McHenry Times

The village of Lake in the Hills Committee of the Whole met Aug. 23 to revise the McHenry Prairie Trail.

Here are the meeting's minutes, as provided by the committee:

Village of Lake in the Hills Committee of the Whole Meeting

August 23, 2016 - 1 -

Village of Lake in the Hills

600 Harvest Gate, Lake in the Hills, Illinois 60156

Committee of the Whole Meeting August 23, 2016

Call To Order

The meeting was called to order at 7:31 p.m. Present were Trustees Harlfinger, Bogdanowski, Yensen,

Huckins, Ruzanski, Cummings and President Mulcahy.

Also present were Assistant Village Administrator Jennifer Clough, Chief of Police Dave Brey, Public

Works Director Fred Mullard, Finance Director Shane Johnson, Director of Community Development

Michael Brown, Director of Parks and Recreation Laura Barron, Village Engineer Chad Pieper, Village

Attorney Brad Stewart and Village Clerk Denise Wasserman.

Audience Participation: None

Administration: Nothing to present

Chief of Police: Nothing to present

Community Development: Nothing to present

Engineer:

Chad Pieper, Village Engineer shared that the major road work has been completed on this year’s road

program. Hope to be completed with all details by next week.

Parks and Recreation: Director of Parks and Recreation Director Laura Barron - Staff identified a need

for revision to the Village’s bike path map, most recently updated in 2012, in order to most accurately

reflect completion of recent construction projects and the future bike path plans of neighboring

communities. The proposed revisions, which follow, were the result of a coordinated effort with the

Public Works Department in reviewing local and regional bike path networks and conducting

conversations with other local governmental agencies. The recommended revisions were presented to the

Parks and Recreation Board for their review and comments. The Lake in the Hill Parks and Recreation

Board unanimously recommended that the proposed revisions to the bike path be submitted to the

Village Board for consideration and approval. The Parks and Recreation Department is requesting the

Village Board approve the following revisions to the bike path map:

1. Removal of future off street bike path north of Reed Rd and west of Rt. 47

2. Removal of future off street bike path east of Lakewood Rd and north of Miller Rd

3. Addition of future off street bike path south of Rakow Rd

4. Addition of future off street bike path on the west side of Rt. 47 extending south to Reed Rd and

then extending further west

5. Revise McHenry Prairie Trail to reflect completed construction south of Rakow Rd

6. Extend path north on the Randall Rd proposed path

Village of Lake in the Hills Committee of the Whole Meeting

August 23, 2016 - 2 -

7. Addition of an off street path along Lakewood Rd and Algonquin Rd to Ackman Rd

8. Convert the off street bike path along Rt. 31 from proposed to existing

9. Correct legend color key from yellow to red for future off street bike path

10. The document has been condensed from four pages to two pages

Motion was made to place this item on the Village Board Agenda.

Public Works:

Payment Request – 2016 Water Main Replacement Project – RA Mancini- presented by Public

Works Director Fred Mullard – The 2015 Water Main Replacement Project was awarded to R.A.

Mancini on April 14, 2016 for $1,307,025.28. On July 28, 2016 the Board approved a Change Order that

adjusted the total cost to $1,269,970.64. RA Mancini requests Progress Payment 2 in the amount of

$210,886.00 minus 10% retainage. Motion was made to place this item on the Village Board Agenda.

Payment Request – Well 15 Motor Repair – Municipal Well and Pump – presented by Public Works

Director Fred Mullard – On April 28, 2016 the Board awarded a contract to Municipal Well & Pump for

$23,860 to repair the motor at Well 15. On May 12, 2016 the Board approved a Change Order that

adjusted the total cost to $163,122.00. Municipal Well & Pump has submitted their request for Progress

Payment 3 (final) in the amount of $41,368.20. This payment includes release of all retainage. All the

work related to this project has been completed and inspected. Motion was made to place this item on

the Village Board Agenda.

Airport – Ordinance – Ground Lease – Mr. Guillermo Santaella (PAP-13) - presented by Public

Works Director Fred Mullard – Lake in the Hills Airport Rules and Regulations require airport tenants to

enter into applicable leases, licenses, or storage agreements. Mr. Guillermo Santaella is entering into an

agreement for a new ground lease on Hangar PAP-13. He has signed the appropriate lease form. Trustee

Huckins wondered if this was a new lease or renewal. It is a new lease. And Trustee Cummings

wondered if the airport does background checks on tenants. Yes they do. Motion was made to place this

item on the Village Board Agenda.

