trustee Derenoski stated that the Committee will be planning next year’s Hainesville Fest in January. Other events include Halloween and Second Annual Holiday Mixer on December 11th from 2:00 p.m. to 6:00 p.m. Santa will be available for pictures. Shop with a Cop will be left up to the Grayslake Police Department this year.

Business

Awarding of the Bid for the MFT 2011 Crack Filling Project to Behm Pavement Maintenance Inc. for $24,381.13

Trustee Barrett motioned to approve the Awarding of the Bid for the MFT 2011 Crack Filling Project to Behm Pavement Maintenance Inc. for $24,381.13; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Walkington
Absent: Trustee Daley
Motion carried.

An Ordinance Repealing Ordinance 11-8-151 and Authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program

Mayor Soto stated that there were some errors in the original ordinance. This ordinance corrects the original.

Trustee Derenoski motioned to approve an Ordinance Repealing Ordinance #11-8-151 and authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Walkington
Absent: Trustee Daley
Motion carried.
Ordinance # 11-9-152

Trustee Derenoski motioned to adjourn the September 13th, 2011 Regular Board Meeting; seconded by Trustee Walkington.

All in favor say aye, motion carried.

The September 13, 2011 Regular Board Meeting adjourned at 8:40 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

WETLANDS & OPEN SPACES
COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, September 8th, 2011 at 7:00p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 30th day of August, 2011 at 2:30 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

Village of Hainesville
Wetland, Open Space and Woodland Committee
September 8, 2011 Meeting Minutes

Meeting opened at 7:10 pm at the village hall.

Attendees: Georgeann Duberstein, Trustee and committee chairperson, Trustee Gary Walkington, David Criz, George Duberstein, Mike Peterson, Thomas Bergonzini, Dave Coulter

Minutes of the July 7th meeting were read and approved.

Old Business: Congratulations to Mike Peterson for removal of Sandbar Willows at north end of the Misty Hill North Pond.

Mike Peterson reported that the Hainesville Clean Up was successful. The National Honor Society students from Round Lake Area High School and Grayslake Central High School were very helpful.

A list of projects for Public Works was created:

1. Erosion project at the north side of Cranberry Lake
2. Mowing behind Heritage and Brittany, along Hunters’ Way

Mayor Soto prefers that we don’t install posts and chains in Cranberry Lake woodlands.

It was suggested that a note be placed in the village newsletter reminding people who walk the Cranberry Lake path to report dumping to the village.

Russ Kraly, the village building inspector, will issue warnings and tickets to Tall Oak residents who are mowing the conservancy property behind their lot.

Dave Coulter gave an update on stewardship of Cranberry Lake.

New Business: New wood chips are needed for the Cranberry Lake path. We will look in to having community service people or work release people help with the wood chip project because it is so labor intensive.

Next meeting is November 3rd.

Meeting adjourned at 8:09.

Respectfully submitted,

Georgeann Duberstein, chairman

WETLANDS & OPEN SPACES
COMMITTEE MEETING
NOTICE
DATE CHANGE

From: Thursday, September 1st, 2011 at 7:00 p.m.
To: Thursday, September 8th, 2011 at 7:00 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Wetlands & Open Spaces Committee Meeting of the Village of Hainesville Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, date has been changed to Thursday, September 

Hainesville, Illinois

Kathy Metzler RMC, CMC Village Clerk

Posted this 2nd day of August, 2011 at 3:30 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Wetland Business
2.
V. New Business
1. Wetland Business
2.
VI. Input from committee members
VII. Adjournment

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011.

 Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 22nd day of July, 2011 at 11:45 a.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

September 1st, 2011

Meeting called to order at the Village of Hainesville at 10:25 a.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum.

Linda stated that Hainesville Fest was very successful! John stated he couldn’t have done it without the staff, the committee members and the Trustees.

Crown Restrooms were picked up and Veolia never delivered the dumpster. Linda stated that no bad things were said by anyone the day of the fest. She had a lot of positive feedback and that people are interested in having an Oktoberfest. John stated we will start planning in January for Hainesville Fest.

John thought we should keep the rides there till 6:00 p.m. and also have rides for $1.00 per ride. Linda suggested having a half hour gap with tear down before the bands start. John suggested that next year we do tattoo’s and face painting, maybe have a petting zoo, bean bag toss and the euro bungee.

Kathy suggested that all of us make up a list of things that we need to note for next year that we had to run back to the village or public works building for. Linda stated to book Tres Flores right away. She did a great business. Maybe between the bands do a magician or a clown. Linda got feedback from Wally and Gerry who cooked all the hamburgers and the hot dogs that they could have gone longer maybe noon to 4:00 p.m. next year.

Jeff reported that the Legion Hall had $1,100 in beer sales and $970 in food sales. Next year they will do mikes lemonade. John stated that Bill Gentes could have started in the beginning. All the National Honor Society Certificates were completed by Roseann, so thank you Roseann! Linda asked John to call Mr. Barry on what to do with the certificates and John stated he will email him. Kathy reported on the food and money. The poms sold water but didn’t sell as much as they thought due to the day wasn’t that hot out. Discussion took place about the Stage from Round Lake Park District and can we purchase it from them; we will talk to them. If we purchase a stage we will also get a cart to move the stage. Jeff talked about a fork attachment for the truck to move tables etc. it would save him time and labor.

Linda and Jeff talked about having the Holiday Mixer on a Sunday versus a Saturday from 2:00 to 6:00. The date of December 11th was picked out by all. We will find out if Starbucks will donate coffee and hot cocoa and some treats for the Mixer; maybe they could provide kid friendly cookies and hot apple cider also. The layout for the Mixer last year was perfect; we will keep it that same way.

There was some discussion regarding Shop with a Cop. This committee will head the Shop with a Cop along with the police.

Regarding the Halloween hayride we will still collect canned goods for the Avon Pantry. We talked about handing out little items for Halloween, John will buy the items.

The next meeting dates for this committee will be September 22nd, October 6th, October 20th, November 3rd, November 17th and December 8th all at 10:00 a.m. unless John gets a full time job.

We talked about the IML Conference and who is attending. Linda mentioned there are some sessions on the Wind Energy and Historical Information which will be great information for the Village.

The meeting ended at 11:56 a.m.

Respectfully,

Kathy Metzler

PUBLIC SAFETY COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Safety Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, August 30th, 2011.

Hainesville, Illinois

Kathy Metzler

Village Clerk

Posted this 19th day of August 2011 at 11:05 a.m.

AGENDA:

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Public Safety Business

2.

V. New Business

1. Public Safety Business

2.

VI. Input from committee members

VII. Adjournment

PUBLIC SAFETY COMMITTEE MINUTES

Date           8/30/2011
Opened      6:15 p.m.
Present      Trustee Kriese, Trustee Daley, Resident-Mark Typlin

1)  This is the first meeting in approximately 2 years so there are no minutes to approve or Old Business
to discuss.

2)  Future meetings will be held on the fourth Tuesday of each month at 6:15 at the Village Hall.

3)  Trustee Kriese noted that the School's Open signs had been placed around the Village.

4)  Committee projects, at present, include:
a. Researching a solution for the crosswalk at Tall Oak Drive and Hainesville Road.
b. Locating a place of purchase for and purchasing fold up stop signs for the 12 stop lights in the
Village.
c. Investigating a method that will protect bike path users from the steep drop off located east of the
path and approximately 150' south of Washington Street.

Trustee Kriese has contacted Mr. Burke, a LCDOT engineer, regarding the crosswalk and will
have future discussions with him regarding items b and c.

5)  Trustee Kriese indicated that he feels that the purpose of the Public Safety Committee is to educate
the community on safety issues and to deal with the citizens' concerns and question on safety related
issues.

He suggested that we look into sponsoring or co-sponsoring, with appropriate agencies, workshops
on issues such as gangs, safety, and emergency related topics.

Closed 6:50 pm
Submitted by Trustee Daley

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 22nd day of July, 2011 at 11:45 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

August 25th, 2011

Meeting called to order at the Village of Hainesville at 10:08 a.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum.

This meeting is a recap of what is happening on Saturday.

We will be using the roaster pans from Linda, Kevin, Roseann and Kathy. The Crown Restrooms will be delivered on Friday. Clarke is spraying for mosquitoes Friday night. SWALCO will have a tent and we will have two to three honor students to help out at the tent. Russ and Connie Kraly will help out Saturday morning. We talked about selling the leftover food to the American Legion Hall. Brandy Derenoski will help out at the ticket table. We will need three tables, one for the police, SWALCO and Doug Williams. Discussed was the set up for the food tables, tablecloths etc. We will make Handicap signs, Event Staff Parking Only signs, No Alcohol Beyond This Point and menu’s. We will have 15 bags of ice, Jewel donated some and then we have a gift card to purchase more if needed. Linda will call Bob with the Daily Herald regarding the press release and the sponsorships. We talked about what areas will be roped off.

The meeting ended at 11:50 a.m.

Respectfully,

Kathy Metzler

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
August 23, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the August 9th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the August 2011 Bills Payable for $59,429.55
3. A Motion to Approve the July 2011 Financials
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Cranberry Lake Buckthorn Abatement Power Point – Presented by Jim DeNomie
2. Chicago Honor Flight Power Point for Ted Mueller – Presented by Mayor Linda Soto
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 19th day of August 2011 at 11:00 a.m.

August 23rd, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:06 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 Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler and Deputy Clerk Roseann Stark

Absent: Trustee Derenoski, Treasurer Kelly Hensley, Building Official Russ Kraly, Public Works Superintendent Jeff Gately, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

The Mayor stated that Trustee Derenoski was excused from the meeting tonight. He had a surprise visit from his parents today who are from New Jersey and they will be staying to enjoy Hainesville Fest.

Agenda Approval
Trustee Duberstein motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Public comments:
Amy Knutson-Strack, Hainesville, IL 60030 – questioned the Board regarding the Hainesville Road Bike Path Extension. In August, 2006 she was on the Bike Path Committee and five years later it is still not completed. Mayor Soto explained that the pre-construction meeting recently took place and they will be starting the work. The Mayor stated there is a snag with a Nicor gas line. LCDOT is heading this project and our Village Engineer is working with them. Amy Knutson-Strack noted that when she was working with LCDOT and Avon Township in 2006 and 2007 they were extraordinarily cooperative. It was her hope five years ago that, as on our website, as living in Hainesville that we would continue to have a long tradition of commitment to the “Quality of Life” of this Village which would include walking paths, bike paths and we don’t have one fully completed; what will we do with Route 120 or 134. The Mayor stated that those are state and county roads but we have LCDOT’s attention along Hainesville Road and Washington. Route 120 and Route 134 are different because IDOT is hard to communicate with. Mayor Soto also stated that she will be meeting with Suzi Schmidt to address several issues such as Route 120 as far as traffic, bike paths and walking paths. Also, there is a need for an intersection improvement at Route 120 and Hainesville Road. The Mayor should have more to report after the meeting.

Trustee Daley added that the Board was frustrated with various roadblocks from the owner of the Walgreens property in trying to secure an easement. Our Public Works is mowing and plowing the bike path because the County can’t do it due to limited resources. Amy stated that she doesn’t know what happened between the Village and the County and IDOT because they had a positive relationship. Mayor Soto stated that the Village still has a positive relationship however the County and IDOT have had severe budget challenges and major cuts made.

Trustee Duberstein reiterated that the delay was not on the Village’s part at all it was the land owner of Walgreen’s. Amy stated that for the residents until it is fixed it still rests.

The Mayor is also asking for the speed limit to be studied and changed on Hainesville Road. The speed limit between Route 120 and Rollins goes from 40 to 30 to 35 and back to 30.

Omnibus Vote Agenda
1. A Motion to Approve the August 9th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the April 2011 Bills Payable for $59,429.55
3. A Motion to Approve the July 2011 Financials

Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Kriese, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Derenoski
Motion carried.

Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto reported that Hainesville Fest is this Saturday. An event program was mailed with the Utility Bills as well as to the townhome residents and businesses.

Trustee Duberstein reminded everyone to bring lawn chairs to the afternoon concert.

Our long time Contractor Dave Schultz, who is head of the Village’s snowplowing, was working in the Village on Friday and stepped into a bee’s nest and got 47 bee stings. He is back in the hospital with some complications and the Village wishes him well.

Reports of Standing Committees
Wetlands and Open Spaces – Trustee Duberstein reported that the next Committee meeting will be on September 8th.

She also stated that she attended the BEST meeting and they are looking for community service sites. These teens would need supervision; they are first time offenders. There is also a farmer’s market at Murphy School on Saturday. There is a new playground being built at the Sports Complex in Round Lake Beach on September 21, 22 and 23, which they need volunteers and then they will actually build it on the 24th.

Trustee Duberstein also stated that there was a speaker from the Job Center of Lake County and the CLC office deals with unemployment issues but the Waukegan office deals with entry level, professional and technical positions. They will help with your resume and cover letter.

Public Safety – Trustee Kriese reported that the next Committee meeting will be Tuesday, August 30th at the Village Hall. Enter through the back door.

Trustee Barrett presented the Village with a Nesco roaster from one of his customers. Mayor Soto asked for their address so a thank you can be sent. Trustee Barrett will provide the address. Mayor Soto asked if he would help with the cooking at the Fest, however, Trustee Barrett stated that he is unsure because his son has his first football game.

Business
Cranberry Lake Buckthorn Abatement Power Point – Presented by Jim DeNomie

Mayor Soto introduced Jim DeNomie resident of Tall Oak Drive. Mr. DeNomie presented a PowerPoint presentation on the Cranberry Lake Buckthorn Abatement and restoration. He stated that most of the photos were taken in 2004 and 2006 prior to the abatement.

The Power Point was presented.

Dave Coulter of Native Restoration added comments about Cranberry Lake.

Chicago Honor Flight Power Point for Ted Mueller – Presented by Mayor Linda Soto
Mayor Soto explained that she and Ted Mueller have always worked together in government as Trustees. This summer Ted Mueller, former Mayor of Hainesville, took part in the Chicago Honor Flight to Washington D.C. Ted served on the USS Plunkett during WW II. The Village sent a letter and a picture to greet him on the mail call on the way home on the plane ride.

Ted explained that the Honor Flight was started 7 years ago to get all WWII veterans to Washington D.C. to visit the WWII Memorial. It costs $500 per veteran and they accept donations from everyone but the veterans.

The PowerPoint was presented.

Mayor Soto added that the Village will provide a link to a YouTube which shows the Veterans returning from Washington D.C. The Chicago Police and Fire Bagpipes perform together. Mayor Soto stated that the sound is phenomenal and the amount of people there to greet them is unbelievable. Mayor Soto also stated that Ted was the spryest and best looking veteran in the bunch. Ted thanked the Mayor for doing the PowerPoint.

Trustee Duberstein stated that the Great Age Club will be meeting on September 13th at 2:00 p.m. They will have someone from the Lake County Forest Preserve to talk about the history of Fort Sheridan. The Club is open to any Hainesville resident who is 62 or better or anyone in their family.

Trustee Walkington motioned to adjourn the August 23rd, 2011 Regular Board Meeting; seconded by Trustee Kriese.
All in favor say aye, motion carried.

The August 23, 2011 Regular Board Meeting adjourned at 8:15 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011. 

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 22nd day of July, 2011 at 11:45 a.m.

 AGENDA:

 I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

August 18th, 2011

Meeting called to order at the Village of Hainesville at 10:16 a.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum.

Linda spoke to Jeff Barry about the Grayslake Honor Students being able to help out at the fest. Doug Williams with Youth Build American would like to have a table at the fest which is nonprofit so there will not be a fee.

Received John Derenoski s Health Department copies and also Handmade Specialties. It was discussed that we will need three buckets for plain water, soap and bleach water. We still need a copy of Tres Flores and the American Legion Halls Health Department certificates which John and Jeff will handle.

Linda talked with Phil from Wine Knows and he is doing his monthly newsletter to his customers about his beer and wine selection and he will add a blurb about Hainesville Fest. We talked about the website and having the sponsors logos on the left hand side. It was also mentioned that Michael Carbone wants a table and will be in to pay his fee.

Minutes were approved for August 4th, 2011.

It was discussed that we want to rent a true shade for over the stage and over the food area; the tent area is 20 x 20. Discussion took place regarding the PA system.

We will need two roaster pans for the hamburgers and hot dogs. One chafing dish for the buns and we will get the propane tanks filled up at Ram Rental.

We need to know what color wrist bands the American Legion Hall will be using. We will use blue wrist bands for the kids attractions and white wrist bands for Wine Knows. Orange tickets for the free hot dog meal, white tickets for the kids $2.00 meals and yellow tickets for the adult $3.00 meals. We will inventory the numbers on the tickets so we will know how many of what was sold. The American Legion Hall will sell burgers, brats and hot dogs after we are finished selling our meals.

The following are volunteer schedules; Gerry Daley 2 hours, Wally Kriese will be getting the ice and Georgeann Duberstein will get the lotto tickets for the Bingo Tent. Wally Kriese, John Derenoski, Jeff Gately and Bill Metzler will be cooking the hot dogs and hamburgers. Linda Soto and Kathy Metzler will go where needed, Roseanne Stark and Karyn Noble will work the ticket booth. John Derenoski will call the amusement company and order another tent which Jeff and John will set up at 8:00 a.m.

Two signs will be made; one for the ticket sales and one thanking the sponsors. We will do streamers and balloons for the gazebo which is the ticket booth.

The meeting ended at 11:43 a.m.

Respectfully,

Kathy Metzler

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 22nd day of July, 2011 at 11:45 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Meeting Minutes

 for August 11th 2011

Attendance:

John Derenoski

Jeff Gately

Linda Soto

Meeting Was Called to Order at 10:14 am

Matters of Hainesville fest Were Discussed.

Final Preparations were discussed such as picking up the stage for the performers, decorations and schedule for the Fest. Linda presented a final draft for the pamphlet to go out in the water bills.

Jeff talked about the pickups and the distribution of the materials needed like tables, tents and chairs.

Meeting was adjourned at 11:30

John Derenoski

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, August 10th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 2nd day of August, 2011 at 10:00 a.m.

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
August 10, 2011
Opened 6:30pm

Present: Jeff Gately, Gary Walkington, Walter Kriese and Terry Grom.

Business.
Terry Grom reported that the pump at the Lisk Drive lift station just had a rock stuck in it. The pump was pulled and fixed on site. There was no need to rebuild the pump at this time.

The photocell on top of the water tower is bad and needs to replaced. The cost is about $300.00. Terry will get it ordered asap.

Over the summer all of the fire hydrants were checked and oiled as necessary. The system will be flushed this fall.

The Public Works Committee is researching work order request forms for the Village. There have been issues with contractors performing work in the Village that Public Works is not aware of. This will enable Public Works to be informed of what is going on and where. It will also help in the budgetary Dept. Any contractor will be required to pick up an approved work order before any work can be performed.

Adjourned 7:15pm

Respectfully Submitted
Jeff Gately

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

August 9th, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the July 26th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the August Bills Payable for $166,259.40

H. Reports and Communications from Mayor and other Officers:

1. Mayor

2. Clerk

3. Treasurer

4. EMA Coordinator

5. Building Official

6. Public Works Superintendent

7. Attorney

8. Village Engineer

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. A Resolution Honoring Paul Rateike’s 80th Birthday

2. LCDOT Update on the Bike Path

3. An Ordinance Authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program

4. A Resolution to Appropriate $50,000 of MFT Funds for 2011 Crack Filling Project

K. Executive Session

1. Executive Session Six Month Review

2. Probable Litigation

3. Personnel

4. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 5th day of August 2011 at 11:45 a.m.

August 9th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:10 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, Kriese, Duberstein, 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, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Barrett

Establishment of quorum

Mayor Soto stated that Trustee Barrett is not present, we are waiting on him. He has been away on vacation and wasn’t sure if he would be back in time. We haven’t gotten an updated report but it is fair to say he is enjoying his vacation.

Agenda Approval
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett

Mayor Soto recognized Paul Rateike who had his 80th birthday on Sunday. The Mayor stated that she is proud and happy that she appointed him the Plumbing Inspector for the Village in 1999, a job he still holds. Birthday cake was served.

There were no Public Comments.

Omnibus Vote Agenda
1. A Motion to Approve the July 26th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the August 2011 Bills Payable for $166,259.40
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto reported that the adult mosquito spray will be done on Thursday evening again.

Mayor Soto stated that the movie Green Fire was shown at the last meeting and was disappointed that more people didn’t attend. It will be shown again at the University Center at CLC in September. She will let everyone know the date. A Representative from the University Center will be attending a future Board meeting to talk about the services they provide.

At the next Board meeting there will be two short films. One is a presentation by Jim DeNomie on the restoration transition of Cranberry Lake. The second is a power point of Ted Mueller’s recent trip on the Chicago Honor Flight. Popcorn will be served.

Mayor Soto also stated that she has been on vacation and will be out the rest of the week. She recently brought her oldest son to college.

