MINUTES OF THE REGULAR MEETING OF THE MAYOR AND THE BOARD OF TRUSTEES OF THE VILLAGE OF METTAWA, ILLINOIS, HELD AT THE HOUR OF 7:30 P.M. ON TUESDAY JANUARY 19, 2010 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. CALL OF THE ROLL
Upon a call of the roll, the following members were:
Present: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall; and Mayor Ray
Absent: None
Mayor Ray declared a quorum present.
Also present: Deputy Treasurer David Fairman, Village Attorneys John Zimmermann from the firm of Raysa & Zimmermann LLC; Scott Anderson, representative of the firm of James Anderson Co., Village Engineers, Court Reporter Joseph Malarkey and Cathy Nelson, Village Clerk.
C. APPROVAL OF MINUTES
1. Regular Village Board Meeting, December 15, 2009
It was moved by Trustee Falbe, seconded by Trustee Nicholson to approve the Minutes of the Regular Village Board Meeting, December 15, 2009
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 and the Minutes approved.
2. Special Village Board Meeting, January 12, 2010
It was moved by Trustee Falbe, seconded by Trustee Maier to approve the Minutes of the Special Village Board Meeting, January 12, 2010
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 and the Minutes approved.
It was then moved by Trustee Nicholson, seconded by Trustee Maier to ratify the action taken at the Special Village Board Meeting January 12, 2010.
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 and the Minutes approved.
D. APPROVAL OF BILLS
1. Bills submitted for payment
Trustee Maier presented bills in the total amount of $100,940.69, along with a Debt Service invoice from Special Service Area Number Two in the amount of $557,656.26; and moved that they be approved and paid. Trustee Armstrong seconded the motion.
Discussion ensued regarding the snow plowing and salting charges and Trustee Nicholson requested the Roads and Trails committee look into the standards for the County for when they plow and salt.
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. Other bills paid by the Village Treasurer in anticipation of this meeting.
No bills were submitted for payment.
E. TREASURER’S REPORT
1. Monthly Report – December 2009
It was moved by Trustee Tindall and seconded by Trustee Maier that the Board acknowledge receipt of the Monthly Report for December, 2009 and place it on file.
After 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 and the two reports are received and will be placed on file.
F. PUBLIC HEARINGS
1. Considering the Establishment of Special Service Area Number Ten (Nektosha Hof)
Mayor Ray called the hearing to order and upon a call of the roll, the following were:
Present: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson, Tindall and Mayor Ray
Absent: None
The Mayor declared a quorum present.
Trustee Falbe recused himself from this hearing
Also in attendance: Village Attorney, John Zimmermann of the law firm of Raysa & Zimmermann, LLC, Court Reporter Joseph Melarkey, Village Engineer, Scott Anderson of the Firm of James Anderson & Co.; and Village Clerk, Cathy Nelson
Mayor Ray stated that notice of this hearing regarding Special Service Area Number Ten was published by the Daily Herald on December 30, 2009, pursuant to the statute. Notice as also sent to the owners of record; and that all Testimony will be given under oath.
Mr. Zimmermann and Mr. Anderson were sworn in by the court reporter.
Mr. Anderson and Mr. Zimmermann presented Exhibits A, B & C and explained the purpose of establishing the Area to provide special municipal services, including construction of street pavement and the issuing of Bonds to pay for said services.
A brief discussion ensued.
With no members of the public wishing to be heard, Mayor Ray declared the Public Hearing on Special Service Area Number Ten closed.
2. Considering the Establishment of Special Service Area Number Eleven (Nektosha Hof)
Mayor Ray called the hearing to order and upon a call of the roll, the following were:
Present: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson, Tindall and Mayor Ray
Absent: None
The Mayor declared a quorum present.
Trustee Falbe recused himself from this hearing
Also in attendance: Village Attorney, John Zimmermann of the law firm of Raysa & Zimmermann, LLC, Court Reporter Joseph Malarkey, Village Engineer, Scott Anderson of the Firm of James Anderson & Co.; and Village Clerk, Cathy Nelson
Mayor Ray stated that notice of this hearing regarding Special Service Area Number Eleven was published by the Daily Herald on December 30, 2009, pursuant to the statute. Notice as also sent to the owners of record; and that all Testimony will be given under oath
Mr. Zimmermann and Mr. Anderson were sworn in by the court reporter.
