ADMINISTRATION DEPARTMENT STAFF REPORT

ADMINISTRATION DEPARTMENT STAFF REPORT

TO: Village President and Board of Trustees

FROM: Brent Eichelberger, Village Administrator

DATE: October 15, 2021

The following is a short summary of current projects the Administration Department is working on that have an update since the last report: Village Facilities – Jen and staff have had multiple meetings with CC&A. The architects are currently refining the space needs program and drafting a rough layout. HF Topsoil Stockpiles – The final grading plan was received and has been share with a contractor to get preliminary pricing. Badge 323 has not responded to the draft amendment. PW staff will be cleaning up the site, including temporary erosion control seeding, to button it up for winter. Economic Development – The draft Job Description and budget is on the October 19 agenda for Village Board discussion. NextSite – Jen, Walter, Alison, Danni and I participated in an in-person presentation by Charles Branch to three local business owners. We anticipate NextSite providing them with targeted demographic information. Prairie Grove Commons – Several internal meetings and one with PGC were held to further the effort to get the site approved. Weidner Property – Jen, Jamie, Walter and I met with a prospective developer. Information will be shared with Board members over the next couple of weeks. Big Rock Boundary Agreement – Sugar Grove approval is anticipated on November 16. Website – Information regarding Mailbox Installation and Winter Maintenance Reminders. Munission, the Village website provider, is continuing its work on the website refresh. Social Media – Fifteen Facebook posts were published in the past two weeks including Village Board Agenda, Kane County Connects links including – Fall Foliage, Rabies Notice - Town Center Meeting Agenda, National Fire Prevention Week, Village Offices Closed for Columbus Day, Notice of Trustee Geary’s Passing, NextSite Presentation Notice, McDonalds Educator Breakfast Notice, SG Library link for Resident Survey, Kane County Shred Event. Over 3,700 FB users were reached with a post regarding a found dog.

Village YouTube Channel –The audio recording of the October 5th Village Board Meeting was uploaded to the site.

FINANCE DEPARTMENT STAFF REPORT

TO: Village President & Board of Trustees

FROM: Matt Anastasia, Finance Director

DATE: October 19, 2021

The following is a summary of items the Finance Department is working on: Meetings: Village Hall Space Needs - Cordogan & Clark – Brent, Alison, Sheryl, and I met with Cordogan & Clark to continue the Village Hall Space needs study. The meeting on October 5, 2021 was focused on the needs for Admin/Finance Department and Board Room. The meeting on October 15, 2021 focuses on the Final Program and Conceptual Design of the building. IRMA Board of Directors – I attend the quarterly Board of Director’s meeting. The main topic for discussion was the approval of the Preliminary budget for IRMA. No significant changes were made or discussed during the meeting. Police Pension Board – Attended the quarterly Police Pension Board meeting. Main topics of discussion were the approval of the Actuarial Valuation and Tax Levy Request that will be sent to the Village, as well as the establishment of the 2022 meeting dates. Tasks:

• The Annual Treasurer Report has been submitted to Kane County and also published in the Kane County Chronicle on 10/14/2021, which the publication is required by Statute.

• The TIF Reports have been compiled and submitted to the State Comptroller on October 13, 2021. The Joint Review Board meetings for TIF #1 and TIF #2 will be scheduled for a date in November.

• I have been working on the Tax Levy documents. The first date of action needed is at the November 2, 2021 meeting for the announcement of the Tax Levy amount.

Updates:

• American Rescue Plan. I have continued to review the eligible uses for the Village. After further clarification, the Village may use more monies for revenue replacement than anticipated. The amount included for any COVID-19 expenses, COVID-19 payroll expenses through September 30, 2021 and revenue replacement figures through December 31, 2020 totaled $41,500.87. Initially the first report due to the Treasury was due October 31, 2021 for expenses through September 30, 2021. This deadline has been extended to April 30, 2022.

