Deer Park Board of Trustees met Thursday, Aug. 17.
Here is the minutes provided by the Board:
Pledge of Allegiance A meeting of the Board of Trustees of the Village of Deer Park was held on August 17, 2017, 7:00 p.m. at Vehe Barn, 23570 W. Cuba Road, in the Village of Deer Park, in the Counties of Lake and Cook, Illinois. President Sands called the Board of Trustees meeting to order at 7:00pm.
Roll Call and Determination of a Quorum
Upon roll call, the following were present: President Sands and Trustees Pietro, Rusteberg, Lemme, Michalski and Olson. Trustee Van Ryne was absent. Other Village officials present included Administrator McAndrews, Treasurer Littwin, Village Attorney Cahill, Village Engineers Burke and Fell, Assistant to the Administrator Kasregis and Administrative Assistant Schwartz. Village Clerk attended Via Telephone.
Approval of Agenda
Motion: Trustee Olson moved and Trustee Lemme seconded to approve agenda
Upon Voice Call:
Ayes: Pietro, Rusteberg, Lemme, Michalski and Olson
(5) Ayes /(0) Nays/(I) Absent Motion Carried 5/0
Public Comments - Sign up prior to meeting on sign-in on podium; 5 minutes time Tom Gallagher of 23 Country Lane - Concerns of recent incident at the neighbor’s home next door. Concerns of residents allowing short term rental under Air B&B attracts unwelcomed guests to the area. Property is listing under a nightly rental and there are people staying for months at a time at that location. President Sands stated there will be a conversation under the Sheriffs report.
Caryn Tausend of 20708 N. Deerpath Rd - Thanked the BOT for allowing a Dog Park panel to present to the Village Board. After the July meeting there seemed to be an interest in finding out more information. A survey was created, about 112 surveys have been returned to the Village Hall. 70% are in favor of a fenced off leashed dog park area, 58% have a dog and 85% said they would use the dog park weekly. Some concerns of residents were the Village initially funding the Deer Park Dog Park, drainage, roads, and raising of Village property taxes for the Dog Park. The Dog Park will not be taking funding away from these programs. The Village of Deer Park does not collect property taxes so no new property tax will be added to fund a Dog Park. This will be a self-funding dog park run on minimum fees to support the dog park. Using the baseball field to create a dog park could bring in revenue rather than an expense to the Village.
Lake County Sheriff
a. Monthly Report
Sergeant Engberg discussed the issue on Country Lane, the Sheriff’s Department was not involved and was told to stay clear. The incident was handled by the US Marshall's Department and assistance by Lake County Sheriff's Office. Lack of communication from the US Marshalls office will be addressed.
No other issues to report in the Village of Deer Park. There was a ruse burglary in Long Grove. Sheriff’s Department remind residents to not keep extra sets of keys in your vehicle, take all valuables out of vehicles. Thieves are taking cars to commit crimes out of area. Discussion of US Marshalls contacts for communication. Administrator McAndrews will connect with the US Marshalls office.
Attorney Cahill stated there are ordinances that municipalities could put in place for an Air B&B. In this case this would not work since he was there over 30 days and that would be a long-term rental. Village is in the process of changing municipal code to address short-term rentals, will go to Planning and Zoning in October then to the Board of Trustees in October. Possibly only allowing a short-term rental 1 time a year, and this would be monitored by the residents to let the Village know for a code violation.
Presentation
a. Sharon Durling-Northern Illinois Municipal Electric Collaborative
Sharon Durling presented the Board with 5 bids from electric providers. ComEd default rate through May 2018 will be $0.07151 per kWh. The electric company that provides the Village currently under Electric Aggregation is Dynegy Energy. Dynegy Energy has the lowest bid for 12 months at $0.07072 per kWh. After Board discussion on the differences for the terms of years, discussions led to 12-month term with Dynegy Energy for the Village at $0.07072 per kWh starting October 2017 until October 2018. The Village also will add an option for Renewable Power, that rate provided from Dynegy $0.07267 per kWh for Renewable Power.
