At a recent meeting, the Mettawa Village Board discussed proposed water-main extensions.
Below are the minutes from this meeting, as provided by the board.
MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD
OF TRUSTEES OF THE VILLAGE OF METTAWA, ILLINOIS, HELD AT
THE HOUR OF 7:30 P.M. ON JUNE 21, 2016 IN THE COTTONWOOD
ROOM OF THE HILTON GARDEN INN HOTEL, 26225 N.
RIVERWOODS BOULEVARD, METTAWA, ILLINOIS
A. CALL TO ORDER
Mayor Urlacher called the meeting to order at 7:30 p.m.
B. ROLL CALL
Upon a call of the roll, the following were:
Present: Trustees Brennan, Maier, Pink, Sheldon, Towne and Mayor Urlacher
Absent: Armstrong
Mayor Urlacher declared a quorum present.
Also present: Village Administrator Bob Irvin; Scott Anderson, representative of the firm
of James Anderson Company, Village Attorneys Jim Ferolo and Greg Smith
of Klein Thorpe & Jenkins, Ltd., Village Treasurer Pam Fantus and
Financial Consultant Dorothy O’Mary
C. APPROVAL OF MINUTES:
Regular Meeting of the Board: May 17, 2016
It was moved by Trustee Maier and seconded by Trustee Sheldon that the minutes of the
Regular Meeting of May 17, 2016 be approved with several typographic errors corrected.
Upon a call of the roll, the following voted:
Aye: Trustees Armstrong, Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried and the minutes approved and placed on file.
Special Meeting of the Board: June 1, 2016
It was moved by Trustee Towne and seconded by Trustee Maier that the minutes of the
Special Meeting of June 1, 2016 be approved as presented.
Upon a call of the roll, the following voted:
Aye: Trustees Armstrong, Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried and the minutes approved and placed on file.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 2 of 13
D. APPROVAL OF BILLS
1. Bills Submitted for Payment
Trustee Maier reported the total amount for payment is $176,429.77. There was bill
submitted by Clarke Environmental in the amount of $2,200 included on the list. It will not
be paid until after the work is completed.
It was moved by Trustee Maier and seconded by Trustee Brennan to approve payment of
the bills.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
E. TREASURER’S REPORT
Presentation of the Treasurer’s Report for the Month of May, 2016.
It was moved by Trustee Maier, seconded by Trustee Brennan that the Board acknowledges
receipt of the May, 2016 Treasurer’s Report and place it on file.
Upon a call of the roll, the following voted:
Aye: All
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
F. COMMUNICATIONS AND PETITIONS FROM THE PUBLIC: none
G. COMMISSION AND COMMITTEE REPORTS FOR DISCUSSION,
CONSIDERATION AND, IF SO DETERMINED, ACTION UPON
1. Finance Committee
a. Recommendation to Approve an Ordinance Declaring Surplus Funds and
Directing Local Tax Reimbursements Pursuant to the Illinois Fiscal Responsibility
Law
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 3 of 13
Trustee Maier reported that the Committee reviewed the proposed ordinance for the
tax rebate program and the application materials have been completed and approved.
The total surplus to be paid is $350,000. Two changes have been made from last
year’s ordinance. One allows a resident who moves within the Village and maintains
continuous residency eligible for the rebate and a section has been added that requires
all debts to the Village be settled before receiving a tax rebate. The Committee
recommends approval of the ordinance. Upon approval, the application will be
mailed to residents in early July and they have until October 3rd to submit their
applications. Checks will be mailed by the end of the year.
