Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:00 p.m.

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1 January 13, 2015 Special Meeting of the Village of Hainesville Zoning Board to Review the Findings and Facts Report from the December 9 th, 2014 Public Hearing Amending the Zoning Ordinance for Medical Cannabis Facilities for the Hainesville Municipal Code Ordinance Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:00 p.m. Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Daley and Hein Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Village Attorney Jim Rock, Village Engineer Greg Gruen, Police Chief Phil Perlini and Deputy Chief Jeff Myhra was absent due to employment obligations. Establishment of quorum Agenda Approval: Trustee Duberstein motioned to approve the agenda as presented; seconded by Trustee Derenoski. All in favor, motion carried. Discussion on the Findings of Facts Report from the December 9 th, 2014 Public Hearing on Amending the Zoning Ordinance for Medical Cannabis Facilities of the Hainesville Municipal Code The Mayor stated that the Trustees received a Findings of Facts Report. Village Attorney Jim Rock stated that there was a Public Hearing on this matter on December 9 th, This document summarizes the Public Hearing and at the end of the document, pages 2 and 3, lists three findings of fact. He suggested reading the findings into the meeting s record and have a motion adopting the Findings of Fact and make a recommendation to the Board. For the record, see the attached Findings of Fact report. Trustee Daley motioned to accept the Findings of Fact as presented and that the proposed zoning ordinance be approved by the Zoning Board and recommendation be taken to the Village Board; seconded by Trustee Derenoski. All in favor, motion carried. There were no public comments. 1

2 Trustee Derenoski motioned to adjourn the January 13 th, 2015 Special Meeting of the Village of Hainesville Zoning Board to Review the Findings and Facts Report from the December 9 th, 2014 Public Hearing Amending the Zoning Ordinance for Medical Cannabis Facilities for the Hainesville Municipal Code Ordinance; seconded by Trustee Duberstein. All in favor say aye, motion carried. The January 13 th, 2015 Special Meeting of the Village of Hainesville Zoning Board to Review the Findings and Facts Report from the December 9 th, 2014 Public Hearing Amending the Zoning Ordinance for Medical Cannabis Facilities for the Hainesville Municipal Code Ordinance adjourned at 7:08 p.m. Respectfully submitted, Kathy Metzler, RMC, CMC Village Clerk 2

3 January 13, 2015 Regular Board Meeting Minutes Meeting called to order at the Village of Hainesville Council Chambers by Mayor Linda Soto at 7:09 p.m. Mayor Linda Soto led the pledge of allegiance to the flag. Clerk Kathy Metzler took roll call. The following Officials were present: Mayor Linda Soto, Trustees Derenoski, Kriese, Duberstein, Daley, and Hein Also present were: Village Clerk Kathy Metzler, Treasurer Kelly Hensley, Public Works Superintendent Jeff Gately, Village Attorney Jim Rock, Village Engineer Greg Gruen, Chief Perlini and Deputy Chief Jeff Myhra was absent due to employment Establishment of quorum Agenda Approval Trustee Daley motioned to approve the agenda as presented; seconded by Trustee Kriese. There were no public comments. Omnibus Vote Agenda 1. A Motion to Approve the December 9 th, 2014 Public Hearing to Amend the Zoning Ordinance for Medical Cannabis Facilities for the Hainesville Municipal Code Meeting Minutes 2. A Motion to Approve the December 9 th, 2014 Regular Board Meeting Minutes 3. A Motion to Approve the December 30 th, 2014 Simultaneous Filers Lottery for Ballot Placement for the April 7 th, 2015 Consolidated Election Meeting Minutes 4. A Motion to Approve the Ratified December Bills Payable for $63, A Motion to Approve the January 2015 Bills Payable for $269, A Motion to Approve the December 2014 Financial Statements 7. A Motion to Approve Pay Request #2 to Peter Baker for Cranberry Lake Resurfacing for $53, A Motion to Approve Pay Request #1 to Peter Baker for White Tail Drive for $71, A Motion to Approve Pay Request #1 to Peter Baker for Lisk, Huntersway and Miscellaneous for $33, A Motion to Approve a Proclamation that January 2015 as Lake County Crime Stoppers Month 3

