August 11, 2009 Monthly Meeting

1. 2. 3. The August 11, 2009 Board meeting was called to order by Supervisor Kupar at 7:30 p.m. at the Community Center. The Pledge of Allegiance was recited. Clerk Johansen called the roll with Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt present.

4. Reports:

Sheriff – Wasco Substation Community Policing – Lt. Kevin Williams: Absent.

Highway Commissioner – Sam Gallucci: Commissioner Gallucci stated there are drainage issues in Fox Mill. He is continuing to work on road collapses there. The road crew worked on one five foot collapse. Fox Mill is below standards. He is refusing to accept Fox Creek roads from the developer into the township and Village. The Fox Creek performance bond was allowed to expire by Kane County. He is having a meeting with Kane County to see how and why the performance bond was allowed to expire and the money returned. It is standard procedure for a township to be notified by Kane County when a performance bond is about to expire, and we were not notified by the County. This could cost the township a lot of money if we accept substandard roads that are no longer covered by a performance bond. Campton Hills Village President Smith clarified it was actually a Letter of Credit from B&B Enterprises held by Old Second Bank that expired and not a performance bond. The Village had an e-mail in their possession from a staff person in the Kane County Development Department stating the Fox Creek Letter of Credit automatically renewed, so the Village didn’t know to question. After the Letter of Credit expired, Campton Hills zoning officer Ranieri received documents from Kane County indicating the Letter of Credit had expired. This is a recurring problem. This is the third time Kane County prematurely released a Letter of Credit back to the developer, leaving the residents without any financial means to complete outstanding infrastructure problems. It happened in Corron Estates and Prairie Lakes, but Prairie Lakes is no longer within the Village. Commissioner Gallucci was notified in August that the Fox Creek Letter of Credit expired in May. Barb Wojnicki stated this is the Kane County Development Department of Kane County. Commissioner Gallucci continued we are working on Harley Road in preparation for a two inch overlay of asphalt. This is difficult because the road base was in poor shape. We replaced culverts in 21 different places. We need to place gravel on the side edge of the road to prevent the edge from breaking off. This is standard procedure throughout the state. The road crew completed road and drainage projects consisting of digging out culvert ends, openings, replacing culverts, catch basins, dirt, gravel and shaping ditches for installing matting, rip/rap, 3” to 4” drain tiles, shoulder gravel and landscaping with dirt and seed on Ravine, Echo, Woodland, Prairie Creek, Fair Oaks, Mary, Bridle Creek, Black Willow, Jens Jensen, and Circle Drives; North Trotter, Deer Run, Denker, Baert, Northern Dancer, and White Pine Lanes; Wyngate, Arbor Creek, Prairie Valley, and Harley Roads; and Mary Court. In Campton Township and the Village of Campton Hills intersections were swept on a weekly basis, potholes were repaired with cold patch, storm damage and garbage was picked up along numerous roadways, Stop signs were checked on a weekly basis and damaged or missing ones replaced, roads were patrolled weekly for drainage problems, pot holes, and culvert permits. Mowing was done on Reed Road for the Village of Lily Lake, and on McDonald Road for the Village of Campton Hills. The road crew installed an “Entrance Over Hill” sign on Brown Road. Ongoing maintenance of township vehicles and equipment was done in house by staff.

Assessor – Alan D. Rottmann: Assessor Rottmann stated he is still meeting with taxpayers to review their 2009 assessments to see if they want to appeal those assessments. He will continue to meet them for the next four weeks but then he will turn the books over to Kane County. After that they will be able to continue to meet him but it will be under stricter County rules.

Solid Waste District – Barbara Boissonnas: Solid Waste District President Boissonnas stated we just received the signed contract back from Waste Management. We will sign it next and it will go into effect next spring. It was an extension of the old contract with terms favorable to us. Our Night out Against Crime in Wasco was a big success.

