Village of Antioch Board of Trustees met March 8
Here are the minutes provided by the board:
I. CALL TO ORDER
Mayor Gartner called the March 8, 2023 regular meeting of the Board of Trustees to order at 6:31pm at the Antioch Municipal Building located at 874 Main Street, Antioch, IL and via Zoom.
II. PLEDGE OF ALLEGIANCE
The Mayor and Board of Trustees led the Pledge of Allegiance.
III. ROLL CALL
Roll call indicated the following Trustees were present: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak*. Also present were Mayor Gartner, Attorney Vasselli, Administrator Keim and Clerk Romine.
*indicates attendance via Zoom
IV. Absent Trustees Wishing to Attend Remotely
There were no objections to Trustee Dominiak attending remotely.
V. Mayoral Report
1. Veteran’s Memorial Committee Update – Mayor Gartner reviewed the meeting held with the Veteran’s committee, where potential locations were discussed. An agreement was made to look at the potential for a Veteran’s memorial near the Brooks wetland area. He announced that the group has already set up their 501c3 and provided an opportunity for the committee to address the board.
Ms. Debra Rentner reviewed the meeting, and the location agreed upon by all in attendance. They asked to move forward on the soil borings at the property, and for the board’s consensus to build the memorial at the location. There were no objections to the administrator moving forward with the soil borings.
2. International Women’s Day – Mayor Gartner recognized Wednesday, March 8 as International Women’s Day and the month of March as Women’s History Month.
Citizens Wishing to Address the Board
There were no citizens wishing to address the board.
VI. Consent Agenda
Trustee Pedersen moved, seconded by Trustee Macek, to approve the following consent agenda items as presented:
1. Approval of the February 22, 2023 Regular Meeting Minutes as presented.
Upon roll call, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: 0.
THE MOTION CARRIED.
VII. Regular Business
2. Consideration and approval of payment of accounts payable as prepared by staff in the amount of $530,524.38 – Trustee Bluthardt moved, seconded by Trustee Pierce, to approve payment of accounts payable in the amount of $530,524.38. Upon roll call, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: .0
THE MOTION CARRIED.
3. Consideration and approval of an Ordinance formally adopting the Zoning Map Effective March 1, 2023 for the Village of Antioch – Trustee Dominiak moved, seconded by Trustee Pierce, to approve Ordinance No. 23-03-05 formally adopting the Zoning Map Effective March 1, 2023 for the Village of Antioch, waiving the second reading. Upon roll call, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: 0.
THE MOTION CARRIED.
4. Consideration and approval of a Resolution accepting Rain For Rent proposal to provide delivery, installation, removal, pickup of all quoted materials/equipment for bypass pumping related to the clarifier slab replacement to the Wastewater Treatment Plant East Clarifier in the amount of $77,745.49 – Trustee Bluthardt moved, seconded by Trustee Pierce, to approve Resolution No. 23-08 accepting Rain For Rent proposal to provide delivery, installation, removal, pickup of all quoted materials/equipment for bypass pumping related to the clarifier slab replacement to the Wastewater Treatment Plant East Clarifier in the amount of $77,745.49.
Director Heimbrodt reviewed the resolution and provided an explanation of the need for a backup emergency tank when the other tank is taken out of service when the clarifier is repaired. He discussed the insurance coverage for this project, and said all invoices and proposals have been submitted for consideration. A considerable amount of the expense is expected to be recovered through the claim.
Upon roll call, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: 0.
THE MOTION CARRIED.
5. Consideration and approval of a Resolution approving a $20,000 commitment to the Antioch Township for an outdoor fitness court at Tim Osmond Sports Complex as part of the 2023 National Fitness Campaign – Trustee Pierce moved, seconded by Trustee Bluthardt, to open the item for discussion.
Trustee Pierce struggles with this approval because he is unsure of the potential utilization for the costs. Trustee Macek discussed the Libertyville complex being out of business, and expressed concern with spending more money when there is not a maintenance plan for our existing parks, including installation of security cameras. Trustee Pedersen believes the Village of Antioch is in partnership with the Township for this park. Administrator Keim said the Tim Osmond Park is adjacent to school property, but they are not in the agreement for the park. He advised that the Township and Village have agreed to split costs associated with the park through a committee, and that committee has not met in a very long time. He said this would be considered a request directly from the Township to participate in this item. Trustee Pedersen said she also struggles with this expense when there is maintenance necessary in our existing parks.
Mayor Gartner said a favorable recommendation was received from the Park Board, but without a dollar amount. He said he is comfortable approving up to a certain amount, but remanding it back to the Park Board to consider a dollar amount recommendation.
Trustee Bluthardt agreed this should go back to the Park Board for a dollar amount and where it would fit into their budget.
