Kankakee Times

Village of Bourbonnais Finance Committee met Dec. 14.

Here are 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 - Trustee Rick Fischer

Members present:  Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Jeff Keast, and Trustee Jack Littrell. Also in attendance, Treasurer Ron Riebe, Assistant Administrator Laurie Cyr, Finance Director Tara Latz, Chief Jim Phelps, Public Works Superintendent Terry Memenga, Assistant Public Works Superintendent Dave Herberger, Engineer Mike Gingerich, HR Manager Sue Pranskus, and Admin Assistant Margie Beach.  Absent: Mayor Paul Schore, Trustee Randy King (arrived at 4:21 PM), Trustee Angie Serafini, Attorney Patrick Dunn, and Administrator Mike Van Mill.

2. Review and Approve Committee Minutes

Action, Minutes: A. Finance Committee Minutes from November 30, 2022

Motion by Trustee Jack Littrell, second by Trustee Bruce Greenlee to approve the Finance Committee minutes from November 30, 2022 as presented.

Final Resolution: Motion Carried

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

3. Bill Lists

Accounts Payable: A. General Fund

> Trustee Fischer questioned the invoice for Sunridge Drive landscaping by Logan's? Ms. Cyr explained it was at the south end of Larry Power Road, they hooked up a 3" pipe using Outsen, and needed to finish the project, this was approved at the last meeting.

> Mrs. Latz asked about the charge for renting a skid steer in October, didn't we just buy one in September? Mr. Herberger responded we needed a mini skid steer for a project to do work under a bridge, the new one is too big.

The 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 Monday, December 19, 2022.

Accounts Payable: B. Special Fund

The 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 Monday, December 19, 2022.

4. Other Business

Discussion: A. Donation Request List Handout

> Ms. Latz provided an updated list of donation requests and payments made for the past 4 years (on Board Docs).

Discussion: B. Mattea's Joy Gala Donation Request

> Ms. Latz went over a donation request for Mattea's Joy Gala that is scheduled for February 4, 2023 (on Board Docs).

Finance Committee agrees to decline this donation request.

Discussion: C. Options CIL Donation Request

> Ms. Latz went over a donation request from Options Center for Independent Living.

Finance Committee agrees to decline this donation request.

Discussion: D. Change Order for Bourbonnais Grove School House Project

> Ms. Cyr went over the additional costs for the school house which included lumber, logs, roof shingles and stain. This is the only change order we received for this project from PSI in the amount of $9,975.90 (on Board Docs). Ms. Cyr complimented PSI for going above and beyond getting this project finished and building it to look historically accurate.

> Mrs. Latz went over the breakdown of total costs to build the Bourbonnais Grove School House (on Board Docs). Reimbursements continue to be received through the Historical Society, grant funding along with Aqua's donation from the sewer sale. The Village's portion for this project is around $100,000.

Finance Committee agrees to approve the change order and legislation will need to be created for the next Regular Board meeting.

Discussion: E. Reduction of Letter of Credit for Bourbonnais Parkway Business Park Phase I

> Ms. Cyr went over the infrastructure on Quebec Drive at the Bourbonnais Business Park with Jennings Realty - Road Ranger. They are requesting a Letter of Credit be reduced from $2,128,329.50 to $488,064.50 which is the remaining cost plus the retainage amount based upon the Class 1 Engineer's Estimate (on Board Docs).

Finance Committee agrees to reduce the Letter of Credit for this project, and legislation will need to be created for the next Regular Board meeting.

Discussion: F. Consideration to Amend Escrow Bond Fees

> Ms. Cyr went over the escrow bond fees for plan review for new developments. In 2019 we agreed to collect $5,000 for the plan review deposit fee. If there was any left in the bond once we issue occupancy and pay our consulting fees, we would refund them the money. However, lately the Village has seen an increase of larger projects coming to the area and we are quickly using the $5,000 escrow bond fee deposit and are in need of more. We are requesting to change the escrow bond fees amount, basing it on the structure size of the development project (on Board Docs).

Finance Committee agrees to amend the escrow bond fees based upon the structure size.

Discussion: G. VEBA Update

> HR Manager Sue Pranskus gave an update on the Voluntary Employee Benefit Association program "VEBA".  We currently have 64% of employees actively participating. We have converted over $114,000 in funds from employees leave banks to a Health Savings Account for future retirees. We will be adding an end of employment option to payout up to 50% of an employee's sick leave bank directly to their VEBA account. By doing this it saves the Village money between 1.45% payroll tax for Police, and 7.65% for Civilians payroll tax for Medicare and Social Security, as these contributions are pretax for every payroll dollar spent. We have many reaching retirement age soon, so by increasing this amount it will help bridge the gap between retirement and Medicare eligibility for our employees.

Trustee Randy King arrived at 4:21 PM.

5. Old Business - None

6. New Business

> Chief Phelps gave an update on vacancies in the department. We have promoted a patrolman to Sergeant and another senior patrolman is retiring as of January 8, 2023. This means we will be 2 people down, and we are nearly exhausting our eligibility list. They have been doing interviews to establish a new Sergeant promotional list to operate from, and there is a need to start a lateral entry process, as well as a whole new entry level testing process. There is a concern at the lack of success from many other departments in this area who are searching for patrolmen as well.  We will be advertising for the positions very soon.

7. Public Comments - None

8. Executive Session - Not applicable.

9. Adjournment and Time

Action, Procedural: A. Adjournment & Time

Motion by Trustee Jeff Keast, second by Trustee Jack Littrell to adjourn the Finance Meeting at 4:27 PM.

Final Resolution: Motion Carried

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