Kankakee Times

Village of Bourbonnais Finance Committee met July 31.

Here is the minutes provided by the committee:

1. Meeting Opening

Meeting called to order at 9:43 AM by Trustee Rick Fischer

Procedural: A. Roll Call

Members present:

Mayor Paul Schore, Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini. Also, in attendance Treasurer Ron Riebe, Administrator Mike Van Mill, Assistant Administrator Laurie Cyr, Finance Director Mike Wolf, Deputy Chief Dave Anderson, Public Works Director Mike Chamness, Building Commissioner Paul Hafner, Marketing Manager Lindy Casey, Engineer Dave Tyson, and Administrative Assistant Margie Beach. Absent: Trustee Randy King and Attorney Patrick Dunn.

2. Review and Approve Committee Minutes

Action, Minutes: A. Finance Committee Minutes from July 10, 2019

Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to approve the Finance Committee Minutes from July 10, 2019, as submitted.

Final Resolution: Motion Carried

Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini

3. Bill Lists

Accounts Payable: A. General Fund

> Trustee Keast questioned the fee for the 66-gallon lift off pump station chemical which is used to coat the lift station is listed twice but with two different prices - Director Chamness responded he placed a second order on the same day because he didn't buy enough, when he ordered more they got a better price due to the volume discount.

> Trustee Littrell questioned Deputy Anderson on charges for the County animal control fees March, April, May & June - he responded they send invoices but residents don't usually pay. They are hoping it will get better with the new collection process. Mayor Schore explained it still works best using County animal control versus the police department having to deal with picked up or lost pets being found and having to house the pets.

General Fund bill list was reviewed and the Finance Committee agreed to proceed with payment of the bills for the next Regular Board Meeting on August 5, 2019.

Accounts Payable: B. Special Fund

Special Fund bill list was reviewed and the Finance Committee agreed to proceed with payment of the bills for the next Regular Board Meeting on August 5, 2019.

4. Other

Discussion: A. CDBG Grant Discussion - Riverside/Burns Road

> Administrator Van Mill gave an update about the storm water management issues on Burns Road that need to be addressed in order to make that lot buildable and to curb the costs. Ben Wilson from Kankakee County Economic Development & Transportation is helping us look at funding options to help get the project done through the Community Development Block Grant - CDBG - a public infrastructure grant.

> Mr. Wilson stated historically a town like Bourbonnais' grant success usually is low due to not qualifying for the 80% or less of low or moderate median household income. If we use the need for job creation at Riverside for CDBG proving that we are trying to fix a segment for health care and social services in that area we could qualify for the grant.

> Job creation effort - we have a company - Riverside Medical Center who would like to build on a hard corner, but it and Burns Road flood. We have been working with a local engineer to try to complete an improvement project that will get the water away from that site in a more appropriate location for storm water.

> Application process includes the Village passing a Resolution of Support, finance department showing funding is available for the project, and need to have a hearing to let public residents know about the building and securing federal coverage for the project.

> Plan is to have a Public Hearing on Wednesday, August 21 at 5:00-7:00 to be held at the Memory Care facility so residents can see improvements that would be made.

> Goal is to have a Resolution ready for the September 3 board meeting. Once application is completed, we should ready to apply at that time.

> Will be meeting with Riverside several times to complete the application.

> Trustee Fischer questioned Engineer Tyson - 8 x 3 culvert sizes - should be 8 x 5 - overflow Mr. Tyson explained the planning on the map displayed and price increased since late 2015 early 2016

Discussion: B. APA Conference Van Mill & Cyr - Travel Expenses

> Director Wolf gave an overview of a conference for the American Planning Association at the end of September for the Village Administrators to attend.

> Administrator Van Mill explained this is a state conference where a lot of communities in Illinois will attend. We get many ideas and concepts from other communities. It also includes a training session for AICP testing for Ms. Cyr.

Finance Committee agrees to move forward creating legislation for a future Board Meeting approving travel expenses.

Discussion: C. BS&A User Group Sippel & Thornton Travel Expense

> Director Wolf is requesting approval to send to Ms. Sippel and Ms. Thornton to a user group training at BS&A headquarters where they will learn about methods of handling issues with the new accounting software program.

