<< Back To Meetings
01/20/10: Minutes - January 20, 2010 - Regular Monthly Meeting
The Hillcrest Village Board of Trustees met in regular monthly session
Wednesday, January 20, 2010 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, Rich Elliott, Randall Salsbury, Rich Hicks, Trevor Unger and
Vicki Stewart. Trustee McMullin was absent due to a conflict with his place of
employment.
President Hicks called for a motion to approve the minutes of
the December 9, 2009 regular monthly meeting. The minutes of the December 9,
2009 regular monthly meeting were approved upon a motion made by Trustee
Elliott; Trustee Stewart seconded the motion. Vote as follows: Mecklenburg –
yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes. The motion
passed unanimously.
President Hicks asked Trustee Mecklenburg to give the
treasurer’s report. Trustee Mecklenburg gave the treasurer’s report, as of
December 31, 2009 the general fund had a balance of $247,186.67; motor fuel tax
fund had a balance of $122,900.95 and the water fund had a balance of
$47,451.25. A motion to approve the treasurer’s report was made by Trustee
Stewart; Trustee Salsbury seconded the motion. Vote as follows: Mecklenburg –
yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes. The motion
passed unanimously.
Trustee Mecklenburg presented the Board of Trustees
with the claim sheet. A motion to approve the bills as submitted was made by
Trustee Stewart; Trustee Unger seconded the motion. Vote as follows: Mecklenburg
– yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes. The motion
passed unanimously.
DEPARTMENT UPDATES
FINANCE: Trustee Mecklenburg
stated that the Village received a letter from the First National Bank
concerning securities that are currently held at the Independent Bankers’ Bank
Bridge Bank for the Village of Hillcrest by the First National Bank of Rochelle
over and above what is insured by the FDIC (Federal Deposit Insurance
Corporation). Trustee Mecklenburg stated the First National Bank has decided to
move and hold these securities with the U.S. Bank Safekeeping Department and
they are asking for our approval. After a brief discussion it was the consensus
of the Board of Trustees to approve the transfer of funds from Independent
Bankers’ Bank Bridge Bank to the U.S. Bank Safekeeping
Department.
Trustee Mecklenburg informed the Board of Trustees that he
had included a budget comparison analysis in their packets. Trustee Mecklenburg
stated that all of the revenue streams that the Village gets from the State of
Illinois are down by as much as fifty percent and we don’t know what the second
half of this fiscal year will bring. Trustee Mecklenburg stated that the Village
has managed to keep spending below the revenues that the Village has received
due to the fact we do not have a treasurer or a police officer at this time so,
there has been some savings however; it is imperative that we continue to
operate on bare bones. Trustee Mecklenburg asked the Board of Trustees to keep
these things in mind as we enter into the budget process here in the near
future.
WATER: Trustee Elliott stated that maintenance personnel were
cleaning and painting in the pump house.
HEALTH & WELFARE: Trustee
Salsbury reported there was no new business to report.
ORDINANCES: No
report was available due to Trustee McMullin’s absence.
STREETS: Trustee
Unger reported there was no new business to report.
BUILDINGS &
GROUNDS: Trustee Stewart stated during the week temperatures dropped into the
single digits the temperature inside the village hall was 65 degrees Anderson
Plumbing and Heating came out and it was determined that the furnaces were not
getting enough gas pressure to run efficiently. Trustee Stewart stated that it
took Anderson two days of trouble shooting to pinpoint the problem however; they
agreed to reduce the labor charges to six hours. Anderson’s also installed
larger gas pipes in the building and rerouted them so that all three furnaces
were not on one gas line at a cost of approximately $950. Trustee Stewart stated
that Nicor Gas also had problems on their end and the gas meter was replaced
but, when that didn’t solve the problem it was determined that the lateral
running from the gas main into the gas meter had deteriorated and that was also
replaced. Trustee Stewart stated now all of the furnaces are running efficiently
and it is comfortable in the village hall and in the shop. Trustee Stewart
stated due to the problems with the furnaces she is over budget.
POLICE
DEPARTMENT: No report was available.
BUILDING DEPARTMENT: No report was
available.
ATTORNEY COMMENTS: No attorney comments at this
time.
VISITORS: No visitor comments at this time.
OLD
BUSINESS
President Hicks stated the next order of business is the water rate
study. Mr. Sparber stated the water rate study before you tonight reflects the
changes that we have discussed over the last few months and it is the basis of
the new water ordinance that you will be reviewing here tonight. Mr. Sparber
stated that there were no significant changes to the water rate study and asked
if there were any questions. Trustee Salsbury asked if this was necessary to
maintain the current system. Trustee Elliott stated there are a number of water
mains that have become problematic and the Illinois Environmental Protection
Agency wants the village to have a larger water tower twice the size of the one
we currently have. Trustee Mecklenburg stated the problem is that the village
doesn’t make enough money to keep up with the preventative maintenance our
current form of management is crisis management this breaks down and we fix it,
that breaks down and we fix it; we need to build up our funds and turn this
around to where our management style is proactive so that we can stay ahead of
our problems.
