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VILLAGE OF HINCKLEY PUBLIC HEARING & REGULAR BOARD MEETING ‐ MINUTES April 27, 2015 CALL PUBLIC HEARING TO ORDER: Meeting was called to order by President Roderick at 7:00 PM. Present: President Jim Roderick, Trustees Nancy Nelson, *Mark Wrzeciona (7:10 PM), Joe Diedrich, Rebecca Von Drasek, Dale Clark, John Marsh. Quorum Established. Absent: None Also Present: Village Clerk Rita Barnett, Treasurer Cindy Thon, Police Chief Waitkus, Police Lieutenant Everhart, Attorney Laura Julien, Jeff Freeman (EEI) PLEDGE OF ALLEGIANCE: The pledge to the flag was recited. PUBLIC HEARING FOR FY16 APPROPRIATIONS ORDINANCE Treasurer Thon gave a summary of the ordinance and the revision to the Quiet Zone. Larry Menz, Hinckley, requested to speak regarding appropriations: 1) do the trustees understand all of it. 2) Salaries. It was noted that the Village may be hiring another full‐time office person and that Officer Kittrick has retired. 3) Education Reimbursement. Chief Waitkus explained that is was for potential training for the Police Department. *Trustee Wrzeciona joined the meeting at 7:10 PM. There was a discussion. Appropriations of $120,000.00 for lift station generators and $30,000.00 for flow study contributed to the total appropriations amount being higher than last year. Mr. Menz stated that the board does not understand the appropriations. Trustees Clark and Von Drasek disagreed with that characterization. Jeff Nier, Hinckley, requested to speak regarding appropriations: 1) leased loader. 2) elected official increase. 3) committee chairs increase. 4) professional services for engineering. 5) the new dump truck. Mr. Nier recommended the board post pone the vote on the ordinance. There was a discussion. President Roderick noted that the ordinance can be changed anytime throughout the year. Trustee Nelson asked why we don’t start low on the appropriations and then adjust it throughout the year. Mr. Roderick said it would be fiscally irresponsible to do it that way. Trustee Diedrich asked how we cover comp‐time. Trustee Marsh asked how many man‐hours the Police Department would be covering. There was a discussion. Rob Zimmermann, Hinckley, requested to speak, and stated the ordinance should be looked at for a while longer. Mr. Zimmermann asked for his copy of the draft internal budget. Pam Mackey, Hinckley, requested to speak, and stated that she thought there was another committee meeting for the ordinance, and urged the board to take another look at it before approving. President Roderick noted that another committee meeting was to be scheduled to discuss office hours. Trustee Clark concurred. CLOSE PUBLIC HEARING Motion: Trustee Diedrich moved to adjourn the Public Hearing at 7:33 PM. Trustee Clark seconded the motion. Voice Vote: All members voted yes. Motion carried. 1
CALL BOARD MEETING TO ORDER: Meeting was called to order by President Roderick at 7:34 PM. Present: President Jim Roderick, Trustees Nancy Nelson, Mark Wrzeciona, Joe Diedrich, Rebecca Von Drasek, Dale Clark, John Marsh. Quorum Established. Absent: None Also Present: Village Clerk Rita Barnett, Treasurer Cindy Thon, Police Chief Waitkus, Police Lieutenant Everhart, Attorney Laura Julien, Jeff Freeman (EEI) COMMENTS FROM PERSONS PRESENT: Christine Clark, Hinckley, requested to speak regarding: 1) problems at Garfield Park and requested more patrols by the police department. 2) adding another full time office person, and that the Village should eliminate meet and greet for office personnel Jeff Nier, Hinckley, requested to speak regarding appropriations: 1) the lights at the park Trustee Nelson noted that the bathroom lights may not be working, and that she would like to see the Certificate of Insurance for Mr. Hansen. Trustee Nelson recommended that a committee work on Certification of Insurance forms to be sure they have the correct amount of coverage. Larry Menz, Hinckley, requested to speak regarding: 1) the residents are having trouble hearing the board and the Village should have a speaker system for the meetings. 2) legal services for the Crest Annexation on the general ledger. 3) EEI bills for water treatment Rob Zimmermann, Hinckley, requested to speak regarding: 1) the dollar amount of work that is left to do at the park. 2) the Village offering help to Hans. 3) recommended the appropriations ordinance be tabled for further review. 