The Villiage of Hillcrest, IL
The Villiage of Hillcrest, IL

10/10/12: Minutes - October 10, 2012




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10/10/12: Minutes - October 10, 2012

Village of Hillcrest
Wednesday October 10, 2012 Meeting Minutes
7:00pm

 

The regular monthly Board meeting opened with the Pledge of Allegiance. Present and answering roll call where Trustees Rick Rhoads, Rich Elliott, Randy Salsbury, Vicki Stewart, and Jeanie Sparacino. Also present where President Kim Whalen, Attorney David Silverman, Treasurer Penny Payton, and Village Clerk Patty Moreno. Absent was Trustee Jim McMullin.

A motion was made by Trustee Sparacino, seconded by Trustee Stewart, to approve Treasurer’s Report as presented. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.

A motion was made by Trustee Sparacino, seconded by Trustee Rhoads, to approve the bills as presented. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.


Department Reports

Ordinance -  There was no report for Ordinances due to Trustee McMullin’s absence.

Finance -  Trustee Sparacino had no report for Finance.

Water -  Trustee Elliott reported that there had been two water mains were repaired, one located on Ramona and one located Scott.

Health and Welfare -  Trustee Stewart had no report for Health and Welfare.

Streets and Grounds -  Trustee Rhoads reported that all new stop signs were installed. Rhoads stated that the reason for the signs being installed  7 feet high was to prevent vandalism. Trustee Rhoads also reported that new 36” doors were installed in the Record Room and Clerk’s Office.  Rhoads also stated that lever locks would be installed on one of the doors to make it handicap accessible.  Rhoads reported that Village received a grant from Ogle County for the handicap door opener.

Trustee Rhoads stated that he had received an estimate as to how much it would cost to repair Kevin Dewey’s driveway that was damaged with snow plow a few years back. Rhoads stated that the estimate was for the amount of $1,360 but Village would look into getting more estimates to compare. Rhoads stated that he had spoken to Mr. Dewey and Mr. Dewey had stated that he would like driveway repaired in the spring. Rhoads stated that he told Mr. Dewey this would be fine.

Trustee Rhoads reported that it was Fire Safety Week and wanted to remind residents to check their smoke detectors to make sure the detectors were working properly.

Building and Zoning -  Trustee Salsbury had no report for Building and Zoning.

Attorney -  Attorney Silverman had nothing to report at this time.

Administration- President Whalen reported that volunteers had started going door to door to help residents complete the income surveys that where not fill out properly for the sewer grant funding. President Whalen stated that the target dates for doing the door to door Surveys where going to be October 14,20,21 and the volunteers were hoping to complete income surveys for the first 6 blocks on the north side of Hillcrest.

President Whalen stated that if residents had questions regarding their water bills being high, the residents would need to allow a 30 day window for the Village to be able to go in and check the water meter or check for leaks.  President Whalen stated that if the Village was not given the opportunity to go into the residence, then residents would be responsible for paying the entire bill in question.

President Whalen asked if the Village would be allowed to install two signs on the Village Hall entrances stating No Skateboarding and  to replace the No Trespassing sign on Windover Park with a No Motorized Vehicles sign.

Trustee Rhoads stated that maintenance employee had already replaced the No Trespassing sign with a No Motorized Vehicle sign at Windover Park.

President Whalen stated that there are piles of dirt in Windover Park that she would like to have removed. Whalen stated that the pile that she is concerned about is a pile that contains two by fours and rocks. She is concerned that someone could be injured climbing around on this particular dirt pile.

Trustee Rhoads stated that now that maintenance employee had installed all the signs the maintenance employee would have more time to remove these piles of dirt.

Trustee Rhoads stated that an option to use instead of putting No Skateboarding signs on Village Hall would be to spray paint the information on the sidewalks.

Trustee Sparacino asked if this could be spray painted on the curb of the sidewalk.

Trustee Rhoads stated that they could also install and an angle bracket every four feet to keep skateboarders from skating and that the maintenance employee could fabricate them.

Trustee Sparacino stated that her concern in installing these angle brackets would be that the Village would be liable for any injuries caused by the brackets.

Attorney Silverman stated that a lot of communities use them; however if installed the Village would need to post a No Skateboarding sign as well.

 

Public Comment

Resident Helen Gaston, 338 Rosalind, asked the Board if they would be going to homes of residents that had already mailed back their income survey.

President Whalen stated that if the resident’s income survey was filled out properly they would not; however the reason why they were going door to door was because the surveys were not filled out properly.