Trustee Salsbury stated he felt that this was a very large
increase and he thought it was extreme. Clerk Adams stated that the two
engineers that developed the water rate study strongly suggest that the village
replace one block of water main a year at the current cost of $90,000 per year
and we simply don’t have that kind of money to work with. Trustee Elliott stated
that he needed to start looking at water main replacement because some blocks of
water main have already experienced numerous breaks and fire hydrant replacement
is also something that needs to be addressed. Trustee Elliott stated that the
current cost of water main is approximately $60 a linear foot that does not
include the installation. President Hicks stated these rates are comparable to
those of surrounding communities; actually we will still be slightly below our
neighbors. Mr. Sparber stated at some point in time these issues will have to be
addressed and you can set the money aside now and prepare for that or you can
wait and try to secure the funding when you have a major crisis. President Hick
asked for a motion to approve the water rate study. Trustee Elliott made a
motion to approve the water rate study prepared by Baxter & Woodman
Consulting Engineers; Trustee Mecklenburg seconded the motion. Vote as follows:
Mecklenburg – yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes.
The motion passed unanimously.
President Hicks stated the next order of
business is to adopt a water ordinance that will put the analysis from the water
rate study into effect. President Hicks asked for a motion to approve the
amendment to chapter 74 entitled utilities, article II, section 60. Trustee
Elliott made a motion to approve the amendment to chapter 74 entitled utilities,
article II, section 60; Trustee Unger seconded the motion. Vote as follows:
Mecklenburg – yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes.
The motion passed unanimously.
NEW BUSINESS
President Hicks stated the
next order of business is computer software amortization. Trustee Mecklenburg
stated he requested that this item be placed on the agenda at the suggestion of
the village’s auditor. Trustee Mecklenburg explained that at the current time
the village’s policy allows for 5 year straight line depreciation in the 51 fund
(utilities) for computer hardware, the auditor would like for the Village to
simply make a motion to add the words and software to the policy. Trustee
Mecklenburg stated there is no need to draw up an amendment we just need to make
a motion and the auditor will simply include this as part of our audit.
President Hicks asked for a motion to amend the capitalization guidelines for
fund 51 (utilities) so that computer hardware and software will be depreciated
over 5 years straight line. Trustee Mecklenburg made a motion to amend the
capitalization guidelines for fund 51 (utilities) so that computer hardware and
software will be depreciated over 5 years straight line; Trustee Stewart
seconded the motion. Vote as follows: Mecklenburg – yes, Elliott – yes, Salsbury
– yes, Unger – yes and Stewart – yes. The motion passed unanimously.
President Hicks called for a motion to enter into executive session for
the purpose of discussing personnel, pending litigation and to review executive
session minutes. Trustee Unger 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: Mecklenburg –
yes, Elliott – yes, Salsbury – yes, Unger – yes and Stewart – yes. The motion
passed unanimously. The Board of Trustees entered into executive session 7:32
p.m.
President Hicks called for a motion to return to open session.
Trustee Unger made a motion to return to open session; Trustee Elliott seconded
the motion. Vote as follows: Mecklenburg – yes, Elliott – yes, Salsbury – yes,
Unger – yes and Stewart – yes. The motion passed unanimously. The Board of
Trustees returned to open session at 7:58 p.m. President Hicks stated no action
taken.
President Hicks stated the next order of business is our village
attorney and I would like to ask that in the event that the law offices of
Dennis Schumacher are to close the village would retain Shane Temple as our
village attorney. Trustee Mecklenburg made a motion that in the event that the
offices of Dennis Schumacher are to close the village of Hillcrest will retain
Shane Temple as village attorney; Trustee Elliott seconded the motion. Vote as
follows: Mecklenburg – yes, Elliott – yes, Salsbury – yes, Unger – yes and
Stewart – yes. The motion passed unanimously.
President Hicks announced
that the February meeting will be held on the 17th instead of the
10th.
PUBLIC COMMENT
No public comment.
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, Elliott
– yes, Salsbury – yes, Unger – yes and Stewart – yes. The motion passed
unanimously. The meeting adjourned at 8:00 p.m. The next regular monthly meeting
will be held February 17, 2009 at 7:00 p.m. at the Hillcrest Village
Hall.
Respectfully submitted,
Teresa J. Adams,
Village
Clerk
Posted: 1/20/2010 |
Updated: 1/20/2010