Clerk
Village Clerk Kathy Metzler stated that she has been busy with Hainesville Fest and posting minutes on the website. She will not be emailing the minutes to the Trustees as she has done in the past, the minutes that she has are all on the website, and she is waiting for a few sets of committee meeting minutes.

Treasurer
Trustee Daley stated that the audit took place this week. If all goes well the results of the audit will be presented at the second meeting in September.

EMA Coordinator
EMA Coordinator Mike Benko stated that school will be opening soon so everyone should be careful. He will be calling the school to say hello and see if they have their preparedness plan in order.

Mayor Soto commended Mike stating it was nice to receive an email from Mike regarding the storm that was on its way on Sunday which she did get caught in.

Building Official
Building Official Russ Kraly stated that you have his monthly report and the two pages that list recently issued tags and follow ups.

Mayor Soto stated that Russ has been out aggressively observing things that are being overlooked by homeowners. He has been issuing warning tags which are yellow and he has also red tagged a few homeowners. The Village will be aggressive because there have been a lot of violations with people not taking care of their properties. The Village is sympathetic to the hard times but some of these things are inexcusable.

Trustee Kriese commented that he and his wife were cleaning up the front entrance on Big Horn and a resident stopped by and was complaining about the weeds. He asked if the Village has looked into a mass contract with, for example, Tru Green for a discount. Mayor Soto stated that is normally done through the Associations. There is an ordinance that if weeds or grass exceeds 8 inches they will have to mow or be fined. The Village can also mow and lien the property but that is only done in drastic measures. There are residents who do not believe in putting down weed control and the Village cannot force them to.

Village Attorney Jim Rock agreed with the Mayor. He stated that is best left to individuals and not through the Village. Groups of neighbors can get together to get a better deal.

Trustee Kriese asked if it would be a conflict of interest if he wanted to do this. Jim Rock stated it is not a conflict of interest if he lets it be known he is doing it as a resident not as a Trustee.

Trustee Duberstein stated that the back of the State Farm property is a mess. Russ Kraly stated he has spoken to the owner and it should be taken care of this week. Trustee Duberstein also stated that the property along Route 134 needs to be weeded. Mayor Soto stated that when she is back from vacation she and Jeff will meet about this.

Public Works Superintendent
Public Works Superintendent Jeff Gately stated that he has been field mowing. They cut the east side of Cranberry Lake and did what he could on the west side towards the well house. They just finished the fence line along Washington Street; the trees were cut down that were growing up against the fence. He also reported that during the last storm the Village fared better. There was a little street flooding which has been rectified.

Village Attorney
Attorney Jim Rock reported that he developed the ordinance on the agenda authorizing the Village to borrow funds from the IEPA for the extension of the Route 120 watermain. He has also been working with property owners on the Route 120 easement for the purpose of the watermain extension. He has also been working on CenCom issues.

Village Engineer
Village Engineer Greg Gruen reported that the bid package for the crack filling program has been completed. This includes Union Square, Deer Point and also Fairlawn and Pineview areas. As part of expending MFT funds a resolution has to be passed which is on the agenda for tonight for $50,000. The bids should be available for the September Board meeting. The bids will be due on August 30th.

Greg also stated that the Village is out to bid on the Route 120 watermain extension and the North Street watermain extension. Those bids are due on September 15th.

Reports of Standing Committees
Finance – Trustee Daley covered his report under the Treasurer’s Report.

Public Works – Trustee Walkington stated that he spoke with Greg and Jeff regarding getting bids to seal and stripe the parking lot.

Trustee Daley asked if the connecting lot to the Public Works building will be blacktopped. Jeff Gately suggested blacktopping next spring so the gravel settles over the winter.

Public Safety – Mayor Soto stated that Trustee Barrett was not present nor did she or the Clerk get a message or a report from him. Mayor Soto stated that she wants to make some statements on Public Safety. She had an inquiry recently about the Public Safety Committee issues and has been concerned about it for some time. She reviewed the agenda and minutes from the April 26th Board Meeting. At that meeting Village Attorney Jim Rock and the Mayor made it clear and covered what is stated in the code regarding Standing Committees, which includes Public Safety, and as to how often they should meet and other protocol. There have not been any Public Safety meetings this year, none have been set nor has our new Trustee that was assigned to the Committee been acknowledged. The Mayor has been disappointed and has tried to handle this behind the scenes but feels this has to be brought out in a public forum. The inquiry was in regards to the minutes and agenda on the website. There are no Public Safety minutes beyond 2009. The meeting dates that were scheduled for 2010 were cancelled and removed at the Mayor’s order by the Clerk because the posted meeting dates would come and no one would show up and there was no proper notice of cancellation given. The Mayor is concerned because the Public Safety Committee is to review and research future needs and/or changes in Public Safety issues. It is neither a police commission nor a patrol position; that is left to other agencies. There was a task assigned to Public Safety Committee to research and get fold down stop signs for the traffic lights, which would have come in handy during the recent power outages particularly on the west end of town. Also, the Mayor stated that Mike Benko brought up the fact that school will be back in session. In the past the Public Safety Committee always made an effort to secure and post the Slow Down and Watch Your Speed signs on the speed limit signs through our town when it was school bus time.

Mayor Soto announced she feels it is appropriate to appoint a new Chairperson at this time, Trustee Walter Kriese. As was discussed in the past, this would take place if Public Safety meetings could not be planned and held in a timely manner. Mayor Soto gave Trustee Kriese his first assignment to track down the “Back to School, Slow Down” signs. Jeff Gately stated that he has a resource for the signs. Mayor Soto went through the school opening dates. She will check on the Round Lake schools because she has not received any information as to their start date.

Wetlands and Open Spaces – Trustee Duberstein stated that the Great Age Club just had a guest speaker on” How to Appeal your Unappealing Real Estate Taxes”. This meeting was videotaped and is on YouTube.

The Garage Sale was a huge success with 85 participants and 30 families who donated leftovers to the Salvation Army. She thanked Roseann for putting the ads in the paper and for copying the maps and addresses. She also thanked Jeff for putting out the signs. Trustee Duberstein stated that is was suggested that next year we use bigger signs.

Trustee Duberstein stated that she is a representative to BEST, Bringing Everyone’s Strengths Together. There will be a barbeque at the Lake County Fairgrounds on Saturday August 13th from 10 a.m. to Dusk. It is run by the University of Illinois Extension Service. Proceeds go to the 4-H members in the community. There will be entertainment and food.

Trustee Duberstein stated that she and George were out weeding some entrances. She thanked Trustee Kriese and his wife for helping with the Big Horn entrance.

Community Relations – Trustee Derenoski reported that sponsorship for Hainesville Fest is up to $8,900. He ordered the T-shirts with the sponsor’s names from ArtRageous. There will be a Committee Meeting this Thursday. Trustee Derenoski announced all the sponsors. He also reported that the ticket booth and the sale of the value bracelets will be in the gazebo. Mayor Soto stated that all sponsors will be recognized and that there are different levels of donations.

Mayor Soto thanked Trustee Derenoski for his hard work.

Business
A Resolution Honoring Paul Rateike’s 80th Birthday

Mayor Soto read the resolution honoring Paul Rateike on his 80th birthday.

Trustee Derenoski motioned to approve a Resolution Honoring Paul Rateike’s 80th Birthday; seconded by Trustee Daley.
Paul Rateike thanked the Mayor and the Board.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.
Resolution #R11-8-57

LCDOT Update on the Bike
At the last meeting a resident questioned when the bike path would be started. Mayor Soto stated that she spoke with LCDOT. They have gone out to bid and it has been awarded. There is a pre-construction meeting on Thursday at 1:00 p.m. and Greg Gruen will be at the meeting. The Mayor added that construction should start shortly.

An Ordinance Authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program
Mayor Soto stated that this is how the Village will be doing the Watermain Improvement. This authorizes the Mayor to sign the loan.

Trustee Duberstein asked the interest rate. Village Engineer Greg Gruen stated that it is 2 ½%. She also asked what revenue would be used. Greg stated the monthly water bills will be used to pay off the loan. Greg Gruen went over the location of the project.

Trustee Derenoski motioned to approve An Ordinance Authorizing the Village of Hainesville to Borrow Funds from the Illinois Environmental Protection Agency Public Water Supply Loan Program; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.
Ordinance # 11-8-151

A Resolution to Appropriate $50,000 of MFT Funds for 2011 Crack Filling Project
Trustee Daley motioned to approve a Resolution to Appropriate $50,000 of MFT Funds for 2011 Crack Filling Project; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.
Resolution #11-8-58

The Regular Board Meeting recessed at 7:55 p.m. to enter into Executive Session.
Trustee Derenoski motioned to go into executive session for the purpose of executive session six month review of minutes; Trustee Duberstein seconded the motion.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Trustee Daley motioned to enter back into the Regular Board Meeting at 8:10 p.m.; seconded by Trustee Walkington.
All in favor say aye, motion carried.

To Vote on once out from Executive Session:

Trustee Daley motioned to approve and release the Executive Session Meeting Minutes as recommended by the Village Clerk’s memo dated August 9, 2011; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Daley and Walkington
Absent: Trustee Barrett
Motion carried.

Trustee Derenoski motioned to adjourn the August 9th, 2011 Regular Board Meeting; seconded by Trustee Kriese.
All in favor say aye, motion carried.

The August 9, 2011 Regular Board Meeting adjourned at 8:12 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, August 9th, 2011 at 6:00 p.m.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 2nd day of August, 2011 at 10:00 a.m.

AGENDA:
1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

FINANCE COMMITTEE MINUTES FOR 8/9/11

The meeting was called to order at 5:55 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski; Trustee Georgeann Duberstein, and Treasurer Kelly Hensley, Village Attorney Jim Rock

The minutes of 7/12/11 were accepted.

Questions on Bills Payable August 2011:

1. Concern was expressed about the bike path award, but it was confirmed that we budgeted more than the contract called for.

2. Public works’ lunches at Emil’s were questioned. Detailed receipts are needed. Jeff was asked to provide details by the end of the week.

August bills were approved.

Our Collateralization Investment Policy Agreement was discussed. First Midwest Bank, which uses Bank of New York as its collateral bank, insists we use their collateral form. We will attach our own collateral ratio chart from the Village of Hainesville Investment Policy

First Midwest Bank will begin charging fees for direct deposits, etc. The fees would be $194 for July and interest would be approximately $30 per month. We are willing to give up interest for now, but want to be able to change this if interest rates increase.

Mayor Soto came into the meeting at 6:40 pm. She let us know that she and Jim are working on dispatch plans with CenCom and Glenview (Grayslake police department’s dispatchers).

She also gave a brief presentation about Russo Equipment.

The meeting was adjourned at 6:57 pm.

Respectfully submitted,

Georgeann Duberstein

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011.

 Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 22nd day of July, 2011 at 11:45 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

August 4th, 2011

Meeting called to order at the Village of Hainesville at 10:08 a.m.

 In attendance were Mayor Linda Soto via phone, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum

The July 28th, 2011 Committee Meeting Minutes were approved as amended.

Linda gave an update about Wine Knows . He will serve wine by the class a from 4:00 p.m. to 9:00 p.m. He also sells upscale fancy beers and would like to sell them also. He doesn’t want to have a conflict with the Legion Hall but he would like people to know that he does sell these beers also.

John stated currently we have received $8,650 in sponsorship monies.

John spoke to Tres Flores Funnel Cakes and they are confirmed.

We finally received the dram shop insurance from Douglas Williams for the American Legion Hall.

Kathy showed the Hainesville Fest Flyer that Linda has been working on which will be mailed with the utility bills. Discussion took place regarding the flyer.

Linda will email Greg Tonkery who is a Boy Scout leader to see if they are interested in participating as a vendor.

John still has no response from the armed forces in neither Lindenhurst nor the Navy in Round Lake.

Discussion took place regarding if we have a stage commitment or not and the cost of purchasing a stage for future events. He has a quote of $2,589.00 which includes freight. This is for 5 sheets of 4 X 8 which is a 20 X 40 stage and 8 inches off the ground.

Kathy will do a press release for the Lake County Journal and Ro will post information on the Grayslake Patch looking for vendors. Linda will contact the Daily Herald to have them do an interview that day.

John is working with Artrageous on the T-Shirts regarding the big sponsors logos. Linda suggested that we do something different so it doesn’t look the same as last years.

Kathy hasn’t signed up for Sam’s Club yet. We are going to purchase the buns and other fresh items closer to the day of the fest. These items will be kept at the Village Hall due to it is cooler than the PW building. We are looking at 300 hot dogs and hamburgers, 400 bags of variety pack chips, 3-4 containers of kool aide fruit punch and Arnold Palmer, 4 packages of ketchup, relish etc and 2 packages of just ketchup. Also, pickles, spears or halves and we will have a jug of water. Paper plates, no foam plates or cups and packets of silverware.

Discussion took place regarding a portable PA system and the bands will also have their microphones.

Linda did call some of the past arts & crafts participants to see if they were interested in this year’s fest.

Jeff will handle the signs for the fest and the sponsorship banner. We will have a generic sign that says “tickets here” for the gazebo and balloons to attach that day.

Linda would still like to do some type of door prizes. Discussion took place regarding the Great Age Club and give lottery tickets to winners over 18 years of age. John will talk to Georgeann about the Bingo Tent. Linda would like to see a poster on an easel stating this is what the Great Age Club is and what they have done in the past year and also to include some pictures.

The meeting ended at 11:00 a.m.

Respectfully,

Kathy Metzler

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 28th, August 4th, August 11th, August 18th, August 25th, and September 1st 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk
 

Posted this 22nd day of July, 2011 at 11:45 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

July 28th, 2011

Meeting called to order at the Village of Hainesville at 10:04 a.m. 

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum

The July 26th, 2011 Committee Meeting Minutes were approved.

Discussion took place regarding the dollar amount for the donations. Recent ones include Village Veterinarian $50 and Dave Schultz -Boomerball $1,200.

John spoke to Tres Flores Funnel Cakes and they should be available but will need a water supply. They do have a 200 ft. hose but we need to get back to them about the water supply so we can get the date confirmed and get a contract from her. He also went to Wine Knows regarding their liquor license which Linda will follow up with.

We spoke about the need for a 20 yard dumpster which Kathy will talk to June from Veolia about.

John requested 20 park benches and 15 trash cans from the Grayslake Park District.

Kathy will call Kendra from the Grayslake Park District and get a copy of our application.

Jeff asked if we could send a vendor application to Diane Barrett. Kathy will email one to Kevin and put one in his mailbox.

Linda will call the past Arts & Crafts participants to see if they are interested in participating in this year’s fest. Linda will also follow up with Homemade Specialties.

 The meeting ended at 10:40 a.m.

Respectfully,

Kathy Metzler

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, July 26th, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 6th day of July, 2011 at 3:00 p.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

July 26th, 2011

Meeting called to order at the Village of Hainesville at 6:15 p.m.

In attendance were Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum

The July 21st 2011 Committee Meeting Minutes were approved.

Mayor Soto spoke about two programs that SWALCO can sponsor; either athletic shoes for recycling or collect gently worn shoes for people who need shoes.

John reported on a quote he received from Clowning Around Celebration for funnel cakes etc. and the fee just for them to set up at our fest is $1,900. John also called Tres Flores Funnel Cakes out of Waukegan for funnel cakes and lemonade and she is available that day. Discussion took place regarding her prices. Linda stated that she spoke to Russ Kraly about his group, the Knights of Columbus, are thinking about selling roasted corn.

We have $7,400 in donations to date and it was discussed what we would want to spend a little extra money on. It was suggested up the tee-shirt budget and think about purchasing a stage and a classy tent to cover the stage. Linda also stated that she is big on giveaways.

We found the tickets and the wrist bands and stated that we will use the blue ones for the rides and the American Legion Hall will supply their own. We are not selling individual tickets.

Kathy spoke about putting the article on the website regarding the clubs selling items. Linda spoke about taking the Mayors Welcome Message off the website and making that spot for “feature articles”

Jeff and Linda spoke about the Poms and NHS emails bouncing back and Linda will make some phone calls.

The meeting ended at 6:45 p.m.

Respectfully,

Kathy Metzler

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
July 26th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the July 12th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the July 2011 Bills Payable for $70,689.66
3. A Motion to Approve the June 2011 Financials
H. Mayor – Announcements
I. Standing Committee – Announcements
J. Business
1. Green Fire Movie – Presented by Trisha Steele
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment
Agenda posted this 22nd day of July 2011 at 10:40 a.m.

July 26th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:06 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark and Public Works Superintendent Jeff Gately

Absent: Building Official Russ Kraly, Treasurer Kelly Hensley, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Public comments:

Margaret Bucich,  Hainesville, IL 60073 – asked about the status of the bike path. The date seems to keep getting pushed back. Ms. Bucich asked the Board for a confirmation date as to when the work will be started. Mayor Soto explained that the project is in the hands of LCDOT. They will not commit to a specific date just sometime in July. The Mayor stated that she will give LCDOT until July 31st and then if there is no response they will receive a letter and phone call from the Village. The Mayor will ask for a written response as well as having a representative present at the August 9th Board Meeting, to let us know the status. There have been delays because of the wet spring and the State of Illinois’ funding.

Ms. Bucich stated that the situation is dangerous because people are having to walk on the street. Mayor Soto encouraged Ms. Bucich to call Paula Trigg at LCDOT. The Mayor will follow-up on this issue.

Agenda Approval
Derenoski motioned to approve the agenda as presented; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Omnibus Vote Agenda
1. A Motion to Approve the July 12th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the July 2011 Bills Payable for $70,689.66
3. A Motion to Approve the June 2011 Financials

Trustee Walkington motioned to approve the Omnibus Vote Agenda items as presented; seconded by Trustee Daley.
Trustee Kriese questioned the Chris Electric invoice from the July 2011 Bills Payable. Mayor Soto removed the July 2011 Bills Payable for $70,689.66.
Trustee Walkington amended the motion to table item #2 under the Omnibus Vote Agenda; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Items removed from the Omnibus Agenda if any:
Trustee Kriese asked about the Chris Electric bill for $987.02. He wanted the billing details on that item. Mayor Soto stated that the Treasurer was not at the meeting due to a medical appointment. The Mayor asked that if an item is in question please contact the Treasurer prior to the Board Meeting.

Trustee Daley motioned to approve the Bills Payable excluding that line item; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried

Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto thanked everyone for their patience and cooperation during the storm recovery and heat wave and no one got hurt. She is proud of the way the Village responded to the residents.

Jim DeNomie, a resident on Tall Oak who backs up to Cranberry Lake, has taken pictures of Cranberry Lake before restoration and what it looks like today. The show stopping power point is very impressive and will be shown at the second meeting in August. At that meeting Ted Mueller’s Honor Flight pictures will also be shown and they are also on YouTube.

Reports of Standing Committees
Community Relations – Trustee Derenoski stated that to date the sponsorship amount is $7,400. The initial budget was $10,000 so the cost is just under $3,000 for the entire fest. This is before ticket sales and picnic sales are collected. The Committee hopes to make the Fest a cost neutral event.

Public Works – Public Works Superintendent reported that after the blizzard the Village applied for the reimbursement grant because Lake County was declared a disaster area. The Village has been awarded $27,365. by September 17th. Also with this last storm, Lake County was declared again a disaster area and the Village has applied for reimbursement of funds in the estimated amount of $12,000.

Wetlands and Open Spaces – Trustee Duberstein reminded everyone that this weekend is the Village wide garage sale. There are 70 families signed up which is a record.
The Great Age Club is meeting on August 2nd, at 2:00 p.m. and the speaker is presenting How to Appeal your Unappealing Property Tax.

Business

Green Fire Movie – Presented by Trisha Steele

Mayor Soto stated that the Village has this opportunity to have this film being shown here for free. Mayor Soto introduced Trisha Steele, a resident of Highland Lake.
Trisha Steele, a member of the Aldo Leopold Foundation, introduced the film Green Fire. The movie is about Aldo Leopold, his life and the evolution of his conservation ideas.
The movie “Green Fire” was shown. Due to copyright rules the tape recorder and the videotaping of this movie was prohibited .

Mayor Soto thanked Trisha for her time and for bringing this wonderful film to the Village of Hainesville; it was enjoyed by all.

Trustee Derenoski motioned to adjourn the July 26th, 2011 Regular Board Meeting; seconded by Trustee Barrett.

All in favor say aye, motion carried.

The July 26, 2011 Regular Board Meeting adjourned at 8:45 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 10:00 a.m. on Thursday, July 21st, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

Posted this 19th day of July, 2011 at 9:00 a.m.

AGENDA:

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

Community Relations Committee Meeting

July 21st, 2011

Meeting called to order in Mayor Linda Soto’s office at 10:05 a.m.

In attendance was Mayor Linda Soto, Trustee John Derenoski, Public Works Jeff Gately and Clerk Kathy Metzler.

Establishment of quorum

Mayor Soto announced that we have received sponsorship from Ancel Glink, Veolia, Martin Services and Strang Funeral Home. Another sponsorship mailing went out yesterday.