Staff Update on Open Space – Jack Shouba: Open Space Development Coordinator Shouba stated we moved the date of the Campton Township Prairie Fest to Saturday, September 26, from 1:00 to 5:00 p.m. so we don’t conflict with the Village Prairie Fest. At Corron Farm new roofs have been installed on the horse barn, the hog house, and the chicken coop. We continue to work on weeding the savanna, the prairie garden, and the farmstead; and we continue to mow the trails. Work has begun on restoration of the upper level of the front porch, and the septic line has been rerouted. KDOT (Kane County Department of Transportation) has approved our plans for the new entrance and parking lot; and we are ready to go out to bid. At the Headwaters Conservation Area new overhead doors to the shed have been installed and we continue mowing trails and weeding the plantings. Logs continue to be dumped here. We know who this person is, and we have talked to him. At Poynor Park we keep the grass and trails mowed and are working to control weeds. We planted new flowers and are watering 60 trees that were planted there recently. Our monthly volunteer Prairie Docs Habitat Restoration Day was scheduled for Saturday August 8^th but it was rained out. At Harley Woods we continue to work on plans for an entrance and parking lot. At Mongerson Park Jim Morgan continues to work with the County on the future of the kame. At Anderson Park staff and volunteers are weeding the prairie beds, and watering newly planted grasses. We have gotten many compliments on the park and prairie plantings but we have an infestation of Japanese beetles which we are removing by hand from the affected plants. We relocated 15 arbor vitae shrubs along the basketball court. B. Lamb asked since Campton Township open space properties are part of the Village of Campton Hills, can we issue citations? P. Smith answered yes, the Village Police can, talk to Chris Raneri.

Village of Campton Hills – Patsy Smith: Village of Campton Hills President Smith stated our National Night Out Against Crime was well attended. Everybody had a good time. The Village Heritage Farm Fest will be September 19^th at Anderson Park. If you have people dumping stuff on township open space, or ATV’s running loose, contact the Village.

Supervisor – John Kupar: Supervisor Kupar stated the Night Out Against Crime was a success. We believe 700 people attended. Thank you to all the volunteers, staff, and elected officials that came out to greet the public and talk about the Township and open space. The Budget Committee met with Louise to begin the process of evaluating the long term needs and funding, and our open space maintenance program. We are going to work on a budget month to month. Louise can use a bar graph to give the Board a picture. He got the report back from Ric Manser, a former trustee, to aid in budget planning. We will use this for long range budget planning. The Budget Committee is Trustee Lambe, township C.P.A. McKay, and former trustee Manser. We received the paperwork for the Capital Bill Grant which will be submitted to Kay Hatcher’s office to upgrade the Community Center. Administrator Glas and staff are working on issues for Town Hall. The U.S. Census representative came to our office to request our help in getting the word out to have our residents return the census forms next April. We have advertised for the vacant Plan Commission position and urge anyone that is interested to fill out an application.

5. Approval of Minutes:

a. Board Meeting July 14, 2009: T. Stutesman moved the minutes of the Board meeting of July 14, 2009 be approved. C. Boissonnas seconded the motion. G. Van Zandt moved three amendments to the Highway Commissioners report: (1.) change “layers” to “manhole spacer rings”, so the second line reads “Some manhole spacer rings were off center by six inches to one foot.” (2.) insert “some of which were installed backwards” in a sentence in the bottom third of the Highway Commissioner’s report so it reads “ We replaced 21 failed culverts, some of which were installed backwards, throughout the township…(3.) add the sentence “The Highway Commissioner inspected Fox Creek roads with Kane County, B&B land developers, and the Village of Campton Hills, and Campton Township and the Village of Campton Hills rejected acceptance of these roads.” T. Stutesman seconded the amendment. In a voice vote on the amendment Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The amendment of the motion passed. In a voice vote on the motion as amended Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion as amended passed.

b. Special Board Meeting July 23, 2009: C. Boissonnas moved the Board approve the minutes of the Special Board Meeting of July 23, 2009. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

6. Citizens Comments: Clerk Johansen stated Trustee Boissonnas completed an inventory of old township records that were in storage in the basement of the Community Center. As a result of Trustee Boissonnas work, the Clerk was able to apply to Springfield for permission to dispose of a large quantity of obsolete records. Once permission is granted a large area of storage will become available for other uses. The Clerk thanked Trustee Boissonnas for his work.

7. Planning Commission: Plan Commission Chairman Morgan stated because of the housing slow down there have been no Plan Commission meetings for a couple of months. He has been helping restore the porch at Corron Farm to a period appearance. He has also been working on getting the land next to our kame at Mongerson Park donated to Campton Township but the result of a recent meeting by Kane County is that it is not likely the land will be donated for Campton Township open space.

