***SPECIAL MEETING***

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1 ***SPECIAL MEETING*** AGENDA BOARD OF TRUSTEES VILLAGE OF CARPENTERSVILLE April 16, :30 A.M. VILLAGE HALL BOARD ROOM 1200 L.W. BESINGER DRIVE, CARPENTERSVILLE, ILLINOIS I. Call to Order II. III. IV. Roll Call for Attendance Pledge of Allegiance Invocation V. Proclamations, Congratulatory Resolutions, and Awards VI. VII. Appointments, Confirmations, and Administration of Oaths Public Comment Please keep comments to 5 minutes or less VIII. Consent Agenda All items listed on the Consent Agenda will be enacted by one motion. There will be no separate discussion of those items unless a Trustee so requests, in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Bills Fiscal Year Bills List Totaling $ 1,558, B. Approval of Minutes Regular Board Meeting of March 3, 2015 C. Ordinance Amending Section of the Carpentersville Municipal Code, As Amended, Regarding Ambulance Service Fees Page 1

2 ***SPECIAL MEETING*** D. Dundee Township Park District Donuts for Dad 5K Run Special Event Fee Waiver Request E. Resolution Appointing the Plan Coordinator of the Village for the International City/County Management Association Retirement Corporation s Deferred Compensation Retirement Plan F. Resolution Approving Addendum No. 1 to the Mutual Confidentiality and Non-Disclosure Agreement with the Owners of the Spring Hill Mall and the Village of West Dundee G. Request from Carpentersville VFW Post No to Conduct Their Annual Poppy Days Solicitation IX. Reports of Manager, Officers, Commissions, and Staff A. Update on Wal-Mart Supercenter Development B. Update on Spring Hill Mall Redevelopment Plans X. Old Business XI. New Business A. Financial Investment Plan XII. XIII. XIV. Trustee Reports Executive Session Adjournment The Village of Carpentersville, in compliance with the Americans with Disabilities Act (ADA), requests that persons with disabilities requiring accommodations to observe and / or participate in this meeting or having questions about the accessibility of meeting facilities contact the Assistant Village Manager (the Village s ADA Coordinator) at (847) at least 24 hours in advance of the meeting date. Posted on April 13, 2015 at Village of Carpentersville 1200 L.W. Besinger Drive Carpentersville, Illinois Page 2

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15 04/16/15 Agenda Item No. VIII.C. VILLAGE OF CARPENTERSVILLE 1200 L. W. Besinger Drive Carpentersville, Illinois Village President Ed Ritter Village Clerk Therese M. Wilde Village Manager J. Mark Rooney JMR Concur Village Trustees Don Burroway Paul Humpfer Kevin Rehberg Pat Schultz Virginia Stephens Kay Teeter BOARD REPORT TO: FROM: Village President and Board of Trustees John Skillman, Deputy Fire Chief DATE: April 10, 2015 RE: Approval of an Ordinance Amending Section of the Carpentersville Municipal Code As Amended Regarding Ambulance Service Fees BACKGROUND At the March 14, 2015 Audit & Finance Commission meeting, it was recommended that Ambulance Service Fees be adjusted to be matched with other local fire departments in the area. After meeting with the provider of the Ambulance Billing Company, they recommended that we follow the Bensenville, IL. rate structure and charge the same rates for out of district as does the East Dundee Fire Department. FISCAL IMPACT The (2014/2015) budget indicates receipts of approximately $550, based upon a consistent EMS call volume of 2600 calls per year. Per the new Ordinance in 2015 during the eight month budget the revenue is projected to at $516,000 with the new fee schedule. Recommendation That the Village Board approves the Resolution authorizing the approval of the Amendment to the Municipal Code regarding Ambulance Service Fees.

