Village of Jerome Board of Trustees met May 7.
Here is the minutes provided by the board:
Call to Order President Lopez called the meeting of the Village of Jerome Board of Trustees to order at 6:31 pm.
Swearing in of Newly Appointed Trustee President Lopez stated that yesterday he witnessed Phil Raftis take the oath of office as new Village trustee. A ceremonial swearing-in will be held once the Board of Trustees is meeting in person again.
Roll Call Present: President Mike Lopez Trustees Kathy DeHart, Leigh Irons, Ralph Irons, Dale Lael, Phil Raftis, Christina Smith Clerk Linda Wheeland Attorney Jason Brokaw Treasurer Steve Roth
Approval of Minutes
April 16, 2020 Regular Meeting Minutes A motion was made by Trustee L. Irons to approve the Minutes of the April 16, 2020 Regular Meeting of the Board of Trustees. The motion was seconded by Trustee Smith.
Roll Call Vote: Ayes: Trustee Lael, Trustee De Hart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
Approval of Warrant List 21-01 President Lopez stated that Warrant List 21-01 dated May 7, 2020 totaled $22,299.47. Treasurer Roth added that of this amount $9,847.93 will be paid from the General Revenue Fund and $12,451.54 will be paid from the Water Fund.
Trustee De Hart noted for the record that the 21-01 warrants would be paid from the FY 21 budget.
A motion was made by Trustee L. Irons to approve Warrant List 21-01 dated May 7, 2020 for a total of $22,299.47. The motion was seconded by Trustee Lael.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
Visitors Acknowledgement President Lopez opened the Visitors Acknowledgement portion of the meeting at 6:39 pm.
Clerk Wheeland noted that during the time period when remote meetings are being held public comments must be submitted in writing to the Clerk by email or by placing them in the deposit slot outside the office front door by 6:00 p.m. the day of the meeting. She stated that no public comments had been received by 6:00 p.m. today,
This portion of the meeting closed at 6:40 pm.
Presentation of Potential Liquor Licensee Application President Lopez chose to address the first item under New Business at this time and introduced Tammy Taylor and Steve Kerber.
Mr. Kerber stated that his business is Duffy and Associates. This company has seven business locations in the area. One of these, eCig City, is currently located in an outbuilding at Town and Country Shopping Center and their lease there is expiring soon. They would like to move to West Grand Plaza in the former Nanncy's Knitworks and include video gaming in the back of the store and the sale of packaged liquor in the vaping shop. Their hours of operation would be from 7:00 or 8:00 a.m. to 10:00 p.m. Mr. Kerber noted that Duffy and Associates owns the Discount Tobacco shop at 1705 Wabash Avenue which has been in Jerome since 1995. Ms. Taylor and Mr. Kerber stressed some improvements are needed at the property before the business could open, including the installation of two ADA accessible restrooms. The remodeling would take about three months.
Attorney Brokaw explained that the Board of Trustees sets the number of liquor licenses available in the village. The President, who serves as the Liquor Commissioner, decides whether a liquor license should be granted to applicants. He advised Mr. Kerber to submit a liquor license application to the Village for Board members to review. They could then address adding a liquor license to accommodate this request at a future meeting.
Mr. Kerber stated he would submit an application before the next Board meeting.
Reports from Village Departments
A. Public Health Trustee L. Irons reported the following:
She is trying to accommodate requests for fire permits over the phone. Five permits were approved in the past week. The fire pit permit application is three-part but a pdf of it will be posted online for residents to complete and submit. (Trustee DeHart pointed out that the notice about fire permits on the website should be updated.)
She sent out several letters addressing 20 leaf bag violations, two trash can violations, a few grass height violations, and two properties with multiple issues. She reminded residents that dogs must be on leashes and cats should stay indoors.
