Sangamon Sun

Village of Jerome Board of Trustees met Nov. 21.

Here is the minutes provided by the Board:

Call to Order

President Lopez called the November 21, 2019 meeting of the Village of Jerome Board of Trustees to order at 6:31 pm.

Pledge of Allegiance

President Lopez led all those present in the Pledge of Allegiance.

Roll Call

Present:

President Mike Lopez

Trustees Kathy DeHart, Leigh Irons, Ralph Irons, Dale Lael, Christina Smith Clerk Linda Wheeland

Attorney Jason Brokaw

Absent: Trustee Jake Tripp, Treasurer Steve Roth

Approval of Minutes

November 7, 2019 Regular Meeting Minutes

A motion was made by Trustee L. Irons to approve the Minutes of the November 7, 2019 Meeting of the Board of Trustees. The motion was seconded by Trustee R. Irons.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

October 17, 2019 Executive Session Minutes

A motion was made by Trustee L. Irons to approve the Minutes of the October 17, 2019 Executive Session of the Board of Trustees. The motion was seconded by Trustee DeHart.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

November 6, 2019 Special Meeting Executive Session Minutes

A motion was made by Trustee L. Irons to approve the Minutes of the November 6, 2019 Special Meeting Executive Session of the Board of Trustees. The motion was seconded by Trustee Dehart.

Roll Call Vote:

Ayes; Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

President Lopez asked for a moment of silence in honor of John Knoepfle, a Jerome resident and well-known educator and writer; Bob Stevenson, a Jerome resident; Galen Becker, a former Village employee; and Dennis Adams, husband of Peggy Adams of the Village law firm, who all recently passed away.

Approval of Warrant List 20-14

President Lopez noted that Warrant List 20-14 dated November 21, 2019 totaled $24,629.36. He added that of this amount $4,894.83 will be paid from the General Revenue Fund and $19,734.53 will be paid from the Water Fund.

A motion was made by Trustee L. Irons to approve Warrant List 20-14 dated November 21, 2019 for a total of $24,629.36. The motion was seconded by Trustee R. Irons.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

Visitors Acknowledgement

President Lopez opened the Visitors Acknowledgement portion of the meeting at 6:37 pm.

There were no public comments and this portion of the meeting closed at 6:38 pm.

Reports from Village Departments

A. Public Health

Trustee L. Irons reported the following: • She reminded residents that leaves cannot be burned in the Village and stickers must be put on yard waste bags.. She will be writing a letter to the resident with a chair in the yard.

B. Public Works

President Lopez reported the following:

• A Public Works Laborer has been hired and is scheduled to start December 2nd.

• Two seasonal, part-time laborers have been hired to work during the winter as needed.

• The Public Works staff will be catching up on projects over the winter.

C. Public Property

Trustee DeHart reported the following:

• Public Works staff is working to get the water fountain in the Civic Center fixed at a reasonable cost. More will be known about the cost next Monday.

• Joe Gragg is working to fix a leaky toilet in the accessible rest room.

• Excessive water use at the Library due to a running toilet was identified through the new smart water meter.

• Holiday decorations will be put up after Thanksgiving.

• She asked for resident and Board feedback on placing a portable sign for Village announcements at the corner of Leonard Street and Reed Avenue.

.D. Building and Zoning

Trustee Lael reported the following:

• A new house is under construction on the vacant lot at 1510 W. Glenn.

• A sign was installed at The Barn restaurant.

• Design Ideas will be selling merchandise at the former Shop 'n Save building through December 22nd

E. Public Safety

Trustee Smith reported the following:

• Attorney Brokaw is working to finalize the union contract.

• Police officers have responded to several accidents recently,

F. Water Department

Trustee R. Irons reported the following:

• Dave checks the water meter software every morning to identify leaks such as the recent one at the Library.

• He thanked Debbie, Dave, and Linda for the work they have been doing for the Water Department

G. Village Treasurer

Treasurer Roth was absent but had distributed the following report to Board members before the meeting:

• We have received the Telecom, Sales, 1 percent, Use, and Income Tax revenues for November

• We have received MFT for October and Gaming revenue for September.

• Gaming revenue went down slightly for the first time in many months.

• For some reason Telecom Tax revenue continues to decline. Treasurer Roth will send a letter to the companies informing them of the addresses in Jerome as he did several years ago. When people change phone companies the new companies may not realize the customer lives in Jerome.

• Checks for the November 7th warrants were mailed out right after that meeting. Payroll was met for November 15th Checks will be mailed out following this meeting.

• The balances of various accounts are approximately as follows:

> Illinois Funds General Revenue Account - $323,582

> Motor Fuel Tax Fund - $8 (This fund was expended for the West Grand Court project and still owes the General Revenue Fund $24,540. Treasurer Roth will reimburse the GRF as MFT funds are received.)

> INB General Revenue Account -$42,954

> INB Water Account - $288,137

> 1 percent Account - $259,538

• Treasurer Roth asked Board members to review the October financial reports. Line items should not be more than 50 percent at this point. All departments except Zoning have exceeded this level in some line items.

• Revenues over expenditures continue to increase due to budget cuts but this will probably change once payment for the West Grand Court is recorded.

