THE VILLAGE OF
HAWTHORN WOODS
VILLAGE BOARD MEETING
MINUTES
MARCH 15, 2004
7:30 P.M.
I.
CALL TO ORDER AND ROLL CALL
The
regular meeting of the Village Board was called to order by President Hunt at
7:45 p.m. in the Village Hall, 2 Lagoon Drive.
Roll
Call indicated the following members were present: President Hunt; Trustees Riess, Lynch, Gehrke, Wright and
Weick. Trustee Silvers was absent.
Also
present were Administrator Benford, Village Engineer Christopher Burke, Police
Chief Mike Sliozis, Director of Public Works Tom Fatzpatrick and Clerk Scheu.
II.
PLEDGE OF ALLEGIANCE
III.
PUBLIC
HEARING
A.
None this month
IV.
CONSENT
AGENDA
A.
Minutes of
Regular Meeting – February 23, 2004
B.
Changes to
checks written in February 2004 changing the total February 2004 expenditures
as follows: New General Fund totals $195,183.91; New Park Fund totals
$3,275.21; Audit Fund totals $5,500; New SSA #1 Fund totals $14,025.62; New SSA
#2 Fund totals $14,025.64; New SSA #3 Fund totals $14,025.64; New Police Pension
totals $2,943.06; and All Funds equal $248,979.08.
C.
Open
Accounts Payable dated March 9, 2004
D.
Expenditure
Report dated March 8, 2004
E.
Revenue
Report dated March 3, 2004
F.
Treasurer's
Report dated February 29, 2004
G.
Consideration
Of A Request For Approval Of The Phase 1 Final Plat, Engineering Plans And
Landscape Plan – Toll IL HWCC, LP – Hawthorn Woods Country Club – Approximately
108 Acres Located West Of Gilmer Road, East Of Fairfield Road And North And
South Of Schwerman Road
H.
Approval Of An Ordinance Providing For The Official
Zoning Map Of The Village Of Hawthorn Woods, Lake County, Illinois
I.
Approval Of An Ordinance Adopting A Comprehensive
Amendment To The Comprehensive Plan In And For The Village Of Hawthorn Woods
J.
Approval Of
A Resolution Authorizing The President And Village Clerk Of The Village Of
Hawthorn Woods To Enter Into A Certain Agreement – Special Recreation
Association Of Central Lake County – Articles Of Agreement
K. Approval Of A Resolution For The Exercise Of A Certain Option And Authorizing The Village To Give Notice Of Same – Evergreen Development Group, Inc.
L. Approval Of A Resolution Making A Determination Relative To The Release Of Executive Session Minutes Pursuant To The Illinois Open Meetings Act
M. Approval Of Various Intergovernmental Agreements
Trustee Riess requested that Items “G”, “K” and “M” be removed from the Consent Agenda.
Trustee Lynch requested that Item “I” be removed from the Consent Agenda.
Motion by Lynch, seconded by Gehrke to approve the Consent Agenda with the removal of Items “G”, “I”, “K” and “M”.
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain)
Motion Carried.
Item “G”, Consideration Of A Request For Approval Of The Phase I Final Plat, Engineering Plans And Landscape Plan – Toll IL HWCC, LP – Hawthorn Woods Country Club – Approximately 108 Acres Located West Of Gilmer Road, East Of Fairfield Road And North And South Of Schwerman Road
Trustee Riess questioned if this 108 acres was one parcel.
Administrator Benford stated that this project would be developed over phases and that this was the first of six phases.
Motion by Gehrke, seconded by Lynch to approve Item “G”, Consideration Of A Request For Approval Of The Phase I Final Plat, Engineering Plans And Landscape Plan – Toll IL HWCC, LP – Hawthorn Woods Country Club – Approximately 108 Acres Located West Of Gilmer Road, East Of Fairfield Road And North And South Of Schwerman Road
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain) 0
Motion Carried.
Item “I”, Approval Of An Ordinance Adopting A Comprehensive Amendment To The Comprehensive Plan In And For The Village Of Hawthorn Woods
Trustee Lynch reported that the Park and Recreation Committee is working on a master plan, in addition to this comprehensive plan that will eventually be part of an amendment to this plan.
Motion by Wright, seconded by Gehrke to approve an Ordinance Adopting A Comprehensive Amendment To The Comprehensive Plan In And For The Village Of Hawthorn Woods
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain) 0
Motion Carried.
