BOARD OF TRUSTEES, REGULAR MEETING
Municipal Building: 874 Main Street, Antioch, Illinois
June 21, 2004
| CALL TO ORDER | Mayor Maravelas called the regular meeting of the Board of Trustees to order at 7:34 pm in the Municipal Building: 874 Main Street, Antioch, IL. |
| ROLL CALL | Roll call indicated the following Trustees were present: Pierce, Larson, Caulfield Porch, Hanson and Turner. Also present were Mayor Maravelas, Attorney Theophlios and Clerk Monroe. Absent: Attorney Long |
| MINUTES 05/26/2004 |
Trustee Porch, seconded by Trustee Caulfield, made a motion to approve the
minutes from the May 26, 2004 special meeting with the following corrections:
• On page 1: Change meeting to special meeting. Trustee Porch asked if there the minutes for the meeting prior to the May 26, 2004 meeting had been approved. Clerk Monroe responded that the minutes for the May 17, 2004 meeting had been approved. Trustee Porch asked Trustee Pierce if this was the meeting that he left. Trustee Pierce responded that it was. Trustee Porch asked where it is indicated in the minutes. Clerk Monroe stated that it is on the last page of the minutes. On roll call the vote was:
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| MAYOR |
Resolution 04-15 – Mayor Maravelas read the resolution, which pertains to
appointing Trisha G. Steele, the Finance Director, as Village Treasurer.
Trustee Caulfield made a motion, seconded by Trustee Hanson, to approve
resolution 04-15, entitled Appointment Resolution.
Trustee Larson verified that she will be Finance Director and Treasurer and asked if she will permanently be both. Mayor Maravelas stated that in the future that perhaps an assistant Treasurer would be hired. Finance Director Steele stated that she will be looking at redefining staff. Trustee Pierce asked Attorney Theophilos if this is a problem, due to separation of duties that was identified in the GMCS report. Attorney Theophilos stated that it does not present a problem. Trustee Porch stated that, from her understanding, it was necessary to give legal permission for Director Steele to work with the banks. Director Steele stated she was correct and that it allows her to speak on behalf of the Village. On roll call, the vote was: Tom Cross Letter – Mayor Maravelas read a letter from Tom Cross, House Republican Leader, thanking the Village for the Resolution that was passed regarding the War on Agriculture. Waste Management Rate Increase – Mayor Maravelas stated that a letter had been received from Waste Management requesting a 3.25% rate increase. He asked Trustee Larson and Trustee Hanson if they remember this occurring before. Trustee Hanson stated that it depends on what was agreed to in the contract, but that he knows there have been cost of living adjustments. Administrator Probst stated that he reviewed the contact in preparation and that the contract does allow a maximum of 5% increase per year. Trustee Pierce asked if the Village Board approved the contract. Administrator Probst stated that the contract is a continuation of a contract approved, by the Board, in 1998. Trustee Hanson asked if the Village has to agree to the increase. Trustee Pierce stated that he doesn’t believe that it has to be approved. Trustee Hanson suggested having the attorney review it. Trustee Larson stated that the letter requesting the changed is dated May 17, 2004 and they are requesting the rate increase for June 1, 2004. Mayor Maravelas asked if the Board wanted to instruct Administrator Probst to Waste Management that the increase cannot take effect. Trustee Porch suggested tabling this to a committee meeting to discuss it further.
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| CLERK |
Request for Two New Copiers – Clerk Monroe reviewed a memo to the Board
from herself and Director of Planning, Zoning and Building Silhan concerning
the lease/purchase of two new copiers. Clerk Monroe stated that the current
copiers no longer function properly and need to be replaced. She also stated
that after receiving quotes, it appears as though the cost for each copier
will be around $300 to $400 a month as a lease price. She made a recommendation
to allow staff to purchase two new copiers funded from the Administration
account and the Planning, Zoning and Building account.
