Macon Reporter

Village of Warrensburg Village Board met Nov. 1.

Here is the minutes provided by the board:

CALL TO ORDER: Mayor C. Maloney opened the meeting at the Warrensburg Village Hall on Monday, October 1, 2018 at 6:00 p.m. reminding those in attendance that the meeting was being recorded.

THE PLEDGE OF ALLEGIANCE was recited.

ROLL CALL: Present: Mayor C. Maloney, Trustee L. Hackl, Trustee J. Oakley, Trustee K. Musick, Trustee R. Ewing, Trustee F. Musick, Trustee D. Fisher. Also present were Attorney J. Jankowicz, Chief G. Wheeler and DPW Hadley.

MAYOR’S COMMENTS: Mayor Maloney read the National Walk/Bike to School Proclamation for Wednesday, October 10, 2018. If there is no strong objection from the board, Trick or Treat Hours will be October 30th from 5:00 p.m. – 8:00 p.m. and October 31st from 5:00 p.m. – 7:00 p.m. The annual Halloween parade will be on the 31st at 7:00 with the line up at the Grade School ending at the Fire Department. Prizes will be awarded there with light refreshments.

Mayor Maloney read a letter from Jon Thomas in regards to the Macon Co Emergency Alert System by Everbridge. Our projected 2019 fee will be $771.97. It will be discussed at a future meeting.

PUBLIC COMMENTS: Harold Hawkins asked about the property at 224 W. Main in regards to the weeds. This is the property which will be auctioned on October 10. Atty Jankowicz explained the demolition process and why the Village was opting for the procedure they have chosen.

He also asked about the date for the TIF meeting. Mr. Hawkins asked when residents would be able to pay their water bills via credit card and was informed it is already in place and if he has any further questions, he can contact the office for assistance.

NEW BUSINESS: Chad Lucas from Sikich was present to discuss the results of the audit. He mentioned that the USDA requested comparative information be included for the water fund in accordance with the loan agreement. So, there is FY 2017 included. There is also a yellow book opinion, a government auditing standard, which is also required by the USDA grant.

The Village is a modified cash basis, not an accrual basis. In the fall of 2017, the Comptroller’s office issued a notice that said all municipalities were going to need to convert to accrual basis financial statements, starting in 2019. However, in August, the legislature passed a law that allowed government entities who are currently reporting with a modified cash basis to remain doing so. Most of the governmental funds are showing a deficit fund balance and cautioned the board to keep an eye on this. It appears that each of the funds have borrowed funds from the sewer fund at different times which has not been repaid. Trustee K. Musick mentioned that we are currently paying back at a rate of $1,800.00 a month from the General Fund to the Sewer Fund. (It is actually $1,500.00 a month). Trustee Hackl asked where the debt to sewer came from or how far back. The audit just shows as of April 30 and doesn’t show historical information. Trustee K. Musick stated that she does have that information but she just needs to decipher it. Trustee Oakley asked about MFT owing $26,000.00 to other funds. Chad Lucas stated that wasn’t from this past fiscal year. It has been in the audit findings for a while. It is an interfund payable showing the MFT borrowed money from another fund. Trustee K. Musick stated it could be something with payroll. Trustees Oakley and Hackl stated we should go back through the last several years audits. Trustee K. Musick also suggested we review the last MFT audit.

Chad Lucas mentioned Income Statement which showed a loss in both the water & sewer funds. The operating expenses does include depreciation, which is a non-cash item.

In the Water fund, there is a $69,402 loss in the disposal of assets section, which includes the water tower painting. When they looked at the depreciation listing, there were old water tower painting listings which should have been deleted in prior years. So they removed those items and the $69,000 is basically a depreciation of those items.

Page 30 of the report shows the restricted funds in the Water and Sewer accounts. Pages 35 – 39 shows the Budget vs Actual figures.

Segregation of duties was recommended and periodic reviews of the records was stressed.

Chad presented the Auditor’s Communication to the Board of Trustees. Some of the Control Deficiencies were discussed including Computer Access, IT Environment, Payroll Liabilities and Water Services Security Deposits. The audit noted there were multiple shared accounts in which user names and passwords were shared; the server and backups are not located in a secure location; various payroll liabilities should be separate from Social Security and Medicare liabilities and water security deposits were being refunded after 36 months rather than crediting the customer’s account. (Several of these issues have been corrected)

Several policies were reviewed and recommendations noted.

Trustee K. Musick asked the board to review the audit and bring any additional questions to the October 15 meeting prior to adopting the audit. The comptroller report is still being prepared.

