Village of Vernon Hills President and Board of Trustees met Aug. 11.
Here is the minutes provided by the board:
I, Village Manager Fleischhauer called the meeting to order at 7:01 PM.
II. Roll call indicated the following Board Members present: Trustees Koch, Schultz, Marquardt, Takaoka, and Oppenheim. President Byrne was absent. A quorum was established.
Also present were: Village Manager Fleischhauer, Assistant Village Manager Petrillo, Director of Community Development Atkinson, Deputy Chief Zimmerman, Public Director Brown, Chief Finance Officer Cratty, Village Attorney Ferolo, and Recording Secretary DeAnda
Motion by Trustee Schultz, second by Trustee Marquardt, to appoint Trustee Koch as President Pro Tem for the duration of the meeting.
Roll call vote:
AYES: 5 - Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried.
III. The Pledge of Allegiance was given,
IV. Citizens Wishing to Address the Board
Chris Meier, 371 Cherry Valley Road, addressed downed streetlights and traffic speed at Cherry Valley and Westmoreland; dead parkway tree at Deerpath and Lexington; and rotten posts on Abbott's fence and a weed problem. Staff will follow up.
Trustee Takaoka suggested taking a stronger stand with companies and residential lots where weeds are not cut. Staff will follow up.
Julie Simpson, 307 Onwentsia Road, Lake County Board member, stated Lake County Public Works was still exploring further options to locate a water reservoir and pumping booster station. Without committing to an opinion because it was against Lake County Board policy as it was a Lake County Board decision, not an individual member's decision, she stated Carriage Green Park was not a preferred location. If Carriage Green Park was the proposed location as a last resort whether due to environmental or financial concerns, she would determine at that time whether to advocate to her Board to support that location or not. Delays could cause the funding to go to other projects. She welcomes discussion. PWD Brown stated the project was important to Vernon Hills and staff was working with Lake County Public Works to find a suitable site, Ms. Simpson expects to update the Board in November.
Lynn DeAnda, 485 Grosse Pointe Circle, stated no residential, recreational park should ever be considered a site for a concrete water tank,
V. Officials Reports
A. Village President
1. Proclamation - Payroll Week
President Pro Tem Koch read a proclamation proclaiming September 7-11 as Payroll Week in the Village of Vernon Hills.
B. Village Manager
1. Declaration 20-10 - Continuation of a State of Emergency in the Village of Vernon Hills Village Manager Fleischhauer advised that a State of Emergency would continue in the Village until September 1.
2. Next Village Board Meeting scheduled for September 1, 2020 at 7:00PM
C. Assistant Village Manager
D. Finance Director/Treasurer
E. Chief of Police
1. Census 2020
DC Zimmerman stated US Census Bureau identified field workers would be interviewing households in the community. The Communication Center has been advised and it has been posted to social media. AVM Petrillo and Dr. Watkins discussed the challenges that the 2020 Census has faced.
F. Public Works Director/Village Engineer
G. Director of Community Development
VI. Omnibus Vote Agenda
President Pro Tem Koch called for a motion to approve the Omnibus Vote Agenda Items A-J. Motion by Trustee Schultz, second by Trustee Marquardt, to approve the Omnibus Vote Agenda Items A J. After discussion, Trustee Schultz asked to pull item J. First and second agreed to amend motion to pull item J for a separate vote. Amended motion was to approve Items A-I.
Roll call vote:
AYES: 5 - Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried.
A. DEPARTMENT REPORTS
1. POLICE DEPARTMENT REPORT - JULY 2020
B. RATIFICATION OF SPECIAL VOUCHER LIST OF BILLS DATED JULY 28, 2020 IN THE AMOUNT OF $258,409.46
C. APPROVAL OF VOUCHER LIST OF BILLS DATED AUGUST 11, 2020 IN THE AMOUNT OF $579,419.77
D. APPROVAL OF VILLAGE BOARD MINUTES OF JULY 21, 2020
E. APPROVAL AND PASSAGE OF ORDINANCE 2020-088 AN ORDINANCE AUTHORIZING AND APPROVING THE PURCHASE OF A REPLACEMENT RICOH MULTIFUNCTION DEVICE AND MAINTENANCE FOR THE PUBLIC WORKS DEPARTMENT AT A COST NOT TO EXCEED $8,200
F. APPROVAL AND PASSAGE OF ORDINANCE 2020-089 AN ORDINANCE AUTHORIZING THE WAIVER OF SITE DEVELOPMENT PERMIT FEES FOR HAWTHORN SCHOOL DISTRICT 73
G. APPROVAL AND PASSAGE OF RESOLUTION 2020-021 A RESOLUTION GRANTING APPROVAL TO OPERATE AN OUTDOOR MARKET FOR HAWTHORN MALL LOCATED AT 122 HAWTHORN CENTER
H. APPROVAL AND PASSAGE OF RESOLUTION 2020-022 A RESOLUTION AUTHORIZING AN OUTDOOR DINING AND SEATING ESTABLISHMENT PERMIT FOR SLYCE COAL FIRED PIZZA, 913 NORTH MILWAUKEE AVENUE
I. APPROVAL AND PASSAGE OF RESOLUTION 2020-023 A RESOLUTION AUTHORIZING THE VILLAGE PRESIDENT AND VILLAGE CLERK TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT WITH THE COUNTY OF LAKE REGARDING THE DISTRIBUTION OF CARES ACT FUNDS
VOTED ON SEPARATELY
J. REQUEST FROM KNIGHTS OF COLUMBUS TO HOLD THEIR ANNUAL TOOTSIE ROLL DRIVE IN THE VILLAGE OF VERNON HILLS ON SEPTEMBER 18-20, 2020
Motion by Trustee Schultz, second by Trustee Marquart, to approve REQUEST FROM KNIGHTS OF COLUMBUS TO HOLD THEIR ANNUAL TOOTSIE ROLL DRIVE IN THE VILLAGE OF VERNON HILLS ON SEPTEMBER 18-20, 2020 subject to clarification regarding health protocols being submitted to and approved by Village staff before issuance of permit.
