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

05/11/2016 - Minutes - May 11, 2016 Regular Board Meeting




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05/11/2016 - Minutes - May 11, 2016 Regular Board Meeting

VILLAGE OF HILLCREST

Wednesday May 11, 2016 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, and Jeanie Sparacino. Also present were President Steve Dodson, Village Attorney Paul Keller, Village Treasurer Penny Payton and Village Clerk Patty Moreno. Trustee Dave Long was absent.

 

A motion was made by Trustee Elliott, seconded by Trustee Sparacino to approve minutes from April 13, 2016 Regular Board Meeting as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

Treasurer Payton reported that the cash on deposits as of April 30, 2016 are as follows: General Fund $640,954.41, Motor Fuel Tax $201,143.88, and Utility Fund $284,004.71.

 

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, Sparacino; yes. Motion carried.

 

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

 

 

DEPARTMENT REPORTS

 

Finance- Trustee Sparacino stated that the fiscal year is almost over and would like to remind the board that if any of the board members would like to meet with Treasurer Payton or herself to discuss budget for each department please let her or Payton know.

 

Streets & Grounds- Trustee Fore stated that in the middle of April pot holes were filled, shoulders at Maple Ave and Route 251 were raised with gravel, and other areas around the Village. Fore stated that Maintenance personnel had started exercising gate valves and repaired a fire hydrant on Hemstock Road, the corner of Moluf and Elliott and parts have been ordered to fix a hydrant on Hillcrest Ave and Wayne Road and Oak Ave. Fore stated that water meters were change in two residences. Fore stated that upcoming work will be continuing exercising gate valves, filling pot holes when weather allows, fixing hydrants that are leaking and some installation of signs.

 

Ordinances- Trustee Ball stated that the main concern at this time is people speeding in the Village. Ball stated that he thinks that an officer should be patrolling the streets in the morning when the speeding is taking place or install cameras.

 

Water- Trustee Elliott stated that about thirty one homes had been connected to the sewer as of this time. Trustee Elliott stated that there has been some concern with what was published in the newspaper regarding the radium problem in the Rochelle water on well number eleven. Trustee Elliott stated that well number eleven is 893 feet deep which the farther down it is the more risk of radium it is. Elliott stated that the Village’s well is about 400 and something deep which is less than Rochelle’s well which would is less of chance of radium in the Village water. Elliott stated that the last water samples taken the Village only had 1.41 in radium and the state level that could not be exceeded is 5 therefore the Village water is fine.

 

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

 

Economic & Community Development- No report was given for the Economic and Community Development department due to Trustee Long’s absence.

 

Village Attorney- Village Attorney Paul Keller stated that he would like to clarify an issue that came up in the last month’s meeting. Keller stated the clarification was in regard to the IEPA Loan route and whether it was approved or not. Keller stated that on the December 9, 2015 Regular Board Meeting Jim Sparber had presented the board with a report which indicated which route would be taken for the second phase of the sewer project which involves the IEPA Loan. Keller stated that this report included a map of the route that would be included with the IEPA Loan application. Keller stated that on December 9, 2015 the board approved proceeding with the IEPA Loan which included the map with the Powers Road route.

 

Trustee Fore stated that he was not challenging the dates what he was asking is if the current board would have to approve the Loan since it is a new Loan.

 

Keller stated that the board had directed Jim Sparber on December 9, 2015 to proceed with the IEPA Loan application using the Powers Road Route. Keller stated that there has been no approval to spend the money on this project but the board did approve proceeding with the loan application based on the Powers Road route.

 

Trustee Ball and Trustee Fore expressed their thoughts that they feel that the board did not approve the route the board approve proceeding with the Loan application.

 

Administration- President Dodson stated that he has had quite a few complaints of high grass.

 

 

PUBLIC COMMENT

 

Gregory Welch, resident of the Village, would like to know if the restoration to the yards that were hook-up to sewer would be done or if every resident would have to pay out of pocket for the landscaping. Mr. Welch also asked if the roads were going to be re-paved.

 

Jim Sparber from Baxter & Woodman stated that if the residents sewer service was put in as part of the project and did not have to pay the contractor then the landscaping restoration will be included as part of this project. Sparber stated that landscaping is hoped to be started sometime this week if weather permits. Sparber stated that any restoration that is needed is needed to be done in the right of way will also be done as part of the project. Sparber stated that the residents that hook-up to sewer and paid out of pocket to the contractor would not be included in the restoration as part of this project they will have to pay to have it restored. Sparber stated that as far as the restoration of the streets he has some recommendations for the board to be discussed later under Old business but this should also be taken care of in the next couple of weeks.

