Village of Montgomery Board of Trustees met July 10.
Here are the minutes provided by the board:
I. President Brolley called the meeting to order at 7:01 p.m. followed by the Pledge of Allegiance.
II. Roll Call
Trustee Matt Bauman Yea
Trustee Tom Betsinger Yea
Trustee Dan Gier Yea
Trustee Steve Jungermann Yea
Trustee Doug Marecek Yea
Trustee Theresa Sperling Yea
Village Clerk Debbie Buchanan Yea
Also present: Attorney Laura Julien, Director of Community Development Sonya Abt, Engineer Peter Wallers, Director of Public Works Mark Wolf, Director of Finance Jennifer Milewski, Chief of Police Phil Smith, Communications Manager Kristina Nemetz, Engineer Chris Ott, Members of the Press and guests.
III. Public Participation
A. Public Comments (Two Minute Opportunity).
Martha Stumph, who lives on Hamlet Circle, suggested the Village put a park on the empty lot in front of the Post Office.
Bob Noble, 328 N River St, stated his front yard was left in bad shape after the watermain replacement. A neighbor echoed the same complaint. Director Wolf will inspect and follow up.
William Miller, 200 Pine Ridge Lane, spoke and provided photos regarding a fence that he believes is encroaching on his property. Director Abt will follow up on this issue.
IV. Consent Agenda
A. Minutes of the June 12th Village Board Meeting.
B. Accounts Payable through June 26th, 2023 in the Amount of $1,620,038.90.
C. Accounts Payable through July 10th, 2023 in the Amount of $837,597.76.
D. Accounts Receivables for June 2023.
E. Building Report for June 2023.
F. Water Production Report for June 2023.
G. Refuse Report for May 2023.
H. Approval of a Carnival Permit for Windy City Amusements.
I. Request of Waiver of Temporary Liquor License Fee for Montgomery Foundation’s Beer Tent at the 2023 Montgomery Fest.
J. Request of Waiver of Temporary Liquor License Fee for Dickson Murst Farm’s Annual Beers, Bands and Barn Festival.
Trustee Jungermann moved to approve Items A-J of the Consent Agenda, seconded by Trustee Marecek.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Bauman voting yea.
V. Items for Separate Action
A. Waiver of Bids and Approval of Purchase of a New GMC Sierra 3500 Truck from Coffman GMC Truck Sales in the amount of $58,175.64.
Director Wolf explained this is a new vehicle for the streets department. Waiver of bids is requested so it can be purchased from a local dealer who is holding a production spot for us and can deliver the vehicle in August. With the upfit it will be under budget.
Trustee Gier moved to approve Waiver of Bids and Approval of Purchase of a New GMC Sierra 3500 Truck from Coffman GMC Truck Sales in the amount of $58,175.64. Trustee Sperling seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
B. Approval of the Lake Michigan Water Main Replacement Plan to Reduce the Village’s Non Revenue Water Percentage to Below 10%.
Engineer Ott reviewed that in order to receive Lake Michigan water, the Village is required to reduce its Non-Revenue Water Loss below 10%. To accomplish this, an annual watermain replacement program is proposed, targeting all watermains constructed before 1970. Watermains with a history of breaks will be replaced first, and all replacements will be timed to coincide with Village or Township Road programs. During design work, certain watermains may be upsized such as in Boulder Hill. Each year the engineers will report on what has been done and reassess the program. The metering program and other tools will help to assess and make decisions. President Brolley asked about funding, which Director Milewski said will come from sources such as ARPA, the water fund, general debt obligations, and the state revolving fund, and funding decisions will be brought to the Board as the work proceeds.
Trustee Gier moved to approve the Lake Michigan Water Main Replacement Plan to Reduce the Village’s Non Revenue Water Percentage to Below 10%, seconded by Trustee Jungermann.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
C. Professional Services Agreement with Engineering Enterprises, Inc. in the amount of $279,958.00 for Design Engineering for the 2024 Water Main Replacement Program.
Director Wolf said this is for the 2024 watermain replacement to keep the project moving forward.
Trustee Gier moved to approve a Professional Services Agreement with Engineering Enterprises, Inc. in the amount of $279,958.00 for Design Engineering for the 2024 Water Main Replacement Program, seconded by Trustee Sperling.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
D. Award of Contract to Superior Excavating Company in the amount of $429,063.00 for the Boulder Hill District Metering Project.
Engineer Ott said as part of the water loss reduction project, metering stations will be set up in several areas of the Village. Three districts will meter water coming into Boulder Hill and compare to individual meters in Boulder Hill to track how much water is being lost and determine progress made as watermains are replaced. The first metering station in Boulder Hill will be installed in the fall and a watermain will be replaced there also. Meters have a 50-week lead time, but these were ordered back in November and staff is just waiting for them to come in. The metering stations will be used for the next eight years, but the Village may want to keep them permanently to continue to monitor water loss.
Trustee Gier moved to approve Award of Contract to Superior Excavating Company in the amount of $429,063.00 for the Boulder Hill District Metering Project. seconded by Trustee Bauman.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
E. Resolution 2023-017 Creating an Ad Hoc Advisory Committee for the Montgomery Dam Study.
Engineer Wallers reviewed that the Village has a Memorandum of Understanding with IDNR to do a study on the dam. They have initiated work on that and suggested the Village create an advisory group to bring a recommendation to the Board for consideration. There will likely be public open houses.
