Sangamon Sun

Village of Jerome Board of Trustees met Feb. 4.

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 Cave called the roll: Trustee Lael Trustee DeHart Trustee Ralph Irons Trustee Smith Trustee Leigh Irons Trustee Raftis President Lopez Attorney Brokaw Treasurer Roth

Present: President Mike Lopez Trustees Kathy DeHart, Leigh Irons, Ralph Irons, Dale Lael, Philip Raftis, Christina Smith Clerk Lisa Cave Attorney Jason Brokaw Treasurer Steve Roth

Approval of Minutes

January 21, 2021 Regular Meeting Minutes A motion was made by Trustee Lael to approve the Minutes of the January 21, 2021 Regular Meeting of the Board of Trustees. The motion was seconded by Trustee Leigh Irons.

Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. Irons, Trustee Smith, Trustee L. Irons, Trustee Raftis

The motion carried.

January 7, 2021 Executive Session Minutes A motion was made by Trustee Leigh (rons to approve the Minutes of the January 7, 2021 Executive Session of the Board of Trustees. 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.

Approval of Warrant List 21-19 President Lopez stated that Warrant List 21-19 dated February 4, 2021 totaled $50,557.07. Treasurer Roth added that of this amount $14,349.52 will be paid from the General Revenue Fund, $13,642.66 will be paid from the 1% Fund, and $22,480.82 will be paid from the Water Fund and $84.07 will be paid out of the Motor Fuel Tax Funds.

A motion was made by Trustee Smith to approve Warrant List 21-19 dated February 4, 2021 for a total of $50,557.07. The motion was seconded by Trustee Ralph Irons.

Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee R. frons, Trustee Smith, Trustee L. Irons, Trustee Raftis

The motion carried.

Trustee Lael asked if the engineering bill is the final bill from Cummings Engineer. Treasurer Roth stated it is the final bill.

Visitors Acknowledgement President Lopez opened the Visitors Acknowledgement portion of the meeting at 6:36 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 Cave stated no public comments had been received. This portion of the meeting closed at 6:37 pm.

Reports from Village Departments

A. Public Health Trustee L. Irons reported the following: There has been a complaint on a dog running loose. One of our residents called dispatch and they would not send anyone out. President Lopez. stated that he will call them tomorrow and follow up.

B. Public Works Trustee Raftis had nothing to report.

C. Public Property Trustee DeHart reported the following: Dave is looking into the costs for a door handle at the police department, flooring replacement, and hall lobby painting. President Lopez stated the board room is shaping up pretty good. We are still waiting on Comcast for cable hookup with no fees, Trustee DeHart will call them. Dave Wilken stated that the front lobby will need some drywall work done and the locks need to be changed to a thumb lock on the hall and village library.

D. Building & Zoning Trustee Lael reported the following: Trustee Lael has pictures of the room showing the metal studs that the TV can be mounted on the board room. Under building and zoning, 1322 Wabash building is going up and is moving quickly.

E. Public Safety Trustee Smith reported the following: The lease on the 2018 Tundra is up in March of 2021. Activity report will be circulated to all trustees after the meeting. Chief Estill has received an application for a part time officer. Chief Estill, President Lopez, and Trustee Smith will be interviewing him on February 15, 2021.

F. Water Department Trustee R. Irons reported the following: Great news, Diane has done an awesome job on the delinquent water bills currently owed is about $6,000. The Village mailed out letters to property owners on delinquent bills and we have heard back from two landlords to pay the outstanding bills. Dave is working on letters on residents that have damaged the equipment of the Village, those include seal rings, plastic lids, and meter readers. Some of these repairs have been around $325 and the residents should be responsible for the replacement of damaged increase in lid issues the last year since we had switched over to the plastic style lids. Dave stated that we have received the letter from IEPA that we are in compliance on our lead and copper requirements. President Lopez asked Dave to let the Board know of his results of the Water Operator test.

G. Village Treasurer Treasurer Roth reported the following:

• We have received the revenues for the Gaming Revenue for November.

• The State has reported that no Gaming revenue was received for December. . Checks for the January 21st warrants were mailed out right after that meeting. Payroll was met for January 30th Checks will be mailed out following this meeting. Treasurer Roth has submitted all the documentation for reimbursement under the CURE Act, we were initially allotted, $68,315 but requested additional funds and hopes to get them with this submission. DCEO has responded that there are no additional funds at this time. Treasurer Roth will be revising the application and will work on a submission to FEMA for the remaining amount in hopes to receive additional reimbursements.