John is still trying to connect with Glunz if they will have a booth or not. Jeff is going to the VFW today to drop off the Liquor License Application and to confirm that we would like them to sell hot dogs and hamburgers in the evening.

Discussion took place regarding the layout and we are going over to the park after our meeting to decide the layout. Linda will discuss with Chief McCutcheon the police area to keep clear and to have two to three handicap parking spaces.

Linda has tried to contact the Grayslake National Honor Students by email and it was returned. She will call a counselor that she knows to see if she can get a contact person for the NHS.

Kathy will email Shannon from the Round Lake Chamber to see if she has any contacts for the Army and lemonade vendors. Kathy suggested videotaping parts of the fest and put it on our website so that people will see what took place if they were unable to attend.

Jeff will check into the colored bracelets for the rides and for the VFW showing that people have been carded. We did decide on No Glass Bottles allowed in the park. Also thinking about door prizes. Discussed having the clubs selling water, maybe doing a bake sale or doing games and they get to keep the proceeds and this will be placed on the website. Kathy will get a Rubbermaid container to put the filled popcorn bags in for passing out.

The next meetings are scheduled for Thursdays, July 28th, August 4th, 11th, 18th, 25th and September 1st all at 10:00 a.m.

We all left at 11:40 a.m. to go over to the park to discuss the layout. The meeting ended at 12:20 p.m.

Respectfully,

Kathy Metzler

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, July 13th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 28th day of June, 2011 at 1:00 p.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
July 13, 2011

Meeting cancelled. Public Works Supt Jeff Gately is on vacation.

Respectfully Submitted,

Jeff Gately

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, July 12th, 2011 at 6:00 p.m.

 Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 28th day of June, 2011 at 1:00 p.m.

AGENDA:

1) Roll call
2) Establishment of Quorum
3) Approval of Minutes/Agenda
4) New Business
a) Finance Business
b)
5) Old Business
a) Finance Business
b)
6) Adjournment

FINANCE COMMITTEE MINUTES FOR 7/12/11

The meeting was called to order at 6:02 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski;, Trustee Georgeann

Duberstein, and Trustee Walter Kries.

The minutes of 6/14/11 were accepted.

There were no questions on Bills Payable June 2011.

June bills were approved.

Staff raises were discussed. It was decided that we would recommend no increases this year.

Georgeann will check with other villages on salaries, benefits, hours and duties.

Gerry left the meeting at 6:14 pm and returned at 6:15.

The auditors will be here in August. This is the third and final year of the current contract. We will try
to negotiate less or may look for a new firm.

Many of the recommendations that the auditors have made to reduce risk of problems have been
implemented, such as different cash handling processes. Some of the suggestions were not
appropriate for our small village.

We discussed the IT help we are getting from Noah. We are concerned about cost vs. performance.

The meeting was adjourned at 6:30 pm.

Respectfully submitted,

Georgeann Duberstein

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

July 12th, 2011

Amended on 7/9/11 for Payables

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the June 28th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the July 2011 Bills Payable for $62,277.12

3. A Motion to Approve the May 2011 Financial Statements

4. A Motion to Approve Elmwood Pay Request #1 for $24,088.50

H. Reports and Communications from Mayor and other Officers:

1. Mayor

2. Clerk

3. Treasurer

4. EMA Coordinator

5. Building Official

6. Public Works Superintendent

7. Attorney

8. Village Engineer

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. CenCom/911 Call Routing

K. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 9th day of July 2011 at 6:15 p.m.

********************************************************************************************************************************************************* 

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

July 12th, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the June 28th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the June 2011 Bills Payable for $62,277.12

3. A Motion to Approve the May 2011 Financial Statements

4. A Motion to Approve Elmwood Pay Request #1 for $24,088.50

H. Reports and Communications from Mayor and other Officers:

1. Mayor

2. Clerk

3. Treasurer

4. EMA Coordinator

5. Building Official

6. Public Works Superintendent

7. Attorney

8. Village Engineer

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. CenCom/911 Call Routing

K. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 8th day of July 2011 at 10:30 a.m.

                                                             July 12th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 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, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Treasurer Kelly Hensley and Public Works Superintendent Jeff Gately

Establishment of quorum

Agenda Approval
Trustee Walkington motioned to approve the agenda as presented; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayor Soto announced that our former Mayor, Ted Mueller, recently took part in the Chicago Honor Flight for World War II Veterans. The Village sent a letter and photo which was part of the mail call on the flight. Mayor Soto invited Ted to step to the microphone and share some information about his day.

Public comments:
Ted Mueller described the Honor Flight. It began at Midway Airport and once in Washington D.C. the Veterans visited Memorials and stopped at the World War II Memorial. He will share pictures from the trip at the next Regular Board Meeting. Mayor Linda Soto thanked all the World War II Veterans for our continued freedom today.

Omnibus Vote Agenda
1. A Motion to Approve the June 28th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the July 2011 Bills Payable for $62,277.12
3. A Motion to Approve the May 2011 Financial Statements
4. A Motion to Approve Elmwood Pay Request #1 for $24,088.50
Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Reports and Communications from Mayor and other Officers:

Mayor
Mayor Linda Soto reported that the unexpected storm on Monday caused a lot of tree damage and isolated spots were out of power, however, there were no injuries in our Village. Forest Glen was impassable because of fallen trees. Mayor Soto was informed just before this meeting started that the third well came back on line which was running on a generator. Mayor Soto stated that Treasurer Kelly Hensley is not present due to her house in Lake Villa having sustained serious damage, Russ Kraly has also been out of power and Jeff Gately has been working around the clock.

Mayor Soto also announced that one of Hainesville’s residents, Maureen Shipow and her daughter Caryn Drogos lost their son and brother, Tony Shipow. There was a memorial service this last Friday. He leaves a wife and two children; a three year old and a one year old.

Mayor Soto stated that hats off to the Village staff and Public Work’s crew for their help with the storm.

She also thanked Mike Benko and Kevin Barrett for their assistance with the Avon Baseball 4th of July Parade.

Village Clerk
Village Clerk Kathy Metzler stated that she too has been out of power in Grayslake.

She reported that there are two new businesses in Hainesville. Fab Nails opened last week and has been very busy doing manicures and pedicures. Tap Out Liquors will be opening next week where Tom’s Liquor was located and they will be selling liquor and a few grocery items.

Treasurer
Treasurer Kelly Hensley was not in attendance.

EMA Coordinator
EMA Coordinator Mike Benko reported that ComEd identified Monday’s storm as one of two most serious storms in our history. More than 850,000 customers were impacted. There are about 300 crews from out of state in addition to 400 ComEd workers trying to restore power.

Mike Benko reminded everyone that July is Pet and Livestock Preparedness Month. All pets should also have a 3 days supply of water, medicine, treats, food, kennels, etc. in case of emergency.

Trustee Duberstein asked if a sign could be displayed stating that a parade will be going through on Hainesville Road. Mike Benko stated that traffic control is not the responsibility of Emergency Management it is up to the police department. Mayor Soto stated that she would pass the suggestion to Round Lake Beach Deputy Chief Chiarillo and Grayslake Chief Matt McCutcheon.

Building Official
Building Official Russ Kraly stated that there were about 6 houses in Hainesville that sustained some storm damage but there were no evacuations. Russ stated that he passed out his report along with a sheet with all recent violations.

Russ Kraly also stated that he distributed a Water Features packet which will be passed out when a resident wants to put in a water feature. There were many pool violations in the last few weeks in the Village.

Public Works Superintendent
Public Works Superintendent Jeff Gately was not in attendance.

Village Attorney
Attorney Jim Rock stated that his office has been working on obtaining both temporary and permanent easements for the properties that will be affected by the Route 120 watermain extension project.

Jim Rock is also working on communications with CenCom regarding 911 call routing.

Village Engineer
Village Engineer Greg Gruen reported on the Motor Fuel Tax project. Over the next 30 days they will be developing a bid package to complete the crack filling project for Deer Point, Pineview, Fairlawn and Forest Glen Drive area. He expects bids to be due and the work to be completed in September.

Greg also reported that the watermain is in for Pineview Apartments. It has passed the pressure test and has been chlorinated. It is ready for the owner to connect to it and hook up the Pineview residents to the Village water system.

Greg also stated that regarding the IEPA loan program, the Village is looking to obtain easements to complete the work. The application cannot be finalized until the easements are obtained.

Greg reported that Terry Grom wanted him to mention that with the power outage both Wells 1, 3 and the Cranberry Lake lift station all switched over to the back up generator seamlessly. Once a year Terry services the actual unit to periodically test the generator.

Trustee Daley asked for an update on the bike path. Mayor Soto stated that her last conversation with Paula Trigg of LCDOT was that given what was going on with the state and funding, the funds were delayed. Everything is in place and the project is moving forward and will start in July; no specific date could be given.

Reports of Standing Committees
Finance – Trustee Daley reported that Kelly Hensley is ahead of the game with the audit as she has been gathering information. The audit is scheduled for the first week in August. The Finance Committee discussed looking over the contract for the auditing firm. They are hoping to negotiate a contract at a lower cost since they have been with the Village for 3 years and have the basic material, or they may not need to go into the same depth as in the past years. If this can’t be done, Trustee Daley stated that they might consider looking around for another firm although this company was the lowest of three companies.

Trustee Daley stated that the Committee is making a recommendation for no pay increases to the staff this year. Mayor Soto stated that this is not a surprise given the state of the economy.

Public Works – Trustee Walkington reported that Jeff updated him on the Forest Glen situation. Trustee Barrett stated that there are still downed trees on Forest Glen also a tree on the power lines. Trustee Walkington stated that Jeff will not be able to do anything about the bigger trees. Mayor Soto stated that she will follow-up with Diane regarding the tree on the power lines.

Public Safety – Trustee Barrett reported that at Waukegan Airport winds were clocked at over 100 mph. At the height of the storm and two hours after the storm Grayslake Police Department, Glenview and CenCom processed over 65 calls for service. Trustee Barrett stressed personal preparedness.

Trustee Duberstein asked why weren’t the sirens set off. Trustee Barrett stated that the storm originally didn’t look like it would cause much damage. He also stated that CenCom controls the sirens it is not the Village’s call.

Wetlands and Open Spaces – Trustee Duberstein stated that one of the goals of the Committee is to try and beautify the Village along Route 120. They had 31 shrubs planted along Route 120 south of the Deer Point pond. They are small now but they will grow fast and will be pretty.

Mayor Soto announced that at the next Board Meeting the movie Green Fire will be shown, it is a 1 hour and 15 minute film. The film is about Native Restoration and the environment. Trisha Steele, an area resident, is certified to show the film. She will show the film at no cost to the Village. The Mayor stated that she will do a CTY call and this will be on the website. Free popcorn will also be provided. .

Trustee Duberstein reminded everyone that the Community Garage Sale is on July 30 and 31st from 9 to 3. Anyone interested in participating should contact Georgeann and also let her know if they want the Salvation Army to pick up.

Community Relations – Trustee Derenoski stated that he has tried to contact Glunz Winery to serve wine by the glass as well as sell wine at the Fest. He distributed the Preliminary Program Mayor Soto did for the Fest. Trustee Derenoski went over the program. This is the program which went out with the sponsorship letters.

Trustee Kriese asked if a head count could be taken at the Fest. Trustee Derenoski thought this was a good idea. Mayor Soto stated that ticket sales will be closely inventoried this year.

Trustee Derenoski stated that Fab Nails seemed interested in a booth at the Fest. Mayor Soto stated that as Trustee Derenoski moves forward the program will become more detailed. Trustee Derenoski explained why food is being served between 12 p.m. and 2 p.m. Mayor Soto stated that other food items will be served throughout the day, however, 12 p.m. to 2 p.m. is the main meal.

Trustee Barrett stated that he has secured two Nesco roasters as a donation to the Village.

Business

CenCom/911 Call Routing
Mayor Soto stated that at the last meeting she passed out a letter she had sent to the JETS Board. JETS stands for Joint Emergency Telephone System. This is the Board that oversees the 911 surcharge funds. Mayor Soto requested a special meeting because our calls are routed to Glenview dispatch and we are exploring moving the 911 calls entirely to Glenview. She tried to do this at a Committee level but it was difficult. Attorney Jim Rock, who once was on the JETS Board, went with Mayor Soto to a March meeting. There was not a lot of feedback at that meeting so therefore a special meeting was requested. Mayor Soto distributed the JETS Board reply which she received on Friday.

Attorney Jim Rock explained why the Village requested the special meeting. He stated that the majority of the 911 calls are police calls. Hainesville would like these to go to Glenview. The JETS Board voted by Official Motion that call routing to Glenview is not appropriate or in the best interest of CenCom or the Fire/EMS agencies that protect Hainesville. The request for a special meeting was denied. Mayor Soto forwarded the letter to Glenview and Grayslake this week, however, with the storm there has been no additional correspondence. In order for the call routing to be changed CenCom Board would have to agree to it and the Village would have to approach the Illinois Commerce Commission to receive authorization to make the change which would require changing the agreement for CenCom. There is not a lot of news other than the request was denied. Jim Rock stated that additional investigation needs to be done.

Mayor Soto added that the Village has requested repeatedly from CenCom various types of reports that show response times or delays in transferring calls. To the surprise of even CenCom’s Director they do not have the ability to create certain reports. This took several months to explain this to Mayor Soto and Jim Rock. However, she has also asked for reports from Glenview, which has high tech equipment, however, data from them has been slow in coming. Mayor Soto stated that since she has received this letter Glenview and Grayslake need to show data that counters what they are saying. CenCom did state that they will begin to track this data now since it has been brought to their attention. Mayor Soto added that Fire and Ambulance calls are important but a very conservative estimate would be 85% of the calls are police calls. CenCom is transferring 85% of calls for police rather than Glenview transferring 15% or less for fire and ambulance calls.

Mayor Soto stated that they will try to set up a meeting with Grayslake and Glenview and report back to the Board. How much money is spent is important but quality of service and public safety is very important.

Discussion regarding this topic took place.

Mayor Soto noted that she did not attend the last JETS Board meeting because she thought they may have been hesitant to discuss this issue in detail in front of her.

Trustee Daley asked if the JETS Board has the right within our contractual agreement to tell the Village that it can not withdraw. Jim Rock stated that the Intergovernmental Agreement states that agencies can withdraw based on the procedures in the bylaws. Mayor Soto stated that the JETS Board wants to keep the 911 calls. Jim Rock added that in order to withdraw the Village would have to have calls routed somewhere else. In order to do that we need the ICC to approve whatever changes that are made. Jim Rock also stated that the bylaws say the Village can withdraw with a certain procedure. The Board does not have to approve the withdrawal.

Trustee Walkington asked who else CenCom services. Discussion took place regarding the municipalities that contract with CenCom.

Mayor Soto explained that the CenCom letter was not written by their attorney but by the Chair, Jean McCue. The Mayor found that interesting. Also the letter contained technical terms and the Mayor wondered where those came from. The Mayor stated that this is as far as we can go tonight; it is frustrating but now the Village knows what direction they have to go and they will see what Grayslake and Glenview have to offer. Perhaps we can have Brent Reynolds with Glenview or someone from Grayslake here and we can decide how we want to proceed.

Trustee Walkington asked if the information that we are asking Glenview for, do they supply that information to Grayslake, Attorney Rock stated not on a regular basis; not in the detail that we are looking for. Mayor Soto stated we are trying to make a case to prove otherwise, or prove a case to ICC that the arguments that are being raised are not valid.

Trustee Daley motioned to adjourn the July 12, 2011 Regular Board Meeting; seconded by Trustee Derenoski.

All in favor say aye, motion carried.

The July 12, 2011 Regular Board Meeting adjourned at 8:08 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

WETLANDS & OPEN SPACES
       COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Wetlands and Open Spaces Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on Thursday, July 7^th, 2011 at 7:00p.m.

Village of Hainesville
                                                       

Roseann Stark
Deputy Clerk

Posted this 28^th day of June, 2011 at 1:00 p.m.

                                                                                                                                                                                                                                                                        AGENDA:
       

1. Call to Order
2. Establishment of Quorum
3. Approval of Minutes/Agenda
4. Old Business
   1. Wetland Business
   2.  
5. New Business
   1. Wetland Business
6. Input from committee members
7. Adjournment

Village of Hainesville

Wetland, Open Space and Woodland Committee

July 7, 2011 Meeting Minutes

Meeting opened at 7:05 pm at the village hall.

Attendees: Georgeann Duberstein, Trustee and committee chairperson, David Criz, George Duberstein

 Minutes of the May 5th meeting were read and approved as amended.

Old Business: The documents have been approved and signed for the erosion project near Cranberry North Homeowners’ Association. Work will begin shortly after Jeff returns from vacation.

Flowers were planted at the Deer Point entrance to replace those removed during the storm water drainage project earlier in the year.

As a result of Mike Peterson suggested that we beautify the village along Route 120, thirty-one shrubs have been planted along 120 in the former Phragmites patch. The shrubs include: American Filbert, Prairie Rose, River Birch, Black Chokecherry, and Variegated Dogwood. The summer public works crew is keeping them watered.

I will discuss the post chain and signage for the area of Cranberry Lake near Round Lake Park with Jeff and the mayor.

Regarding the encroachment of homeowners whose backyards face Cranberry Lake, the question was asked: What would happen if the homeowners just stopped mowing the woodlands that don’t really belong to them? Would the area restore itself? Those questions will be asked of Dave Coulter.

New Business: Various maintenance projects are underway. Algae control has begun in various village ponds. Sandbar willows have been removed at Misty Hill East meadow.

Jeff had his crew work on weed removal at the entrance at 134. Dave Coulter and his staff will rototill, herbicide and mulch the area. Then various native flowers will be planted there and at other entrances where plants need to fill in.

Problems around Cranberry Lake: Buckthorn resprouts need attention. Doggy droppings and trash containers are needed around the Cranberry Lake path.

I walked the wood chip path around Cranberry Lake with a botanist of Native Restoration Services. He pointed out many native flowers that have germinated there.

A request was made to check with Round Lake Area Park District for an update on their plans for the park along Cranberry Lake Drive.

The vendors working with Grower will not donate fountains to us. Grower has agreed to install them at no charge if we put a sign acknowledging them. There is no money in the budget for fountains this year.

Our next meeting will be September 8th.

Meeting adjourned at 7:32 pm.

Respectfully submitted,

Georgeann Duberstein, chairman

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, June 28th, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk

 Posted this 24th day of June, 2011 at 1:00 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
June 28th, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

   1. A Motion to Approve the June 14th, 2011 Regular Board Meeting Minutes

   2. A Motion to Approve the June 2011 Bills Payable for $64,125.44

   3. A Motion to Approve the April 2011 Financials

H. Mayor – Announcements

I. Standing Committee – Announcements

J. Business

   1. CenCom/Glenview Dispatch Call Routing Discussion

   2. Hainesville Fest Saturday, August 27th, 2011 Update and Discussion

K. Executive Session

   1. Probable Litigation

   2. Personnel

   3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 24th day of June 2011 at 10:45 a.m.

June 28, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:04 p.m.

Mayor Linda Soto led the pledge of allegiance to the flag.

Deputy Clerk Roseann Stark took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington

Also present were: Treasurer Kelly Hensley,

Absent: Village Clerk Kathy Metzler, Public Works Superintendent Jeff Gately, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayor Soto announced that former Mayor Ted Mueller will be leaving early in the morning to participate in the Chicago Honor Flight as a veteran of World War II. She wished him a spectacular day.

Public comments:
There were no public comments.

 Omnibus Vote Agenda
1. A Motion to Approve the June 14th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the June 2011 Bills Payable for $64,125.44
3. A Motion to Approve the April 2011 Financials
Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayors Announcements
Mayor Linda Soto stated that Building Official Russ Kraly retired from Riverwoods. She will be meeting with Russ next week to discuss availability and schedule. The Village has had to pursue minor violations such as people not maintaining their property properly.

The Mayor thanked John Derenoski, Village Clerk, Deputy Clerk and Treasurer for their assistance in trying to pull information regarding Hainesville Fest.

Standing Committee Announcements
There were no Standing Committee Announcements.

Business
CenCom/Glenview Dispatch Call Routing Discussion
Mayor Soto distributed Minutes from the March 22, 2011 CenCom 911 JETS Board Meeting and a letter to the JETS Board and Lisa Berger of CenCom from Mayor Soto. Brent Reynolds of the Glenview Dispatch met with Mayor Soto and Village Attorney Jim Rock. The letter asks for a special meeting as well as a review of the March 22, 2011 meeting minutes. The Mayor would like to meet with the JETS Board as soon as possible. No further discussion was held, however, at the next Village Board meeting or at the second July Board Meeting more information will be made available in order to decide if the Village wants to re-route the 911 calls, the difference in service, what changes it involves, monies involved, and savings spent. The Mayor stated that as she receives information she will forward it to the Board.

