1. 2. 3. The November 7, 2013 Special Board Meeting was called to order by Supervisor Kupar at 7:30 at the Community Center. The Pledge of Allegiance was recited. Clerk Johansen called the roll with Supervisor Kupar and Trustees Vandiver and Murphy present. Trustee Stutesman arrived after Citizens’ Comments. Trustee VanZandt was absent.
4. Reports:
Highway Commissioner – Sam Gallucci: Highway Commissioner Gallucci stated brush pick up was completed north and south of Route 64 in Campton Township and the Village of Campton Hills and in Campton Hills in Plato Township. He stated road and drainage projects were completed that consisted of digging out culvert ends, culvert openings, replacing culverts, catch basins, and 3” to 4” drain tiles. Also soil and seed was applied to shape ditches for the installation of landscape matting and rip/rap. In addition, asphalt surfacing, shoulder gravel and landscape work was completed on Trotter and Fencepost Lanes, Arrowhead and Hunters Hill Drives, Forest Trail, Whirlaway Court, and Swanberg Road. Dura-Patching was completed on Brown, Jens Jensen and Anderson Roads, Retreat Court, and North Bridle Creek Drive. Excess stones were swept up that resulted from the Dura-Patching projects in Campton Township and the Village of Campton Hills. Trees were cut down and chipped up on Hidden Springs and Fair Oaks Drives, Totter and High Point Lanes. Stumps were ground up on Bridle Creek, Barlow, and Wyngate Drives, Trotter Lane and Brundige Road. The mulch was cleaned up and the holes filled with soil. Batteries were replaced in flashing warning lights on Beith Road; Campton Hills Road at Anderson Road; Brown Road at Old LaFox Road; Jens Jensen Lane; and Denker Road for safety concerns. This is performed on a bi-monthly basis. All subdivision intersections in Campton Township and the Village of Campton Hills were swept on a weekly basis. Roadways were checked for pot-holes, drainage problems, and culvert permits throughout the Township and Village. Potholes were filled with cold patch throughout the Township and Village. All stop signs in the Township and Village were checked on a weekly basis and damaged or missing ones replaced. All trucks passed safety inspection and were certified for the upcoming year. Ongoing maintenance on Township vehicles and equipment was performed in house by Highway District staff.
Assessor – Alan D. Rottmann: Assessor Rottmann stated we wrapped up the hearings at the appeals board and we will start reassessing January 1st after neighborhood reports are done.
Solid Waste District – President Debbie Ballot: Absent.
Financial Report – Louise McKay: Finance Director McKay stated the ad hoc budget committee met twice in October. Spreadsheets that tracked the history of expenses by open space and park sites were prepared for the committee. We continue to look into new software. The remaining balance in the US Bank Depository for the Kane County Water Resource Bonds was wired to the Township Open Space money market at Harris Bank on October 8, 2013. The $7,385.65 in funds was requested for the Corron Farm woods drainage improvements. The Poynor Park and Gray Willows drainage improvements were both under budget. The Corron Farm woods project was added because Kane County asked the township to use the entire $115,000.00 originally requested in the IGA (Intergovernmental Agreement) dated December 14, 2010 for the Poynor Park and Gray Willows drainage projects. The $10,000.00 grant check from ComEd Green Region Program was deposited on October 9, 2013 in the Open Space money market at Harris Bank. During October a total of $6,150.00 interest coupon receipts were received from investments in the PMA Maintenance, 2002A, 2005A, and 2006A investment accounts. This month the PMA Master Total Portfolio Report as of October 31, 2013 was included in Board packets instead of the various individual account activity statements. Town, Road and Bridge, and Open Space are within their total budget. Any line items over budget are offset by under budget line items.
Village of Campton Hills – President Patsy Smith: Absent.
