MINUTES OF THE REGULAR MEETING OF THE MAYOR AND THE BOARD OF TRUSTEES FOR THE VILLAGE OF METTAWA, LAKE COUNTY, ILLINOIS, HELD AT THE HOUR OF 7:30 P.M. ON TUESDAY, OCTOBER 20 2009 IN THE COTTONWOOD ROOM OF THE HILTON GARDEN INN HOTEL,
26225 N. RIVERWOODS ROAD, METTAWA, ILLINOIS
A. CALL TO ORDER
Mayor Ray called the meeting to order at 7:30 P.M.
B. Upon a call of the roll, the following members were:
Present: Trustees Armstrong, Brennan, Falbe, Nicholson, Maier, Tindall; and
Mayor Ray.
Absent: None
The Mayor declared a quorum present.
Also present: Attorney Michael Zimmermann of the firm of Raysa & Zimmermann, LLC; Scott Anderson, representative of the firm of James Anderson & Co., and Village Clerk, Cathy Nelson.
C. APPROVAL OF MINUTES
It was moved by Trustee Falbe and seconded by Trustee Armstrong that the Minutes of the Regular Board Meeting of September 15, 2009 be approved.
Upon call of the roll, the following voted:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None.
Mayor Ray declared the motion carried and the Minutes approved.
D. APPROVAL OF BILLS
1. Bills submitted for payment:
It was moved by Trustee Maier and seconded by Trustee Armstrong that bills in the amount of $76,611.48 be approved as presented by the Deputy Treasurer during this meeting.
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 2 of 9
Upon a call of the roll, the following voted:
Aye: Trustees Armstrong Brennan, Falbe, Nicholson, Maier, and Tindall
Nay: None.
Mayor Ray declared the motion carried.
2. Other bills paid by the Village Treasurer in anticipation of this meeting:
None.
E. TREASURER’S REPORT
1. It was moved by Trustee Tindall and seconded by Trustee Falbe that the Board acknowledge receipt of the Treasurer’s Report and place it on file.
Upon a call of the roll, the following voted:
AYE: Trustees Armstrong, Brennan Falbe, Maier, Nicholson and Tindall
NAY: None
Mayor Ray declared the motion carried
2. Mayor Ray commented on expense trends for the month and complimented the Finance Committee and Treasurer on their efforts.
F. COMMUNICATIONS AND PETITIONS FROM THE PUBLIC
1. Citizens to be heard on items not listed elsewhere on this agenda.
a. Request for use of Melody Lake for Boy Scout Explorer Training.
The Mayor reported that this request was withdrawn
2. Written Communications of Citizens to be Read.
None.
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20,, 2009
Page 3 of 9
G. COMMISSION AND COMMITTEE REPORTS
1. Finance Committee
a. Update on bidding out services for the Village
Chairman Maier updated the Board on the status of bidding out Legal and Engineering Services and that bids would be going out in approximately two weeks
b. Nektosha Farm Billing issues:
Chairman Maier reported that the issues in billing and legal charges were still being worked on
c. Deputy Treasure status:
Chairman Maier reported that Deputy Treasurer Fairman has tendered his resignation but would be available for the changeover. The Finance Committee recommended Rita Tavakoli, a Mettawa resident, as Mr. Fairman’s replacement. Several Village candidates were considered and Ms. Tavakoli was interviewed by Treasurer Lys and Chairman Maier.
He recommended that she be brought on now to get up to speed and that the Mayor make the appointment next month. Ms. Tavakoli’s resume was circulated to the Board
Discussion ensued as to whether the job should be “bid” out.
Mayor Ray asked that if any of the Board members had candidates to submit, that they forward them to Chairman Maier, and that the decision would be made at the next Board Meeting.
d. A Resolution Designating The Northern Trust Company as Depository
It was moved by Chairman Maier, seconded by Trustee Armstrong that the
President & Board of Trustees adopt Resolution No. 09-06, being A Resolution Designating The Northern Trust Company as Village depository.
Upon a call of the Roll the following voted:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None.
Mayor Ray declared the motion carried
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20,, 2009
Page 4 of 9
2. Parks and Recreation Committee
Chairman Falbe reported that the Committee met on September 21, 2009 and that an Ordinance designating Whippoorwill Farm as a Park would be presented to the Board for approval at the November meeting.
The Committee is also working with MOLA on setting up a joint meeting.
3. Roads and Trails Committee
a. Snow Removal:
Chairman Armstrong gave an overview of the snow plowing bid specs and the trend in yearly snowfall. Thereupon and in connection with the snow plow bid, it was moved by Chairman Armstrong, seconded by Trustee Tindall that the Salt Contract should be let to Conserv F.S. as the low responsible bid with a bid of up to $13,036.80.
Upon a call of the roll the following voted:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson, and Tindall
Nay: None
Mayor Ray declared the motion carried.
b. Award of Snow Removal Contract:
It was moved by Trustee Armstrong, seconded by Trustee Falbe that the Snow Plow contract be let to Forrest Builders as the low responsible bidder, with a base bid of $24,250.00
After discussion and upon a call of the roll the following voted:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None
Mayor Ray declared the motion carried.
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 5 of 9
4. Plan Commission
There is no report
5. Building Department
Mayor thanked Trustee Tindall and Village Engineer Anderson for their report.