Roll call vote:
AYES: 5 – Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne Motion carried.
VII. Unfinished/Additional Business
VIII. New Business/Communications
1. PROPOSED DIVERSITY AND INCLUSIVITY CONSULTANCY FOR VILLAGE
AVM Petrillo introduced Dr. Bryan Watkins who has served higher education with institutional accreditation, regulatory compliance, implementation of new programs, recruitment, and assessment; as well as having served municipal law enforcement, the Sheriff's Office, and County government through a variety of initiatives to include professional development of the workforce, community outreach and analysis, and strategic planning. Most recently, Dr. Watkins served as Chair of the Vernon Hills Complete Count Census Committee and is familiar with many of our community partners and stakeholders.
The scope of this proposed consultancy by Dr. Watkins / Ravenskeep, LLC includes an inventory and external assessment of Village and Department policies and practices ranging from recruitment, promotion, BOFPC rules, engagement strategies, review of correlations between workforce and community demographics; facilitation of meetings with Village and department staff regarding community expectation for Inclusion and Diversity within Village government; facilitate and support community engagement as needed and determined by the Village; and presentation of summaries and report.
Motion by Trustee Schultz, second by Trustee Oppenheim, to direct staff to prepare the necessary Ordinance in an amount not to exceed $8,000 to engage the services of Dr. Watkins in diversity consultation.
Roll call vote:
AYES: 5 - Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried.
2. APPROVAL AND PASSAGE OF RESOLUTION 2020-024 A RESOLUTION GRANTING APPROVAL TO OPERATE AN OUTDOOR SPECIAL EVENT FOR HAWTHORN MALL LOCATED AT 122 HAWTHORN CENTER
DCD Atkinson introduced Thomas Sheehy, representing Hawthorn Mall, who requested approval of an outdoor drive-in movie night. The outdoor event would take place on Thursday, August 20 from 8:00pm to 10:00pm. A rain date was scheduled for August 23. The movie to be shown would be Jurassic Park. It would be a charitable event with proceeds to Northwestern Lake Forest Hospital and sponsored by T Mobile.
A 20' x 40' movie screen would be staged on the lower level Sears parking lot. Appropriate signage would be posted. Vehicles would be located within a barricaded area spaced a minimum of 6 apart. Customers would be required to stay in their vehicle while watching the movie. Food would be available for sale by Hawthorn Mall eateries including Claim Company. Individual vendors would obtain the required license from the Lake County Health Department. Portable bathrooms would be made available.
Food vendors, market management, and customers would be required to follow health protocols as provided in the Restore Illinois Phase 4 Guidelines specific to social gatherings and distancing. The mall would employ a professional security service to monitor the event for compliance with these requirements.
The special event application along with a site plan were attached to the packet.
Motion by Trustee Oppenheim, second by Trustee Schultz, to approve RESOLUTION 2020-024 A RESOLUTION GRANTING APPROVAL TO OPERATE AN OUTDOOR SPECIAL EVENT FOR HAWTHORN MALL LOCATED AT 122 HAWTHORN CENTER.
1. The drive-in movie night will take place on Thursday, August 20, 2020. The rain date will be Sunday, August 23, 2020.
2. The hours of operation shall be 8:00pm to 10:00pm.
3. All vendors, market management, and customers shall follow health protocols as provided in in the Restore Illinois Phase 4 Guidelines or current standing order from the Illinois Governor's office, whichever is more restrictive.
4. The mall shall employ a professional security service to monitor the event for compliance with these requirements.
5. All vehicles shall be spaced a minimum 6' apart.
6. Signs shall be posted at conspicuous locations near the bathrooms and food vendors encouraging 6' social distancing.
7. All food vendors, market management, and customers are required to wear masks.
8. Individual food vendors are required to obtain a license from the Lake county Health Department.
9. Compliance with the application and site plan dated August 6, 2020.
10. Garbage receptacles shall be provided, and the general vicinity shall be cleaned immediately following each day of the event.