2. Public Works Committee
a. Update on Potential Water Main Extensions in the Village
Village Administrator Irvin reported that the Committee continued the review of the
potential water main extension on St. Marys Road near the north Village limits. The
cost estimate is much higher than the estimate in 2013 when the project was last
reviewed. The Committee discussed looking again at the properties in Green Oaks
and Unincorporated Lake County as possible participants in the extension. When this
was reviewed in 2012, the attitude of Green Oaks was to let Mettawa build the new
main and their residents could connect for just the connection fee cost. However, if
the reality is the only way for the project to occur will be if more participate from the
beginning, perhaps there could be a change in attitude.
b. Update on Old School Road Drainage Issues and Resurfacing Project
Village Administrator Irvin reported the Committee discussed some drainage work
needed prior to Old School Road being resurfaced later this year. Trustee Armstrong
and the Village Engineer and I met with St. Basil’s Church representatives and they
are amenable to granting the Village an easement across a small corner of their
property for the work to be completed. The Village Attorney is drafting the easement
agreement.
c. Update on Request from the Village of Libertyville regarding an Electronics
Recycling Program
Village Administrator Irvin reported that the Committee discussed a request from the
Village of Libertyville to join their new electronics recycling program. Due to the
cost and the fact that there are still five (5) drop off sites available in Lake County,
the Committee recommended that we not participate. Trustee Brennan advised that
Lakes Disposal will pick up electronics with the first collection date of the month.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 4 of 13
3. Parks and Recreation Committee
a. Recommendation to Approve the Lowest Responsible Bid for the Route 60 Trail
Construction Project Submitted by Chicagoland Paving Contractors in an Amount
Not to Exceed $97,900
Trustee Sheldon reported that the Committee recommended the lowest responsible
bid for the Route 60 trail from Chicagoland Paving. She said that we had estimated
the project to be from $250,000 to $300,000 and the bid is for $97,900. The trail goes
from Deerpath Farm to St. Marys Road.
b. Recommendation to Approve a Proposal from Perfect Cut Tree for the Oak Hill
Lane Property in an Amount Not to Exceed $1,350
Trustee Sheldon reported the Committee recommended approval of the proposal from
Perfect Cut Tree to remove hazardous trees from the Village owned property on Oak
Hill Lane.
c. Recommendation to Approve Extra Tree Work by Perfect Cut Tree in
Whippoorwill Park in the Amount of $3,950
Trustee Sheldon reported the Committee recommended approval of the additional tree
removal work completed in Whippoorwill Park by Perfect Cut Tree in the amount of
$3,950.
d. Recommendation to Approve a Proposal from Teska Associates for the North End
of Oasis Park Drainage Treatment in an Amount Not to Exceed $4,750
Trustee Sheldon reported we have received a grant for a little over $14,000 for the
Oasis Park drainage project at the north end of the park. The work by Teska includes
the design, bidding and supervision of the project. Trustee Sheldon thanked Trustee
Towne for finding the grant opportunity.
e. Recommendation to Approve the Hay Proposal from Bob Haraden for 701
Riverwoods Road, Subject to Hay Bales Provided to Mettawa Residents at the Rate of
$5.00 Per Bale
Trustee Sheldon reported the Committee recommended approval of the Hay Proposal
from Bob Haraden for 701 Riverwoods Road, subject to hay bales provided to
Mettawa residents at the rate of $5.00 per bale. Dr. Haraden has agreed to provide the
bales for $5.00. Trustee Towne said that he would deliver wagon loads of about 100
bales to residents.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 5 of 13
f. Recommendation to Approve the Proposal from Bob Haraden to Mow Oasis Park
for $1,000; and the West Slope of the Berm for $800, Subject to the Recommendation
of the Village’s Open Space Consultant
Trustee Sheldon reported the Committee recommended the mowing proposal from
Bob Haraden for Oasis Park and Jay Womack, our open space consultant agreed that
the west side of the berm should be mowed.
g. Other Matters
Trustee Sheldon said that we had rejected all of the bids for the Oasis Park trail
relocation project that ranged from $140,000 to $180,000. R.A. Mancini has
submitted a proposal to complete the project for $117,000. She recommended that
the Village Board approve their proposal. Village Administrator Irvin advised that it
could not be approved at this meeting since it was not listed on the agenda. Trustee
Towne said the Village Board approved the waiver of competitive bidding at the last
meeting and said we could go out and negotiate with contractors. Village Attorney
Ferolo said we should include the waiver of competitive bidding when we approve
the proposal, but it could not be done at tonight’s meeting. Trustee Towne suggested
that we get the paperwork done for the project so that it could quickly move forward.