Mr. Zimmermann and Mr. Anderson presented Exhibit A, a map of Special Service Area Number Eleven, and the Public Notice explaining the purposed establishment of the Area to provide special municipal services to the Area and the tax to support those services.
A brief discussion ensued
With no members of the public wishing to be heard, Mayor Ray declared the Public Hearing on Special Service Area Number Eleven closed.
G… COMMUNICATIONS AND PETITIONS FROM THE PUBLIC
1. Citizens to be heard on items not listed elsewhere on this agenda: None
2. Written communications of citizens to be read: None.
H. COMMISSION AND COMMITTEE REPORTS
1. Building Committee: No report.
2. Finance committee
a. Oasis Sales Taxes: No report.
b. Lys – Nektosha Hof – Billing issue: This item was tabled by acclamation.
c. An Agreement for Professional Municipal Bookkeeping Services
It was moved by Trustee Maier, seconded by Trustee Armstrong to concur with the Finance Committees recommendation on the Contract for Municipal Bookkeeping Services.
Trustee Maier stated that the payment to Rita Tavakoli had increased to $2,000.00 per month as she needed to pay for insurance.
Trustee Tindall requested additional bonding to cover bank funds and the Finance Committee agreed to come back at the next Board meeting with recommendations.
Mayor Ray charged Deputy Treasurer Fairman and Ms. Tavakoli to document their actions so that a manual could be developed.
After further discussion and call of the roll, the following voted:
Aye: Trustees Armstrong, Falbe, Maier, Nicholson and Tindall
Nay: Trustee Brennan
Mayor Ray declared the motion carried.
3. Parks and Recreation Committee: There is no report
4. Roads and Trails Committee
Trustee Armstrong delivered the recommendation of his Committee regarding the removal of dead trees and moved that the Village Board concur with the recommendation. Trustee Tindall- seconded the motion .
After brief discussion and 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
5. Architectural Review Board: There is no report
6. Plan Commission: There is no report
7. Safety and Security Commission: There is no report
8. Zoning Board of Appeals: The committees last filed report will be heard in the February Board meeting.
9. Building Code Board of Appeals: There is no report
I. BUSINESS FROM THE BOARD FOR DISCUSSION, CONSIDERATION AND, IF SO DETERMINED, ACTION UPON:
1. Mayor’s Report
a. Appointment of Deputy Treasurer: Rita Tavakoli
It was moved by Trustee Armstrong, seconded by Trustee Maier to remove from the table the December 15, 2009 motion to advise and consent to Mayor Ray’s appointment of Rita Tavakoli as Village Deputy Treasurer of Mettawa.
Upon a call of the roll, the following voted:
Aye: Trustees Armstrong Falbe, Maier, Nicholson and Tindall
Nay: Trustee Brennan
Mayor Ray declared the motion carried
With no further discussion on the motion to advise and consent to the Mayor’s appointment of Rita Tavakoli as Deputy Treasurer of the village the following voted:
Aye: Trustees Armstrong, Falbe, Maier, Nicholson, and Tindall
Nay: Trustee Brennan
Mayor Ray declared the motion carried and that effective January 1, 2010 Rita Tavakoli will be the new Deputy Treasurer for the village
b. Strategic Planning – Mission Statement
Mayor Ray distributed a summary of the Mission/Vision Statement suggestions for discussion by the Board
After discussion, Trustee Tindall requested that the following statement be read into the board meeting notes:
“Although I agree with Mayor Ray that is may be time to get input from Mettawa residents with respect to the Vision Statement, and for setting goals to achieve the Vision, I don’t approve of the process that has been employed. The Mayor initiated the process without bringing the idea to the Village Board for discussion and approval.
The typical planning process for the Village is for the Village Board to ask the Plan Commission to update the Comprehensive Plan. Village residents are invited to provide input to the Plan Commission. A professional planner assists with the planning. Since expenditure of funds is involved for either planning process, a decision as to whether now be the time to update Village plans, and if so which process should be employed, should have been made by the Village Board. The planning process must have the approval of at least four Board members, and should have the approval of all seven. A date for the first meeting should have been selected when all Village Board members could attend.
Jack Tindall, Trustee”
Mayor Ray stated that the Strategic Planning will not change the 2050 Comprehensive Plan. Also, that the Board had been aware of this upcoming meeting for 60 days. He requested that, in the future, objections not be raised at the last minute.
c. Other Items not on the agenda: Frontage Road Project
Mayor Ray updated the board on the proposed project and the note from the Lake Forest City administrator.
