Village of Sleepy Hallow Board met April 27.
Here is the minutes provided by the Board:
The regular meeting of the Sleepy Hollow Corporate Authorities was called to order at 7:30 p.m. at the Sleepy Hollow Village Hall. Board members in attendance were President Stephan Pickett and Trustees Dennis Fudala, Joseph Nemec, Jeff Seiler and Donald Ziemba. Trustees Scott Finney and Russell Getz were absent. Also in attendance were Attorney Aaron Reinke, Director of Finance Ellen Volkening and Police Chief James Linane.
MINUTES
1. Ziemba moved with a second from Seiler to approve the Village Board Meeting Minutes of March 20, 2017. Motion passed unanimously.
2. Ziemba moved with a second from Seiler to approve the Village Board Meeting Minutes of April 3, 2017. Motion passed unanimously.
PRESIDENT
No report.
CLERK
1. Nemec moved with a second from Ziemba to approved Ordinance No. 2017-8, “An Ordinance Authorizing the Sale or Disposal of Certain Property Owned by the Village” with the removal of the steam cleaner pressure jet from the ordinance. This is for items obtained through the LESO program that are no longer needed. Aye: Nemec, Ziemba, Fudala, Seiler. Motion passed.
PLAN COMMISSION
No report.
ZONING BOARD
No report.
ZBA
No report.
ATTORNEY
1. Seiler moved with a second from Fudala to approve Ordinance No. 2017-9, “An Ordinance Modifying the Schedule of Fees for Issuance of Building Permits in the Village”. This ordinance increases the village administration fee for building permits from 5% to 10%. Aye: Seiler, Fudala, Nemec, Ziemba. Motion passed.
2. Seiler moved with a second from Ziemba to approve Ordinance No. 2017-10, “An Ordinance Amending the Fees for Liquor Licenses in the Village”. Aye: Seiler, Ziemba, Fudala, Nemec. This ordinance increases liquor license fees as recommended by the Finance Committee. Motion passed.
3. Seiler moved with a second from Ziemba to approve Resolution No. 489, “A Resolution Amending the Village Policy for Assessment and Collection of Certain Transition Fees in the Village”. This resolution increases what are also referred to as impact fees for new developments in the Village. Motion passed unanimously.
4. Seiler moved with a second from Ziemba to approve Ordinance No. 2017-11, “An Ordinance Approving a Certain Lease for Use of Public Property in the Village as a Telecommunications Tower Site”. State statute requires ordinance approval for this lease. Robert Stapleton of National Wireless was present to deliver the legal description as an exhibit for this ordinance and to also clarify certain issues in the lease. The rent escalator will be reviewed on each five year anniversary. The CPI average over the prior five years will be calculated and the greater of that average or 2% will be used as the rent increase for the next five years of the lease. Mr. Stapleton said our attorney fees will be paid through the lease as part of the operating fees and not listed as legal fees in the lease. When the first tenant/carrier signs on, the original $5,000 payment will be made to the village along with an additional $5,000 payment. When the second tenant/carrier signs on, another $5,000 payment will be made, and when the third tenant/carrier signs on, another $5,000 payment will be made to the Village. This is in addition to the increased rent paid to the village for each new tenant. Upon a question from Trustee Nemec, Mr. Stapleton confirmed that the first year of rent could be paid upfront in one lump sum. Aye: Seiler, Ziemba, Nemec, Pickett. Nay: Fudala. Motion passed.
ENGINEER
1. A map showing poor drainage areas in the village was received from the engineer. His written report stated there is about 18,000 feet of poor drainage swales in the Village which could be resolved by culvert replacement, cleaning, regrading and/or storm sewers at a cost of $30-40 per foot. This will be included in budget discussions.
DIRECTOR OF FINANCE
1. Ziemba moved with a second from Seiler to approve the accounts payable of April 17, 2017 in the amount of $171,909.18. Aye: Ziemba, Seiler, Fudala, Nemec. Motion passed.
2. Ziemba moved with a second from Seiler to approve Ordinance No. 2017-12, “An Ordinance Making Appropriation Transfers and Supplemental Appropriations for Corporate Purposes for the Fiscal Year Beginning May 1, 2016 and Ending April 30, 2017.” Aye: Ziemba, Seiler, Fudala, Nemec. Motion passed.
3. Two employees have asked to carryover vacation time of 32 and 20 hours each to fiscal year 2018. Ziemba moved with a second from Seiler to approve the carryover of vacation time as requested. Aye: Ziemba, Seiler, Fudala, Nemec. Motion passed.
COMMENTS FROM THE PUBLIC
1. Kathleen Eaton of Sleepy Hollow Road asked that the street light at Sleepy Hollow Road and the driveway over the bridge leading into the Village Hall be turned off since the driveway is closed to traffic.