8. Old Business – Presentation and Discussion for Action:

a. Purchase Permanent Sign for Harley Woods: Administrator Glas stated this is a single sided sign that faces the road, saying Harley Woods is included in the Campton Township Open Space Program and was acquired by the citizens of Campton Township in cooperation with OSLAD and the Illinois Department of Natural Resources. T. Stutesman moved the Board approve a single sided 3’X5’ sign for Harley Woods for a price not to exceed $1,500.00 to match the colors of existing signs. The motion was seconded by R. Lambe. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

b. Wasco Fast Pitch Softball – Poynor Park: J. Kupar stated they offer labor to equal a $2000 field fee, and the township provides five loads of topsoil, grass seed, fertilizer, and a tractor type front loader. This is the outfields of three fields. If we document the amount of volunteer time we can probably reach $2000. T. Stutesman stated we are probably looking at $1000 of grass seed. T. Stutesman moved the Board table this agenda item until we have a representative from Wasco Fast Pitch. G. Van Zandt seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

9. New Business – Presentation and Discussion for Action: G. Van Zandt moved the Board move agenda item 9. b. ahead of agenda item 9. a. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

b. Proposed Eagle Scout Project Corron Farm – Mark: Eagle Scout candidate Mark McCarty stated he wants to build a pavilion over concrete at Corron Farm for his project. He presented an attractive, substantial wood model of his proposed project. The real thing at Corron Farm would have posts 9 feet high, and would be 16 feet wide by 20 feet long. He has contacted Home Depot, Lowes, and Menards for help with donations of material. The estimated cost is $2300. He suggests the roof be forest green. Per Administrator Glas we may be able to get a barn roofer to donate roofing, and we can use a kit from Lowes. T. Stutesman stated we can approve the concept now and he comes back later for an amount. T. Stutesman moved the Board give preliminary approval to go to the next step for the proposed Eagle Scout project at Corron Farm. The motion was seconded by G. Van Zandt. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

a. Recommendation for Foundation at Town Hall – Pease Borst & Associates Structural Engineers and DLA Architects: Arlene Vespa with DLA Architects stated Administrator Glas asked their engineer to look at Town Hall and report to the Board. She and Bill Templet visually assessed the building. The worst problem is the foundation on the north side of the building which is soft, bowing, and has a hole. She showed a crawl space photo showing wall failure. There is also a crack in the plaster inside on the northeast corner of the same wall. There are cracks on the outside southwest corner of the foundation. This is probably because the foundation does not go down far enough and you get heaving from the freeze and thaw cycle. The north side foundation is worse then the south side because the south side dries out quicker from the sun. Repair options are suggested by the structural engineer. Repair the failure on most of the north side wall. It’s shored up for now. The engineer suggests shoring the entire north wall. He says to repair with stone and mortar but unless you go down to the frost line the heaving will continue. Or build a footing and put period stone on top of that. T. Stutesman stated we should replace the entire foundation. A. Vespa stated the north and south walls are the bearing ones so they are the critical ones. J. Kupar asked is the building stable for now. Answer was it’s stable for now. If you shore up the entire wall, check it periodically in winter, and wait until spring, it’s a risk. You might have more cosmetic failures. Other things to do would be to regrade the north side, put gutters on, even out the dirt in the crawl space, and put in gravel and a vapor barrier. G. Van Zandt stated we have to go out to bid to know the cost. Administrator Glas stated the next step is to hire an architect to prepare a bid package. A. Vespa stated the base bid is the north wall then a lineal cost for the rest of the foundation after the building is jacked up and we can see how much to fix. T. Stutesman stated we should figure the entire foundation. J. Kupar asked what would it cost for plans and specs to go out to bid? Answer was she did not come prepared for that. Barb Wojnicki, Campton Township’s Kane County Board Representative stated you can apply for a Riverboat grant but it has to fall under education, environment, or economic development. This would be education per J. Kupar. A. Vespa stated the application process is December – January for Riverboat grants. What is the schedule for preparing the documents? P. Smith stated you wouldn’t be working with the County but with the Village. B. Lamb moved the Board approve an amount not to exceed $10,000.00 for DLA Architects Ltd. to begin plans and specs to send the Town Hall project out to bid. G. Van Zandt seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

T. Stutesman moved the Board move agenda item 9. i. to next on the agenda. The motion was seconded by G. Van Zandt. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

i. Harley Woods Parking Lot Proposal: Supervisor Kupar asked is there enough line of site on Beith Road for a parking lot for Harley Woods? Highway Commissioner Gallucci stated he visited the location and there is no line of site on Beith Road at Harley Woods. He would not allow ingress or egress on Beith Road from that location. It’s very unsafe. Administrator Glas stated the township had a letter from a concerned neighbor regarding the proposed parking lot on Bowgren Circle. The township proposes three parking spaces and one is handicapped. This is the safest, flattest site we can find on Harley Woods. J. Kupar stated we need three bids. Administrator Glas stated we need to get plans and specs for three bids.