Conferences/Trainings/Seminars: None

COMMUNITY DEVELOPMENT DEPARTMENT

ACTIVITY REPORT OCTOBER 2021

To: President Konen and the Board of Trustees

From: Walter Magdziarz, Community Development Director

Since our last report, Community Development Department has been involved with the following activities:

• Summary of Permit, Plan Review, Inspection and other activity:

2021 2020

September FYTD September FYTD

TOTAL PERMITS . . . . . . . . . . . . . . . . . . . . . . . . . . 88 349 44 313 Residential . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2 3 10 Commercial . . . . . . . . . . . . . . . . . . . . . . . . 0 1 0 0 All Other Construction . . . . . . . . . . . . . . . . 88 346 41 303

CONSTRUCTION VALUE . . . . . . . . . . . . . . . . . . . $ 1,488,372 $ 10,290,932 $ 982,829 $ 5,792,824

TOTAL NUMBER OF INSPECTIONS . . . . . . . . . . . 234 956 161 872 Property Maintenance . . . . . . . . . . . . . 64 282 94 261 MOWING ORDERS . . . . . . . . . . . . . . . . . 31 74 0 44 Signs removed . . . . . . . . . . . . . . . . . . . . . 29 149 17 119

COMPLETION CERTIFICATES ISSUED . . . . . . . . . 2 10 1 12

PLAN REVIEWS . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 511 65 493 Zoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 162 23 180 Building . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 349 44 313

COMPLAINTS . . . . . . . . . . . . . . . . . . . . . . . . 16 89 12 81 Verified . . . . . . . . . . . . . . . . . . . . . . . 16 89 12 80 Corrected . . . . . . . . . . . . . . . . . . . . . . . . . 16 89 12 78

REQUESTS FOR INFORMATION . . . . . . . . . . . 543 3,491 543 3,170 Residents/Merchants . . . . . . . . . . . . . . 247 1,512 247 1,475 Builder/Contractor . . . . . . . . . . . . . . . . 140 987 140 869 Subdivider/Developer . . . . . . . . . . . . . 4 59 4 22 Other Village staff . . . . . . . . . . . . . . . . . 152 933 152 804

FOIA Requests . . . . . . . . . . . . . . . . . . . . 0 9 1 8

Miles Driven . . . . . . . . . . . . . . . . . . . . . . . 1,462 5,077 1,351 6,236

Activity highlights.

Planning & Zoning

Prepared agenda material and attended Village Board meeting

Prepared agenda material for Planning Commission meeting

Met with business owner concerning modification to existing property

Multiple meetings concerning Prairei Grove Commons annexation agreement amendment and PUD plans, off-site easements, etc.

Responded to inquiry about re-use of vacant Calvary Baptist Church

Consulted with applicant concerning zoning variation application

Meeting with CMAP and consultant in preparation for project kick-off

Revoked permit for fence at 31 Meadow Drive

Participated in Village Hall space planning assessment meetings

Building

Collaborating with general contractor at Deep Coat on alternative temporary heating solution so Deep Coat can occupy building at the end of the month while waiting for permanent rooftop heating equipment

Rosewood pre-construction meeting

1500 Denny Road (estate residence) pre-construction meeting

Economic Development

Participated in Economic Development Corporation Board of Directors meeting

Met with business owner seeking help to improve visibility of his business

Met with property owner concerning development options for property north of Wheeler Road

Received four RPF’s from DCEO for businesses searching for locations to make investments; available properties in the community did not satisfy the search criteria

Attended NextSite, LLC presentation to business community

Met with prospective industrial developer concerning Weidner property

Property Maintenance/Code Enforcement

Continue to work with Bliss Creek on resolution of their outdoor illumination violation

Removed 1 sign from right-of-way

POLICE DEPARTMENT STAFF REPORT

TO: PRESIDENT & BOARD OF TRUSTEES FROM: PAT ROLLINS, CHIEF OF POLICE DATE: OCTOBER 15, 2021 Significant Police Events

• None.

Conferences / Training / Seminars

• Police Law Institute monthly computerized training for October covers the following topics: Law Updates and Cultural Competency.

• October 7, Detective Thoele attended a 7-hour virtual training on strangulation. The training was presented by Alliance for Hope International. The workshop provided updated protocols for strangulation investigations from the initial scene, to the autopsy, to conducting the investigation, and hopefully leading to a more successful outcome in the courtroom.

• Detective Thoele and Sgt. Durham attended the Illinois Homicide Investigators Association Annual Conference on October 12 through October 14 in Itasca. The annual conference training hours counts towards their mandated annual requirement hours to maintain their homicide investigator certification from the State.

Administrative

• October 4th, Department Heads, Village Attorney, and the Village Administrator participated in a regular schedule attorney meeting.

• Chief Rollins attended a user’s group meeting for our Records Management Software held in Elgin on October 5.

• Sugar Grove Police Department partnered with Kaneland Harter Middle School with their annual lockdown drill on October 6.

• On October 6, Chief Rollins participated in a virtual weekly staff meeting with Department Head Members and Alison updating each other on village initiatives and projects.