Trustee Porch asked if the copier would be able to collate. Clerk Monroe stated that they could collate and that it is a standard option. Trustee Larson asked if it made more sense to approve the going out to bid and accepting the bid if it is within the parameters listed in the memo. She then made the motion to go out to bid and for staff and Director Steele to sign the lease agreement. Trustee Porch seconded the motion. On roll call, the vote was: |
| CITIZENS |
Scott Keenan – Scott Keenan, 416 Red Rock Drive, Lindenhurst, provided information
on the Open Arms Food Pantry regarding the number of families served and
they types of items provided to families. He stated that he wanted the Village
Officials to be aware of what is happening in the community and also to
ask if the Village Hall could be a drop off point for donations.
Mayor Maravelas stated that it would be fine to use the Village Hall as a drop-off. Mr. Keenan asked if he could have a contact person that he could work
with. Trustee Porch stated she would be his contact person. |
| PLANNING, ZONING AND BUILDING |
PZB 04-08 – Trustee Turner introduced Richard Silva who gave a presentation
on regarding Newport Cove Subdivision/Landover Development.
Mr. Silva explained that they are applying for R4 Zoning through Lake County and that it would be going before the Lake County Zoning Board of Appeals. Mr. Silva then reviewed the development plan with the Trustees. Mayor Maravelas asked Senior Planner Sakas if he had anything to add. Senior Planner Sakas stated that Village Board could resolve to concur with the plan, as presented, and a letter would be sent to the County. Trustee Turner asked how much the homes will be selling for. Mr. Silva stated that the lots on the water will be selling for $250,000 or more and that the lots off of the water will be selling for $100,000. Trustee Turner stated that this development should help Grass Lake School from the tax money. Mayor Maravelas asked how many units would be in the development. Mr. Silva stated between 60 and 70. Trustee Larson stated that there is going to be a community septic and that it appears as though that will be more effective than individual septic. Trustee Porch asked about the letter referring to staff comments. Senior Planner Sakas stated that language is used in the recommendation letters and that this time it should not have been included. Trustee Turner made a motion to approve the Proposed Preliminary Plat of Subdivision, ‘Newport Cove’ PZB 04-089: Unincorporated property requiring extraterritorial concurrence. Trustee Pierce seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner PZB 04-12 – Trustee Turner asked Director Silhan to provide the Board with additional information. Director Silhan sated that it is a minor setback variation to allow a six and a half side yard on lot 44. He stated that there are variations on other side yards in this subdivision. He further explained that 3.8 feet of lot 44 was conveyed to lot 45. He stated that a plat of survey was done but never recorded and a different surveyor did the other lot so the 3.8 feet was lot. He stated that it would be costly and impractical to tell the builder to tear the house down. He stated that the primary impact is to the other homeowner and they do not object but they are concerned with drainage and privacy. Trustee Turner made a motion to approve the request for amended plat for lot 44 and 45 in the Woods of Antioch Unit 3 and the petition for side yard variation along the west property line of lot 45, provided a grading/drainage plan is prepared and reviewed by staff and the fence is built. Trustee Larson seconded the motion. Mr. Gunderson, of lot 44, stated that he is concerned about the drainage and has asked that KLM bury the downspouts. He also stated that KLM will not put up the fence, but that he will and bill KLM for the one side of the fence. A representative for KLM stated that there is a bid for a fence and that
they have offered to pay $2312.10 for the fence. Trustee Hanson stated that the resident is being burdened so he shouldn’t be limited to the builder’s demands. Trustee Porch verified that the homeowner will only be responsible for the one side of the fence that runs along the property line of lot 45. Trustee Caulfield stated that he thinks there are a mix of things going on at once and how this relates to two parties regarding a fence and how it impacts the Village. Attorney Theophilos stated that either the motion needs to be amended or the parties to come back with an agreement, in principle, with the parameters that have been decided upon and then you can approve it. After discussion, the builder and the homeowner agreed that they would submit a plan within 6 months after completion of the home. Trustee Larson amended her second. Trustee Turner amended her motion to include the 6 months after the completion of the home. Trustee Caulfield stated that he still feels that the Village will be involved. Attorney Theophilos stated that if the builder is agreeable