REVIEW/APPROVAL OF MINUTES: Minutes of the regular session meeting of September 17, 2018 were presented for review. Trustee Oakley clarified the motion which had been made to approve the SRTS project by stating it was just to approve the SRTS application process. Motion by Trustee J. Oakley, seconded by Trustee K. Musick to approve the September 17, 2018 regular session minutes as clarified. Upon voice vote, motion carried. The minutes of the closed session minutes of September 17, 2018 will be held for review until the October 15, 2018 meeting.

VILLAGE ADMINISTRATIVE CLERK: In the absence of Village Administrative Clerk C. Hundley, Trustee K. Musick presented the bills and transfers sheet along with the budget to actual reports for the October 1, 2018 board meeting for review. Trustee K. Musick mentioned there was a $7,587.85 truck payment which was not included in the bills. (It was included in the A/P bills line items as shown on the Bills and Transfers report, along with the notation at the bottom of the transfer sheet, but not included in the Accounts Payable listing). Motion by Trustee K. Musick, seconded by Trustee J. Oakley to accept the balance sheet, pay the current bills and make the transfers as presented. Upon roll call vote, the trustees voted as follows – Yes: Trustees D. Fisher, L. Hackl, J. Oakley, K. Musick, R. Ewing, F. Musick. Motion carried.

ENGINEER: Nothing

WATER: Nothing.

BUILDING: Trustee Oakley asked if the Village was obligated for the cost of demolition of the property at 224 W Main. Atty Jankowicz stated the Village was either responsible or could go through a demolition suit. Demolition costs are not known at this time and would have to obtain bids. 2 local residents were interested in the property which will be auctioned on October 10. One of the persons would probably initiate the demolition on their own.

FINANCE: Trustee K. Musick and DWP Hadley had met earlier that afternoon with the auditor to discuss the discrepancy mentioned in the water reports. Those reports will be reviewed on a monthly basis.

STREET: Trustee Oakley mentioned there were tasks assigned to the school and to the Village in regards to the SRTS grant. IDOT is looking at the communities who are registering and participating in the Walk/Bike to School day. Trustee Oakley is working on information which can be posted on the website, social media, etc. Community feedback is valuable in this process as well, including the checklist.

Trustee Oakley had sent a draft of a proposed resolution to the Village email today but it wasn’t printed for the meeting tonight. He will also forward it to the attorney.

Trustee Oakley had talked with the school superintendent in regards to the sharing of costs.

Trustee Oakley moved and Trustee K. Musick seconded to go into closed session at the end of the meeting for the purpose of discussing the appointment, employment, compensation, discipline, performance or dismissal of an employee. 5ILCS 120/2 (C) (1). Roll call vote: Yes – Trustees L. Hackl, D. Fisher, F. Musick, K. Musick, R. Ewing and J. Oakley. Motion carried.

Trustee Hackl asked about burning of leaves. He questioned whether it could be put in the newsletter, on the water bills, social media or website notifying the residents they should not be burning on or near the street. It was also mentioned that prior years, during the trick-or-treating, residents were burning fresh grass and leaves during the time. A suggestion was made that the mayor issue a no-burn order for those days.

POLICE: Nothing.

Chief Wheeler: The monthly report was presented. Chief Wheeler reported that we did participate in the Rail Safety Week. This coming Friday, the pre-school will be making their annual visit to the Police Dept. They walk from the school to the department and back. Logan Co. Sheriff’s Office will also be involved.

We should be getting approval for the grant for Bullet Proof Vests.

SEWER: Nothing.

VILLAGE ATTORNEY: Nothing.

DIRECTOR OF PUBLIC WORKS: Engineer Mark Bingham had contacted Danny in regards to the Cape Seal project and they should be working on that Oct 4. The generators have been loaded to take to Martin Auction. He asked what paperwork might be needed from the Village. There will be bills of sale for the mayor to sign and then he will get the serial numbers to Trustee K. Musick.

OTHER AND/OR OLD BUSINESS: Nothing had been received either at the Village Hall or at the County Clerk’s office in regards to the petition for the Special Services Area Tax.

Mayor Maloney presented the minutes for the 2 meetings in regards to the Wind Turbine money. Trustee Hackl asked when it was approved to use those funds. Mayor Maloney stated the funds were deposited into the General Fund but it didn’t appear to be any discussion as to future use of the funds. Trustee K. Musick stated the money was in the General Fund and we had to use it to pay the bills. Mayor Maloney reiterated that we didn’t have the real estate property tax revenue at that time. Trustee Oakley stated he remembered it being mentioned that the Finance Committee should meet to determine what the funds could be used for and report to the board.

Discussion ensued.

The board adjourned to Closed Session at 7:39 p.m.

The Board returned to Open Session at 8:03 p.m.

Motion by Trustee D. Fisher, seconded by Trustee F. Musick to adjourn. Upon voice vote, motion carried unanimously.

Mayor Maloney adjourned the meeting at 8:04 p.m.

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