McHenry Times

Village of Holiday Hills Village Board met Oct. 21

Here is the minutes provided by the board:

Call to Order

President French called the meeting to order at 7:04 p.m.

Please note: Due to the COVID-19 pandemic, Clerk Kirchner attended the meeting via phone. Also, the meeting was held at the Village Hall and overflow was outdoors. Both Village Hall doors remained open so attendees could hear the meeting. Proper social distancing was observed.

Roll Call

Board members present: President Lou French; Trustees Kathy Andrews, Terri Beaudoin, Jeff Giles, Cheryl Thompson, Rich Young

Board member absent: Lisa Maier

Staff present: Director of Village Maintenance Doreen Dzialo, Treasurer Melanie Gatza, Police Chief Darec Kleczka, Clerk Maura Kirchner (electronically)

Pledge of Allegiance

President’s Report (Lou French)

Village Engineer to present possible sewer program: Director Dzialo introduced Mr. Jeff Strzalka with HR Green Engineering. Mr. Strzalka reported that $100,000,000 in grant funds are available over five years ($20,000,000 per year). He said that he felt that the Village of Holiday Hills should qualify for some funds due to a high water table, close proximity to Griswold Lake and the Fox River, and median income. He said that it is impossible to speculate as to how much monetary assistance the village could expect and that he would recommend applying for a planning grant this year and a construction grant in 2021. President French interjected that a resolution is needed in order to move forward with an application and asked for a consensus from the board to move forward with a grant application and potential agreement with Northern Moraine Water Reclamation District:

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Consensus carried

Note: This consensus will be ratified at the November, 2020 board meeting. Mr. Strzalka went on to state that there several factors to be considered and decisions to be made when adding a sewer system to an area. He said that this is the purpose of the planning portion. President French stated that septic systems are becoming more expensive and more difficult to obtain permits as environmental restrictions become more stringent. A resident asked who would pay for the study to which Mr. Strzalka responded that the planning grant is for the study. Another resident said that the village had tried to obtain a sewer system 20 years ago, and Mr. Strzalka said that he would obtain those plans. Another resident asked whether the grants would cover 100% of the costs and Mr. Strzalka that there is no way to know at this stage. President French said that the Environmental Protection Agency (EPA) has available grants as well. He also said that a town hall meeting will be held prior to any voting for or against this project. He said that he is in contact with McHenry Mayor Wayne Jett to possibly hold the town hall meeting at the McHenry movie theatre. He said that it is difficult to secure meeting places at this time due to the COVID-19 pandemic. Venues must be sanitized after they are used. A resident asked what a realistic timeline would be if the project becomes a reality. Mr. Strzalka responded that the planning grant would be awarded in February, 2021 if it is submitted by December 30, 2020 and if it is approved. President French added that the construction alone could take a year. A resident said that at least two residents just put in new septic systems and asked whether all residents would be required to hook up to the sewer system. Mr. Strzalka responded that it is his understanding that it would be optional if the septic system is operating correctly.

At this time, President French announced the recent passing of Community Service Officer Ken Olson. A moment of silence was observed.

Approve Ordinance no. 366-20: Meetings: President French asked for a motion. Motion: Young

Second: Beaudoin

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Discuss and ratify drone purchase from February 2019 (not to exceed $1,800): President French reported that it had come to his attention that the original approval of a drone purchased in February, 2019 was not recorded. Mr. John Chesler, who was a trustee at the time of the drone purchase, was in attendance and he confirmed that he remembered the drone purchase was approved. President French asked for a motion in order to have the purchase on record.

Motion: Young

Second: Andrews

Ayes: Andrews, Beaudoin, Thompson, Young

Nays: none

Abstain: Giles

Absent: Maier

Motion carried

Update on Vaupell Drive and Sunset Drive intersection: President French reported that beginning the week of 10/26/10, Vaupell Drive will be made into a one-way road to improve safety at the intersection. President French stated that there will be police presence at the intersection during rush hour for the first couple weeks and that signs will be placed. This item had been discussed extensively and approved at prior meetings.

Update on ditch work: President French reported that the ongoing ditch work on village streets is almost complete. He said that some more work needs to be completed on Lilac Street.

Update on businesses located on Roberts property: President French reported that he and Trustee Andrews met with Mr. Donald (Doc) Roberts with regard to the businesses situated on his property. He said that the meeting went well and that the village should receive several thousand dollars annually from said businesses. He also said that Mr.

