03/16/2022COMMITTEE OF THE WHOLE – Meeting Minutes
March 15, 2022
The Village Board met as a Committee of the Whole via Zoom at 3:00 p.m. on Tuesday, March
15, 2022. In attendance were:
PRESENT:
Village Board Staff
Dan Shapiro, Mayor Kent Street, Village Manager
Bob Benton, Trustee Andrew Lichterman, Assistant Village
Elaine Jacoby, Trustee Manager/Director Community Development
Mary Oppenheim, Trustee David Fitzgerald-Sullivan, Comm. Coord.
Bill Seiden, Trustee Desiree Van Thorre, Admin Services Coord.
Eric Burk, Finance Director
Bob Phillips, Public Works Director
ABSENT: Tyler Dickinson, Assistant Village Engineer
Rebekah Metts-Childers, Trustee Jeff Ryckaert, Principal Planner
Matthew Weiss, IT Systems Coordinator
Chris Fry, Deputy Police Chief
Brian Budny, Deputy Police Chief
Mayor Shapiro reported Trustee Tom Jester has submitted his resignation. His contributions will
be missed.
Public Comment
There were no public comments on non-agenda items.
Business
1. Discussion on Lead Service Line Replacement Program
Mr. Dickinson discussed the recently enacted Illinois lead service line replacement program that
went into effect this January and the impact it will have on the Village. Service lines are defined
as piping from the water main to the building plumbing at the first shut-off valve or 18 inches
inside the building, whichever is shorter. The service line supports the individual homeowner
while the water main is a community asset that provides water to everyone. The common
materials used include galvanized steel, copper (post 1955) and lead (federally banned in 1986).
Part of the service line is on private property and part is on Village property. The Village has
replaced the section between the water main to the curb stop when a street project is completed.
By the end of 2022, the Village will receive a list of which residential properties that have lead,
copper, galvanized steel or an unknown material type.
Mr. Dickinson reported the replacement Act requires going into the basement of homes for a
mandatory full-service replacement rather than just the Village-owned portion of the service line.
The Village needs to provide an initial inventory by April 15, 2023, and a final inventory by
April 15, 2024. The Village needs to provide a replacement plan showing how the Village
proposes to meet these obligations in 2027. The plan must replace any lead service line,
including galvanized steel lines (with lead fittings) and unknown materials. The Village is
required to notify homeowners. If a resident does not allow the Village to enter, they must sign
a waiver. The Village could incentivize the replacement by offering a cost share program if the
service line is replaced by a certain date. The type of service line on a property will be
searchable on the Village’s database. Mr. Dickinson noted the Village has 15 years to meet the
lead service line replacement program requirements.
The estimated number of full lead service lines in the Village is 650 with the average cost of
replacement being $12,000. The Act does not stipulate who is financially responsible, only that
the system owners shall be required to facilitate the replacements.
Mr. Dickinson proposed the Village could offer an incentive of up to 50 percent up to $1,000 per
location between the right-of-way and the home and up to $5,000 for a complete replacement.
There could be a number of funding opportunities as well but they are still coming out with
guidelines. The Village needs to see what Federal programs are available. Mayor Shapiro
suggested the Trustees determine whether they would like a cost share program. Mr. Dickinson
will prepare an updated report for July or August.
2. Update on Police Dispatch Consolidation and Communications Center
Deputy Chief Fry summarized the police dispatch consolidation. The long-term goal for Lake
County is to consolidate everything, including records management and computer-aided dispatch
in a standalone building. The department is just monitoring it, and are not making any
commitments at this time. The department is looking at redoing the center with new consoles
and new equipment to show the Village’s commitment. The County project is vague but they
will bring forward some intergovernmental agreements in the future. Deputy Chief Fry noted
there are currently no commitments for Cook County at this time.
The Village worked very hard for several years on the current dispatch consolidation. The
Village felt the proximity makes the system more efficient and timely response would be given
up with consolidation. It would be a step backwards for the Village. The Village has a huge
advantage over the County’s other dispatch operations and the residents would not want a
decline in service. Deputy Chief Fry will keep the Village abreast of any advancements.
3. Review of Economic Development Assistance Tools
Mayor Shapiro noted some of the tools available for potential redevelopment in the Village
include the façade improvement program, the creation of a TIF district and other development
tools. The Village budgeted $200,000 this year for the façade program, and he suggested
considering a TIF in the area north of Deerfield Road on the east and west side of Waukegan.
The TIF could incentivize developers to make public improvements for renovations and
upgrades.
There has been a lot of interest in the current façade improvement program, and one application
so far. The Village should see additional applications this summer. The Trustees questioned
whether a TIF would be the most beneficial tool for developers or if there is another tool that
could be more beneficial. A TIF works well when there is large-scale redevelopment. Mr. Street
suggested parts of the downtown are tired and asked whether the Trustees would be open to
exploring a TIF over the next several years as an investment in time and money. Mayor Shapiro
noted this is a discussion to broach the topic of whether the Village is willing to invest the time
and money to look into a TIF. There are no plans except the possibility of looking at how to
improve the downtown area. The Trustees are in favor of hiring the necessary consultants to
look at a TIF. It is a different time and business is changing. The Village should look at other
ways to partner with businesses.