B. Public Works Trustee DeHart reported the following:
• She met Phil Raftis at the Municipal Center last Sunday for an orientation on the Public Works Department. She feels he will be up to speed quickly. Dave and Trent will no longer be working staggered week schedules starting next Monday. Branch pickup is scheduled for Monday. Information regarding the pickup was included in the spring bulletin and has been on the Village website. It is now also posted on the front door of the Municipal Center and on the outside bulletin board. Letters were delivered to homes with branch piles that exceed the size established by the Village. A fee must be paid by these residents before the branches will be picked up. A couple of drainage complaints have been received in areas where there is fill in ditches. She has been working with Treasurer Roth and Attorney Brokaw on the contract with Cummins Engineering.
C. Public Property Trustee DeHart reported the following:
Jane Keeney, who was a library volunteer last fall, passed away on April 29th Trustee
DeHart expressed condolences to Mrs. Keeney's daughter and family.. The flag in front of the Village Hall needs to be replaced.
D. Building & Zoning Trustee Lael reported the following:
• The Barn restaurant opened on Wednesday with curbside pickup.. Little Saigon is opening Saturday for pickup.
Most restaurants in Jerome are open for pickup. (President Lopez noted that Barrelhead is not open for curbside pickup.). Several, contractors are not registering with the Village before working here.
Garbage trucks are tearing up the newly reconstructed West Grand Court. (President Lopez asked Trustee Lael to work with Trustee Raftis on this issue. President Lopez will contact the garbage companies providing service in Jerome and ask them to attend the next meeting. He requested this item be included on the next agenda.) Mr. Yang owns property at the corner of Chatham Road and Wabash Avenue within the parking lot of the former Shop 'n Save property and wants to have a temporary food truck there. Trustee Lael noted that an easement to the property would be required through the Shop 'n Save property. (President Lopez suggested Mr. Yang attend the next meeting to discuss his proposal.)
E. Public Safety Trustee Smith reported the following:
Several complaints were received about speeding on lles Avenue. More patrols were done in that area this week and stops were made. Statistics are being kept on these stops. She hopes a police presence in the area will have an effect. (Trustee DeHart said that she talked with Terry Fountain, with Cummins Engineering, about ways to address speeding on lles Avenue through future road projects.) Sergeant Langan is doing a good job and is working on updating the inter-governmental agreement with Southern View. A union grievance meeting is scheduled for 9:30 tomorrow. This is the third phase of the grievance.
F. Water Department Trustee R. Irons reported the following:
• He has been talking with President Lopez about how to address water accounts that become delinquent during the period of time that shutoffs are being waived due to the effect of Covid-19 on personal finances. A payment plan will need to be set up with each delinquent customer. On April 30th there was $3,500 past due. The average account balance was $150. Trustee R. Irons noted that Woodside Township has an assistance program to help with paying water bills. (Attorney Brokaw explained that the Village Code of Ordinances would need to be changed to allow the option of payment plans. He suggested this be included on the next agenda.)
G. Village Treasurer Treasurer Roth reported the following:
• We have received no revenues yet in May.
• He received a list of Telecom carriers in the Village from the State Department of Revenue. Tax revenue from Ameritech has decreased substantially over last year. A letter will be sent to each carrier to update their records with addresses in the Village with the hope that these revenues will increase.. Checks for the April 16th warrants were mailed out right after that meeting. Payroll was met for April 30th Checks will be mailed out following this meeting. Debbie has provided a printout of bills eligible for reimbursement of expenses related to Covid-19. He asked Board members to give any future bills eligible for this reimbursement to Debbie.
• He has been talking with Terry Fountain about the potential for road project funding under the Rebuild Illinois program.
• Sales tax and 1% tax revenues were higher than expected for the month of March even though most businesses were closed during the last part of the month.