4) mowing contract should go out for bid. Trustee Von Drasek noted it would be a “quote” not a “bid”. 5) Metro‐West Membership should be discussed further before voted on… There was a discussion. President Roderick called the meeting back to order. …Mr. Zimmerman (continued): the Metro‐West and Springfield trips are being paid by the tax payers and disagrees with that. Comments and questions were responded to. CONSENT AGENDA # Item Description Action Details 1 Previous Meeting Minutes Vote March 30 COTW Meeting, April 6 Board Meeting 2 Payment of Bills Invoices Due Vote Trustee Nelson requested agenda item 2, Payment of Bills, be removed from the Consent Agenda. Motion: Trustee Clark moved and Trustee Nelson seconded, that agenda item 1, March 30 COTW Meeting & April 6 Board Meeting Minutes, be approved. Roll Call Vote: Nelson‐Aye, Wrzeciona‐Aye, Diedrich‐Abstain, Von Drasek‐Aye, Clark‐Aye, Marsh‐Aye. Motion carried. 2
Trustee Nelson asked about: 1) payment to Onsite Computer Guy for website updates, when we have purchased our own site. President Roderick responded that they are on a month‐by‐month basis until the new Village site is complete. 2) we are paying for toner when it should be part of the copier lease. 3) reimbursement to Office Manager Grivetti for a payroll seminar. There were discussions on the questions. Trustee Diedrich asked about the bill from Royal Estates Subdivision. Attorney Julien responded. Trustee Nelson asked if Trustees should have a key to the building. President Roderick responded that they should have a key. Motion: Trustee Clark moved and Trustee Marsh seconded, that agenda item 2, Payment of Bills, be approved. Roll Call Vote: Nelson‐Nay, Wrzeciona‐Aye, Diedrich‐Aye, Von Drasek‐Aye, Clark‐Aye, Marsh‐Aye. Motion carried. TREASURER REPORT Treasurer Thon gave a summary of the reports. Trustee Nelson asked how often the board receives a detailed revenue expense report, and Ms. Thon said quarterly. President Roderick recommended we could email it or put it on the website. The following reports were provided: • Outstanding Accounts Payable Report dated 04‐28‐2015 with a total showing $3,327.84. • Treasurer’s Monthly Fund Balance Report as of March 31, 2015 shows Revenue MTD as $88,739.39, Expenditures MTD as $109,987.30. • The Department Summary Report Invoices show: INVOICES DUE ON/BEFORE 04/28/2015 GENERAL FUND 15.00 GENERAL EXPENDITURES 8850.73 POLICE EXPENDITURES 2747.36 PARK PROGRAM EXPENDITURES 747.97 ROAD & BRIDGE EXPENDITURES 1700.39 WATER & SEWER EXPENDITURES 16,848.07 WATER EXPENDITURES 4373.52 SEWER EXPENDITURES 3751.92 MFT EXPENDITURES 6681.50 TOTAL INVOICES:
45,716.46 EEI: Contract Amendment WWTF Expansion Improvements Jeff Freeman provided justification for the additional construction engineering expenses for the Waste Water Treatment Facility (WWTF) project. An agreement request and estimate of additional construction engineering fees related to chemical phosphorus removal, was provided. Trustee Clark asked what the actual fees were. Mr. Freeman noted that the fees were about $70,000.00 and they are only asking for 20% of the actual fees that were incurred (about $56,000.00 ). There was a discussion. President Roderick asked the board to look at the savings on this design vs. others. President Roderick asked Mr. Freeman to speak on Water Treatment Plant and barium testing. Mr. Freeman explained the steps in the process, and noted that we are moving in the right direction. COMMITTEE REPORTS Administration: Trustee Clark reported there was a meeting held on April 22nd. Topics discussed included the Appropriations Ordinance that they went over in great detail, revenue sources and the Governors proposed budget. The next meeting will be scheduled for the second week in May to 3