to saying they will work with reasonable demands of the homeowner that language could be drafted around that agreement. Trustee Caulfield stated that it seems as though some of the issues aren’t settled yet and that he is not satisfied and he wants to make sure if this comes back that the right decision have been made. Trustee Turner stated that the builder is going to bury the downspouts and that when a landscape plan is submitted that Director Silhan or Senior Planner Sakas will have to approve it and only then will the fence be allowed. Trustee Pierce stated that he feels Trustee Caulfield is saying that the Village should discuss zoning and not resolve private party issues. Trustee Turner stated that they parties are asking for a variance and that the Village is putting the conditions on the approval of the variance. Trustee Pierce stated that fence quotes can be very expensive and that it’s possible that the parties may not be able to reach an agreement. On roll call, the vote was: |
| INDUSTRIAL, RETAIL, REDEVELOPMENT, CIVIC AND COMMUNICATIONS | Other Business – Trustee Porch stated that the Chamber of Commerce wanted to thank the Village for the Art Fair. She stated it was very successful and brought people to Antioch and that there has been very favorable feedback. |
| FINANCE AND ADMINISTRATOR |
Invoices over $10,000 – Trustee Caulfield stated that the Invoices over
$10,000 list has a total amount of $83,777.47 but that is the total for
two separate invoices.
Trustee Caulfield made a motion to authorize an invoice to Smith Engineering, in the amount of $27,883.85 for Deercrest/NeuHaven Construction Observation. Trustee Turner seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Trustee Caulfield made a motion to authorize an invoice to Smith Engineering, in the amount of $10,979.43 for EFPA Watermain Observation. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Trustee Caulfield made a motion to authorize an invoice to State Bank of the Lakes, in the amount of $602,208.75 for the Dolly Spiering Loan. Trustee Larson seconded the motion. Trustee Pierce asked if this was the final payment. Administrator Probst stated that there will be one additional payment. Trustee Pierce asked if the cellular phone companies were contacted to end the utility tax. Clerk Monroe explained that the Illinois Commerce Commission was contacted to end the telecommunications tax, both land phone and cellular phone, but that they will not end the tax until January 1, 2005. Trustee Larson asked what is going to be done with the excess money. She asked if it will be put in a separate account. Mayor Maravelas stated that the Board needs to decide how the money is spent. Trustee Hanson suggested discussing this at a committee meeting. Trustee Pierce stated that this money has already been included in the budget, which the Board approved and according to the Village Attorney, there is no way to delineate who paid what amount so it should be spent on items that are good for the Village. Trustee Larson stated that she understands that, but she feels that it should be kept separate. Trustee Pierce suggested discussing this at the next finance committee meeting. On roll call, the vote was: Accounts Payable – Trustee Caulfield made a motion to approve the accounts payable in the amount of $828,903.69, as prepared by Village staff. Trustee Porch seconded the motion. Trustee Larson questioned why payments to Antioch Veterans Cab date back to December of 2003. Director Steele stated that she would check into that and follow up with the Board. On roll call, the vote was: Manual Checks – Trustee Caulfield made a motion to approve manual checks written to date for the water and sewer account in the amount of $91,131.89, the payroll account in the amount of $14,281.81, the Dolly Spiering fund in the amount of $83,751.03, the general account in the amount of $573,082.22 and the escrow fund in the amount of $12,562.22. Trustee Porch seconded the motion. On roll call, the vote was: Trustee Porch verified that the information included with the Manual Checks was information. Director Steele stated that she was correct. Parks Director Stahl stated that she had a manual check because she forgot to remind the person of the cutoff date. Trustee Caulfield asked what the other on the invoice is for. Director Stahl stated that the amount paid to her is the total, not the other amount. Trustee Porch asked if the Village collects the money. Director Stahl stated that the instructor collects the money and gives it to the Village to be deposited. Trustee Caulfield asked that this invoice be included at the next finance committee meeting. Escrow Invoices – Trustee Caulfield stated that the Escrow Invoices are informational. Appropriations Ordinance – Director Steele stated that she had information for the Board to consider and one of the things is the change in the account structure. She stated that one of the changes with GASB 34 is the need to report revenue and expenditures by major categories of activity. She