The balances of various accounts are approximately as follows:
> Illinois Funds General Revenue Account - $315,829
► Motor Fuel Tax Fund - $3,083
> INB General Revenue Account - $3,201
> INB Water Account - $249,269
> 1% Account - $314,266
> Law Enforcement DUI - $102
► Law Enforcement Vehicle - $119
> Road & Bridge - $17,964
► Police Equipment Fund - $344
> Cannabis Fund - $271
H. Village Clerk Clerk Wheeland reported the following:
The Local Government Health Plan for FY 21 just arrived and the cost structure has changed from previous years. She will review the effect on the Village and report this to the Board. As of yesterday, 76.8% of Jerome residents have responded to the U.S. Census
The initial invitation from the Census Bureau asked residents to complete the questionnaire online. Any home that did not respond by mid-April was sent a paper copy to complete and mail in. Door-to-door non-response follow-up has been delayed to August 11th - October 31st
I. Village Attorney Attorney Brokaw reported the following:
Many communities have seen an increase in sales taxes generated in March. He advised this could be a false spike related to people stocking up on items in anticipation of businesses being closed.
J. Village President President Lopez reported the following:
• He thanked everyone for their dedication to the Village during these difficult times.
The Public Works Department will be full-staffed again on Monday working a daily shift of 6:30 a.m. to 3:00 p.m.
Plexiglass will be installed over the payment window in the office.
• He thanked Trustee R. Irons for purchasing disinfecting wipes for the Village and Asian
Market for donating masks and hand sanitizer.
The Board needs to look at the budget line items closely with the decrease in revenues from businesses being closed and the uncertainty of how confident people will be to start patronizing businesses once they re-open. There also will be delays in payments from the State. More adjustments may be needed to the budget. We need to continue providing basic services.
• The State is delaying indefinitely the issuance of recreational cannabis licenses that were supposed to be announced in May.
Old Business
There was no old business.
New Business
A. Presentation of Potential Liquor Licensee Application This item was addressed earlier in the meeting after the Visitors Acknowledgement section.
B. Discussion and Approval of Ordinance 21-01 Authorizing Village Expenditures Pending Adoption of Annual Appropriation Ordinance Attorney Brokaw explained that this ordinance authorizes payments of FY 21 expenditures from May 1st through the date the annual appropriation ordinance is adopted. This assures no gap in funding is experienced.
A motion was made by Trustee Smith to approve Ordinance 21-01 authorizing Village expenditures pending adoption of annual appropriation ordinance. The motion was seconded by Trustee DeHart.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons Abstain: Trustee Raftis
The motion carried.
C. Discussion and Approval of Ordinance 21-02 Make Appropriations for Expenses of the Village of Jerome, Illinois for the Fiscal Year Ending April 30, 2021. Attorney Brokaw explained that the FY 21 budget was approved at a previous meeting and was used to create this appropriations ordinance which authorizes yearly expenditures. This is a statutory requirement and includes a ceiling on the amount of expenditures for the year which is shown as $1,698,000. An estimate of revenues is also included.
Treasurer Roth noted that expenditures are shown as below original anticipated revenues, after cuts were made to address the loss of revenue due to Covid-19. The anticipated revenues however were not adjusted. He will watch expenditures very closely and will recommend if spending should stop.
Trustee R. Irons suggested limiting spending to essential goods and services at this time.
Treasurer Roth stated that the FY 20 budget for the General Revenue Fund was $678,377 and he expects spending to be very close to this amount when the final numbers are in. The FY 21 budget for the General Revenue Fund is $615,381. He recommended spending only for what is needed as opposed to what might be wanted going forward.
A motion was made by Trustee R. Irons to approve Ordinance 21-02 to make appropriations for expenses of the Village of Jerome, Illinois for fiscal year ending April 30, 2021. The motion was seconded by Trustee Lael.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons Abstain: Trustee Raftis
The motion carried.
D. Discussion and Approval of Agreement with Cummins Engineering Corporation Trustee DeHart explained that she had accumulated background information for the agreement with Cummins Engineering Corporation and Treasurer Roth prepared the document. Terry Fountain submitted suggestions and Attorney Brokaw is reviewing the agreement.
