Village of Cherry Valley Committee of the Whole met March 28.
Here are the minutes provided by the committee:
Village President David Schroeder called the Committee of the Whole Meeting to order at 7:00 PM. Roll call was taken by Village Clerk Kathy Trimble:
Nancy Belt Present
Sally Hollembeak Present
Jeff Fustin Present
Brandi Pearse Present
Mike Neville Present
David Schroeder Present
Also present: Attorney Roxanne Sosnowski, Chief Roy Bethge, Village Administrator Jim E. Claeyssen, Public Works Supervisor Steve Strasser, Village Engineer Sheri Kosmos and Kevin Bunge C.E.S., and Village Clerk Kathy Trimble.
ADOPT THE AGENDA:
Trustee Hollembeak moved to adopt the agenda with one change, Trustee Fustin will be presenting the Planning and Development Report tonight for President Schroeder. Trustee Neville seconded. All “Aye;” None opposed. Motion carried by voice vote.
APPROVE THE COMMITTEE OF THE WHOLE MINUTES:
Trustee Fustin moved to approve the March 14, 2022 Meeting Minutes. Trustee Hollembeak seconded. Trustee Belt would like the wording changed under the Ordinance Report from “roll over taking a look at” to “review the first portion provided of Chapter 2 Administration in the Code of Ordinances until she meets with Attorney Sosnowski.” All “Aye;” None opposed. Motion carried by voice vote.
PUBLIC COMMENT:
Ms. Beth Schroeder spoke to the committee regarding the commercial development project occurring at 125 South Walnut Street. She is asking the village to consider granting an easement on the west face of the building (known as the Venue Center) to the back of the curb of Walnut Street so they can install permanent benches and planters. A map and example was provided for the committee to review. The consensus of the committee was to approve the request and direct Village Administrator Claeyssen to work with Attorney Sosnowski on drafting an agreement regarding this property.
ORDINANCE –CHAIRMAN Trustee Nancy Belt.
UNFINISHED BUSINESS: None.
NEW BUSINESS:
Trustee Belt started that she met with Attorney Sosnowski regarding Chapter 2 Administration of the Code of Ordinances. Attorney Sosnowski touched on several sections of Chapter 2:
• Section 2-33 – Committees – Frequency of Meetings and Order of Business was discussed.
• Section 2-32 – Compensation – Trustee Compensation per meetings was discussed in comparison to other municipalities. Changes would need to be made 180 days prior to next election.
• Section 2-64 – Quorum of meetings was discussed.
• Section 2-72 – Teleconference meeting – State Statute is broadening electronic attendance to meetings. Take out section e, regarding public not being allowed to teleconference.
• Section 2-68 – Addressing meeting – keep to no more than 5-minute limit.
• Section 2-117 – Employment of personnel – Remove dept. head recommendation and leave the full board of trustees.
• Section 2-119 – Travel allowances for village employees – Detailed discussion was had on whether or not an employee shall be able to use their village vehicle for anything other than village business.
Trustee Belt thanked Attorney Sosnowski for her work on this Chapter and discussion on the next 15 pages of Chapter 2 Administration will take place at the next Committee of the Whole Meeting on April 11, 2022.
PUBLIC WORKS –CHAIRMAN Trustee Mike Neville.
ENGINEER’S REPORT:
Village Engineer Sheri Kosmos presented her Engineering Status Report Dated March 28, 2022 to the committee:
• Contracts for the Harrison Avenue Eastbound Lane Repairs sent to Rock Road Companies for execution.
• Genoa Sidewalk Improvements, proposed advertisement 4/11/22 with a bid opening 4/25/22 - will be placed on 4/5/2022 Village Board Meeting to approve C.E.S to advertise for Genoa Sidewalk Improvements.
• Vandiver Culvert Repair - Bid opening results provided to Board.
• Regional Detention Improvements, no IDNR review is required.
• East Village Water Loop - delayed 1 week due to Well 7 – estimate. submittal to IEPA early April for review/permit.
• Well 7 – Project divided into two separate projects: Well
Drilling/Development and Well House.
The full report will be filed with these minutes.
UNFINISHED BUSINESS:
Village Administrator Claeyssen presented a Progress Report regarding the village’s Water Well Projects. The Layne Company has pushed back to be onsite to start putting Well #2 back on line. until March 29th due to an emergency repair needed in Rockford. The Layne Company is still planning on being onsite by the end of April for Well #1, the Motor Assembly has been ordered for Well #7 but no confirmation delivery date from supplier. The Layne Company had their Internal Proposal Meeting on March 16th, now coordinating drilling operation schedules with their Denver Office. The full report will be filed with these minutes.
Village Engineer Sheri Kosmos spoke more about Well#7, Drill only (design/permitting) at a cost of $59,125 and Well house (design/permitting/bid document preparation) at a cost of $136,375.00. Sheri also presented to the committee some preliminary site drawings of how Well 7 possibly could look like but an architect has not been signed up yet or an actual cost analysis has not been completed.