16 ORDINANCE NO. AN ORDINANCE AMENDING SECTION OF THE CARPENTERSVILLE MUNICIPAL CODE, AS AMENDED, REGARDING AMBULANCE SERVICE FEES WHEREAS, the Village of Carpentersville is a home rule municipal corporation in accordance with Article VII, Section 6(a) of the Constitution of the State of Illinois of 1970; and WHEREAS, the Village has the authority to adopt ordinances and to promulgate rules and regulations that pertain to its government and affairs; and WHEREAS, Section of the Carpentersville Municipal Code, as amended ( Village Code ), requires the payment of fees for ambulance transport services provided by the City, in the amounts set forth in Section of the Village Code; and WHEREAS, the Village President and Board of Trustees desire to amend Section of the Village Code to update the fees for ambulance transport services, to reflect the actual costs of such services ( Ambulance Transport Service Fees ); and WHEREAS, the Village finds that the Ambulance Transport Service Fees implemented pursuant to this Ordinance are based on the actual costs of the services and that those costs are usual, customary, and reasonable for the services provided; and WHEREAS, the Village President and Board of Trustees have determined that it will serve and be in the best interest of the Village and its residents to amend the Village Code as set forth in this Ordinance; NOW, THEREFORE, BE IT ORDAINED by the President and Board of Trustees of the Village of Carpentersville, Kane County, Illinois, as follows: SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part of, this Ordinance as the findings of the Village President and Board of Trustees. SECTION 2: AMBULANCE SERVICE FEES. Section , titled "License, permit, and other fees," of Chapter 20.01, titled "Fees," of Title 20, titled "Fees and Fines" is hereby amended to add the following: Ambulance Service 1 Resident Basic Life Support Resident Advanced Life Support I Resident Advanced Life Support II The Published Medicare Coverage rate in effect at time service is provided Section Additions are bold and double-underlined; deletions are struck through. 1

17 2 Non-resident Basic Life Support Non-resident Advanced Life Support I Non-resident Advanced Life Support II 200% of the Published Medicare Coverage rate in effect at time service is provided Section a Resident Basic Life Support $ Section b Resident Advanced Life Support I $1, Section c Resident Advanced Life Support II $1, Section a Non-resident Basic Life Support $1, Section b Non-resident Advanced Life Support I $1, Section c Non-resident Advanced Life Support II $2, Section Resident/Non-Resident Mileage Rate Transport: Sherman Hospital-Elgin, Provena St. Joes-Elgin, St. Alexis-Hoffman Estates 125% of Published Medicare Coverage rate $16.00 per mile Section SECTION 3: SEVERABILITY. The invalidity of any section or provision of this Ordinance hereby passed and approved shall not invalidate other sections or provisions thereof. SECTION 4: EFFECTIVE DATE. The provisions of this Ordinance shall be in full force and effect upon its passage, approval and publication, in accordance with law. Additions are bold and double-underlined; deletions are struck through. 2

18 Motion made by Trustee, seconded by Trustee, that the Ordinance be passed. ADOPTED BY THE PRESIDENT AND BOARD OF TRUSTEES of the Village of Carpentersville, Illinois at a regular meeting thereof held on the day of, 2015, pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this day of, (SEAL) Village President ATTEST: # _v1 Village Clerk Additions are bold and double-underlined; deletions are struck through. 3

