Sangamon Sun

Village of Jerome Board of Trustees met May 21.

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 6:40 pm.

President Lopez asked for a moment of silence in tribute to the lives lost during the pandemic, to healthcare providers and other essential workers, and to fallen military heroes in honor of Memorial Day.

Roll Call

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

Approval of Minutes

May 7, 2020 Regular Meeting Minutes

A motion was made by Trustee Smith to approve the Minutes of the May 7, 2020 Regular 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, Trustee Raftis

The motion carried.

Approval of Warrant List 21-02

President Lopez stated that Warrant Lisi 21-02 dated May 21, 2020 totaled $41,664.22.

Treasurer Roth added that of this amount $11,239.61 will be paid from the General Revenue Fund, $303.99 will be paid from the Police Donation Equipment Fund and $30,120.62 will be paid from the Water Fund.

A motion was made by Trustee Smith to approve Warrant List 21-02 dated May 21, 2020 for a total of $41,664.22. 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.

Visitors Acknowledgement

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 6:45 pm.

Discussion and Approval of Engineering Work Orders

President Lopez requested that this item from New Business be addressed at this time.

Village Engineer Terry Fountain explained five work orders submitted to the Board for consideration.

• The first work order is to review MFT sections not shown as authorized by IDOT and compare these to the Village Treasurer's records. The April 2, 2020 minutes of the Village Board show an MFT balance of $245. IDOT's "MFT Allotment and Transactions for March 2020" letter shows a Current Unobligated Balance of $101,993.69. These two values should be much closer. There may be projects for which authorizations from IDOT have not occurred. This needs to be corrected ASAP. Estimated cost: $1,000 (Village Engineer). This cost may vary depending on the quantity of open/closed MFT sections and their status.

• The second work order is to review open MFT sections shown by IDOT to determine what paperwork needs to be completed and who should complete ii, Cummins Engineering Corporation (CEC) or prior consultant(s). Estimated cost: $750 (Village Engineer). This cost may vary depending on the quantity of open MFT sections and their status. After determining the paperwork needed, an updated estimate will be provided to close these sections with !DOT.

• The third work order is to review the Pavement Condition Study done in 2014 on rating the condition of the Village's streets and determining needed updates. This can be a valuable tool to make decisions on future improvements in scope of work, timing, and costs. It is recommended this study be updated every two years. Estimated cost: $750 (Village Engineer). Once reviewed for the amount of required updating, an estimate will be provided to update the Pavement Condition Study.

• The fourth work order is to review traffic calming methods to assist in minimizing speeding, rolling stops, and other dangerous maneuvers by motorists. This may include law enforcement, signing, pavement markings, speed humps, road diets, etc. This will include observations and field review of selected locations. This is based on residents' complaints at Thayer Avenue near Wabash Avenue and along lies Avenue. Estimated cost: $750 (Village Engineer). Once possible solutions are determined, an estimate will be provided to design the solutions. This will most likely require coordination with the City of Springfield and/or !DOT.

• The fifth work order is to develop an application for funds thru DCEO Rebuild Illinois - Public Infrastructure grant program for improvements to lies Avenue by providing the engineering documents required and assembling them with documents provided by the Village. This work may include the need to review existing plans, survey, core the pavement, pavement design, typical sections with elements (v-gutlers, sidewalks, parking) to be determined by the Village, an engineer's cost estimate, public hearing if needed, etc. The deadline for submittal is June 30, 2020. If funds are awarded, the funds must be expended within 24 months although DCEO does allow a one-time 12-month extension with justified reasons. This is based on staying within existing ROW, no easements, and a funding opportunity of $25 million Statewide. A brief review of the ranking and scoring estimates the score for the lies Avenue project of between 65.5 to 7 4.5 points out of 100. Based on a similar fast track program the minimum score is 80 and consideration of applications less than 80 will be made if funding is still available. Estimated cost: $3,000 (Village Engineer and CEC Staff). If funds are made available, a separate work order will be developed to provide all necessary design services to take the project to letting.

A motion was made by Trustee De Hart to approve the first work order to review MFT sections not shown as authorized at a cost not to exceed $1,000. The motion was seconded by Trustee Raftis.

Roll Call Vote:

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

Present: Trustee R. Irons

The motion carried.

A motion was made by Trustee DeHart to approve the second work order to review open MFT sections at a cost not to exceed $750. The motion was seconded by Trustee Raftis.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee Smith, Trustee Raftis

Present: Trustee L. Irons, Trustee R. Irons

The motion carried.

A motion was made by Trustee DeHart to approve the third work order to review the Pavement Condition Study at a cost not to exceed $750. The motion was seconded by Trustee Raftis.