Village Engineer Anderson advised that the approved contract was part of the bid
documents and could be used for the agreement.
4. Safety Commission
a. Status and Activity Update
Trustee Pink reported that recently two people working for a pest company were
soliciting door to door in the Village without a solicitors permit. She advised them
that a permit was needed, and the Village Administrator advised that they did not
contact him for a permit. The Village Administrator has reviewed our solicitor’s
ordinance as well as some area municipalities and there are some suggested changes
to our ordinance. She said that we will include the suggested changes with the next
Village Board packet for review and discussion at the next meeting.
Trustee Pink reported that a film crew was recently filming a commercial in the
Village. They had contacted the Village Administrator about a permit to film in the
Village and then informed him that it was not needed as they would be filming
elsewhere. Without notification, they proceeded to film in the Village on Bradley
Road near Old School and hired the Sheriff’s Department to assist with traffic
control. They closed Bradley Road for filming and used the excuse that they did not
know they were in Mettawa. She was stopped on the road and asked the Deputy
under what authority they had closed the road and she was told they had all of the
papers that they needed. Subsequent to the event, the Village Administrator sent a
letter to the Sheriff’s Department asking how this happened and why the Village was
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 6 of 13
not contacted about the filming and road closure. A Sheriff’s Department
representative responded with an apology and said it would not happen again.
Trustee Pink said that both of these recent events could have included manufactured
excuses that people did not know that they were in Mettawa or perhaps they were
telling the truth. However, perhaps now is the time to consider placing simple Village
of Mettawa signs at four locations in the Village to let people know we are a Village.
We have signage at Whippoorwill and on the trails, but there are no signs to show that
we are a Village. Tom Heinz, resident, said that Village signs were considered several
years ago, and it was decided not to have them. Trustee Pink said she knows that
occurred, but perhaps now is the time to have them.
Trustee Pink said she spoke to Libertyville Fire Protection District Chief Carani. He
advised that there are about six address signs left to install, and they are also replacing
some additional ones.
Trustee Pink asked the Village Engineer about the plans to address the drainage issue
on Old School Road near the Kulchawik’s property. He said that they would be
addressing shoulders next week and then addressing the drainage issues.
6. Zoning, Planning and Appeals Commission
Chairman Krusinski reported that the ZPA would be meeting on July 12th to consider
an amendment to the special use permit for Always Faithful Stable and on August 2nd
to consider applications regarding the amended special use for the O’Donnell’s and a
guest house for Nitiss/Carruthers.
H. BUSINESS FROM THE BOARD FOR DISCUSSION, CONSIDERATION AND, IF
SO DETERMINED, ACTION UPON:
1. Mayor’s Report
a. Request from Deerpath Farm Subdivision for Approval of the Reinstatement and
Amendment of the Declaration of Covenants, Conditions and Restrictions
Mayor Urlacher reported that the request from Deerpath Farms would be tabled until
further notice.
b. 2016 First Review of Executive Session Minutes
Mayor Urlacher reported that we are required to review the potential release of
executive session minutes twice each year. Nothing is recommended to be released at
this time.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 7 of 13
c. 2016 Prevailing Wage Ordinance
Mayor Urlacher reported that we are required by the state to annually adopt the
prevailing wage rates for public works projects.
d. Village Clerk Update
Mayor Urlacher reported that the Board had received a memorandum from the
Village Administrator with some recommendations and questions about filing the
Village Clerk position. He said that he needs consensus from the Village Board on
proceeding forward with the recruitment. The memorandum includes a timeline with
either the appointment occurring at the July or August Village Board meeting. He
asked the Board if they wanted the office hours to be three or four hours per day. The
cost range for 4 hours per day is $36,000 to $43,000 and for three hours, $27,000 to
$33,000. There are evening meeting hours in addition to the office hours. He said
that he believes that three hours per day is adequate. Trustee Towne asked if we need
to have them work Monday through Friday each week. Mayor Urlacher said that
Fridays are important since there are agenda packets to be completed for meetings.
