Chambana Sun

Village of Tolono Board of Trustees met May 16.

Here is the minutes provided by the Board:

A meeting of the Village of Tolono Board of Trustees (“Board”) was held on Tuesday, May 16, 2017 at 6:30 p.m. Trustees Vicki Buffo, Jacquie Miller, Jared Ping, and Terrence Stuber were present; Trustees Anna Morris and Ryan Perry were absent. Others present were President Rob Murphy, Clerk Dixie Phillips, Treasurer Robert Kouzmanoff, Attorney Marc Miller, Public Works Department (“PDW”) Supervisor Matt Craven, Architect Scott Burge, and Chief Rick Rainey arrived at 8 p.m.

Trustee Stuber led the Board members and guest in the invocation and President Murphy led everyone in the Pledge of Allegiance.

Public Comments: Greg and Lisa Gibbs, Brad and Kristie Swim, Pam Zindars, Bob Mellinger, Brian Howard, and Brian Booher addressed the Board concerning the water issues at their residences because of being at the end of water lines. They stated that the water is unfit to drink, bathe in, or use for cooking; the chlorine levels are extremely low and sometimes none at all. They stated that even after flushing within three days the bad water condition returns. They also said that it is difficult to continue paying a water bill when, in fact, they have to buy water to use. Health issues were also cited.

Mr. Craven said he would have a couple of the PDW employees flush the lines previously done again to see if that works but that Linden Street had not been flushed but will do that as well. He said he’s not sure if flushing will help or if a loop that the engineers suggested previously would work. President Murphy said it needs to be fixed and asked the residents to stay on the Village until it is. President Murphy said this had to be this week’s priority and to get the Engineer Anthony Jansen to check it and also check with Rural Water Assn. Mr. Craven was asked to have a plan for the next Board meeting.

Mr. Craven also said that we do not have the expertise to deal with the Village’s many water problems and that the Village should get rid of it and let someone who does have the expertise fix them. He also stated that Illinois American Water will increase the chlorine level; that valves outside of town have not been seen in years and that if they tried to open them they could possibly break; and that out of the 36 meters in shop they are down to 20 now due to replacements. He also stated that the heart of the system is the lines themselves to the people; valves, hydrants and lines and nothing has been done for years except patching, and that the Village does not even have a locator to locate lines.

Attorney Miller advised the Board that Fisher is looking at a consultant to possibly sell their water/sewer systems and that the consultant is coming up from Florida to meet with the Village and Mr. Miller could have them meet with a couple of Village personnel. He stated that the ICC has to approve all sales and that Sadorus just sold their system. He also stated that with a higher water rate the sales package would look better. Mr. Miller will have a phone conference with the company on Friday and will ask them to come to Tolono and talk with the Board.

Public Works Department: Mr. Craven said he had received a bid from C-U Construction for $22,290.52 with fasteners for a new roof on the Village Hall. Clerk Phillips reported that on March 21, 2017, a bid of $18,128.31 without hidden fasteners was approved. Mr. Miller said that that bid could be overrode by another. The Trustees agreed to wait for the appropriations to be completed and to patch the roof at this time.

Mr. Craven said he had received one bid to have tree at 409 N Vorcey cut down for $1,000 and that he believes the tree to be on private property; however, it appears to be a safety issue to the homeowner and the church. Mr. Miller said the Village could not go on private property without permission or a warrant. Trustee Ping said if it was on private property, then the Village should not pay for it. Trustee Stuber said the homeowner is responsible for tree and that it would not be prudent for the Village to set a precedence. President Murphy said to send a letter to the homeowner. Mr. Craven will speak with the person who notified the Village of the problem. In the end it was decided to see if the church and the homeowner could or would split the cost to have the tree removed.

Trustee Ping made a motion with a second by Trustee Miller to purchase from SJ Smith Company a Lincoln Power MIG 180C welder, welding cart, tank filled with gas, wire, and welding helmet to not exceed $1,400. Roll call vote was taken and the following votes were cast passing the motion:

Vicki Buffo - Yes Jacquie Miller – Yes Anna Miller – Yes Jared Ping – Yes Ryan Perry – Yes Terrence Stuber - Yes

Mr. Craven also advised the Board that he would like to purchase a new dump truck to replace the 1995 Ford L8000 with a 2004 Freightliner, business Class M2 106 for $24,000. After much discussion as to if it was really needed at this time, Mr. Craven said he could explore options when one is needed.

