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08/19/09: Minutes - August 19, 2009 - Regular Monthly Meeting
The Hillcrest Village Board of Trustees met in regular monthly session
Wednesday, August 19, 2009 at the Hillcrest Village Hall. Trustee Mecklenburg
stated that President Hicks was unavoidably detained and would not be able to
attend the meeting in this situation the Board of Trustees is required to
appoint a President Pro Tem to take President Hicks place for the meeting.
Trustee Mecklenburg asked for nominations for President Pro Tem. Trustee Elliott
made a motion to appoint Trustee Mecklenburg to the position of temporary
President Pro Tem for the meeting; Trustee Salsbury seconded the motion. Vote as
follows: Mecklenburg – yes, Elliott – yes, Salsbury – yes, McMullin – yes, Unger
– yes and Stewart – yes. The motion passed unanimously. Answering the roll call
were Trustees Jim Mecklenburg, Rich Elliott, Randy Salsbury, Jim McMullin,
Trevor Unger and Vicki Stewart. President Rich Hicks was
absent.
President Pro Tem Mecklenburg called for a motion to approve the
minutes of the July 8, 2009 regular monthly meeting. The minutes of the July 8,
2009 regular monthly meeting were approved upon a motion made by Trustee
Stewart; Trustee Elliott seconded the motion. Vote as follows: Elliott – yes,
Salsbury – yes, McMullin – yes, Unger – yes and Stewart - yes. The motion passed
unanimously.
Treasurer, Sarah Kilmer, gave the treasurer’s report, as of
July 31, 2009 the general fund had a balance of $264,542.60; motor fuel tax fund
had a balance of $120,026.11; and the water fund had a balance of $38,781.15. A
motion to approve the treasurer’s report was made by Trustee McMullin; Trustee
Elliott seconded the motion. Vote as follows: Elliott – yes, Salsbury – yes,
McMullin – yes, Unger - 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
McMullin; Trustee Stewart seconded the motion. Vote as follows: Elliott – yes,
Salsbury – yes, McMullin – yes, Unger - yes and Stewart - yes. The motion passed
unanimously.
DEPARTMENT UPDATES
FINANCE: Trustee Mecklenburg stated
that the budget is the main topic of discussion, it is an agenda item and it
will be discussed at the appropriate time.
WATER: Trustee Elliott
reported there was no new business to report.
HEALTH & WELFARE:
Trustee Salsbury reported there was no new business to
report.
ORDINANCES: Trustee McMullin reported that he had been canvassing
the Village to make sure residents were following the pool ordinance. Trustee
McMullin stated he wanted to clear up a rumor; he is living in the Village and
plans on living in the Village for a long time. Trustee McMullin went on to say
that he was absent from last week’s meeting because his father is very
ill.
STREETS: Trustee Unger stated there are a few trees that need to be
removed on Hemstock Road they are in danger of falling on the roadway and a few
trees on Wayne Road need to be trimmed. President Pro Tem Mecklenburg asked
Trustee Unger if he was getting bids. Trustee Unger responded,
“Yes.”
BUILDINGS & GROUNDS: Trustee Stewart stated that there were
some tree removal issues on Wayne Road and US Highway 251; have they been taken
care of. Trustee Unger stated that a few of the trees on Powers Road had been
taken down. Clerk Adams informed the Board of Trustees that the Illinois
Department of Transportation removed those trees because that property belongs
to the State.
A Village resident interrupted Trustees Unger and Stewart
and asked if the Board of Trustees was going to discuss road conditions. Trustee
Stewart tried to answer the question and was interrupted again, at that point
Village Attorney, Shane Temple introduced himself and explained that the Board
of Trustees passed a resolution four years ago allowing for public comment
however; public comment can only be made in regards to agenda items and at the
appropriate time during the public comment portion of the agenda. Attorney
Temple stated that if people insist on speaking about subjects that are not on
the agenda they will be removed from the meeting. At that point Trustee Stewart
stated there was no new business to report in her department.
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
Jim
Sparber of Baxter & Woodman Consulting Engineers stated that Soils Testing
Corporation is a sub-consultant for Baxter & Woodman Consulting Engineers
for the water and sewer project; the soil borings have been tabled at previous
meetings due to the fact that the contract with Rochelle has not been finalized.
Mr. Sparber stated to his knowledge an agreement has been reached in principle
but, the details still need to be worked out. President Pro Tem Mecklenburg
stated the attorneys are still discussing the language of the contract and until
the Village has a signed contract with Rochelle or there is a solid commitment
from the State he felt the issue should be tabled. President Pro Tem Mecklenburg
asked for a motion to table Soils Testing Corporation. Trustee Stewart made a
motion to table Soils Testing Corporation; Trustee Unger seconded the motion.
