Kankakee Times

Village of Bourbonnais Finance Committee met July 10.

Here is the minutes provided by the committee:

1. Meeting Opening

Meeting called to order at 4:00 PM 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, Attorney Patrick Dunn, Assistant Administrator Laurie Cyr, Assistant Finance Director Tara Latz, Chief Jim Phelps, Public Works Director Mike Chamness, Assistant Public Works Director Dave Herberger, Building Commissioner Paul Hafner, Marketing Manager Lindy Casey, and Administrative Assistant Margie Beach. Absent: Trustee Randy King and Administrator Mike Van Mill.

2. Review and Approve Committee Minutes

Action, Minutes: A. Finance Committee Minutes from June 26, 2019

Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to approve the Finance Committee Minutes from June 26, 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 Officer Dylan Phelps purchased a new firearm - Chief Phelps said he is allowed to purchase the item as part of their uniform allotment per their contract.

> Trustee Greenlee questioned a starter rope from Public Works - Director Chamness believes it may be miss marked and was actually an actuator, will check into and report back.

> Mayor Schore questioned two separate bills for Public Works in regard to windows on the same piece of equipment - Both purchases total more than $2,500 and there is a process to follow at that dollar amount. Mr. Herberger responded yes they had replacement windows put in for the rough cut mower. Ms. Latz stated once a proper purchase order is approved the vendor will be paid on a special check.

Trustee Randy King arrived 4:03 PM

> Mayor Schore asked about the pay request for M&J Underground - Ms. Cyr responded it is for work that they have already done that has been accepted and approved by Tyson Engineering.

> Trustee Keast questioned BLDD Architects for the pedestrian bridge - Ms. Cyr explained there are still funds in the budget, no they are not done with the scope of work.

Village Engineer Dave Tyson arrived at 4:06 PM

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 July 15, 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 July 15, 2019.

4. Other

Discussion: A. Update on Village Audit Schedule

> Assistant Finance Director Latz reminded the Board that the auditors will be here next week Monday, July 15 thru Thursday, July 18. Paperwork is ready for them to review and start the audit process.

> Police pension fund has decided to go out for RFP this year on their audit. Their audit hasn't started yet, this may hold up our audit since we need certain police pension fund numbers to finish our audit.

Discussion: B. Update on Electronic Time Card Project

> Ms. Latz and the HR Manager had another conference call with TimeClock Plus software people today. It has been a lot of set up work to get the system ready by the Village. She and HR Manager Sue Pranskus are supplying all information for the program and are hoping to be done in a couple weeks.

> The system will hopefully be up and running by September (we need to do a testing phase first).

Discussion: C. Other

Bid Results for the 2019 MFT Street Maintenance Program - Full Depth Patching

> Engineer Dave Tyson gave overview of bid results - only one company responded

> MAC Paving Inc. - came under the engineer's estimate at a cost of $3,049.50 versus estimate of $10,260

> Mr. Tyson is very familiar with their work, they are reliable and feels safe with recommending them to complete project

Finance Committee agrees to move forward with putting the bid results on the next Regular Board meeting agenda.

Bid Results for the 2019 Curb Repair Program

> Engineer Tyson gave an overview of bid results - had 3 bidders, Davis Concrete was low bidder, but they did not do good work for the Village in the past, prefers to stay with local KVCC at a cost of $81,351 - engineer estimate was $80,730, up to the Board on their choice.

> Director Chamness requests that we reject all bids and wait until later in the year to go out for bid again and get a better price than what we were quoted, due to the contractors' availability. Contractors are very busy right now so prices are high. Some smaller companies we have used didn't submit a bid because they are so busy. Mr. Chamness would like to see what their bid would be when they aren't so busy.

> Mayor asked how pressing this work is to get done? Mr. Chamness says it can wait until fall or spring to get it done and save money when companies are looking for the work.

> Engineer Tyson recommended if we can't have it done by November, then wait until after winter and put in the bid work specs a deadline to be completed by the end of April (fiscal year).

> There are 7 locations and will take about 3-4 weeks to complete.

Finance Committee agrees to reject all bids at the next Board Meeting and to go out to bid at a later date.

IML Magazine Articles -

> In the July issue there were some good articles in regard to background knowledge for Trustees to read. Articles include highlights of Sales Tax, Income Tax, Motor Fuel Tax, and Filing Annual Audit Statements.

Staff Accountant Position -

> Ms. Latz stated that the Staff Accountant Position will be posted by the end of this week.

5. Old Business - None

6. New Business - None

7. Public Comments - None

8. Executive Session - Not Applicable

9. Adjournment and Time

Action, Procedural: A. Adjournment and Time

Motion by Trustee Jeff Keast, second by Trustee Jack Littrell to adjourn the Finance Meeting at 4:31 PM.

Final Resolution: Motion Carried

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

https://go.boarddocs.com/il/vobil/Board.nsf/Public