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05/13/09: Minutes - May 13, 2009 - Regular Monthly Meeting
The Hillcrest Village Board of Trustees met in regular monthly session
Wednesday, May 13, 2009 at the Hillcrest Village Hall. President Rich Hicks
called the meeting to order at 7:02 P.M. Answering the roll call were Trustees
Jim Mecklenburg, Michele Hardcastle, Orrie Samp and Vicki Stewart. Trustee Rich
Elliott was absent.
President Hicks called for a motion to approve the
minutes for the April 8, 2009 regular monthly meeting. The minutes of the April
8, 2009 regular monthly meeting were approved upon a motion made by Trustee
Stewart; Trustee Samp seconded the motion. Vote as follows: Mecklenburg – yes,
Hardcastle – yes, Samp - yes and Stewart - yes. The motion passed
unanimously.
President Hicks called for a motion to approve the minutes
for the April 15, 2009 budget workshop. The minutes of the April 15, 2009 budget
workshop were approved upon a motion made by Trustee Hardcastle; Trustee
Mecklenburg seconded the motion. Vote as follows: Mecklenburg – yes, Hardcastle
– yes, Samp - yes and Stewart - yes. The motion passed
unanimously.
Treasurer, Sarah Kilmer, gave the treasurer’s report, as of
April 30, 2009 the general fund had a balance of $222,847.84; motor fuel fund
had a balance of $112,726.89; and the water fund had a balance of $86,391.51. A
motion to approve the treasurer’s report was made by Trustee Stewart; Trustee
Hardcastle seconded the motion. Vote as follows: Mecklenburg – yes, Hardcastle –
yes, Samp - yes and Stewart - yes. The motion passed
unanimously.
Treasurer Kilmer presented the Board of Trustees with the
claim sheet. A motion to approve the bills as submitted was made by Trustee
Hardcastle; Trustee Stewart seconded the motion. Vote as follows: Mecklenburg –
yes, Hardcastle – yes, Samp - yes and Stewart - yes. The motion passed
unanimously.
DEPARTMENT UPDATES
FINANCE: Trustee Mecklenburg stated
that the Trustees needed to watch their budgets very closely due to the down
turn in the economy the Village’s revenue streams are not what they have been
historically; the Village should be providing only essential services and only
essential projects should be completed.
WATER: No report was available
due to Trustee Elliott’s absence.
HEALTH & WELFARE: Trustee
Hardcastle stated that the new storm warning siren had been installed and
tested. Trustee Hardcastle stated that the Village is waiting for an agreement
from Exelon and Fulton Technologies, Inc. is trying to roll that into the
existing agreement. Trustee Hardcastle stated that the grant application for
clean-up day should be submitted as soon as possible.
ORDINANCES: No
report was available.
STREETS: Trustee Samp stated that maintenance man,
Robert Villatoro has built a racking system for storing parts and routine
maintenance has been performed on the blue truck.
BUILDINGS &
GROUNDS: Trustee Stewart reported that she would like to install curbing along
the sidewalk in the back of the Village Hall to prevent cars from sliding into
the building and to correct drainage problems.
POLICE DEPARTMENT: No
report was available.
BUILDING DEPARTMENT: No new business to report.
ATTORNEY COMMENTS : No attorney comments at this time.
VISITORS:
No visitor comments at this time.
OLD BUSINESS
President Hicks called
for a motion to enter into executive session for the purpose of discussing
personnel and pending litigation. Trustee Hardcastle made a motion to enter into
executive session to discuss personnel and pending litigation; Trustee Stewart
seconded the motion. Vote as follows: Mecklenburg – yes, Hardcastle – yes, Samp
- yes and Stewart - yes. The motion passed unanimously. The Board of Trustees
entered into executive session 7:09 p.m.
President Hicks called for a
motion to return to open session. Trustee Hardcastle made a motion to return to
open session; Trustee Stewart seconded the motion. Vote as follows: Mecklenburg
– yes, Hardcastle – yes, Samp – yes and Stewart - yes. The motion passed
unanimously. The Board of Trustees returned to open session at 8:07 p.m.
President Hicks stated that no action was taken.
President Hicks stated
the next agenda item is an ordinance giving authority for the Village of
Hillcrest to acquire funds from the water pollution control loan program.
President Hicks asked Gerald Bever of Baxter & Woodman Consulting Engineers,
Inc. to explain the ordinance. Mr. Bever stated that the for some time now the
Village of Hillcrest has been working with the Illinois Environmental Protection
Agency to receive some of the stimulus funds through the State revolving loan
fund, there is also some grant money involved and there are several funds
available that the Illinois Environmental Protection Agency uses to put together
loan packages; what this ordinance does is give the Village of Hillcrest the
authority to proceed with the arrangement to acquire funds from the water
pollution control loan program in the form of a zero percent loan for a twenty
year period.
President Hicks stated that this ordinance is part of the
paperwork that Baxter & Woodman Consulting Engineers, Inc. is submitting to
Illinois Environmental Protection Agency in order for us to move forward with
our sewer project and this paperwork needs to be submitted as soon as possible.
Mr. Bever confirmed that if the Village of Hillcrest wants to pursue the
stimulus funding available through the Illinois Environmental Protection Agency
this paperwork needs to be submitted very soon.
