Macon Reporter

Village of Warrensburg Village Board met Nov. 21.

Here are the minutes provided by the board:

CALL TO ORDER: Mayor pro-tem Oakley called the meeting to order at the Warrensburg Village Hall on Monday, November 21, 2022 at 5:30 p.m., reminding everyone the meeting was being recorded.

THE PLEDGE OF ALLEGIANCE was recited.

ROLL CALL: Present: Trustee Fisher, Trustee Freeman, Trustee Hood, Trustee Netherton & Trustee Oakley. Also present were Chief Wheeler, Atty Jankowicz, DPW Allen & VAC Hundley. Mayor Riley & Trustee Hackl were absent.

MAYOR’S COMMENTS: On behalf of Mayor Riley, VAC Hundley reported the tree had been picked up today for the One Tree – Many Branches Christmas Tree project. It will hopefully be set up this week. Refreshments will be available along with a chorus from the school to provide 15 – 20 minutes of Christmas songs, one of the area pastors for the blessing, Mrs. Claus and the tree lighting at 7:00 is the tentative schedule. Everyone is encouraged to attend on December 3.

The Lions’ Club Brotherhood Tree is again sponsoring a toy drive to assist those in the school district. The Village Hall is a collection point for unwrapped toys for children 0 - 17 or monetary donations. The Lion’s Club will supply gift cards (possibly from Aldi’s) for food purchases.

PUBLIC COMMENTS: Seth Flach from Milano & Grunloh Engineers was in attendance to update the board on the process for applying for an IEPA Revolving Fund, which is a loan program for wastewater and water restoration projects. The estimate presented previously has not currently changed. It is for construction funds only. His firm does not charge a fee for applying. But if we do receive the funding, there is a 15% fee, which is for design & inspection. More research had been done and the Village would be eligible for up to 60% principal forgiveness. This would be for a 30-year loan. The deadline for the preapplication process is March. He provided an additional packet which had the engineer’s notes along with the checklist and certification form. Those would be completed by Milano & Grunloh but he wanted the board to see what would be required.

The interest rate for the loan is based on median household income, which the threshold for lower income communities is for under $68,400.00 as of 2010. The Village would possibly be eligible for the 0.93% rate instead of 1.24% if we are still under that threshold.

Trustee Oakley affirmed the pre-application deadline is March and asked how that compares to the actual application. After pre-approval, they would obtain an EPA permit, getting the plans approved and a more tight-knit estimate for the IEPA process. Trustee Oakley asked what the timeline would be for the Village to say yes or no. Mr. Flach stated a decision should be made within the next 2 months so they could get on it as soon as possible. The start of the project could be over a year away.

DCEO also has a low to moderate income threshold which we would not qualify for. They offer grants that cover 100% up to a certain amount that goes toward construction costs and the Village would still have to cover design & inspection, in addition to costs over the grant.

Trustee Fisher asked about the last time Milano & Grunloh were at the meeting and wasn’t something said about needing to go through Chastain & Assoc. Atty Jankowicz stated Chastain serves as the Village engineers and as a matter of protocol, they should be offered the opportunity to provide services similar to Milano & Grunloh. He stated he didn’t know if litigation would result if we didn’t offer them the opportunity but it might impact future services from them. Trustee Oakley stated there is a QBS process that you can go through with each project where you can invite people to present a proposal, review their proposal, rank their qualifications, pick the top one, attempt negotiations, etc. What he recalled from the last meeting was that we need to understand the exact timeline for this application and it doesn’t appear we have missed that time.

NEW BUSINESS: Nothing.

ENGINEER: Nothing.

REVIEW/APPROVAL OF MINUTES: VAC Hundley mentioned a correction that will be made to the minutes. A motion was made by Trustee Freeman and seconded by Trustee Hood to approve the minutes of the November 7, 2022 regular meeting as corrected. Motion carried. A motion was made by Trustee Hood, seconded by Trustee Freeman to approve the November 7, 2022 closed session minutes. Roll call vote: Yes – Trustees Oakley, Hood, Freeman, & Fisher. Trustee Netherton abstained. No – none. Motion carried.

