Sangamon Sun

Village of Jerome Board of Trustees met Aug. 20.

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 6:30 pm.

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

Roll Call 

Clerk Wheeland called the roll: 

Present: 

President Mike Lopez Trustees Kathy De Hart, Leigh Irons, Ralph Irons, Dale Lael, Philip Raftis, Christina Smith 

Clerk Linda Wheeland 

Attorney Jason Brokaw

Treasurer Steve Roth was not present at the beginning of the meeting but arrived later.

Approval of Minutes

August 6, 2020 Regular Meeting Minutes 

A motion was made by Trustee L Irons to approve the Minutes of the August 6, 2020 Regular Meeting 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, Trustee Raftis

The motion carried.

Approval of Warrant List 21-08 

(This item was addressed after Treasurer Roth arrived, following the report from the Public Works Trustee.)

Treasurer Roth stated that Warrant List 21-08 dated August 20, 2020 totaled $27,511.60. He added that of this amount $3,703,63 will be paid from the General Revenue Fund, $487.61 will be paid from the 1% Fund, $72.26 will be paid from the Road and Bridge Fund, and $23,248.05 will be paid from the Water Fund,

A motion was made by Trustee L. Irons to approve Warrant List 21-08 dated August 20, 2020 for a total of $27,511.60. The motion was seconded by Trustee Raftis.

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 6:34 pm.

He 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.

Clerk Wheeland stated no public comments had been received.

Presentation of Potential Liquor Licensee Applicant 

Cody Zhao, representing Elsa Restaurant Group, requested a liquor license be added to the Village Code to allow a new video gaming parlor in Suite C of the Jerome Mini-Mall at 1501 Wabash Avenue. He currently owns and operates gaming parlors in Chatham, Southern View, Taylorville, and Lincoln. His father owns the Asian Market and the Osaka strip mall, both in Jerome. The proposed location is 2,000 square feet and the gaming parlor would have a an entry lobby and gaming in the rear. It would be open from 8:00 a.m. to 1:00 a.m. seven days a week. Beer and wine would be available, limited to three drinks per person. No one under 21 would be admitted. Mr. Zhao stated that his family has been a productive contributor to the Village for many years. He anticipates opening in five to six months if approved.

President Lopez stated that the addition of a liquor license would be placed on the next Village Board meeting agenda.

This portion of the meeting closed at 6:42 pm.

Reports from Village Departments

A. Public Health 

Trustee L. Irons reported the following:

• She received notification from the Sangamon County Department of Public Health that remote flu shot clinics would be available only at limited venues, not including Jerome. The clinics will be drive-through only. Locations for the flu clinics have not yet been identified.

• Trustee L. Irons thanked the Public Works staff for their work in getting a reasonably priced tree service to remove two dead trees on the abandoned property on Homewood Avenue after one of the trees fell onto the house.

• There are several properties on Wabash Avenue with weeds that will be addressed,

• She is working with the Sangamon County Department of Public Health on a house with issues on lles Avenue.

B. Public Works Trustee Raftis reported the following:

• Terry Fountain, Village Engineer, will send the first invoice for the Reed Avenue road project this week. Surveyors have been out and the field work is almost done. Mr. Fountain will start on the engineering plans in the next two weeks.

Trustee L. Irons suggested a Zoom meeting with Reed Avenue residents to answer any questions on the project. Trustee Raftis said he would coordinate such a meeting with Mr. Fountain.

Treasurer Roth joined the meeting at this point.

C. Public Property 

Trustee De Hart reported the following:

• She met with a contractor about sanitizing the Civic Center after the election and would like to get one more bid.

• She is waiting on more tree trimming bids.

• The Library ramp needs to be replaced but the wood cost is double what was expected and will be over $500. There needs to be more discussion on this project.

D. Building & Zoning 

Trustee Lael reported the following:

• Demolition is ongoing for the eCig shop and gaming parlor in West Grand Plaza. Once that is completed construction should be complete within four weeks.

E. Public Safety 

Trustee Smith reported the following:

• She has been discussing the need for temporarily increasing personnel on weekday day shifts with Chief Estill and President Lopez. Part-time Officer Derek Hull will begin supplementing police coverage on day shifts in September. There have been some break-ins in the Village and people have waited hours or even days to contact the police to report these. She encouraged residents to call dispatch immediately at 217-753-6666 if an incident occurs.

Chief Estill reported the following:

• There have been car and residential burglaries in the Village that are being investigated by Sergeant Langan and Officer Brewer. The Sangamon County Sheriff's office is lage on burglaries since these crimes are also occurring just outside Jerome in unincorporated areas.

• Cails relating to domestic violence and sexual assault have risen during the pandemic.