Finance Director:

Informational Item - FY 15 Audit Update and New World Utility Management Update – presented

by Finance Director Shane Johnson – FY 15 Audit – Staff has submitted to Sikich and completed the

MD&A, Letter of Transmittal, Statistical Section and the Continuing Disclosures. Sikich plans to

finalize and date the reports by August 26th

.

Staff is currently completing the GFOA Certificate Achievement for Excellence in Financial Reporting

program application that is due by August 31st after receiving an extension from GFOA. The extension

was granted due to audit field work being delayed by two months due to the key personnel turnover that

was experienced in the Finance department, coupled with the go-live of the new Enterprise Resource

Planning (ERP) system at the beginning of the year. Jim Savio, partner from Sikich plans to present the

FY 15 CAFR and audit results at the September 20th COW meeting. Trustee Yensen asked for a copy of

the final CAFR for review.

New World Management – Staff continues to work diligently on the implementation of the Utility

Management module of the new ERP system. As a reminder, the Financial Management and Human

Resources modules went live on January 1, 2016.

Village of Lake in the Hills Committee of the Whole Meeting

August 23, 2016 - 3 -

New World representatives have spent a total of three weeks on-site to cover the following:

Week 1 – Discovery – During the week of April 11th New World spent time with staff learning how the

Village uses our current Utility Management system, our processes, and recommendations for set up in

New World Systems.

Week 2 – Data Conversion and build of the database – During the week of May 9th, with the use of a

consultant all the data was extracted from the current system. Pentamation and uploaded into the test

database for New World Systems. The date uploaded with over 99% accuracy, which we were told was

uncommon for the first attempt on data extraction.

Week 3 – Training – During the week of July 18th staff spent several days being trained on the following

areas: final and delinquent billing procedures, move in/move out procedures, work orders, shut off

procedures, payment codes, meter exchanges, and account inquiries just to name a few.

New World estimates we are at 25% completion to date. This is because the majority of training and

parallel billings (one each in Oct, Nov, and Dec) are scheduled during the end of August thru December.

We are on schedule and have not encountered any significant issues to date that would delay this

implementation or the go live date of December 2016.

Organizations and Developers:

Board of Trustees:

Trustee Harlfinger – Nothing to report

Trustee Huckins – Parks and Recreation Board Liaison Report – Nothing to report

Trustee Bogdanowski – Planning and Zoning Liaison Report – Nothing to report – Inviting Board to

participate in Summer Sunset Festival parade

Trustee Ruzanski – Airport Marketing Committee Liaison Report – Nothing to report

Trustee Yensen – McHenry County Division of Transportation Liaison Report – Question… she has

neighbors who have asked about tree replacement. She wondered about cost. Fred Mullard believed the

replacement cost to be about $300 per tree. There are about 9,000 Ash trees that would need to be

replaced. This year Public Works is focusing on removing trees. Next year they will remove the stumps

and then tree replacement. Trustee Yensen suggested a shared donation program with the residents. Mr.

Mullard mentioned they will be looking into a 50/50 program. It’s not just money, but man power as

well to remove and replace. The entire process could take possibly up to five years.

President Mulcahy clarified that a program was presented to the board last year and Public Works is

currently on schedule with that plan. Mr. Mullard added that the original time line was for removal to

finish up next year, however they are ahead of schedule and all trees may be removed by the end of this

year.

Trustee Cummings – Nothing to report

Village of Lake in the Hills Committee of the Whole Meeting

August 23, 2016 - 4 -

President:

Re-Appointment – Parks and Recreation Board – Erik Quandee (Thursday)

Item will be placed under New Business for Thursday to appoint an Interim Village Administrator.

Audience Participation:

Executive Session: - Litigation (5 ILCS 120/2(c)), Appointment, employment, compensation, discipline,

performance and/or dismissal of specific employees (5 ILCS 120/2(c)), Acquisition of Property (5 ILCS

120/2 (c)), Approval/Semi-Approval Review of Closed Minutes (5 ILCS 120/2(c)), Collective

Negotiating Matters (5 ILCS 120/2(c)). The Village Board did not enter into Executive Session.

Adjournment: There being no further business to discuss, the Committee of the Whole meeting was

adjourned at 7:44 p.m.

Submitted by,

Denise Wasserman

Village Clerk