Minutes of the October 14th Mill Creek SSA Meeting
October 31, 2009
DRAFT
Minutes of the Mill Creek Special Services Advisory Body
October 14, 2009
The meeting of the Mill Creek Special Services Advisory Body was held on Wednesday,
October 14, 2009 at 7:00 p.m. in the 4th Floor Conference Room at the Kane County
Government Center.
The following members were in attendance:
Mark Ruby
Carol Frey
Jackie Forbes
Karen Kosog
Brian Grinstead
Sandra Rolnicki
Ron Preston
Also, in attendance:
Phil Bus, Executive Director, Development Department
Jennie Gatske, Program Manager, Staff Coordinator
Mary Anne Hoye, Administrative Officer
Bill Earle, Mill Creek resident
Tom Riordan, Mill Creek Resident
Wayne White, Master Arborist
1. Minutes (June 10, 2009)
The minutes of the June 10, 2009 meeting were approved unanimously.
2. Public Comment
There was no public comment at this time.
3. Landscaping & Maintenance
Mary Anne Hoye reported that 40 dead trees have been removed from the common areas
and 10 have been replaced so far, with 3 more on order. She stated that Staff wasn’t
planning on replacing all that were removed; rather, it was determined that some of the
areas would be more aesthetically pleasing with fewer trees with more space in between.
She also stated that the mums were complete in the planting beds. The Advisory Body
concurred that the mums did look very nice this year. Ms. Gatske stated that several new
planting beds had been installed as well: one at Prairie Clover and Keslinger, one at
Hughes Road and Fabyan Parkway, a small one at Washburn Place and some planting
beds had been cut out at Warner and N. Mill Creek Drive to soften the boulders placed
last year. Mr. Bus also stated that the stream bank at the Dobson Street Bridge had begun
to erode, leading to the installation of darts to prevent undercutting.
Ron Preston introduced Wayne White, Master Arborist, to talk about treatment for the
ash trees throughout the neighborhood. Mr. Preston stated that he had contacted Mr.
White to treat his ash trees in his back yard from the Emerald Ash Borer (EAB). Mr.
Preston stated that with the great number of ash trees throughout Mill Creek, it might be
cost effective to look at treatment programs instead of full replacement. Mr. White stated
that he has initiated treatment for many homeowners as well as communities for
protection from the EAB. His fees are generally around $8.00/diameter inch of the tree.
He stated that he performs an initial evaluation, then both a soil and trunk application for
the tree. All products are environmentally safe and the treatment span is about 5 years.
He does the soil application in April with a trunk application in June when the EAB
would be in the adult stage. He pointed out that the damage from the EAB doesn’t
usually show until the second year of infestation; therefore, getting started on a treatment
program now would be the best course of action. Mr. Bus asked if the treatment included
an inventory of the trees in the neighborhood. Mr. White stated that he does an inventory
as part of the treatment, but would be willing to do a pre-inventory for a fee to determine
the number of potential ash trees and apply the cost to the final pricing of treatment.
Mr. Bus asked the Advisory Body if they would be interested in a proposal from Mr.
White; they all agreed. Mr. Bus explained that due to purchasing regulations from the
State Statute, the SSA is required to seek bids for over $30,000, or receive 3 quotes for
pricing under $30,000. Brian Grinstead asked if the SSA would be willing to offer a
program for assistance to the homeowners for the cost of treatment. Mr. Bus stated that
we could work with the vendor to offer fixed and discounted pricing for the interested
homeowners. A motion was made to request a proposal on the cost of inventory
screening for the Mill Creek neighborhood; motion passed.
4. Wildflower Maintenance
Jennie Gatske stated that the Wildflower Walk in July went very well. Despite a small
turnout, Mark Micek from Tall Grass Restorations spent about an hour and a half
explaining the various species of wildflowers and grasses growing along the bike path on
South Mill Creek Drive. Staff is looking to coordinate another wildflower walk for 2010.
5. Snow Removal
Jennie Gatske stated that Forever Green Lawns was awarded the bid for the snow
removal for 2009-10. She stated that she and Mary Anne met with the owner and are
confident with his qualifications. She also stated that there were a couple of new areas
that were added in this year’s bid. One is at the corner of King Drive and Chadsworth, at
the common sidewalk in front of the open space. The other area is the bike path leading
south from the new school off of Grengs Lane as it intersects with South Mill Creek
Drive. Ms. Gatske stated that both of these areas are as a result of suggestions from
residents and are being added for the first time this year. She stated that Forever Green
did subcontract for a company that contracted with Tovar in the past for snow removal in
the Village Center.
6. Holiday Lighting
Ms. Gatske distributed the quote from Clarence Davids & Company for the holiday
lighting. This is the same company used for the past 2 years. This year’s quote,
including new areas in Y (Tanna) and the south flag area, is $20,998. All services
include set up, maintenance and tear down after New Year’s. Karen Kosog asked if the
lights could be put up earlier this year as they seem to be turned on later each year. Ms.
Gatske stated that she would request that the lights be turned on the weekend
immediately following Thanksgiving. A motion was made to proceed with the contract,
adding that the lights be turned on the weekend after Thanksgiving. Motion passed.
7. Traffic Detail
Ms. Gatske distributed the tentative schedules for the traffic detail in October and
November. She stated that the program continues to be popular with the officers, as it is
on a sign-up basis during the officers’ spare time.
8. Financials
Jennie Gatske distributed the financial reports for up to the end of September 2009. She
stated that currently, the expenditures are at about 99% of the year’s budget. She stated
that one of the reasons is that the property tax collection was lower than expected.
Another reason is that the costs for road maintenance (snow removal) were higher than
expected due to the snowy/icy winter. Sidewalk replacement had increased again this
year, and utility costs went up as well. She stated that the expenditures will be balanced
out with some of the money on hand. The FY 2010 budget is scheduled for approval by
the County Board during the November County Board meeting and Ms. Gatske will have
copies of the approved budget for the December meeting.
9. Other Business
Jennie Gatske distributed the Clarke Mosquito report for West Nile Virus screening in Mill Creek for 2009.
Ms. Gatske distributed the Mill Creek SSA Advisory Body meeting schedule through 2010.
Ms. Gatske stated that Staff will be working on the Parkway Tree Planting Program RFP
in December for next spring.
She also stated that currently, there are about 26-28 MARS aerators in Mill Creek ponds.
She stated that the overall health of the ponds in Mill Creek has greatly improved since
the installation of the aerators.
Ms. Gatske informed the SSA Advisory Body that Lisa Beigel turned in her resignation,
creating an open position. She encouraged the Body to invite neighbors and friends who
were interested to send a resume.
This Mill Creek SSA Advisory Body meeting signified Phil Bus’ final meeting. As of
November 30, 2009, Mr. Bus will retire with over 37 years of service to Kane County.
The Advisory Body wants to congratulate Mr. Bus and express appreciation and thanks
for his service which has been instrumental to the success of Mill Creek.
10. Adjournment
The meeting was adjourned at 8:35 pm. The next meeting will be at 6:00 pm on
Wednesday, December 9, 2009 at the Village Center office.
__________________________________
Jennie Gatske
Staff Coordinator
Mill Creek SSA