• Overall revenues over expenditures continue to reflect a negative balance partially due to payment for installation of the new water meters. Once payment for the water meters is made the disparity will grow.

President Lopez reminded Board members that Debbie needs all warrants by next Wednesday.

H. Village Clerk Clerk

Wheeland reported the following:

• She attended a Freedom of Information Act (FOIA) workshop sponsored by the State Attorney General last week.

President Lopez stated that a newsletter will need to go out after the first of the year.

I. Village Attorney

Attorney Brokaw stated he had no report.

J. Village President

President Lopez reported the following:

• The Village office will be closed from 1:00 p.m. next Wednesday until 10:00 am, the following Monday.

• One year after Shop 'n Save closed there are still no long-term plans for the building.

• There are no updates on possible cannabis businesses in the Village.

• On Christmas Eve the Village office will be open from 10:00 a.m. to 11:30 a.m.

• Water bills will be mailed on December 5th.

Old Business

A. Discussion of Fines Related to Obstructions in Ditches

President Lopez stated there has been no response from the Illinois Municipal League on this matter.

B. Discussion and Approval of Ordinance 20-11 Adopting an Expense Reimbursement Policy for the Village of Jerome

Attorney Brokaw explained that the only changes to Ordinance 20-11 from what had previously been presented were in Section 101.6-3 per feedback from Treasurer Roth. This policy will provide consistent expectations for employees on which expenses will be reimbursed.

A motion was made by Trustee L. Irons to approve Ordinance 20-11 adopting an expense reimbursement policy for the Village of Jerome. The motion was seconded by Trustee R. Irons.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

C. Discussion and Approval of Ordinance 20-12 Levying and Assessing Taxes for Streetlighting and Police Protection for the Village of Jerome, Illinois for the Fiscal Year Ending April 30, 2020 Attorney Brokaw explained that the Board approved an estimated tax levy amount at the last meeting and must wait 20 days to approve Ordinance 20-12. This item was fabled until the next meeting.

D. Discussion and Approval of Hiring a Part-Time Police Officer

This item was not discussed and no motion was made.

E. Discussion and Approval of Hiring a Water Clerk

This item was addressed after the Board returned from Executive Session.

New Business

A. Discussion and Approval of Resolution 20-09 for Maintenance Under the Illinois Highway Code (MFT Funds)

Village Engineer Kevin Kuhn explained that State gas tax money is distributed to municipalities based on population. The Illinois Department of Transportation must approve each municipality's Motor Fuel Tax (MFT) program annually. This resolution allocates $11,000 of MFT expenditures in 2020 for road maintenance such as patching, salting, and snow removal

A motion was made by Trustee Lael to approve Resolution 20-09 for maintenance under the Illinois Highway Code (MFT funds). The motion was seconded by Trustee Smith.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

B. Discussion and Approval of Civic Center Floor Cleaning

Trustee DeHart stated that Dave contacted several floor cleaning companies in Springfield for bids on cleaning floors in the Civic Center including the hallway, rest rooms, and kitchen and the office floor. Only one company responded. Maintenance options are available but she would like to wait to see what type of job they do. The work will be done closer to the end of the year depending on when the Civic Center is rented.

A motion was made by Trustee DeHart to approve hiring The Cleaning Guy Floor Service to clean floors in the Civic Center and office at a price not to exceed $1,000. The motion was seconded by Trustee Lael.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

Trustee De Hart said she will look at the vinyl flooring and carpet in the Police Department during the next fiscal year.

Executive Session

A motion was made by Trustee L. Irons to go into Executive Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of a specific employee or legal counsel for the public body (5 ILCS 120/2(c)(1)); collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees (5 ILCS 120/2(c)(2)); fully closed under the Open Meetings Act for purposes of approval by the Body (5 ILCS 120/2(c)(21)); the establishment of reserves or settlement of claims as provided in the Local Governmental and Governmental Employees Tort Immunity Act, if otherwise the disposition of a claim or potential claim might be prejudiced, or the review or discussion of claims, loss or risk management information, records, data, advice or communications from or with respect to any insurer of the public body or any intergovernmental risk management association or self insurance pool of which the public body is a member (5 ILCS 120/2(c)(12)); and litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting (5 ILCS 120/2(c)(11)). Trustee Smith seconded the motion.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

The Board went into Executive Session at 7:05 pm.

The Board returned from Executive Session at 8:35 pm.

Clerk Wheeland called the roll.

Present:

President Mike Lopez

Trustees Kathy De Hart, Leigh Irons, Ralph Irons, Dale Lael, Christina Smith

Clerk Linda Wheeland

Attorney Jason Brokaw

Discussion and Approval of Hiring a Water Clerk

A motion was made by Trustee R. Irons to approve hiring Betsy Buttell for the Water Clerk position at $14.00 an hour for 15 to 19 hours per week starting in two weeks subject to a successful background check. The motion was seconded by Trustee L. Irons.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons

The motion carried.

Adjournment

A motion was made by Trustee L. Irons to adjourn the meeting. The motion was seconded by Trustee Smith.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee Ralph Irons, Trustee Smith, Trustee L. Irons

The motion carried and the meeting adjourned at 8:36 pm.

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