Minutes of the Regular Meeting of the Gurnee Village Board - September 19, 2011

MINUTES OF THE REGULAR MEETING

OF THE GURNEE VILLAGE BOARD

 

GURNEE VILLAGE HALL

SEPTEMBER 19, 2011

 

Call to Order

Mayor Kovarik called the meeting to order at 7:31 p.m.

 

Other Officials in Attendance

James T. Hayner, Village Administrator; Patrick Muetz, Assistant Village Administrator; Bryan Winter, Village Attorney; David Ziegler, Community Development Director; Erik Jensen, Management Analyst; Christine Palmieri, Director of Human Resources; Chris Velkover, Information Systems Director

 

Roll Call

PRESENT:       5- Park, Balmes, Morris, Schwarz, Ross

ABSENT:         1- Garner

 

Pledge of Allegiance

 

Mayor Kovarik led the Pledge of Allegiance.

 

A.  PUBLIC COMMENT

 

None.

 

 

B.  APPROVAL OF CONSENT AGENDA

It was moved by Trustee Park, seconded by Trustee Balmes to approve the Consent Agenda as presented with the removal of item number 2 for further discussion.

 

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

 

C. CONSENT AGENDA / OMNIBUS VOTE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Village Administrator read the consent agenda for an omnibus vote as follows:

 

1.  Approval of Request for Proposals related to a Multifunctional Device Lease and Maintenance Contract

 

ITEM REMOVED 2. Approval of request to dispose of certain personnel  and financial records from 1970-2005:

 

  • Accident Reports (1971 - 2000)

  • Insurance Policies and Claims (1980 - 2000)

  • Bank Statements and Deposits (1995 - 2000)

  • Cancelled Checks (1990 - 2000)

  • Daily Receipts (1990 - 2000)

  • Invoices, Vouchers and Paid Bills (1980 - 2000)

  • Ledgers and Journals (1970 - 2000)

  • Time Sheets (1998 - 2003)

  • Applications for Employment (1999 - 2005)

  • Personnel Action Forms (1999 - 2005)

  • Billing Receipts (1980 - 2000)

  • Billing Registers (1960 - 2000)

 

3.   Approval of Payroll for period ending September 10, 2011 in the amount of $700,656.61.

 

4.  Approval of Payroll Transfer Journal for period ending September 10, 2011 in the amount of $691,905.28.

 

5.   Approval of Bills for the period ending September 19, 2011 in the amount of $1,104,226.93.

 

It was moved by Trustee Balmes, seconded by Trustee Park to approve the Consent Agenda for an omnibus vote as read.

 

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

ITEM NUMBER 2 DISCUSSION:

 

Mr. Jensen briefly explained why Village Staff is requesting to dispose of certain personnel and financial records.

 

Trustee Morris asked if the Village had a policy for the disposal of records.

 

Mr. Hayner said we follow the State Policy.

 

Trustee Morris asked for a run-down of the records and how long they must be kept.

 

Mr. Jensen briefly explained.

 

It was moved by Trustee Morris, seconded by Trustee Schwarz to approve of request to dispose of certain personnel and financial records from 1970-2005.

 

  • Accident Reports (1971 - 2000)

  • Insurance Policies and Claims (1980 - 2000)

  • Bank Statements and Deposits (1995 - 2000)

  • Cancelled Checks (1990 - 2000)

  • Daily Receipts (1990 - 2000)

  • Invoices, Vouchers and Paid Bills (1980 - 2000)

  • Ledgers and Journals (1970 - 2000)

  • Time Sheets (1998 - 2003)

  • Applications for Employment (1999 - 2005)

  • Personnel Action Forms (1999 - 2005)

  • Billing Receipts (1980 - 2000)

  • Billing Registers (1960 - 2000)

 

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

 

D.  PETITIONS AND COMMUNICATIONS

 

  • Introduction and recognition of new Gurnee Queens (2011 Gurnee Community Pageant Winners).

 

  • Miss Gurnee – Crystal Clanton

  • Junior Miss Gurnee – Emily Kellogg

  • Little Miss Gurnee – Olivia Newcomb

 

Mayor Kovarik introduced each and presented each with a photo album.