Item “K”, Approval Of A Resolution For The Exercise Of A Certain Option And Authorizing The Village To Give Notice Of Same – Evergreen Development Group, Inc.
Trustee Riess, questioned the bidding process of 2003 and why this option is needed and if the work was acceptable for all areas of the Village. He also questioned what, if any, were the extra expenses.
Administrator Benford explained that the three-year contract that was awarded to Evergreen Development Group, Inc. in 2003, included an option to be renewed each year and that extra expenses that were a part of the contract included aeration and turf control.
It was the consensus of the Board that that Evergreen Development was very responsive to the Village’s needs and doing a good job.
Motion by Lynch, seconded by Gehrke to approve A Resolution For The Exercise Of A Certain Option, And Authorizing The Village To Give Notice Of Same – Evergreen Development Group, Inc.
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain) 0
Motion Carried.
Item “M”, Approval Of Various Intergovernmental Agreements.
Trustee Riess noted that he had not received any information on these agreements.
President Hunt stated that these are various agreements entered with certain residents in the northern area of the Village, regarding annexations.
Attorney Good stated that copies were just given to Administrator Benford.
It was the consensus of the Board to remove this item from the agenda and add it to next month’s agenda.
V.
OPPORTUNITY
FOR THE PUBLIC TO ADDRESS THE BOARD
Mike Flynn, Assistant Administrator of Mundelein, presented the President and Board of Trustees with a letter from the Village of Mundelein, stating that the Village of Mundelein has a current, voluntary annexation petition on file from George and Cindy White, owners of the Country Bumpkin, for their property located at the southeast corner of Gilmer Road and Hawley Streets. He also stated that the Country Bumpkin property is contiguous to the Village of Mundelein along its eastern property line.
President Hunt questioned why the Village of Mundelein did not give notice to the Village of Hawthorn Woods last year when they annexed land into Mundelein.
Mr. Flynn responded that he was not here to answer any questions, only to deliver the letter stating that the Village of Mundelein already has an annexation petition on file from the Country Bumpkin.
Attorney Good stated that Mr. Flynn should have the Village of Mundelein’s lawyer FAX a copy of the petition to Administrator Benford.
George White, 536 Kimball Avenue, Wauconda, stated that he and his wife are the owners of the Country Bumpkin and they are not in favor of being annexed into Hawthorn Woods. He asked the President and Board of Trustees to give him some time to consider before he is forcibly annexed.
President Hunt responded that he would have further discussions with him.
VI.
REPORTS BY
VILLAGE OFFICIALS
A.
Comments by
Village Board Members
1. Approval Of An Ordinance Annexing
Property To The Village Of Hawthorn Woods – Approximately 4.853 Acres, Located
Generally At The Southeast Corner Of Hawley Street And Gilmer Road
Motion by Gehrke, seconded by Riess
to table this item until the April 26, 2004 meeting.
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain) 0
Motion Carried.
B.
Comments by
Village Administrator
1. None this month
C.
Comments by
Village Engineer
1. Potable Water Facility Construction
Progress Report
Engineer
Christopher Burke reported that the IEPA permit for the business park has been
approved. He noted that JJ Henderson
has completed all minor punch list items.
2. Sanitary Sewer Planning Report
President
Hunt noted that Aqua Illinois (formerly Consumers Illinois) would be providing
all of the water, sewer and infrastructure to the northerly area of the Village
that is to be annexed.
3. Hawthorn Woods Country Club Construction
Progress Report
Engineer
Christopher Burke reported that there is ongoing sanitary sewer testing work
and that good progress is being made on the wetlands. He referred to minutes of the meeting that took place on March
15, 2004.
Trustee
Lynch questioned whether there was a site plan for the park.
Engineer
Burke reported that there have been drafts made, but they are making sure it
meets with engineering requirements.
President
Hunt reported that the Village is waiting for final engineering issues and
stormwater management issues to be finalized.
Trustee
Lynch requested that she be able to attend the next meeting and wanted to make
it clear that the Village meet with the residents after all of these issues are
complete.
President
Hunt noted that in May of this year, Toll Brothers would give all residents the
option to connect to the water and sewer.
President Hunt questioned Andy Stern from Toll Brothers if there had
been any notification to the surrounding landowners to either connect or not to
connect.
Mr.
Stern responded that they have not.