Roberts will not charge the village for the annual Summer Stomp festival which, President French hopes, will serve as a fundraiser to build a community center.

At this time, President French suspended the agenda to ask for a consensus vote to purchase and install a memorial bench honoring Officer Ken Olson (not to exceed $500). He said that he would like for the bench to be placed on a piece of property on Pine Street that Officer Olson had recently cleared.

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Consensus carried

Note: This consensus will be ratified at the November, 2020 board meeting.

Update on vehicle stickers: President French reported that he suspended late fees for vehicle stickers through October. He said that the police department had been handing out reminders and warnings to residents who have not yet purchased vehicle stickers.

Trick or Treating hours: President French reminded those in attendance that trick or treat hours will be limited to 4 - 6 p.m. due to the pandemic. He said that he would be patrolling in the golf cart with candy, flashlights, and bracelets for trick or treaters. He said that the police department will also be on patrol with treats.

Clerk’s Report (Maura Kirchner)

Approve minutes for 09/16/2020 Board Meeting: Clerk Kirchner asked for a motion. Motion: Andrews

Second: Thompson

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Request Executive Session to review Executive Session minutes: Clerk Kirchner asked for Executive Session to review and discuss Executive Session minutes for 10/21/2019, 7/20/2020, and 8/17/2020. Request was granted and a vote will be taken after Executive Session.

Treasurer’s Report (Melanie Gatza)

Prior to her report, Treasurer Gatza stated that the village’s liability insurance payment is due shortly. She said that this year’s charge is $18,413 and that, if she pays it by 11/20/2020, there will be a $182 discount. That is her intention. Treasurer Gatza reported that she is currently looking into whether the Village of Holiday Hills qualifies for any COVID-19 related grant money available. She also reported that the late Officer Olson was in the process of making some purchases from Menards and that she will follow up on this.

Approve financial report: Treasurer Gatza gave a brief report stating that there is approximately $93,500 in general funds and approximately $105,000 in Motor Fuel Tax (MFT) fund. For the year, general funds gained approximately $18,000 and MFT lost approximately $26,500 which is a net loss of approximately $8,500. Police department salaries are down approximately $4,000. Total revenue for the year is approximately $227,000. Request motion to approve the financial report.

Motion: Andrews

Second: Young

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Approve warrant: Request motion to approve warrant.

Motion: Young

Second: Andrews

Ayes: Andrews, Beaudoin, Giles, Young

Nays: none

Abstain: Thompson

Absent: Maier

Motion carried

Trustee Thompson questioned how the village can enforce a sign that will be erected at the beach on Lake Drive. The sign reads, “Beach Closed from Dusk to Dawn”. Trustee Thompson said that the village does not own the beach lot; that it is owned by the now defunct Homeowners Association. President French said that it is state law that a beach cannot be open beyond dusk.

Building Inspector’s Report (Chris Carlsen and Chris Johnson) No report

Absent

Village Maintenance Report (Doreen Dzialo)

Discuss snow proposals for 2020 / 2021 snow and ice season, with possible vote: Director Dzialo reported that she had obtained three proposals for salting and plowing village streets for the upcoming season. She and President French spoke of some problems the village has had for the past three years with snow and ice mitigation. President French said that Leo’s Paving did a good job with culvert work for the village and that Leo’s Paving has better equipment for plowing. Therefore, he recommended awarding the contract to Leo’s Paving. Director Dzialo concurred. Director Dzialo asked for a motion to award snow and ice mitigation contract to Leo’s Paving.

Motion: Young

Second: Andrews

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Police Department Report (Chief Darec Kleczka)

Statistics for September 2020: Chief Kleczka said the PD had 13 calls and 50 traffic stops, of which 30 offenders received citations and 15 received warnings. Chief Kleczka stated that ordinance citations were going live the week of tonight’s meeting.

Ratify consensus to purchase new ticket books (not to exceed $1,750): Chief Kleczka asked for a motion.

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Standing Committees

Buildings and Grounds (Jeffrey Giles)

No report

Community Relations (Teresa Beaudoin)

No report

Environmental (Lisa Maier)

No report

Absent

Finance (Cheryl Thompson)

No report

Planning and Development (Rich Young)

No report

Village Codes (Kathy Andrews)

Discuss tax levy: Trustee Andrews reminded the board that the tax levy needs to be done December of each year. Treasurer Gatza said that she would take care of it.