discuss employee reviews and the working budget. Motion: Trustee Clark moved and Trustee Marsh seconded, that the Appropriations Ordinance FY16 be approved. Roll Call Vote: Nelson‐Nay, Wrzeciona‐ Nay, Diedrich‐ Nay, Von Drasek‐Aye, Clark‐Aye, Marsh‐Aye. President Roderick‐Aye. Motion carried. Public Safety: Trustee Wrzeciona noted that there was a meeting earlier this month. The Code Red Contract for FY16 was discussed. Chief Waitkus reviewed the process of emergency notifications. Attorney Julien explained the contract should not be an auto‐renew, but to be able to opt in each year. The board agreed that she should look at the contract. Trustee Nelson asked if the Library was asked to share the cost. The item was tabled, and Chief Waitkus will speak to the Library personnel. Chief Waitkus announced that Officer Mark Kittrick has retired after 27 years of service, and encouraged people to thank him for his service. Public Works: Trustee Von Drasek reported there was a meeting on April 8th and discussions included the following items: flow study, Capital Improvement Program and the ranking of importance of the improvement items, software for the Village offices, rented generators for the lift stations, lawn mowing contracts. Thorp’s Lawn Care fees are the same except for the addition of the berm at the sewer plant to be mowed. No one at the committee meeting objected to continue using Thorp’s Lawn Care. There was a discussion. Trustee Nelson disagreed that they only mow when it’s needed. President Roderick said that was a bad accusation. Trustee Von Drasek noted that since there was not an increase in cost, except for the berm, there was no need for quotes. Motion: Trustee Clark moved and Trustee Marsh seconded, that the lawn mowing contract be extended to Thorp’s Lawn Care for FY16. Roll Call Vote: Nelson‐Nay, Wrzeciona‐ Nay, Diedrich‐ Nay, Von Drasek‐Aye, Clark‐Aye, Marsh‐Aye. President Roderick‐Aye. Motion carried. President Roderick read from a Grant of Easement Agreement. Trustee Diedrich asked why we would pay for painting and striping when we have paint and a striping machine. President Roderick noted that it would actually be more cost effective for SealCoat solutions to do it. The School District and the Village will split the cost of the approved amount. Motion: Trustee Clark moved and Trustee Marsh seconded, that the Proposal for Fill & Striping At Pioneer Park From Sealcoat Solutions, 550 S. River Street, Batavia, IL 60510, Not To Exceed $2,193.40, be approved. Roll Call Vote: Nelson‐ Aye, Wrzeciona‐ Aye, Diedrich‐ Nay, Von Drasek‐
Aye, Clark‐Aye, Marsh‐Aye. Motion carried. PRESIDENT’S REPORT President Roderick thanked Trustee Von Drasek for her service and expertise as a board member, as this is her last meeting. Mr. Roderick reported on the following: • Siren contract that will end the first week in May. The original contract dated December 6, 2010 was discussed. There were provisions of that contract that were never done. Trustee Diedrich will find out what it would take to move the siren. It was suggested that it would be cost effective to have the siren on village property so we won’t have this problem going forward. • Metro West annual membership fees are due. Mr. Roderick explained what Metro West is about, including maintaining local government revenues, maintaining local control, and he 4
believes it is good to have that kind of clout in the area. Metro West was instrumental in our Administrative Tow agreement with Sugar Grove and Montgomery. Every board member is invited to many of the Metro West events. Trustee Clark noted that all professionals should belong to a professional organization. Trustee Nelson would like a report on Metro West, as she has not been receiving emails from them. • Chief Waitkus, President Roderick, and Office Manager Grivetti will be going down to Springfield • LGDF was discussed at the last Metro West meeting, and Metro West does not agree with it, but the Governor is not willing to compromise at this time. Motion: Trustee Clark moved and Trustee Marsh seconded, that the Metro West Membership Renewal For FY16 of $1,500.00, be approved. Roll Call Vote: Nelson‐Nay, Wrzeciona‐ Nay, Diedrich‐ Nay, Von Drasek‐Aye, Clark‐Aye, Marsh‐Aye. President Roderick‐Aye. Motion carried. OPEN DISCUSSION: N/A ADJOURMENT Motion: Trustee Diedrich moved to adjourn the meeting at 9:30 PM. Trustee Clark seconded the motion. Voice Vote: All members voted yes. Motion carried. The next Regular Meeting of the Village Board is scheduled for May 4, 2015. ____________________________________ ____________________________________ James K. Roderick, Village President Rita Barnett, Village Clerk
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