Village of Warrensburg Village Board met Feb. 6.
Here are the minutes provided by the board:
CALL TO ORDER: Mayor Riley called the meeting to order at the Warrensburg Village Hall on Monday, February 6, 2023 at 5:30 p.m., reminding everyone the meeting was being recorded.
THE PLEDGE OF ALLEGIANCE was recited.
ROLL CALL: Present: Mayor Riley, Trustee Fisher, Trustee Freeman, Trustee Hackl, Trustee Hood, & Trustee Oakley. Also present were Chief Wheeler, Atty Jankowicz, Public Works T. Allen & VAC Hundley. Trustee Netherton was absent.
MAYOR’S COMMENTS: Mayor Riley congratulated Leland Hackl on his 31 years serving the Warrensburg-Latham youth league.
He announced the bid letting for SRTS will be March 10 and there is a Request for Qualifications which will be published in the Herald & Review.
PUBLIC COMMENTS: None.
NEW BUSINESS: Nothing.
ENGINEER: A motion was made by Trustee Freeman, seconded by Trustee Hood to approve Ordinance #782, the professional services agreement with Milano & Grunloh, Professional Services.
Atty Jankowicz outlined the specifics of the ordinance and agreement. It is also a contract contingent on getting approval of the project with IEPA. Trustee Oakley confirmed the adoption of this agreement locks in the estimated pricing as quoted and shown in the documents. Seth responded that based on the 2015 census, that information made the Village ineligible for the DCEO public infrastructure grant applications. For 2023 applications, the Village’s LMI percentage could go up and we might be within the +/- threshold to do LMI surveys in the project area, which could make us eligible to apply for the $550,000.00 grants. In June or July, whenever HUD releases those numbers, the scope of work could change to where a portion is covered by the DCEO grant.
Mayor Riley asked about the IEPA State Revolving Fund. Seth confirmed that is what we would be applying for. Mayor Riley stated the paperwork he had indicated loan forgiveness. The calculator would be current market value for the interest rate. It could make the rate 1.69% but it will have a new cycle late spring or early summer. As far as loan forgiveness, we are currently in the 15% range and depending on a new census data, if the threshold would be greater than 40, the subsidization could go to 30% or greater. We would not know the loan forgiveness percentage until we are locked in. When the LMI is determined, we could be eligible for DCEO funds.
Trustee Oakley asked if there were grants out there with various ways to look at this project. Seth responded the lead service line would be 100% loan forgiveness. The instance we are looking at is different. Roll call vote: Yes – Trustees Fisher, Hackl, Oakley, Hood & Freeman. No – none. Motion carried.
REVIEW/APPROVAL OF MINUTES: A motion was made by Trustee Freeman, seconded by Trustee Hackl to approve the minutes of the December 5, 2022. Motion carried. A motion was made by Trustee Oakley, seconded by Trustee Hood to approve the minutes of the January 17, 2023 regular meeting minutes. Motion carried. A motion was made by Trustee Oakley, seconded by Trustee Hood to approve the closed session minutes of January 17, 2023. Roll call vote: Yes – Trustees Hood, Fisher, & Oakley. Trustees Freeman & Hackl abstained. Motion carried.
VILLAGE ADMINISTRATIVE CLERK: Trustee Freeman moved and Trustee Oakley seconded to approve the Balance Sheet, pay the bills and make the appropriate transfers for February 6, 2023. VAC Hundley asked if there were any questions about the AP report first. The transfer & balances sheet has a little more activity than usual. There are several transfers being made from Buena Vista Bank to the IL Funds accounts due to the higher interest rates. She & Trustee Oakley had talked about closing the individual vehicle savings accounts and moving those funds into the respective IL Funds accounts. It was also recommended to set aside a specific amount for the vehicles, such as $30,000.00. This would be indicated separately on the balance sheet even though it’s included in its respective fund. These amounts could be changed at any times by a motion of the trustees. Roll call vote: Yes – Trustees Hood, Fisher, Hackl, Oakley & Freeman. Motion carried.
FINANCE: Trustee Oakley explained the YTD summary report he had prepared since January was the end of the 3rd quarter. All-in-all, everything looks good. The budget comparison reports had been put in each packet along with a FY24 budget preparation sheet for the department each trustee oversees. He would like to have the preparation sheet back no later than March 6 in order to start getting the budget ready for approval by the 1st meeting in April.
BUILDING: Trustee Netherton was absent. Atty Jankowicz had received a text message from Trustee Netherton regarding 235 W Warren and a possible zoning violation. A letter had been sent to that homeowner and a follow-up should be done by the zoning/building chairperson to confirm who is residing in the home other than direct family members, since it is zoned for single family residence. Jim Stapleton could be asked to confirm the situation. If he’s not allowed to enter the premises, an administrative search warrant would need to be obtained. That would authorize Jim Stapleton to enter the premises. The question was raised as to whether it would be safe for Jim Stapleton to enter that particular residence without law enforcement in the area. Several scenarios were discussed. Chief Wheeler felt there would be more traction with building or zoning code infractions.
