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

9/9/15: Minutes - September 9, 2015 - Regular Board Meeting Minutes




<< Back To Meetings

9/9/15: Minutes - September 9, 2015 - Regular Board Meeting Minutes

                                                                                Village of Hillcrest

                                                Wednesday September 9, 2015 Regular Board Meeting

                                                                                        7:00pm

 

 

The Regular Board Meeting of the Village of Hillcrest was opened with the pledge of Allegiance. Present and answering roll call were Trustees Tim Ball, Jason Fore, Rich Elliott, Randy Salsbury, Dave Long, and Jeanie Sparacino. Also present were President Steve Dodson, Attorney Paul Keller, and Village Clerk Patty Moreno. Treasurer Penny Payton was absent.

 

A motion was made by Trustee Salsbury, seconded by Trustee Fore to approve the minutes from August 12, 2015 Regular Board Meeting as amended by Trustee Fore. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Trustee Sparacino reported that the cash on deposits as of August 31, 2015 are as follows: General Fund $592, 699.83, Motor Fuel Tax $176, 758.15, and Utility Fund $238, 334.38.

 

A motion was made by Trustee Elliott, seconded by Trustee Fore to approve the Treasurer’s report as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

A motion was made by Trustee Long, seconded by Trustee Ball to approve the payment of the bills as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

 

                                                                                DEPARTMENT REPORTS

 

Finance- Trustee Sparacino stated that her report her report would be discussed later in the meeting.

 

Streets & Grounds- Trustee Fore reported that the Streets and Grounds department has been busy mowing and has finally gotten the retention pond mowed down to level ground and pellets have been put in retention pond to prevent mosquitos from accumulating.  Trustee Fore also reported that the maintenance employee had been busy assisting in a main break. Fore reported that someone from Sycamore will be coming to the Village to do an inspection on the white truck and inform him how much it would cost to repair the plow on the truck. Trustee Fore also reported that the garage door in the shop has broken. Fore stated that they will be getting it repaired tomorrow.

 

Ordinance- Trustee Ball reported that he is going around the Village and trying to enforce the ordinances.

 

Water- Trustee Elliott reported that other than the water main break that Trustee Fore reported he had no other report for the water department.

 

Building & Zoning- Trustee Salsbury stated he had no report for the Building and Zoning department.

 

Building Inspector Casper Manheim stated that the update on the cannabis plant. Casper stated that PharmaCann is hoping that by the 1st of October they will have at least one room finished to start growing plants so they can get a permit from the state. Casper stated that the Village will probably have to give PharmaCann a temporary occupancy. Casper stated that most likely the bathrooms will probably not be functioning yet but the Village will have to work with them on the temporary occupancy permit. Casper stated that PharmaCann probably had another month or two to finish construction on the building. Casper stated that the temporary occupancy permit will probably be for 90 days but he is not sure at this time he will have to ask PharmaCann.

 

Trustee Fore stated to Trustee Salsbury that he is concerned with the roof of the current salt shed and was wondering if Salsbury had received a quote for the new salt shed.

 

Trustee Salsbury stated that he is still waiting for a quote since the quote he had was a past quote from last year.

 

Economic & Community Development- Trustee Long reported that he had not had a chance to meet with PharmaCann.

 

Village Attorney- Attorney Paul Keller had no report.

 

Administration- President Dodson reported that there is Semi’s driving down streets that are not truck routes during the day. President Dodson stated that he feels that there should be police protection during the day time to catch the semi’s that are not reading the signs to the truck routes. President Dodson asked if the board had suggestions as to how to resolve this issue. Trustee Fore stated that he recently updated the truck route signs to be accurate with Village Ordinance which made Hillcrest Ave no longer a truck route. Fore stated that he did install a no trucks allowed sign in the corner of Erickson road and Hillcrest Ave but Fore stated that by the time a semi drivers sees this sign they are already committed to go down the street they have no choice but to continue until they find the right truck route or find their destination. Trustee Fore stated that he had talked to Chief Police Danny White on how to get a sign installed on Route 251 that directs semi’s to Maple Ave which is a truck route. Fore stated that contacting IDOT to see if the Village could install this sign on route 251 would be the best solution at this time.

 

President Dodson stated that he would like to put to rest a rumor that has been going around stating that there has been forging of checks. President Dodson stated that there is no forging of check happening.

 

 

                                                                                PUBLIC COMMENT

 

There was no public comment made.