Finance Committee agrees to move forward creating legislation for the next Regular Board Meeting approving travel expenses.

Discussion: D. NAACP Sponsorship Request

> Director Wolf explained this is an annual request, the Village has not been a sponsor in the past, but has paid for Mayor Schore if he wants to attend the dinner.

Finance Committee agreed to not be a sponsor for this program, but agrees to pay for the dinner if Mayor Schore chooses to attend for $75.00.

Discussion: E. National Night Out Request

> Director Wolf explained this is an annual event - a formal request that the Village budgets for and donates $1,000 to each year.

Finance Committee agreed to be a sponsor for the annual National Night Out event.

Discussion: F. Dura-Tech Proposal for New Body Camera Server

> Director Wolf explained that we need to replace the server that the police department uses to download the body camera videos, the current system no longer works. This was in the plans to be replaced next fiscal year - but it can't wait, the original one was from 4 years ago, and at that time we used a re-purposed system. Ms. Cyr explained we do replace all the servers every 4 years.

Finance Committee agreed to move forward with the purchase of a new body camera server.

Discussion: G. Electronic Time Card Project - Additional Set Up Time Proposal

> Director Wolf is requesting for additional 8 hours of dedicated support services for the installation for the TimeClock Plus system. We are currently testing it now in the Village, and will need additional service time. The Village needs to enter all special arrangement data manually versus being uploaded like the BS&A system. -Special arrangements have to be loaded into the system. We exceed the hours we already paid for.

Finance Committee agrees to purchase the additional 8 support service hours from TimeClock Plus.

Discussion: H. April Operating Results

Revenues:

> Director Wolf gave a summary of revenues for month ending April 30, 2019, noting all are over budget for the year except for reimbursement and permit revenue. Reimbursement didn't make budget because of the inability to reimburse general fund from sewer fund for the various costs they owe to the general fund. Pays payroll and personnel expenses the sewer fund reimburses that to the general fund. Also, reimbursed for the 2001 and 2006 series bonds that were paid off. Includes expense for the Mission Peak lift station that we had to pay for, as well as additional engineering that we did on Phase 1 and Phase 2 of the big storm sewer. Catching up this year - why the percentage is at 37%

> Total Revenue for April is at $11,738,382

Expenditures:

> Director Wolf gave a summary of expenditures for the month ending April 30, 2019.

> Total Expenditures for April is at $12,199,446

> Administration is high due to paying two salaries in HR and Marketing Manager salary all in Fiscal 2019 and have now we adjusted the budget.

> Public Works only slightly over

> Central Services went over during 2019 - one line item - general obligation bonds principal was more, will be moving debt service in general fund until the sewer is complete. Then we move the completed project to the sewer budget.

> Fiscal 2020 budget we have all the debt service now in general fund and that won't occur this year.

> As of April 30, the Village had an excess of Expenditures over Revenue of $461,063.

Director Wolf asked that Trustees review results and to stop by with any questions.

Discussion: I. Review of Curb Repair Bids

> Curb Program Bids - last meeting Director Chamness asked to wait when contractors have more time to go out for a re-bid.

> Trustee Fischer went over comments from last meetings and wants to ask if KVCC can complete curbs before September 15? Engineer Tyson said yes they would make a deadline of completion by October 1 to give concrete have time to cure out, need 6 weeks for concrete to cure.

> Trustee Fischer would like to move forward and not wait until next year. Funds are in the budget that was approved on May 6, curb bids didn't go out until June 14, why is that? Director Chamness stated PW was going to do the project but then was told to go out to bid, so this also delayed the time frame.

> Ms. Cyr said there was a learning curve this year, we had 9 different items under consideration will plan better in the future.

> Mayor Schore stated we are seeing bigger increases versus last year, the chance you take when you re-bid later, there is a risk of everyone seeing the prices and could backfire with re-bids being much higher, as seen in a re-bid we just recently did.

> Trustee Fischer stated rebidding does not guarantee a better price.

> Reminder we need to notify contractors if they will not be welcome back for their work in the Village due to performance of their quality of work.

