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Thursday, October 17, 2019

Village of Cherry Valley Committee of the Whole met September 9

By Philip Gonzales | Oct 8, 2019


Village of Cherry Valley Committee of the Whole met Sept. 9.

Here is the minutes provided by the committee:

Village President Jim E. Claeyssen called the Committee of the Whole Meeting to order at 7:00 PM. Roll call was taken by Deputy Village Clerk Heather Riley:

STEPHEN APPELL ABSENT           SALLY HOLLEMBEAK PRESENT

NANCY BELT ABSENT                    JEFF O’HARA PRESENT

JEFF FUSTIN PRESENT                  DAVID SCHROEDER PRESENT

JIM CLAEYSSEN PRESENT

Also present: Village Treasurer Karen Melloch, Public Works Director Chuck Freemen, Chief Robert Swank, Sheri Kosmos C.E.S, Attorney Jim Stevens, and Deputy Village Clerk Heather Riley.

ADOPT THE AGENDA:

President Claeyssen stated that there is a change to the Agenda:

• The Ordinance Report will be given by Trustee Jeff Fustin in Trustee Nancy Belt’s absence.

• The Public Works Report will be given by President Claeyssen in Trustee Stephen Appell’s absence.

President Claeyssen moved to approve the amended agenda. Trustee Hollembeak seconded. All “Aye;” none opposed. Motion carried by voice vote.

APPROVE THE COMMITTEE OF THE WHOLE MINUTES – August 26, 2019

Trustee Schroeder moved to approve the August 26, 2019 Committee of the Whole Meeting Minutes. Fustin seconded. All “Aye;” None opposed. Motion carried by voice vote.

PUBLIC COMMENT:

ORDINANCE – TRUSTEE JEFF FUSTIN FOR CHAIRMAN TRUSTEE NANCY BELT. CHAIRMAN’S REPORT:

UNFINISHED BUSINESS:

1. After lengthy discussion regarding the side yard set back for 2921 Swanson Parkway,

the committee instructed Attorney Stevens to draft a letter and send it to the home owner at 2921 Swanson Parkway instructing them to file for a Variance.

NEW BUSINESS:

1. After a lengthy discussion regarding the driveway at 7179 West Ridge Lane, the committee instructed Attorney Stevens to draft a letter to the homeowner that they are going to need to file for a variance for this driveway width since it exceeds the village’s ordinance. This matter will need to be addressed at the next Planning and Zoning Commission Meeting. Trustee Fustin requested that the neighborhood Home Owner’s Association President, Mr. Bill Lawson be notified of when this meeting will occur.

Trustee Fustin stated ORDINANCE PASSES

PUBLIC WORKS –PRESIDENT CLAEYSSEN FOR CHAIRMAN TRUSTEE STEPHEN APPELL

ENGINEER’S REPORT:

1. Project Updates by Sheri Kosmos:

• The Vandiver and S. Bell School Road water main installation is still in process and on time, weather permitting.

Trustee Hollembeak excused herself from the table at 7:25 PM

• The South Ulster Project will be going out to bid this week. The Easement documents are being prepared now.

• The South Ulster Project Schedule will be to advertise this week, open bids on the 23rd, and bring the bid results to the September 23rd Committee of the Whole Meeting and then forward the lowest responsible bid to the Village Board Meeting on October 1st.

UNFINISHED BUSINESS: None.

NEW BUSINESS:

1. President Claeyssen moved to send to the Village Board to authorize CES. INC. to advertise for bids for the South Ulster Street Drainage Project. Trustee Schroeder seconded. All “Aye;” None opposed. Motion carried by voice vote.

Trustee Hollembeak took her seat back at the table at 7:28 PM

2. PresidentClaeyssenmovedtosendtotheVillageBoardapprovalofaDesignEngineering Agreement with CES INC. for the Eastside Village Water Loop Project. Trustee Hollembeak seconded. All “Aye;” None opposed. Motion carried by voice vote.

3. After some discussion, Trustee Hollembeak moved to send to the Village Board for approval the proposal from Rush Power Systems LLC to replace our current generator at Village Hall at a cost of $53,259.00 from contingency (in Capital Improvements). Trustee Schroeder seconded. All “Aye;” None opposed. Motion carried by voice vote.

The committee asked Public Works Director Chuck Freeman to bring to the September 23, 2019 Committee of the Whole Meeting, options for selling our current generator.

4. President Claeyssen moved that the Committee of the Whole approve Ironwood Environmental INC to conduct an Environmental Study at 138 Hogan Street at a cost of $. Trustee Fustin seconded. A roll call vote was taken:

STEPHEN APPELL ABSENT          SALLY HOLLEMBEAK AYE

NANCY BELT ABSENT                   JEFF O’HARA AYE

JEFF FUSTIN AYE                          DAVID SCHROEDER AYE

JIM CLAEYSSEN AYE

Motion carried 5-0-2.

5. President Claeyssen moved to send to the Village Board for approval to hire Northern Illinois Services for demolition of 138 S. Hogan Street at a cost of $15,490.00 from line item 5405 Capital Improvements. Trustee O’Hara seconded. All “Aye;” None opposed. Motion carried by voice vote.