• There are more homeless people in the area and multiple complaints have been received from businesses in the strip malls and the gas station about homeless people

• When Officer Hull starts working day shifts regularly the Chief will have time to do follow up work. 

• Officer Brewer is heading up traffic details on lles Avenue, Park Street, and Maple Avenue. He has been talking with residents in these areas.

F. Water Department Trustee R. Irons stated that he had no report.

G. Village Treasurer Treasurer Roth reported the following:

• We have received all revenues for August from the various sources and the Motor Fuel Tax revenue for July.

• July gaming revenue should come in any day.

• The good news is that all revenue sources, except the Telecom tax, are higher than this time last year. He will contact the Illinois Department of Revenue about our Telecom account.

• We received the first Gaming revenue in several months and it is the largest monthly amount received to date.

• Although we have deficits in several revenue sources, the revenues from this month helped us greatly in cutting into those deficits.

• Continuing to keep our expenditures at a minimum will assist with the overall financial condition of the Village. We are $2,000 over budget at this point.

• He is working on paperwork for reimbursement of COVID-19 expenses.

• The auditors submitted a few questions but are very close to finalizing the FY-20 audit.

• Checks for the August 6th warrants were mailed out right after that meeting. Payroll was met for August 15". Checks will be mailed out following this meeting

• The balances of various accounts are approximately as follows:

> Illinois Funds General Revenue Account - $380,857

> Motor Fuel Tax Fund - $20,791. 

> INB General Revenue Account - $12,944

> INB Water Account - $258,891

> Law Enforcement DUI - $81 

> Law Enforcement Vehicle - $209 

> Road & Bridge - $17,964

> Police Equipment Fund - $40 

> Cannabis Fund - $490

> MFT Rebuild Illinois - $36,379

H. Village Clerk 

Clerk Wheeland stated she had no report.

1. Village Attorney 

Attorney Brokaw stated he had no report.

J. Village President 

President Lopez reported the following:

• He thanked everyone for continuing to work safely.

• Some local businesses have operated as essential services and remained open throughout the pandemic. Others were closed but all are staying in the Village. He previously stated that outdoor dining would be allowed through Labor Day but is extending it through October 30th.

• He has been working with Treasurer Roth and Clerk Wheeland on a proposal to reduce liquor license renewal fees for 2021 as a goodwill gesture to businesses in Jerome that had to close due to the pandemic and have had reduced capacity upon reopening,

• He is extending the time frame to take the sexual harassment prevention training, as required by State law, to the second Friday in September. Anyone with questions should contact Clerk Wheeland.

• The Park and Civic Center will remain closed for the foreseeable future

• Village finances are fairly stable right now but we must watch the bottom line and hold off on spending until we see what will happen with revenues over the next few months.

• The Board will continue to meet by Zoom. The School District 186 Board met in person on Monday for the first time and on Wednesday the Superintendent tested positive for COVID-19.

Old Business

A. Discussion of Garbage Trucks on West Grand Court 

Attorney Brokaw stated that a letter was prepared to send to all waste haulers operating within the Village. It addresses garbage trucks in Jerome outside the hours allowed and damage being done by the trucks to our streets. The intent is to get a conversation going with these companies rather than passing additional legislation.

Trustee Lael identified some wording changes needed to the letter.

B. Discussion and Approval of Resolution 21-08 Approving and Authorizing Execution and Delivery of Intergovernmental Cooperation Agreement to provide Law Enforcement 

Assistance Attorney Brokaw explained that Resolution 21-08 was previously presented to the Board although two intergovernmental cooperation agreements were initially prepared by the respective police departments. He worked with the Southern View attorney to create one reciprocal agreement. It includes a provision that neither department is obligated to provide support if their resources are not available at a particular time. The indemnity of each department is also clearer.

Trustee DeHart asked if Chief Estill could resume his monthly reports on calls made with those involving assistance to other departments identified. Chief Estill stated that he hasn't had time to put together the reports but will start again in September. Trustee DeHart stated that the reports help communicate what the police department is doing.

A motion was made by Trustee Smith to approve Resolution 21-08 approving and authorizing execution and delivery of an intergovernmental cooperation agreement to provide law enforcement assistance. The motion was seconded by Trustee Lael.

Roll Call Vote: 

Ayes: Trustee Lael, Trustee De Hart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis

The motion carried.

New Business

A. Discussion and Approval of Ordinance 21-09 Amending 106.7a Relating to Overtime Attorney Brokaw explained that the topic of overtime in regards to call backs came up previously. A draft ordinance was prepared but more consideration is needed. It sets up a. minimum amount of pay for call back overtime.

This item was tabled.

B. Presentation of Potential Liquor Licensee Applicant 

This item was addressed earlier in the meeting.