also stated that programs are what before were referred to as funds. She stated that there is focus on governmental and enterprise activities, not fiduciary activities. She stated that fiduciary activities will be included in other places. Director Steele also stated that she wanted to discuss the appropriations ordinance and that it will be formatted according to the structure mentioned above. She stated that the budget gives the Board control over the departments and that is what staff will be held to, but the appropriation ordinance allows a percentage over the budget for unforeseen expenses. She asked that the Trustees bring any concerns that they have to the next finance committee meeting. Other Business – Trustee Caulfield asked Director Steele to give an update on the June 30, 2004 date to have the finances in order for an audit. Director Steele asked Joel Manning, of Manning Silverman, to provide the update. Mr. Manning stated that they have done pretty well to achieve the deadline and that they have incurred some problems. He stated that the initial budget had some errors and that is due to the lack of documentation, which caused them to make mistakes. He also stated that the AS400 system has blips and they have to research and investigate all of those blips. He stated the does feel that they are on track. Mr. Manning stated that he wanted to reiterate Manning Silverman’s job, which is to look at all of the activity from May 1, 2003 through April 30, 2004. He stated that their goal is to sit down with the independent auditor and explain everything that occurred between that time period. He did say that on concern is that the outside auditor won’t be able to give a clean bill of health with the audit because the beginning numbers are bad. Trustee Caulfield asked why they can’t get the beginning balance numbers correctly. Mr. Manning stated that they were instructed, by the Board, to not look at anything from prior to May 1, 2003. Administrator Probst stated that checks for Manning Silverman have been held, awaiting more detail. He stated that Mr. Manning provided that detail and asked that manual checks be provided, since the next Board meeting isn’t until the middle of July. Trustee Larson stated that the Board has not seen any explanations. Director Steele stated that she has seen the detail of what has been done each day and that she could provide it to the Board, but that she assumed that the Board just wanted her to review it. Mayor Maravelas stated that they have been here working and that should be paid. Trustee Hanson stated that if there are questions about what work is being done, and then the Trustees can talk with Director Steele. Trustee Turner stated that the Board authorized the money and that as long as the Finance Director is comfortable, the money should be paid. Administrator Probst stated that this could be discussed further at the finance committee meeting.
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| PUBLIC SAFETY, PUBLIC WORKS AND UTILITIES |
Eva-Marie Hutton – Trustee Hanson made a motion to remove Eva-Marie Hutton
from her probationary period. Trustee Turner seconded the motion. On roll
call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner NO: 0 THE MOTION CARRIED Other Business – Trustee Hanson stated that a Public Safety Committee
Meeting will be held to discuss the Motor Scooter ordinance. |
| PARKS AND LICENSE |
Ratify Park Improvement Plan – Trustee Larson made a motion to ratify the
approval of the Park Improvement Plan. Trustee Porch seconded the motion.
On roll call, the vote was:
YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Antioch Moose FridayFest – Trustee Larson made a motion to issue a liquor license to the Antioch Moose Lodge 525, for FridayFest dates between June and September, waiving fee. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Liquor License – Trustee Larson made a motion to issue a 1-day liquor license to Antioch Lions Club, for July 4, 2004 and August 1, 2004, waiving fee. Trustee Porch seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Raffle – Trustee Larson made a motion to issue a raffle license to Antioch Rotary Club, June 2004 – July 2004, waiving fee. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Ratify Block Party – Trustee Larson made a motion to ratify approval of a Block Party in Woods of Antioch on June 19, 2004 from 4:00 PM to 10:00 Pm. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Block Party – Trustee Larson made a motion to approve a block party request for Longview Drive on July 25, 2004 from 3:00 PM to 7:00 PM. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 5: Pierce, Larson, Caulfield, Hanson and Turner Park Rental – Trustee Larson made a motion to approve a park rental alcohol request for Diana Poland at Centennial Park on July 24, 2004. Trustee Hanson seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner |
| ENGINEERING AND SENIOR SERVICES |
Plat of Vacation – Trustee Pierce asked Engineer Nyberg to explain the plat
of vacation.