Trustee Burman is a firm no on this because many of our other parks need work and maintenance, and should be given priority.
Trustee Dominiak agreed and thinks money should be spent on existing parks, and likes the idea of sending it back to the Park Board.
Director Quilty said Township Supervisor Shaughnessy asked for $20,000 from the Township and Village and is looking for other donations to help fund the project after receiving those commitments.
Trustee Pierce moved, seconded by Trustee Macek, to refer to the Park Board with clear direction what they would like to spend and what they would like to get this from as far as a spending source and how it fits in their budget.
Administrator Keim clarified there is a park improvement fund, but most of parks maintenance is funded out of the general fund. He said if they choose to do this, he doesn’t see an offset of $20,000 to cut from the park budget, and recommended they ask the Park Board to spend some of the park improvement fund on the project. Trustee Dominiak said she sees this as a park improvement, and should come out of that fund.
Upon roll call to refer this item back to the Park Board, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: 0.
THE MOTION CARRIED.
6. Consideration and approval of a Resolution Authorizing and approving a temporary purchasing policy for the Village of Antioch, Illinois – Trustee Bluthardt moved, seconded by Trustee Burman, to open this item for discussion.
Administrator Keim provided a background on the request for this item based on the inaccessibility of vehicles due to shortages and/or supply issues. Staff began to discuss the long lead times in ordering vehicles for police and public works, and this temporary purchasing policy allows staff to keep up with vehicle replacement, and gives the Administrator the authority to approve these purchases in advance of budget approval. This is an attempt to order vehicles before a budget is approved, which could possibly be tied to a vehicle replacement plan. He said the Board could also tie it to vehicles specifically, but he is unsure if there will be other supply chain issues. Administrator Keim also asked the Board to consider thinking ahead when items may need to be ordered in advance of budget approval. Chief Guttschow discussed the need for vehicles in the police department.
Trustee Pierce asked if it could be budgeted in the current year, and ordered when it is in the budget rather than provide authority without a budget amount.
Trustee Macek thinks this may be necessary in order to keep on top of the vehicle replacement needs, and it’s most important to ensure there is safety equipment for people to do their jobs.
Trustee Pedersen discussed supply chain issues and understands the problem, and supports ordering vehicles, but not to exceed the budget and come to the next board meeting to ratify.
Trustee Bluthardt discussed the policy where it references both budgeted and non-budgeted items. He had an issue with the non-budgeted side, which is not included in the language in the resolution. He has a problem that there is no elected official approval, and thinks the policy and resolution needs some work. He recommended adding the future vehicles to the pending budget to allow staff the authority to move forward, but without a blanket statement of approval. Trustee Bluthardt also expressed concern that there is not an end date to the policy.
Chief Guttschow discussed the vehicle replacement plan, and asked if the board would be comfortable providing the authority to purchase the vehicles in accordance with that plan.
Trustee Burman thinks time frames will get tighter and put the Village in a bad position, and thinks this is necessary.
Trustee Dominiak agrees there needs to be an expiry of the policy, as well as a vehicle replacement plan. She is also not comfortable with granting spending authority on unbudgeted amounts. She agrees with the need for replacement vehicles, but is not in favor of the method this allows.
Mayor Gartner suggested a 2-year time frame, and possibly specifically naming the current Administrator. He also recommended adding the vehicle replacement plan as an exhibit with a not-to-exceed amount.
Trustee Pierce agreed with a 2-year time frame and adding the vehicle replacement plan.
Trustee Bluthardt said he is more willing to amend the budget for this year or next to consider the needed cars.
Administrator Keim said he will need to figure out the timing of this and asked the board to allow time for staff to consider making amendments to the policy and resolution. Chief Guttschow said they would need 8 vehicles to get back on track, which is a blend of patrol vehicles with a median cost of approximately $55,000.
Trustee Bluthardt moved, seconded by Trustee Pierce, to table this item to the next meeting. Upon roll call, the vote was:
YES: 6: Pierce, Macek, Pedersen, Bluthardt, Burman and Dominiak.
NO: 0.
ABSENT: 0.
THE MOTION CARRIED.
VIII. Administrator’s Report
No report.
IX. Village Clerk’s Report
Clerk Romine announced that the Spring Clean Up Day with Groot has been scheduled for Thursday, April 27, 2023.
X. Trustee Reports
Trustee Pierce mentioned that public works did safety training today and have been busy plowing, deicing and debris removal in the last couple of weeks.
Trustee Dominiak thanked the Mayor for recognizing International Women’s Day, and has identified well over 40 businesses in the community that are women owned or co-owned.
XI. ADJOURNMENT
There being no further discussion, the Village Board of Trustees regular meeting adjourned at 7:29 pm.
https://www.antioch.il.gov/download/village_board/Minutes/2023/03-08-23-VB-Minutes.pdf
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