 

                                                                                   OLD BUSINESS

 

Appropriation for FY2016

A motion was made by Trustee Long, seconded by Trustee Sparacino to approve the Appropriations Ordinance for FY2016 in the amount of $608,769.00 as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Sewer Update

Jim Sparber from Baxter & Woodman stated that in the August meeting it was reported that the Village had received several bids from contractors regarding the sewer construction on River Road and Ramona Ave. Sparber stated that the low bidder was Performance Construction & Engineering at the bid of $1,238,000.00 but at the time there was still a question regarding how the Village’s portion of the project was going to get funded. Sparber stated that did speak with a representative from the First National Bank and although he does not have a letter of commitment Sparber stated that the representative assure him that the commitment letter will be coming within a week. Sparber stated that the representative stated he did not see any problems with the amount. Sparber provided the Board with a Memo that explained the cost of the project, funding for Village’s portion. This Memo is as follows:

 

 

Construction Contract Amount $1,238,000

Engineering Fees (Construction Related) $115,280

Project Construction Budget $1,353,280

Village Paid Connection Fees $11,200

Total Project Cost $1,364,480

 

The Village has been awarded grant funds in the following amounts:

CDAP Grant $450,000

Illinois Capital Bill* $25,000

City of Rochelle $100,000

Total Funds Available $575,000

Amount to be financed by Village: $789,480

 

*The budget reflects the $25,000 currently in the Village’s checking account. The State will allow the

Village to spend this amount. The remaining $75,000 may not be available due to State budget issues and therefore is not included in this project budget. Baxter & Woodman spoke with First National Bank of Rochelle and discussed the potential for the Village to borrow the needed funds. The representative from First National indicated that the terms of the loan would be 10 years at about 4.27% interest. To be conservative, B&W utilized an interest rate of 4.5%.Given these terms, the annual loan payment would be approximately $100,000 on a $790,000 loan. Under the current rate structure, the Water & Sewer fund generates approximately $80,000 of revenue in excess of operating expenses. If all of this money were to be used to pay the loan, approximately $20,000 per year (or $200,000 over the 10 year loan period) of the current cash reserves would need to be used to make up the difference between the excess revenue and the debt payment. The cash flows associated with this are provided as Attachment A.

 

At the August meeting, the Treasurer’s report stated that the balance of the Water & Sewer Fund is approximately $230,000. If $200,000 of this were used for debt service, the fund balance would be approximately $30,000 at the end of the loan period. The American Water Works Association recommends water systems maintain cash reserves equal to 25% of operating costs. The Village’s annual operating costs are approximately $100,000 so by maintaining a $30,000 balance, the Village would be complying with AWWA’s recommendations. However, because the Village is a relatively small system, Baxter & Woodman recommends maintaining a fund balance closer to $100,000 in the event of major equipment failure.

 

 A second scenario would be to utilize a portion of the current cash on hand in the Water & Sewer fund to reduce the amount of money borrowed. If the Village borrowed $660,000 ($790,000 - $130,000 from reserves) the projected fund balance would be approximately $66,000 at the end of the 10 year loan period. This scenario is shown in Attachment B.

 Similarly, a third scenario was evaluated. In this scenario $75,000 of the current cash reserve is used to reduce the loan amount to $715,000. The cash flows project that by 2024 the fund balance would be at about $51,000 (see Attachment C).

 

It should be noted that none of these scenarios raise the current rates beyond the 3% annual inflationary increase which is currently contained in your rate ordinance.

 

Attachment A

 

Obtain loan for full                        $790,000

 

Loan Amount                                    $790,000

Term                                                   10 year

Interest Rate                                         4.5%

Annual Payment                              ($99,839)

Cash from W&S Fund                           $0

Beginning Fund Balance                 $230,000

 

 

 

Attachment B

 

Use $130,000 of existing fund balance to reduce loan amount

 

Loan Amount                                     $ 660,000

Term                                                     10 year

Interest Rate                                     4.5%

Annual Payment                              ($83,410)

Cash from W&S Fund                     $130,000

Beginning Fund Balance                                $100,000

Attachment C

 

Use $75,000 of existing fund balance to reduce loan amount

 

Loan Amount                                     $ 715,000

Term                                                     10 year

Interest Rate                                     4.5%

Annual Payment                              ($90,361)

Cash from W&S Fund                     $75,000

Beginning Fund Balance                                $155,000

There was discussion as to how long the streets would be closed and who would be in charge and available to answer questions to resident and Village representative. Sparber stated that there would be a representative from Performance Construction & Engineering available & Baxter and Woodman will also be overlooking the project.

There was discussion between the board members and Jim Sparber as to the requirement of the CDAP grant. Jim Sparber stated that he would need to look at the grant to verify the requirements for connection to the sewer.

A motion was made by Trustee Elliott, seconded by Trustee Fore to award the contract to Performance Construction & Engineering. Roll call vote: Ball; No, Fore; yes, Elliott; yes, Salsbury; No, Long; yes, Sparacino; yes. Motion carried.

Approval of Solid Waste Service Bids

Trustee Long stated that he would like to have each representative from the disposal companies that summited a bid to introduce themselves and explain their bid.

 

Bob Pfister from Advance Disposal in Davis Junction introduced himself and gave Advance Disposal Bid as follows:

 

Curbside Waste                                                                $8.75

Recycling Roll-off                                             $1.00(for 1 pickup/month, $350.00 for each additional)

Weekly Curbside Recycling                          $5.25

 

Annual rate increase tied to CPI, minimum of 2%, max of 4%, all containers provided, 5 year agreement, and no bid for yard waste.