The Water CD will mature on the 24th. We will need to decide at that point to roll it over for another period or take the payout. Recommends putting on the next agenda to discuss. The balances of various accounts are approximately as follows:

► Mlinois Funds General Revenue Account - $415,073

► Motor Fuel Tax Fund - $46,844

► INB General Revenue Account - $12,097

► INB Water Account - $268,980 

► 1% Account - $417,963

► Law Enforcement DUI - $19

► Law Enforcement Vehicle - $408 

► Road & Bridge - $18,526

► Police Equipment Fund - $40 

► Cannabis Fund - $1,144 

► MFT Rebuild Illinois - $36,379

H. Village Clerk Clerk Cave stated she has nothing to report. Trustee DeHart thanked Debbie on working with Clerk Cave on purchasing a recorder for the Village meetings.

I. Village Attorney Attorney Brokaw reported the following: Attorney Brokaw stated a problem property whose owner has passed away, reached out to him to clear the liens the Village has on the property. Attorney Brokaw stated we should have the check within the week.

J. Village President President Lopez reported the following: President Lopez requested a moment of silence for Tony Leone, owner of the Pasfield House, friend of many and of Springfield passed away at the age of 69 years old and Rosemarie Long who was a big help to the Republican Party of Sangamon County has succumbed to COVID-19 at the age of 78 years old.

President Lopez asked the Board not to drag their feet on the budget meetings. Please respond to Treasurer Roth on a date that will work for the budget meetings.

Most business have reopened, and the Video Gaming Parlors are doing well since they have opened back up. Barrell Head applied for their video and liquor license renewals but have not given a date as to when they will open back up. Subway business owners have provided food free of charge and the location in the Village ran out of food. Thank you to all subway business owners who participated in helping feed people that were in need.

Old Business 

A. Discussion and Approval of Ordinance 21-16 Amending an Ordinance Establishing a Salary Schedule and the Personnel Policy for the Village of Jerome, Illinois Amending Ordinance 21-16 is being amended to remove the confusing language and clarification for Holiday, Overtime, and bereavement time. Trustee Smith asked about 100.6 3A states anniversary date and then states 180 days, Trustee Smith would like it consistent either in date or 180 days. Trustee Smith also 100.6 5A Evaluations would like to see more of a range for this if we have an employee exceeding expectations that we can have that option to go higher. In 106.10 regarding Personal time, why is it anniversary date and not fiscal year. Attorney Brokaw stated he has no problem putting an amendment for these and it would make the Clerk and the Treasurers life easier if it was fiscal year and not anniversary date on personal time. Trustee Raftis asked if we could make this ordinance effective on the first of the fiscal year, May 1, 2021.

The Ordinance 21-16 Amending an Ordinance Establishing a Salary Schedule and the Personnel Policy for the Village of Jerome, Illinois is tabled until the next meeting.

B. Appointment of Individuals to Village Zoning Board of Appeals and Planning Commission

Tabled till the next meeting.

New Business

A. Discussion of Past and Future Road Projects and Grant Opportunities

Trustee Raftis informed the Board on the final closeout on the Reed Project. Terry Fountain with Cumming Engineers stated the costs came out to $185,000 and a little over $32,400 on engineering. In October we had estimated the repair on Reed Ave at $105,000 and just under $40,000 for surveying. The review was done by a windshield view of the project but once we were under agreement to repair the pavement the PSI came out for cores in the middle area and the sunken area of the roadway. The asphalt was 3.5-4-inch range. We had originally thought we could mill off the 2-inch asphalt and overlay. Based on the traffic and a 20-year design line, the decision was made to minimize the mill level. The actual patching was 10-20% instead of the preliminary 5-10% that was estimated. In the future, it is recommended to have engineering done prior to any road work. Trustee DeHart asked what condition is Reed in at this time? Terry Fountain stated we may need to come back to add seed mix on the 2 ft wedge. Trustee Raftis stated the street is complete besides the seed mix and the potting at the police station. The final bill from Truman Flatt should be $184,802.99.

Trustee Raftis advised the board on the road projects for Spring of 2021. Vernon Ave and lles will need addressed and Terry Fountain recommended waiting for the winter freeze thaw to see what roads require immediate attention.