Hainesville Fest Saturday, August 27th, 2011 Update and Discussion
Mayor Soto distributed the Hainesville Fest 2011 Plan & Budget Proposal and the A-Awesome Amusements Rental Invoice.

Trustee Derenoski reported that he contacted A-Awesome Amusement which charged $7500 last year. After talking to the sales rep the company will charge the Village $5700. This cost is without the Euro Bungee and with a 23 ft. slide an d the rock climbing wall. This year a Berry Go Round will replace the Euro Bungee. Everything else such as tables, tents, attendants and generators will remain the same. Trustee Derenoski stated that Burris and Crown Restrooms remained at the same price.

Lunch will be served between 12:00 p.m. and 2:00 p.m. The meal tickets for a hot dog or hamburger, chips and drinks will be adults $3.00, children 7-11 $2.00, under 6 will receive a free hot dog. The Village Trustees will cook the food. Meal tickets will be sold at the same table where the value bracelets will be sold. Last year $995 worth of wrist bracelets were sold. Also, tentatively budgeted was $1500 for the food, drinks and popcorn. There are 3 bands on hold instead of the DJ and Karaoke. Trustee Barrett asked if food will be available after 2:00 p.m. since a beer tent and wine will be available. Mayor Soto stated that a funnel cake/lemonade vendor will also be available as well as free popcorn.

Trustee Derenoski stated that he is trying to get Glunz Winery to sell wine by the glass. He has not heard back yet.

In addition, John stated that they will be ordering less t-shirts than last year, however, if more sponsors come through more can be ordered. Mayor Soto stated that the t-shirts would go to the National Honor Students and depending on the number of supporters, the first 50 adult meal tickets or wrist bands will get a free t-shirt. This has not been decided yet.

Mayor Soto stated that Joe from the VFW is interested in running the beer tent again.

Trustee Derenoski added that the Arts & Crafts Fair and the Great Age Bingo Tent will be at the Fest as well as fundraising opportunities for the local high schools. Mayor Soto stated that the high school clubs can set up to sell water or Boy Scouts can do a game for a fundraiser because A-Awesome will not be providing games.

Mayor Soto stated that there will be a $10 charge for the crafters to reserve a space. This year the $10 will not be refunded. Neighboring towns are charging a non-refundable $25 fee for craft tables.

It was decided that Mayor Soto or Trustee Derenoski would contact Larry Leafblad regarding his band playing at Hainesville Fest.

Further discussion took place regarding the Arts & Crafts Fair as well as handicap parking. Mayor Soto stated that she will get the GLPD involved and see what the Commander’s thoughts are on the subject of handicap parking.

Trustee Daley brought up the fact that $7000 was spent by the Village last year for 200 attendees which comes to about $35 per person. He would feel better about the Fest if the Village got more sponsors. Mayor Soto stated that she feels confident that the Village will get at least $5000 in sponsorship. Also, changes have been made this year it is not the same Fest. There are different elements from the survey at this Fest. There is a community picnic because Trustees will be doing the food. There will be music for a concert in the park element. Mayor Soto went over the bands that will be performing; one during the day and two in the evening.

Mayor Soto would like the Fest to be better promoted with times that the events will take place.

Trustee Derenoski reminded the Trustees that the cost of the Fest has already been significantly cut. It was also decided that the VFW would not be charged for their tent.

Mayor Soto stated that a new grill has been purchased and was used at the Public Works Open House. Also, there are many good chefs such as Trustees Kriese and Barrett and Jeff Gately. Trustee Derenoski stated that the Village may need to get a hot box so the food can be started ahead of time. Trustee Barrett suggested using roasters.

Mayor Soto stated that the only thing the Village will be locked into is the A-Awesome of $5700 not Burris or Crown. With the donations and support she hopes to get that portion covered and there is room to play with the other areas.

Trustee Derenoski stated that smaller businesses in town might want to make a donation to have their name put on the back of the t-shirts for free advertising.

Mayor Soto added that when this event is over, next year in January or early February the Village will get sponsors for next years event. This could then be incorporated into their budget. The Mayor stated that next year perhaps the Village can do an October Fest but the planning will be started earlier.

The Mayor asked for a consensus to move forward with the A-Awesome quote of $5700. Trustee Duberstein stated that the quote is reasonable. No other Trustees had any additional questions or comments.

Further discussion was held regarding having a Touch-a-Truck, K9 units or a 5K race event. It was decided that a small Touch-a-Truck event and the K9 event would be looked into but the race cannot be logistically held this year.

Trustee Daley motioned to adjourn the June 28, 2011 Regular Board Meeting; seconded by Trustee Derenoski.

All in favor say aye, motion carried.

The June 28, 2011 Regular Board Meeting adjourned at 7:50 p.m.

Respectfully submitted,

Roseann Stark

Deputy Clerk

FINANCE COMMITTEE MEETING

 PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, June 14th, 2011 at 6:00 p.m.

 Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 3rd day of June, 2011 at 10:30 a.m.

 AGENDA:

1) Roll call

2) Establishment of Quorum

3) Approval of Minutes/Agenda

4) New Business
   a) Finance Business
   b)

5) Old Business
   a) Finance Business
   b)

6) Adjournment

FINANCE COMMITTEE MINUTES FOR 6/14/11

The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski;, Trustee Georgeann

Duberstein, and Treasurer Kelly Hensley,

The minutes of 5/10/11 were accepted.

Questions on Bills Payable May 2011:

1. Asked for an accounting of Karen Noble's mileage. It was explained that it was accumulated

since February.

2. Questioned why there was a bill for gas if we have our own tanks. It was the mayor's car.

May bills were approved.

Hainesville owns the easements on the north side of Washington Street where they might put in a

sidewalk. Hainesville might have to pay a percentage of the cost.

Veolia charges were discussed. Should we raise the garbage rates to residents? We are losing

money on the seniors. We will revisit the issue in January 2012 when we see what the new rates will

be.

Kelly created a form for Gerry to sign off on to add another check to internal transfers, as

recommended by the auditors.

We discussed the proposal from Progressive Energy to have Nordic Energy be our supplier. It was

decided we would wait and re-consider their proposal in six months.

Kelly Hensley left the meeting at 6:40 pm.

Raises were discussed.

The meeting was adjourned at 7:01 pm.

Respectfully submitted,

Georgeann Duberstein

AGENDA
REGULAR BOARD MEETING – 7:00 p.m.
Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030
June 14th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the 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
H. Reports and Communications from Mayor and other Officers:
1. Mayor
2. Clerk
3. Treasurer
4. EMA Coordinator
5. Building Official
6. Public Works Superintendent
7. Attorney
8. Village Engineer
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Barrett
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Business
1. An Ordinance Amending Section 5.08.120 of the Village Code & Establishing the Number of Liquor Licenses that may be Authorized & Issued in the Village
2. An Ordinance Adopting Prevailing Wage Rates to be Paid to Laborers, Mechanics & Other Workers Performing Construction of Public Works for the Village of Hainesville
3. An Ordinance Regulating Water Features on Residential Properties
4. Community Events Survey Discussion
5 Temporary Construction Easement for Cranberry Lake North TH Erosion Project
6. Ride for Kids Request
K. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
L. Matters from Executive Session to be Voted on
M. Adjournment Agenda posted this 10th day of June 2011 at 12:05 p.m.

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

 PUBLIC WORKS COMMITTEE MEETING

 
PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, June 8^th, 2011 at 6:30 P.M.

                                                                                                 Village of Hainesville
                                                                               

                                                                                                Roseann Stark
                                                                                                Deputy Clerk
    

Posted this 3^rd day of June, 2011 at 10:30 a.m.
                                                                                                                                                                                              

            AGENDA  
                  

1. Call to Order
2. Establishment of Quorum
3. Approval of Minutes/Agenda
4. Old Business
   1. Public Works Business
   2.  
5. New Business
   1. Public Works Business
6. Input from committee members
7. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
June 8,2011

Opened 6:30pm

Present: Jeff Gately, Gary Walkington, Walter Kreise and Terry Grom.

Business

Approval of May 2011 meeting minutes

Terry Grom reported that the water system has been operating without
incident as usual. With the summer Months approaching it would be a
good time to get the word out about water conservation. We will have
the watering restrictions posted on the website and in an upcoming
newsletter. The Police will be notified if violators need to fined.

Trustee Kries asked if the Village pays for false alarms that occur at the
Village Hall or any of our alarmed properties. We have not in the past
but will confirm with the Police Department to see if this is the case.

The committee has been moving forward in getting the EPA loan
documents in order, as well as the project scope for the water main
extension along rte 120 and rte 134. Greg Gruen should have
everything ready to go in the next Month or so.

Adjourned 7:30pm

Respectfully Submitted
Jeff Gately

Emergency Management Agency of Hainesville

PURSUANT TO THE OPEN MEETINGS ACT, the EMA Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030 on Thursday, May 26th, 2011 at 7:00 P.M.

Hainesville, Illinois

             Kathy Metzler, RMC, CMC

Village Clerk

Posted this 20th day of May 2011 at 11:45 a.m.

 AGENDA

 I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

        1.

V. New Business

       1.

       2.

VI. Input from committee members

VII. Adjournment

Hainesville Emergency Management Re-Start Meeting May 26th, 2011

Meeting to order at 7 :04 pm

In attendance was Linda Soto, Jim Rock (ancilGlink), Mike Benko, Mark Typln, Wally Kreese, Jeff Gatley and Kevin Barrett

Opening statements by Mr. Benko included thanking everyone for coming and this is an over due meeting but glad to see EMA coming together again

We have now an update EOP on file with all governing agencies and that as we restart we will be a little constrained by budget limitations this year

Jim Rock the spoke on the Review of liability and the legal aspects of EMA and how it is brought to fruition by local ordinance and said although EMA act gives the ability to establish an agency there are no rules that say don't have to have an EMA or ordinace covers EMA with limitations in state and local jurisdictions . We don't interfere with the larger agencies unless a larger ordinance supersedes our jurisdiction.

Our EOP has been signed off by county, and the plan covers I Food. Clothing Ishelter Inecessities need for human and animal survival and our EOP meets lEMA standards. There will be a bi-annual review

Plan is not beyond the scope of Local Police I Fire and other services to help in mitigation or relief in a disaster.

Plan also relies on local level Unified command and of the incident cobvering all village departments, the EOP will be activated by the mayor \

All Cordination reports to the Mayor & it's liaison

The EMA comments included the need for the village to put in place E- Vac & fire drill plans in place as a program

To continue to monitor and observe terrorism threat levels I issues

New communication equipment will be arriving shortly and that the EMA will be housed in the old public works garage behind the village hall

Next step is to start resource planning, donations of equipment and start drills for training

and put an article in the news letter looking for donations in search of additional

equipment and supplies

A survey will be sent out to see what date would be agreeable to all parties for a once a

month meeting

Meeting closed 8: 15 pm

Submitted by

Kevin J. Barrett

Approved on October 4th 2011 per Mike Benko

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

May 24th, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the May 10th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the May 2011 Bills Payable for $73,448.36

H. Mayor – Announcements

I. Standing Committee – Announcements

J. Business

1. Village of Hainesville Identity Protection Policy

2. Community Events Discussion

3. Signage for Mark Swierenga

K. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 20th day of May 2011 at 11:20 a.m.

May 24th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:07 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, Kriese, Duberstein, Barrett and Daley

Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark and Treasurer Kelly Hensley,

Absent: Trustee Walkington, Public Works Superintendent Jeff Gately EMA Coordinator Mike Benko, Building Official Russ Kraly, Village Attorney Jim Rock and Village Engineer Greg Gruen.

Establishment of quorum

Mayor Soto stated that Trustee Walkington is watching his grandson pitch at his baseball game.

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Daley
Absent: Trustee Walkington
Motion carried.

Public comments:
Florence Damptz, Hainesville, IL 60030 – thanked the Board for hiring the contractor who did the work in their yard. They were very professional and did a beautiful job. She stated they were thankful for the Board’s consideration. Mayor Soto agreed that the contractor did a phenomenal job.

David Criz, Hainesville, IL 60073 – questioned why two letters were mailed separately on the same day. Mayor Soto explained that only the townhomes received two letters; the newsletters were already stuffed and sealed. Mayor Soto wanted to inform the residents regarding the fight of the Local Government Distributive Funds which resulted in a letter which the staff was unaware of.

George Duberstein, IL 60073 – asked if there is an ordinance regarding unleashed animals and if there is a penalty. The Mayor stated that there is a Village ordinance and that the resident can be warned or cited. The Mayor also told Mr. Duberstein that he can call the police if an animal is running lose because it is against Village ordinance.

Omnibus Vote Agenda
1. A Motion to Approve the May 10th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the May 2011 Bills Payable for $73,448.36

Trustee Derenoski motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Kriese.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Daley
Absent: Trustee Walkington
Motion carried.

Mayors Announcements
Mayor Linda Soto stated that this is the first full Board meeting after the swearing in. She welcomed new Trustee Kriese as well as returning Trustees Barrett and Walkington. The Mayor also congratulated the graduates of Grayslake and Round Lake High Schools.

Mayor Soto is fighting to get word to Springfield regarding the government not taking distributive funds. She is hopeful that this will be a winning situation. There will be a vote at the end of the week. The Village needs to be extra conservative because even if it doesn’t pass now it may in the future.

The Mayor stated that it has been a wet spring and the Village and contractors are behind in spring cleanup and landscape work so she is asking for residents to be patient. Properties are not being mowed in a timely fashion. There are a lot of new foreclosed properties and the mortgage landscape companies are behind because of the rain. Residents can also call the realtor regarding the mowing.

Standing Committee Announcements
Finance Committee – Trustee Daley stated that the Trustees received an email regarding the quadrennial re-assessment which is going on now. Avon Township through Lake County is expecting an 8 to 11% drop in assessed home value. There is a $45,000 - $67,000 potential loss in revenue to the Village. But if the State ups the multiplier or the Village can look at the levy but if the Village does nothing there is a $45,000 to $67,000 potential loss. If value goes down, taxes don’t necessarily.

Wetland Committee – Trustee Duberstein reminded everyone that the cleanup is Saturday, June 4th from 9:00 a.m. – 12:00 p.m. The places to meet are in the newsletter, on the website or you can call the Village. She asked that residents interested in joining the cleanup wear appropriate gear such as proper shoes. She hopes that the National Honor Society will help but she has not heard back yet.

Mayor Soto stated that she received a call from George Balas of Clarke Mosquito. They are behind because of the rain but will spray for the weekend unless the temperature drops below 60 degrees.

Trustee Duberstein stated that the Public Works open house is from 1:00 p.m. to 3:30 p.m. There will be a cook out for everyone not just the cleanup workers.

Public Safety – Trustee Barrett asked everyone to be aware of the weather. CenCom sets off the sirens. Residents should take shelter when they hear the sirens and when there is a warning or watch. Trustee Barrett also suggested having supplies to survive for 72 hours.

Mayor Soto asked Trustee Barrett the status of the grant that was awarded for the weather radios will those be replaced? He stated that the project fell flat because IESMA stated that they could not do it again because they paid for the radios but the manufacturer stated the radios did not meet the quality requirements. He stated that if anyone in the community knows anyone from Walgreen’s or a big retailer to get 25 radios to put in public buildings that would be great. Mayor Soto stated that usually with grants you will be compensated.

Community Relations – Trustee Derenoski reported that ten people showed up for the movie on Sunday as well as George and Georgeann Duberstein. There will be one more movie on the fourth Sunday in June and then there will be no more because of the turnout. He is glad that the Village tried the movies. There will be a survey coming soon regarding Community Events.

Mayor Soto asked John Derenoski to put together a sample survey The Village’s CTY has a way to do surveys as do some websites such as Survey Monkey. They will put together a simple survey related to community events. The Village did do a survey regarding community events when the police survey went out and she will use that as a basis for asking questions as to what the residents would like to see. A CTY call may be made to let residents know how to get to the survey. Included in the survey may be a question on the movie event.

Business
Village of Hainesville Identity Protection Policy
Mayor Soto stated that Attorney Jim Rock brought this up at the last meeting. The Village needs to adopt this policy.

Trustee Daley motioned to approve the Village of Hainesville Identity Protection Policy; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, and Daley
Absent: Trustee Walkington
Motion carried.

Community Events Discussion
Mayor Soto led a discussion regarding whether to keep the old Hainesville Fest or try something new. Mark Yoder of the band JellyBones was in the audience. Mayor Soto passed out to the Trustees the expenditures for past Hainesville Fests with some items dropped. Mayor Soto stated that perhaps a Concert in the Park with JellyBones, Glunz Winery, Wine Knows and the VFW Beer Tent could happen. Also discussed was whether something for the children should also take place. Mayor Soto stated that perhaps a series of Concerts in the Park with different types of music would be good. She spoke with Trustee Walkington who thought that Hainesville Fest is a great event but it attracts the same crowd of people. She also stated that the Holiday Mixer was well received and will continue.

Trustee Derenoski looked into different types of catering. The question is whether the Village would provide the meal. Mayor Soto stated that the food was expensive at Hainesville Fest.

Each Trustee had an opportunity to give their input.

Trustee Daley stated that Hainesville Fest should be self-supporting even though it has been budgeted for, the Village should not spend that money. Mayor Soto agreed that the cost for Hainesville Fest should be less than budgeted because of the issue with the State of Illinois. She thought the Village could get about the same amount in donations as last year. The cost for last year’s Hainesville Fest was $14,536.00 minus the donations of $7,595 for a total of $6,941.

Trustee Derenoski stated that he was partial to Hainesville Fest because it is well received and that it’s hard to find an event where the Village gets that many people. Perhaps the Village can discount the food. Mayor Soto stated that the 150th picnic and parade was a success and she would love to try a Concert in the Park.

Mayor Soto stated that Trustee Walkington felt the Village should do a spectacular event every 2 or 3 years.

Trustee Kriese also stated that the Village should watch spending and let the event be as self-supporting as possible. He likes the Concert in the Park but it would be leaving the children out.

Trustee Duberstein also wants to reduce costs and feels a survey will be helpful. She doesn’t feel the Village should foot the bill for all of the food. She stated that she likes the idea of a concert either as a picnic and wine tasting or with funnel cakes and lemonade. Would really like to do a concert and would like input from the residents before we decide. Trustee Duberstein also suggested a Hainesville Road Show with an appraiser.

Trustee Barrett stated that Hainesville Fest is family oriented during the day but would like to scale down the rides. He would be interested in a blues fest. He also suggested that perhaps the Village could cook the food and sell it at cost. The Board would get to work and meet residents.

Trustee Duberstein suggested a Taste of Hainesville not with restaurants but with ethic dishes from the neighbors.

It was decided that Mayor Soto would sit with Trustee Derenoski and do a survey to get input from residents. She summarized that most Trustees liked the Concert in the Park idea and the question is what to do for the kids. She suggested that perhaps old-fashioned picnic games can be done such as tug-of-war, three legged race, etc. which don’t cost much.

Public Comments:
George Duberstein, Hainesville, IL 60073 – suggested using the high school bands for music or having a Battle of the Bands contest. Mayor Soto stated that it is a good idea but need to plan a year in advance. George also stated that there is a group in Libertyville that has a lot of different things available such as clowns and they do corporate events. He will talk with the chairman to see what they could offer.

David Criz, Hainesville, IL 60073 – likes the idea of the Holiday Party and Hainesville Fest every year. The Village can be the caterers rather than have vendors. Also he would like Concert in the Park.

Signage for Mark Swierenga
Mayor Soto stated that this is in regards to the office building at the entrance of Deer Point. Mr. Swierenga was to put up a sign with the name of the tenants which he has put up two pillars of brick only. However, the Mayor received notice from Sign Central that the contractor did order the sign. The sign will also have a spotlight. If for some reason there is a glitch and the sign cannot go up, Russ will red tag the two pillars immediately. Mayor Soto was not the Mayor when this building went up. She also stated that it is not logical to take this long for a sign to go up; however, the Village did not hold anything so it is hard to chase the contractor. When the second building is built the Village will require a bond or escrow money. The Mayor also added that the flowers under the sign are there because the Village put them there not the contractor.

Trustee Derenoski motioned to adjourn the May 24th, 2011 Regular Board Meeting; seconded by Trustee Duberstein.
All in favor say aye, motion carried.

The May 24, 2011 Regular Board Meeting adjourned at 8:10 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

NOTICE
CANCELLATION OF
May 11th, 2011
Public Works Committee Meeting – 6:30 p.m.

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that the Public Works Committee Meeting of the Village of Hainesville Council has been cancelled for Wednesday, May 11th, 2011 at 6:30 p.m.
                                                                                      Village of Hainesville
                                                                                       Roseann Stark
                                                                                       Deputy Clerk
Posted this 6th day of May, 2011 at 11:30 a.m.

                                                          FINANCE COMMITTEE MEETING

                                              PURSUANT TO THE OPEN MEETINGS ACT, the
                                              Finance Committee will meet at the Village Hall
                                              Council Chambers, 100 N. Hainesville Road,
                                              Hainesville, Illinois 60030, on Tuesday, May 10th,
                                              2011 at 6:00 p.m.

