Minutes of the Board of Trustees Meeting June 20, 2018 - Village of Prairie Grove
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Minutes of the Board of Trustees Meeting
June 20, 2018
1. Call to Order/Pledge of Allegiance
President Robak called the meeting to order at 7:02 PM. He proceeded to lead those present in
the Pledge of Allegiance.
2. Roll Call/Establish Quorum
Clerk Minor called the roll. Members present: Trustee Behm, Trustee Dorion-Gray, Trustee
Kerkbashian, Trustee Smith, Trustee Underwood and President Robak. Members absent: Trustee
Kremer. Others present included Administrator Beith, Attorney McArdle, Superintendent Singer
and Chief Colatorti.
3. Public Comment: Bruce Preston of McHenry Moose Lodge came this evening in hopes of
building a relationship with Prairie Grove to help children in need. They would like to supply
the Police Department with Tommy Moose stuffed animals to help kids facing stress and
anxiety.
Jim Hicks commended the Village on open transparency. He asked for more detail on the
Agenda for Item 7, Staff Reports and Item 9, President’s Report.
(Trustee Kremer arrives at 7:04 PM)
4. CONSENT AGENDA
a. A Motion to approve Meeting Minutes of May 16, 2018
b. A Motion to approve Cash Disbursements in the amount of $86,199.09 from May
15, 2018 to June 12, 2018
c. A Motion to approve MFT Cash Disbursements from May 1, 2018 to May 31,
2018
d. A Motion to approve Cash Receipts Journal from May 1, 2018 to May 31, 2018
e. A Motion to approve MFT Cash Receipts Journal from May 1, 2018 to May 31,
2018
f. A Motion Authorizing Payment of $12,139.00 to Bond Trust Services,
Invoice#41135 for Interest Payment of General Obligation Bonds, Series 2014
g. A Motion Authorizing Payment of $17,668.17 to Baxter & Woodman,
Invoice#0199164 for Justen Road Bridge
h. A Motion Authorizing Payment of $13,149.06 to McHenry County Sheriff’s
Office, Dispatching Services May 1, 2018 – October 30, 2018
i. A Motion Authorizing Village President to Execute School District 46
Intergovernmental Indemnification Agreement
j. A Motion Adopting Ordinance#648, Establishing Prevailing Wage Rates for the
Village of Prairie Grove
1Trustee Underwood wanted to update the current Agenda to add the following:
Before item 5. f. Village Administrator Governance of Department Budgets:
After item 6. b. Preparation and Determination of Village Board Meeting Agendas
Motion made by Trustee Dorion-Gray, 2nd by Trustee Smith to approve the Consent Agenda,
Items a-j. A Roll Call Vote was called: Trustees Behm, Dorion-Gray, Kerkbashian,
Kremer, Smith and Underwood voted aye. Motion carried.
5. ITEMS FOR APPROVAL
a. Motion to Adopt Ordinance#649, Authorizing the Renewal of Aggregation
Program for Electrical Load:
David Hoover is here this evening and provided the Village Board with the latest guaranteed
rates for all of the providers offering Electric Aggregation. He gave a brief overview of the
program. ComEd’s rate is currently 7.75 cents per kwh. This will still include the ability to opt
out at any time with no additional fees. If we adopt this tonight. It would begin in October,
2018. David Hoover recommends taking the 24 months offered by Dynegy Energy at the rate of
7.129 cents per kwh.
Motion made by Trustee Behm, 2nd by Trustee Kremer to Adopt Ordinance#649,
Authorizing the Renewal of Aggregation Program for Electrical Load for a period of 24 months
with Dynegy Energy at a rate of 7.129 cents per kwh. A Roll Call Vote was called: Trustees
Behm, Dorion-Gray, Kerkbashian, Kremer, Smith and Underwood voted aye. Motion
carried.
b. Motion to Approve Resolution #2018-07, Petition of Ronee Haisler Approving
Application for Issuance of a Perpetual Permit to Keep Chickens on their
Property Located at 3206 Prairie View Road, Prairie Grove, IL 60012 Subject to
Strict Compliance with all of the Regulatory and Revocation Provisions Set forth in
Chapter 21, Article 3, Section 3.6 of the Prairie Grove Municipal Code:
Administrator Beith stated that this is the first time that anyone has applied for a perpetual
chicken permit since the ordinance was adopted. Staff asked for an inspection of the structure
for compliance with our ordinance to ensure health, safety and code compliance before issuing
the permit. The Building Inspector issued a report that the structure or coop sits 41 inches from a
detached structure and the current requirement is 10 feet away from any other structure. After a
brief discussion the consensus was to table this until next month and amend the current
ordinance to reflect 10 ft. from a residence and not just any other structure.
Motion by Trustee Behm, 2nd by Trustee Kremer to table this Resolution until next month and
amend the current ordinance to reflect 10 ft. from a residence and not just any other structure. A
Roll Call Vote was called: Trustees Behm, Dorion-Gray, Kerkbashian, Kremer, Smith and
Underwood voted aye. Motion carried.
2c. Motion to Approve Membership in the Cary-Grove Chamber of Commerce and
Authorizing the Membership Fees in the Amount of $150.00:
President Robak stated that this is another channel for our businesses because they are more in
alignment with our small businesses. Trustee Kremer doesn’t see much of a benefit. Trustee
Kerkbashian wants this to add value Prairie Grove. President Robak stated that he and
Administrator Beith would attend meetings and this could help spur Economic Development.
Motion by Trustee Behm, 2nd by Trustee Dorion-Gray to Approve Membership in the Cary-
Grove Chamber of Commerce and Authorizing the Membership Fees in the Amount of $150.00.