Trustee Mecklenburg
stated is this contingent on the signing of an agreement with the City of
Rochelle for sewer. Mr. Bever stated that is part of it, this is contingent on
everything else falling into place and that does not mean that by signing this
ordinance that you accept that offer. Mr. Bever stated there will be a time when
the Illinois Environmental Protection Agency will come to the Village of
Hillcrest with a formal loan offer and that is the time that you would accept
the offer, not now. Trustee Mecklenburg stated that this is essentially just one
more step in getting everything in order, correct. Mr. Bever stated that is
correct.
President Hicks called for a motion to accept ordinance
051309-A. Trustee Mecklenburg made a motion to accept ordinance number 051309-A
authority for the Village of Hillcrest to Acquire Funds From the Water Pollution
Control Loan Program; Trustee Stewart seconded the motion. Vote as follows:
Mecklenburg – yes, Hardcastle – yes, Samp - yes and Stewart - yes. The motion
passed unanimously.
President Hicks stated the next order of business is
the engineering services agreement amendment number one for the wastewater
collection system design, bidding and construction services by our engineering
firm Baxter & Woodman Consulting Engineers, Inc. Mr. Bever explained that
this agreement only takes effect if the construction begins and it pertains to
the construction oversight for the sewers as they are being constructed; the
reason for this amendment to the original engineering service agreement is once
this document is submitted to the Illinois Environmental Protection Agency it
will be included as part of the funding package. President Hicks called for a
motion to accept the engineering services agreement amendment number one.
Trustee Stewart made a motion to accept the engineering services agreement
amendment number one; Trustee Samp seconded the motion. Vote as follows:
Mecklenburg – yes, Hardcastle – yes, Samp - yes and Stewart - yes. The motion
passed unanimously.
President Hicks thanked Trustee Michele Hardcastle
and Trustee Orrie Samp for their service to the community and wished them
well.
NEW BUSINES
President Hicks stated the next order of business is
to swear in the newly elected Trustees. President Hicks swore in Randall K.
Salsbury and appointed him Trustee over Health & Welfare; next President
Hicks swore in Victoria V. Stewart and appointed her Trustee over Buildings
& Grounds; next President Hicks swore in James C. McMullin and appointed him
Trustee over Ordinances; next President Hicks swore in Trevor R. Unger and
appointed him Trustee over Streets. The newly elected Trustees took their seats
and President Hicks welcomed them to the Board.
President Hicks stated
the next order of business is an amendment to the water ordinance. Attorney
Temple stated that the old ordinance gave the Village the authority to charge a
deposit but, it didn’t require the residents to pay the deposit. Attorney Temple
stated that the amendment requires residents to pay the deposit; it specifies
how much the deposit is and what the consequences are if the residents don’t pay
the deposit. President Hicks called for a motion to approve ordinance 051309-B.
Trustee Stewart made a motion to approve the amendment to the water ordinance
051309-B; Trustee Mecklenburg seconded the motion. Vote as follows: Mecklenburg
– yes, Salsbury – yes, McMullin – yes, Unger – yes and Stewart – yes. The motion
passed unanimously.
President Hicks stated the next order of business is
the curbing for the back parking lot. Trustee Stewart stated that after looking
into repairing the back parking lot it was determined that the project should be
done in stages. Trustee Stewart stated that it was determined that curbing
needed to be installed in the back parking lot running along the South side of
the original building and along the East side of the new addition in order to
correct drainage problems before the parking lot is fixed. Trustee Mecklenburg
stated his only concern is that with the construction of the sewer system the
parking lot may see an increase in heavy equipment traffic which could damage
the parking lot even more. Trustee Stewart stated that the curbing would not be
affected by the increase of traffic and that she was also concerned about the
increase of heavy equipment traffic that is one of the reasons the back parking
lot has been put on hold. Trustee Salsbury asked if this was the same company
that did the curbing in the front of the Village Hall. President Hicks stated
yes. Trustee Stewart stated that Spears Concrete Construction, Inc. showed up on
schedule and they did a very good job.
Trustee Mecklenburg asked for
clarification. President Hicks stated that to dig out the old parking lot and
basically rebuild it would cost over $40,000 however; to repair the bad spots
and overlay the parking lot is about half the cost. President Hicks stated by
overlaying the parking lot to save money it will raise the elevation of the
parking causing water to run into the Village Hall so, to correct that situation
we need to install curbing to redirect the water down and away from the
building. Trustee Stewart stated that the Village Hall would still be wheelchair
accessible. President Hicks stated the Village received two bids one from A
& P Concrete & Construction, Inc. for $4,960 and Spears Concrete
Construction, Inc. for $4,670. President Hicks called for a motion to accept the
bid from Spears Concrete Construction, Inc. for $4,670. Trustee Mecklenburg made
a motion to accept the bid from Spears Concrete Construction, Inc. for $4,670 to
install new curbing on the back side of the Village Hall; Trustee Salsbury
seconded the motion. Vote as follows: Mecklenburg – yes, Salsbury – yes,
McMullin – yes, Unger – yes and Stewart – yes. The motion passed
unanimously.
PUBLIC COMMENT No public comment at this time.
There
being no further business to transact a motion to adjourn was made by Trustee
Mecklenburg; Trustee Stewart seconded the motion. Vote as follows: Mecklenburg –
yes, Salsbury – yes, McMullin – yes, Unger – yes and Stewart – yes. The motion
passed unanimously. The meeting adjourned at 8:29 p.m. The next regular monthly
meeting will be held June 10, 2009 at 7:00 p.m. at the Hillcrest Village
Hall.
Respectfully submitted,
Teresa J. Adams,
Village Clerk
Posted: 5/13/2009 |
Updated: 5/13/2009