                                                                                                    Village of Hainesville

                                                                                                    Roseann Stark
                                                                                                   Deputy Clerk
                                               Posted this 6th day of May, 2011 at 11:30 a.m.

                                                                                                 AGENDA:
                                                1) Roll call
                                                2) Establishment of Quorum
                                                3) Approval of Minutes/Agenda
                                                4) New Business
                                                     a) Finance Business
                                                     b)
                                                 5) Old Business
                                                     a) Finance Business
                                                     b)
                                                  6) Adjournment

FINANCE COMMITTEE MINUTES FOR 5/10/11

The meeting was called to order at 6:05 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski; Trustee Jim Tiffany, Trustee Georgeann Duberstein, and Treasurer Kelly Hensley.

The minutes of 4/12/11 were accepted.

Questions on Bills Payable:

1. The $119 for village owned out lots is for Avon/Fremont Drainage.

2. The cost for replacement of fire hydrants damaged during snow plowing was explained. An insurance claim has been filed.

A Progressive Energy report was made by Georgeann regarding getting our electricity from a supplier other than ComEd. It was recommended that no decision be reached until some time in June after ComEd makes its rate change.

Fees for locates of cables will be reviewed by Kelly. She will report back in a month or two.

It was recommended that we consider a minimum late utility payment needed before turning the account over to collections. Collectors get 33 1/3% of amount collected.

The meeting was adjourned at 6:32 pm.

Respectfully submitted,

Georgeann Duberstein

AGENDA REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

May 10th, 2011

A. Call to Order by Presiding Officer
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Establishment of Quorum
E. Approval of Agenda
F. Public Comments
G. Omnibus Vote Agenda
(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).
1. A Motion to Approve the April 26th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the May 4th, 2011 Public Hearing Meeting Minutes for IEPA Loan #L173442 – Watermain Improvements
3. A Motion to Approve the May 4th, 2011 Public Hearing Meeting Minutes for IEPA Loan ##L173411 – Sanitary Improvements
4. A Motion to Approve the May 2011 Bills Payable for $101,222.05
H. Reports and Communications from Mayor and other Officers:
1. Mayor
2. Clerk
3. Treasurer
4. EMA Coordinator
5. Building Official
6. Public Works Superintendent
7. Attorney
8. Village Engineer
I. Reports of Standing Committees
1. Finance – Trustee Daley
2. Public Works – Trustee Walkington
3. Public Safety – Trustee Barrett
4. Wetlands and Open Spaces – Trustee Duberstein
5. Community Relations – Trustee Derenoski
J. Presentation of Service Award to outgoing Trustee Jim Tiffany by Mayor Linda Soto
K. Swearing in by the Honorable Judge Jorge L. Ortiz
As Trustees: Kevin Barrett, Walter Kriese and Gary Walkington
L. New Officials will take their places
M. Roll Call
N. Mayor Linda Soto’s Committee Appointments and Comments
O. Business
1. A Resolution Opposing the Proposed Reduction of Distributive Revenues by the State of Illinois
2. Legislation Changes to Open Meetings Act Re: Adoption of Procedures for Public Comment in Accordance with New Open Meetings Act Requirements
3. Approval for Pineview Apartments Watermain Extension Proposal for $32,360.00
4. Storage of Garbage Cans, Recycling Cans and Yard Waste Containers
P. Executive Session
1. Probable Litigation
2. Personnel
3. Acquisition/Sale of Property
Q. Matters from Executive Session to be Voted on
R. Adjournment Agenda posted this 6th day of May 2011 at 11:00 a.m.

May 10th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:05 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, Tiffany, 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: EMA Coordinator Mike Benko

Establishment of quorum

Agenda Approval
Trustee Daley motioned to approve the agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

There were no public comments.

Omnibus Vote Agenda
1. A Motion to Approve the April 26th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the May 4th, 2011 Public Hearing Meeting Minutes for IEPA Loan #L173442 – Watermain Improvements
3. A Motion to Approve the May 4th, 2011 Public Hearing Meeting Minutes for IEPA Loan #L173411 – Sanitary Improvements
4. A Motion to Approve the May 2011 Bills Payable for $101,222.05

Trustee Walkington motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto reported that on April 13th she participated in Career Day at Grayslake Central High School. She taught two 40 minute classes on public administration and pursuing work in government. There was a good turnout. Mayor Soto read a thank you note from the school.

On April 29th Mayor Soto attended the Mayor’s Caucus tribute to Mayor Daley at Navy Pier. Mayor Daley started the Mayor’s Caucus to unite the collar counties.

On May 2nd Mayor Soto met with Diane Emerson of ComEd to review their annual report. ComEd provides Lake County with excellent service.

On May 3rd Mayor Soto and Trustee Barrett met with Grayslake Police Department and Grayslake Village Managers. They covered residential patrol and procedures for when garage doors are left open. They also discussed upcoming Village events.

Mayor Soto stated that the last ten days she has spent considerable time communicating with Senator Suzi Schmidt and various Mayors and members of the Lake County Municipal League on the possible reduction of the distribution of revenues from the State of Illinois to municipalities. We have a Resolution opposing the proposed reduction of distribution revenues on the agenda tonight. Senator Suzi Schmidt feels this won’t pass at this time, however, be on guard they still probably will cut and take money from other in other areas.

Mayor Soto added that this evening the newly elected officials would be sworn in; two returning incumbents and one new Trustee and the Board will be saying good bye to Trustee Tiffany. Judge Ortiz will perform the swearing in ceremony.

Clerk
Village Clerk Kathy Metzler stated that all the Business Licenses are complete and were delivered by Deputy Clerk Roseann Stark. Thank you Roseann.

Treasurer
Treasurer Kelly Hensley reported that at the last meeting the Appropriation Ordinance was passed and Estimate of Revenue. She filed it with the Lake County Clerk’s Office and the stamped file is here.

Kelly is working on the April adjustments for the audit and that is why April financials are not on the agenda. April Financials will not be passed until at least June because of the year end.

Treasurer Hensley also reported that she is in the process of working on the JULIE locates. Currently Jeff receives the notice from JULIE of a locate in Hainesville. He is seeing if there is a need to do the street light locate and if a building permit is necessary he is checking with Roseann Stark to make sure a permit has been applied for. This will go on for about two more weeks to see what this is costing the Village. Part of the locate money we use should be covered by the franchise fees that we get quarterly from Comcast and she will be reviewing that agreement.

EMA Coordinator
EMA Coordinator Mike Benko was not able to attend the meeting due to a work conflict. Mayor Soto stated that he is working on dates for an EMA member meeting and Attorney Jim Rock and the Mayor will be present for the beginning of that meeting.

Building Official
Building Official Russ Kraly stated that his monthly report was distributed. There is a new nail salon opening in the Village next to Firestone in mid to end of July. Russo Equipment will be getting a sign permit soon.

Village Clerk Kathy Metzler left the Council Chambers at 7:15 p.m. and returned at 7:16 p.m.

Public Works Superintendent
Public Works Superintendent Jeff Gately reported that 95% of the plowing damage has been completed. All the fire hydrants are back in place. Any lawn that needs to be reseeded will be done later this week. He also commented that last fall we had an application done and now the parkways look very nice; there are not as many dandelions. Jeff has mowed up and down Hainesville Road once. The dirt mound along the Deer Point Pond will be leveled out later this week.

Trustee Tiffany asked about Washington Street. Mayor Soto asked Jeff to stay in contact with Kevin Kerrigan regarding the mowing. Jeff stated that he is working with Kevin on the trees coming out of the fences.

Trustee Barrett asked if any parkway trees that are dead are under warranty. Jeff stated that there is a 2 year warranty on trees planted a year ago.

Trustee Duberstein asked the progress of the bike path. Mayor Soto stated they have pursuing all the utilities movements and that Lake County has it out to bid which is on the Bid Tools website.

Trustee Tiffany stated that resident Rob Anderberg brought up the emerald ash bore. Mayor Soto stated that the Village is aware of this problem and has done treatment for it as well as monitoring it with Lake County. Trustee Tiffany stated that Rob Anderberg will drop off information at the Village Hall. Trustee Duberstein stated that Dave Coulter will be doing a quote.

Trustee Barrett asked about the mosquito sprays. Mayor Soto sent an email to Clarke Mosquito to schedule a major treatment around Memorial Day.

Village Attorney
Attorney Jim Rock has prepared temporary construction easement documents with Cranberry Lake North Condo Association for a project. It should be brought to the Board within a month. He is also working on personnel matters with Mayor Soto. Jim Rock will present to the Board for adoption at the next meeting an Identity Protection Act Policy. There is a new statute requiring every Illinois Public Body to have the policy in place. It is to protect employees and other’s social security numbers from being discovered.

Village Engineer
Village Engineer Greg Gruen reported that he met with Lake County Stormwater Management Commission regarding the Lisk Drive project. The Contractor posted the performance bond and certificate of insurance. Work is expected to start tomorrow.

Greg reported that two proposals were solicited for the Pineview Apartment Watermain Extension. Diemer Plumbing’s proposal was for $47,741 and Elmwood Enterprise was $32,360. More will be discussed during the business section tonight.

The IEPA loan is moving forward. The public hearing was held on May 4th concerning the Sewer and Water projects. There was no public comment at that time. The loan application will move forward.

Reports of Standing Committees
Finance – Trustee Daley stated that Treasurer Kelly covered a lot in her report. He did state that the tax bills went out and he reminded everyone that the Village lowered its tax rate. Trustee Daley will research whether the quadrennial reassessment is due this year and will do a presentation as to what that means to the village as far as income.

Public Works – Trustee Walkington stated that his report was covered by Jeff Gately and Greg Gruen.

Public Safety – Trustee Barrett reported that with the warmer weather residents need to slow down for children playing and also watch for school buses. He also reported that he met with the Mayor, Grayslake Police Department and Grayslake Village staff regarding upcoming events.

Trustee Daley stated that the bike officers were out and that on Thursday of last week between 7:00 a.m. and 4:00 p.m. he saw three separate squad cars patrolling.

Wetlands and Open Spaces – Trustee Duberstein reported that with the better weather a lot is happening. There were 62 oak trees planted, algaecide will be put in the ponds, flowers have been planted and mowing is taking place. The Committee is working on improving the Village’s image along Route 120 with plantings. Trustee Duberstein took a short walk around the path and noticed that yard waste was being dumped. She will write something for the newsletter regarding the dumping.

Trustee Duberstein also stated that on June 4 there will be a Village wide clean up which is being chaired by Mike Peterson. There will be various locations for residents to meet and help with the clean up. Later that afternoon there will be an Open House for the Public Works building with a cook out. She contacted the honor society for both High Schools regarding possible service hours.

Community Relations – Trustee Derenoski reported that the committee had decided on the movies for the upcoming months. They will be showed on the fourth Sunday of each month. In June the movie will be Night at the Museum 2; July will be Pirates of the Caribbean and August the Princess Bride. The Committee will look at attendance to see if this event should continue.

Mayor Soto stated that at the next Committee of the Whole meeting the Board will discuss summer events and decide if Hainesville Fest should remain the same or perhaps a Concert in the Park or a Village picnic. John Derenoski is researching this. A tentative date of August 27, 2011 has been talked about.

Presentation of Service Award to outgoing Trustee Jim Tiffany by Mayor Linda Soto

Mayor Soto presented Trustee Tiffany with a Service Award in recognition of his 4 years of service. Trustee Tiffany took over as the coordinator of Hainesville Fest. Mayor Soto also presented the Trustees and staff with Spirit Wear to wear for different events.

Trustee Tiffany stated that it has been an honor for him to serve on the Hainesville Board and although he may not always have seen eye to eye with both the Mayors he worked with, things did work out. He always had the best interest of the Village and really enjoyed being on the Board.

Swearing in by the Honorable Judge Jorge L. Ortiz As Trustees: Kevin Barrett, Walter Kriese and Gary Walkington

Mayor Soto welcomed Judge Jorge L. Ortiz.

Judge Ortiz performed the swearing-in individually of the newly elected Trustees; Kevin Barrett, Walter Kriese and Gary Walkington.

Jim Tiffany stepped down and the sworn in Trustees took their seats.

Roll Call:
Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington

Mayor Soto reviewed the Standing Committees to accommodate new Trustees. The Mayor and the Clerk met with Trustee Kriese to discuss his interests and expertise and he will be joining the Public Works and Public Safety Committee. The Mayor distributed her new Standing Committee List. She also changed the Community Relations Committee to include the Clerk and herself because of the website issues. These issues impact the Clerk as well as the Mayor’s efforts.

The Mayor announced that Debbie Zwicker, who was the Utility Clerk for 10 years, has had some chronic health issues and was on the Family Medical Leave Act and now has been released from the Village. Karyn Noble has now replaced Debbie as the Utility Clerk. Residents have asked about Debbie and she is doing okay but has a chronic condition not allowing her to work. The family is struggling with financial hardships. Debbie has a special needs child with autism. Mayor Soto asked that if anyone would like to make a donation or buy a food or grocery card she will be taking up a collection for Debbie. The Mayor is doing this on her own, beyond the auspice of village government. She would like to collect donations over the next few weeks.

Trustee Duberstein asked if the people who were on Community Relations Committee are no longer on that Committee. The Mayor stated that is correct because it has been reorganized.

Business
A Resolution Opposing the Proposed Reduction of Distributive Revenues by the State of Illinois

Every municipality in Lake County is passing this resolution and will be forwarding it to Springfield. This is organized by the Christine Gentes, Director of the Lake County Municipal League and the President Mayor Knigge.

Trustee Barrett motioned to approve a Resolution Opposing the Proposed Reduction of Distributive Revenues by the State of Illinois; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.
Resolution # R11-5-56

Legislation Changes to Open Meetings Act Re: Adoption of Procedures for Public Comment in Accordance with New Open Meetings Act Requirements.
Mayor Soto stated that this was discussed at the last meeting.

Trustee Daley motioned to approve Legislation Changes to Open Meetings Act Re: Adoption of Procedures for Public Comment in Accordance with New Open Meetings Act Requirements; seconded by Trustee Barrett.

Village Clerk Kathy Metzler distributed a form used by the City of Peoria regarding public comment during a meeting. She suggested making a card on card stock in the same format. A resident who would like to speak at a meeting would fill out the form available in the back and turn it in at the beginning of the meeting. During Public Comment they would be called up to speak. The card has a place for the resident’s name, address, telephone number and what topic they will be speaking on. The resident would still have to identify themselves for public record. The card then becomes part of the public record along with the minutes. If a resident wants to speak on a subject brought up, they can fill the card out at that time. Attorney Jim Rock stated that the idea of this is not to prevent public comment but to encourage it.

Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Approval for Pineview Apartments Watermain Extension Proposal for $32,360.00
Village Engineer Greg Gruen explained that Pineview Apartments is currently not in compliance with the IEPA. They are scheduled to hook up to the Village’s water system. The low proposal was from Elmwood Enterprises for $32,360. However, looking through the proposal there were two exceptions that needed to be clarified which resulted in additional charges. They excluded the Performance Bond which is $500 and there was a note that the owner will provide IEPA certification and lab testing and if required all spoils would go to a clean regulated landfill. This is on an easement on the Cranberry Lake Homeowner’s property so the Village cannot provide the letter required. The entire contract will be for $34,010. The other proposal was for $47,741. There is a one year warranty on the bond so Elmwood has to establish the grass on the property.

Trustee Barrett motioned to Approve the price of $34,010 for Elmwood Enterprises to perform said work supervised by Manhard for the Pineview Apartments Watermain Extension; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Walkington
Motion carried.

Storage of Garbage Cans, Recycling Cans and Yard Waste Containers
Mayor Soto stated that there have been concerns and complaints from residents and officials regarding the storage of garbage cans. There were warning tags issued to violators. One resident was very irate. The highest numbers of violators are in the Settlement area because the lots are split and their side yards are smaller and make the storage of garbage cans difficult. The Mayor illustrated where residents are putting their garbage cans. She is interested in feedback from the Trustees. Trustee Daley stated that he does not see a need to change the ordinance. The Mayor stated that as long as everyone understands that some residents may store them in their side yard facing a street that they will not be ticketed.

Trustee Derenoski motioned to adjourn the May 10th, 2011 Regular Board Meeting; seconded by Trustee Duberstein.
All in favor say aye, motion carried.

The May 10, 2011 Regular Board Meeting adjourned at 8:02 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

                                               WETLANDS & OPEN SPACES

                                                 COMMITTEE MEETING

                             PURSUANT TO THE OPEN MEETINGS ACT, the

                            Wetlands and Open Spaces Committee of the Village of

                           Hainesville Council which will be held at the Village Hall,

                          100 N. Hainesville Road, Hainesville, Illinois on Thursday,

                          May 5th, 2011 at 7:00p.m.

                                                                         Village of Hainesville

                                                                         Roseann Stark, Deputy Clerk

                        Posted this 4TH day of May, 2011 at 4:00 p.m.

                                        AGENDA:

                      I. Call to Order

                      II. Establishment of Quorum

                      III. Approval of Minutes/Agenda

                      IV. Old Business

                            1. Wetland Business

                            2.

                    V. New Business

                          1. Wetland Business

                         2.

                    VI. Input from committee members

                    VII. Adjournment

Village of Hainesville

Wetland, Open Space and Woodland Committee

May 5, 2011 Meeting Minutes

Meeting opened at 7:05 pm at the village hall.

Attendees: Georgeann Duberstein, Trustee and committee chairperson, Gary Walkington, Trustee, Wally Kriese, Trustee, David Criz, George Duberstein, Tom Bergonzini, Mike Peterson, Mark Ehrenberg, Jim De Nomie, Barbara Jersey,

Minutes of the March 3rd meeting were read and approved as corrected.

Old Business: Update on the erosion project involving an area of land owned by Cranberry North Homeowners’ Association. Jim Rock developed an easement document outlining the area of the project, indemnifying the association from any problems with the U.S. Army Corps of Engineers. Once the document is signed by the appropriate board members, we will put it on the village board’s agenda for approval.

Don Heiden, president of he Cranberry North Homeowners’ Association told me that the board decided not to donate the 4 acres of woods to the village. They were going to find out what their landscapers would charge to restore the area. I gave them Dave Coulter’s phone number and explained that woodland restoration was a very specialized skill and should not be handled by regular landscapers.

Clean up along the western edge of Cranberry Lake, where Elder Street ends is complete.

Dave Coulter and I walked the area along the path behind some of the homes facing Tall Oak Drive. It would be impractical to try to restore the areas between the grassy back yards and the path. Grass would continue to encroach, crowding out any wild flowers.

Dave Eubank will do the weeding at the 134 entrance to Cranberry Lake.

New Business: The Round Lake Area Park District did a great clean up job around the soccer fields at the end of Cranberry Lake Drive.

It was discussed that we put posts and chains at the end of the Round Lake Park streets that end at the Cranberry Lake Woodlands. It was also mentioned that we consider putting “No Dumping” signs at various places around the path.

The standing water in the Hainesville Meadow was discussed. We can not alter the flow of water out through the existing ditch by order of Storm Water Management.

New Oak trees will be planted along Tall Oak Drive, Centennial Drive and in Misty Hill East meadow and at Deer Point along 120.

We will be discussing the Phragmities patch at the southeast corner of the Cranberry Lake woodlands with Native Restoration Services.

The Village Clean Up is scheduled for Saturday, June 4th from 9-12. An article in the newsletter will indicate the various staging area. Information will also be on our website and Utube. Scouts and the high schools will be contacted for volunteers, as well as Adopt-A-Highway organizations.

Jim De Nomie mentioned that Hainesville could be a model for buckthorn abatement.

Our next meeting will be July 7th.

Meeting adjourned at 8:15 pm.

Respectfully submitted,

Georgeann Duberstein, chairman

NOTICE OF PUBLIC HEARING

A public hearing will be held on Wednesday, May 4th at 6:15 P.M. at the Hainesville Village Hall, 100 N. Hainesville Road, Hainesville IL. The Village will hear public comments concerning the Village\

Public Hearing for IEPA Loan # L173442 – Watermain Improvements

Wednesday, May 4, 2011 at 6:15 p.m. Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Public Works Supervisor Jeff Gately at 6:18 p.m.

Clerk Kathy Metzler took roll call. The following Committee Meeting Members were present: Clerk Kathy Metzler, Public Works Superintendent Jeff Gately and Village Engineer Greg Gruen

Village Engineer Greg Gruen read out loud the following summaries:

The Project Plan Summary for the Pineview Apartment Watermain Extension project is the original EOPC for this work which is $300,256 with an 8-inch waterline 1,675 LF down Pineview, Fairlawn and Route 134. The Village has elected to move forward on this project on a reduced scope basis independent of the loan and Intend to omit this from our loan application.

