McHenry Times

Village of Lakewood Board of Trustees met November 14. 

Here is the minutes as provided by the board:

The Village Board Meeting was called to order at 7:16 p.m. at RedTail Golf Club by President Serwatka. Trustee Stephan, seconded by Trustee Davis, moved to allow Trustee Odom to participate via telephone. Voting Aye: Trustees Davis, McMahon, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried. Present were Trustees Davis, McMahon, Odom via telephone, Rexroat, Ritchie, and Stephan. Also present were Village Clerk Janice Hansen, Village Attorney Michael Smoron, Chief of Police Michael Roth; Public Works Foreman Barry Wickersheim; Utilities Supervisor Gary Zickuhr; Jason Fluhr of Baxter & Woodman; and many members of the public.

Public Comments: Cal Skinner of 275 Meridian commented that School District 155 Tax Hike Meeting is November 21, 2017 at 6:30 p.m. at the Center for Education. The Small Business Administration is offering disaster loans to those who had flooding issues in July. Residents can apply through January 12, 2018. Also, the Department of Transportation is planning on reconstructing Route 62 with curbs; please write to the IDOT and ask that they keep the road the same.

Cheryl Lockwood of 9517 Lenox Lane, is the President of Georgetown. She commented that the residents within her subdivision love the Village of Lakewood’s small town feeling and atmosphere.

Consent Agenda: The following were considered and enacted on a single motion by Trustee Davis, seconded by Trustee Stephan:

Approval of Minutes: October 24, 2017 Regular Village Board Meeting

Approval of Bill Lists: Accounts Payable Invoices Dated October 26, 2017 in the amount of $507,846.56; Accounts Payable for RedTail Golf Club Dated October 31, 2017 in the Amount of $13, 665.89; and Accounts Payable Pre-Paid Invoices Dated October, 2017 in the Amount of $13,394.72

Approval of Financial Statements: None

Approval of 2017 Lake Patrol Activity Summary

Voting Aye: Trustees Davis, McMahon, Odom, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried.

Items Removed from the Consent Agenda: None

APPROVAL OF AN EMPLOYMENT AGREEMENT WITH JEANNINE M. SMITH AND THE VILLAGE OF LAKEWOOD AS CHIEF ADMINISTRATION OFFICER BEGINNING NOVEMBER 14, 2017 AT AN ANNUAL SALARY OF $138,900 SUBJECT

. TO THE DIRECTION AND INPUT OF THE PRESIDENT AND BOARD OF TRUSTEES: President Serwatka commented that the Village has been without an Administrator since August, 2017. With the restructuring of the Village Administration it was expected that merging the positions of Village Manager and Finance Director into the single position of “Chief Administrative Officer” would be a challenge. He emphasized that it was imperative to find an Administrator with a reorganization approach. President Serwatka highlighted Jeannine Smith’s municipal career: 9 years as Administrative Officer in the Village of Prairie Grove, immense experience and work in economic development, extensive capability executing budgets and tax levies, and former Secretary of McHenry County Stormwater Commission. Ms. Smith received high recommendations from many Village Presidents, State Legislators, and municipal officials. Ms. Smith will serve as an “at will employee” with an initial contract that will run through the Village’s current fiscal year. On May 1, 2018 a new twelve month contract will go into effect with an annual renewal. President Serwatka noted that many municipal contracts run for a four-year term and with more risk to the Village.

President Serwatka commented that after much research, there were three qualified applicants that he intended to bring before the entire Board for a formal resume review and interview process. President Serwatka pointed out that this is a customary practice in hiring key village positions. Two applicants subsequently withdrew from consideration leaving Ms. Smith, which was in fact President Serwatka’s first choice. He felt she was most qualified with municipal experience that was critical to the Village of Lakewood.

Trustee McMahon stated that he was torn between the imminent need for a manager and he believes it is difficult to make such a critical decision with only one person in the lead. Trustee McMahon commented that he will never vote again for a new hire with only one candidate.

Trustee Ritchie commended that President Serwatka did not reach out to all Trustees; the Board had no input in hiring the Chief Administrative Officer. Ms. Smith could have met with two Trustees at a time.

President Serwatka commented that the process following for screening and hiring of this position is customary and in compliance with Village Code. He stated that all Board members did, in fact, have input. He also noted that Trustees Stephan, Davis, McMahon, and Rexroat were selected to conduct preliminary resume reviews and interview Ms. Smith prior to the entire Board’s resume review, formal interview, and discussions. Trustees Stephan and Davis took the opportunity for resume review and pre-interview Ms. Smith prior to this meeting. Trustees McMahon and Rexroat did not. All Board members were provided Ms. Smith’s entire resume package prior to this meeting and all Board members participated in a formal interview and discussion process, per Village Code, prior to tonight’s vote.

Trustee Davis stated that the Board should have participated with the screening process. He added that he is convinced that Ms. Smith can do a good job.

Trustee Odom understood that it would be inconvenient for Ms. Smith to meet with every Board member. President Serwatka did not have the Board meet together to assess her attributes and take the advice of the Trustees. She would have liked more input from the Board members prior to making a motion to hire Ms. Smith.

Trustee Stephan, seconded by Trustee Davis, moved to approve an employment agreement with Jeannine M. Smith and the village of Lakewood as Chief Administration Officer beginning November 14, 2017 at an annual salary of $138,900 subject to the direction and input of the President and Board of Trustees. Voting Aye: Trustees Stephan, Davis, Rexroat, Odom, McMahon. Voting Nay: Trustee Ritchie. Motion declared carried.

