Village of Prairie Grove Board of Trustees met Sept. 14.
Here are the minutes provided by the board:
1. CALL TO ORDER President Underwood called the meeting to order at 7:02 p.m. The meeting was held remotely via Zoom in compliance with the Open Meetings act per guidelines of the Illinois Attorney General's office.
2. ROLL CALL/ESTABLISH QUORUM
Members present: Trustee Behm, Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Werner, and President Underwood. Others present: Administrator Michael Freese, Attorney David McArdle, Records Clerk Laura Jonasen, Public Works Superintendent Josh Singer, Chief of Police Lawrence Canada, Village Clerk Monte Johnson
3. PUBLIC COMMENT
There was no comment from members of the public present,
4. CONSENT AGENDA
a. Meeting Minutes of July 13, 2021, No Meeting Minutes for August 10, 2021, Village Board Meeting was cancelled due to strong storms.
b. Warrants in the Amount of $88,473.01 for July 2021
c. Warrants for in the amount of $ 67,373.81 for August 2021
d. Payment to Johnson Tractor, Inc, for $7,340.23 for repair of the 2014 Kubota (PW)
e. Payment to Zukowski, Rogers, Flood & McArdle in the amount of $7,364.54 for July 2021 (Corporate)
f. Trunk or Treat on Saturday October 30, 2021 (time TBD)
g. Resolution #2021-01 Authorizing Participation in the ComEd Green Region Program Grant
h. Ordinance No. 693 Pertaining to the Coronavirus Local Fiscal Recovery Fund
i. Ordinance No. 694 Amending Chapter 12.17 Small Cell Ordinance Providing for the Regulation of the Application for Small Wireless Facilities and Revising Existing Small Wireless Facilities Deployment Provisions
j. Authorization of the ComEd settlement agreement
A motion was made by Trustee Werner and seconded by Trustee Kremer to approve the consent agenda items as presented. A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
Trustee Werner thanked the Village staff for their work on the ComEd grant.
5. REPORTS AND ANNOUNCEMENTS
a. Village Administrator – Village Administrator Freese is working on a plan for resurfacing the roads. The $300,000 grant for the Ames/Edgewood alignment is an issue because there are no funds for the Village's share ($5.5 million). He is working to see if that money can be reallocated for other roads. He suggests that those funds be used to resurface the Oakwood Estates subdivision. Estimates show that it may only take another $50,000 for that project. Nunda township is in the process of repaving their portion of Justen Road, and the Village has been given an opportunity to patch and overlay Prairie Grove's portion of that road.
In 2022 there is an 80/20 project that can be bid and applied for. Two big connecting roads are Nish and the north end of Barreville. The current road bonds expire in 2024 and cost about $180,000 a year. The Village can apply for 80/20 projects each year, could apply for bonds, or put that $180,000 into a project each year. The Village is also participating in a multi-community crack-fill program. Cheaper pricing is received by getting more communities involved, and we plan to be part of those contracts moving forward.
Administrator Freese is looking for direction regarding the possible annexation on Route 176 with the landscaping company. He needs to know if the Board is comfortable sending them through the annexation process or if there are major concerns by any Board members,
The Village is set to receive approximately $253,000 in infrastructure grant funds, but that money can't be used on roads. Many municipalities are using that money on water, but that is not relevant in Prairie Grove. We have until 2026 to administer those funds properly, and we will continue to research how those funds might be used. A new administrative employee has been with us for three weeks and things have been going well.
Staff has been reviewing the fees charged by the Village and planned to have that issue come to the Board for a vote. This task has been bigger and more complicated than expected, however, and more time will be needed before coming back to the Board. A planned unit development could be coming in front of us in the near future. Administrator Freese complimented the McHenry County Board for their program of letting people get out of jail to help work on the roads. A new development may be coming south of the school. It is not in the Village limits at this point, and they are discussing annexation.
Trustee Haisler asked why the Village doesn't have a road plan that can be shared with the Board. Administrator Freese explained that they have a plan but don't have the funds for the roads that need fixed. He and Superintendent Singer explained that they can't know what the roads will look like more than five years out. Trustee Haisler would like the roads discussed at a meeting with costs for each road so the Board can have an idea of what is needed regardless of the funds available. Trustee Werner stated that he likes the joint programs that the Village has participated in and the ability to stretch out the dollars.
b. Economic Development - No report was given.
c. Building - No report was given.
d. Parks Committee – Trustee Behm thanked the Board for giving approval for the Trunk or Treat event on October 30th, and hopes they can get volunteers for that event.
e. Public Works - Superintendent Singer explained the issues they had with the storms and thanked the residents for their patience. Nunda Township was able to help loan many employees for the clean up efforts. One truck is down and they are waiting for parts, and they are preparing equipment for the winter.