Trustee Raftis asked Terry Fountain if there has been any movement on the DCEO Capitol Bill on the $550,000 sponsored by Senator McClure. President Lopez stated that Mike Murphy has Trustee Raftis asked if anyone has heard from DCEO regarding the lles project on the $550,000 grant from the Capital Bill. President Lopez stated he has not heard anything on it. President Lopez spoke with Mike Murphy last week and Leland Grove nor Jerome has received funding but other municipalities in Sangamon County has, We anticipate receiving a letter from Senator Durbin's office in support for the lles renovation and any future grant applications. With the state budget deficit, the projects may be kicked out. President Lopez stated we may have to do part of it and not all of it, but we need to do what we can do.

B. Discussion of Sick Day Borrowing Program

Trustee Raftis stated that hopefully we do not have to utilize this but with the virus still a concern if we have an employee that exhibits symptoms of the virus, they may need to quarantine for 10 to 14 days. Creating a program to borrow sick days for employees that do not have the sick time to quarantine. Trustee Raftis does not want anyone to have to take off work with no pay. Treasurer Roth stated that we need some mechanism to obtain the money back from them if they decide to leave. Attorney Brokaw stated there is some limitation on how the Village could be reimbursed. Attorney Brokaw would like to work with Trustee Raftis on putting together something for the board to look at in the future.

C. Discussion and Approval of Resolution 21-17 Approving and Authorizing Execution and Delivery of Intergovernmental Cooperation Agreement between the Illinois Department of Public Health and Village of Jerome

President Lopez wanted to extend an apology to the board as he was approached by the Illinois Department of Public Health asking for help on an agreement on a proposed COVID testing site at the old Shop n Save location. All the facts were not known at the time, the State thought they had an agreement with the owner of the property and President Lopez explained there were multiple owners of that property not just one. The State of Illinois would like to have a more open centrally located mobile unit from February 8, 2021 through April 2021. Attorney Brokaw stated this agreement requires the Village of Jerome to provide snow removal and salting of the parking lot as needed. Trustee Lael expressed concern on the traffic control on the property. Attorney Brokaw stated that the setups they have used in other locations they have used cones to snake the cars into the area. Trustee Raftis asked to clarify if we were providing all the salt and does our insurance allow us to plow private property. Attorney Brokaw stated yes and that our insurance has the $1,000,000 threshold. Trustee Lael expressed concern on where they will set up preferably towards the back of the property. Trustee Smith asked if the plowing and salting was a deal breaker? President Lopez stated yes, they want the Village to provide that. Trustee Raftis stated that the burden is all on us with this. Trustee R. Irons asked if we have an incident where we must use the insurance because someone hit a fence will our insurance go up? Attorney Brokaw stated it should not increase the insurance next year.

A motion was made by Trustee Smith to approve Resolution 21-17 Approving and Authorizing Execution and Delivery of Intergovernmental Cooperation Agreement between the Illinois Department of Public Health and Village of Jerome. The motion was seconded by Trustee Lael.

Roll Call Vote: Ayes: Trustee Lael, Trustee De Hart, Trustee R. Irons, Trustee Smith, Trustee L. Irons No: Trustee Raftis

The motion carried.

President Lopez and Trustee Lael will meet with the Mlinois Department of Public Health on Monday February 8, 2021. Trustee R. Irons asked President Lopez to reach out to the City of Springfield to see if they will help offset the cost of the salt.

D. Discussion and Approval of Employee Bonuses

President Lopez has asked Trustee L. Irons and Trustee Smith work together on the police department budget for the next fiscal year,

A motion was made by Trustee Smith to approve a $150 onetime bonus to Officer James Montgomery. The motion was seconded by Trustee Lael.

Roll Call Vote: Ayes: Trustee Lael, Trustee DeHart, Trustee Smith, Trustee L. frons No: Trustee R. Irons, Trustee Raftis The motion carried.

Executive Session A motion was made by Trustee Smith 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 İLCS 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 the selection of a person to fill a public office including a vacancy in a public office, when the public body is given power to appoint under law or ordinance (5 ILCS 120/2(c)(3)). Trustee R. Irons 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 8:14 pm.

The Board returned from Executive Session at 9:02 pm.

Clerk Cave called the roll.

Trustee Lael Trustee De Hart Trustee Ralph Irons Trustee Smith Trustee Leigh Irons Trustee Raftis President Lopez Attorney Brokaw Treasurer Roth

Present: President Mike Lopez Trustees Kathy DeHart, Leigh Irons, Ralph Irons, Dale Lael, Philip Raftis, Christina Smith Clerk Lisa Cave Attorney Jason Brokaw Treasurer Steve Roth

Adjournment

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

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

The motion carried and the meeting adjourned at 9:05 pm.

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