2. New Business
Mayor Ray and the Board of Trustees unanimously consented to take a single Roll Call Vote on several items grouped together under “New Business” for voting purposes under the designation “Omnibus Vote”:
It was moved by Trustee Tindall, seconded by Trustee Brennan that Items “ a” thru “c” under “New Business” be adopted:
a. “An Ordinance Abating Certain Taxes Levied Pursuant to Ordinance No. 513 for the Year 2009”, being Ordinance No. 648 “
OMNIBUS VOTE
b. “An Ordinance Abating Certain Taxes Levied Pursuant to Ordinance No. 563 for the Year 2009”, being Ordinance No. 649
OMNIBUS VOTE
c. “A Resolution setting Forth the Schedule of Regular Meetings of the Mayor and Board of Trustees of the Village of Mettawa for Calendar Year 2010-2011” being Resolution No. 10-2
After a call of the roll the following voted to approve items “a” thru “c” of the Omnibus vote:
Aye: Trustees Armstrong, Brennan, Falbe, Maier, Nicholson and Tindall
Nay: None
Mayor Ray declared the motion to approve items “a” thru “c” of the Omnibus vote carried.
d. Consideration of Contract to cut dead trees on Village Roadways:
It was moved by Trustee Tindall, seconded by Trustee Brennan to let the contract for the cutting of dead trees on Village roadways to the low responsible bid from Dunlap Tree Service in the amount of $3,500.00
After brief discussion and 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
3. Unfinished Business
a. Consideration of an Agreement for Professional Municipal Bookkeeping
It was moved by Trustee Armstrong, seconded by Trustee Maier to approve the Finance Committees recommendations on the Contract for Municipal Bookkeeping Services.
After further discussion and call of the roll, the following voted:
Aye: Trustees Armstrong, Falbe, Maier, Nicholson and Tindall
Nay: Trustee Brennan
Mayor Ray declared the motion carried and the agreement approved.
b. Audit Report for Fiscal 2006-2007
It was moved by Trustee Maier, seconded by Trustee Armstrong to approve the Audit Report for Fiscal 2006-2007
After 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.
c. Approval of Memorandum of Understanding: W.W. Grainger, Inc; et al
It was moved be Trustee Tindall, seconded by Trustee Falbe to approve
The Memorandum of Understanding: W.W. Grainger, Inc; et al provided:
l) The Grainger roadway would be built no further south thuan shown on the plan presented;
2) The roadway would not be built until after 5 years from today; and
3) No eastbound traffic on the roadway would be allowed to turn left onto Riverwoods Road, except in emergencies.
Village Attorney explained the agreement and his conversations with Grainger. There was a discussion of turn options and Mr. Stratis representing Costco stated that Costco, in his opinion, would have no problem with the agreement.
After further 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
Mayor Ray and the Board of Trustees unanimously consented to take a single Roll Call Vote on several items grouped together under “New Business” for voting purposes under the designation “Omnibus Vote”:
It was moved by Trustee Maier, seconded by Trustee Nicholson that Items “ d” and “e” under “New Business” by approved as presented:
d. “An Ordinance Establishing Special Service Area Number Ten”. (Nektosha Hof)”, being Ordinance No. 650
OMNIBUS VOTE
e. “An Ordinance Establishing Special Service Area Number Eleven” (Nektosha Hof)”, being Ordinance No. 651
OMNIBUS VOTE
After a call of the roll, the following voted to approve items “d” and “e” of the Omnibus Vote:
Aye: Trustees Armstrong, Brennan, Falbe*, Maier, Nicholson and Tindall
Nay: None
*Having abstained, the vote of Trustee Falbe was tallied with the prevailing side, in accordance with the Rules.
Mayor Ray declared the motion to approve items “d” and “e” of the Omnibus vote carried.
f. An Ordinance Amending the Annual Budget for Fiscal 2008-2009
It was moved by Trustee Maier, seconded by Trustee Armstrong to approve “An Ordinance Amending the Annual Budget for Fiscal 2008- 2009”, being Ordinance No. 652.
After 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.
J. EXECUTIVE SESSION: None held
K. ITEMS TO BE REFERRED
Correspondence from Banner Day Camp was referred to the Parks & Recreation Committee.
L. FOR INFORMATION ONLY
Nothing was presented
M. ADJOURNMENT
With no further business to discuss, Mayor Ray declared the meeting adjourned at 10:22 P.M.
__________________________
Cathy Nelson, Village Clerk