2. Roger Ferguson of Hillcrest Park explained the water drainage/swale issues on his and surrounding neighbors’ property, possibly due to an underground spring and also from water pumping from another neighbor. He said it does not quickly dissipate as in other areas of the village and asked the village to fix this problem as soon as possible.
3. Frances Thompson of Hillcrest Park commented on the same swale water problems and said this has been a problem for 10 years. She noted it affects their ability to mow the grass and has caused damage to their driveway as well.
4. Rhonda Merkel of Thorobred Lane feels the east and west sides of the village should be maintained and treated equally by the village. She noted that if the village is short funds, it should charge more for use of the soccer fields rather than erect the cell tower to get money. Mrs. Merkel also stated that people have objected to the cell tower for years because of health concerns and other issues. She also questioned how many calls the emergency responders have missed due to coverage, and noted the detrimental effect of a cell tower to scenic Sleepy Hollow Road.
5. Ryan Merkel of Thorobred Lane did not wish to speak but instead give his speaking time to his father, Tom Merkel.
6. Tom Merkel of Thorobred Lane discussed the cell tower matter which he felt was handled poorly by the Village and questioned the attorney’s fees. He also commented on the legality of executive sessions held on this matter and his complaint filed with the Attorney General, and also commented on documents he received in response to his FOIA request to the village. On an unrelated issue, he also noted what he felt were inappropriate comments made by a trustee when a police officer was hired and sworn in at a recent board meeting.
7. Sal Eraci of Thorobred Lane noted his objection to the cell tower and questioned the competency of the board in negotiating the cell tower deal.
PARKS, ROADS AND STREETS
1. Public Works would like to hire a new part time seasonal employee. Nemec moved with a second from Ziemba to hire Graham Pienkowski for up to 20 hours per week at $10.20 per hour, contingent on passing all tests. Aye: Nemec, Ziemba, Fudala, Seiler. Motion passed.
2. Trustee Nemec said Public Works can take over more of the work in the open space/wetland mitigation areas including burning and herbiciding instead of using outside vendors to do the work. This will result in substantial savings to the Village.
FINANCE
1. Trustee Ziemba said the Finance Committee made recommendations regarding replacements for Art Sunderlage, retiring in November, and Ellen Volkening, retiring next April. The Committee suggests Art’s replacement be hired 4 months before his retirement at $31/hour and Ellen’s replacement be hired 3 months before her retirement at $27/hour.
WATER AND SEWER
No report.
POLICE AND PUBLIC SAFETY
1. Chief Linane will be suggesting increases in solicitor fees at the next meeting.
2. The monthly police activity report was very briefly reviewed.
3. Chief Linane reviewed in detail the 2016 Annual Report which is accessible through the village website. Seiler moved with a second from Fudala to accept the 2016 Annual Report as presented. Motion passed unanimously.
PUBLIC BUILDINGS AND ENVIRONMENTAL
1. Republic Services submitted a proposal for a 5-year extension of their waste collection contract. Seiler moved with a second from Nemec to accept Republic’s proposal for a 5-year contract extension. A contract should be prepared by Mr. Schuster to approve the extension. This proposal will provide residents with a free trash and free recycling container and there will be a small reduction in the current price. Trustee Fudala questioned why we aren’t going out to bid.
Trustee Nemec felt it was not necessary as this was a good proposal and residents have been happy with the services. Aye: Seiler, Nemec, Ziemba, Pickett. Nay: Fudala. Motion passed. Trustee Fudala felt the 6 a.m. pickup time is too early and would like a later start.
BUILDING AND ZONING ENFORCEMENT
1. The code enforcement survey of area municipalities was reviewed. Trustee Fudala favored changing some of the codes to those similar to West Dundee where boats are permitted year-round. Trustee Nemec noted the ordinances were reviewed less than a year ago at substantial time and cost.
OLD BUSINESS
1. Chief Linane said code enforcement would like some modifications to parts of the code. Trustee Nemec would like the Zoning Board chair to advise the Board of the committee’s thoughts when the work was done on code changes last year.
2. Trustee Nemec presented a quote of approximately $7,500 to rent a skid steer/bobcat for 4 months as requested by the Finance Committee. The Finance Committee should also be given a quote to purchase a used bobcat for comparison purposes.
NEW BUSINESS
No report.
Seiler moved with a second from Nemec to adjourn to executive session at 8:54 p.m. to discuss collective bargaining pursuant to §2(c)(2) of the Open Meetings Act. Aye: Seiler, Nemec, Fudala, Ziemba. Motion passed.
The regular meeting resumed at 9:07 p.m.
Seiler moved with a second from Nemec to adjourn the meeting at 9:07 p.m. Motion passed unanimously.
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