4 Trustee Daley motioned to approve the Omnibus Vote Agenda as presented; seconded by Trustee Kriese. Ayes: Trustees Derenoski, Kriese, Duberstein, Barrett, Daley and Hein Absent: Reports and Communications from Mayor and other Officers: Village Engineer Village Engineer Greg Gruen reported that they completed the Cranberry Lake resurfacing project. The Omnibus Vote Agenda contained the final pay requests for Peter Baker. There will be no additional invoices for that project. He researched the warranty associated with the MFT projects. Due to their methods and lobbying efforts of the contractor s there is no warranty associated with MFT projects. There was a representative present every day to inspect the work and testing reports from independent third party testing facility. Greg is comfortable recommending final approval for the Peter Baker work. Discussion of Pavement Study with 5-year Recommendations, dated January 2015 by Manhard Consulting Village Engineer Greg Gruen stated that they provided the pavement condition and a 5 year maintenance plan for the Village streets. This will serve as a guide and recommendation for the Village s streets over the next 5 years. It is not a detailed set of engineering plans or analysis of what needs to be done but does provide a guide. It is a good planning tool when developing budgets. In 2011 Manhard was hired to do a 5 year maintenance plan. It extended from 2011 to It was finished 12 months early in that cycle. In 2012 Misty Hill was resurfaced for a cost of $248,000 about $30 per lineal foot. It did not include the ADA ramps and there was not a lot of structure and storm sewer repair. In 2014 Cranberry Lake was resurfaced. It cost $428,000 approximately and $42.85 per lineal foot. As years get longer there s more inflation and there was more work as far as doing the ADA ramps and more patching. White Tail Drive was also resurfaced at a cost of $71,632. The cost was almost $87 a lineal foot. The road was in much worse condition. Greg stated that moving forward he would expect the work to be more similar to Cranberry Lake as far as the scope and cost. He used $50 per lineal foot as the recommended budget amount for the remaining subdivisions. The drop in oil prices should help but for some reason prices go up but do not come down as quickly. The price of oil when the projects were done was $110 a barrel and currently it is less than $50. For 2011 and 2014 the Village invested over $800,000 in the road projects. Greg showed the pavement study. They evaluate and assign a pavement condition index to the roads ranging from good (86 and above) to fail (0 to 10); anything under 50 needs to have some sort of resurfacing of the pavement. Greg showed a pie graph of where the Village stands today. 49% of the streets have been resurfaced in the last five years and are in good condition. The remaining streets in the Village need some help. They are recommending that all the remaining streets in poor to 4

