Village of Bartlett Board met November 7.
Here is the minutes provided by the Board:
1. Call To Order
President Wallace called the regular meeting of November 7, 2017 of the President and Board of Trustees of the Village of Bartlett to order on the above date at 7:00 p.m. in the Council Chambers.
2. Roll Call
Present: Trustees Camerer, Carbonaro, Deyne, Gabrenya (via telephone), Hopkins,
Reinke, and President Wallace
Absent: None
Also Present: Village Administrator Paula Schumacher, Assistant Village Administrator Scott Skrycki, Finance Director Todd Dowden, Community Development Director Jim Plonczynski, Assistant Community Director Roberta Grill, Director of Public Works Dan Dinges, Public Works Engineer Bob Allen, Building Director Brian Goralski, Assistant Golf Professional Paul Galvan, Chief Patrick Ullrich, Deputy Chief Chuck Snider, Deputy Chief Geoff Pretkelis, Village Attorney Bryan Mraz and Village Clerk Lorna Giless.
3. Invocation – Pastor Michael Fuelling from the Village Church of Bartlett gave the invocation.
4. Pledge Of Allegiance
5. Consent Agenda
President Wallace stated that all items marked with an asterisk on the Agenda are considered to be routine and will be enacted by one motion. He further stated that there will be no separate discussion of these items unless a Board member so requests, in which event, that item will be removed from the Consent Agenda and considered at the appropriate point on the Agenda. He asked if there were any items a Board member wished to remove from the Consent Agenda, or any items a Board member wished to add to the Consent Agenda.
Trustee Carbonaro stated that he would like to add item 1 under the Police & Health Committee, (Resolution 2017-142-R, a Resolution Approving of the Purchase of Spacesaver Mobile Storage System for the new Police Building and the Contract with Bradford Systems Corporation through the National Intergovernmental Purchasing Alliance) to the Consent Agenda.
Trustee Deyne moved to amend the Consent Agenda to item 1 under the Police & Health Committee, (Resolution 2017-142-R, a Resolution Approving of the Purchase of Spacesaver Mobile Storage System for the new Police Building and the Contract with Bradford Systems Corporation through the National Intergovernmental Purchasing Alliance) and that motion was seconded by Trustee Camerer.
Roll Call Vote To Amend The Consent Agenda
Ayes: Trustees Camerer, Carbonaro, Deyne, Gabrenya, Hopkins, Reinke
Nays: None
Absent: None
Motion Carried
President Wallace then recited each item that was originally on the Consent Agenda and each item that was added to the Consent Agenda, including the nature of the matters being considered and other information to inform the public of matters being voted upon on the Amended Consent Agenda. He then stated that he would entertain a motion to approve the Amended Consent Agenda, and the items designated to be approved by consent therein.
Trustee Camerer moved to approve the Amended Consent Agenda, and all items designated to be approved by consent therein as amended, and that motion was seconded by Trustee Carbonaro.
Roll Call Vote To Approve The Amended Consent Agenda And Consent Items Therein
Ayes: Trustees Camerer, Carbonaro, Deyne, Gabrenya, Hopkins, Reinke
Nays: None
Absent: None
Motion Carried
6. Minutes – Covered and approved under the Consent Agenda.
7. Bill List – Covered and approved under the Consent Agenda.
8. Treasurer’s Report - None
9. President’s Report
A. President Wallace stated that he was appointing John Goetz to the Bike and Run Committee for a 3 year term.
Trustee Deyne moved to consent to the appointment of John Goetz to the Bike and Run Committee and that motion was seconded by Trustee Carbonaro.
Roll Call To Consent To The Appointment Of John Goetz To The Bike And Run Committee
Ayes: Trustees Camerer, Carbonaro, Deyne, Gabrenya, Hopkins, Reinke
Nays: None
Absent: None
Motion Carried
B. President Wallace stated that Jamie Wilkey from Lauterbach & Amen was there to present the audit presentation.
Jamie Wilkey from Lauterbach & Amen stated that she was happy to report a clean audit. She thanked the Finance Department for its cooperation and stated that it is an intensive process from start to finish and is basically six months of back-and-forth communication, testing, drafting financial and review process. She stated that the Village received the certificate of achievement for excellence in financial reporting and that is another independent, third-party review of the financial statement. This is an important award because it is the highest level government reporting in the “government world”. She commended the board and staff. She thanked staff for their efforts in preparing for the audit. It is indicated by their clean audit opinion. The Village was issued an unmodified opinion and that is the highest opinion they are able to issue. That means the financial statements as presented, are materially correct. She indicated that three funds were under the minimum reserve requirements.
Trustee Reinke asked about the funds that were under the minimum reserve requirement and asked if they looked at the policy itself.
Ms. Wilkey stated that they do review the policy. One of the funds on that list is the golf course fund. At some point in time, they may have to readjust the policy to see if it is reasonable to attain those goals. The golf industry has changed fairly dramatically over the last decade and that can be a discussion with staff going forward. She stated that she found the policies to be reasonable.