b. Presentation from Peter Poulos - Real Estate Consultant
Village Administrator McAndrews introduced Peter Poulos to the Village Board. Peter Poulos was introduced to the Village Administrator McAndrews by Kon Savoy of Teska the Village Planner. Mr. Poulos has had experience in gathering property owners in Winfield for development. The Village Triangle has 20 property owners. Mr. Poulos stated the experience that he has in Winfield and the approximation of 1 year gathering the different owners to start development. Mr. Poulos stated that a lot of great work has already been done here at the Village in gathering owners together. 73 acres are available for development in the Village. Mr. Poulos is looking for support in gathering property owners to offer options to property owners. He will talk to property owners and what they want to see done with their property. Then he takes the developers to start development. There is a lot of opportunity for development. Mr. Poulos stated he would like to see development for items that you can't buy on the internet. Sales tax revenue is important to the Village since we have no property taxes. This development should be the gate way to Deer Park. The Village Staff has tried to gather property owners to work together. Mr. Poulos would meet with owners personally as a consultant. The cost to the Village is $3500.00 a month for the services. This original request is for 90 days and then the Village Board would reevaluate. The Board would decide what we would like to see as the gateway to the Village of Deer Park. The Village has no control over the properties for development. Working with owners and developers will help the Village and see development with options. The Village is only reacting to projects brought to Planning and Zoning. Village Attorney Cahill stated the Village needs some kind of road map instead of just reacting to projects. President Sands stated he spoke with the Mayor of Winfield and he gave a good report of Mr. Poulos and team.
Consent Agenda
a. All items listed under Consent Agenda are considered to be routine by the Village Board and may be approved/accepted by one motion with a roll call vote.
b. Approval and Release: Regular BOT July 20, 2017 Meeting Minutes Approval and Release: Special BOT Workshop July 20, 2017 Meeting Minutes
c. Approval of Expenditures Totaling $357,931.60; Accounts Payable in the amount of $307,306.20; Payroll in the amount of $40,291.77; Check Register in the amount of $10,333.63;
Approval of the Investments Held Report for July 30, 2017 in the amount of $4,055,427.66
Motion: Trustee Pietro moved and Trustee Rusteberg seconded to Approve and Release Regular BOT July 20, 2017 Meeting Minutes, Approve and Release Special BOT Workshop July 20, 2017 Meeting Minutes as Amended, Approval of Expenditures Totaling $357,931.60; Accounts Payable in the amount of $307,306.20; Payroll in the amount of $40,291.77; Check Register in the amount of $10,333.63; Approval of the Investments Held Report for June 30, 2017 in the amount of $4,055,427.66
Upon Roll Call:
Ayes: Rusteberg, Olson, Lemme, Michalski and Pietro
(5) Ayes /(0) Nays/ (I) Absent Motion Carried 5/0
Reports of Village Officials
1. Village Engineer Fell
a. Status Update Memo
Village Engineers are performing the necessary inspections and design revision reviews for the Deer Park Crossings.
Road Program final punch list items were sent to the contractor on July 21st and completed on July 24", landscape restoration work is substantially complete.
Stormwater Master Plan (SWMP) field survey of the five - Phase 1 SWMP projects will be complete by August 11. Final design for the 5 projects is underway. The remaining drainage problems are being prioritized based on defined criteria, concept drainage plans and costs will be developed for each. Village Engineers plan on presenting these findings at the September Village Board Meeting. Village Engineers completed a site assessment of the four Village-owned ponds (Squires Pond, Deerpath Pond, Lucy Lake and Town Center Pond). The findings of the site assessment and recommended actions have been summarized in a technical memo.
Village Engineers performed inspections at drainage complaint locations and prepared memos describing recommended actions.
MWRD Sanitary Sewer Inflow & Infiltration (I&I) Smoke testing performed by RJN Group was completed on July 27". Village Engineers plan to have everything complete including a technical memo of the necessary repairs to the system for the September Board Meeting.
Village Engineers obtained soil borings and completed the field survey at D’Angelo Park in June. The design of the park improvements is underway including the site plan and easement coordination. Village Engineers are performing the hydrologic and hydraulic modeling necessary for designing the proposed pedestrian crossing in the northeast corner of the park.