A Roll Call Vote was called: Trustees Behm, Dorion-Gray, Smith and President Robak
voted aye, while Trustees Kerkbashian, Kremer, and Underwood voted nay. Motion
carried.
d. Motion to Adopt Resoution#2018-06, Authorizing the Sale of Surplus Equipment
for the Village of Prairie Grove:
Motion by Trustee Smith, 2nd by Trustee Behm to Adopt Resoution#2018-06, Authorizing the
Sale of Surplus Equipment for the Village of Prairie Grove. A Roll Call Vote was called:
Trustees Behm, Dorion-Gray, Kerkbashian, Kremer, Smith and Underwood voted aye.
Motion carried.
e. Motion Authorizing an Agreement with Petro Choice for Updating and Dispensing
Gasoline:
This would allow the Village to buy gas before tax and to buy in bulk and would allow for us to
let other communities buy gas from us after entering into an Intergovernmental Agreement.
After paying $1500.00 for a pin pad, this would allow us to track and authorize anyone filling up.
We would be given a 1000-gallon tank for unleaded gasoline that can be utilized after entering in
a pin number. The Public Works Department currently uses a 500-gallon tank for diesel
gasoline.
President Robak likes keeping our tax dollars in Prairie Grove and this would also allow us to
build relationships with other entities.
Motion by Trustee Behm, 2nd by Trustee Smith Authorizing an Agreement with Petro Choice
For Updating and Dispensing Gasoline. A Roll Call Vote was called: Trustees Behm, Dorion-
Gray, Kerkbashian, Kremer, Smith and Underwood voted aye. Motion carried.
35. f. Village Administrator Governance of Department Budgets: Trustee Underwood stated that
he’s been trying to support the Police Department and that he’s trusts Chief Colatorti and
Deputy Chief Freese to do the right thing. He keeps asking to amend the Police Department
Budget because the Police Department’s hands are tied with no freedom to move dollars. He
discussed the pay differential between the officers and command staff and that the money is in
the current budget but needs to be moved from one allocation to another. He’s asking to give
Chief Colatorti the freedom to make those choices. After more discussion of budget guidelines
direction was given to have the problem solved between the Village Administrator and Police
Chief. Trustee Underwood would like to see each Department have autonomy within their
budgets.
Trustee Underwood asked to strike items f., g. and h. off the agenda.
f. Motion to Discuss and Possibly Adopt a FY 2018/2019 Budget Amendment for
Administration:
g. Motion to Discuss and Possibly Adopt a FY 2018/2019 Budget Amendment for
Public Works:
h. Motion to Discuss and Possibly Adopt a FY 2018/2019 Budget Amendment for
Police:
i. Motion to Adopt Ordinance#650, Amending Chapter 24, Signs, of the Prairie
Grove Municipal Code Changing Electronic Message Signs:
Trustee Underwood stated that this ordinance needs work and is not ready for adoption. After a
brief discussion President Robak asked the Trustees to email any comments or revisions to the
ordinance be sent to Administrator Beith before the next Village Board Meeting. He also stated
that we need to move this sign ordinance forward.
6. ITEMS FOR DISCUSSION
a. Discussion Regarding Chapter 24, Signs: Nothing additional.
b. Discussion Regarding Development of New Village Logo: Administrator Beith wanted to
explore changes to update the logo to something new. In a straw vote the Village Board isn’t in
favor at this time.
c. Discussion on Preparation and Determination of Board Meeting Agendas: Trustee
Underwood would like to add a Motion to Amend Chapter 2 to the next Village Board Meeting
Agenda of the Prairie Grove Municipal Code. He would like to set procedures for Agenda’s.
Motion by Trustee Underwood, 2nd by Trustee Behm to add an Agenda item to Amend
Chapter 2 to the next Village Board Meeting Agenda of the Prairie Grove Municipal Code. A
Roll Call Vote was called: Trustees Behm, Dorion-Gray, Kerkbashian, Kremer, Smith and
Underwood voted aye. Motion carried.
7. STAFF REPORTS
4Administrator Beith suggested making the Chicken Permit a renewal of every 3 years instead of
Perpetual. Trustee Behm stated she’s not in favor.
Administrator Beith stated that we would be looking at increasing our grass fines. He also stated
that the Village Audit would begin next week. We’ll also be working on a complete fee schedule
for the Village Code. On July 30th he’s hoping to begin working in the basement on the radio
room.
Superintendent Singer brought up a problem with a resident in Barreville Ridge Estates at 3688
Tamarack Circle. The rains have been flooding her basement. He has a solution by increasing
the 4 culverts. He has already discussed this with Nunda and they’re willing to help him and by
doing the work it would only cost $3,000 - $4,000. He suggested doing a cost sharing with the
home owner. President Robak stated that we would need a release from the homeowner and that
this should be run through Baxter & Woodman first.
8. TRUSTEES’ REPORTS
A discussion of putting together an informal Business Development Committee. Trustee’s Behm
and Smith have volunteered.
9. PRESIDENT’S REPORT
President Robak stated that he has met with Business Owners after our Town Hall Meetings.
10. EXECUTIVE SESSION
Motion by Trustee Underwood, 2nd by Trustee Kerkbashian to go into Executive Session to
discuss Village Personnel. A Roll Call Vote was called: Trustees Behm, Dorion-Gray,
Kerkbashian, Kremer, Smith and Underwood voted aye. Motion carried.
11. Adjournment
Motion by Trustee Underwood and 2nd by Trustee Kremer to adjourn from the public
meeting at 10:53 PM. Roll call: Vote: 6-ayes by unanimous voice vote. O-nays. O-abstained.
Motion carried.
Respectfully Submitted by Kim Minor, Village Clerk
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