4. Discussion of Petitioners’ Expert Consultants
Mayor Shapiro noted all of the consultants that come to the Village are professional, but get paid
by the petitioner. Although they will not say anything that is wrong, consultants could be
influenced by what the petitioner wants. The Village could have a pool of consultants that are
paid by the Village and reimbursed by the petitioner so we know if what they are suggesting is in
the Village’s best interest. There were questions whether there would be more neutrality, but it
could be difficult for staff to coordinate the consultant pool given the number of petitions
received by the Village. The Village still has the right to say no to proposals and request the
consultant come back with other options. The Village can also send out a report to a third party
for review. Mayor Shapiro suggested there is a presumption that the expert would be biased
based on who is paying them so they can be hired for their next project. A consultant’s report
should be unbiased, no matter who is paying the consultant.
Mr. Phillips explained there are a number of disciplines within the engineering realm. Village
staff does not have the expertise, software or time to do a detailed check on all disciplines, so the
Village relies on consultants and experts to provide that information. Village staff could
interview and set up consultants to have a short list from which to select should a project arise.
The Village has a checks and balances system built in for petitioners. There are a multitude of
people that see a petition; it starts with staff and goes through the Plan Commission before the
Board see a petition. The Village could have a list of “trusted” consultants in their area of
expertise. The consultants have certain reputations throughout the community and strive to
provide an unbiased opinion, but the Trustees have the final approval.
Mayor Shapiro asked staff to investigate other communities that have a preferred list. Mr.
Phillips noted a lot of municipalities have a preferred list for civil disciplines primarily because it
is customary for his department to have a group of consultants to select that have specific
qualifications.
Mr. Ryckaert noted the Village has an Ordinance to recover third party costs from land use
petitions. The Village can hire outside technical consultants and charge the petitioner for it. He
noted many times the consultants say things the petitioner does not want to see in the report.
Mr. Street suggested letting staff do more research on how other municipalities handle
consultants, preferred lists and recouping costs.
5. Discussion of Return to In-Person Meetings
Mayor Shapiro reported the Covid numbers for the Village are less than 2 percent. He believes it
is important to get back to business in Village Hall and meet and collaborate in person. He asked
for an overall sense from the Trustees whether to meet in person for the first meeting in April.
The subsidiary commissions can meet in person or via Zoom, depending on the commission
chairperson’s decision, as long as the Governor’s declaration remains. Village Hall has a
conference call feature for remote participation, but it is not a video system. If a Trustee has a
risk tolerance or emergency situation, they should give staff notice so they can make appropriate
accommodation. It was agreed the Trustees will meet in person starting in April, as long as the
numbers stay down. The Village can go back to Zoom meetings if needed.
6. Discussion of Stormwater Management and User Fee Proposal
Mr. Phillips reported many communities in the area have implemented a stormwater user fee.
The communities have developed methods of determining the cost associated with use of the
storm sewer system in ways that are fair and equitable across the community. Most of the
communities are using one of four methods for calculating the user fee including the overall
square footage of the property, square footage of impervious coverage on the property, potable
water usage and a flat monthly rate.
The Village has a lot of old storm sewers and needs to review their condition to see where
flooding areas are to determine where to spend capital funding. Since 2015, the Village has
spent $7 million on stormwater management improvements as well as additional costs for staff
time, storm drain studies and operational expenditures. The projects outlined in the stormwater
master plan are in addition to the $1.9 million spent each year. Mr. Phillips believes a fee based
on the overall lot size may be the most equitable. It is also the most streamlined way for the
engineering and finance departments to administer. The quarterly bill would increase
approximately $17 for a residential property measuring 10,000 square feet and the largest
business would see an increase of about $160 per month. Mayor Shapiro questioned whether the
impervious surface method would be more equitable. Mr. Phillips responded it is the most
accurate way to bill; however, it would be more difficult for the finance department. Mr. Burk
looked at the options and believes it will take time to set up any of the options. Certain options
would be easier to implement than others and may need to be updated more frequently unless the
Village uses ranges. Option three could be challenged more frequently. The Village may adjust
the formula for commercial properties based on their stormwater management systems. Mayor
Shapiro asked Mr. Phillips to prepare a report on impervious surface.
Public Comment
There were no public comments on non-agenda items.
Adjournment:
There being no further business or discussion, Trustee Benton moved to adjourn the meeting.
Trustee Jacoby seconded the motion. The motion passed by the following vote:
AYES: Benton, Jacoby, Oppenheim, Seiden (4)
NAYS: None (0)
The meeting was adjourned at 5:22 p.m.
Respectfully submitted,
Jeri Cotton