The Project Plan Summary for the Route 120 Watermain Extension project is the EOPC which is $197,666 with an 870 LF 8” watermain along Route 120 from the school to Deer Point office complex. We will connect two dead end mains, provide additional looping and provide service to three residential homes and two commercial properties.

The Project Plan Summary for the Hainesville Road Watermain Extension project is the EOPC $142,931 with an 710 LF of watermain down Route120 and along Hainesville Road. The Project will serve five commercial properties along Route 120 which are currently on well and loop at an existing dead end. Based on the value engineering, the Hainesville Road section of the improvement will be omitted and the project will consist of augering under Route 120 to connect the dead end main.

Preliminary Environmental Impacts Determination (PEID) Summary is that no long term environmental impact is anticipated, work is scheduled in ROW and IHPA and IDNR sign-offs have been obtained.

 The Committee has suggested moving forward as discussed in the past.

There were no public comments.

The May 4th, 2011 Public Hearing Meeting adjourned at 6:24 p.m.

Respectfully submitted,

Kathy Metzler

Village Clerk

NOTICE OF PUBLIC HEARING

 A public hearing will be held on Wednesday, May 4th at 6:30 P.M. at the Hainesville Village Hall, 100 N. Hainesville Road, Hainesville IL. The Village will hear public comments concerning the Village\

Public Hearing for IEPA Loan # L173411 – Sanitary Sewer Extension Improvements for Wednesday, May 4, 2011 at 6:30 p.m. Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Public Works Supervisor Jeff Gately at 6:30 p.m.

Clerk Kathy Metzler took roll call. The following Committee Meeting Members were present: Clerk Kathy Metzler, Public Works Superintendent Jeff Gately and Village Engineer Greg Gruen

Village Engineer Greg Gruen read out loud the following summaries:¬¬¬¬¬¬¬¬¬

The Project Plan Summary for the Center Street Sanitary Sewer project is the original EOPC for this work which is $153,800 with an 8-inch sewer along Centre Street and Route 120 which will potentially service six businesses along the line and will also serve the empty Village site.

Preliminary Environmental Impacts Determination (PEID) Summary is that no long term environmental impact is anticipated, CMAP has issued a letter of no objections and IHPA and IDNR sign-offs have been obtained.

The Committee has suggested moving forward as discussed in the past.

There were no public comments.

The May 4th, 2011 Public Hearing Meeting adjourned at 6:33 p.m.

Respectfully submitted,

Kathy Metzler

Village Clerk

COMMUNITY RELATIONS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Community Relations Committee of the Village of Hainesville Council which will be held at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois at 6:15 p.m. on Tuesday, April 26th, 2011.

Hainesville, Illinois

Roseann Stark
Deputy Clerk
 
Posted this 5th day of April, 2011 at 2:00 p.m.

AGENDA:
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Community Relations Business
2.
V. New Business
1. Community Relations Business
2.
VI. Input from committee members
VII. Adjournment

NOTICE OF PUBLIC HEARING
FOR PROPOSED APPROPRIATION ORDINANCE

PURSUANT TO THE OPEN MEETINGS ACT, notice is hereby given that a Public Hearing on the adoption of the final Appropriation Ordinance for the fiscal year beginning May 1st, 2011 and ending April 30th, 2012 will be held at the Village Hall, 100 N. Hainesville Road, Hainesville Illinois in the Council Chambers at 7:00 p.m. on Tuesday, April 26th, 2011. The Appropriation Ordinance is available for public inspection after

April 14th, 2011 at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois, 60030. Said document covers the period for the fiscal year beginning May 1st, 2011 and ending April 30th, 2012. Members of the public are invited to attend.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 5th day of April, 2011 at 2:00 p.m

AGENDA

PUBLIC HEARING/REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

April 26TH, 2011

A. Call to Order by Presiding Officer

B.Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Hearing on Proposed Appropriation Ordinance for 2011 - 2012

G. Public Comments

H. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the April 12th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the April 2011 Bills Payable for $77,323.89

I. Mayor - Announcements

J. Standing Committees - Announcements

K. Business

1. An Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy

2. 2011-2012 Estimate of Revenue

3. 2011-2012 Appropriation Ordinance

4. 2011-2012 Budget

5 Legislation Changes to Open Meetings Act Re: Approval of Minutes and Citizens Speaking at Meetings. Adoption of Procedures for Public Comment in accordance with new Open Meetings Act Requirements

6. Approval of Contract Renewal for Manhard Water and Sewer

7. Mayoral Proclamation Proclaiming May Motorcycle Awareness Month

8. Approval of Temporary Construction Easements for 44, 54 and 64 N. Lisk Drive, Hainesville

9. Review of Standing Committees as found in 2.08.220 of the Hainesville Village Code

L. Executive Session

1. January 11th, 2011 and March 8th, 2011 Executive Session Minutes

2. Probable Litigation

3. Personnel

4. Acquisition/Sale of Property

M. Matters from Executive Session to be Voted on

N. Adjournment

                               Agenda posted this 21st day of April 2011 at 1:55 p.m

April 26th, 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 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, Tiffany, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Village Attorney Jim Rock.

Absent EMA Coordinator Mike Benko, Building Official Russ Kraly and Village Engineer Greg Gruen

Establishment of quorum

Agenda Approval:
Trustee Barrett motioned to approve agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Public Hearing on Proposed Appropriation Ordinance for 2011-2012
There were no comments from the Board of Trustees or the public.

Public Hearing was closed at 7:04 p.m.

Mayor Soto invited everyone to have cake to celebrate the first time in 18 years that the appropriation and budget have been approved on time to start the new budget year.

Omnibus Vote Agenda
1. A Motion to Approve the April 12th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the April 2011 Bills Payable for $77,323.89

Trustee Duberstein asked to remove the April 12th, 2011 Regular Board Meeting Minutes to make an addition to the minutes. Trustee Daley asked to remove the April 2011 Bills Payable.

Trustee Walkington motioned to approve the April 12th, 2011 Regular Board Meeting Minutes; seconded by Trustee Barrett.

Trustee Duberstein stated that she wanted to change the April 12th, 2011 Regular Board Meeting Minutes to reflect the purpose of the Lake County Women’s Coalition Annual Breakfast event was to recognize Lake County Women in government, community affairs and charitable activities. Mayor Soto stated that since this was not said at the last meeting this cannot be added. Further detail maybe added tonight which she will do in her Mayors report.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Trustee Daley motioned to approve the April 2011 Bills Payable for $77,323.89; seconded by Trustee Walkington.

Trustee Daley explained that for Chris Electric we were billed for J.U.L.I.E. locate at Avon Township fields for $242.45; this bill has been pulled and will be researched to see if it is an Avon Township bill.

Trustee Daley amended the motion to reflect minus $242.45 from $77,323.89; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayors Announcements
Mayor Linda Soto clarified that the Lake County Women’s Coalition Breakfast which she attended with the Clerk and Trustee Duberstein is a worthwhile group in Lake County. It is a cluster of smaller women’s organization such as WINGS. Senator Suzi Schmitt was there. The annual breakfast recognized the history of women that accomplished a lot of terrific things in Lake County. It is also a fundraiser. They give scholarships to women who try to better themselves education wise.

The Lake County Municipal League Newly Elected Official Conference will be held Saturday, June 4th from 8:30 to noon at Mundelein Police Department. More details will follow.

Mayor Soto passed out a report regarding comments made from Hainesville businesses regarding the Grayslake Police Department. The biggest concern was from Lake County Automotive and Fine Line. Because of the gravel drive the police are not able to patrol back there (the Police did notify us) due to the tremendous size of potholes back there. Even though the street is not a village street, the Village had two loads of gravel delivered to make it accessible and now the police can patrol that area again. Mayor Soto discussed clean up issues with these businesses.

Mayor Soto reported that the tax bills will be mailed out in early May, which is due early June and September. They do want you to know that in these hard times, they are willing to work out payment plans.

Friday evening Mayor Soto will be attending the Mayor’s Caucus tribute to Mayor Daley at Navy Pier. He was the founder of the Mayor’s Caucus. The Caucus brings mayors together for quarterly meetings to work and get legislation downstate.

 Standing Committee Announcements

Village Clerk
Village Clerk Kathy Metzler reported that the Official Abstract of Votes as of April 20th, 2011 is as follows; Walter Kriese 199 votes, Kevin Barrett 176 votes, Gary Walkington 149 votes and Timothy Powell 83 votes.

Wetlands and Open Space Committee
Trustee Duberstein reported that the next meeting is May 5th. They are starting to plant new trees around the village and putting in new plants at the Deer Point Route 120 entrance.

Finance
Trustee Daley reported that the estimate of revenue, appropriation and budget is done. He thanked everyone for their help.

Business
An Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy
Trustee Daley motioned to approve the Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance #11-4-146

2011-2012 Estimate of Revenue
Trustee Derenoski motioned to approve the 2011-2012 Estimate of Revenue; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

2011-2012 Appropriation Ordinance
Trustee Derenoski motioned to approve the 2011-2012 Appropriation Ordinance; seconded by Trustee Duberstein.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried
Ordinance #11-4-147

2011-2012 Budget
Trustee Walkington motioned to approve the 2011-2012 Budget; seconded by Trustee Daley.
Trustee Duberstein commented that it was great that this is finally on track.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

Legislation Changes to Open Meetings Act Re: Approval of Minutes and Citizens Speaking at Meetings. Adoption of Procedures for Public Comment in accordance with new Open Meetings Act Requirements

Village Attorney Jim Rock went over the two changes of the Open Meetings Act. The first does not need action to be taken because the Village is already doing it. Previously there was no time that minutes had to be approved. Now all meeting minutes must be approved within 30 days of the meeting or at the public body’s second subsequent regular meeting. This is for regular as well as committee meeting minutes. The second had to do with Public Participation. Municipalities were not required by law to have a Public Comment section however now it is required. The public body should have rules established and recorded. Jim Rock went over the rules he was recommending that the Village adopt. It does not need to be an ordinance or resolution; it may be done as a motion.

Mayor Soto asked if we are past the Public Comment section on the agenda can someone ask to speak. Jim Rock stated that residents cannot comment except for the time it is on the agenda. Jim Rock recommended changes and further discussion took place regarding this issue.

Trustee Daley asked if the speaker is restricted to agenda items only. Jim Rock stated that the speaker is not restricted. However, if it is time consuming the Mayor can suggest adding the issue on the next agenda. Attorney Jim Rock discussed a municipality that refused to allow individuals to speak based on the content of the comment. The Illinois Supreme Court stated that was not allowed unless it is threatening or illegal.

Trustee Duberstein commented that there have been times when Mayor Soto has allowed residents to comment on an issue as it is being discussed. Will the Village need to add this to the motion. Jim Rock stated that is not needed in the motion because there is no requirement that the Mayor allow someone to speak on a topic during the course of a meeting but it is up to the Mayor to allow it or not.

The Mayor recommended that the Board think about this and then approve a final document at the next meeting.

Approval of Contract Renewal for Manhard Water and Sewer
Public Works Superintendent Jeff Gately stated that Manhard’s contract was for 2 years that expired May 1, 2011. He proposed to Manhard that with the economy and budget they would leave their rates the same for 3 years rather than 2 years. The rates will stay the same for the next 3 years and all services are the same.

Trustee Barrett motioned to approve the contract renewal for Manhard Water and Sewer; seconded by Trustee Duberstein.

Trustee Daley stated that he was at a meeting with Manhard, the Mayor and Jeff Gately and asked Manhard what they could do to improve their services to the Village. He asked if Manhard would do a retainer rather than time and materials. Manhard stated that they would review this and make an offer.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

Mayoral Proclamation Proclaiming May Motorcycle Awareness Month
Mayor Soto stated that material will be sent to the Village and made available to the public on motorcycle safety.

Trustee Barrett motioned to approve the Mayoral Proclamation Proclaiming May Motorcycle Awareness Month; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

Approval of Temporary Construction Easements for 44, 54 and 64 N. Lisk Drive, Hainesville
Mayor Soto stated that this the repair project previously discussed. The contract was awarded and this is the easement that allows the Village and its contractors permission to go on this private property. It was recommended by the attorney for the Board to approve the acceptance of the temporary easements.

Trustee Derenoski motioned to approve the Temporary Construction Easements for 44, 54 and 64 N. Lisk Drive, Hainesville; seconded by Trustee Duberstein.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Review of Standing Committees as found in 2.08.220 of the Hainesville Village Code

Mayor Soto discussed the review of four Standing Committees. Community Relations was added by the Mayor and not one of the four which is in our Code book. There has been confusion at the Standing Committee level regarding the procedures and powers.

Attorney Jim Rock reviewed the Municipal Ordinance having to do with the Standing Committees. Each of the four committees should have at least two members; one being a chairperson appointed by the Mayor. The groups should meet at least once a month and the role is advisory. The responsibility of the Committees is advisory not to establish policy or authorize. Jim Rock stated that if this is not the way the Board intends the Committees to work then the Village shouldn’t structure it this way in the Ordinance and if it is the way the Board wants it then the Village should do it this way. Jim Rock recommended the Village to follow the ordinance.

Mayor Soto stated that the other option would be to change the code but this should not be done lightly. The Committee is basically doing the research work and bringing their recommendations to the Board they are not in an authoritative position.

Trustee Duberstein asked if in the Ordinance the frequency of the meetings could be determined by the Chairperson of the Committee. Mayor Soto stated that Community Relations may need to meet more than quarterly. She will be reviewing the Committee work.

Mayor Soto suggested that the Board think about this issue and revisit it again at the May 10th Board meeting.

The Regular Board Meeting recessed at 7:46 to enter into Executive Session.

Mayor Soto asked for a motion to go into Executive Session to discuss personnel issues.

Trustee Derenoski motioned to go into executive session to discuss personnel issues; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Trustee Barrett motioned to enter back into the Regular Board Meeting at 8:16 p.m.; seconded by Trustee Walkington.

Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

To Vote on once out from Executive Session:

Trustee Daley motioned that the Village of Hainesville hire Karyn Noble to fill the position of Utility Clerk commencing April 27, 2011 at $16.00 per hour with job description per Personnel Manual; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Trustee Duberstein motioned to adjourn the April 26, 2011 Regular Board Meeting.

All in favor say aye, motion carried.

The April 26, 2011 Regular Board Meeting adjourned at 8:18 p.m.

Respectfully submitted,

Kathy Metzler, RMC CMC

Village Clerk

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, April 13th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 5th day of April, 2011 at 2:00 p.m.
 

AGENDA
I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
April 13, 2011

Opened 6:30pm

Present: Gary Walkington

Business: No business discussed due to lack of attendance.

Adjourned 6:45pm.

Respectfully Submitted

Jeff Gately

FINANCE COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, April 12th, 2011 at 6:00 p.m.

                                                                                         Village of Hainesville

                                                                                         Roseann Stark
                                                                                         Deputy Clerk

Posted this 5th day of April, 2011 at 2:00 p.m.

AGENDA:

                                                                                  1) Roll call
                                                                                  2) Establishment of Quorum
                                                                                  3) Approval of Minutes/Agenda
                                                                                  4) New Business
                                                                                      a) Finance Business
                                                                                      b)
                                                                                    5) Old Business
                                                                                      a) Finance Business
                                                                                      b)
                                                                                    6) Adjournment

FINANCE COMMITTEE MINUTES FOR 4/12/11

The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski;,Trustee Jim Tiffany, Trustee Georgeann Duberstein, Treasurer Kelly Hensley, and Trustee elect, Walter Kriese.

The minutes were accepted.

Questions on Bills Payable April 2011:

1. Why is there a bill for gas for village vehicles, when we have tanks at the Public Works building now? The vehicles were filled before we filled the tanks.

2. Is it worth spending money for movies with so few attendees? It is a new program. There is money in the budget. We had new families at the last showing. Now the movies will be regularly scheduled on the fourth Sunday each month.

April bills were approved.

A representative from Progressive Energy Group spoke to the mayor earlier in the week and left information for us to consider switching from ComEd, now that utilities in Illinois are being deregulated. Georgeann will look into making a switch.

We received a letter from MD7 representing the owners of the cell tower on the public works property desiring to re-negotiate the cell tower lease. Adam Simon, of Ancel, Glink, said that this is probably a generic letter sent out to all lessors. He recommended that we ignore the letter and wait for their next step.

Because there needs to be a few more changes to the investment ordinance, we will remove it from the agenda for this board meeting.

Kelly mentioned that our next audit is scheduled to begin August 1st. A discussion took place about whether we should continue with this firm when their contract is up. No decision was reached.

Jim Tiffany left the meeting at 6:30 pm.

The IEPA may provide us with a low interest loan for $354,400 at 2% interest for public works projects. We need to adjust the revenue and appropriation for Public Works accordingly.

Our tax levy resolution was $587,500. The county approved $588,231.20. This is an increase of $731.20.

The state increased the assessed multiplier to 1.99%.

The meeting was adjourned at 6:57 pm.

Respectfully submitted,

Georgeann Duberstein

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

April 12th, 2011

A.  Call to Order by Presiding Officer

B.  Pledge of Allegiance to the Flag

C.  Roll Call

D.  Establishment of Quorum

E.  Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the March 8th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the March 31st, 2011 Bid Opening Meeting Minutes for Proposed Improvements for Lots 58-60 Deer Point Trails

3. A Motion to Ratify the March Bills Payable for $41,090.16

4. A Motion to Approve the March 2011 Financials

5. A Motion to Approve the April 2011 Bills Payable for $84,767.65

H. Reports and Communications from Mayor and other Officers:

1.  Mayor

2.  Clerk

3. Treasurer

4. EMA Coordinator

5. Building Official

6. Public Works Superintendent

7. Attorney

8. Village Engineer

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. An Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy

2. An Ordinance Extending the Moratorium on the Acceptance and Processing of Applications and Issuance of Permits for Wind Energy Conversion Facilities and Wind Energy Turbines

3. 2011-2012 Estimate of Revenue – DRAFT

4. 2011-2012 Appropriation Ordinance – DRAFT

5. 2011-2012 Budget – DRAFT

6. Awarding of the Bid for the Lots 58-60 Deer Point Trails to Clean Cut Tree Service for $40,426.04

K. Executive Session

1. Probable Litigation

2. Personnel

3. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment Agenda posted this 8th day of April 2011 at 11:00 a.m.

April 12th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:06 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, Building Official Russ Kraly, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Absent: Trustee Jim Tiffany and Public Works Superintendent Jeff Gately

Mayor Soto stated that Trustee Tiffany is at Prairie View School watching his son perform but will be joining the meeting later.

Agenda Approval:
Trustee Daley asked for the removal of J1, An Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy because some items need to be corrected.

Trustee Daley motioned to approve the agenda as amended; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Tiffany
Motion carried.

Public comments:
Ted Mueller, Hainesville, IL 60030 – he went to the website to print out the agenda and it printed out five sheets where in the past it has only printed out one sheet. Mayor Soto will look into this matter.

Omnibus Vote Agenda
1. A Motion to Approve the March 8th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the March 31st, 2011 Bid Opening Meeting Minutes for Proposed Improvements for Lots 58-60 Deer Point Trails
3. A Motion to Ratify the March 2011 Bills Payable for $41,090.16
4. A Motion to Approve the March 2011 Financials
5. A Motion to Approve the April 2011 Bills Payable for $84,767.65

Trustee Derenoski motioned to Approve the Omnibus Vote Agenda as presented; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Absent: Trustee Tiffany
Motion carried.

Reports and Communications from Mayor and other Officers:
Mayor
Mayor Linda Soto updated the Board regarding the Russo Power Equipment grand opening which was held on March 17th. It was a great success; there was a lot of traffic which was assisted by the police and food was served to the public all day. On March 26th Russo held their annual used equipment sale. The Mayor was pleased that they moved this sale to the Hainesville location. She received a thank you from Russo as did the Grayslake Police Department.

On March 23rd Mayor Kathleen Leitmann of Tower Lakes and Terry Grom of Manhard came to tour the Village Hall. Tower Lakes is looking at building a new Village Hall and Terry suggested she come and look at our building. Both Villages are a lot alike.

On March 23rd the staff had a meeting along with Russ Kraly and Eric Christiansen, the Village’s electrical inspector. Some procedural changes were made regarding Occupancy Permits due to many short sales taking place.

The Mayor stated that she along with Village Clerk, Kathy Metzler and Trustee Duberstein attended the Lake County Women’s Coalition Annual Breakfast. It was a very nice event.

Mayor Soto stated that business license renewals are coming due. She personally delivered each business license renewal application and met with the owners. She asked all the owners the same three questions; how they are doing with the economy the way it is; how do they feel they are being serviced by the Grayslake Police Department and what help are they looking for from the Village? She stated that she took away a lot of information. Some businesses are actually doing better with the economy, such as Firestone and Hair Snips. The vast majorities were happy with the Grayslake Police Department and/or had no comment because they had no interaction or noticed a difference. There also were some concerns which she is compiling in an Excel report to give to the Trustees and that will be available as a public record. . The Mayor stated that the Village will be helping the businesses by having them put a blurb or coupon in the May or June newsletter at no charge and asking residents to keep our businesses going in our town.