NEW BUSINESS:
1. Trustee Neville moved to send to the Village Board for approval of a Well #7 (Drill Only) - Design Services Contract with C.E.S. INC., Belvidere, Illinois at a cost of $59,125.00 from line item 5095 Water FY 2022/2023 budget. Trustee Hollembeak seconded. All “Aye;” None opposed. Motion carried by voice vote.
2. Trustee Neville moved to send to the Village Board for approval of a Well #7 Well House - Design Services Contract with C.E.S. INC., Belvidere, Illinois at a cost of $136,375.00 from line Item 5095 Water FY 2022/2023 budget. Trustee Belt seconded. All “Aye;” None opposed. Motion carried by voice vote.
3. Committee discussion was had regarding the renewal of a Municipal Electrical Aggregation Contract for September 2022. Village Administrator Claeyssen stated that Rock River Energy will be putting together a community wide bid for a more competitive rate. President Schroeder stated that a Resolution will be placed on a future Board Meeting Agenda for review and possible passage.
4. Trustee Neville moved to send to the Village Board for approval of the lowest responsive bidder for the Vandiver Road Box Culvert Repairs from line item 5390 Capital Improvements FY 2022/2023 budget. Trustee Hollembeak seconded. After some discussion regarding adding the company name of the bidder and the dollar amount; Trustee Neville withdrew the motion and Trustee Hollembeak withdrew the second.
Trustee Neville then moved to send to the Village Board for approval of O’Brien Civil Works, Inc. as the lowest responsive bidder for the Vandiver Road Box Culvert Repairs at a cost of $58,700.00 from line item 5390 Capital Improvements FY 2022/2023 budget. Trustee Hollembeak seconded. All “Aye;” None opposed. Motion carried by voice vote.
DIRECTOR’S REPORT – No Report.
CHAIRMAN’S REPORT: No Report.
EX-OFFICIO’S RECREATION BOARD REPORT: No Report.
PUBLIC SAFETY – CHAIRMAN Trustee Jeff Fustin.
UNFINISHED BUSINESS: None.
NEW BUSINESS: None.
CHIEF’S REPORT: No Report.
FINANCE – CHAIRMAN Trustee Brandi Pearse.
UNFINISHED BUSINESS: None.
NEW BUSINESS:
1. Village Administrator Jim Claeyssen presented the second review of the village’s FY 2022/2023 budget to the committee and referred to the memo that Treasurer Gumowski put together with the changes that were discussed since the March 7, 2022 Committee of the Whole Meeting. Wages will be discussed at the April 11, 2022 Committee of the Whole Meeting. The Budget is scheduled to be approved at the April 19, 2022 Village Board Meeting. This report will be placed on permanent file.
2. Trustee Pearse moved to send to the Village Board to approve a change in our Payroll Vendor to Paylocity. Trustee Neville seconded. All “Aye;” None opposed. Motion carried by voice vote.
CHAIRMAN’S REPORT: No Report.
ADMINISTRATION REPORT: No Report.
PLANNING AND DEVELOPMENT – Trustee Jeff Fustin for President David Schroeder
UNFINISHED BUSINESS: None.
NEW BUSINESS:
1. Trustee Fustin moved to have ordinances drafted for the annexation of the properties known as PINs: 07-06-151-004 and 07-06-151-001 (Mango Creek) and for PINs: 07-06-176-001; 07-06-176-002 and 07-06-151-005 (Zepelak) properties in Boone County, Illinois. Trustee Belt seconded. Village Administrator Claeyssen stated that these Annexations were approved unanimously at the Planning and Zoning Commission Meeting. These are the acres that are associated with the East Valley Water Loop. The Public Hearing regarding these annexations will take place on April 19, 2022 at 6:45PM. All “Aye;” None opposed. Motion carried by voice vote.
PERSONNEL COMPENSATION & BENEFITS – CHAIRMAN Trustee Sally Hollembeak.
UNFINISHED BUSINESS:
1. Attorney Sosnowski spoke to the Committee of the Whole regarding the filing requirements for this year’s Statement of Economic Interests. The forms are due May 1, 2022 and if you fail to file or give false answers there are fines and possible jail time. IML (Illinois Municipal League) has put out a fact sheet flyer explaining what needs to be included on the forms.
NEW BUSINESS:
1. Trustee Hollembeak moved to send to the Village Board approval of Resolution 2022-03; A Resolution of the Village of Cherry Valley, Illinois Approving CDL Driver Training Reimbursement Agreement. Trustee Belt seconded. Village Administrator Claeyssen stated this is a Federal Requirement and if a Public Works Employee leaves the village within 12 months we will collect the full amount of the training. All “Aye;” None opposed. Motion carried by voice vote.
ADJOURNMENT: Trustee Hollembeak moved that the meeting be adjourned at 8:40 PM. Trustee Belt seconded. All “Aye;” None opposed. Motion carried by voice vote.
http://www.cherryvalley.org/images/committee-of-the-whole/2022/COW%20MINUTES%2003-28-2022.pdf
Alerts Sign-up