Administrator
Benford reported that he had called Aqua Illinois several times and they have
not yet responded.
President
Hunt requested that Toll Brothers extend that date approximately sixty (60)
days. He stated that he would like to
send out formal notices to all adjacent landowners by regular mail within the
next sixty (60) to ninety (90) days considering this issue.
4. District 95 Off-Site Water and Sewer
Construction Progress Report
Engineer
Christopher Burke reported that he had been in contact with the Lake Zurich
Public Works Director, Victor Ramirez, regarding the status of District 95
water and sewer. Mr. Ramirez
acknowledged that Lake Zurich had received a letter from Administrator
Benford. To Mr. Ramirez’ knowledge,
Lake Zurich has not yet responded to that letter.
President
Hunt stated that Lake Zurich understands that this connection was never
intended to be a permanent connection; only temporary. He stated that the school district needs to
disconnect from the school and connect to the Hawthorn Woods water supply.
President
Hunt also reported that there have been no recapture agreements because the
school district has refused to negotiate with the Village and Aqua Illinois
(formerly Consumers Illinois). He
reported that there is a formal recapture agreement, but the school district
has not yet responded to the proposal.
President Hunt stated that has part of the overall process, Aqua
Illinois (formerly Consumers Illinois) invited the school district to attend a
meeting this morning and the school district refused to attend.
President
Hunt listed the following issues:
1.
Rates
2.
Recapture
Agreement
3.
School
District requested a recapture agreement the first time in October. The Village told them that if they want a
proposal, they would need to draft an agreement.
4.
Who is
going to pay for the connection?
Attorney
Good stated that the Village told Aqua Illinois that all of the agreements with
them were subject to entering into an agreement between the school and Aqua
Illinois in a form that was acceptable to the school, Aqua Illinois, Hawthorn
Woods and the ICCC.
5. Lake Zurich Sewer Connection
Engineer
Christopher Burke reported that a letter of understanding was received from
Lake Zurich and a meeting has been scheduled for March 18th to
discuss those issues. He reported that
there would need to be some downstream improvements.
6. Bid Opening
Engineer Christopher Burke reported that
on Tuesday, March 9, 2004, the bids were opened for the three Special Service
Area (SSA) Resurfacing Projects scheduled for this year. He stated that Johnson Paving is the low
bidder for this project. He noted that
because of the extensive storm sewer work being completed in SSA #1 and
SSA #2, they were set up to include
alternative bids.
Trustee Weick questioned when the roads
that were bumped this year for drainage would be completed.
Engineer Burke responded that they would
be picked up in 2005.
D.
Comments by
Chief of Police
1. Chief’s Report
Chief Michael Sliozis reported that his
department was awarded $10,500 grant to be used for portable radios. He noted that this was a part of homeland
security.
VII.
REPORTS BY
VILLAGE COMMITTEES
A.
Parks and
Recreation
1. None this month.
B.
Environmental
Committee
1. None this month.
C.
Zoning
Board of Appeals
1. None this month.
D.
Plan
Commission
1. None this month.
E.
Architectural
Review Commission
1. Consideration Of A Request For Approval
Of Clubhouse, Maintenance Building, Gatehouse And Comfort Station Elevations -
Hawthorn Woods Country Club
Clubhouse, Maintenance Building
Mr.
Peter Witmer, Architect from Witmer and Associates gave a presentation on the
revised overall design and site plan for the clubhouse rendering. He stated that the materials were proposed
to be hand split cedar roof and brick veneer and stone detailing.
Various
discussions were held regarding the proposed materials. President Hunt voiced his concerns over the
use of brick veneer. He stated that
during the public hearing, the residents were told that the materials used
would be brick and that is what he expects the material to be. He asked Administrator Benford what Staff’s
recommendation was.
Administrator
Benford reported that the plans submitted for review at this time do not
conform to the elevations and descriptions of these facilities provided by Toll
Brothers during the public hearings. He
stated the there should be blue slate roofs and cultured stone exteriors and
the roof pitches do not conform to the requirements of the Architectural
Overlay District. He stated that in
Staff’s opinion, the plans do not conform to what was approved, and therefore,
staff’s recommendation is to deny the clubhouse elevations; deny the maintenance
building elevations and deny the comfort stations. The gatehouse is recommended for approval as submitted.
Comfort Station
Motion
by Riess, seconded by Wright to approve the comfort station as submitted by
Toll Brothers.
Mr.