C. Discussion and Approval of Ordinance 21-10 Amending 300.7-10b Relating to Jerome Liquor Control Commission 

Attorney Brokaw explained that it has not been easy to fill positions on the Jerome Liquor Control Commission and this ordinance reduces the total members from six to five. This lowers the quorum to three. He noted that the Springfield Liquor Commission only has three members.

A motion was made by Trustee Smith to approve Ordinance 21-10 amending 300.7-10b relating to Jerome Liquor Control Commission. 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.

D. Discussion and Approval of Appointments to Jerome Liquor Control Commission 

President Lopez submitted three names to the Board for appointment to the Jerome Liquor Control Commission, Meredith Messett, Lance Morgan, and Sue Pilger.

A motion was made by Trustee L, Irons to approve the appointment of Meredith Messett, Lance Morgan, and Sue Pilger to the Jerome Liquor Control Commission. 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 IRS Tax Payment 

Treasurer Roth explained that the Village has been attempting to resolve an issue with the Internal Revenue Service that goes back to 2012. He is the third treasurer who has sent documents to the IRS to contest their assertion that a payroll tax report was filed late and not paid. The IRS now cannot locate any documents submitted by the Village and are starting to assess penalties to the contested amount. The IRS is unwilling to budge on this issue so Treasurer Roth suggests paying the amount the IRS is requesting before any more penalties are added.

A motion was made by Trustee Smith to approve the payment of $848.96 to the Internal Revenue Service to resolve a tax payment issue dating back to 2012. The motion was seconded by Trustee L. Irons.

Roll Call Vote: 

Ayes: Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis Aye under protest: Trustee Lael

The motion carried.

F. Discussion and Approval of Lease of New Backhoe 

Trustee Raftis stated that there are many maintenance issues with our backhoe for which there are no permanent fixes. A few years ago, over $12,000 was spent on repairs and there are problems with the transmission that could cost over $15,000 to address. A generous trade-in offer of $26,000 has been received bringing the final cost to $76,750. Two payment options have been proposed. One for a 60 month period at 2.59% interest resulting in 59 monthly payments of $1,371.80 and the other for a 72 month period at 2.69% interest in 71 monthly payments of $1,176.21. Funding would come from the Road & Bridge Fund that receives $17,964 annually from Woodside Township and must be spent by December. He stressed that the Road & Bridge Fund is independent of the General Revenue Fund.

Dave Wilken explained that repairs on the backhoe have been continual and the staff is taking a chance every time they drive it down the street that something will go wrong. The quote on the Case backhoe is $8,000 less than the next closest bid. The interest rate is lower. This lease would be a municipal-style lease with purchase of the backhoe at the end of the term for one dollar. He also suggested that the Village could have the option of trading in that backhoe for a new one at the end of the lease. There is a three-year warranty on the mechanical, electrical, and hydraulic systems. The dealer is located in Springfield,

Treasurer Roth suggested paying one year of payments immediately so the money could come out of the Road & Bridge Fund available this year and to continue to use this fund to pay for the backhoe. Trustee Raftis will confirm that there is no penalty for pre-payments on the lease.

A motion was made by Trustee Raftis to approve the lease of a new backhoe over a 60-month period for $102,750 covered by trading in our current backhoe for $26,000 and financed with an interest rate of 2.59% on 59 payments with one year of payments to be paid out of the Road & Bridge Fund immediately. 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.

G. Discussion and Authorization of Payment Arrangement Terms for Water Customers Affected by the COVID-19 Disaster 

Attorney Brokaw explained that the moratorium on water shutoffs would end in August and any delinquent water customer should submit an agreement within 30 days of the end of the moratorium outlining a plan to pay off their outstanding balance. This plan would include paying their current bill plus 20% of their outstanding balance.

Trustee R. Irons stated the following:

• The current moratorium only prevents disconnections and does not forgive outstanding amounts.

• Customers have 30 days after the moratorium expires to submit an agreement.

• Assuming the Board agrees, customers with outstanding amounts will be mailed a copy of the agreement following the Board's approval and the agreement could be placed on the website.

• Customers must make monthly payments of no less than 20% of their outstanding amount

• The payment is in addition to their regular monthly bill and will continue until the outstanding amount is paid in full.

• Failure to make either payment will be a breach of the agreement and the customer will be subject to disconnect.

• Landlords will receive copies of any agreements because their property is subject to lien and they are ultimately responsible for those amounts as well.

A motion was made by Trustee R. Irons to approve the Water Deferred Payment Agreement that is before the Board tonight and incorporate a copy of the approved agreement into the minutes. 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.

Executive Session 

The Board did not go into executive session.

President Lopez stated that he and Dave Wilken had met with a new vendor who offered lower prices on supplies such as disinfectant wipes.

Adjournment

A motion was made by Trustee Raftis to adjourn the meeting. 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 and the meeting adjourned at 7:49 pm.

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