Trustee Sperling moved to approve Resolution 2023-017 Creating an Ad Hoc Advisory Committee for the Montgomery Dam Study. Trustee Bauman seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek, Trustee Betsinger and Trustee Gier voting yea.
F. Ordinance 2026 Establishing a New Section 1-12 of the Village Code and Authorizing the Village of Montgomery to Pass Along Fees Related to Debt Collection (First Reading).
Attorney Julien explained that currently collection costs are not passed on to debtors; this will change the process so they pay the costs. The Village typically makes 2-3 attempts to collect before turning an account over to debt collection. President Brolley requested a firm policy to give people ample time to pay. It was agreed to place this ordinance on the consent agenda at the next meeting.
G. Ordinance 2027 Establishing SSA No. 44 (Aucutt Road Truck Terminal - 1975 Aucutt Road) (Waiver of First and Passage on Second Reading).
Director Abt stated this is the final step in the creation of this backup SSA.
Trustee Jungermann moved to approve Ordinance 2027 Establishing SSA No. 44 (Aucutt Road Truck Terminal - 1975 Aucutt Road) (Waiver of First and Passage on Second Reading). Trustee Bauman seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Bauman voting yea.
H. Resolution 2023-015 Accepting a Plat of Easement and Plat of Vacation (Freddy’s Steakburgers – Lot 3 of Freddy’s Subdivision).
Director Abt explained that the watermain was relocated during construction; this is the plat of easement related to the new location.
Trustee Gier moved to approve Resolution 2023-015 Accepting a Plat of Easement and Plat of Vacation (Freddy’s Steakburgers – Lot 3 of Freddy’s Subdivision). Trustee Sperling seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
I. Resolution 2023-018 Approving an Economic Incentive Agreement (Village of Montgomery - Building Permit Fee Waiver).
Director Abt presented this request from Karis to waive building permit fees for both the north and south properties. This does not waive any third-party fees or any water-related fees. Karis will be bringing additional incentive requests in the future. Trustee Betsinger asked what the total incentives will be, and Director Abt and President Brolley explained there are three prongs to the package: this permit fee waiver, a potential property tax abatement, plus a utility tax rebate which would total approximately $2.6 million in order to facilitate this $235-$370 million investment in the project. Director Abt said she needs to update the agreement to include all necessary detention lots.
Trustee Marecek moved to approve Resolution 2023-018 Approving an Economic Incentive Agreement (Village of Montgomery - Building Permit Fee Waiver). Trustee Bauman seconded this motion.
5 Yea. 1 No. Motion carried. Trustee Marecek, Trustee Gier, Trustee Sperling, Trustee Bauman and Trustee Jungermann voting yea. Trustee Betsinger voting no.
J. Resolution 2023-016 Approving the Reduction of Performance Security for Aurora University – Spartan Athletic Park Multi-Use Building Project.
Director Abt explained Aurora University has finished the wrestling building and staff recommends the Village reduce the performance bond, retaining $93,500 for the landscaping maintenance period.
Trustee Marecek moved to approve Resolution 2023-016 Approving the Reduction of Performance Security for Aurora University – Spartan Athletic Park Multi-Use Building Project. Trustee Bauman seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling, Trustee Bauman and Trustee Jungermann voting yea.
VI. Items for Discussion
A. Pavement Management Update.
Engineer Ott reviewed what has been done and discussed plans for the future. Next steps would be to request a PSA for design engineering with hopes to open bids in January 2024 and start construction in May of 2024. There are larger projects on the horizon, such as road reconstruction on the east side of the Village. Future five-year plans will be tied to watermain replacement plans so that streets can be resurfaced after the watermain is replaced and use IRP funds where watermains were replaced.
VII. New or Unfinished Business
Trustee Marecek thanked Pete Wallers and the Rotary Club for a great job painting the logo on the street in front of Village Hall. President Brolley said such projects build a great sense of community and encouraged other community-based projects in the future.
President Brolley mentioned that staff went to Lakewood Creek School to present them with a rain barrel that had been requested by one of the students. The Village ordered and donated the rain barrel, and President Brolley received a nice thank you note for that.
VIII. Future Meetings
A. Police Pension Board – Wednesday, July 12, 2023 at 11:00A.
B. Special Planning and Zoning Commission – Thursday, July 13, 2023 at 7:00P.
C. Beautification Committee – Wednesday, July 12, 2023 at 6:00P – CANCELLED.
D. Special Planning and Zoning Commission – Thursday, July 13, 2023 at 7:00P.
E. Historic Preservation Commission – Monday, July 17, 2023 at 6:30P.
F. Committee of the Whole – Tuesday, July 18, 2023 at 7:00P.
G. Intergovernmental Committee – Monday, July 24, 2023 at 6:00P.
H. Village Board Meeting – Monday, July 24, 2023 at 7:00P
President Brolley stated that Plan Commission was canceled last week, and a Special Plan Commission meeting will be held on Thursday, July 13th. Committee of the Whole Meeting on July 18th will be canceled.
IX. Executive Session
X. Adjournment: 8:17 p.m.
Trustee Jungermann moved to adjourn the Board Meeting. Trustee Bauman seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Bauman voting yea.
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