The Village Engineers Botanist has visited the Town Center Pond site three times (July 14, July 21st, August 2") to apply herbicide to eradicate invasive species around the pond. A controlled burn is scheduled for this fall, weather dependent.
Village Engineers are investigating water/seepage issues in the Vehe Barn museum space. A meeting was held on August 8" to discuss the timeline of previous work performed and gather additional information. Village Engineers plans to have further information for the Vehe Barn investigation at the September Board Meeting.
Acorn Pond has 18-inch pipe from big acorn to little acorn pond, models do show that in heavy rain fall the water would crest over. Pond was built in 1960-1970. Village Engineer is still in preliminary discovery, more information will be available at the September Board Meeting.
2. Village Attorney Cahill
Village Attorney will discuss items under executive session.
Village President
President Sands stated Trustee Van Ryne will be moving out of the Village of Deer Park. Term Expires 2019 and President Sands will be looking to appoint a new Trustee to fill the expired term until elections in 2019.
a. Proclamations Declaring September 17–23, 2017 as Constitution Week
President Sands read the proclamation.
b. Lake County Sheriffs Interactions
President Sands stated the disappointment in the communication with Lake County Sheriffs and the US Marshalls office. The Village has learned and made some changes in the point of contact with Lake County Sheriffs office.
c. Committee of the Whole / Programmatic Categories
President Sands stated the options for the Village to start adding the Committee of the Whole to the Board Meetings. Many other Villages in the area have Committee of the Whole. The idea is to discuss main topic of the Village as a group and move the item to the next Board Meeting for voting. Some items could be listed under the consent agenda with just one vote and other items would have its own motion if further conversation is needed on the subject. Committee of the Whole would be held right after regular board meeting. The Committee of the Whole would be a regular Board Meeting not a special meeting. Trustees would like to have the Committee of the Whole meeting before the regular Board Meeting. Administrator McAndrews stated the Village could try this and if it doesn’t work can change the municipal code. The Board meetings become 30 minutes. This Committee of the Whole would become a regular meeting and the Trustees could talk about anything.
d. Community Development
a. Ad Hoc Committees
Residents and Staff to work together to bring items to the Board. Moving forward some kind of rules to work together on future ideas and groups coming forward to work as one to complete the items.
b. Commercial Development Approach
President Sands asked for question from the Board member. Further discussion will be addressed later at request to motion.
c. Discussion of Presentation from Peter Poulos — Real Estate Consultant
Village Administrator McAndrews stated that Bill Ganek will be stepping down as Peter Poulos would be grouping land owners to work with developers.
d. Participation/Presentation at HOA Meeting scheduled for September 26, 2017 7:00pm
A Special Board Meeting will be called on September 26, 2017. Board discussed the topics to be addressed at the Special Board Meeting. Trustees to attend and to showcase the Vehe Barn, Out Buildings and Village office. Trustees would like to increase the communication with the HOA's and Village residents.
President Sands stated on September 16, 2017 Johnny and the Madmen will be performing at the Vehe Barn as part of Deer Park Community Meet your Neighbors program.
President Sands stated a few meetings he will be attending and upcoming events. Jazz Fest was a great success for the community about 4,500 people attended.
Committee Updates
a. Development: Trustees Olson and Michalski
Nothing at this time, Trustee Michalski spoke with President Sands about the plan on how to get the proper support from staff. Possibly the thought of dividing up the Municipal code to sections of Residential, Commercial and Public safety. The Municipal Code is large and could be overwhelming.
b. Infrastructure: Trustees Rusteberg and Lemme
a. Park Update
i. Survey results - Dog Park
Trustee Rusteberg stated that only about 40% of the residents have received the dog park survey. Needs better communication with the residents and HOA's, with new Facebook page, Emails and Village Website.