Village Clerk
Kathy Metzler reported that Election Day was April 5th. We had 389 people come into the Village Hall to vote. The unofficial results were as follows: Walter Kriese had 199 votes; Kevin Barrett had 176 votes, Gary Walkington had 149 votes and Timothy Powell had 83 votes. Swearing in will take place May 10th at 7:00 p.m.

Kathy also stated that the Business License and Liquor License renewal process is going on. We have received three quarters of them back so we are in good shape.

Kathy Metzler also reported that there have been problems with the minutes on the website. As of last week all the minutes on the website that were posted incorrectly have been reposted and fixed. There are a few committee meeting minutes for 2010 that still need to be posted which will be done shortly. There are a few other minor changes which will be completed by the end of April.

Treasurer
Treasurer Kelly Hensley reported that the audit has been tentatively set for August 1st however they may come out in June to get started. She also received notice that the tax bills should be mailed out shortly. The Village received its tax extension and the Village is close to what was in the resolution that the Board passed. She will return the tax extension by April 15th.

EMA Coordinator
EMA Coordinator Mike Benko reported that the Village missed a good weather event over the weekend. The Village was ready and able with personnel and equipment. He also pointed out that April is Earthquake Preparedness in Illinois. The shake out drill will begin at 10:15 a.m. on April 28th. If you are interested in getting involved, you can do it as an individual or a family by going to shakeout.org. Mike explained the Shake Out Drill. Mike stated that this is not anything that needs to be done as a Village.

Mike also reiterated that residents should prepare a Bug Out Bag and at least start to stockpile water supply for themselves; one gallon per person per day.

Building Official
Building Official Russ Kraly stated he distributed his report. A new business will be moving into town. It is a nail salon at the old Core Cleaners and should be in in about 6 to 8 weeks.

Public Works Superintendent
The Mayor explained that Public Works Superintendent Jeff Gately is also at Prairie View because his son has a solo in the performance.

Trustee Walkington reported that weather permitting Jeff will be working on the parkways, easements, mailboxes and grass. He will also be working on getting the fire hydrants repaired, cleaning the storm water sewer and removing the silt fencing.

Trustee Walkington also reported that street cleaning will take place the last week in April.

Village Attorney
Attorney Jim Rock reported that they developed the proposed ordinances on the agenda. He also met with the Mayor and representatives of Cencom to talk about call routing for 911 calls; nothing has been concluded.

He also stated that he met with the Mobil gas station owner regarding his liquor license. Mayor Soto stated that the owner did receive his liquor license from the Village and faxed over a copy of the state license to the Village Clerk so Mobil will be selling liquor shortly.

Attorney Rock stated that he worked to prepare a notice to purchasers of buildings in the Village on short sales along with Russ Kraly and the notice is ready to be used.

Attorney Rock stated that he submitted an application for Property Tax Exemption for the Boysen Well property.

Trustee Jim Tiffany entered the Council Chambers at 7:29 p.m.

Village Engineer
Village Engineer Greg Gruen reported that the bids have come back for the Lisk Drive restoration work. The low bidder was Clean Cut Tree Service at $40,426.04.

Engineer Gruen also reported that he met with the owner of Pine View apartments regarding the Water Main Extension. He is on a deadline from the IEPA to get the apartments hooked up to Village water. The plans have been sent to Diemer Plumbing and Elmwood Sewer and Water who are contractors familiar with the Village. The proposals are expected to come in between $35,000 to $40,000 which is above the $20,000 threshold for public bidding. Greg spoke with the Mayor and it is appropriate to waive the bidding process because it is a health safety issue. The Mayor added that the Village is getting proposals and will be looking at various contractors; however, there is no formal bid process.

Regarding the IEPA Loan Program Greg stated that the State will be offering the Village a loan to complete the Route 120 water main loop and the North Street water main project. The total of the loans are about $354,000 and the loan payment on that loan at 2% over 20 years will be about $21,000 per year.

Engineer Gruen is working on public hearing notices with Village Clerk Kathy Metzler and working with the Public Works Committee to have a hearing on the project. The IEPA has approved the loan pending the hearings.

Greg presented a power point presentation on the Pavement Evaluation Study. Discussion followed regarding the Motor Tax Fuel and the cost.

Reports of Standing Committees
Finance – Trustee Daley stated that the Village has been approached by a company that wants to renegotiate the Boysen Well cell tower lease. He spoke with Attorney Adam Simon of Ancel, Glink who suggested that the Village ignore their first letter because they wanted to cut their increase and monthly fee for the cell tower. The contract runs until July 31st, 2011 so the Village will wait for a while and then follow up.

Trustee Daley reported that Trustee Duberstein has agreed to do research on co-ops looking to sell gas and electricity at a lower rate.

Public Works – Trustee Walkington stated that his report was covered by Public Works Jeff Gately and Engineer Gruens reports.

Public Safety – Trustee Barrett stated that there is an article in the newsletter regarding severe weather. He also reminded everyone to call JULIE before any digging takes place.

Wetlands and Open Spaces – Trustee Duberstein reported that Dave Olson will be doing clean up around the Village Hall and the silt fencing will come down around the entrances. She also stated that the amount budgeted for landscaping of the Village Hall and entrances is less than 1% of the total budget. If maintenance of the pond and open spaces is included, it is less than 2% of the budget. This makes the Village look good for potential developers and keep property values up.

Community Relations – Trustee Derenoski added that beautification is a process and volunteers keep the costs down. He also reported that the movie “UP” shown on April 10th brought in new families. On May 22 the movie “Despicable Me” will be shown. The movies will always be on the 4th Sunday of the month. He is looking for movie suggestions for June.

Business
An Ordinance Repealing Chapter 3.12 of the Village Code and Establishing the Village of Hainesville Investment Policy
This item was removed from the agenda.

An Ordinance Extending the Moratorium on the Acceptance and Processing of Applications and Issuance of Permits for Wind Energy Conversion Facilities and Wind Energy Turbines
The Mayor stated that this is the final time to extend the moratorium. Building Official Russ Kraly has been updating the Mayor because he is on the Lake County Task Force on this issue. The county ordinance is completed and is being shared with municipalities. The Village will go through the ordinance and decide what is applicable for our village. The Mayor stated Russ will guide the Village through this process. This is the final six month extension. Russ stated he will have booklets for everyone by month end as well as Gurnee’s because they have already gone through it.

Trustee Barrett motioned to approve the Ordinance Extending the Moratorium on the Acceptance and Processing of Applications and Issuance of Permits for Wind Energy Conversion Facilities and Wind Energy Turbines; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance # 11-4-145

2011-2012 Estimate of Revenue - DRAFT
Trustee Daley explained that this draft is being presented to the Board and public and will be on the website in a few days. There will be changes due to the information discussed tonight regarding the IEPA loan which will be increased by $350,000. Trustee Daley pointed out in this report that we will receive in property taxes approximately $112,500 which is 4.4% of our total revenue which isn’t all that much. No one likes to pay property taxes however; we have lowered our tax rate for this year but it still a very small part of our overall budget.

2011 – 2012 Appropriation Ordinance - DRAFT
Trustee Daley explained the Appropriation Ordinance and that the Village is $82,000 in the black. This will be altered because of the IEPA loan. We will increase the appropriation in the Public Works area by 5%. Appropriation means that is the legal limit of what we can spend it doesn’t mean what we will spend. This will be on the website also.

Discussion took place regarding the Appropriation Ordinance and the MFT.

It was the Mayor’s recommendation that she meet with Kelly and Jeff and phone conference Greg Gruen if necessary regarding the MFT. On April 26th there will be a public hearing and then the adoption of this budget.

The Mayor also stated that this is the first time in 14 years that the budget will be adopted and in place before the new fiscal year. In the past it has been approved in June.

2011 – 2012 Budget – DRAFT
No discussion took place regarding the budget. All was covered under the Appropriation Ordinance.

Awarding of the Bid for the Lots 58-60 Deer Point Trails to Clean Cut Tree Service for $40,426.04
Mayor Soto explained that the bid was awarded to Clean Cut Tree Service for $40,426.04. Village Engineer Greg Gruen stated that this completes the work that Lisk Drive homeowners were in need of to reclaim their yard that was lost to erosion because of the high water level in the pond. There were twelve plan holders and three submitted bids. Greg explained that he conducted a phone interview and checked references for Clean Cut Tree Service.

Discussion took place regarding this issue. Trustee Barrett was concerned that this would set a precedent. The Mayor stated that Village Attorney Jim Rock was involved in this and while there are some properties in the Village with improper water drainage; this is not a drainage issue, it is unique. The Mayor doesn’t know of it existing any where else, therefore there is no precedent being set. These homeowners have lost half of their backyards. Greg further stated that normally all the detention ponds are outside of private ownership. They are contained in outlots. This was a subdivision approved with the 1992 Storm Water Ordinance. It was later required that retention ponds and wetlands be contained 100% in outlots.

Trustee Daley stated that this is an aggravation because the Village is fixing this instead of having it done right the first time. Mayor Soto stated that the older parts of the Village are having problems because there was no full time engineer representing this Village.

Trustee Derenoski motioned to award the bid for the Lots 58-60 Deer Point Trails to Clean Cut Tree Service for $40,426.04; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Duberstein, Barrett, Daley and Walkington
Abstain: Trustee Tiffany
Motion carried.

Mayor Soto reminded everyone that at the April 26th Board Meeting there will be the Public Hearing for the Appropriation and Budget. The Board will be voting and taking action that night. Mark you Calendars that on May 10th the swearing in of the new Trustees will take place.

Trustee Derenoski motioned to adjourn the April 12th, 2011 Regular Board Meeting; seconded by Trustee Walkington.
All in favor say aye, motion carried.

The April 12, 2011 Regular Board Meeting adjourned at 8:14 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC
Village Clerk

March 31, 2011 Bid Opening Meeting Minutes for

Proposed Improvements for Lots 58-60 Deer Point Trails

Bid Opening Meeting started at 3:00 p.m. at the Village of Hainesville.

The following were in attendance: Clerk Kathy Metzler, Public Works Superintendent Jeff Gately and Village Engineer Greg Gruen.

A representative from ENCAP, Inc. was also present.

Village Engineer Greg Gruen was presented with three bids. The bids were opened and read aloud on Thursday, March 31, 2011. The results of the bids were as follows:

Copenhaver Construction $42,900.00

Clean Cut Tree Service $40,426.04

ENCAP, Inc. $42,660.00

All of the above bidders had enclosed in their bids: bid amount, non collusion affidavit, listing of subcontractors and statement of experience.

The contract will be awarded at the Tuesday, April 12th, 2011 Regular Board Meeting at 7:00 p.m.

The meeting adjourned at 3:04 p.m. Thursday, March 31st, 2011.

Respectfully,

Kathy Metzler, RMC, CMC

Village Clerk

Meet the Candidates’ Forum

March 22nd, 2011

Moderator

     Joan Kaltsas with the League of Women Voters

Trustees – Vote for Three 4-year Terms

     Gary Walkington*

     Timothy S. Powell

     Kevin J. Barrett*

     Walter Kriese

     *Indicates incumbent

Time Keepers

     Diane Sanderson

     Kathy Metzler

Questions and Answers

You will be provided with white index cards to write any questions you have for the Trustee candidates. Please give your cards to Roseann Stark before or during the forum and she will pass them on to the Moderator.

A special thank you to Joan Kaltsas and Diane Sanderson!!

PUBLIC WORKS COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the Public Works Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Wednesday, March 9th, 2011 at 6:30 P.M.

Village of Hainesville

Roseann Stark
Deputy Clerk

Posted this 28th day of February, 2011 at 1:00 p.m.

AGENDA

I. Call to Order
II. Establishment of Quorum
III. Approval of Minutes/Agenda
IV. Old Business
1. Public Works Business
2.
V. New Business
1. Public Works Business
2.
VI. Input from committee members
VII. Adjournment

PUBLIC WORKS COMMITTEE MEETING MINUTES
March 9, 2011

Opened 6:30 pm

Present, Jeff Gately, Gary Walkington and Greg Gruen.

Business

Approval of February Meeting Minutes.

The draft of the pavement study conducted throughout the Village is
complete. We will discuss the finding with the board of Trustees and
implement a course of action.

The committee wants to review the current garbage contract to see
when it expires and also if there is a fuel surcharge if fuel costs surge
over a certain dollar amount.

The committee also wants to review the contract between Native
Restoration and the Village in regards to Cranberry Lake. We think that
this may be the last year of the contract.

Adjourned 7:45pm.

Respectfully Submitted

Jeff Gately

FINANCE COMMITTEE MEETING

                                             PURSUANT TO THE OPEN MEETINGS ACT, the Finance Committee will meet at the Village Hall Council Chambers, 100 N. Hainesville Road, Hainesville, Illinois 60030, on Tuesday, March 8th, 2011 at 6:00 p.m.

                                                                                    Village of Hainesville 

                                                                                     Roseann Stark
                                                                                     Deputy Clerk

Posted this 28th day of February, 2011 at 1:00 p.m.

AGENDA:

                                                                              1) Roll call
                                                                              2) Establishment of Quorum
                                                                              3) Approval of Minutes/Agenda
                                                                              4) New Business
                                                                                  a) Finance Business
                                                                                  b)
                                                                              5) Old Business
                                                                                 a) Finance Business
                                                                                 b)
                                                                              6) Adjournment

Finance Committee Minutes for 3/8/11

The meeting was called to order at 6:02 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski;,Trustee Jim Tiffany, Trustee Georgeann Duberstein, Treasurer Kelly Hensley. Jim Rock, attorney, and Walter Kriese, resident.

The minutes were accepted.

Georgeann asked for clarification of Dave Schultz’ bills. Kelly will check into them. The bills were approved.

The overall budget is in the black by $67,875.00.

Capital improvements of $88,000 have been allocated for Public Works; therefore there will be no reserve fund for Public Works. If anything comes up, approval must given by the board and funds will come from our savings.

The Finance Committee will present the budget to the board at the first meeting in April for passage at the second April meeting.

Dave Shultz’ bills were more than the amount budgeted. We hope to pay some of the snow plowing out of the MFT fund.

Gerry showed us a chart comparing revenue from various sources over the last four years. (See Attached.)

Jim Rock discussed the collateralization agreement we would make with First Midwest Bank and the Illinois Funds or other financial institution. We would change the investment policy so that the investment ratio would differ depending on the type of collateral. This change is recommended by the Government Finance Officers’ Association.

Other changes would be:

1. All depositors must sign the village security agreement.

2. Collateral must match with those listed in the security agreement.

The agreement will be ready for the first April board meeting.

We will check out CD rates at other banks.

The meeting was adjourned at 6:41 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

AGENDA

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

March 8th, 2011

A.  Call to Order by Presiding Officer

B.  Pledge of Allegiance to the Flag

C.  Roll Call

D.  Establishment of Quorum

E.  Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the February 22nd, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the February 2011 Financials

3. A Motion to Approve the March 2011 Bills Payable for $246,084.91

H. Reports and Communications from Mayor and other Officers:

1.  Mayor

2.  Clerk

3. Treasurer

4. EMA Coordinator

5. Building Official

6. Public Works Superintendent

7. Attorney

8. Village Engineer

I. Reports of Standing Committees

1. Finance – Trustee Daley

2. Public Works – Trustee Walkington

3. Public Safety – Trustee Barrett

4. Wetlands and Open Spaces – Trustee Duberstein

5. Community Relations – Trustee Derenoski

J. Business

1. Security Agreement (Collateralized Public Funds)

2. An Ordinance Repealing Sections 9.20.010 and 9.20.040 of the Village Code and Establishing Regulations for the Discharge of Firearms and Hunting

K. Executive Session

1. Executive Session Minutes Review

2. Probable Litigation

3. Personnel

4. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

1. Executive Session Minutes

M. Adjournment

Agenda posted this 4TH day of March 2011 at 11:00 a.m.

March 8th, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 p.m.

Mayor Linda Soto led the pledge of allegiance to the flag.

Mayor Soto asked for a moment of silence for the passing of Edythe Powell, longtime Hainesville resident and former Village Official. Her son was present in the audience.

Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington

Also present were: Village Clerk Kathy Metzler, Deputy Clerk Roseann Stark, Treasurer Kelly Hensley, Building Official Russ Kraly, Public Works Superintendent Jeff Gately, EMA Coordinator Mike Benko, Village Engineer Greg Gruen and Village Attorney Jim Rock

Establishment of quorum

Agenda Approval
Trustee Daley motioned to approve the agenda as presented; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Public comments:
Timothy Powell, Hainesville, IL 60030 - Mr. Powell announced the passing of his mother, Edythe Ede Loftus Powell. His family has been in Hainesville for 110 years. He talked about her life. Her passing was unexpected but a blessing since she had suffered a stroke.

Mayor Soto expressed deep sympathy from the Village. The Mayor had the obituary available for anyone who wanted to view it. She stated that Edythe was a lady ahead of her time.

Trustee Duberstein added that as an election judge it was a joy to see Edythe Powell when she voted; she was always positive and pleasant.

Ted Mueller, Hainesville, IL 60030 – stated that he knew Edythe also. Both him and Mayor Soto served on the Board with Edythe Powell and she was a great loss to the community. She was an excellent public servant and he admired her.

David Criz, Hainesville, IL 60073 – One of the western neighbors on the lake put pallets on the lake to make a fishing pier. Jeff did talk with the resident and the resident stated he would remove them; however, Mr. Criz noticed that they are still there and some are frozen into the ice.

Public Works Superintendent, Jeff Gately, stated if they are frozen in the ice they cannot be taken out.

Mayor Soto stated that it is duly noted and the Village has his address and phone number so he can be contacted. The Mayor asked Jeff Gately to make a note and follow up on this issue.

Omnibus Vote Agenda
1. A Motion to Approve the February 22nd, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the February 2011 Financials
3. A Motion to Approve the March 2011 Bills Payable for $246,084.91

Trustee Duberstein motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Reports and Communications from Mayor and other Officers:
Mayors Report
Mayor Linda Soto reported that on Saturday, February 26th she was at a Community Forum Workshop at the Round Lake Beach Civic Center. It was the end of a year long study on the Round Lake Area Immigration. The Director of Mano a Mano held the study. It was an impressive presentation. Mayor Soto discussed the study. The increase in the Hispanic population from 2000 to 2010 is about a 258% increase. There was a round table discussion to come up with ideas, changes and solutions in accommodating these families. Mayor Soto has a copy of the data and will forward it to the Trustees.

Mayor Soto also asked that everyone mark their calendar for the upcoming election. Three Trustee seats are up for election with 4 candidates running. On March 22, 2011 there will be a Candidate’s Forum. There are also people up for school boards, park district boards and library boards. These people make decisions that effect everyday life.

Clerks Report
Village Clerk Kathy Metzler stated that the Candidate’s Forum is all set. The candidates will receive letters with the rules for the Forum. This will need to be signed and return to Kathy. She also stated that she is working on Business License renewal.

Mayor Soto stated that she and Kathy will be contacting the Census Bureau regarding the discrepancy in the numbers and will challenge the count. Kathy Metzler stated that the paperwork cannot be started until June 1, 2011 and the last day to turn it in is June of 2013. Mayor Soto stated that there has been no answer as to the cost involved. The Village could also explore a Special Census which the Mayor hopes to avoid. Kathy noted that the Special Census cost $50,000 when it was done a few years back. Mayor Soto stated that it paid for itself in a few months.

Treasurer Report
Treasurer Kelly Hensley stated that the financials are up to date and she is ahead of schedule with the budget. She is preparing for other work with the audit. She also stated that she and Roseann are learning everything about utility billing.

EMA Coordinator
EMA Coordinator Mike Benko offered his condolences to the Powell family. He had submitted the budget to the Mayor and it is under review. EMA will soon be moving into the garage area. There are discussions to do a table top exercise soon.

Trustee Tiffany asked if the Village was involved in the statewide tornado exercise. Mike stated that the Village was not involved because we test the sirens every month. The exercise was done at the county level. Trustee Barrett added that anyone who had a StarCom radio had the ability to check in to do a directed net.

Building Official
Building Official Russ Kraly stated that he handed out his monthly report. Russo Equipment will be doing a final inspection on March 18th. Mayor Soto added that Russo is open for business but they will have a grand opening on March 17th. On March 26th they will have a Used Equipment Sale.

Mayor Soto asked Russ if he could deliver the business license applications and do inspections. Russ stated that he would have to see.

Public Works Superintendent
Public Works Superintendent Jeff Gately stated that the Village is aware about the fire hydrants that are down. One kit came in last week but still waiting for three more. With the blizzard everything is on national back order. As soon as they come in, they will be repaired. The Fire Department is also aware of the fire hydrants that are down.

Jeff also noted that he is 90% complete with the drenching of the front pond. Since the pipe was lowered there is about a foot of silt that has accumulated. The silt has to be out in order to get the proper water level. Jeff explained the dredging.

