Village of Lincolnshire Committee of the Whole met Jan. 8.
Here is the minutes provided by the Committee:
Present: Mayor Brandt, Trustee Feldman, Trustee Grujanac, Trustee Hancock, Trustee McDonough, Trustee Servi, Trustee Leider ,Village Clerk Mastandrea, Village Attorney Simon, Village Manager Burke, Finance Director/Treasurer Peterson, Public Works Director Woodbury, Chief of Police Leonas, Assistant Village Manager/Community & Economic Development Director Letendre
ROLL CALL Mayor Brandt called the meeting to order at 7:26 p.m. and Village Clerk Mastandrea called the Roll.
2.0 Approval Of Minutes
2.1 Acceptance of the December 11, 2017 Committee of the Whole Meeting Minutes
The minutes of the December 11, 2017 Committee of the Whole Meeting were approved as submitted.
3.0 Items Of General Business
3.1 Planning, Zoning and Land Use
3.2 Finance and Administration
3.21 Consideration of an Extension to Tolling Agreement Related to the Illinois Municipal Investment Fund (IMET) (Village of Lincolnshire)
Village Manager Burke provided a summary of an extension to Tolling Agreement related to the Illinois Municipal Investment Fund (IMET) similar to the extension brought before the Village Board in 2017 which is part of an ongoing fraud case involving a portion of Village funds held in an IMET account.
Trustee Hancock asked how this transpired. Village Attorney Simon noted the Village placed funds for investment with IMET. In turn, IMET invested in a repurchase agreement with a company that was approved by the Department of Agriculture through their loan guarantee program. Unfortunately, the repurchase agreement was backed by fraudulent loans, and as a result, a portion of the funds are gone. A great deal of the funds have been recovered by a receiver, but these funds have not been released as a result of the need to resolve ongoing claims by government agencies.
Village Manager Burke noted Lincolnshire’s portion of the repurchase agreement was approximately, $141,000.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.3 Public Works
3.31 Consideration a Request to Authorize Purchase of a John Deere 410L Utility Backhoe (Replacing Public Works Vehicle #301) via the Northwest Joint Powers Association Joint Purchase Program from Westside Tractors, Wauconda, IL in an Amount not to Exceed $150,000 (Village of Lincolnshire)
Public Works Director Woodbury provided a summary of the request to authorize purchase of a John Deere 410L utility backhoe (replacing Public Works vehicle #301) via the National Joint Powers Association Joint Purchase Program from Westside Tractors, Wauconda, IL in an amount not to exceed $150,000. Public Works Director Woodbury made note there was a typo in the memos stating Northwest Joint Powers Association should be National Joint Powers Association. Public Works Director Woodbury noted several issues with the current backhoe.
Trustee Hancock asked if staff has ever looked into purchasing used equipment. Public Works Director Woodbury stated staff tries to extend the life of the equipment and tries to get the maximum trade in value for the current equipment. Public Works Director Woodbury also noted there are unknown issues with purchasing used equipment including repair history, crash history, etc.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.32 Consideration of a Request to Authorize Purchase of a John Deere 244 KII Compact-Loader (Replacing Public Works Vehicle #709) via the National Joint Powers Association Joint Purchase Program from Westside Tractors, Wauconda, IL in an Amount not to Exceed $90,000 (Village of Lincolnshire)
Public Works Director Woodbury provided a summary of the request to authorize purchase of a John Deere 244 KII Compact-Loader (Replacing Public Works vehicle #709) via the National Joint Powers Association Joint Purchase Program from Westside Tractors, Wauconda, IL in an amount not to exceed $90,000. Public Works Director Woodbury noted issues with the current equipment.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.33 Consideration of a Request to Authorize Purchase of a 2018 Falcon MI20257 Trailer Mounted Heated Asphalt-Box via the National Joint Powers Association Joint Purchase Program form Midwest Paving Equipment Inc., Glen Ellyn, IL in an Amount not to Exceed $35,000 (Village of Lincolnshire)
Public Works Director Woodbury provided a summary of the request to authorize purchase of a 2018 Falcon MI20257 Trailer Mounted Heated Asphalt-Box via the National Joint Powers Association Joint Purchase Program form Midwest Paving Equipment Inc., Glen Ellyn, IL in an amount not to exceed $35,000.
Trustee Leider noted appreciation to staff for showing different lease/purchase options in the memo and added the National Joint Powers Association Joint Purchase Program reduces the price so much it does not make sense to lease the equipment.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.4 Public Safety
3.41 Consideration of a Reciprocal Reporting Agreement between Adlai Stevenson High School District #125 and the Village of Lincolnshire (Stevenson High School and Village of Lincolnshire)
Chief of Police Leonas provided a summary of a Reciprocal Reporting Agreement between Adlai Stevenson High School District #125 and the Village of Lincolnshire. It has been 18 years since the original agreement has been updated and the summary highlights the differences from the original agreement.
