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

3/09/16: Minutes - Regular Board Meeting - March 9, 2016




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3/09/16: Minutes - Regular Board Meeting - March 9, 2016


VILLAGE OF HILLCREST

Wednesday March 9, 2016 Regular Board Meeting

7:00pm

 

 

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

 

A motion was made by Trustee Sparacino, seconded by Trustee Elliott to approve the minutes from February 10, 2016 as presented. Roll call vote: Ball; yes, Elliott; yes, Salsbury; yes, Long; yes, Sparacino; yes. Motion carried.

 

There was no Treasurer’s Report due to Treasurer Penny Payton’s absence.

 

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, Elliott; yes, Salsbury; yes, Long; yes. Sparacino; yes. Motion carried.

 

DEPARTMENT REPORTS

 

Finance- Trustee Sparacino reported that Treasurer Payton has been out due to surgery, therefore the Treasurer’s report for this is month would be given at the next board meeting.

 

Streets & Grounds- President Dodson reported that the lawn mower needs some repair and has been sent to be repaired. President Dodson also reported that the maintenance employee had repaired to broken u bolts on the white truck and that the blue truck will need repair as it has a rusted bumper that is almost falling off. President Dodson also stated that he had contacted the Illinois Department of Transportation and had asked for permission to install two signs directing semi’s to the Truck route on Maple Ave. The board also discussed the amount of salt o be ordered for this year. Clerk Moreno stated that due to the mild winter the Village only used 25 tons of the 100 tons ordered for last year. Clerk Moreno stated that the Village is committed to 80 percent of the 100 tons and would still have 50 tons left from last year. The board decided to order 25 tons for next year due to the amount of salt left from last year.

 

Ordinance- Trustee Ball stated that he would like to discuss possibly hiring a local law firm to represent the Village for Ordinance citations in court. Trustee Ball stated that it is a five hour travel time to get Attorney Keller to represent the Village for Ordinance citations in court. Trustee Ball stated that he would also like to see the residents that are parking on no parking areas to be ticketed for parking on a no parking zone.  Trustee Sparacino stated that court appearances are in Rochelle and maybe Attorney Keller would be able to have a day where he would be able to assist in court and take care of the citations once a month. Trustee Ball stated that President Dodson suggested an Ordinance officer which will be discussed later tonight.

 

Water- Trustee Elliott had no report for the Water Department.

 

Building & Zoning- Trustee Salsbury had no report for the Building and Zoning Department.

 

Economic & Community Development- Trustee Long provided the Board with a flyer for the sales tax increase with information for residents to be aware as to how the increase will be used. Trustee Long asked if any trustee would like to help him go door to door and hand out flyers.

 

Trustee Long stated that he would like to start having the discussion of possible changing the way Trustees are compensated for monthly meetings. Trustee Long stated that the Village sometimes would have enough things to discuss to have two meetings a month and as of right now if the board needed to have another meeting it would cost the Village more money to have another meeting. Long stated that he would like for the village to have a flat fee for meetings or to be compensated less for meetings. The board decided that they would discuss this further at the next meeting. Trustee Long asked Attorney Keller if he could draft something to discuss at the next meeting.

 

Trustee Long stated that he would also like to discuss decreasing the late fee on the utility billing. Trustee Long stated that the late fee on a utility bill now is a flat rate of $10.00 he would like to see that change to a percentage of the bill. Long stated that he thinks the late fee is too high.

 

Village Attorney- Village Attorney Keller stated that he has made the changes to the Waste Collection contract with Northern that the board requested. Keller stated that the changes are the bi-weekly recycling collection and the start date of March 1st 2016. Keller stated the contract has already been approved he is just presenting to the board for information and it ready for signature by the mayor and Northern Illinois Disposal.

 

Administration- President Dodson stated that the Village needs volunteers for the Zoning Board since Chairman George Walters has resigned. President Dodson stated if anyone is interested in being on the Zoning Board please leave name and number and he will contact them.

 

 

 

Steve Builta station chief for the Hillcrest Fire Department and Ogle County Fire Protection district Chief Dave Sawlsville introduced themselves and explained what the Ambulance district tax increase. Builta stated that the increase is not to exceed thirty cents. Builta and Sawlsville explained that the increase is to help offset the cost of the ambulance service that Rochelle fire department currently provides for Hillcrest. Builta stated that the Ogle County Fire Protection district does not have the ability to physically transport anyone all of the vehicles are non-transportable and Rochelle currently provides the transportation. Builta stated that the need for this increase is that the cost has gone up and the Ogle County Fire Protection district has not had a way to pay Rochelle for their services. There was discussion between the board and Sawlsville as to the need and how the increase will be used. Builta stated that Monday night at 7:00pm there will be a representative from the Ogle County Fire Protection to answer any questions to residents.

 

PUBLIC COMMENT

Resident Jose Herrera stated that he would like to address the pot holes on Ramona Ave due to the Sewer project. Herrera asked if the Village could fill those pot holes since they are getting out of hand. Mr. Herrera also expressed his concern due to the rust in the water. Mr. Herrera stated that he had recently bought a washer that he has already had to have serviced due to the rust.