> Trustee Fischer requests project move forward this fall and not wait until spring 2020.

> Trustee Keast questioned if there are other projects we need to bid out and have completed by the end of the fiscal year? Director Chamness said they are working on a list.

> Director Wolf responded this is what Capital improvement is for on future projects, by November committees will start discussing projects in the spring for next years budget. We need to have closure on projects scheduled during the fiscal year.

Finance Committee agrees to move forward with awarding the project and get legislation ready for the next Board Meeting.

Discussion: J. Review Bid Results for Parking Lot Repairs

> Bid results on parking lots at Marcotte Park and Bourbonnais Public Works

> Trustee Fischer questioned difference in base bid and alternate bid - can our PW employees remove the pavement?

> Director Chamness responded yes - that would be the alternate 1 bid, also we have a location to dump the asphalt and equipment to take care of this portion of the project

> Contractor will need to do final grade and compact the base not PW employees, because we do not have the equipment for this part of the project

> Trustee Keast asked how long this would last and Director Chamness and Engineer Tyson stated 10-15 years, but may need to seal down the road.

Finance Committee agrees reject the alternate bids and select base bid from Gallagher Asphalt Corporation and agrees to move forward with legislation for the next Board Meeting.

Discussion: K. Discuss Request from Republic Regarding Fuel Tax Fee

> Director Wolf received a letter from Republic Service requesting a rate increase to cover the state increase on fuel tax - amounts to $0.18 per home, per month. $800 per month increase or $14,500 for the remainder of the contract April 2021.

> Issue is we just passed a rate increase and our contract for our rates are set this year. We can choose not to approve this.

> There is no legal stance in their contract for this increase, but when Republic renegotiates in 18 months they will include the increase at that time.

> Ask Attorney Dunn to review the contract to be sure.

Finance Committee agreed not approve this rate increase from Republic Service.

Discussion: L. Approval of Appraisal Service for Village Sewer System

> Director Wolf is requesting that we hire a consultant to find out what the value of the Village's sanitary sewer system.

> Need to get realistic numbers on what it is worth. Cost for this written appraisal is $11,000.

> Trustee Keast questioned how long this appraisal would be good for? Mayor responded it will serve the Village for a quite a while in regard to insurance, liability issues and collateral for KRMA studies.

> Director Wolf stated funds are available in the sewer fund for the study. Periodically when we move insurance companies, they are requiring Villages who belong to a co-op to state their building and structure appraisal.

Finance Committee agrees to move forward with this appraisal.

Discussion: M. Other

>Director Wolf stated we received a letter from BHCP (old Cigna Building) requesting a property tax reduction assessment

> Staff account position deadline is today. We have 13 applicants that have sent in their resumes, will keep you posted

> Sewer and refuse rate increase effective August 1. Talking points were passed out on how employees and Trustees can respond to residents about the increase.

> Old Village signs - should we declare as surplus? Mayor responded signs are very old and not worth much. It costs more to put a notice in the paper than what they are worth.

> We have an interested resident who will pay $1,675 for the old signs.

> They are taking up storage space at Public Works, they would appreciate getting rid of them

Finance Committee agrees to create legislation for the surplus of the old Village signs for the next Board Meeting.

5. Old Business - None

6. New Business - None

7. Public Comments - None

8. Executive Session

Action, Procedural: A. A motion to enter into a Closed Session to discuss the negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees as allowed by 5 ILCS Ann. 120/2(c)(2).

Motion by Trustee Jeff Keast, second by Trustee Angie Serafini to enter into a Closed Session to discuss the negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees as allowed by 5 ILCS Ann. 120/2(c)(2) at 5:29 PM.

Final Resolution: Motion Carried

Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini

Action: B. Motion to Return to the Finance Committee Meeting

Motion by Trustee Rick Fischer, second by Trustee Jeff Keast to return to the Finance Committee Meeting at 5:39 PM

Final Resolution: Motion Carried

Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini

9. Adjournment and Time

Action, Procedural: A. Adjournment and Time

Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to adjourn the finance meeting at 5:40 PM.

Final Resolution: Motion Carried

Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini

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