6. After some discussion, President Claeyssen moved to send to the Village Board approval to purchase option number one (the shorter stone) from Muraski Monument Co. at a cost of $5,730.00 from line item 5410 Buildings & Grounds. Trustee Hollembeak seconded. All “Aye;” None opposed. Motion carried by voice vote.

DIRECTOR’S REPORT:

1. Project Updates

• New awnings have been ordered for the back side of the post office building and should be installed by the end of September.

• Sidewalk repairs in Swanson Park will begin next week.

• Fire hydrant flushing the week of October 14th.

CHAIRMAN’S REPORT: No Report.

EX-OFFICIO’S RECREATION BOARD REPORT:

• Trustee Schroeder moved to approve $1,000.00 from line item 5260 Building & Grounds for the village’s Annual Halloween Parade & Party on October 26, 2019. Trustee Fustin seconded. A roll call vote was taken:

STEPHEN APPELL ABSENT          SALLY HOLLEMBEAK AYE

NANCY BELT ABSENT                   JEFF O’HARA AYE

JEFF FUSTIN AYE                          DAVID SCHROEDER AYE

JIM CLAEYSSEN AYE

Motion carried 5-0-2.

Trustee Schroeder stated PUBLIC WORKS PASSES

PUBLIC SAFETY – CHAIRMAN TRUSTEE JEFF FUSTIN. UNFINISHED BUSINESS: None.

NEW BUSINESS: None.

CHIEF’S REPORT: None.

FINANCE – CHAIRMAN TRUSTEE JEFF O’HARA.

UNFINISHED BUSINESS:

1. VillageTreasurerKarenMellochupdatedtheinvestmentpolicytoreflectthebankname changes. Trustee O’Hara moved to send the updated investment policy to the Village Board for approval. Trustee Hollembeak seconded. All “Aye;” None opposed. Motion carried by voice vote.

NEW BUSINESS:

1. Work Calendar for September:

a. Review Village’s Liability Insurance – The numbers will not be in until the end of September.

b. Finalize Health Insurance Plan(s) for Board Approval – Michele Kimes is getting

different quotes for the Village from different suppliers and once she has an update she will bring the options to the Committee of the Whole for discussion & review.

2. Trustee O’Hara moved to send to the Village Board for approval to renew the village’s ADP, LLC Guaranteed Price Agreement. President Claeyssen seconded. All “Aye;” None opposed. Motion carried by voice vote.

CHAIRMAN’S REPORT: No Report.

ADMINISTRATION REPORT:

• Village Treasurer Karen Melloch reviewed a financial outlook with the committee to show the general fund and capital improvement fund with and without the one percent sales tax.

NEW BUSINESS: None.

Trustee O’Hara stated FINANCE PASSES

PLANNING AND DEVELOPMENT – CHAIRMAN TRUSTEE DAVID SCHROEDER. UNFINISHED BUSINESS:

NEW BUSINESS:

PERSONNEL COMPENSATION & BENEFITS – CHAIRMAN TRUSTEE SALLY HOLLEMBEAK.

UNFINISHED BUSINESS:

1. Chief Swank informed the committee that 22-year-old René Diaz was sworn in by Deputy Clerk Heather Riley at 10:00 AM this morning. Swank stated that Diaz will be leaving to attend a fourteen-week training program at the Police Academy. Chief Swank stated that Diaz is bilingual and should be a great addition to the team.

Chief Swank updated the committee on the new Administrative Assistant Cecelia (Beth Ann) Lindhe. Chief Swank stated that Beth Ann is getting settled in and is learning a lot about invoices, purchase orders, and getting the bills paid with some of the more complex financial aspects of the department along with the day to day operations.

NEW BUSINESS:

Trustee Hollembeak states PERSONNEL BENEFITS & COMPENSATION PASSES.

EXECUTIVE SESSION:

Trustee Hollembeak moved that the Committee of the Whole go into Executive Session for the following reason:

(5 ILCS 120/2)(C)(1) (Personnel Matters) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Trustee Schroeder seconded. A roll call vote was taken:

JEFF FUSTIN AYE                        JEFF O’HARA AYE

SALLY HOLLEMBEAK AYE          DAVID SCHROEDER AYE

JIM CLAEYSSEN AYE

Motion carried 5-0.

The Committee of the Whole was in Executive Session from 8:25 PM to 8:44 PM

RECONVENE TO OPEN SESSION:

President Claeyssen reconvened the Committee of the Whole Meeting to Open Session at 8:44 PM. A roll call vote was taken:

JEFF FUSTIN AYE                        JEFF O’HARA AYE

SALLY HOLLEMBEAK AYE          DAVID SCHROEDER AYE

JIM CLAEYSSEN AYE

Motion carried 5-0.

ADJOURNMENT:

Trustee Hollembeak moved that the meeting be adjourned at 8:44 PM. Village President Jim E. Claeyssen seconded. All “Aye;” None opposed. Motion carried by voice vote.

http://www.cherryvalley.org/images/committee-of-the-whole/2019/cow%20minutes%2009-09-2019.pdf

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