Roll Call Vote:

Ayes: Trustee Lael, Trustee DeHart, Trustee Smith, Trustee Raftis

Nay: Trustee L. Irons

Present: Trustee R. Irons

The motion carried.

A. motion was made by Trustee DeHart to approve the fourth work order to review traffic calming methods on lies Avenue and Thayer Avenue at a cost not to exceed $750. The motion was seconded by Trustee Raflis.

Roll Call Vote:

Ayes: Trustee DeHart, Trustee Smith

Nays: Trustee Lael, Trustee R. Irons, Trustee L. Irons, Trustee Raftis

The motion failed.

A motion was made by Trustee De Hart to approve the fifth work order to work on an application for funds thru DCEO Rebuild Illinois - Public Infrastructure grant program at a cost not to exceed $3,000. The motion was seconded by Trustee Raftis.

Roll Call Vote:

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

Nay: Trustee Raftis

The motion carried.

Mr. Fountain said he would get started on the approved work orders next week.

Reports from Village Departments

A. Public Health

Trustee L. Irons reported the following:

• Numerous violation letters were sent regarding leaf bags, garbage, furniture, mattresses, and unmown grass.

• She will be dealing with limb piles that remain because they didn't meet the requirements for pickup or were put out after the limb pickup began.

• Ten fire pit permits were issued this week.

• Neighbors in the 1600 block of Homewood Avenue cleaned up the yard at an abandoned home and placed branches out for the limb pickup.

• Public Works staff is mowing at abandoned properties.

B. Public Works

Trustee Raftis reported the following:

• Public Works staff placed flags along Leonard Street in recognition of Memorial Day.

• There is difficulty getting the aggregate needed for pavement patching from our local source. We may have to get it from a company in Decatur in which case the fill dirt on the materials lot will need to be liquidated.

• Thirty loads of limbs were picked up this year compared to 16 loads last year. There is only $850 left in this budget line item through April of next year.

Trustee DeHart added the following:

• She has received numerous complaints about drainage after the recent heavy rains. She will forward these to Trustee Raftis and Terry Fountain.

• She asked for guidance on how to respond to Mr. Lopez, the Thayer Avenue resident who asked for traffic calming measures on that street, after the work order to address this issue had been rejected by the Board.

C. Public Property

Trustee DeHart stated she had nothing to report.

D. Building & Zoning

Trustee Lael reported the following:

• The owner of Moroleon Tropical Restaurant would like to provide seven or eight outdoor tables in anticipation of Governor Pritzker's executive order that will allow restaurants to open with outdoor seating only. President Lopez said he would contact the Governor's office for guidance and work with Trustee Lael on addressing this issue. He will also check on the service of alcoholic beverages outdoors.

• Trustee Lael sent Mr. Yang, the owner of the parcel of land surrounded by the former Shop 'n Save parking lot, a copy of the Village ordinances so he has information on allowing a food truck on his property.

• He is very frustrated with the number of contractors not getting a contractor's permit before taking on work in the Village. He wants to shut down work on the new house on Vernon Avenue as he has talked with the property owner numerous times and she is not cooperating. Attorney Brokaw explained that both the contractor and homeowner are liable for fines and can be taken to court if they do not comply.

E. Public Safety

Trustee Smith reported the following:

• A union grievance meeting was held on Friday and the next step is arbitration.

• Chief Estill has adjusted officers' schedules so there are more traffic patrols on lies Avenue. This seems to be having an effect.

F. Water Department

Trustee R. Irons reported the following:

• He is planning to have the Water Quality Consumer Confidence Report available on the Village website again this year. Postcards will be sent to water customers notifying them of the report's availability online and indicating that paper copies are available from the office.

• He suggested posting a survey on line to assess the interest in auto bill paying for water bills. There would be a cost to make this available and he would like to see if it is supported. The Board concurred with conducting the survey.

G. Village Treasurer

Treasurer Roth reported the following:

• All revenues have been received for May. Sales Tax and the 1% Tax exceeded the amount from this lime last year. For the first time we received no Gaming Revenue in April and Gaming Revenue in FY 20 decreased overall from the previous fiscal year.

• The first installment of $18, 189 from the Rebuild Illinois program was received.

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

• The annual audit will take place June 24th through June 26th. He is not sure whether it will be done in person or remotely.

• The monthly financial statements have been delayed while the accountant finishes closing out FY 20.

• The balances of various accounts are approximately as follows:

► Illinois Funds General Revenue Account - $328,969

► Motor Fuel Tax Fund - $7,994

► INB General Revenue Account - $16,623

► INB Water Account- $249,292

► 1%Account-$329,746

► 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 annual appropriations ordinance approved by the Board at the May 7, 2020 meeting was filed with the County Clerk today by email.