 

 

E.  REPORTS

 

None.

 

F. OLD BUSINESS

 

None.

 

G.  NEW BUSINESS

 

 

 

 

 

 

1.  Approval of Ord. 2011 – 63 approval of a service agreement between the Village of Gurnee and Blackboard Connect, Inc. related to Connect CTY automated telephone notification system.

 

      Mr. Velkover said Blackboard Connect has been the Village’s service provider since 2007 and briefly explained the selection process.  He said he has received highly positive feedback both internally and from residents.  He said up for approval tonight is a 3 year contract.

 

      Mayor Kovarik said she has had no complaints and has received lots of positive feedback about this system.

 

      Trustee Morris said he has concerns with some of the language in the contract and if Mr. Velkover could explain.

 

      Mr. Velkover explained briefly and stated section 6 and 7 relate to liability.

 

      Trustee Morris asked if we need to know more information.

 

      Mr. Hayner said the language will be the same.

 

      Trustee Morris asked if we should hold off on this.

 

      Mr. Hayner said no.

 

      Mayor Kovarik said the contract still have to go through the Village Attorney.

 

      Trustee Park asked how much is budgeted for this.

 

      Mr. Velkover said the budgeted number lines up with this number.

 

It was moved by Trustee Balmes, seconded by Trustee Schwarz to approve of Ord. 2011 – 63 approval of a service agreement between the Village of Gurnee and Blackboard Connect, Inc. related to Connect CTY automated telephone notification system.

 

Roll call,

AYE:                 4- Park, Balmes, Schwarz, Ross

NAY:                 1- Morris

ABSENT:          1- Garner

Motion Carried.

 

2.  Approval of Ord. 2011 -64 approval of an agreement between the Village of Gurnee and Extra Space Properties Forty Five LLC.

 

      Mr. Hayner said each Board member should have received a memo from Scott regarding this Ordinance.  He said the detention facility that was put in is oversized and this agreement doesn’t change anything just formalizes what has already been going on.

 

      Trustee Park asked what percent of the oversize is attributable to the use itself. 

 

      Mr. Ziegler said he believes 35% and the facility has been able to handle 3 to 4 inches of rain without going on the street.

 

It was moved by Trustee Balmes, seconded by Trustee Ross to approve of Ord. 2011-64 approval of an agreement between the Village of Gurnee and Extra Space Properties Forty Five LLC.

 

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

 

3.  Approval of Res. 2011 -08 adopting a social media policy for the Village of Gurnee.

 

      Mr. Jensen explained this Resolution will define what the Village is already doing.

 

      Mayor Kovarik said basically it protects the Village on what information goes out.

 

      Trustee Ross asked if the policy will be updated every year.

 

      Mr. Jensen said yes it will be updated annually.

 

It was moved by Trustee Balmes, seconded by Trustee Ross to approve of Res. 2011 – 08 adopting a social media policy for the Village of Gurnee.

 

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

 

H.  PUBLIC COMMENT

 

None.

 

 

I. EXECUTIVE SESSION

 

Adjournment to Executive Session

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Recall to Order

 

The Village Attorney stated that tonight’s Executive Session will reference:

5 ILCS 120/2 2 (c) (2) which states:  Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.

It was moved by Trustee Park, seconded by Trustee Balmes to adjourn the meeting into Executive Session.

Roll call,

AYE:                 5- Park, Balmes, Morris, Schwarz, Ross

NAY:                 0- None

ABSENT:          1- Garner

Motion Carried.

 

Mayor Kovarik adjourned the meeting into Executive Session at 7:58p.m.

 

Mayor Kovarik recalled the meeting to order at 8:07 p.m.

 

PRESENT:       5- Park, Balmes, Morris, Schwarz, Ross

ABSENT:         1- Garner

 

Closing Comments

None.

 

Adjournment

It was moved by Trustee Balmes, seconded by Trustee Park to adjourn the meeting.

 

Voice Vote:      ALL AYE:          Motion Carried.

 

Mayor Kovarik adjourned the meeting at 8:08 p.m.

 

 

 

Andrew Harris,

Village Clerk