5 fair condition be resurfaced within the next 5 year cycle. Sanctuary and the Settlement and Deer Point are next to be resurfaced. He explained the road ratings. The next 5 year plan contains in 2015 a patching program for the worse streets. They recommend budgeting $99,000 to make it happen. In 2016 resurface the Settlement and Sanctuary subdivisions for approximately $368,000. In 2017 resurfacing Deer Point subdivision closest to Route 120 $443,000. In 2018 crack seal the pavements that we just put down this year before they get worse. In 2019 resurfacing Union Square and remaining pavement in Deer Point. Total five year cost is $1.4 million based on the $50 per lineal foot and includes 20% continuance; which this is a conservative estimate. Half the Village was done for $800,000 over 4 years. Trustee Daley asked if the work to be done in 2016 can be done in Greg stated that they can move it up a year. In 2014 there was $130,000 in MFT; $84,000 a year comes from the State but it varies monthly. Over the next 5 years including the $130,000 there will be $550,000 in MFT funds available to complete $1.4 million in projects which leaves a gap of $866,000 that the Village will have to come up with in General Funds. The Sanctuary and Settlement $368,000 would wipe out all the MFT funds but it could be moved up. Mayor Soto stated that the Board will have to keep these in mind when looking at other projects to be done this year. The Village also received a grant for $85,000 for the Cranberry Lake Resurfacing Project. Trustee Duberstein asked if it is an annual grant. Greg stated that grant was specific to low to moderate income areas and the only place that qualified was west of Hainesville Road. Most of the remaining work is east of Hainesville Road so that grant will not be available. The Mayor explained that the grant is a Community Development Block Grant that has been used in old Hainesville and since Cranberry Lake is adjacent it qualified as well. Trustee Duberstein asked if the crack seal is done on the newly done roads. Greg stated that was correct but only when it is needed in 3 to 5 years down the road. She also asked if after this 5 year plan is done does a new 5 year plan need to start or can the Village take a break. Greg felt that with the way the roads are being put in he expects to get 15 years out of the roads. In the next 5 year report the Village can look at more crack filling, building up reserves or doing rejuvenators. Mayor Soto added that due to the climate the Village is in it will always require crack sealing. Greg stated that in other Villages as well as Hainesville, MFT counts for about 40%. White Tail deteriorated partly due to the brutal winter last year. Mayor Soto thanked Village Engineer Greg Gruen Village Attorney Village Attorney Jim Rock reported that he prepared the ordinance on the medical cannabis dispensaries and cultivation centers. He also reviewed the contracts for software and software services with BS&A. Public Works Superintendent Public Works Superintendent Jeff Gately worked closely with Greg on the road program. He met with Trustee Duberstein, Mayor Soto and Dave Coulter of Native Restoration to come up with a 5 year restoration plan that covers all the wetland areas in the Village. 5

6 There have been complaints from homes near the wetlands because the wetlands are encroaching. Jeff also is working on the replacement street lights. The Village received a breakdown of cost savings that was not as accurate as first thought. He is working with Kelly to get the final numbers as to what the savings would be. The fixture did get approved for the grant funding, should it be available. Currently, the funding is depleted for the rest of the year but more funds may be coming available. Jeff is almost finished with his budget. Police Chief Police Chief Perlini reported that it has been slow. He complimented Jeff and the program on the streets after the snowfall. There were only 2 accidents in Hainesville. Glenview, because they dispatch for a lot of communities, had to change the Computer Rated Dispatch and adopted the change in late December. Grayslake statistics are catching up so it may be a few weeks before the report is ready. Treasurer Treasurer Kelly Hensley reported that she filed the Tax Levy and the SSA Ordinance was filed with the Clerk s office in December and the stamped copy was received back to the Village. The end of year tax reports have been processed along with the W-2s and 1099 s. With the new computer software coming in she has been tweaking the computer programs system. Currently she is working on the budget. She thanked Deputy Clerk Roseann Stark and Village Clerk Kathy Metzler for assistance with the utility billing. Village Clerk Village Clerk Kathy Metzler reported that the election petition filing is done and six petitions have been filed and certified with the Lake County Clerk s office. The following candidates will be on the ballot in this order; George E. Duberstein, Mark Typlin, Kevin J. Barrett, Jackie Brunk, Dena Beth Hein and Michael Russell. Kathy and the Mayor are working on a Candidate s Forum. Joan, who has done the forums for years, has moved to Arizona. This year will have a new moderator. The forum will take place before early voting which begins March 23 rd. Kathy is keeping up with the website and every day duties. A new business is on Fairlawn. The husband has a painting business and the wife has a tax company. Also there is a new owner at Bento Café but the business will remain the same. Mayor Mayor Linda Soto wished everyone a Happy New Year. She thanked the staff and contractor for the job on the roads and the utility billing. Everyone has been working on their first draft of budgets. This election brought a lot of changes. Lake County Representative, Jeff Werfel, was sworn into office. The Mayor will be meeting with him soon. Thursday the Mayor has the 6