Attorney Brokaw stated that he has some questions that could be substantive regarding the proposed ceiling for Board approval. Terry Fountain explained his suggestion that a work order have an upper limit for approval by the Board. Attorney Brokaw advised the range be shown as $500 (amount for which Board approval is required per Village ordinance) and $40,000 (the cap under State statute for which a bidding process is not required for services of an engineer).
A motion was made by Trustee DeHart to approve an agreement with Cummins Engineering Corporation for engineering services subject to review by Attorney Brokaw, Treasurer Roth,
Trustee DeHart, and President Lopez. The motion was seconded by Trustee R. Irons.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
E. Discussion and Approval of Raise for Part-Time Police Officer Trustee Smith noted that Officer Brian Brewer has been with the Village for over 20 years and although other employees were given a raise at various times over the past year, he had not yet received one.
A motion was made by Trustee Smith to approve a 3% raise for Brian Brewer effective May 1, 2020. The motion was seconded by Trustee L, Irons.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
F. Discussion and Approval of Additional Part-Time Police Shifts Trustee Smith said that with complaints about speeding on lles Avenue Chief Estill has proposed adding two five-hour shifts per week to patrol for speeders.
This item was tabled.
G. Discussion and Approval of Overtime Policies Treasurer Roth expressed concern over the conversion of overtime to comp time and the ensuing liability to the Village when employees accumulate large amounts of comp time that can be carried on the books for months and even into new fiscal years. He suggested overtime should be paid in the pay period it is earned.
There was some discussion of this issue which ended with President Lopez asking for comments to be sent to Attorney Brokaw, Treasurer Roth, and Trustee Smith for consideration,
This item was tabled,
H. Discussion and Approval of Agreement with Pehlman & Dold Related to FY 2020 Audit Treasurer Roth said he sent the agreement to Board members prior to the meeting. Pehlman & Dold has been conducting our annual audit for about 20 years. The cost would be $8,450 which is $300 higher than last year.
A motion was made by Trustee Lael to approve the agreement with Pehlman & Dold related to the FY 20 audit. The motion was seconded by Trustee L. Irons.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
I. Department Assignments for Village Trustees President Lopez made the following department assignments:
• Public Property - Trustee De Hart, Backup Trustee L. Irons
• Public Safety - Trustee Smith, Backup President Lopez
• Public Health - Trustee L. Irons, Backup Trustee Lael
• Water - Trustee R. Irons, Backup Trustee Raftis
• Public Works – Trustee Raftis, Backup Trustee DeHart
• Building & Zoning - Trustee Lael, Backup Village Board
• Finance/Budget - President Lopez, Backup Village Board and Treasurer Roth
J. Discussion and Approval of Resolution 21-01 Authorizing the Allocation of Certain Tax Revenues to Expenditures Related to the Streets of the Village of Jerome, Illinois Attorney Brokaw explained that this is an annual resolution to allocate revenues from the 1% non-home rule sales tax. Resolution 21-01 allocates 100% of these funds for road purposes.
A motion was made by Trustee Lael to approve Resolution 21-01 authorizing the allocation of certain tax revenues to expenditures related to the streets of the Village of Jerome, Illinois. The motion was seconded by Trustee R. Irons.
Roll Call Vote; Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
Executive Session A motion was made by Trustee Lael 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)) and meetings between internal or external auditors and government audit committees, finance committees, and their equivalents (5 İLCS 120/2(c) (29)). Trustee Smith seconded the motion.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried.
The Board went into Executive Session at 8:50 pm.
The Board returned from Executive Session at 9:13 pm.
Clerk Wheeland called the roll. Present: President Mike Lopez
Trustees Kathy DeHart, Leigh Irons, Ralph Irons, Dale Lael, Philip Raftis, Christina Smith Clerk Linda Wheeland Attorney Jason Brokaw Treasurer Steve Roth
Adjournment
A motion was made by Trustee L. Irons to adjourn the meeting. The motion was seconded by Trustee Lael.
Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee Ralph Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis
The motion carried and the meeting adjourned at 9:14 pm.
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