Open Space Staff Report – Kristin Bilar: Parks and Open Space Coordinator Bilar stated the monthly volunteer workday will be Saturday November 9th at Gray Willows. Volunteers meet at Whitney Cemetery next to Gray Willows. Volunteer workdays are the second Saturday of the month from 9:00 a.m. to noon. The Kane County Planning Cooperative meeting will be November 15th. Neighbor notifications for the burn season have been mailed. She presented hardcopy of website pages and a draft of a brochure for the Headwaters Conservation Area. At Anderson Park the Cyclocross event was held November 3rd. At Corron Farm open space staff met with barn restoration contractors. Weeding in the prairie and wetland garden was done by volunteers. At Gray Willows tree stumps were cut and herbicided near the Whitney Cemetery fence. The work is not yet complete. Stumps were herbicided on Winchester Way to create an emergency access route to Gray Willows. Two tours were given on October 19th. For Harley Woods see the newspaper article and the congratulatory letter from Representative Pritchard regarding the grant received for invasive species removal. At the Headwaters Conservation Area tree sprouts along the limestone trail south of the pole barn were cut and herbicided. Weedy trees and shrubs near the east bridge and the swale were killed. At Poynor Park the rocket launch was held on October 19th. The easement inspections are complete. We need to get final signatures. A call is in to Jack Anderson’s grandson for his signature. There is no report on Brown Road Meadows, Burlington Park, the Community Center, LaFox Fields, Mongerson Park, or Town Hall. J. Kupar stated we got a call from a resident who was walking at Corron Farm who said there was a hunter in a deer stand on adjacent land. Also regarding the playhouse in Harley Woods, the adjacent homeowner said he was going to take it down this summer but it is still there. The direction to open space staff is to contact him again, and if he still doesn’t take it down, take it down.
Operations Manager – Tom Serewicz: Operations Manager Serewicz stated at Town Hall the furnace was repaired, gutters cleaned, bushes trimmed, parking lot striped, and weed and feed applied. At Gray Willows trees on the trail were trimmed, trails were mowed, an emergency exit was made on Winchester Way and preparations made for the land dedication. At Anderson Park core aeration was done, weed and feed fertilization also done, fire breaks mowed, parking lot striped, and a fence repaired in the parking lot. At Corron Farm shingles were repaired on the corncrib and fire breaks mowed. At Burlington Park trees were cut down, a new overhead garage door and two fire extinguishers were installed, and a fire alarm company quote was obtained. At Poynor Park firebreaks were mowed and the parking lot/road was striped. At the Headwaters Conservation Area core aeration was done, weed and feed applied, fire breaks mowed, gutters cleaned, and a road sign added. At Harley Woods firebreaks were cut, and the parking lot striped. At the Community Center the furnace filter was replaced and the parking lot striped. J. Kupar asked can we get quotes on heating the Burlington Park garage? T. Stutesman stated the lower part needs insulation and dry wall. We can just turn up the gas for heat.
Educational Opportunities at Campton Township Properties – Trustee Vandiver: Trustee Vandiver stated the Gray Willows land dedication event was successful with approximately 150 residents attending. There were 40 boy scouts and 20 girl scouts. The retreat area was very well received by the community and the scouts, scout leaders, and parents. A big thank you to Trustee Murphy for the Kuipers Donuts. Everyone enjoyed the Township hospitality. For the emergency entrance to Gray Willows, Highway Commissioner Gallucci and Operations Manager Serewicz are going to lay more gravel so that if the ground is wet/soft, an ambulance would have solid ground to pull into the activity field. Captain Vaughn and the Shift Fireman of the Fox River and Countryside Fire/Rescue District in Wasco met Trustee Vandiver on Monday November 4th for a tour of Gray Willows. The fire trucks were brought out to check to be sure they would be able to get around in Gray Willows. Captain Vaughn will bring all 3 shifts out to Gray Willows over the course of the fall season so that all shifts are familiar with the property and the locations of the homes/buildings/retreat site/campsite. Eagle Scout candidate Ryan Zakin looked at the barn with Supervisor Kupar and Trustee Vandiver for a potential clean up project. A clean up of the existing horseshoe trail at the campsite and/or installing a flagpole at the campsite are also being considered. Campton Hills KIWANIS would like to donate $200.00 toward a picnic table at the scout retreat site with the approval of the Campton Township Board. Kiwanis would make the table available by April 1, 2014 when the Township opens the site up for use by permit. J. Kupar stated let’s use the $200.00 to buy materials and have the scouts build several picnic tables.
Joint Environmental Resource Management Committee – Rob Linke, John Kupar, Greg VanZandt: No meeting this month.