c. Memorandum of Understanding Kane County Para transit Coordinating Council: Administrator Glas stated there is no dollar amount. This is just to be part of the Council. We have only one person who signed up and we have $2000 allocated. J. Kupar stated we can revisit this next year.

d. Accept Corron Farm Parking Lot Bid Package – Western Engineering: Administrator Glas stated the performance bond is 115%. T. Stutesman moved the Board approve the bid package for the Corron Farm parking lot. R. Lambe seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

e. Accept and Record Campton Township Audit FY 08-09- Sikich: J. Kupar stated the report was previously distributed to the Board. Township C.P.A McKay stated there is a recommendation the township keep abreast of the roads being annexed in, and put capital assets in accounting system software. T. Stutesman moved the Board accept the independent auditor’s report of Sikich. C. Boissonnas seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

f. Amend Campton Township Purchasing Policy: C. Boissonnas moved the Board amend the township purchasing policy with two changes that were suggested by the auditor. First, purchases over $20,000 may be let by contract without advertising for bids in the case of an emergency if authorized by the Board. Second, Purchases may not be split into smaller amounts so as to avoid the dollar thresholds specified in sections B through E: (purchases of $1000 and less than $5000; purchases of $5000 and less then $20,000; sole source over $5000 and less then $20,000; purchases over $20,000). The motion was seconded by T. Stutesman. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

g. Campton Community Center Expansion/Renovation Project – 2010 Illinois Capital Budget Grant: Administrator Glas presented plan drawings of an addition to the Community Center for Supervisor, Clerk, and staff offices connected to the Assessor’s offices to be paid for by a $45,000 grant. The addition’s dimensions are 18’4” by 24’4”. C. Boissonnas asked what is the time limit for spending the $45,000? Answer was probably next year. T. Stutesman asked what do we do with Town Hall, or the Community Center? He thinks Town Hall will cost six figures. C. Boissonnas stated Town Hall is not adequate for staff and the Supervisor/Clerk. P. Smith stated speak to Chris Ranieri regarding options for the foundation of Town Hall. She added State Senator Lauzen says the time frame for grants is nine to 18 months. A. Rottmann stated we need a new roof on the Community Center anyway. Has anybody thought about building up on the new portion of the Community Center instead of building out. T. Stutesman stated we need to identify our three options: first, do we need to look at a referendum down the road to put all these offices together in one location; second, we need to stabilize Town Hall; third, we need to find a location for staff and the Supervisor/Clerk’s offices while Town Hall is being stabilized. There was no action on this agenda item.

H. Proclamation Supporting the Census 2010: R. Lambe moved the Board accept the Campton Township 2010 Census Partnership Proclamation in support of residents returning U.S. Census paperwork. The motion was seconded by G. Van Zandt. In a voice vote Supervisor Kupar, and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

10. Claims and Demands for Payment:

a. Town Fund: C. Boissonnas moved the Board approve the claims and demands on the Town Fund. R. Lamb seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

b. Open Space Fund: R. Lambe moved the Board approve the claims and demands on the Open Space Fund. C. Boissonnas seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed.

c. Park and Recreational Fund: Nothing.

11. Executive Session – Review Executive Session Minutes; Land Acquisition; Personnel Issues; Review Whether to Open Executive Session Minutes; Review Whether to Destroy Audio Tape Minutes Older then 18 Months: T. Stutesman moved the Board go into Executive Session to review Executive Session minutes; land acquisition; personnel issues; review whether to open Executive Session minutes; review whether to destroy audio tape minutes older then 18 months; and include Administrator Glas, Open Space Development Coordinator Shouba, and attorney Kathleen Judy. The motion was seconded by C. Boissonnas. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed and Executive Session began at 9:50 p.m.

12. New Business continued -

j. Approve Executive Session Minutes; Decide Whether to Open Closed Executive Session Minutes; Decide Whether to Destroy Audio Tape Minutes Older then 18 Months: G. Van Zandt moved the Board approve the Executive Session minutes of July 14, 2009. T. Stutesman seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed. C. Boissonnas moved the Board finds the need for confidentiality still exists as to all closed Executive Session minutes. R. Lambe seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye. The motion passed. No action was taken on whether to destroy audio tape minutes older then 18 months.

13. Adjournment: C. Boissonnas moved the Board adjourn the meeting. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Boissonnas, Lambe, and Van Zandt voted aye and the meeting adjourned at 10:40 p.m.

Respectfully Submitted,

Richard Johansen

Clerk