Mrs. Gaston asked if residents could go to Village Hall to make sure that their income survey was filled out properly so that they would not have to worry about not being at home when the volunteers came knocking at their door.

President Whalen stated that residents are welcome to come to Village Hall to fill out or to make sure that their surveys are fill out properly; however to remember that only the residents in the first six blocks on the north side of Hillcrest were being interviewed at this time.

Trustee Salsbury asked if these six blocks would be a true demographic of the Village.

Trustee Elliott stated that this would be a start as the initial hook up was going to be on Scott.

President Whalen stated that the grant the Village was applying for was in the amount of $400,000 and  that the Village could apply for the grant every two years. Whalen stated that the $400,000  would not be enough to cover even the first six blocks; it may be enough to hook up 8 to 10 homes. President Whalen stated that the Village would need to wait two years to apply for the grant again. Whalen stated that applying for the grants would be the only way of accomplishing the sewer project without getting any loans. President Whalen stated that this would be a long process.

David Long, who is helping compile the information needed for the grant,  stated that Village does not have to provide information for the entire Village.  The Village only had to demonstrate that the target area affected by grant funding met the requirements. Long stated that the purpose of sending income surveys to the entire Village was to have all the information available for when Village was able to apply  for the grant again as the information would be usable for up to five years.

 

Old Business

Revised Water Rate Ordinance

President Whalen stated that the Revised Water Rate Ordinance removed the $10.00 flat fee for the first 3,000 gallons of water and would then bill each 1,000 gallons of water accordingly. Along with  the two tier increase for FY13 and FY14, an annual increase of 3% would go into effect in FY15.   President Whalen stated that the availability fee would also increase from $2.50 to $5.00.

A motion was made by Trustee Elliott, seconded by Trustee Sparacino to approve the amending of Water Rate Ordinance adopted in January 2010. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.

Water Deposit Repeal Ordinance

President Whalen stated that the Water Deposit Repeal Ordinance removed the requirement of a $100 deposit from a resident moving into the Village. The ordinance also gave the process a resident needed to follow in order to receive a refund of a deposit.

A motion was made by Trustee Elliott, seconded by Trustee Sparacino to approve the Water Deposit Repeal Ordinance. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.

 

New Business

Municode Approval   President Whalen stated that the Municode approval was needed in order to send newly adopted or revised ordinances to Municode to have the ordinances added to the online web page. President Whalen stated that the ordinances where from January 2012 to August 2012 which included 118 pages at the rate of .17 cents per page, resulting in the cost of $2,065.

Trustee Sparacino asked if this was to add ordinances online.

President Whalen stated that the newly adopted or revised ordinances would be added to the Ordinance Book that was already on the web page.

Trustee Stewart asked if this was only done on an annual basis.

President Whalen stated that this could be done as often as needed and that she would actually like to have it done more often instead of waiting a whole year.

Village Clerk Patty Moreno stated that she would like to be able to do this as soon as she gets Ordinances in order to keep the online Ordinance Book current.

Trustee Sparacino asked if there was a cost difference between doing them annually or monthly.

Village Clerk stated that it would still be the .17 cents per page.

Trustee Stewart stated that she was under the impression that in order for it to be cost effective to the Village they would need to do this annually.

President Whalen stated that the cost would be the same.

A motion was made by Trustee Stewart, seconded by Trustee Elliott to approve the Municode payment in the amount of $2,065 and be able to send the ordinances as needed. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.

 

Accept FY11 Audit and Audit Findings

President Whalen read the Audit Findings and suggestions from Winebaugh and Associates, the Village auditors.

Treasurer Penny Payton explained in more detail what President Whalen read in regard to the auditor’s suggestions. Treasurer Payton stated that instead of just having one fund balance Village would now have non-spendable, restricted, committed, assigned, and unassigned funds. Treasurer Payton states that she would need help from auditors to set up these accounts. Payton stated that Board would have to decide how they would spend the funds and into which fund the funds would go.

Motion was made by Trustee Sparacino, seconded by Trustee Salsbury to Accept the FY11 Audit and Audit Findings. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.

A motion was made at 7:35pm to adjourn by Trustee Sparacino, seconded by Trustee Rhoads. Rhoads; yes, Elliott; yes, Salsbury; yes, Stewart; yes, Sparacino; yes. Motion carried.


Minutes taken and prepared by Village Clerk Patty Moreno.




Posted: 11/19/2012 | Updated: 11/19/2012