 

Kim Whalen, resident of the Village, stated that the map for the second phase of Powers Road was approved and voted on about two years ago and the vote was unanimously by the board at that time.

Jason Windland, resident of the Village, stated that it seems to him like no one can agree on anything when it come to the sewer project and from what he can tell this whole project is not going to get done for thirty years and this board probably not be in office anymore. Mr. Windland asked why this project was started if the board knew that the rest of the Village might not get done.

 

Trustee Fore stated that this was all started when President Hicks was in office. Fore stated he did not want the sewer then and he does not wanted now this will put a lot of burden on the Village and home owners.

 

Mr. Windland stated that he was told that the reason this project was started was because there are so many houses with failing septic systems that the homes could be condemned. Mr. Windland stated that there are towns that have ordinances that stated that a septic system must be maintained every two years. Mr. Windland stated that if an ordinance was put in place and enforced this would prevent having so many failing septic systems and residents would have to show proof and paperwork that their septic has been maintained.

 

Trustee Elliott stated that one of the reasons that he is in favor of the sewer is because the IEPA has changed the size of the lot to put in new septic fields on, therefore some of this lots are too small to put in a new septic field in.

 

Fore stated that this is not completely true. Fore stated that the IEPA will not let you put in a new leach field but there is other alternatives.

 

Gregory Welch stated that Wayne Rd. and Ramona has a lot of speeding happening. Mr. Welch asked if there was any reason why the Village could not put a four way stop. Mr. Welch stated that he had heard rumors that a marijuana distribution center was going to be coming to the Village.

 

Trustee Ball stated that this is not true.

 

Trustee Fore asked if any board member is opposed to having a four way stop on Wayne Road and Ramona Ave.

 

A motion was made by Trustee Fore, seconded by Trustee Ball to approve the installation of four way stop signs at Wayne Road and Ramona Ave. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

Laura Cook, newly elected county clerk, stated that her office is always looking for election judges and with the board being the eyes and the ears of the community she would like to ask for help and if anyone knows of anyone that would like to be an election judge please have them call the Ogle County Clerk’s Office.

 

OLD BUSINESS

 

 

Sewer Questions

President Dodson stated that he would like to have Village Clerk Patty Moreno explain some of the questions that have been asked to her in regards to the sewer.

 

Village Clerk Patty Moreno stated that one of the issues that have come up and has been resolved was the contract for sewer connection fee that was needed for the residents that are paying out of pocket to be hooked up to the sewer. Clerk Moreno stated that Attorney Keller had helped her to get this contract for the residents that want to pay the $700.00 connection fee in a five year period. Clerk Moreno stated that the issue at this time is that residents are coming in and asking about the application to opt to connect to the sewer and she has no such application.

 

President Dodson stated that there is a lot of questions in regards to why some residents have to pay the $700.00 connection fee and $50.00 permit fee and others don’t. President Dodson stated that there is a lot of questions that need to be answered before continuing with the second phase of the sewer.

 

Resident Jason Windland asked if this application was going to be mailed to the residents.

 

Clerk Moreno stated that it was discussed that letters would be sent out to residents who are not connected yet notifying them that they need to connect or provided proof of having their septic system in good condition and at this time Clerk Moreno stated she has no application so therefore has nothing to send to residents.

 

Sparber stated that he believes that the way the Ordinance is written that once you are notified that you have to connect you have certain amount of time to hook up or get the certification of having a good septic system. Sparber stated that the whole process does not begin until that notification has been sent out.

 

Clerk Moreno expressed her frustration in not having answers for residents.

 

Sparber stated that he feels what needs to be done is a meeting with Clerk Moreno and try to put a list of frequently asked questions for residents. Sparber stated that a meeting with Clerk Moreno would help work out some of the issues.

 

Clerk Moreno also expressed her frustration in the poor communication of not being told with time that certain things have to be done which makes the process of getting done longer due to figuring out how and what needs to be done.