ii. Next Steps - Dog Park
Trustee Rusteberg stated on the survey there was positive results on the Dog Park. It is the responsibility of the Board where to direct funds. With the research, the Dog Park startup could not take shape without the fence at Town Center Park. The park would be small under an acre and infrastructure for the Dog Park would need to be set for funds spent daily, weekly and annually since the Village has no public works department for maintenance or security. Everything would need to be subcontracted out as the Village has no one to maintain the Dog Park. Many items need to be considered, and funding would need to be raised by the Dog Park group. The funding for the Dog Park could not come from the Parks Fund, it is not in budget for this year. The size of the fencing would need to be changed because the % of an acre could not be shared by 2 sizes of Dogs. Having of 2 sides fenced to for under 35lbs and over 35lbs, the space hardly gives room to run in the tight space. Other things that needs to be addressed is patrolling by officers in case of dog bite and proper use. Insurance would need to be reviewed by the Village. Staff would need to be involved for licenses and control for vaccinations check, is there enough resources of staff time. Follow-up on fencing cost for moving, and the actual costs, bidding and time frames. There are many places within the area to walk and take dogs for off leash runs under 10 miles away. Lake County has plans for updates and are in the process to build the 5" dog park in Gurnee and possibly look to them to fund a Dog Park possibly in Cuba Marsh. Many items to look at before funds can be redirected to a Dog Park. Trustee Olson stated he was surprised by the negative comments of the Dog Park. Presidents Sands would like to get better understanding of costs. Trustee Michalski restated the options available at Lake County Dog Park Area and the open space of the 70 plus acres fenced, pump stations, litter stations and things that a small space could not provide for people who are really interested in exercising their dogs.
b. Roads and Drainage update including pond survey discussion
Discussion of drainage issues would be a big hit to the budget and how to handle the issues at hand.
The Village has had a few meetings on the Lancaster drainage issues at Chapel Hill. Options to with Lake Zurich, Lake County and D&W. D&W has requested permit with State and have their engineers look into the issues.
2018 road program to change the 15-year plan. 84% of all roads are complete. PCR will be looked at to complete the list for 2018 Road Program.
c. Office Option Evaluation: Trustees Pietro and Van Ryne Trustee Pietro has nothing new right now. This maybe could be the first discussion of the Committee of the Whole.
d. Administration and Communication Village Administrator McAndrews
The Village staff opened a Facebook for the Village. Possible changing the newsletter to digital format and get rid of the paper format. Discussion of how to gather email addressed and where to keep paper copies for people without computers. Could place the newsletters in the lending library and Barnes and Noble for possible paper delivery.
Staff
a. Reports
Treasurer Littwin stated budgeted expense line item reclasses identified in the approved FY2018 appropriation ordinance are now reflected in the July financial statements. The total FY2018 approved budgeted expenses did not change. Overall, after consideration of timing differences of revenue and expenses incurred versus budgeted, the Village is trending fairly close to total FY2018 budget through July year-to-date. Audit field work is completed.
b. Discussion as to whether to take the necessary procedural steps to initiate a Referendum to approve a Non-Home Rule Municipal Retailers' Occupation Tax and Non-Home Rule Municipal Service Occupation Tax rate increase from.25% to.50% to be used for public infrastructure improvements including Roads and Drainage; resulting in sales tax increasing from 7.25% to 7.50%.
If approved the start would be July 2019 and the Village would not see any of the increase until October 2019. Other Villages are much higher than the Village, except Vernon Hills has no property tax and sales tax is 7.25%. Trustees discussed the options and why the Village is in need of the extra funds such as drainage issues. Trustees would like to discuss this further in Committee of the Whole. All paperwork needs to be completed by year end. Attorney Cahill should prepare the documentation in case the discussion is in favor so the opportunity is not lost.
Consideration for Motion and Approval
a. Approval for Electrical Aggregation Awarded to Lowest Comparable Electric Provider with the Voice and Consent of the Board of Trustees
Motion: Trustee Pietro moved, seconded by Trustee Rusteberg to approve Electrical Aggregation Awarded to Dynegy Energy at the 7.072 kWh for 12 month period as Electric Provider with the Voice and Consent of the Board of Trustees
Board and Ms. Durling discussed the term options presented to the Board. This bid is higher than last year’s bid. Board decided to take the one-year term for cost savings. Program will go to bid again August, 2018.