Supervisor Report – John Kupar:
5. Approval of Minutes:
a. Board Meeting October 8, 2013: V. Vandiver moved the minutes of October 8, 2013 be approved. E. Murphy seconded the motion with the correction that C-Map on page 5 be changed to CMAP. In a voice vote Supervisor Kupar and Trustees Vandiver and Murphy voted aye. Trustees Stutesman and VanZandt were absent. The motion passed.
b. Special Board Meeting October 17, 2013: V. Vandiver moved the minutes of the Special Board Meeting of October 17, 2013 be approved. E. Murphy seconded the motion. In a voice vote Supervisor Kupar and Trustees Vandiver and Murphy voted aye. Trustees Stutesman and VanZandt were absent. The motion passed.
6. Citizens’ Comments: Open Space Development Coordinator Shouba offered comments regarding agricultural leases of open space land asking if we grant longer term leases could there be other plans for that land in the same time frame? Is there any interest in community gardens? Geneva and St. Charles have very popular programs for this. It could generate income and encourage more people to use the land. There may be better things to do with the land then grow corn. For example, the County has a new health initiative promoting local fruits, vegetables, meat, and dairy. Do we wish to be a part of this? Five percent of the land is currently being used for fruits and vegetables and 84% for corn and beans. What are the long-term effects on the soil? The Cuyahoga National Park “Countryside Initiative Program” has a scoring system that favors uses that agree with the purposes of the park such as grazing animals, farm stands, beekeepers, fruits and vegetables, etc. and gives points for organic farming. And, if we are considering applying for an OSLAD grant for Gray Willows, our application would be looked at more favorably if we use it to convert agricultural land to wetland, prairie, or woodland. Finally, he and his wife make Christmas calendars each year. This year’s calendar pictures are of Township open space. The cost is $20.00 per calendar and the proceeds go to the Corron Farm Preservation Society. John Kupar said he will buy ten calendars and send them to local people. Vicki Vandiver said she will take ten calendars and send them to school officials. Elizabeth Murphy said she will buy five calendars.
Trustee Stutesman arrived.
7. Old Business – Presentation and Discussion for Action:
a. Review and Act Upon Roofing Material for Gray Willows Barn: Roofer Tom Wolters said Quality Edge will not be available until next spring. If you need to roof the barn now Standing Seam will be the best product. J. Kupar stated it appears from the last meeting that Standing Seam will be best for cost and longevity. The direction to staff is to get an RFP (Request for Proposals) out for roofing the barn at Gray Willows with Standing Seam.
b. Review and Act Upon Budget and Long Term Finances for Open Space: E. Murphy moved the Board table agenda item 7. b. T. Stutesman seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
8. New Business – Presentation and Discussion for Action:
a. Discuss and Act Upon Concerns of Ball Leagues using Campton Township Fields: J. Kupar asked the representatives of the ball leagues for comment on the contracts from 2013 through 2016. Bill Morrow with Wasco Diamonds Fast Pitch Girls Softball traveling team said there was no issue with the teams or contracts. We expect a national tournament here in July. There will be 80 teams with 40 from out of state. Eric Larson with Wasco Girls Fast Pitch Softball, who was filling in for Sue Sobieski, stated there are no problems. The grass looks great. We need a temporary storage building. They would like a pre-built shed, and they would like trees planted. J. Kupar stated we can get the trees donated and we can continue discussions on cost sharing for a shed. T. Stutesman stated if they need bleachers they need to be light enough to be moved. J. Kupar stated lets see if we can get benches donated. E. Murphy asked how many of your participants live in Campton Township? Bill Morrow of the Wasco Diamonds Fast Pitch Girls Softball team said a little over 50%. Eric Larson with Wasco Girls Fast Pitch Softball said he didn’t know. They have a lot of kids from St. Charles and South Elgin. T. Stutesman moved the Board table agenda item 8. a. to be reviewed next year. E. Murphy seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
b. Review and Act Upon Ag-License Agreements Expiring December 2013: K. Bilar stated the farmers say $250.00 per acre for 4 years is O.K. What does she say to them? J. Kupar said have them give me a call. T. Stutesman moved the Board approve the Ag-License Agreements for Farming Use of Land. V. Vandiver seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
c. Review and Act Upon License Agreement Horse Manure Spreading November 2013 October 31, 2014: K. Bilar stated the horse manure agreement is automatically renewing. J. Kupar stated the agreement is not in our Board folders. We need a copy of the existing contract in our folders. E. Murphy moved the Board gives the Supervisor authority to review and approve the existing manure spreading contract. The motion was seconded by V. Vandiver. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