19 04/16/15 Agenda Item No. VIII.D. VILLAGE OF CARPENTERSVILLE 1200 L. W. Besinger Drive Carpentersville, Illinois Village President Ed Ritter Village Clerk Therese M. Wilde Village Manager J. Mark Rooney JMR Concur Village Trustees Don Burroway Paul Humpfer Kevin Rehberg Pat Schultz Virginia Stephens Kay Teeter BOARD REPORT TO: FROM: Village President, Board of Trustees, Manager, and Attorney Marc P. Huber, Community Development Director DATE: March 23, 2015 SUBJECT: Special Event Fee Waiver Request Dundee Township Park District Donuts for Dad 5K Run BACKGROUND The Park District submitted an application for a Donuts for Dad 5K Run on June 14, 2015 and requested a waiver of the fee. The Dundee Township Park District has been conducting an annual 5K Run for the past nine years through Carpentersville and East Dundee. In the past, the application for this event has always been approved by staff and the $ fee for the event has been waived by the Village Board, as requested by Dundee Township. ANALYSIS The Park District submitted the completed Special Events Application on March 18, 2015, and the application has been routed to the appropriate Village departments for review. Attached is the application and race route. In the past, the Village Board directed that non-profit organizations and governmental entities working with the Village be provided support by Village Staff and the costs should be absorbed within department budgets. Because this is an event sponsored by the Dundee Township Park District and because there have been no problems with Staff usage for this event in the past, the waiver of the $ fee for this event by the Village Board would be consistent with Board guidance.

20 04/16/15 Agenda Item No. VIII.D. FISCAL IMPACT The Donuts for Dads 5K Run sponsored by Dundee Township will utilize Village manpower from the Police Department already assigned to work in the morning of the event. Therefore, therefore, it is currently projected that there will be no overtime incurred. Therefore, the primary fiscal impact upon the Village will only be the loss of the $ fee. DEPARTMENT RECOMMENDATION STAFF RECOMMENDS THAT THE VILLAGE BOARD OF TRUSTEES WAIVE THE $ SPECIAL EVENT PERMIT FEE FOR THE DUNDEE TOWNSHIP PARK DISTRICT DONUTS FOR DADS 5K RUN ON JUNE 14, 2015.

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24 VILLAGE OF CARPENTERSVILLE 1200 L. W. Besinger Drive Carpentersville, Illinois /16/15 Agenda Item No. VIII.E. Village President Ed Ritter Village Clerk Therese M. Wilde Village Manager J. Mark Rooney _jmr Concur Village Trustees Don Burroway Paul Humpfer Kevin Rehberg Pat Schultz Virginia Stephens Kay Teeter BOARD REPORT TO: FROM: VILLAGE PRESIDENT AND BOARD OF TRUSTEES HITESH DESAI, FINANCE DIRECTOR DATE: APRIL 6, 2015 TITLE: Change in Plan Coordinator for ICMA RC BACKGROUND International City/County Management Association Retirement Corporation (ICMA-RC) is a non-profit independent financial services corporation focused on providing retirement plans and related services for public sector participant accounts. The Village of Carpentersville participates with ICMA-RC in the deferred compensation retirement plan for its employees. ANALYSIS Currently, ICMA-RC has one of the former village employees (former HR Director) as a plan coordinator. Since Village couldn t update the personnel changes with ICMA-RC, it has resulted into a restricted access to some of the online functionalities. To gain full access, it is necessary to have updated information with Finance Director being the new plan coordinator. ICMA-RC also requires having a Board approved resolution appointing Finance Director as a plan coordinator. FISCAL IMPACT No fiscal impact. RECOMMENDATION The Village Board passes the attached resolution approving Finance Director as a Plan Coordinator with ICMA-RC

25 RESOLUTION NO. A RESOLUTION APPOINTING THE PLAN COORDINATOR OF THE VILLAGE FOR THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION RETIREMENT CORPORATION S DEFERRED COMPENSATION RETIREMENT PLAN WHEREAS, the Village is a participant in the International City/County Management Association Retirement Corporation s ( ICMA-RC ) deferred compensation retirement plan ("Plan"); and WHEREAS, the Village President and Board of Trustees have previously appointed the Village s coordinator for the Plan; and WHEREAS, the President and Board of Trustees now desire to appoint a new Village coordinator for the Plan; and WHEREAS, the President and Board of Trustees have determined that the adoption of this Resolution will serve and be in the best interests of the Village; NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Carpentersville, Kane County, Illinois, as follows: SECTION 1: RECITALS. The facts and statements contained in the preamble to this Resolution are found to be true and correct and are hereby adopted as part of this Resolution. SECTION 2: APPOINTMENT OF AUTHORIZED AGENT. The President and Board of Trustees hereby appoint the Village Finance Director as the authorized coordinator of the Village for the Plan. All previous appointments by the President and Board of Trustees of an official coordinator of the Village for the Plan are hereby null and void and of no force or effect. SECTION 3: EXECUTION OF REQUIRED DOCUMENTATION. The Village Manager, the Village Clerk, and the Village Finance Director are hereby authorized to execute such documentation as is necessary to effectuate the appointment authorized in Section 2 of this Resolution and to carry out the obligations of the Village with respect to the ICMA-RC and the Plan. SECTION 4: EFFECTIVE DATE. This Resolution will be in full force and effect from and after its passage and approval as provided by law. [SIGNATURE PAGE FOLLOWS]