Trustee Leider noted he would not be able to comment on this and is relying on staff and Legal Counsel for their expertise regarding reporting information. Chief of Police Leonas noted the agreement matches state law and requirements.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.5 Parks and Recreation
3.6 Judiciary and Personnel
4.0 Unfinished Business
5.0 New Business
5.1 AT&T
Mayor Brandt noted she received emails and communications regarding the AT&T cable and internet equipment serving residents not working due to the cold weather. Mayor Brandt asked what the best way for the Village to communicate information on the status if this issue. Village Manager Burke noted AT&T is not a village franchise, but a state franchise, so the village does not have much leverage with AT&T in terms of customer service. Village Manager Burke noted he does have a contact with AT&T and was able to reach out for information regarding the recent outage situation and communicate this through the Lincolnshire Mom’s Club Facebook and the Village Facebook Page. Village Manager Burke noted there are entire areas of the Village where AT&T is not available, but is desired by residents, which makes communications difficult.
Mayor Brandt stated she wanted to bring it up so the Board is aware of the situation.
Village Attorney Simon noted he was not sure if the Village adopted customer service standards that apply to AT&T but State law allows the Village to adopt an Ordinance that requires customer credits for outages of a certain duration. Customers should call AT&T and ask for a credit on their bill. Village Manager Burke stated staff would look to see if this type of Ordinance has been adopted and find out state responsibility.
Mayor Brandt asked if there is information regarding utilities on the Website. Village Manager Burke noted there is a utilities page on the website and staff will look to see if it may need to be updated.
Trustee Feldman asked if there is a place on the website for current issues so if this comes up again, residents can look for information on the website. Village Manager Burke noted staff does try to use the “Trending Now” portion of the website to update residents on current issues.
5.2 Village Staff Changes
Trustee Hancock stated Village staff has recently had many promotions and staff changes it is hard to keep track of and requested an updated organizational chart.
Trustee Leider asked if it would be beneficial for the Board to be spending more one-on-one time and interaction with staff as part of rotation and development.
Village Manager Burke encouraged the Board to come to the Employee Recognition lunch, holiday lunch, and Community Events as a way of getting to know staff better.
Mayor Brandt noted in years past she and the prior Mayor met with each department and suggested doing this again.
Trustee Feldman made note of the Police Annual Report providing personnel information. Chief of Police Leonas suggested workshopping with the Board to get information regarding staff and events.
Village Mastandrea noted in the past there were annual dinners planned with staff and the Board which helped maintain a better connection.
Trustee Servi asked to get notified when an employee luncheon is taking place. Village Manager Burke noted staff would send out a meeting invitation for future employee luncheons.
Village Manager Burke noted he would discuss this topic in the Department Mangers staff meeting.
5.3 Metrics & Police Activity
Trustee Hancock asked if there is a way to get a report regarding Police Activity.
Chief of Police Leonas noted Police staff has a monthly report as suggested which is posted in Manager’s Notes.
Trustee Leider suggested getting a more regular report to gauge the game plan for the Police Department to see if the Village is on track with Police staff.
Village Manager Burke stated staff is working with a joint group as a benchmarking cooperative to be able to compare Lincolnshire within local government with the focus on public safety, then in the coming year the focus is on Fire Departments, then Public Works.
Village Manager Burke stated with regards to Finance metrics, staff is working on a type of dashboard reporting to share information.
Mayor Brandt stated if the Board Members have ideas of other metrics they would like to see, to communicate this to the Village Manager. Mayor Brandt suggested having a workshop mid-year to highlight metrics.
5.4 Speeding on Residential Streets
Trustee Feldman stated she has received communications regarding speeding on residential streets and has discussed this with the Chief of Police. A suggestion was to put speed bumps on certain streets.
Mayor Brandt stated speed bumps may not be the option since this could be a potential issue on many of the streets. Mayor Brandt stated additional patrol have been assigned as a result of the complaints in the area where this has been reported.
Chief of Police Leonas stated Lincolnshire gets grant money and the Police enforce distracted driving, DUI driving, and seatbelt enforcement on a regular basis.
5.5 Vernon Hills Dispatch
Trustee Feldman stated she has had communications regarding calls made to the Dispatch and Dispatch not knowing the location of the incident in question.
Chief of Police Leonas asked Trustee Feldman to provide the information she received regarding this issue so Police staff could investigate further to resolve the issue.
A brief conversation regarding specific incidents of calls made to Dispatch followed.
5.6 Coyotes in Lincolnshire
Trustee Feldman stated she has received a complaint from a resident regarding a coyote being in her yard on numerous occasions and asked if there was an increase in coyote activity.
Public Works Director Woodbury stated this is mating season and the time of year residents are more likely to encounter coyotes.
Trustee Feldman stated the resident noted the coyote in constantly in her yard, her dog barks constantly at the coyote and asked when does this then become a nuisance.
Public Works Director Woodbury noted there are handouts on the website on what is recommended to be done to scare the coyotes away and suggested the resident call Lake County Animal Control for this specific incident.
6.0 Executive Session
Trustee Grujanac moved and Trustee Hancock seconded the motion to go into Executive Session for the purpose of discussing Personnel. The roll call vote was as follows: AYES: Trustees Feldman, Leider, Grujanac, Hancock, and Servi. NAYS: None. ABSENT: Trustee McDonough. ABSTAIN: None. The Mayor declared the motion carried and the Board went into Executive Session at 8:10 p.m. and came out of Executive Session at 8:54 p.m.
7.0 Adjournment
Trustee Grujanac moved and Trustee Leider seconded the motion to adjourn. Upon a voice vote, the motion was approved unanimously and Mayor Brandt declared the meeting adjourned at 8:55 p.m.
https://www.village.lincolnshire.il.us/component/djcatalog2/?format=raw&task=download&fid=1810
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