Attorney
Attorney Jim Rock prepared a temporary construction easement that will be used to authorize the Village to perform work on three residential properties adjacent to a Village retention basin. The work will correct some storm water drainage and erosion and restore the proper elevations.

Attorney Rock also worked with the Finance Committee in revising the Village’s investment policy and collateralization agreement for funds on deposit in financial institutions. Jim will be drafting an ordinance that will update and revise the investment policy and the security agreement.

Jim Rock also stated that there is a new hunting and firearms ordinance on the agenda which will bring the Village up to date.

Village Engineer
Village Engineer Greg Gruen reported that the Village will be going out to bid on the restoration project for the Lisk Drive Homeowners. This should be voted on at the April meeting. He also stated that the field work has been completed for the pavement evaluation and maintenance study. This will be reviewed with the Public Works Committee.

Greg Gruen noted that they were able to secure the IEPA permit for the Pine View Apartment water main extension. He will meet with the Public Works Committee to decide whether to go out to bid as a stand alone project or roll it into an IEPA Loan Program. The IEPA contacted Greg regarding the State Revolving Fund Loan Program which is a low interest loan program. Greg explained this program further. The IEPA is reviewing our project plan which was submitted two years ago. The work would be for the Pine View Water main extension, Route 120 Water Main Extension and the North Street Water Main Extension. The total cost of the projects is $394,000 at 2% over 20 years which is a $24,000 a year payment. The IEPA is looking over the Village’s application. These loans are offered in September or October but the Village is not obligated to take them.

Reports of Standing Committees:
Finance – Trustee Daley thanked Attorney Jim Rock who has been a great addition to us for his willingness and time he has spent with us. He is very valuable with his advice and his timeliness to the Finance Committee.

Trustee Daley stated that a balanced budget has been presented to the Finance Committee tonight. It will be presented to the Board the first meeting in April. Then we will have the Public Hearing and approval of the budget at the second meeting in April. The budget will then be approved prior to the fiscal year. Trustee Daley thanked the committee.

Mayor Soto thanked everyone for their work on the budget also.

Public Works – Trustee Walkington stated that Public Works will have a Committee meeting Wednesday night. They are working on a timetable for street repair.

Public Safety – Trustee Barrett stated that with the spring weather he would like to discuss with Mike Benko to do a severe weather educational program, either to be published or as a handout. He also stated that with the warm weather kids are out playing so residents need to pay attention more. He stated that this might be something to bring up to the Police Department.

Mayor Soto noted that this weekend the clocks need to be turned forward.

Wetlands and Open Spaces – Trustee Duberstein reported that the Committee went over the budget. They will hire a knowledgeable person to help with the weeding of the entrance at Route134. It is a big undertaking because of the vacant lots blowing seeds into the garden. This person will be working each week to keep the weeds under control. Trustee Duberstein also stated that there was concern regarding the encroaching on the woodlands by residents along Cranberry Lake path. They will be discussing ways to remedy the situation.

The next meeting will be the first Thursday in May.

Mayor Soto added that there was a question from the January minutes regarding the dead trees near the bike path by Washington. Mayor Soto stated that is Lake County DOT property. Trustee Duberstein asked what could be done because the trees are breaking the fences along the resident’s property. Mayor Soto is pursuing a cooperative effort with Lake County DOT, Hainesville volunteers and Highland Lake Homeowner’s Association. The wetland area is a filter for Highland Lake. Trustee Duberstein stated that Dave Coulter was not sure if volunteers could handle what Larry Leafblad wants to do.

Mayor Soto also stated that the Village did remove some trees by the backyard fences. Jeff Gately noted this was done last year however; some were too large to remove. Mayor Soto stated that when the weather gets nicer they will walk it and see what can be handled by the Village and what should be done by the County.

Community Relations – Trustee Derenoski reported that the first movie was shown to limited success. Three people showed up for the movie “E.T.” They will be showing the next movie, “The Great Race”, on Sunday. The movie “Up” will be shown on April 10th. It is free for residents and popcorn will be served. The movie starts at 2:00 p.m. and children need to be accompanied by an adult.

Business
Security Agreement (Collateralized Public Funds)
Village Attorney, Jim Rock, explained the Security Agreement. After meeting with the Finance Committee they will be drafting an ordinance for the April Board meeting that will be a combination of the revised investment policy and the security agreement.

An Ordinance Repealing Section 9.20.010 and 9.20.040 of the Village Code and Establishing Regulations for the Discharge of Firearms and Hunting
Mayor Soto explained the Ordinance. This code has not been updated for many years. It does not take into account the transformation from Hainesville being a rural farm community to a suburban-type environment. The Village has received many questions regarding hunting. Village Attorney Jim Rock stated that there is not a current version of the ordinance available tonight to the Trustees due to some minor revisions based on talks with the Northbrook Sports Club today. There was a need to clarify that the Club can continue to do the activities they do and allow the discharge of firearms for sporting purposes. Jim Rock recommended that the Board adopt the ordinance subject to final attorney review. Two sentences were changed. The ordinance before the Board states that if the club wanted to allow hunting they would need to get a special permit from the Village Board.

Trustee Walkington noted that the ordinance states “single owner” however what if the owner is a group. Jim Rock stated that is still considered a single owner.

Village Clerk Kathy Metzler stated that she will email the ordinance to the Trustees after the meeting.

Trustee Daley motioned to approve the Ordinance Repealing Section 9.20.010 and 9.20.040 of the Village Code and Establishing Regulations for the Discharge of Firearms and Hunting; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Ordinance #11-3-144

Trustee Daley motioned to approve the Ordinance Repealing Section 9.20.010 and 9.20.040 of the Village Code and Establishing Regulations for the Discharge of Firearms and Hunting subject to final attorney review; seconded by Trustee Walkington.
All in favor say aye, motion carried.

Trustee Derenoski motioned to go into executive session for the purpose of reviewing Executive Session minutes; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

The Regular Board Meeting recessed at 7:43 p.m. to enter into Executive Session for the purpose of reviewing Executive Session minutes.
Trustee Walkington motioned to enter back into the Regular Board Meeting at 7:58 p.m.; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

Matters from Executive Session to be Voted on:

Trustee Daley motioned to accept the memo dated February 18, 2011 regarding the acceptance, release and non-release of Executive Session Minutes; seconded by Trustee Derenoski.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried

Trustee Daley motioned to adjourn the March 8, 2011 Regular Board Meeting; seconded by Trustee Walkington.
All in favor say aye, motion carried.

The March 8, 2011 Regular Board Meeting adjourned at 7:59 p.m.

Respectfully submitted,

Kathy Metzler, RMC, CMC

Village Clerk

WETLANDS & OPEN SPACES

COMMITTEE MEETING

PURSUANT TO THE OPEN MEETINGS ACT, the

                                                                                                                                                                         Wetlands and Open Spaces Committee of the Village of

Hainesville Council which will be held at the Village Hall, 100

                                                                                                                                                                           N. Hainesville Road, Hainesville, Illinois on Thursday,

                                                                                                                                                                           March 3rd, 2011 at 7:00p.m.

                                    Village of Hainesville

                         Roseann Stark
                     Deputy Clerk

Posted this 28th day of February, 2011 at 1:00 p.m.

AGENDA:

I. Call to Order

II. Establishment of Quorum

III. Approval of Minutes/Agenda

IV. Old Business

1. Wetland Business

2.

V. New Business

•1. Wetland Business

2.

VI. Input from committee members

VII. Adjournment

Village of Hainesville

Wetland, Open Space and Woodland Committee

March 3, 2011 Meeting Minutes

Meeting opened at 7:05 pm at the village hall.

 Attendees:  Georgeann Duberstein, Trustee and committee chairperson
                          David Criz, Georg8 Duberstein, Tom Bergonzini and Mike Peterson

 Minutes of the January 6111 meeting were read and approved.

Old Business: Dave Coulter and I attended the Cranberry North Townhome Association February 15111 board

meeting to discuss the erosion issue at the end of Triumph Court as well as, the four acres of woodland at the

western edge of their property.

After much discussion, the board members and the property manager agreed to our plan to smooth out the

approach to the Cranberry Lake path at Triumph Court. Jeff Gately will handle the grading and Dave Coulter

will provide the seed and matting. Path sedge seed will be sown at the path area, native seed will be on the

banks and grass seed will be sown wherever the Cranberry North grass needs to be replaced.

Although the Cranberry North board seemed amenable to donating the four acres of woods at the west edge of

their property to the village, they needed to check with their attorney to determine if a vote needed to be taken

of all the town home owners before making a decision. Don Heiden, board president, is to get back to me by

April 1st.

No work has been able to be done in the woods along Big Horn Drive (east) near the bike path because of all

the snow.

Clean up along the western edge of Cranberry lake, where Elder Street ends, is necessary. Railroad ties and

concrete pieces have been noticed there.

There is concern about encroachment into the Cranberry Lake woodlands by homeowners on Tall Oak Drive.

We will check with Linda regarding further action.

New Business: David Olsen, H&D landscaping will be planting flowers on the east side of the Deer Point

entrance to replace those removed or damaged during the storm water drainage project. We have money from

the contractor who did the project for landscaping in this year's budget.

I'll try to use some of that money for necessary replacement of flowers in the entrances.

Last year, it was recommended that we hire someone to do the maintenance of our entrances. Jeff has the

equipment to handle the watering, but his summer help don't have the time or knowledge to do the weeding.

Dave Coulter is recommending that we hire Meredith Schnell on an hourly basis to do the entrance weeding, at

least at the Route 134 entrance, which is the worst. She is very knowledgeable about native plants, thorough

and honest. We estimate her spending approximately five hours per week at $15 per hour from mid May to

mid September ..

Our next meeting will be May 5th.

Meeting adjourned at 8:15 pm.

Respectfully submitted,

Georgeann Duberstein, Chairman

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030

February 22nd, 2011

A. Call to Order by Presiding Officer

B. Pledge of Allegiance to the Flag

C. Roll Call

D. Establishment of Quorum

E. Approval of Agenda

F. Public Comments

G. Omnibus Vote Agenda

(All items under Omnibus Vote Agenda are considered to be routine in nature and will be enacted by one Motion. There will be no separate discussion of these items unless a Trustee so desires. In which event, the discussion will be the first item of business after the Omnibus Vote Agenda).

1. A Motion to Approve the February 8th, 2011 Regular Board Meeting Minutes

2. A Motion to Approve the January 2011 Financials

3. A Motion to Approve the February 2011 Bills Payable for $78,347.00

H. Mayor – Announcements

I. Standing Committee – Announcements

J. Business

1. Hainesville Road Bike Path Agreement

2. Village of Hainesville Ordinance Establishing Closed Session

Recording Procedures

K. Executive Session

1. Review of Executive Session Minutes

2. Probable Litigation

3. Personnel

4. Acquisition/Sale of Property

L. Matters from Executive Session to be Voted on

M. Adjournment

Agenda posted this 18th day of February 2011 at 10:00 a.m.

February 22nd, 2011 Regular Board Meeting Minutes

Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:01 p.m.

Mayor Linda Soto led the pledge of allegiance to the flag.

Deputy Clerk Roseann Stark took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington

Also present were: Treasurer Kelly Hensley

Absent: Village Clerk Kathy Metzler, Building Official Russ Kraly, Public Works Superintendent Jeff Gately, EMA Coordinator Mike Benko, Village Attorney Jim Rock and Village Engineer Greg Gruen

Establishment of quorum

Mayor Soto announced that Village Clerk Kathy Metzler is out with the flu therefore Executive Session will be tabled.

Agenda Approval:
Trustee Derenoski motioned to approve the agenda as presented; seconded by Trustee Duberstein.

Trustee Tiffany stated that he has a correction under G1. Mayor Soto removed G1 from the Omnibus Agenda.

Trustee Walkington motioned to accept the Omnibus Agenda as amended; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayor Soto thanked Trustee Walkington for running the last Board Meeting when she was ill. Mayor Soto announced this year’s Round Lake Area Police Annual Chili Contest winner was Trustee Kevin Barrett. The Mayor presented him with the trophy.

Public comments:
Ted Mueller, Hainesville, IL 60030 – Mr. Mueller addressed two issues. The first is that cars are parking over the sidewalk which is violation of a state statute. The second is that garbage cans are being left out in front of garages.

Mayor Soto stated that before tickets are issued the Village will make an effort to warn residents through the newsletter and possibly a CTY call.

Omnibus Vote Agenda
1. A Motion to Approve the February 8th, 2011 Regular Board Meeting Minutes
2. A Motion to Approve the January 2011 Financials
3. A Motion to Approve the February 2011 Bills Payable for $78,347.00

Trustee Tiffany requested item number one to be removed from the omnibus agenda.

Trustee Derenoski motioned to approve the Omnibus Vote Agenda numbers 2 and 3 as presented; seconded by Trustee Daley.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Trustee Tiffany stated that in the February 8th, 2011 Regular Board Meeting Minutes he voted nay with regard to the purchase of 20 E. North St. It is not reflected as such in the minutes.

Mayor Soto stated that it will be corrected.

Trustee Derenoski motioned to approve the February 8th, 2011 minutes as amended; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Mayors Announcements
Mayor Linda Soto acknowledged that the Public Works Department did a tremendous job during the blizzard. The vast majority of residents were happy with just a few incidents. Two fire hydrants are down and they will be repaired. There is adequate fire protection. Parts are on order and they will be repaired shortly.

Mayor Soto discussed the Census figures. The figure was lower than expected. She spoke with former Mayor Ted Mueller who was also concerned. He had made excellent notes during the last special census and had made some good conservative projections. His number was at 4,200. Mayor Soto stated that there are foreclosures, vacancies and abandonments in Lake County but the number went down from 4200 to 3587. This would mean there was growth of only 150. The Mayor stated that something is wrong. The Clerk and Mayor are in contact with the Census Bureau to see if there is any recourse. There is no definitive answer yet and it may be some time before they get one.

Mayor Soto also stated that her explanation would be that a lot of the growth that wasn’t included in the Special Census is townhomes. It is harder to get participation from townhomes and track people down at home. For the record, the Mayor wanted residents to know that she is looking into this matter.

Mr. Mueller stated that when the Special Census was conducted it was a population of 3,444, Union Square was not fully occupied and Cranberry Lake North had not been completely built out. He agreed that there might be an issue with townhome participation.

Trustee Duberstein stated that during the Special Census there was an effort to contact people by hanging forms on doors for residents to contact the Census. Mayor Soto stated that might not have happened this time. Hainesville was praised for having a high return of 80%. The Mayor did not see the effort for follow-up this time. The Census Bureau may tell the Village to do a Special Census in two years and then the Village will have to weigh the cost.

Standing Committee Announcements
Trustee Derenoski stated that this Sunday at 2:00 p.m. the Village will be showing the movie ET: The Extra Terrestrial.

Trustee Barrett stated that Dave Schultz did a great job plowing; however, he received a lot of comments regarding CTY calls that were made but not one to inform the residents that the snow would be pushed back into people’s yards. Mayor Soto stated that a CTY call was made regarding pushing the snow into front yards and also mentioned that a smaller plow truck would be coming around to clean up the driveways but everyone had to be patient. The other board members and residents in the audience were in agreement that they all received this CTY call.

Trustee Barrett asked if the Village got all their hours together so that Mr. Benko could go to FEMA and Lake County for some type of recovery considering Lake County was called a disaster area and roads were closed. Mayor Soto stated that the Public Works Superintendent put together the report and it was submitted and Mike Benko is aware of it.

Mayor Soto noted that she recently had a conversation with the Grayslake Police Commander. Any Village official must follow the rules as far as parking on the street overnight. If there is a reason for parking on the street you must make the appropriate call to do so. Chief Herzog and Commander McCutcheon have stated that the officers know who the officials are in the town and if you are parked on the street they will give an official the benefit of the doubt. However, there have been some occurrences where someone has repeatedly parked on the street. For the record, Mayor Soto has told the police department that if this continues they are to start writing those individuals tickets.

Trustee Daley distributed and explained the 2011-2012 Budget Round 4 Summary.

He stated that if the Village does not set aside money for a reserve fund our total budget at this point would be at $50,000 in the black, however he is recommending that we set aside 5%. If that is done then the Village is $72,380 in the red. His recommendation to the Mayor and the Board is to cut another $72,380 from the budget across the board. He would like to be contacted with any questions. He would like all projected reductions to Kelly Hensley by March 3, 2011.

Trustee Duberstein stated that the reserve could be 4% instead of 5%. Trustee Daley stated that is a possibility.

Treasurer Hensley stated that if the budget can be tweaked before the March meeting and presented then the hearing can be scheduled at the first April meeting and approve it that night.

Business
Hainesville Road Bike Path Agreement
Mayor Soto reported that she has received the intergovernmental agreement from the Lake County DOT for the construction of the bike path extension on Hainesville Road. Construction which should begin in early Spring.

Trustee Duberstein stated that she would like to see a signal at Tall Oak and Hainesville Road to allow pedestrian crossing. She is not sure if this should wait until the Path is done and then talk to Lake County. Mayor Soto stated that she did bring this issue up with Paula Trigg, head of Engineering for LCDOT. It is too late to be included in this project, however, she is willing to take a study and look at this issue once the path is completed. Further discussion of the crosswalk took place.

Trustee Tiffany asked if any money was still left over. Mayor Soto stated that there is about $16,000 to $18,000 left. Trustee Duberstein asked if it is in the budget. Mayor Soto noted that this project was budgeted and it will be built in the regular county right-of-way.

Trustee Daley motioned to approve the Hainesville Road Bike Path agreement; seconded by Trustee Walkington.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.

Village of Hainesville Ordinance Establishing Closed Session Recording Procedures
Mayor Soto noted that Village attorneys recommended that with the recent work the Village Clerk has done on Executive Session minutes the Village establishes a closed session recording procedures ordinance.

Trustee Duberstein motioned to approve the Village of Hainesville Ordinance Establishing Closed Session Recording Procedures; seconded by Trustee Barrett.
Roll Call:
Ayes: Trustees Derenoski, Tiffany, Duberstein, Barrett, Daley and Walkington
Motion carried.
Ordinance 11-2-143

Trustee Derenoski motioned to adjourn the February 22, 2011 Regular Board Meeting; seconded by Trustee Duberstein.
All in favor say aye, motion carried.

The February 22, 2011 Regular Board Meeting adjourned at 7:36 p.m.

Respectfully submitted,

Roseann Stark

Deputy Clerk

PUBLIC WORKS COMMITTEE MEETING MINUTES

February 9, 2011

Opened 6:30pm

Present: Jeff Gately , Gary Walkington, Terry Grom.

Business

Approval of January 2011 meeting minutes

The committee feels that Dave Schultz Snowplowing did a fantastic job with the blizzard snow removal. Cleanup and widening are still in progress. Hoping to be completed within the next week.

I have received the Budget back to make more cuts. Don’t know how much more can be shaved but I will see what I can do.

Terry Grom has stated that Maxcor says that the reason that the paint is blistering on the tower is due to the fact that the old paint underneath is causing the problem. The entire tower was not sandblasted, nor was it required to be in the specs that were prepared by are previous engineering firm. Will talk to Jim Rock about this.

Adjourned 7:30pm

Respectfully Submitted

Jeff Gately

FINANCE COMMITTEE MINUTES FOR 2/8/11

The meeting was called to order at 6:00 pm.

Attendees: Trustee Gerry Daley, Chairman; Trustee John Derenoski;,Trustee Jim Tiffany, Trustee Georgeann Duberstein, Treasurer Kelly Hensley and Jeff Gately, Public Works Supervisor

The minutes were accepted.

Jeff reported that municipalities may be eligible for reimbursement for expenses incurred in connection with the blizzard of February 2, 2011. Lake County was declared a disaster area. Each municipality is to submit expenses to Lake County for federal reimbursement.

The committee commended Jeff and Dave Schultz for the snow removal work they did during and after the storm.

Budget 2011-2012 discussion:

1. To cover some of the shortfall in the Public Works budget, some of the expenditures relating to village streets will be moved to the Motor Fuel Tax budget.

2. Gerry will check with attorney, Jim Rock, to verify that we can credit Public Works with the revenue from the cell towers, which is presently in the General Fund.

Georgeann asked how much of the money appropriated in the 2010-2011 reserve budget remains. $393,180 was appropriated. $160,595 has been spent, so far. Therefore, $232,585 is left for the remainder of the year.

All departments must look for cuts to total $150,000 in order to reach a balanced budget. All adjusted budgets must be submitted to Kelly by the end of day on Thursday, February 17, 2011.

Attached are two previous budget submissions: 2011-2012 Budget Round 2, 2/1/11 and 2011-2012 Budget Round 3, 2/7/11.

Meeting was adjourned at 6:40 pm.

Respectfully submitted,

Georgeann Duberstein, Trustee

REGULAR BOARD MEETING – 7:00 p.m.

Village of Hainesville, 100 N. Hainesville Road, Hainesville, IL 60030