Village Administrator Irvin said that he believed that 15 hours per week for office
time was about right to get the job done. The biggest issue is that not every week has
the same amount of work. It usually increases the week before and the week after
Board meetings. The other issue is accessibility of the person for calls. If we are
closed on a day of the week, those calls would go to voice mail. After further
discussion, the consensus was to offer the position for 3 hours per day, 9 a.m. to noon,
Monday through Friday and review it after six months.
e. Building Report
Mayor Urlacher thanked Village Engineer Anderson for the monthly Building Report
and asked that it be placed on file.
f. Other Matters
Mayor Urlacher said there will be another Village newsletter coming out soon and the
Village Picnic will be held on August 27th, 11 a.m. to 2:00 p.m. at St. Basil’s Church.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 8 of 13
g. Village Administrator’s Report
Village Administrator reported that we will soon have three single family houses
under construction in the Village. Two of them are located in the Crest subdivision
and the other in Shadowbrook. He also reported that we just completed our second
year under the Sheriff’s contract and service calls were down by 6% from the first
year.
2. UNFINISHED BUSINESS
a. Approval of an Ordinance Approving an Amended Comprehensive Plan for the
Village of Mettawa, Lake County, Illinois, and Amending Chapter 14 of the Mettawa
Village Code in the Relation Thereto
It was moved by Trustee Maier, seconded by Trustee Towne, to remove from the
table, approval of an ordinance approving an amended Comprehensive Plan for the
Village of Mettawa, Lake County, Illinois, and amending Chapter 14 of the Mettawa
Village Code in the relation thereto.
Upon a call of the roll, the following voted:
Aye: All
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
It was moved by Trustee Brennan, seconded by Trustee Sheldon, approval to amend
an ordinance approving an amended Comprehensive Plan for the Village of Mettawa,
Lake County, Illinois, and amending Chapter 14 of the Mettawa Village Code in the
relation thereto in the following manner, p.14 correct Oasis Park to 20.89 acres, p.15
update the narrative to match the graph and add the 2015 data, p.18 update the map to
reflect the Village’s current boundaries, p.28 end first #2 after the word
contamination, p.28 add Lake County Forest Preserve to the list of collaboration, p.29
add to #6, Encourage the updating of ordinances to support and protect property
values and quality of life, p.30 add under Transportation section, Work to reduce the
speed limits in State and County Roads, p.33 under Goal 2, #2, cite coordinating with
the Lake County Health Department, p.31 Goal 2, #3, reword the first section to read,
Encourage public sanitary sewer service where provided, p.32 remove the line
regarding Grainger in the second paragraph under Land Use Plan.
Trustee Pink asked why we would remove the section on p. 28 regarding
contamination. Trustee Towne said that it was covered in another location in the plan.
She also asked why we would remove the line about Grainger on p. 32. Trustee
Towne said he suggested that it be removed since we have other areas around and
within the Village where we have greater densities and it would be best to leave it out
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 9 of 13
of the plan, rather than listing all of the other areas. The land use map shows the
areas as well.