7 2 nd Annual Lake County Leader Summit. She will discuss with Jeff Werfel the pedestrian crossing, speed limit challenges and asking if there are similar challenges in the county. There is also a new governor. The Mayor received a report, which she forwarded to Trustees and staff, from Preliminary Transition Committee for Governor Rauner in regards to finance and Rebuild Illinois program. There are holds being put on certain programs. Some the Village anticipated getting funding from for projects. Decisions might need to be made. The Mayor encouraged everyone to read the report in detail. This will have impact on our budget plans for the next several years. January is a busy month for leaders in Lake County.. Hainesville has an election coming up for three Trustees and there are six candidates. The Mayor encouraged everyone to come to the Candidate s Forum and it will be videotaped also if you can t attend. The date will be announced shortly. Reports of Standing Committees Finance Trustee Daley, along with Kelly, will work to make the budget work. He also noted that he has discussed changing the water billing from a paper billing to electronic billing. The Village would mandate it for all residents. If a resident opted out of the electronic billing there may be a monthly fee. He is looking at possibly waiving the monthly fee for senior citizens so they can still get a paper copy. No decision has been made yet. The newsletter would also be sent electronically. The Mayor would like to know resident s thoughts on the subject. Public Works Trustee Kriese received the water report from Robinson. About 190,000 gallons of water per day is used; almost 6 million gallons per month. The water quality is excellent. He reminded everyone that the Committee meeting has been cancelled for tomorrow. Public Safety Trustee Kriese reported that the Police Department report is delayed. There will be a meeting on the 27 th of January. He also discussed the importance of being safe around ponds. They are not all frozen. Resident s should not go on the ponds. The pond south of East Big Horn is being used for hockey on a regular basis. Trustee Daley asked if the police will keep an eye on that pond and the Chief stated that they are monitoring the pond. Village Engineer Greg Gruen left the Council Chambers at 7:45 p.m. Wetlands and Open Spaces, Great Age Trustee Duberstein stated that there are over 20 ponds in the Village and with a few exceptions they are not very deep. The Great Age Club had a representative from Family Service who provides various counseling for seniors in their own home available in English and Spanish. They have grief and caregivers counseling and support groups. There will be a link on the website soon. It is covered by insurance so there is no charge to the individual; they have a grant that covers that. They operate out of Highland Park. 7

8 Broadcast Media Manager Trustee Derenoski reported that there were 7 views of the last meeting with an average time watched of 32 minutes. He is also working on his budget. Transportation Trustee Barrett was absent. Mayor Soto stated that Thursday the bridge on Rollins will be removed. Business A Motion to Ratify Approval for Mayor to Authorize Order Commitment for BS&A Financial Suite Management Software Subject to Contract Approval Not to Exceed $50,000 Trustee Derenoski motioned to ratify Approval for Mayor to Authorize Order Commitment for BS&A Financial Suite Management Software Subject to Contract Approval not to Exceed $50,000; seconded by Trustee Duberstein. A Motion to Approve the Proposal and Licensing Agreement for BS&A Software.NET Programs for $47,385 Trustee Derenoski motioned to approve the Proposal and Licensing Agreement for BS&A Software.NET Programs for $47,385; seconded by Trustee Duberstein. Trustee Daley clarified that the $50,000 was the pre-approval and the $47,385 is the actual cost. A Motion to Approve the Support Agreement for BS&A Software. NET Programs annual fee locked in for 3 years for $3,450 annually Trustee Daley motioned to approve the Support Agreement for BS&A Software.NET Programs annual fee locked in for 3 years for $3,450 annually; seconded by Trustee Derenoski. An Ordinance Amending the Village of Hainesville Municipal Code and Establishing Zoning Regulations for Medical Cannabis Dispensaries and Cultivation Centers Trustee Derenoski motioned to approve an Ordinance Amending the Village of Hainesville Municipal Code and Establishing Zoning Regulations for Medical Cannabis Dispensaries and Cultivation Center; seconded by Trustee Kriese. Ordinance #

9 Trustee Derenoski motioned to adjourn the January 13, 2015 Regular Board Meeting; seconded by Trustee Kriese. All in favor say aye, motion carried. The January 13 th, 2015 Regular Board Meeting adjourned at 7:51 p.m. Respectfully submitted, Kathy Metzler, RMC, CMC Village Clerk 9