Trustee Stuber suggested that it was time for the Board to consider a purchasing policy across the board. President Murphy said they already have one but Trustee Stuber said he was talking about a chart with cost levels, i.e. x = President’s approval; y = PWD, and z = Board approval, including stating how many bids are needed for each item.

Reports: Engineer – Architect Burge relayed to the Board that Mr. Craven, Anthony Jansen, and IAW spoke and that Mr. Burge will speak to Mr. Jansen tomorrow concerning the water issues.

Mr. Burge also said that construction on the police station has slowed because of roadblocks for material procurement. Mr. Burge will find out the cost of wood to metal doors; the parking lot is poured at the NE corner; the sidewalks are formed to front; roofing done but the metal siding needs done. He also stated that there are no exterior or overhead doors as yet.

Treasurer: Mr. Kouzmanoff was asked to get an inventory of what’s in the safety deposit box.

Mr. Kouzmanoff reported that he is trying to get an office policy for the monthly bills so they do not come to the Board.

Trustee Stuber made a motion with second by Trustee Miller to pay al bills except for the TIF bills. Roll call vote was taken and the following votes were cast passing the motion:

Vicki Buffo - Yes Jacquie Miller – Yes Anna Miller – Yes Jared Ping – Yes Ryan Perry – Yes Terrence Stuber - Yes

Trustee Stuber made a motion with a second by Trustee Miller to pay the TIF bill in the amount of $43,166.25 to satisfy our $3.5 million 2012 general obligation bond. Roll call vote was taken and the following votes were cast passing the motion:

Vicki Buffo - Abstain Jacquie Miller – Yes Anna Miller – Yes Jared Ping – Yes Ryan Perry – Yes Terrence Stuber – Yes President Murphy - Yes

Clerk Phillips asked if Martin Hood is still doing payroll or still training. Mr. Kouzmanoff said he will be doing the payroll now and that the auditors will do the quarterly reports.

There were no sewer credits or extensions.

The April 2017 Police report was in the handouts but no action was taken. The Report showed 3 written and 7 verbal warnings for a total of 181 calls.

Minutes: The May 2, 2017 minutes were overlooked on the agenda and therefore not approved.

Old Business: There was no report on the “no parking” issue for Fun Day.

Mr. Kouzmanoff said he had not received all the bids for the Village’s Clean-up Day but that the Village’s full time staff could work the event but that the non-exempt staff could not volunteer but they could be give a day off for their work. Mr. Kouzmanoff will present more information at the next Board meeting so that a specific date can be set.

Mr. Kouzmanoff said that last year the Village was short $40,000 on the water/sewer system combined; taking into account the depreciation, it would make the loss around $13,000. He said that in 2016 the water/sewer credits were $724,000 and the expenses were $770,000. According to Mr. Kouzmanoff’s analysis, a 20% water rate increase would be need to just breakeven; if capital improvements were taken into account the rate would have to be higher. He also reported that the average bill is $42 and with the 20% increase it would be $50. It was reported that from a recent survey Tolono had the lowest water rate of communities around. Mr. Miller suggested adjusting the rate to the breakeven point and then study the system to see what will be needed to set rates down the road. President Murphy said he would like to see the 20% increase begin July 15, 2017, showing on the August bill. Mr. Miller will prepare an ordinance for voting upon at the next Board meeting.

The annexation of property along Route 45 was discussed and will be looked into.

New Business: President Murphy said he will have the TIF representative at the June 20, 2017 meeting to discuss the TIF and how the Village can make loans from the TIF to businesses.

The ordinance for approving the removal of Trustee Buffo’s property from the TIF District was deferred to the June 6, 2017 meeting.

Trustee Stuber made a motion with a second by Trustee Buffo to accept 2017 Prevailing Wage Ordinance No. 2017-09. Motion passed.

Mr. Kouzmanoff presented the revised Appropriation and said that it would take a $600,000 cut to get a balanced budget. Trustee Stuber asked if Mr. Kouzmanoff could show what percentage of the budget had been spent. President Murphy said he would like for the Board and himself to digest the information and e-mail Mr. Kouzmanoff with any changes they had.

Miscellaneous: Mr. Kouzmanoff asked for contact information for the Trustees and the President and Clerk Philips told him that her notes reflected he was going to get the information and send it to the Clerk who would, in turn, send it to the County. Clerk Phillips will prepare the document, send it to the Board members for verification, and then send it to the County Clerk.

Executive Session: None.

At 9:04 p.m. Trustee Stuber made a motion with a second by Trustee Buffo to adjourn. Motion carried and meeting adjourned.

http://tolonoil.us/wp-content/uploads/2017/08/2017.05.16-minutes.pdf