Vote as follows: Elliott – yes, Salsbury – yes, McMullin – yes, Unger - yes and
Stewart - yes. The motion passed unanimously.
NEW BUSINESS
President
Pro Tem Mecklenburg stated the first item under new business is the line item
adjustments for fiscal year 08 – 09 and he asked Treasurer Kilmer to give an
explanation. Treasurer Kilmer stated that at last month’s board meeting the end
of the year line item adjustments were passed however; there were a few items
that came in after that that need to be addressed. Treasurer Kilmer stated the
line items adjustments are required by the Village’s auditor, it is a standard
operating procedure and she needed the Board’s permission to make those
adjustments. Trustee Elliott made a motion to approve the line items adjustments
for fiscal year 08 – 09; Trustee Stewart seconded the motion. Vote as follows:
Elliott – yes, Salsbury – yes, McMullin – yes, Unger - yes and Stewart - yes.
The motion passed unanimously.
President Pro Tem Mecklenburg stated the
next item is the budget for fiscal year 09 – 10, the Board of Trustees all
worked together to create this budget is there a motion to pass the budget.
Trustee Stewart made a motion to pass the budget for fiscal year 09 – 10;
Trustee Unger seconded the motion. Vote as follows: Elliott – yes, Salsbury –
yes, McMullin – yes, Unger - yes and Stewart - yes. The motion passed
unanimously. President Pro Tem Mecklenburg stated the budget for fiscal year 09
– 10 is $573,950.
President Pro Tem Mecklenburg stated the next item on
the agenda is the appropriation for fiscal year 09 – 10. Treasurer Kilmer stated
that the total amount of the appropriation for fiscal year 09 -10 is $8,878,010.
President Pro Tem Mecklenburg stated the reason for the eight million dollars is
sewer related expenses provided that the stimulus money and other funding
resources come through, if not the budget will be eight million dollars less.
President Pro Tem Mecklenburg asked for a motion to pass the appropriation
ordinance for fiscal year 09 – 10 in the amount of $8,878,010. Trustee Elliott
made a motion to pass the appropriation ordinance for fiscal year 09 – 10 in the
amount of $8,878,010; Trustee Stewart seconded the motion. Vote as follows:
Elliott – yes, Salsbury – yes, McMullin – yes, Unger - yes and Stewart - yes.
The motion passed unanimously.
President Pro Tem Mecklenburg stated the
next item on the agenda is the tax levy for fiscal year 09 – 10; it is customary
for the Village to pass a tax levy of no more than 4.99% for a total of
$35,887.22. Trustee Stewart made a motion to pass the tax levy for fiscal year
09 – 10 for a total of $35,887.22; Trustee Elliott seconded the motion. Vote as
follows: Elliott – yes, Salsbury – yes, McMullin – yes, Unger - yes and Stewart
- yes. The motion passed unanimously.
President Pro Tem Mecklenburg
stated the next item on the agenda is a resolution for Maintenance of Streets
and Highways – MFT Section 09-00000-00-GM. Jim Sparber of Baxter & Woodman
Consulting Engineers explained that the resolution is to appropriate motor tax
money for tree removal the estimated cost is expected to be $3,000 however; we
have allowed up to $5,000. Trustee Unger made a motion to adopt the Resolution
for Maintenance of Streets and Highways by Municipality under the Illinois
Highway Code appropriating $5,000 for January 1, 2009 to December 31, 2009;
Trustee Elliott seconded the motion. Vote as follows: Elliott – yes, Salsbury –
yes, McMullin – yes, Unger - yes and Stewart - yes. The motion passed
unanimously.
President Pro Tem Mecklenburg called for a motion to enter
into executive session for the purpose of discussing personnel, pending
litigation and to review executive session minutes. Trustee Stewart made a
motion to enter into executive session to discuss personnel and pending
litigation and to review executive session minutes; Trustee Elliott seconded the
motion. Vote as follows: Elliott – yes, Salsbury – yes, McMullin – yes, Unger –
yes and Stewart – yes. The motion passed unanimously. The Board of Trustees
entered into executive session 7:29 p.m.
President Pro Tem Mecklenburg
called for a motion to return to open session. Trustee Stewart made a motion to
return to open session; Trustee Elliott seconded the motion. Vote as follows:
Elliott – yes, Salsbury – yes, McMullin – yes, Unger – yes and Stewart – yes.