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes/ (0) Nays/(I) Absent Motion Carried 5/0
b. Approval to Enter into a Contract with Peter J. Poulos Real Estate to help with the development of the Deer Park Triangle Area for a monthly fee of $3,500 for a three-month term unless otherwise extended by the Village Board and to Authorize Village Administrator and Clerk to execute Purchase Order.
Motion: Trustee Rusteberg moved, seconded by Trustee Olson to approve to Enter into a Contract with Peter J. Poulos Real Estate to help with the development of the Deer Park Triangle Area for a monthly fee of $3,500 for a three-month term unless otherwise extended by the Village Board and to Authorize Village Administrator and Clerk to execute Purchase Order.
Trustees would like to see monthly status updates.
Upon Roll Call:
Ayes: Rusteberg, Olson, Lemme, and Pietro
Nays: Michalski (4) Ayes / (I) Nays/(I) Absent Motion Carried 4/1
c. Approval of Payment Request #1 Submitted by Peter Baker & Sons in the Amount of $629,323.55 for the 2017 Road Program.
Motion: Trustee Lemme moved, seconded by Trustee Pietro to approve of Payment Request #1 Submitted by Peter Baker & Sons in the Amount of $629,323.55 for the 2017 Road Program.
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes/ (0) Nays/(I) Absent Motion Carried 5/0
d. Approval to Enter into an Intergovernmental Cooperation Contract with Illinois Municipal League Risk Management Association
Motion: Trustee Michalski moved, seconded by Trustee Olson to Enter into an Intergovernmental Cooperation Contract with Illinois Municipal League Risk Management Association
This is a formality to obtain bids for Village insurance. The Village needs to be in an intergovernmental agreement.
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes /(0) Nays/(1) Absent Motion Carried 5/0
e. Approval of an Ordinance #O17-13 Amending Chapter 112 of the Code of Deer Park Regarding the Number of Class 2 Liquor Licenses
Motion: Trustee Pietro moved, seconded by Trustee Lemme to approve of an Ordinance #OI7-13 Amending Chapter II.2 of the Code of Deer Park Regarding the Number of Class 2
Liquor Licenses
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes /(0) Nays/(I) Absent Motion Carried 5/0
f. Approval of an Ordinance #O17-14 Amending Section 30.15, Meeting, in the Village of Deer Park Municipal Code to Provide for a Committee of the Whole
Motion: Trustee Rusteberg moved, seconded by Trustee Olson to approve of an Ordinance #OI7-14 Amending Section 30.15, Meeting, in the Village of Deer Park Municipal Code to Provide for a Committee of the Whole
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes/ (0) Nays/(I) Absent Motion Carried 5/0
g. Approval of an amount of $3,318 for two individual Adult Mosquito Applications to be performed by Clarke based upon approval of the Village President
Motion: Trustee Lemme moved, seconded by Trustee Pietro to approve of an amount of $3,318 for two individual Adult Mosquito Applications to be performed by Clarke based upon approval of the Village President
Upon Roll Call:
Ayes. Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes/ (0) Nays/(I) Absent Motion Carried 5/0
Old and/or New Business Nothing at this time
Adjourn to Executive Session - Probable Litigation
President Sands asked for a motion to enter into executive session for the purposes of discussing probable litigation at 9:37pm.
Motion: Trustee Michalski moved and Trustee Rusteberg seconded to enter into a closed session for purposes of discussing probable litigation at 9:37pm.
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes /(0) Nays/(I) Absent Motion Carried 5/0
Reconvene to Regular Session
Motion: Trustee Olson moved and Trustee Rusteberg seconded to reopen the regular Board of Trustees Meeting at 9:58 p.m.
Upon Roll Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes/ (0) Nays/(I) Absent Motion Carried 5/0
Adiourn
Motion: Trustee Olson moved and Trustee Pietro seconded to adjourn the meeting at 9:58 p.m.
Upon Voice Call:
Ayes: Rusteberg, Michalski, Olson, Lemme, and Pietro
(5) Ayes /(0) Nays/(1) Absent Motion Carried 5/0
http://www.villageofdeerpark.com/AgendaCenter/ViewFile/Minutes/_08172017-205
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