 

Sparber would like to get a consensus from the board on how to move forward with the roadway restoration of the roads on the sewer project. Sparber stated that at the last meeting the board discussed the issue on how to restore the roads that were involved in the sewer project and the initial plan was to patch up the roads and then follow up this year or next year with motor fuel tax funds project to do a restoration type of improvement. Sparber stated that they have worked with the contractor to try to get good pricing for the pavement and the pricing he has given which Sparber thinks is a good deal. Sparber stated that it would take the rest of the payment that’s left and mill it all up and utilize it as road base, regrade that material out compact it and then put a three inch lift of binder over the top of it with a one foot gravel shoulder on the sides at which point Sparber recommends coming back in a year with motor fuel tax funds and put on a surface lift. Sparber stated that the contractor estimate for this is $118,500.00 to do that type of roadway repair. Sparber explained expenditure to the date and stated that if the board decided to go ahead with the new paving of the roads plan the cost would go up about $4,000.00. Sparber stated at the end the Village would have a better results. Sparber stated that at this time he would like direction from the board as to the restoration of the roads for the sewer project.

 

A motion was made by Trustee Sparacino, seconded by Trustee Fore to approve the alternate pavement restoration. Roll call vote: Ball; Abstain, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

Water

President Dodson stated that he had talked to Water Operator Gerald Bever about the radium in the Rochelle well and he assure him that the he has done the proper testing and the water in the Village is in good status.

 

President Dodson stated that he has had a few complaints in regards to rusty water but it has improved. Dodson stated that the complaints are coming from the area where the sewer construction is being done so he asks residents to be patient as this project gets finished and the Village is able to flush out hydrants after the construction is done.

 

Northern Illinois Disposal Contract Amendment

A motion was made by Trustee Elliott, seconded by Trustee Salsbury to approve the Amendment to the Northern Illinois Disposal Contract ending date to February 28, 2023. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

Trustee Compensation

The board decided to table the Trustee Compensation.

 

Late Fee for Water Service

A motion was made by Trustee Sparacino, seconded by Trustee Fore to maintain the late fee for water service as is. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

 

NEW BUSINESS

 

 

Approval of Sales Tax Ordinance

A motion was made by Trustee Ball, seconded by Trustee Fore to approve the Sales Tax Ordinance as presented. Roll call vote: Ball; yes, Fore; yes, Elliott; yes, Salsbury; No, Sparacino; yes. Motion carried.

 

Consideration of Change Order #1 and 2 for the River Road and Ramona Avenue Waste Water Collection System Improvement Project

Sparber explained the changes in order # 1 are the core and installation of boot on MH 27 and raise MH 1 to provide service connection to residents at NW corner of Ramona and Errett and reduce risk of flooding to MH 1 at the cost of $5,500.00. Sparber explained the changes to order #2 are the installation of electric service connection form metering MH to power supply to provide electrical service for flow meter at the cost of $2,630.00.

 

A motion was made by Trustee Sparacino, seconded by Trustee Salsbury to approve change order #1 and #2 as presented. Roll call vote: Ball; Abstain, Fore; yes, Elliott; yes, Salsbury; yes, Sparacino; yes. Motion carried.

 

 

 

Consideration of Pay Estimate is #6 for River Road and Ramona Avenue Wastewater Collection System Improvement Project.

A motion was made by Trustee Elliott, seconded by Trustee Sparacino to approve the Pay Estimate #6 in the amount of $112,165.88 for the River Road and Ramona Avenue Wastewater Collection System Improvements Project.

 

Great Lakes Railroad Project

Trustee Ball stated he would like to have an Ordinance stating that no rail system could be built on Village property. Trustee Elliott stated that with intimate domain they can do it anyways. Ball stated that he would like to have the ordinance anyways to show support to the thousands of neighbors who are against it. Attorney Keller stated that the Ordinance would have no legal affect it would just be symbolic only. Trustee Salsbury stated that all the school districts did resolutions.

 

Kim Whalen stated that what they are looking for is a letter of support to block the GLB railroad and sending it to the STB board who will be making that decision the letter must be received by June 16th.

 

 

Appointment of Pro-Temp President

President Dodson stated that he would like to appoint a pro-temp president in case of his absence. Dodson stated that he has asked Trustee Jason Fore if he would be willing to do it and Trustee Fore has accepted.

 

Attorney Keller stated that this is usually done on a meeting by meeting basis then having someone permanently appointed. Keller stated that any designation of a Trustee to be a temporary chair of a meeting needs to have board approval.

 

A motion to adjourn was made at 8:35pm by Trustee Elliott, seconded by Trustee Fore. All in favor say Aye. All Aye’s. Motion carried.

 

Minutes taken and prepared by Village Clerk Patty Moreno.

 

 

 

 



Posted: 2/15/2018 | Updated: 2/15/2018