 

 

 

OLD BUSINESS

 

Water and Sewer Update

President Dodson stated that he and Maintenance employee Ben Wittenauer had met with water operator Gerry Bever to discuss and plan an organized fire hydrant flushing system.  President Dodson stated that the Village would have to buy a couple diffusers to help run the water out of the hydrants to help diffuse the water to prevent damage to yards and road. Dodson also stated that recommended by water operator Bever having two people flushing the hydrants so that one can open up the next hydrant and the other can close the other hydrant. Trustee Long asked how much the diffusers would cost. President Dodson stated that the cost of two diffusers would be in the amount of $1,100.00.

 

Jim Sparber from Baxter and Woodman stated that he agrees that the flushing of the hydrants needs to be done in an organized manner as suggested. Sparber stated that flushing in an unorganized manner will not do what the Village needs it to do. Sparber stated that what Water Operator Bever is suggesting will help move the sediment out of the system which is the proper way to do that. President Dodson stated that there might have to be three people working on this as someone would have to stay and watch the pressure gage since it cannot go below twenty pounds.

 

Sparber stated that he would contact the contractor to fill in the pot holes on Ramona Ave as it is their responsibility to do that. Sparber stated that as to the status of where they are at with the construction the contractor was working earlier this week in the metering station. Sparber stated that the next order of business getting everything set up and tested to start the connecting the services and get everything finished up.

 

Sparber stated that last month the board asked about a water system study and what that would entitle and the cost to have the study done. Sparber stated that he has provided the board with a memo with that information. Sparber stated that the aspects of a water planning study are and the cost are broken down in to two sections. Sparber stated that the first section that is researched of a water system is the wells, treatment process or treatment plan, and then the elevation storage. Sparber stated that a study like this would run anywhere from $10,000.00 to $15,000.00 to run this study and at the end of the day what the Village would have is a better understanding of where the wells are at, when they may need some maintenance so that the Village can budget for maintenance, if more wells are needed or if they are the sufficient capacity, if more wells are needed where would be an appropriate place to put those along with the storage capacity and what it should be and how much that would that cost. Sparber stated that the second section would be the distribution system and how that is functioning, is it giving the adequate performance, there are some aspects of this that would deal with water quality. Sparber stated the development of a water distribution model would be on the order of $15,000.00 to $30,000.00. Spaber stated that this would predict how it should be operating. Sparber stated that one of the aspects that this model will predict is fire flows.

 

Sparber stated that Gerry did take some raw water samples that are now being tested due to the rust issue currently happening. Sparber stated that he anticipates having results for the next board meeting.

 

President Dodson stated that he had giving Trustee Long a letter he had received with information on a grants to help offset some costs around here. President Dodson stated that the board has not discussed further the second sewer route and he would like to see the second route be Scott Avenue since this would bring the sewer line out to the highway. Dodson stated that Scott is the oldest part of the Village.

 

Trustee Long stated that the board had been over this a number of times and the reason that the focus has been the Powers Road route is because it would be the trunk line to be able to sewer the entire community so that the Village can hook up any street that has the highest septic problems. Trustee Long stated that this is what was approved by the board to go ahead with the IEPA loan application process for the Powers Road route. Trustee Long stated that it makes more sense to set up the main trunk line and be able to sewer the street in most need of sewer.

 

NEW BUSINESS

 

Approval of Facebook Page

 President Dodson stated that he would like to have a Facebook page for the Village to be able to inform of boil orders or any other emergency in the Village. Dodson stated that a lot of residents have complained of not being informed of a boil order because they do not read the newspaper, visit our website, or listen to the radio. Attorney Keller stated that there are certain legal considerations the board has to look into before setting up a municipal social media page. Keller stated that if the board is going to move forward with this then he suggests that there be an ordinance put in place to specify how the facebook page would be used. Trustee Long asked if Attorney Keller could draft an ordinance for the next meeting.

 

Discussion of Ordinance Officer

President Dodson stated that he would like to hire an ordinance officer to help enforce ordinances within the Village. Dodson stated that having an Ordinance Officer would help eliminate giving the two citation for the same violation by two Trustees. Trustee Long stated that it was discussed that if a Trustee wrote a citation it would be followed with an email informing the other trustees of the citation given. President Dodson stated that not everyone looks at their emails right away. Trustee Sparacino asked how the Ordinance Officer would be paid. Trustee Ball stated that it would not be that expensive to have someone come in for a couple of hours for fifteen dollars an hours. Trustee Sparacino stated that Trustee Ball is the Ordinance Trustee and that to her is the Ordinance Officer. The board discussed how other communities handle the writing of citations. No decision was made.

 

 

A motion to adjourn was made at 9:30pm by Trustee Long, Seconded by Trustee Salsbury. All in favor say Aye. All Aye’s. Motion carried.

 

Minutes taken and prepared by Village Clerk Patty Moreno.



Posted: 6/7/2016 | Updated: 6/7/2016