Village Administrator Irvin said the map on page 18 is not a Village map and will be
updated if Lake County can provide us with the updated water service area map.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
It was moved by Trustee Maier, seconded by Trustee Brennan, approval an ordinance
approving an amended Comprehensive Plan for the Village of Mettawa, Lake County,
Illinois, and amending Chapter 14 of the Mettawa Village Code in the relation thereto.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
3. NEW BUSINESS
a. Approval of an Ordinance Declaring Surplus Funds and Directing Local Tax
Reimbursements Pursuant to the Illinois Fiscal Responsibility Law
It was moved by Trustee Brennan, seconded by Trustee Sheldon, approval of an
ordinance declaring surplus funds and directing local tax reimbursements pursuant to
the Illinois Fiscal Responsibility Law.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 10 of 13
b. Approval of the Lowest Responsible Bid for the Route 60 Trail Construction
Project Submitted by Chicagoland Paving Contractors in an Amount Not to Exceed
$97,900
It was moved by Maier, seconded by Trustee Brennan, for approval of the lowest
responsible bid for the Route 60 Trail Construction Project submitted by Chicagoland
Paving Contractors in an amount not to exceed $97,900.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
c. Approval of a Proposal from Perfect Cut Tree for the Oak Hill Lane Property in
an Amount Not to Exceed $1,350
It was moved by Trustee Sheldon, seconded by Trustee Brennan, approval of a
proposal from Perfect Cut Tree for the Oak Hill property in an amount not to exceed
$1,350.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
d. Approval of Extra Tree Work by Perfect Cut in Whippoorwill Park in the Amount
of $3,950
It was moved by Trustee Sheldon seconded by Trustee Brennan, approval of extra tree
work by Perfect Cut Tree in Whippoorwill Park in the amount not to exceed $3,950.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 11 of 13
e. Approval of a Proposal from Teska Associates for the North End of Oasis Park
Drainage Treatment in an Amount Not to Exceed $4,750
It was moved by Trustee Maier, seconded by Trustee Sheldon, approval of a proposal
from Teska Associates for the North End of Oasis Park Drainage Treatment in an
amount not to exceed $4,750.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
f. Approval of the Hay Proposal from Bob Haraden for 701 Riverwoods Road,
Subject to Hay Bales Provided the Mettawa Residents at the Rate of $5.00 Per Bale
It was moved by Trustee Maier, seconded by Trustee Brennan, approval of the hay
proposal from Bob Haraden for 701 Riverwoods Road, subject to hay bales provided
to Mettawa residents at the rate of $5.00 per bale.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
g. Approval of the Proposal from Bob Haraden to Mow Oasis Park for $1,000; and
the West Slope of the Berm for $800, Subject to the Recommendation of the Village’s
Open Space Consultant
It was moved by Trustee Brennan, seconded by Trustee Maier, approval of the
proposal from Bob Haraden to mow Oasis Park for $1,000 and the west slope of the
berm for $800, subject to the recommendation of the Village’s open space consultant.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 12 of 13
Mayor Urlacher declared the motion carried.
h. Approval of the Reinstatement and Amendment of the Declarations of Covenants,
Conditions and Restrictions for the Deerpath Farm Subdivision
It was moved by Trustee Maier, seconded by Trustee Pink, to table the approval of the
reinstatement and amendment of the Declaration of Covenants, Conditions and
Restriction for the Deerpath Farm Subdivision.
Upon a call of the roll, the following voted:
Aye: All
Nay: None
Abstain: Trustee Sheldon
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
i. Approval of a Resolution Approving the Release of Certain Executive Session
Minutes of the President and Board of Trustees of the Village of Mettawa, Illinois
It was moved by Trustee Maier, seconded by Trustee Brennan, approval of a
resolution approving the release of certain executive session minutes of the President
and Board of Trustees of the Village of Mettawa, Illinois.
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Mayor Urlacher declared the motion carried.
j. Approval of an Ordinance Ascertaining the 2016 Prevailing Rates of Wages for
Laborers, Workers and Mechanics Employed on Public Works Projects in the
Village of Mettawa
It was moved by Trustee Maier, seconded by Trustee Brennan, approval of an
ordinance ascertaining the 2016 prevailing rates of wages for laborers, workers and
mechanics employed on public works projects in the Village of Mettawa
Upon a call of the roll, the following voted:
Aye: Trustees Brennan, Maier, Pink, Sheldon and Towne
Nay: None
Absent: Trustee Armstrong
Minutes of the June 21, 2016 - Regular Meeting
Mayor and Board of Trustees
Village of Mettawa
Page 13 of 13
Mayor Urlacher declared the motion carried.
I. EXECUTIVE SESSION
J. CALL TO RECONVENE
K. ROLL CALL
L. MATTERS REQUIRING ACTION ARISING AS A RESULT OF THE EXECUTIVE
SESSION
M. ITEMS TO BE REFERRED
N. FOR INFORMATION ONLY
O. ADJOURNMENT
With no further business to conduct, it was moved by Trustee Brennan seconded by Trustee
Sheldon that the meeting be adjourned.
Upon a call of the role, the following voted:
In Favor: All
Opposed: None
Mayor Urlacher declared the motion carried and the meeting adjourned at 8:28 p.m.
Bob Irvin, Deputy Village Clerk
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