Witman explained that there would be cedar shake shingles the comfort stations
and that the roof pitch would be 9:12.
Voice Vote:
AYES: 5
NAYS: 0
Absent: 1
Present (Or Abstain) 0
Motion Carried.
Gatehouse
Motion by Riess, seconded by Lynch to approve the Gatehouse elevations as submitted, using cultured stone as the material.
Voice Vote:
AYES: 5
NAYS: 0
Absent: 1
Present (Or Abstain) 0
Motion Carried.
Maintenance Building
Various discussions were held with regard to the proposed building materials.
Village Architect Jeff Pathmann stated that the split face block actually costs more than face brick veneer to install. He noted that this is a material that would add a nice texture to the maintenance building.
President Hunt questioned Toll Brothers why the residents were told at the public hearing that the building would be all brick and now it is being changed. He stated that the residents were told the area would be heavily bermed and landscaped. He questioned how the Village could justify to the residents these changes.
Mr. Andy Stern, Toll Brothers, stated that he did not recollect Toll Brothers saying the maintenance building would be all brick/masonry buildings. He stated that if Toll Brothers said it would be 100% brick, it would be done in brick. He noted that they would do whatever the minutes from the court reporter reflect.
It was the consensus of the Board to have the maintenance building materials be 100% brick with architectural material.
Motion by Riess, seconded by Wright to approve the maintenance building elevation subject to the exterior material being brick, the addition of windows to the east elevation, limestone window sills, arches over windows and coins on building corners, with final design to be approved by the Village Administrator and the Village Architect.
Voice Vote:
AYES: 5
NAYS: 0
Absent: 1
Present (Or Abstain) 0
Motion Carried.
Clubhouse
Administrator Benford reported that it was stated at the public hearing that this building would be a spectacular building. He stated that he does not think the design of the building is appropriate. He presented the President and Board of Trustees, as well as Toll Brothers pictures of buildings like he would like to see in this Village. He stated that he would like to see exterior materials of stone, with limestone sills and balconies.
Village Architect Pathmann explained that one of the Village’s concerns of using bits and pieces of stone is that is something that is popular today, and it would soon become out of date. He commented that the types of buildings Administrator Benford recommends are of a timeless design that never goes out of date.
Motion by Riess, seconded by Lynch to approve the Clubhouse elevation as presented, subject to architectural interest on the chimneys.
Voice Vote:
AYES: 5
NAYS: 0
Absent: 1
Present (Or Abstain) 0
Motion Carried.
F.
Finance
Committee
1. None this month.
G.
Police and
Public Safety
1. None this month.
H.
Technology
Committee
1. None this month.
I.
Water &
Infrastructure Committee
1. None this month.
VIII.
UNFINISHED
BUSINESS
A. Lakota Group Proposal
Trustee
Weick questioned President Hunt as to what his opinion was on the Lakota Group
proposal.
Present
Hunt reported that it was not the same proposal that was discussed with the
Board of Trustees. He explained that
the Village should competitively bid the project out. He noted that what they proposed to the Village was substantially
different than what was originally talked about.
Trustee
Riess questioned if the Village would have someone advise us through the
planning process.
President
Hunt responded that there would be someone to help the Village through the RFP
process; there would be a series of different people giving us ideas on
designing and development of that corridor.
IX.
NEW BUSINESS
A. Lake Zurich Baseball League
Trustee Gehrke announced that the Lake Zurich Baseball League is looking for volunteers to clean up the baseball fields from 9:00 a.m. to 12:00 noon on April 24th, 2004.
B. Video Taping Board Meetings
Trustee Riess suggested that the Village begin video taping all of the board meetings. He requested that this item be placed on next month’s agenda for discussion.
X.
EXECUTIVE
SESSION
Motion by Riess, seconded by Gehrke to adjourn the Regular Village Board Meeting and enter into Executive Session to discuss probable and imminent litigation at 9:55 p.m.
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain)
Motion Carried.
XI.
ADJOURNMENT
Motion by Riess, seconded by Gehrke to adjourn the meeting at 11:45 p.m.
Roll Call Vote:
AYES: Riess, Lynch, Gehrke, Wright, Weick
NAYS: 0
Absent: Silvers
Present (Or Abstain)
Motion Carried.
Reported By: _________________________
Phyllis Scheu, Village Clerk
Approved at the Regular Meeting on: ______________________
VBM 031504