The motion passed unanimously. The Board of Trustees returned to open session at
8:06 p.m. President Pro Tem Mecklenburg stated during the executive session the
Board of Trustees reached a consensus to pass the executive session minutes for
the July meeting. Trustee Unger made a motion to pass the minutes of the July 8,
2009 executive session meeting; Trustee Stewart seconded the motion. Vote as
follows: Elliott – yes, Salsbury – yes, McMullin – yes, Unger – yes and Stewart
– yes. The motion passed unanimously.
PUBLIC COMMENT President Pro Tem
Mecklenburg stated that he wanted to remind everyone of a few rules before the
public comment portion of the agenda started 1) all comments must be made in an
orderly manner; 2) discussion will be allowed only on agenda items; 3) if public
comment becomes disorderly the Board of Trustees will adjourn. President Pro Tem
Mecklenburg stated when addressing the Board of Trustees state your name,
address and the agenda item you wish to address.
Silene Walters, 101
Elliott Drive stated that she has a concern about the roads and tree removal,
how does the Village dispose of tree limbs and brush? Mrs. Walters stated that
she had noticed Village maintenance personnel dumping brush on a lot on empty
lot on River Road. Mrs. Walters stated it is against the law to take trees and
brush from one property to another property to burn it and the Village should
not be improperly disposing of trees and brush. President Pro Tem Mecklenburg
stated that he could not answer the question at this time and stated he would
look into the matter. Mrs. Walters asked the Board of Trustees to address this
issue at the next meeting. President Pro Tem Mecklenburg stated that it may be
suggested as an agenda item however; he did not know if it would be
approved.
Mrs. Walters asked how she could get issues that are of a
concern to her on the agenda. Attorney Temple stated that the Village does not
have a specific ordinance or resolution that discusses how to place items on the
agenda; it is the policy of the municipality that the Village President has
complete control over agenda items. Attorney Temple suggested that anyone
wishing to have an item placed on the agenda should make a request in writing to
the Village President. Mrs. Walters stated that she has spoken with President
Hicks about the garbage on that lot before and it has not been placed on the
agenda. Mrs. Walters stated that there are a lot of frustrated residents that
would like to address the Board of Trustees but, we are not allowed to talk to
you; we just want to be heard. Mrs. Walters stated that the residents of the
Village have a right to know if the Village is being sued and why. Attorney
Temple explained that the Illinois State Statues give the Board of Trustees the
right to discuss pending litigation behind closed doors and the Board of
Trustees does not have to disclose that information.
Mrs. Walters stated
that the Board of Trustees should answer the question concerning tree removal
and disposal. Trustee Unger stated that he would look into the matter. Mrs.
Walters thanked Trustee Unger for his honesty. Trustee Stewart stated the trees
that were discussed as part of the motor fuel tax resolution that job is going
out for bids and the company that is awarded the bid will be responsible for the
removal and disposal of the trees.
Attorney Temple addressed Mrs. Walters
and stated that if she has concerns that she has addressed with President Hicks
and she is not getting satisfactory results he suggested that she write a letter
to the Trustee over that particular area of responsibility. Mrs. Walters stated
that she had written a letter to Mr. Salsbury which he had alluded to. Attorney
Temple stated that he and Mr. Salsbury about spoken about the issue and Mr.
Salsbury does not have the right to speak about the issue at this time. Attorney
Temple stated that any Trustee has the right to speak to President Hicks about
placing items on the agenda for discussion. Mrs. Walters stated that she left a
letter for President Hicks with Clerk Adams and President Hicks had not
responded. Mrs. Walters stated she and her neighbors would like to meet with
President Hicks and discuss their concerns. Mrs. Walters stated that she had
received a letter from Attorney Temple concerning the freedom of information act
requests that she made then, she implied that there are a lot of Village records
missing and she went on to state what happens when there is no proper zoning.
Attorney Temple stated that he could not give Mrs. Walters legal advice. Mrs.
Walters stated that she should be able to bring her concerns to her elected
officials and that the elected officials are there to answer to the people and
not to serve themselves. President Pro Tem Mecklenburg informed Mrs. Walters
that her two minutes were up.
There being no further business to transact
a motion to adjourn was made by Trustee Stewart; Trustee Salsbury seconded the
motion. Vote as follows: Elliott – yes, Salsbury – yes, McMullin – yes, Unger –
yes and Stewart – yes. The motion passed unanimously. The meeting adjourned at
8:17 p.m. The next regular monthly meeting will be held September 9, 2009 at
7:00 p.m. at the Hillcrest Village Hall.
Respectfully
submitted,
Teresa J. Adams,
Village Clerk
Posted: 8/19/2009 |
Updated: 8/19/2009