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HomeMy WebLinkAbout08/13/2025 1 COMMITTEE OF THE WHOLE – Meeting Minutes August 13, 2025 The Village Board met as a Committee of the Whole in the Council Chambers of the Village Hall at 3:00 p.m. on Wednesday, August 13, 2025. In attendance were: PRESENT: Village Board Staff Dan Shapiro, Mayor Kent Street, Village Manager Bob Benton, Trustee Andrew Lichterman, Deputy Village Larry Berg, Trustee (arrived at 3:09 p.m.) Manager/Director Community Development Jennifer Goldstone, Trustee Eric Burk, Director of Finance Jesse Greenberg, Trustee Robert Phillips, Director of PW and Eng. Elaine Jacoby, Trustee Tyler Dickinson, Asst. Dir. of PW and Eng. Mary Oppenheim, Trustee John Guccione, Eng. Project Manager Brandon Janes, WRF Superintendent Public Comment There were no public comments on non-agenda items. Business 1. Discussion of 2026 Capital Improvement Plan Director of Finance Eric Burk provided a brief overview on funding for the plan. He noted the Village has approximately $3 million in recurring annual revenue that is dedicated to capital projects that comes from home rule sales tax, food and beverage tax, infrastructure maintenance fees, interest income and motor fuel tax. From time to time there are additional funding sources that come from general fund transfers, grants and bond proceeds. Mr. Burk stated three options will be presented: a one-year plan with no bond issuance, a two-year plan with $10 million in bond issuance, and a two-year plan with $15 million in bond issuance. He noted the Village has maintained its Aaa rating from Moody’s Investor Services. Director of Public Works and Engineering Robert Phillips provided a brief introduction of the street improvements and infrastructure assets included in the 20-year cycle of capital improvements. Mr. Phillips stated that the planning and forecasting done by staff has helped avoid issues that other neighboring communities have faced. Assistant Director of Public Works and Engineering Tyler Dickinson detailed the proposed $15 million bond issuance option covering FY26 and FY27. He presented a line-item review of all the proposed capital projects currently scheduled for the next five years. He detailed the spreadsheets for each scenario and noted how each proposal would cover capital improvements related to: transportation and roadway projects, street maintenance projects, wastewater facilities, public building facilities, sewer projects and water system projects. 2 Trustee Greenberg asked about the need for Wilmot Road resurfacing related to damage from trucks traveling from the Leclair Estates Development project. He asked if the Pulte project impact fees will go towards repairing Wilmot Road. Mr. Burk noted one half of one percent of the infrastructure impact fees collected goes towards the funding of capital improvements like roadway repair. Mr. Burk stated the impact fees can only be distributed to school districts, park districts, fire protection districts, public libraries and the Village. Mr. Burk estimated that figure to be roughly $300,000 for the Leclair Estates Development. Mr. Lichterman noted the half of a percent of the infrastructure fees goes to the infrastructure replacement fund. The building permit fees go directly to the general fund, and can be transferred to the capital improvement fund. The impact fee cannot directly fund road projects. Mayor Shapiro noted the Village acts as a pass- through entity with respect to impact fees which must be paid to the appropriate districts prior to the issuance of any building permits. Mr. Dickinson provided an overview of the proposed street maintenance projects. Trustee Jacoby asked why the budgeted amount for the sidewalk program is doubled to $100,000 for 2026 and 2027. Mr. Phillips noted the budget for the sidewalk program has typically been $100,000, but was halved last year. Mr. Street noted the replacement of sidewalks along Hazel Avenue were included as part of that particular infrastructure project. Mr. Dickinson summarized the proposed wastewater facilities capital improvements. He noted these improvements are vitally important. Trustee Greenberg asked about the capacity of the wastewater treatment facility and if the Village ever treats wastewater from other municipalities. Mr. Phillips noted the facility does receive some flow from Bannockburn and Highland Park. He stated the facility has additional capacity, but the Village is not treating wastewater for Northbrook or Riverwoods. Mr. Phillips noted it would be cost prohibitive for a neighboring community to connect to the Village’s system as pumping stations would be required. Trustee Oppenheim pointed out it is in the best interest of the Village to save the additional capacity for future developments. Mr. Street noted there is a zoning use advantage, in that the treatment plant capacity provides protection from undesirable industrial uses. Mr. Dickinson outlined the proposed public buildings/facilities improvements included in the plan. Mr. Dickinson discussed the proposed water system redundancy project and the emergency connection with Northbrook. The budget reflects the proposed amounts for the design stage, with construction set to begin in 2029. Trustee Oppenheim asked about the DuPage Water Commission’s purchase of the former Green Acres Golf Club property and whether that has affected the redundancy project negotiations. Mr. Phillips stated the negotiations have slowed down. Mr. Street noted having a secondary water connection in case of an emergency is valuable. Trustee Greenberg noted the $3 million construction cost for the redundancy project in 2029 represents the second largest capital cost. He asked when the last time the Village has needed an alternative water source due to Highland Park not being able to supply the Village. He also questioned if the project is more appropriate for consideration at a future date when the Village has more funding available. Mr. Dickinson noted the cost of the project is significant, but staff would not have proposed the project unless they deemed it important. Mr. Phillips noted it has been roughly 15 years since there was an issue with the water supply, and that when that type of issue arises