POLICE: Trustee Fisher stated he had talked to Trustees Oakley & Netherton in regards to making it known the 2010 Tahoe was for sale. He would like to list it on Facebook marketplace until March 20. The ordinance declaring the surplus property might need to be amended to change the date for opening the bids. Atty Jankowicz stated he felt the Village was going to target other municipalities first who would be authorized to have the equipment currently installed on the vehicle. Several questions were presented in regards to the vehicle being listed on Facebook through his account. Atty Jankowicz asked if an ad could be placed in the Illinois Municipal League publication. In reviewing the publication presented to each Trustee this evening, it doesn’t appear ads are included. If we decide to sell it to an individual rather than a municipality, we would need to rescind the original ordinance. Chief Wheeler and Trustee Fisher will work on getting it published within the next couple of days. Trustee Fisher moved and Trustee Hood seconded to revise the Ordinance #781 to include the bids be opened on March 20, 2023 at 5:00 pm. Roll call vote: Yes – Trustees Hackl, Oakley, Fisher, Freeman & Hood. No – none. Motion carried.
Trustee Freeman looked t the Illinois Municipal League website and they do have a place to have ads.
Chief Wheeler presented the January monthly report.
Chief Wheeler had someone ask if, in place of payment on an ordinance violation citation, community service could be done. Several questions were asked, including who would monitor the individual and who would determine whether it would be a fine or community service. After discussion, it was suggested Chief Wheeler write up something for the next meeting explaining how it would be managed, tracked, hourly rate equivalent, where the liability falls, supervision, enforcement, etc.
SEWER: Trustee Hackl reported on the transfer switch for the sewer generator. He had received a quote from Bodine Electric but it wasn’t broken down. He is doing more research. He is checking with Onan to see what the transfer switch alone would cost. Trustee Oakley reminded the board that 3 quotes will need to be obtained to comply with the purchasing policy. Mayor Riley asked if we had the ability to manually initiate the generator should the transfer switch not work. Trustee Hackl asked this to be included on the next meeting agenda and hopes to have more information by then.
Trustee Hackl talked with Airgas in regards to the return of the cylinders. He has also talked with a hazmat carrier in Decatur about transporting the cylinders to their destination. He is going to also check with Nutrien Ag Solutions in Heman to see if they would have a solution for transporting these cylinders or possibly supply the solution going forward. Trustee Hackl suggested we get rid of the tanks on hand. Trustee Hackl moved and Trustee Hood seconded to return 7 HCL cylinders from the sewer plant to Laport Texas for a shipping cost not to exceed $2,700.00. Roll call vote: Yes – Trustees Fisher, Oakley, Hackl, Hood & Freeman. No – none. Motion carried.
Trustee Hackl has also been in contact with USDA to see what might be available to change the sewer system.
Trustee Hackl mentioned the Public Works employees should attend the Illinois Rural Water Association conference February 21, 22, & 23. It will be held in Effingham and in addition to the training sessions, they have an exhibit hall with all kinds of vendors. Atty Jankowicz mentioned if there are registration fees for the conference, it should be on the agenda to authorize the expenditure of funds to send employees to the conference. VAC Hundley asked if both employees were going to be gone all 3 days. Registration should be under $500.00 so Terry would be able to authorize the registration. He is going to review the schedule and see when he needs to attend and if Kenny would have any beneficial training.
STREETS: Trustee Hood moved and Trustee Oakley seconded to advertise the SRTS Request for Qualifications. Roll call vote: Yes – Trustees Fisher, Hackl, Oakley, Hood & Freeman. No – none. Motion carried.
WATER: Trustee Freeman didn’t have anything further.
PUBLIC WORKS: DPW Allen presented a quote for a sludge survey at the sewer plant. It was for all 4 lagoons in the amount of $2,350.00. This is something that could be looked at going forward. Trustee Oakley also reminded him that multiple quotes should be received to keep in line with our policy.
VILLAGE ATTORNEY: Atty Jankowicz talked about Ordinance #783, the agreement with Rise Broadband and there are still a couple of things that need to be changed prior to approval. He recommended it be held over until these are addressed.
Atty Jankowicz presented Ordinance #784, the Personnel Policy. He has reviewed it and everything is in compliance with State law. Trustee Oakley moved and Trustee Freeman seconded to adopt Ordinance #784, the Village of Warrensburg Personnel Policy. Chief Wheeler had a question in regards to holiday time, which doesn’t reflect how the police department handles holiday time. At one point, the board allowed the police department to bank their holidays and they can be used after the holiday. VAC Hundley pulled policies from 2005 and 2018 and neither of them mention this provision. Trustee Freeman asked if he would prefer to lose the time and a half and get another day off to which Chief Wheeler replied, he likes it the way it is. Trustee Oakley asked what would happen now if he would work a holiday. Chief responded they would get paid regular time for the holiday and then a day off at their choosing. Trustee Freeman read from the current policy and it doesn’t differentiate between police department and public works. It simply refers to full time employees. Chief Wheeler stated it is a benefit that has been given to the department for more than 10 years. He asked if it was going to be taken away. He continued to explain how it works within the department.
Trustee Oakley moved and Trustee Freeman seconded to table action on Ordinance #784 until the next meeting. Roll call vote: Yes – Trustees Hackl, Oakley, Fisher, Freeman & Hood. No – none. Motion is carried.
It was suggested it be brought before the Personnel Committee prior to the next Board meeting.
OTHER AND/OR OLD BUSINESS: Trustee Oakley mentioned the motion that had been made to discontinue Aramark Services. Through conversations with them, our contract is through December 2023. They have currently reduced our weekly invoices. Atty Jankowicz suggested it be put on the agenda for the next meeting.
Trustee Hood moved and Trustee Freeman seconded to adjourn. Motion carried.
The meeting adjourned at 8:16 p.m.
https://warrensburgil.com/meeting-info/
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