10. Question/Answer: President & Trustees
Trustee Reinke stated that they had some questions about the health insurance at the last board meeting. He saw an email that the plan was renewed and wanted to know what number it came in at.
Administrator Schumacher stated that it was in the same general area as projected.
Trustee Reinke asked if they needed to vote on that?
Administrator Schumacher stated that they have never voted on it in the past since it is approved in the budget.
Trustee Reinke stated that he doesn’t recall approving the renewal in the past, but it is $3.1 million dollars and that is a big ticket item they are not voting on. He felt that the taxpayers would expect them to vote on something like this.
Trustee Hopkins agreed.
President Wallace stated that you essentially are since you are voting on the budget.
Trustee Reinke stated that it is one of those things that we talk about every year, for the last four years, and it just seems that it just happens automatically.
Attorney Mraz stated that is the case because it is in the budget. He stated that it is simply the renewal of the existing plan and not a contract. He stated that if it is in fact a contract renewal they will look at bringing it to the Board next year. He stated that the time windows in which you have to act are very short.
Ms. Schumacher stated that the cost is $261,631.94 per month. At the last meeting, they committed to continue looking at the percentages and structure to bring it back to the Board for policy direction. They are meeting with a broker next Monday and will continue to look at the pooling option once they go through renewal and have an actual picture of what the employee composite is. They won’t get caught in the time crunch they were in this time.
Trustee Hopkins asked if they were seeing a 13 percent increase?
Human Resources Director Janelle Terrance stated but this year’s increase was 15.8 percent for the health insurance.
Trustee Hopkins asked if the approved budget accounted for the 15.8 percent increase.
Finance Director Todd Dowden stated that they do factor in renewals in the annual budget. He felt that they would still be within budget.
11. Town Hall
John Eallonardo with the Frederick Quinn Company
Mr. Eallonardo gave the following update on the new police facility. He stated that the structural steel is being installed and is a big step in getting the building closed for the winter. They will continue working on that over the course of the next several weeks. Next week, in conjunction with structural steel, they will go back to working on structural concrete and other activities in the basement of the building. As they expected, they lost a couple of days due to rain so they worked a couple of Saturday’s to make up for those days.
12. Standing Committee Reports:
A. Planning & Zoning Committee, Chairman Hopkins
Trustee Hopkins stated that Ordinance 2017-143, an Ordinance Amending the Bartlett Municipal Code Title 3: Business and License Regulations, Chapter 22: Amplifiers, Section 2: Amplifier Regulations was covered and approved under the Consent Agenda.
B. Building Committee, Chairman Gabrenya
Trustee Gabrenya stated that there was no report.
C. Finance & Golf Committee, Chairman Deyne
Trustee Deyne stated that there was no report.
D. License & Ordinance Committee, Chairman Camerer
Trustee Camerer stated that there was no report.
E. Police & Health Committee, Chairman Carbonaro
Trustee Carbonaro stated that Resolution 2017-142-R, a Resolution Approving of the Purchase of Spacesaver Mobile Storage System for the new Police Building and the Contract with Bradford Systems Corporation through the National Intergovernmental Purchasing Alliance; Ordinance 2017-144, an Ordinance Amending Title 6 of the Bartlett Municipal Code to Incorporate the Illinois Vehicle Code in its Entirety and to Amend Chapter 11-1300 Thereof Regulating the Stopping, Standing and Parking of Vehicles; Ordinance 2017-145, an Ordinance Amending Title 1, Chapter 4, of the Bartlett Municipal Coe Entitled “General Penalty” were covered and approved under the Consent Agenda.
F. Public Works Committee, Chairman Reinke
Trustee Reinke stated that Resolution 2017-146-R, a Resolution Approving of the Intergovernmental Agreement Between the County of DuPage and the Village of Bartlett for the Implementation of the National Pollutant Discharge Elimination System (NPDES) Program in the West Branch DuPage River and Fox River Watersheds was covered and approved under the Consent Agenda.
13. New Business - None
14. Question/Answer: President & Trustees
Trustee Hopkins stated that a couple of residents have reached out to him regarding the Spaulding and Lambert Quiet Zone. He asked if staff could get creative with some of their approaches with the salvage company over there. The biggest complaint is the noise from the intercom system. We understand that it is located in unincorporated Elgin and our hands are tied like would like staff to think of some solutions.
Community Development Director Jim Plonczynski stated that he has been in several conversations with them. Every time they get a complaint he calls over there and asks him to turn down the volume or redirect the speakers. He is pretty cooperative, but at certain times there are prevailing winds, etc. that make the sound travel. He indicated that he is intending to purchase a new building and enclose some of the sales. They do get complaints and address them appropriately.
15. Adjournment
President Wallace stated that upon adjournment of this meeting, the Board will be moving into the Committee of the Whole meeting.
There being no further business to discuss, Trustee Hopkins moved to adjourn the regular Board meeting and that motion was seconded by Trustee Deyne.
Roll Call Vote To Adjourn:
Ayes: Trustees Camerer, Carbonaro, Deyne, Gabrenya, Hopkins, Reinke
Nays: None
Absent: None
Motion Carried
The meeting was adjourned at 7:26 p.m.
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