Public Comment

Prior to asking for Public Comment, President French stated that at the last board meeting he was taking some criticism and was on edge. He apologized to Ms. Mickey Brown for a comment he made to her. Ms. Brown thanked him for his apology.

Ms. Mickey Brown, 1513 Sunset Drive, stated that she spoke with Donna with Port Barrington regarding how to accommodate residents who wish to participate in village meetings. Ms. Brown said that she was told that Port Barrington uses a dial-up service called PSI Meeting. She said that she was told that there is a monthly fee, and that it is not too expensive. She said that during the pandemic, by law, there must be a way for residents to hear public meetings if everyone who wishes to attend cannot fit safely into the Village Hall. President French reiterated that arrangements would be made for any meetings concerning the potential sewer project. He informed those present that while COVID-19 restrictions are in place it is his intention to get through meetings as quickly as possible and suggested some residents serve as representatives to keep attendees down to a safe number. Ms. Brown gave information for PSI Meeting to Trustee Thompson who said that she would look into it.

Ms. Brown asked Chief Kleczka how to enforce the closing of the beach on Lake Drive from dusk to dawn since the village does not own the property. Chief Kleczka responded that a state ticket would be written. It would not be a local ordinance violation.

A resident asked what the drone was used for. President French responded that it was used for pictures used to apply for the grant for road work, pictures of flooding, police surveillance, obtaining pictures of businesses on the Roberts property, and other uses. Director Dzialo added that McHenry County was very pleased with the thoroughness of the grant application which included several aerial pictures. President French also said that pictures from the last flood were given to the press.

A resident asked President French if the drone could be used to examine the spillway. President French said that it has been used for that purpose. A resident stated that beavers have dammed the spillway and that the lake is high because of this. Discussion followed as to whether the beavers could be removed or if they are protected. Mr. Shane Gatza said that they could be removed out of season if they are destroying property. He said that he would be able to apply for a permit to remediate the beavers. President French asked Mr. Gatza to submit a proposal to work on this issue.

A resident asked whether the upcoming election will still be held at the Village Hall. President French responded that, as of tonight’s meeting, that is still the plan.

A resident asked when the Village Hall is open for the purchase of vehicle stickers. President French gave her the hours the Village Hall is open.

A resident inquired about the purpose of the ordinance voted in at tonight’s meeting. He explained that the ordinance changed the meeting days from Mondays to Wednesdays. He said that if any future board would like to change meeting days at any time, they can approve it without creating yet another ordinance.

A resident asked if there will not be any more meetings after tonight for the rest of the year. President French said that meetings will still be held but they will hopefully be very quick. He said that there will be no sewer news until 2021 and this is typically a slow time of year. He said that normal village business will be conducted. He does not anticipate any unusual agenda items for the next few meetings.

A resident asked if dirt located on Pine Street which was removed when ditches were dug is for the taking. President French responded that the board will decide whether any is needed for any floodplain areas or village landscaping. Any dirt left will be divided out to residents who put their names on a list. He said that the list will be created in the spring of 2021 and that there will be 30 days to sign up.

Old Business

No Old Business

New Business

Trustee Young stated that he is currently looking into grants for the village.

Executive Session

Motion requested by Clerk Kirchner to enter Executive Session to discuss Executive Session minutes at 8:24 p.m.

Motion: Young

Second: Andrews

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Reviewed Executive Session minutes.

Motion requested by Clerk Kirchner to exit Executive Session at 8:30 p.m. Motion: Giles

Second: Young

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Clerk’s Report (Maura Kirchner) - cont.

Motion regarding the potential need to keep the following Executive Session minutes confidential (10/21/19, 07/20/20, 08/17/20): Motion requested to keep all aforementioned Executive Session meeting minutes confidential.

Motion: Young

Second: Andrews

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Adjournment

Motion: Andrews

Second: Young

Ayes: Andrews, Beaudoin, Giles, Thompson, Young

Nays: none

Abstain: none

Absent: Maier

Motion carried

Meeting adjourned at 8:33 p.m.

https://drive.google.com/file/d/1D6pzgTxhOodlGIlCDNHh_SZyZFTxMble/view