VILLAGE ADMINISTRATIVE CLERK: Trustee Freeman moved and Trustee Hood seconded to approve the Balance Sheet, pay the bills and make the appropriate transfers for November 21, 2022. VAC Hundley explained the balance sheets and what the transfers are for. She reported the first payment on the PPF vehicle will be made on December 1 but the check is included in this AP report. The bank had provided an amortization schedule in order to know the principal & interest amounts. She reported Danny Hadley has still been working on getting the cylinders returned to Air Gas so that we don’t have to continue paying the annual rental fees for 6 cylinders and the $75 per month for the additional cylinder. All of the IL Funds accounts have been opened. Trustee Oakley asked why the Air Gas cylinders had never been returned before. VAC Hundley stated she wasn’t aware of the handling but she did know that this year Public Works had ordered new product to clean out the lines. VAC Hundley questioned it when we received the invoice for an additional cylinder that hadn’t been received before. Roll call vote: Yes – Trustees Netherton, Freeman, Hood, Fisher & Oakley. No - none. Motion carried.

FINANCE: Trustee Oakley moved and Trustee Freeman seconded to approve the purchase of a Sharp MX-B355W copier system for a cost of $1,195.00 with a maintenance program of $25.00 per month. At the previous meeting, the board had approved the purchase of a copier for $1,595.00. When he attempted to contact the salesperson at Watts Copy Systems, he was informed that employee was no longer employed. Our proposal had been referred to another salesperson who asked if the Village would be opposed to a refurbished Sharp machine, which would be similar to the one we currently have. They came back with this proposal, which is $400 less expensive and would be guaranteed for 7 years. Trustee Oakley did talk with Striglos and they have a similar machine but it is only guaranteed for 3 years. Roll call vote: Yes – Trustees Hood, Fisher, Oakley, Freeman & Netherton. No – none. Motion carried.

Atty Jankowicz recommended to rescind the motion from the 11/7/22 meeting in order to clarify that the Village was not purchasing 2 copiers. Trustee Oakley moved and Trustee Freeman seconded to rescind the motion to purchase the Kyocera N3145IDN copier. Roll call vote: Yes – Trustees Netherton, Fisher, Oakley, Hood & Freeman. No – none.

Trustee Oakley moved and Trustee Hood seconded to go into closed session at the end of the meeting to discuss the appointment, employment, compensation, discipline, performance or dismissal of an employee pursuant to 5ILCS 120/2 (C)(1). Roll call vote: Yes – Trustees Netherton, Fisher, Oakley, Hood & Freeman. No – none. Motion carried.

BUILDING: Trustee Netherton didn’t have anything. Trustee Oakley mentioned that one of the houses we’ve had issues with is for sale.

POLICE: Trustee Fisher reported the new vehicle was in service.

Chief Wheeler mentioned the sale of the 2010 Tahoe. A motion was made by Trustee Fisher and seconded by Trustee Netherton to authorize Atty Jankowicz to prepare an ordinance to dispose of surplus property. Discussion ensued as to how it should be sold, such as to another agency or an individual. Atty Jankowicz asked the process to board wanted to use locate a buyer, such as sealed bids. Trustee Fisher mentioned there are publications the vehicle could be advertised in and Atty Jankowicz also mentioned the IML monthly magazine that is received by municipalities. Atty Jankowicz asked if the board wanted to set a minimum bid and to include what it might cost to remove any equipment if sold to an individual as opposed to a bid from another municipality. Trustee Fisher mentioned that if we do remove the equipment, we could always sell it. Trustee Fisher suggested a minimum bid of $13,000 as is and if an individual purchases it, they should pay for the equipment removal. Atty Jankowicz will get together with Trustee Fisher to get specific pricing prior to preparation of the ordinance. Roll call vote: Trustees Oakley, Fisher, Netherton, Freeman & Hood. No – none. Motion carried.

Chief Wheeler presented information about the purchase of a truck storage bed. Trustee Fisher moved and Trustee Freeman seconded to purchase a deck storage unit in the amount of $1,594.00 from Brown’s Trucking. Trustee Oakley asked if this was foreseen when the vehicle was purchased and how it was going to work with the cover that is currently on the truck bed. Chief responded he just hadn’t gotten to it or talked about yet. The cover will remain on the truck and these units fit underneath it. It is secure storage because when the truck doors are locked, the tailgate locks too. The question was asked whether the storage drawers lock as well and it was determined they do. Roll call vote: Yes – Trustees Fisher, Oakley, Hood & Netherton. Trustee Freeman abstained. No – none. Motion carried.