26 Motion made by Trustee, seconded by Trustee, that the Resolution be adopted. ADOPTED BY THE PRESIDENT AND BOARD OF TRUSTEES of the Village of Carpentersville, Illinois at a regular meeting thereof held on the day of, 2015, pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this day of, (SEAL) Ed Ritter, Village President ATTEST: Therese M. Wilde, Village Clerk # _v1

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29 RESOLUTION NO. A RESOLUTION APPROVING ADDENDUM NO. 1 TO THE MUTUAL CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT WITH THE OWNERS OF THE SPRING HILL MALL AND THE VILLAGE OF WEST DUNDEE WHEREAS, Spring Hill Mall, L.L.C. and Rouse Properties, L.L.C. (collectively, the "Owners") are, collectively, the owners of the Spring Hill Mall shopping center ("Spring Hill Mall"); and WHEREAS, the Spring Hill Mall is located in part within the Village of Carpentersville and in part within the Village of West Dundee ("West Dundee"); and WHEREAS, the Owners desire to pursue the potential redevelopment of the Spring Hill Mall; and WHEREAS, in order to promote the potential redevelopment of the Spring Hill Mall, the Village, West Dundee, the Owners, and Busse Consulting, Inc. ("Busse") have entered into that certain Mutual Confidentiality and Non-Disclosure Agreement, dated July 17, 2014, in connection with such redevelopment ("Agreement"); and WHEREAS, the Village, West Dundee, the Owners, and Busse now desire to approve an addendum to the Agreement, to permit disclosures of certain informtation related to the proposed redevelopment of the Spring Hill Mall ( Addendum ); and WHEREAS, the Village President and Board of Trustees have determined that it will serve and be in the best interest of the Village to enter into the Addendum; NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Carpentersville, Kane County, Illinois, as follows: SECTION 1: RECITALS. The facts and statements contained in the preamble to this Resolution are found to be true and correct and are hereby adopted as part of this Resolution. SECTION 2: APPROVAL OF ADDENDUM. The Addendum between and among the Village, West Dundee, the Owners, and Busse is hereby approved in substantially the form attached to this Resolution as Exhibit A and in a final form to be approved by the Village Manager and the Village Attorney SECTION 3: EXECUTION OF ADDENDUM. The Village Manager is hereby authorized and directed to execute and attest, on behalf of the Village, the Addendum and all necessary documentation related thereto. SECTION 4: EFFECTIVE DATE. This Resolution will be in full force and effect from and after its passage and approval as provided by law. [SIGNATURE PAGE FOLLOWS]

30 Motion made by Trustee, seconded by Trustee, that the Resolution be adopted. ADOPTED BY THE PRESIDENT AND BOARD OF TRUSTEES of the Village of Carpentersville, Illinois at a regular meeting thereof held on the day of, 2015, pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this day of, (SEAL) Ed Ritter, Village President ATTEST: Therese M. Wilde, Village Clerk