Roll call vote:
AYES: 5 - Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 -- None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried
3. APPROVAL AND PASSAGE OF ORDINANCE 2020-090 AN ORDINANCE AMENDING ORDINANCE 2020-058 AUTHORIZING APPROVAL OF EXPENDITURES TO LAUTERBACH & AMEN, LLP FOR ACCOUNTING AND FINANCIAL OVERSIGHT SERVICES TO BE PERFORMED DURING FISCAL YEAR 2020/2021 IN AN AMOUNT NOT TO EXCEED $534,100
VM Fleischhauer stated as part of the 2020/21 Village budget, the Board approved the addition of one new administrative assistant for Public Works. This position was not one of the budget reductions proposed during the COVID discussions. This position has been recently filled by Mary Grampo. Mary is a long-time employee with the Village Finance Department and has a tremendous amount of institutional knowledge of personnel, Village, and finance operations, all of which has made her the perfect person to fill the vacancy in Public Works.
With Mary's transfer to Public Works, a vacancy has now been created within the Finance Department. The vacancy is for an Administrative Assistant II, The salary and benefits for this position range from $78,552/$90,688 for a new employee at Step 1 (entry level) to $93,124/$108,860 for an individual at Step 7, (more experienced). The difference in the ranges within the same steps is determined by the marital status of the new employee. In discussions with Lauterbach & Amen, our financial contractors, they have offered to fill the position within their staff for a negotiated rate of $50,000 annually. This represents a potential annual savings of at least $28,552 to $58,860 depending on qualifications and marital status. In addition to the cost savings, Vernon Hills would not be responsible for the recruitment, hiring and training for this new employee.
On April 21, 2020, the Board approved Ordinance 2020-058 in an amount not to exceed $484,100. Staff is recommending approval of Ordinance 2020-090, increasing the monthly payments to Lauterbach & Amen by $4,167 ($50K / 12), at a total annual cost not to exceed $534,100 ($484,100 + $50k).
Trustee Schultz stated whenever the Board was dealing with existing financial arrangements, he wanted to make his position clear. He had no problem with outsourcing staff level functions for the Finance Department, he had no problem with this conversion of the aforementioned position to being an employee of Lauterbach & Amen; however he still had grave concerns that our Village Treasurer/Finance Director was not an employee of the Village of Vernon Hills but in fact an employee of Lauterbach & Amen.
Motion by Trustee Schultz, second by Trustee Oppenheim, to approve ORDINANCE 2020-090 AN ORDINANCE AMENDING ORDINANCE 2020-058 AUTHORIZING APPROVAL OF EXPENDITURES TO LAUTERBACH & AMEN, LLP FOR ACCOUNTING AND FINANCIAL OVERSIGHT SERVICES TO BE PERFORMED DURING FISCAL YEAR 2020/2021 IN AN AMOUNT NOT TO EXCEED $534,100,
Roll call vote:
AYES: 5 – Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried.
4. APPROVAL AND PASSAGE OF ORDINANCE 2020-091 AN ORDINANCE AMENDING THE ANNUAL BUDGET OF THE VILLAGE OF VERNON HILLS, COUNTY OF LAKE, STATE OF ILLINOIS, FOR THE FISCAL YEAR BEGINNING MAY 1, 2020 AND ENDING APRIL 30, 2021
VM Fleischhauer stated as part of Ordinance #2020-090 to approve an increase to the Lauterbach & Amen contract for filling the Finance Department Administrative Assistant II vacancy, staff recommended approval of Ordinance 2020-091 for a budget amendment transferring personnel costs due to the current employee, Mary Grampo, accepting the Public Works administrative assistant position. This budget amendment request would not be increasing the General Fund budget.
Motion by Trustee Schultz, second by Trustee Oppenheim, to approve ORDINANCE 2020-091 AN ORDINANCE AMENDING THE ANNUAL BUDGET OF THE VILLAGE OF VERNON HILLS, COUNTY OF LAKE, STATE OF ILLINOIS, FOR THE FISCAL YEAR BEGINNING MAY 1, 2020 AND ENDING APRIL 30, 2021
Roll call vote:
AYES: 5 - Schultz, Oppenheim, Takaoka, Koch, Marquardt
NAYS: 0 - None
ABSENT AND NOT VOTING: 1 - Byrne
Motion carried.
Trustee Takaoka stated Carey Getlin, President, VHCBS, wanted to express his gratitude for the Village's support of the successful baseball tournaments that were played at VHAC last weekend
IX. Recess/Adjournment
Motion by Trustee Schultz, second by Trustee Marquardt, to adjourn the Board Meeting.
All in favor vote. Motion carried.
The Village Board meeting was adjourned at 8:05PM.
https://www.vernonhills.org/AgendaCenter/ViewFile/Minutes/_08112020-724
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