6. Zoning Board of Appeals
There is no report
7. Architectural Review Board
There is no report
8. Safety and Security Commission
There is no report
9. Building Code Board of Appeals
There is no report
H. BUSINESS FROM THE BOARD FOR DISCUSSION, CONSIDERATION AND, IF SO DETERMINED, ACTION UPON
1. Mayor’s Report
a. Web-site….new history page, thanks to L. Phillips, J. Tindall & C. Pytlarz
b. HSBC & Grainger LEED certification tour/presentation.
Mayor Ray urged everyone to attend the two tours this month.
c. New Road connection with LF/GO
Mayor Ray explained the drawing of the proposed new connection road
Updated the board on his proposed meetings with the Lake Forest Mayor and city engineer
2. New Business
Mayor Ray and the Board of Trustees unanimously consented to take a single Roll Call Vote on several items grouped together
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 6 of 9
Under “New Business” for voting purposes under the designation “Omnibus Vote”:
It was moved by Trustee Tindall, seconded by Trustee Brennan that Items a” and “d” under “New Business” by approved as presented:
a. Ratification of Village Engineer’s Action: Publishing Notice of Request for Snow Removal Proposals.
OMNIBUS VOTE
d. Adopting Ordinance No. 637, being An Ordinance Amending Chapter 2 of the Municipal Code to Provide the Manner of Giving Public Notice of Village Board Meetings.
OMNIBUS VOTE
Upon a call of the roll, the following voted to approve Items “a” and “d” of the Omnibus Vote:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None
Mayor Ray declared Items “ a” and “d” of the Omnibus Vote carried.
b. An Ordinance Amending Chapter 7 of the Municipal Code to Provide Guidelines for the Letting of Contracts.
After discussion it was unanimously agreed that the bid starting point would be increased to $20,000.00 and higher, and the Ordinance would be revised to reflect this change.
It was moved by Trustee Tindall, seconded by Trustee Brennan to adopt Ordinance No. 636, being An Ordinance Amending Chapter 7 of the Municipal code to Provide Guidelines for the Letting of Contracts, provided the ordinance as presented is first amended on its face to increase the dollar amount from $5,000.00 to $20,000.00 regarding the letting of contracts through the bid submittal process.
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 7of 9
c. An Ordinance Amending Chapter 9 of the Municipal Code (Grass Cutting, Tree Removal and Liens)
It was the consensus of the Board that this matter be tabled
e. New FOIA update – Attorney Michael Zimmerman.
It was the consensus of the Board that this matter be tabled due to time constraints.
3. Unfinished Business
a. Disaster Relief Application
Mayor Ray reported that this matter has been resolved
b. Church Property
Mayor Ray reported that this matter is still pending on close
c. Tollway Authority – Oasis project update
Mayor Ray reported that progress is slow but that the light screens had been installed.
d. Antennas on CDW building
Mayor Ray reported that CDW is waiting for approval from CDW building owner
e. HSBC Detention Pond – update
Mayor Ray reported that bids and grant options being looked at
f. Metro Transportation Group, Inc. Fee Adjustment
It was moved by Trustee Tindall, seconded by Trustee Brennan to approve the fee adjustment requested by Metro in their letter dated
September 17, 2009
After discussion and upon a call of the roll, the following voted:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None
Mayor Ray declared the motion carried
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 8 of 9
I. EXECUTIVE SESSION, (if determined to be held)
It was moved by Trustee Armstrong, seconded by Trustee Brennan that, in accordance with Sections 2(c) (21) of the Open Meetings Act, the Board adjourn to Executive Session for the purposes of discussing Pending Litigation.
Upon a call of the roll, the following voted:
Aye: Trustees Armstrong, Brenan, Falbe, Maier, Nicholson and Tindall
Nay: None
Mayor Ray declared the motion carried and the meeting recessed to Executive Session at
9:15 P.M
CALL TO ORDER AND ROLL CALL
At 10:25 P.M. the Mayor reconvened and called to order the public portion of the meeting.
Upon a call of the roll, the following were:
Present: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson, Tindall and Mayor Ray
Absent: None
Mayor Ray declared a quorum present.
J. ITEMS TO BE REFERRED
1. To The Building Code Board of Appeals: Letter from Darcy Bonner & Assoc. on reduction of permit fees for the Miller property at 14160 Mettawa Woods Drive.
2. To The Safety and Security Commission: Walter Kotaba’s letter Regarding Bow Hunting.
3. To The Village Engineer, Scott Anderson: Research on Salt purchase and usage.
Minutes of Regular Meeting
Mayor and Board of Trustees
October 20, 2009
Page 9 of 9
K. FOR INFORMATION ONLY
Nothing to report
L. ADJOURNMENT
With no further business to conduct, it was moved by Trustee Nicholson, seconded by Trustee Maier, that the meeting by adjourned.
Upon a call of the roll, the following voted:
AYE: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson, Tindall
NAY: None
Mayor Ray declared the motion carried and the meeting adjourned at 10:30 P.M.
__________________________
Cathy Nelson, Village Clerk
Approved 11-17-09
Minutes have been corrected to add Trustee Brennan to all roll calls and vote of Aye in all votes.
Cathy Nelson