31 EXHIBIT A Addendum

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36 VILLAGE OF CARPENTERSVILLE 1200 L. W. Besinger Drive Carpentersville, Illinois /16/15 Agenda Item No. VIII.G. Village President Ed Ritter Village Clerk Therese M. Wilde Village Manager J. Mark Rooney _JMR Concur Village Trustees Don Burroway Paul Humpfer Kevin Rehberg Pat Schultz Virginia Stephens Kay Teeter BOARD REPORT TO: FROM: Village President and Board of Trustees J. Mark Rooney, Village Manager DATE: April 13, 2015 RE: Charitable Solicitation Carpentersville VFW Post 5915 The Carpentersville Veterans of Foreign Wars Post 5915 and its ladies Auxiliary have requested permission to conduct their annual Poppy Days solicitation in the Village of Carpentersville on Friday, May 1, 2015; Saturday, May 2 nd, 2015 and Sunday, May 3, 2015 at the following intersections: Illinois Route 25 / Illinois Route 68 Illinois Route 25 / Hazard Road Illinois Route 25 / Lake Marian Road Illinois Route 25 / Helm Road Illinois Route 25 / Kings Road Kings Road / Tulsa Avenue I recommend your approval of their request.

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39 VILLAGE OF CARPENTERSVILLE 1200 L. W. Besinger Drive Carpentersville, Illinois /16/15 Agenda Item No. XI.A. Village President Ed Ritter Village Clerk Therese M. Wilde Village Manager J. Mark Rooney jmr Concur Village Trustees Don Burroway Paul Humpfer Kevin Rehberg Pat Schultz Virginia Stephens Kay Teeter BOARD REPORT TO: FROM: VILLAGE PRESIDENT AND BOARD OF TRUSTEES HITESH DESAI, FINANCE DIRECTOR DATE: APRIL 8, 2015 TITLE: Diversify cash and investments to maximize returns BACKGROUND Currently, the Village of Carpentersville has over $30M in cash and investments. These funds are invested in checking accounts, certificate of deposits or money market accounts. Most of these funds are invested with Illinois Fund (US Bank) and Illinois Metropolitan Investment Fund (IMET) followed by small share with local banks. ANALYSIS With the economy slowly improving, there are several alternative investment opportunities which staff wants to explore. The proposed diversification plan calls for new/increased investment in Marketable Certificates of deposits (CD s), Certificate of Deposit Account Registry (CDAR s), Government Agencies, Treasuries and rated Illinois Municipal Bonds. Staff also wants to invest the funds for a longer term of no more than 36 months to maximize the investment returns. The investment will be made with the primary goal of safety followed by liquidity and earnings. Staff will make sure that funds are adequately secured to protect against any potential loss. The funds will be invested in the manner consistent with the village needs for Payroll disbursements, Vendor payments, Capital Projects funding requirements and any other operational needs. The proposed investment strategy will be in compliance with applicable state statues and the Village investment policy.

40 04/16/15 Agenda Item No. XI.A. After consulting with the Village Engineering staff, Finance has prepared a tentative plan with several options for investing roughly $10M received towards bond proceeds last year. Staff intends to proceed with option 3 with $1M invested for a term longer than 24 months. Once investments are made per this model, staff will work on a similar model for investing other funds. FISCAL IMPACT No fiscal impact. RECOMMENDATION This is for informational purpose only for the Village Board. The Investments would be in full compliance of state investment statutes as well as the Village of Carpentersville Investment policy.

41 Village of Carpentersville Potential Investment Strategy Balance in IL Funds Bonds as of 3/31/15: 10,058, Amounts being spent within next 12 months: 6,157, Investment Recommendations: Option 1 Cash on hand (25% of 1-year spend) 1,539, month investment 3,078, month investment 1,539, month investment 3,901, ,058, Option 2 Cash on hand (25% of 1-year spend) 1,539, month investment 2,050, month investment 2,567, month investment 3,901, ,058, Option 3 Cash on hand (25% of 1-year spend) 1,539, month investment 1,539, month investment 3,078, month investment 2,901, year investment 1,000, ,058,193.00