 

Curbside Waste & Roll Off; $9.75                              

Curbside Waste/Recycling; $14.00

All Options; $15.00

 

Dan Christensen from DC Trash in Cortland introduced himself and gave DC Trash’s bid as follow:

 

Customer owned trash containers, no recycling, no yard waste- Weekly pick up                                                $10.51

 

Custome owned Trash container, No recycling- Weekly waste pick up and bi-weekly yard waste $12.56

 

(1)-95 G cart for trash, No recycling- Weekly waste pick up and Bi-weekly yard waste                      $14.55

 

Customer owned trash containers, (1) 18 G bin for Rec. Weekly waste,                                                  $14.51

Bi-weekly yard waste and recycling pick up

 

Customer owned trash containers, (1)95 G cart for Recycling, weekly waste and                                                $15.21

Bi-weekly yard waste and recycling

 

(1)95 G cart for trash, (1)18 G bin for recycling, weekly waste, bi-weekly yard waste                        $16.00

and recycling

 

(1)95 G cart for trash, (1)65 G cart for recycling, weekly waste, bi-weekly yard waste                       $16.70

and recycling

 

(1)95 G cart for trash, (1) 65 G cart for recycling, weekly waste, bi-weekly yard waste                      $18.94

And weekly recycling.

 

Greg Jury from Nothern Illinois Disposal in Rochelle  introduced himself and gave Northern Illinois Disposal bid as follows:

 

Curbside waste                                                 $9.75

Weekly curbside recycling                            $2.50

Bi-weekly curbside recycling                       $1.50

Bi-weekly curbside yard waste                                  $2.50

 

Rate increase tied to CPI years 2-5 and 7, roll off at the Village Hall for $190.00 per pickup, 7 year agreement, 32 gallon recycling container included, 95 & 65 gallon container available for $2 a month.

 

Curbside Waste/Weekly Rec/Bi-weekly Yard Waste;                       $14.75

Curbside Waste/Bi-weekly Rec/Bi-weekly Yard Waste;                  $13.75

 

Jim Posse from Republic Services in Dixon introduced himself and gave Republic Service’s bid as follows:

 

Curbside Waste & roll off ( for 1 pickup/month $175 each additional);                     $9.90

Curbside Waste & Recycling (No roll off)                                                                               $13.90

 

4% annual rate increase: containers provided with option 2, not with option 1; Bi-weekly curbside recycling; 5 year term, no bid for yard waste.

 

Curbsdie Waste and Roll off;                                                       $9.90

Curbside Waste and Bi-Weekly Recycling                              $13.90

 

 

A motion was made by Trustee Long, seconded by Trustee Salsbury to approve awarding and sitting down to write up contract to Northern Illinois Disposal. Roll call vote: Ball; No, Fore; Abstain, Elliott; No, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Truck Route and Stop Sign Ordinance

A motion was made by Trustee Long, seconded by Trustee Ball to approve the Truck Route and Stop Sign Ordinance as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Trustee Fore question the 80,000lbs weight limit on trucks. Fore stated that there is no street in the Village that is build to hold that much weight. Attorney Keller stated that he was currently directed to change the truck route and stop sign not the weight limit. Fore stated that the ordinance also stated signs and he would like to know if he should post signs to stated in accordance to the ordinance or what the streets are build to handle in weight limit. Trustee Fore stated that he would like to address this weight limit issue in the future to be able to have streets that can handle the weight.

 

Resolution for Attorney Fees

A motion was made by Trustee Sparacino, seconded by Trustee Long to approve the Resolution for the Attorney Fees as presented. Roll call vote: Ball; No, Fore; No, Elliott; Abstain, Salsbury; No, Long; yes, Sparacino; yes. Motion not carried.

 

Approval of Signature Cards for signing of checks

Trustee Sparacino stated that this would be to add Trustee Fore to the list of approved signatures for checks. Trustee Sparacino stated that the board members that our on the approve signature cards will be President Dodson and Trustees, Rich Elliott, Jason Fore, and herself Jeanie Sparacino.

 

A motion was made by Trustee Long, seconded by Trustee Elliott to approve the signature cards for the signing of checks to add Trustee Fore. Roll call vote: Ball; yes, Fore; Abstain, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Approval of Municode Estimate for Supplement No. 9

A motion was made by Trustee Sparacino, seconded by Trustee Elliott to approve the estimate in the amount of $1,575.00 for Municode Supplement No. 9. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

Supplemental Appropiration for FY2015

Trustee Sparacino stated that the supplemental appropriations is ending FY2015 and reconsiling the appropriations for FY2015.

 

A motion was made by Trustee Long, seconded by Trustee Sparacino to approve the Supplemental Appropriations for FY2015 as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

 

A motion was made at 9:01pm to go into Executive Session by Trustee Elliott, seconded by Trustee Fore. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

A motion was made at 9:35pm to Return to Regular Session by Trustee Long, seconded by Trustee Salsbury. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

President Dodson reported that the Village will be posting an ad in the newspaper for a part-time employee that will be assisting the Maintenance employee. President Dodson stated that the job description will be posted with the ad.

 

A motion to adjourn was made at 9:36pm by Trustee Long, seconded by Trustee Sparacino. All in favor say I. All I’s. Motion carried.

 

Minutes taken and prepared by Village Clerk Patty Moreno.

 

 

 

 

 

 

 

 

 

 



Posted: 10/21/2015 | Updated: 12/8/2015