Chief Wheeler mentioned he was getting things in order so that by the first of December, the personnel committee can review possible candidates for the full-time officer position.

SEWER: Trustee Hackl was absent.

STREETS: Trustee Hood moved and Trustee Freeman seconded to purchase 2 tires for the backhoe from Neal Tire in the amount of $566.15. DPW Allen stated he had also checked with Walker Tire and they were higher. Roll call vote: Yes – Trustees Oakley, Fisher, Netherton, Freeman & Hood. No – none. Motion carried.

Trustee Hood moved and Trustee Freeman seconded to purchase fenders for the Ford F550 street vehicle at a cost of $900.00. These are wheel well covers. Roll call vote: Yes – Trustees Fisher, Hood, Oakley, Netherton & Freeman. No – none. Motion carried.

Trustee Oakley asked how the sidewalk project turned out. DPW Allen mentioned it could be cleaned up a little more. It still needs to be seeded but he figured they could do that in the spring. Trustee Hood suggested they go ahead and do that now. DPW Allen said they could do that along with cleaning things up in the area, since Burnett’s had a death in their family.

WATER: Trustee Freeman didn’t have anything for the meeting. He did have a chance to visit the wastewater treatment plant.

PUBLIC WORKS: DPW Allen reported they have had problems with the LMI pumps at the water plant and would like to get a spare. A motion was made by Trustee Freeman, seconded by Trustee Hood to purchase an LMI/Chlorine pump for a price not to exceed $784.95. DPW Allen explained there are currently 5 pumps in service (polyphosphate; chloride, 2 chlorine pumps & 2 pump that is used to transfer from one pump to another). The question was asked whether this pump could replace any of the 5 if there was an issue and DPW Allen it could. The chlorine pumps are a little different since they have a de-gasser valve. Trustee Oakley clarified this spare could be used on any of the 3 chlorine pumps. Trustee Freeman asked if this pump was going to be used immediately or as a spare. DPW Allen stated it would be used immediately because it’s going to be put on where a pump was taken to be used on the main chlorine tank. Roll call vote: Yes – Trustees Netherton, Fisher, Oakley, Hood, & Freeman. No – none. Motion carried.

IMCO now has the macros in stock. The 4” cost $410.00 and the 6” are $600.00. We had talked previously about having them on hand in the event of a water main break. These are the clamps that are used on each end of the pipe.

Trustee Oakley asked the status on the remote access.

VILLAGE ATTORNEY: Atty Jankowicz presented Ordinance #780. Trustee Fisher moved and Trustee Freeman seconded to adopt Ordinance #780 for the Land Use Agreement with Applied Combative Solutions. It was clarified that this agreement is for Kevin Mante to present his various classes. It doesn’t give permission for just anyone to use the range at any time. Roll call vote: Yes – Trustees Oakley, Netherton, Freeman, Hood, & Fisher. No – none. Motion carried.

Atty Jankowicz presented Ordinance #779. A motion was made by Trustee Oakley, seconded by Trustee Hood to adopt Ordinance #779 – the Village of Warrensburg 2023 Annual Tax Levy. Some of the fund levies were decreased this year and some were increased. For the 3rd year in a row, the total levy is actually less. Roll call vote: Yes – Trustees Hood, Freeman, Netherton, Fisher & Oakley. No – none. Motion carried.

OTHER AND/OR OLD BUSINESS: VAC Hundley had included Aramark Services on the agenda. It was asked to be carried over to the next meeting.

The meeting moved into closed session at 6:47 p.m.

The open session reconvened at 7:07 p.m.

A motion was made by Trustee Hood, seconded by Trustee Freeman that December 29, 2022 will be Danny Hadley’s last day of part-time employment with the Village of Warrensburg. Roll call vote: Yes – Trustees Netherton, Fisher, Oakley, Hood, & Freeman. No – none. Motion carried.

Trustee Freeman moved and Trustee Hood seconded to adjourn. Motion carried.

The meeting adjourned at 7:08 p.m.

The next meeting will be on Monday, December 5, 2022.

https://warrensburgil.com/meeting-info/