Trustee Werner asked if disaster relief funds might be available due to the storms, and Superintendent Singer stated they are keeping track of expenses in case it does qualify. Administrator Freese reported that data is being collected on the storm, but it does not appear that the storm will qualify to receive disaster funds. There was a discussion about having power lines buried to help with outages, but that is all on Comed, and it is doubtful ComEd will be able to do that due to the extraordinary costs to bury lines.
f. Police - Chief Canada thanked the Public Works department for their storm clean-up efforts. There have been multiple speeding complaints received from residents, but we have limited resources to write tickets. Equipment inventory is a task that is being undertaken and it appears that hasn't been done in the past. He also applauded the community effort for a call that ended up at the Prairie Grove school. Multiple agencies helped stop what could have become a bad incident.
g. Trustees - Trustee Behm reported that a swing set has been ordered and hopefully will arrive in early October. She is also hopeful that the trail work can begin if the storms stay away. It was reported by Administrator Freese that the proper permits are being obtained to work on that trail. Trustee Werner asked about the ancillary parking that was shown on the blueprint. Superintendent Singer explained that there are no plans for another parking lot as that was part of an old plan.
h. President - President Underwood reported that he has had active discussions with three people about the open Trustee position, but there is nobody to bring forward for recommendation to the Board.
6. ACTION ITEMS
a. Discussion regarding a Variance request from 3409 W. Gracy Road allowing to breed small dogs and also allowing 8-9 dogs. Chapter 11, "Dogs and Other Animals" Section 11.11, Limit".
President Underwood explained that variances are usually approved due to a hardship, and he is not sure that this qualifies for a variance. It is reported that she has over 8 acres of land. President Underwood's issue with granting a variance is that if we do this without proof of a hardship, then it would lessen the effectiveness of the ordinance, and anybody could come forward with a variance request. Instead of looking to do a variance, perhaps the Village should look at the ordinance and make a change for the larger properties.
The property owner Kathy Cammarata was online and discussed her situation. She has lived here for 18 years and has always been breeding. She is preferred by many because she is more humane than the puppy mills. She believes this would be a hardship on her because if she is unable to breed dogs, then she will lose the income she uses to pay her real estate taxes, The board discussed the issue, and one thought is that this ordinance may have been written for the smaller properties. President Underwood explained that the Board would think this issue over and would be back in touch with Ms. Cammarata on how they might move forward.
b. Motion to allow Administrator Freese to work with Baxter & Woodman and the State of Illinois for the reallocation of the Ames Road Grant ($300,000.00) to go towards the resurface of Oakview Estates
A motion was made by Trustee Werner and seconded by Trustee Behm to allow Administrator Freese to work with Baxter & Woodman and the State of Illinois for the reallocation of the Ames Road Grant ($300,000.00) to go towards the resurface of Oakview Estates, A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
c. Motion to Approve a Contract with SKC Construction, Inc. not to exceed $20,000 for crack sealing for Village Roads.
A motion was made by Trustee Behm and seconded by Trustee Haisler to approve a contract with SKC Construction, Inc. not to exceed $20,000 for crack sealing for Village roads. A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
d. Motion to authorize Nunda Road District to resurface Justen Road for an amount not to exceed $140,000.00.
A motion was made by Trustee Werner and seconded by Trustee Behm to authorize Nunda Road District to resurface Justen Road for an amount not to exceed $140,000.00. A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
8. EXECUTIVE SESSION
A motion was made by Trustee Werner and seconded by Trustee Behm to adjourn to executive session at 8:17 p.m. to discuss litigation against, affecting, or on behalf of the Village (5 ILCS 120/2(c)(11).). A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
President Underwood reconvened the meeting at 8:29 p.m. A roll call was taken. Members present: Trustee Behm, Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Werner, and President Underwood.
Trustee Haisler asked what the procedure was for the appointment of the vacant Board position. President Underwood explained that the Village is advertising the open position, and people can apply to the Village for that position. The President selects a candidate and brings that candidate to the Board with his recommendation, and the Board affirms that person through their consent.
9. ADJOURNMENT
A motion was made by Trustee Behm and seconded by Trustee Baggio to adjourn the meeting at 8:31 p.m. A Roll Call Vote was called: Trustee Baggio, Trustee Haisler, Trustee Kremer, Trustee Behm, Trustee Werner all voted aye. Motion carried.
https://prairiegrove.org/wp-content/uploads/2021/10/Mtg.-Mins-9-14-21.pdf
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