I. Village Attorney

Attorney Brokaw stated he had nothing to report.

J. Village President

President Lopez reported the following:

• Due to Center for Disease Control guidelines and Governor Pritzker's executive order, the village-wide garage sales and Salvation Army donation truck are cancelled this year.

• There will be no July 4th parade.

• He is concerned about graduates not being able to participate in ceremonies this year and is working with Ben Story to recognize Village graduates on our website. Ben is creating a way for information to be submitted that he can filter and post.

• There are a number of potential funding mechanisms available through State legislators and he will report back in June on these possibilities.

• He asked the Board to be very conscious of all dollars spent.

• He is looking into having a no-contact thermometer available at the office for employees. Attorney Brokaw stated that a policy should be in place for how it is used.

Old Business

A. Discussion and Approval of Additional Part-Time Police Shifts

President Lopez stated that with the adjusted officer schedules noted by Trustee Smith earlier, this item no longer needs to be addressed.

New Business

A. Discussion and Approval of Resolution 21-02 Approving and Authorizing the Execution and Delivery of an Intergovernmental Agreement for the Local Government Health Plan

Attorney Brokaw explained that every year an intergovernmental agreement must be signed to participate in the Local Government Health Plan that provides health insurance for full-time Village employees through the State.

A motion was made by Trustee L. Irons to approve Resolution 21-02 approving and authorizing the execution and delivery of an intergovernmental agreement for the Local Government Health Plan. 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.

B. Discussion and Approval of Resolution 21-03 Authorizing the President to Sign a Contract for Water Testing Services in Jerome

Trustee R. Irons explained that each year the Village enters into an agreement for water operator services. This contract with Joe Gragg is for the same cost as last year.

A motion was made by Trustee R. Irons to approve Resolution 21-03 authorizing the President to sign a contract for water testing services in Jerome. 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.

C. Discussion of Garbage Trucks on West Grand Court

This item was tabled.

D. Discussion of Food Truck on Property at Chatham Road and Wabash Avenue

This item was tabled.

E. Discussion and Approval of Ordinance 21-03 Related to Water Customer Account Adjustments

Attorney Brokaw explained that the Village had suspended water shutoffs temporarily but needs to anticipate how to deal with the delinquent accounts. Ordinance 21-03 provides authority to establish terms on which to do that and also requires adjustments to water customer accounts be approved by the Board.

Trustee R. Irons noted that the most recent report indicates there are 49 delinquent accounts with an average due of $105.

A motion was made by Trustee R. Irons to approve Ordinance 21-03 related to water customer account adjustments. The motion was seconded by Trustee Smith.

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 Ordinance 21-04 Amending Section 300.7-13 Changing the Number of Liquor Licenses in the Village of Jerome, Illinois

Attorney Brokaw explained that after the presentation at the last meeting a liquor license application was submitted. The number of liquor licenses needs to be increased to make one available. A vote to approve Ordinance 21-04 would be in line with approving the liquor license application.

A motion was made by Trustee Lael to approve Ordinance 21-04 amending Section 300.7-13 changing the number of liquor licenses in the Village of Jerome, Illinois. The motion was seconded by Trustee Smith.

Roll Call Vote:

Ayes: Trustee Lael, Trustee Smith, Trustee Raftis

Nay: Trustee DeHart, Trustee R. Irons, Trustee L. Irons

President Lopez broke the tie and voted aye.

The motion carried.

G. Discussion and Approval of Ordinance 21-05 Amending Section 100.6-7b of the Jerome Village Code Relating to Compensatory Time

This item was tabled.

H. Discussion and Approval of Ordinance 21-06 Amending a Policy to Prohibit Sexual Harassment in the Village of Jerome, Illinois

Attorney Brokaw explained that State law had changed regarding policies to prohibit sexual harassment and the Village needs to add a provision to handle complaints about elected officials. The Language in Ordinance 21-06 is based on materials from the Illinois Department of Human Rights and the Illinois Municipal League. Employees will need to receive a copy of the updated policy and sign an acknowledgment of receipt.

A motion was made by Trustee Smith to approve Ordinance 21-06 amending a policy to prohibit harassment in the Village of Jerome, Illinois. 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. Discussion and Approval of Engineering Work Orders

This item was addressed earlier in the meeting.

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)); minutes of meetings lawfully closed under the Open Meetings Act for purposes of approval by the Body (5 ILCS 120/2(c)(21)); and 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)). Trustee Lael 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 8:33 pm.

The Board returned from Executive Session at 9:31 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 R. Irons.

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 9:32 pm.

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