d. Review and Act Upon Corron Farm Dairy Barn Evaluations: Landscape and Plant Ecologist Morgan stated 5 contractors looked at the Corron Farm dairy barn to evaluate what needed to be done to preserve it. We need to spend $3000.00 to $5,000.00 for a temporary patch on the roof. All parties said to do that. They all agree structural repairs have to be done before the roof is replaced. Structural spreading of the building can be stayed by installing a cable/turn buckle system at each bent in the barn and snugging them up and, leaving them in place. This should add $3,000.00 - $4,000.00. The next step would be to draw the barn back together to its original width by installing additional “assist” cable systems between each bent and using all the cables simultaneously to draw the barn structure together to attain its original width. When the desired width is reached the assist cable systems would be removed leaving only the cable systems at the bent locations. This should add $5,000.00 to $6,000.00. This is a total of $15,000.00. It will stabilize the barn so a new roof can be installed and other necessary structural repairs made in the future. The three repairs buy us time to raise more money. We already raised $10,000.00. We will need architectural drawings in the future. J. Kupar moved the Board appropriate a sum of $15,000.00, not to exceed $20,000.00, to do temporary patching of the barn roof and to create the necessary structural supports of the Corron Farm dairy barn. The motion was seconded by E. Murphy. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
e. Review and Act Upon Proposal for Building Evaluations: K. Bilar stated she just got this proposal this morning. J. Kupar said let’s get another firm to look at this. E. Murphy moved the Board table agenda item 8. e. and seek another firm to give proposals for building evaluations. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
f. Discuss and Act Upon Appointment of FOIA Officer: J. Kupar moved the Board appoint Louise McKay FOIA (Freedom of Information Act) officer. V. Vandiver seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
9. Claims and Demands Authorized for Payment:
a. Town Fund $10,183.68 – T. Stutesman moved the Board approve the claims and demands on the Town Fund in the amount of $10,183.68. V. Vandiver seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
b. Open Space Fund $18,515.56 – E. Murphy moved the Board approve the claims and demands on the Open Space Fund in the amount of $18,515.56. V. Vandiver seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
c. Capital Improvement Fund $3,110.00 – E. Murphy moved the Board approve the claims and demands on the Capital Improvement Fund in the amount of $3,110.00. V. Vandiver seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
d. Road and Bridge Fund $46,919.85 – E. Murphy moved the Board approve the claims and demands on the Road and Bridge Fund in the amount of $46,919.85. T. Stutesman seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
10. Executive Session – Review Executive Session Minutes of August 15, 2013, September 10, 2013, and October 8, 2013; Review Whether to Open Executive Session Minutes; Review Whether to Destroy Approved Executive Session Audio Tape Minutes Older then 18 Months; Personnel: J. Kupar moved the Board go into Executive Session to review Executive Session minutes of August 15, 2013, September 10, 2013, and October 8, 2013; review whether to open Executive Session minutes; review whether to destroy approved Executive Session audio tape minutes older then 18 months; personnel; and include Finance Director McKay. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed and Executive Session began.
11. New Business Continued – Supervisor Kupar reconvened the regular session at 10:25 p.m.
g. Discuss and Act Upon Approve Executive Session Minutes of August 15, 2013, September 10, 2013, and October 8, 2013: J. Kupar moved Executive Session minutes of August 15, 2013, September 10, 2013, and October 8, 2013 be approved. T. Stutesman seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
h. Discuss and Act Upon Whether Need for Confidentiality Still Exists for Executive Session Minutes: J. Kupar moved the Board approve opening all Executive Session minutes of open space properties purchased in 2005, but that the need for confidentiality still exists for all other Executive Session minutes not yet opened, including those of properties not purchased, all personnel, and all litigation, and I further move the Board open Executive Session minutes of August 13, 2013. T. Stutesman seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
i. Discuss and Act Upon Whether to Destroy Approved Audio Tape Executive Session Minutes Older then 18 months: J. Kupar moved the Board approve destroying approved Executive Session audiotape minutes older then 18 months. T. Stutesman seconded the motion. In a roll call vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed.
12. Adjournment: T. Stutesman moved the Board adjourn the meeting. E. Murphy seconded the motion. In a voice vote Supervisor Kupar and Trustees Stutesman, Vandiver, and Murphy voted aye. Trustee VanZandt was absent. The motion passed and the meeting adjourned at 10:35 p.m.
Clerk