APPROVAL OF RESOLUTION NO. 2017-R37 – A RESOLUTION ESTIMATED THE LEVY OF TAXES FOR THE VILLAGE OF LAKEWOOD, MCHENRY COUNTY, ILLINOIS FOR THE TAX YEAR 2017: President Serwatka commented that this years Estimated Tax Levy is not to exceed the same number as last years. The Village Board will vote on the actual Tax Levies at the December 12, 2017 Meeting.

Trustee Stephan, seconded by Trustee Rexroat, moved to approve Resolution No. 2017-R37. Voting Aye: Trustees Davis, McMahon, Odom, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried.

APPROVAL OF A PROPOSAL FROM MIDWEST WATER GROUP, INC. FOR EAST SIDE SMOKE TESTING OF APPROXIMATELY 95 SANITARY SEWER MANHOLES IN AN AMOUNT NOT TO EXCEED $21,836.50: Gary Zickuhr, Utilities Supervisor, commented that at the Storm Water Task Force Meeting of October 30, 2017 it was agreed that smoke (vapor) testing of the sanitary sewer system was needed to identify inflow and infiltration sources within the east side of the Village (the Gates). Smoke testing will identify homes with illegal connections to the sewer system, rain water from gutters, driveway and stairway drains hooked into sanitary sewer lines that flood and surcharge the sanitary system causing severe flooding of homes.

Trustee Davis, seconded by Trustee Ritchie, moved to approve a proposal from Midwest Water Group Inc. for the east side of the village smoke testing of approximately 95 sanitary sewer manholes in an amount not to exceed $21,836.50. Voting Aye: Trustees Davis, McMahon, Odom, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried.

DISCUSSION REGARDING BROADWAY AVENUE PUMP STATION EMERGENCY POWER: Engineer Jason Fluhr of Baxter & Woodman commented that at the October 30, 2017, the Stormwater Task Force agreed one of its top priorities is to install a permanent back generator for the pump station on Broadway Avenue. In April 2017 a portable diesel-powered generator was purchased for $30,000 which is stored at the Wastewater Treatment Plant. This generator can be transported and working to the pump station during a power outage in less than one hour when the alarm is triggered. The installation of a permanent generator is estimated at $40,000; design, installation, foundation, fittings, wiring, transfer switch and housing would likely increase this cost to over $100,000.

A less costly solution would utilize the portable generator and install an automatic transfer switch on the outside of the control panel. If severe weather is predicted or the sewer is experiencing high flows, staff can hook up the portable generator to the transfer switch as a precaution before leaving for the day. In the event of a power outage, power will switch to the portable generator automatically without staff physically making the connection. Controls on the portable generator would require modification in order to work with the automatic transfer switch. The estimated cost to install the automatic transfer switch on the control panel and make the modifications to the portable generator is approximately $15,000 to $25,000

It is the general consensus of the Board of Trustees not to add any more costs to the Village portable generator and proceed with the current procedures during inclement weather conditions.

DISCUSSION OF 2018 VILLAGE STREET PROGRAM (NORTH AND SOUTH MUIRFIELD AND BEAVER POND COURT): Barry Wickersheim, Public Works Foreman, stated that the 2018 Street Program would cost approximately $250,000 with an additional estimated $27,500 in engineering costs. The proposed 2018 Street Program will include North and South Muirfield and Beaver Pond Court to be pulverized, 2 ½ inches of binder and 1 ½ inches of surface. Staff would like to solicit early bidding to receive better pricing and use excess funds to do patching throughout the Village.

It was the general consensus of the Board of Trustees to proceed with the 2018 Street Program for January 2018 bidding.

APPROVAL OF RESOLUTION NO. 2017 – R38 – A RESOLUTION TO INCLUDE COMPESNATION DIRECTED INTO A RETIREMENT HEALTH SAVINGS PLAN AS IMRF EARNINGS: This is a housekeeping item that is retroactive from October 1, 2016 when the Village began offering the Health Savings Plan to its employees.

Trustee Davis, seconded by Trustee Stephan, moved to approve Resolution No. 2017-R38. Voting Aye: Trustees Davis, McMahon, Odom, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried.

REPORTS: Village Clerk Janice Hansen commented that the McHenry County Board of Health has cleared all private wells on the east side of the Village of any bacteria.

President Serwatka remarked that east side residents received a Stormwater Task Force informational update in the mail last week.President Serwatka mentioned that the July, 2017 east side flooding was unavoidable. The Village needs a plan to divert water during heavy rains. Residents will have to address sump pump and lateral line issues.

Trustee Odom was glad to see the Stormwater Task Force Meeting information sent out to the east side Village residents.

Trustee Ritchie read “Village of Lakewood Trustee request for a Special Session” regarding concerns of suppression of members of the Board by President Paul Serwatka”. The Special Session will be held on December 12, 2017 at 6:30 p.m. at Turnberry Country Club.

With nothing further to discuss, Trustee Davis, seconded by Trustee Stephan, moved to adjourn the meeting. Voting Aye: Trustees Davis, McMahon, Odom, Rexroat, Ritchie, and Stephan. Voting Nay: None. Motion declared carried. The meeting adjourned at 8:40 p.m.

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