• October 7, Department Heads and the Village Administrator met virtually with President Konen as part of our on-going weekly collaboration.

• October 8, Chief Rollins participated in a policy review of Special Events/Food Trucks with Alison Murphy, Dani Marion, and Brent Eichelberger.

• Chief Rollins helped coordinate the installation of an in-building cellular antenna system at Public Works on October 11 and 12th. The new system is operational and providing better-quality cellular reception in their facility.

• Officer Hanold on October 12, picked up supplies at the DEA warehouse in Chicago for the upcoming National Take Back Initiative occurring on October 23.

• The Board of Police Commissioners held a Special Meeting on October 12 to conduct the oral interviews for the Sergeants Promotional List.

• October 13, Chief Rollins participated in a virtual weekly staff meeting with Department Head Members and Alison updating each other on village initiatives and projects.

• The Board of Police Commissioners held a Special Meeting on October 13 as next week’s regular scheduled meeting was changed to this date, due to scheduling conflict with one of the commissioners. The Commission at this meeting compiled and then approved the Initial Sergeants Promotional List, in addition to their other items on the agenda.

• October 14, Department Heads and the Village Administrator met virtually with President Konen as part of our on-going weekly collaboration.

Directed Patrols and Crime Prevention Activity

• Officers continue to drive through all neighborhoods during the overnight hours alerting residents that have open overhead garage doors. They are contacting residents to secure their garage.

• Speed Trailer –was deployed on Park and Hampstead on October 15, 2021.

• Speed Radar Pole Signs: Unit # 1 deployed in the 200 block of Snow St. on September 9 to address speeding auto complaints.

Unit # 2 deployed in the 200 block of Berkshire. on October 8 to address speeding auto complaints.

Emergency Preparedness:

• Emergency Warning Sirens monthly and weekly testing continue. The monthly audible test occurred on October 5 at 10am. A review of the coverage area during the monthly test continues.

Upcoming Activities: • A joint active shooter drill is being planned with the Fire Department that will occur

on three different dates to accommodate the different working shifts for both departments.

• The Village of Sugar Grove is also participating in the National Prescription Drug Take-Back Day on October 23, 2021

Village of Sugar Grove Public Works Department

MEMORANDUM October 15, 2021 TO: Village President and Board of Trustees

FROM: Anthony Speciale, Public Works Director RE: PUBLIC WORKS DEPARTMENT STAFF REPORT The following is a short summary of current projects that the Public Works Department is addressing: On October 7, 2021 I attended the CMAP State of the Region Virtual Event. This year’s theme was Prosperity with Purpose, looking at progress toward building an inclusive and thriving northeastern Illinois. On October 7, 2021 Brad Merkel, I and EEI staff meet to review the Draft CMAP Pavement Management Report. CMAP is scheduled to Present the Report at the November 16 Village Board Meeting. On October 13, 2021 Brad Merkel and Chris Lemke attended a Water Systems Coating webinar hosted by Maquire Iron. The course covered the changes in coatings used in potable water systems and the future including NSF600. On October 14, 2021 Brad Merkel attended the Water Sector Earth Ex webinar. Topics included planning and recovering from floods and natural disasters. Public Works Facility Painting Project: On September 14, 2021 the pressure washing and painting of the Public Works Facility has started. The exterior of the Building is complete aside from the steel frame doors and the contractor is currently painting the interior of the shop. The Building is looking Great.

2021 Road Program: The 2021 Road Program landscaping and crack sealing have been completed. The punch list has been provided to the contractor. A few items are left to complete. Public Works Field Operations: Staff has been cleaning the lift station wet wells in preparation for winter. Staff distributed monthly shut-off notices to delinquent accounts. Staff has completed a total of 126 JULIE tickets to date in the month of October. Staff has repaired or replaced a total of 26 street lights since October 1. Staff has been asphalt patching in various spots around the Village, a total 10.5 of tons of hot mix asphalt was patched. Staff has been removing and re-pouring concrete as part of the 50/50 sidewalk program. Staff has replaced 86 squares of sidewalk and 89 trip hazards have been eliminated by polyurethane lifting the squares.

Current FY September - 21

Previous FY September - 20

Current Fiscal YTD

Previous Fiscal YTD

JULIE Tickets 226 214 1115 6493 Total Distribution Pumpage (1,000 gallons) 28MG 29MG 237MG 179MG Average Daily Pumpage (1,000 gallons) .89MG .90MG .94MG .99MG