it becomes extremely challenging. Mr. Lichterman pointed out the annual freezing 3 that occurs around Highland Park’s intake in Lake Michigan requires the Village to fill up its reservoirs to store an adequate amount of water for residents and businesses during the freezing event. Mr. Phillips stated it is a good practice to have a backup water connection in case of emergencies. Mr. Street pointed out the current water supply contract expires in 2032, and it is important to consider alternative options. Trustee Greenberg noted District 109 is discussing a referendum, which should be considered when discussing the tax burden on residents and businesses. Mr. Street noted the annual leadership picnic with all the taxing bodies to build relationships and promote the concept of thinking of residents collectively. Mr. Dickinson summarized the changes in the $10 million bond issuance option. The street rehab program will be reduced to $3.1 million for 2026, $800,000 of which will come from Motor Fuel Tax funding. The costs for the Arbor Vitae Road and Appletree Lane Infrastructure project would result in the elimination of the street rehab program in 2027. Mr. Dickinson noted that there was no street rehab program in 2023 and 2025. Additionally, $25,000 for the Lake Eleanor water system improvements would be deferred to 2028, outside of the proposed bond issuance. The sidewalk program would be reduced by $25,000 in both 2026 and 2027, and the lighting system upgrades proposed for 2027 would be eliminated. The Variable Frequency Drive replacements for the Water Reclamation Facility’s Excess Flow Clarifier Tank repairs would be also deferred to 2028. Mr. Dickinson pointed out the Village is a party to several agreements with the Park District which make the Village responsible for half the maintenance costs for some Park District facilities including the Patty Turner Center parking lot. He also noted the tennis courts at Mitchell Park are built on top of a water reservoir and the Village is responsible for half the costs of the amenities on top of the reservoir, which includes repairing the tennis courts and fences. Mr. Dickinson pointed out the Park District is behind the Village in the budget process, so there are some unknowns regarding the Village’s obligations. Trustee Oppenheim asked if the tennis courts had been upgraded recently. Mr. Dickinson stated there were some upgrades done six years ago, which were done incorrectly. Mr. Street noted there are some temperature challenges to having tennis courts on top of a reservoir, and the surface began to delaminate. Mr. Dickinson stated replacement of the Village Hall roof would be deferred to 2028 and Public Works HVAC system replacement would be deferred to 2029. The Public Works salt building roof replacement would be moved to 2027 to help balance out dollar amounts. Mr. Dickinson noted the façade rebate grants would be decreased by $50,000 each of the next two years. Sanitary sewer lining and capital projects sewer lining and repairs would each be decreased by $25,000 in 2026, and the capital projects sewer lining and repairs would be eliminated in 2027. The budgeted amounts for the water system redundancy project would be reduced and backloaded to 2028, and the lead service line elimination program would be reduced by $50,000 in 2027. Those proposed changes would reduce the bond issuance amount from $15 million to $10 million. Mr. Dickinson discussed the no bond issuance option, which only pertains to 2026. This option eliminates the street rehab program in 2026 while proposing possible increases for the program in 2027-2029. The no bond issuance option moves the phase II design services for the Lake Eleanor water system improvements to 2027. The sidewalk program would be decreased by $25,000 and the lighting system upgrades would be eliminated altogether. Interior and parking lot improvements at Village Hall would be deferred by one year and façade rebate grants would 4 be reduced to $100,000. The sanitary sewer lining as well as the capital projects sewer lining and repairs would each be decreased by $25,000. Mr. Dickinson noted the water system redundancy project would be reduced by $50,000 and spread out to 2027 and 2028, and the lead service line elimination program would be eliminated in 2026 and deferred to 2027. Mayor Shapiro asked if the Board was willing to further discuss the Capital Improvement Plan immediately following the August 18, 2025, Village Board of Trustees meeting. The Board agreed to hold a Committee of the Whole meeting upon conclusion of the regular meeting of the Board of Trustees on August 18, 2025. Mayor Shapiro stated that he is concerned about deferring the street rehab program, but believes portions of the program could be deferred. Trustee Oppenheim pointed out if the Board chose the no bond issuance option, it would be difficult to plan for what will need to be done the following year given the unknown scope of future projects by deferring capital improvements. Mr. Phillips noted that deferring the street rehab program will result in more expensive repairs in the future. Trustee Berg pointed out that the costs associated with reconstructing a roadway versus resurfacing is a perfect example of increased future costs. Trustee Greenberg noted that the Board should fully examine the projects in each of the bond issuance options and be willing to customize the bond issuance amounts to guarantee necessary projects are included in the capital improvement plan. Mayor Shapiro agreed that is the best course of action and that the Board does not need to strictly examine the three proposed plans as the only available options. Mr. Street stated that staff is available to answer any questions the Board may have. He noted the operations budget will be presented for discussion in late September or early October. He thanked staff for all their hard work. Public Comment There were no public comments on non-agenda items. Adjournment: There being no further business or discussion, Trustee Oppenheim moved to adjourn the meeting. Trustee Greenberg seconded the motion. The motion passed by unanimous voice vote. The meeting was adjourned at 4:30 p.m. Respectfully submitted, Daniel Van Dusen Deputy Village Clerk