Village of Bourbonnais Finance Committee met Sept. 16.
Here is the minutes provided by the committee:
1. Meeting Opening
Meeting called to order at 4:00 PM by Trustee Rick Fischer electronically via Zoom per the Governor's directive.
Procedural: A. Roll Call
Members present: Mayor Paul Schore, Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, Trustee Jack Littrell, and Trustee Angie Serafini. Also in attendance, Treasurer Ron Riebe, Attorney Patrick Dunn, Administrator Mike Van Mill, 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, Administrative Assistant Margie Beach, and Tyler Thornton. Absent: Trustee Jeff Keast.
2. Review and Approve Committee Minutes
Action, Minutes: A. Finance Committee Minutes from September 2, 2020
Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to approve the Finance Committee Minutes from September 2, 2020 as submitted.
Final Resolution: Motion Carried
Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, Trustee Jack Littrell, and Trustee Angie Serafini
3. Bill Lists
Accounts Payable: A. General Fund
> Trustee Greenlee questioned two invoices for cleaning at Public Works? Finance Director Latz responded we got two of the invoices at one time, one is for July and one for August.
> Trustee Littrell questioned Outsen Electric invoice for $2,264 replacement of a streetlight pole? Mr. Herberger responded it was due to an accident. Mr. Van Mill stated a Manteno resident hit the pole and knocked it down, and it should be reimbursed from their insurance.
> Trustee Littrell questioned invoices for sidewalk work at 264 Fox Trail and 662 Justin Court but was done by two different companies? Mr. Herberger responded at Fox Trail Wren Construction was doing the replacement of sidewalks because of the water company, since they were already there asked them to take on another 18 feet to match the new sidewalk between both driveways.
General fund bill list was reviewed and the Finance Committee agreed to proceed with payment of the bills at the next Regular Board meeting on September 21, 2020.
Accounts Payable: B. Special Fund
> Trustee Littrell questioned the Roto Rooter invoice on Jordan Drive? Mr. Herberger responded there was a section of our main that was too high, so we dropped the main and since Roto Rooter was already there he had him take care of the rest of it. Mr. Tyson and Ms. Cyr were both involved with the decision on finishing the repair.
> Mayor Schore asked about the Coyne Street bridge repair? Ms. Latz responded it was a leftover item from a FY20 project to get the repairs done. It was in last year's streets and drainage budget. We paid for the first portion in March/April and are now just getting the final bill. Mr. Chamness explained due to weather the project was delayed and then COVID-19 hit and the contractor was backed up with other projects and finally just finished the permanent repair.
Special Fund bill list was reviewed and the Finance Committee agreed to proceed with payment of the bills at the next Regular Board meeting on September 21, 2020.
4. Other
Information: A. Donation Request from Good Shepherd Manor
> Ms. Latz stated we have had three requests this year from Good Shepherd Manor, this time is for a donation for their fall festival to be held virtually. We have not donated in the past.
> Trustees requested an updated list of the donation requests from the Finance department.
Finance Committee agrees to not donate at this time to Good Shepherd Manor.
Information: B. Discussion on Parks Program from Bond Proceeds
> Ms. Latz attached a memo on Board Docs in regard to using some bond fund proceeds to enhance our parks. General obligation bond we received of $5M in February 2020, the Village has to spend 90% of proceeds within the first 3 years of the issuance date. Many projects have already been earmarked with these bond funds.
> Ms. Latz suggests putting 15% of the total bond proceeds ($750,000) to go to a Park Plan Improvement Program.
> Mayor Schore stated this is a budgetary number for planning on park improvements.
> Administrator Van Mill stated the Trustees will see plans and have final approval when projects are presented for the parks.
> Trustee King asked what we have in the budget for park improvements? Ms. Latz responded nothing is currently in the budget for capital improvements for parks, only funds in the operating budget to maintain the parks.
> Trustee King asked if this was to start this fund and if it's related to the bond expenditure. Mr. Van Mill stated it is related to the current bond and needed support from the Board.
Finance Committee agrees to put 15% of bond proceeds toward the budget for a Park Plan Improvement Program for future enhancements.
Information: C. Backstop Purchase Request for KENO Park
> Ms. Latz wanted to bring to the Board's attention purchasing a backstop at KENO Park, but doesn't have enough information at this time and will have to table this discussion for a later date.
> This backstop was previously presented by Ms. Cyr at a Community & Economic Development meeting.
Discussion: D. Other
> Trustee Littrell questioned if we ever received an actual proposal for the Plum Creek drainage from R&R? Ms. Latz explained yes we did get the proposal and it is $24,221. There will be additional engineer costs through Robinson Engineering, but not R&R.
5. Old Business - None
6. New Business
Discussion: A.
> Trustee Fischer congratulated Holly St. Germaine, our Staff Accountant, on her one-year anniversary!
7. Public Comments
Discussion: A. Village Clerk or designee will read complying statements into record if any. - None
Discussion: B. The Village will unmute ZOOM participants so public comment can be made directly by the public. (Participants are required to take turns and be recognized by the President/Chairman prior to making statements). - None
8. Executive Session
Action, Procedural: A. Enter into a Closed Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, as allowed by 5 ILCSA 120/2(c)(1).
Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to enter into a Closed Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, as allowed by 5 ILCSA 120/2(c)(1) at 4:25 PM.
Final Resolution: Motion Carried
Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, Trustee Jack Littrell, and Trustee Angie Serafini
Action, Procedural: B. Return to the Finance Meeting
Motion by Trustee Randy King, second by Trustee Jack Littrell to return to the Finance Meeting at 5:11 PM.
Final Resolution: Motion Carried
Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, 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 5:12 PM.
Final Resolution: Motion Carried
Aye: Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, Trustee Jack Littrell, and Trustee Angie Serafini
https://go.boarddocs.com/il/vobil/Board.nsf/Public
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