Engineer Nyberg stated that the water main on 173 was rerouted and abandoned so the easement is being turned back to the property owner. Trustee Pierce made a motion to approve the plat of vacation. Trustee Hanson seconded the motion. Trustee Caulfield stated the letter of transmittal states that “for which an easement is being obtained”. Engineer Nyberg stated that they haven’t closed on the easement yet and that this is part of the agreement with the property owner. Trustee Caulfield asked if this is the normal process. Engineer Nyberg stated that the water main has to physically be removed and that this has to be done first. On roll call, the vote was: Other Business – Trustee Pierce asked Engineer Nyberg to give an update on Longview Avenue. Engineer Nyberg stated that he met with the property owners regarding the flooding. He stated that it appears to be a cause of the Arbors Subdivision and suggests that a drainage system is put in. Trustee Porch asked him to explain further, since there is already a swale there. Engineer Nyberg stated that a French drain system. He explained how a French drain works. Trustee Porch asked if he would be coming back to the Board with a plan. He stated that it would have to be engineered and the cost associated with the work. Trustee Porch asked if he had to come back before the Board. Engineer Nyberg stated that he would have to see if there is money in the budget. Trustee Pierce asked if he could provide an update in 15 days. Engineer
Nyberg stated he would come up with a plan and present it at an engineering
committee meeting. |
| ATTORNEY |
Ordinance 04-06-30 – Attorney Theophilos read the ordinance. Trustee Turner
made a motion, seconded by Trustee Pierce, to waive the first and second
reading, approve and publish in pamphlet form an ordinance, 04-06-25, entitled
ORDINANCE APPROVING FINAL SUBDIVISION PLAT FOR CLUBLANDS UNIT TWO, PZB 04-14.
On roll call, the vote was:
YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Waste Management Agreement – Attorney Theophilos stated that he believes Waste Management can do the increase without the approval of the Board. Trustee Pierce stated that it should still be discussed in committee. Executive Session – A motion was made by Trustee Hanson for the Mayor and the Board of Trustees to move into executive session, at 8:50 pm. Trustee Turner seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Return – Trustee Larson made a motion for the Mayor and the Board of Trustees to return from Executive Session to the open meeting at 10:35 pm, with action to be taken. Trustee Porch seconded the motion. On roll call, the vote was: YES: 6: Pierce, Larson, Caulfield, Porch, Hanson and Turner Purchase of Property – Mayor Maravelas stated that over two years ago that the Village needs a recreation campus. He thanked Trustee Caulfield and Administrator Probst for working so hard on the Village finances. He stated that money has been set aside and that he would like to have Administrator Probst investigate property for the recreation campus. Trustee Caulfield made a motion, seconded by Trustee Pierce, to authorize Administrator Probst to pursue the possible purchase of the two identified properties and to report back to the Board with the findings. Trustee Pierce asked that the motion be changed to allow Administrator Probst to pursue all possible properties. Trustee Caulfield stated that these properties have been identified and that there should be closure, as well as to give the Administrator a defined focus. On roll call, the vote was: Trustee Larson stated that she voted “No” because she feels one of the properties is unsuitable for the site.
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| ADJOURNMENT | A motion was made by Trustee Larson and seconded by Trustee Hanson to adjourn the regular meeting of the Board of Trustees at 10:39 pm. |
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Amy S. Monroe, Village Clerk