Kankakee Times

Village of Bourbonnais Finance Committee met Jan. 31.

Here are the minutes provided by the committee:

1. Meeting Opening

Meeting called to order at 4:00 PM by Trustee Bruce Greenlee

Discussion: A. Roll Call - Trustee Bruce Greenlee

Members present: Mayor Paul Schore, Trustee Bruce Greenlee, Trustee Randy King (arrived 4:03), Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini (arrived 4:04). Also in attendance, Treasurer Ron Riebe, Attorney Patrick Dunn, Administrator Michael Van Mill, Finance Director Tara Latz, Chief Jim Phelps, Public Works Superintendent Terry Memenga, Engineer Mike Gingerich, Public Works Interim Assistant Superintendent Frank Triveline, and Admin Assistant Margie Beach. Absent: Trustee Rick Fischer.

2. Review and Approve Committee Minutes

Action, Minutes: A. Finance Committee Minutes from January 10, 2024

Motion by Trustee Jack Littrell, second by Trustee Jeff Keast to approve the Finance Committee minutes from January 10, 2024, as presented.

Final Resolution: Motion Carried

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

3. Bill Lists

Accounts Payable: A. General Fund

➤ Questions were discussed and answered by Finance Director Tara Latz.

Trustee King arrived at 4:03 PM.

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, February 5, 2024.

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, February 5, 2024.

4. Other Business

Discussion: A. Donation Request from National Inventors Hall of Fame Camp Invention/BESD53 

➤ Mrs. Latz stated we received a donation request from National Inventors Hall of Fame, which in conjunction with Bourbonnais Elementary School District puts on a summer STEAM program called Camp Invention. They are requesting financial support to go towards scholarships for students who need financial assistance to attend Camp Invention this summer. The cost to send one student to the camp is $270.

Trustee Serafini arrived at 4:04 PM.

Finance Committee agreed to donate $270 towards the Camp Invention scholarship program.

Discussion: B. Liberty School Battle of the Books Donation Request

➤ Mrs. Latz stated we received a donation request from Bourbonnais' Liberty School for their library fundraiser called Battle of the Books which would be used for expenses such as books, awards, and promotional materials.

Finance Committee agreed to donate $100 to the Battle of the Books at Liberty School.

Discussion: C. Riverside Heart Ball Sponsorship Request

➤ Mrs. Latz stated we received an invitation to sponsor Riverside Healthcare's Heart Ball fundraiser on March 9, 2024.

Finance Committee agrees to pay for Mayor Schore and guest to attend the dinner, but the Village will not sponsor.

Discussion: D. Woman's Club of Kankakee Anniversary Dinner

➤ Mrs. Latz stated we received an invitation from Woman's Club of Kankakee 125th Anniversary dinner on March 23, 2024, at a cost of $50 per person at the Quality Inn.

Finance Committee agrees to pay for two attendees to attend this dinner.

Discussion: E. Gathering Point Night to Shine Sponsorship Request

➤ Mrs. Latz stated we received a donation request from Gathering Point Church for their annual Night to Shine event which is a prom night for special needs guests from our community. Looking for sponsorship to help with expenses so the event is free to the attendees.

Finance Committee declined this donation request at this time.

Discussion: F. Kankakee Area Special Rec Annual Easter Egg Hunt Donation Request 

➤ Mrs. Latz stated we received a donation request from Kankakee Area Special Rec's Annual Easter Egg Hunt to be held on March 23, 2024 at Northfield Square Mall. Funds would be used to purchase eggs, candy, games, prizes and decorations.

Finance Committee declined this donation request at this time.

Discussion: G. Building Dept. Training Request

➤ Mrs. Latz stated Building Commissioner Paul Hafner is requesting to attend the Illinois Association for Flood Plain and Storm Water Management conference on March 12-13, 2024 in Peoria, IL.

Finance Committee agrees to allow Mr. Hafner to attend this conference, and legislation will be created for the next Regular Board meeting.

HR Manager Sue Pranskus arrived at 4:25 PM.

Discussion: H. Audit Services Proposal

➤ Mrs. Latz explained our Auditors from Borschnack & Pelletier have presented a new proposal to audit the financial statements for the Village since our 3-year contract has ended. A proposal cost summary was provided and was discussed amongst the Finance Committee.

Finance Committee agrees to look into getting other proposals from accounting firms to audit the Village's financial statements.

Discussion: I. Enterprise Fleet Update

➤ Mrs. Latz went over the Enterprise Fleet Lease program for the Public Works and Building Department pickup trucks that are approaching their 5-year term end and we have the option to turn them over. Enterprise reached out a couple weeks ago and told us that General Motors was opening a short special window to order light-duty pickup trucks for government entities. Our lease program started in 2019, and we discussed previously to turn over vehicles every 5 years while the equity position for trade ins is still lucrative. The proposal is to trade in 8 of the F-150 pickup trucks from 2019. Building Department stated they could get by with using SUV's which would save funds, so looking at 6 pickup trucks and 2 SUV's. GM stated it could take 6 months lead time to get the new vehicles. That would put the vehicles arriving this summer 2024.

Finance Committee agrees to move forward with trading in and ordering new vehicles, legislation will be created for an upcoming Regular Board meeting.

Discussion: J. Architect Design Services for Admin Bldg. ADA Doors

➤ Mrs. Latz presented a proposal for professional services from Alliance Architects on designing a new ADA vestibule entrance at the Administration Office at a cost of $7,250.

Finance Committee agrees to hire Alliance Architects to design an ADA entrance plan, and legislation will be created for an upcoming Regular Board meeting.

Discussion: K. Community Campus Police Garage Bollards Discussion

➤ Mr. Van Mill explained a Request for Change Order from Johnson Downs was provided to furnish and install 13 removable Annapolis Bollards for part of the Village Green project over by the police station's sally port to block thru traffic at a cost of $36,471.

Finance Committee agrees to move forward with the Change Order and legislation will be created at an upcoming Regular Board meeting.

Discussion: L. Dish Network Cell Tower Amendment

➤ Attorney Dunn explained we will need to amend the Dish Network Cell Tower Amendment Agreement with CCTMO LLC to ground lease. The amendment we agreed to in December inadvertently had an incorrect rate in the escalation schedule, it needs to change from 12% to 6%.

Finance Committee agrees to this amendment and legislation will be created for the next Regular Board meeting on Monday, February 5, 2024.

Discussion: M. Other

➤ Mr. Memenga gave an update on the new operator hire position at Public Works, Kelly Perez will begin February 5, 2024.

➤ Currently have an open position posted in-house for the Assistant Superintendent position.

5. Old Business - None

6. New Business - None

7. Public Comments - None

8. Executive Session

Action, Procedural: A. Enter into Executive Session to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body as allowed by 5 ILCS 120/2 (c)(1).

➤ Mr. Van Mill requested from the Finance Committee to also discuss the purchase or lease of real property for the use of public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired Section 2 of the Act as allowed by 5 ILCS 120/2 (c)(5).

Motion by Trustee Bruce Greenlee, second by Trustee Randy King to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body as allowed by 5 ILCS 120/2 (c)(1); and to also discuss the purchase or lease of real property for the use of public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired Section 2 of the Act as allowed by 5 ILCS 120/2 (c)(5) at 4:58 PM.

Final Resolution: Motion Carried

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

Action, Procedural: B. Return to the Finance Meeting

Motion by Trustee Jack Littrell, second by Trustee Jeff Keast to exit the Closed Session and return to the Finance Meeting at 5:20 PM.

Final Resolution: Motion Carried

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

9. Adjournment and Time

Action, Procedural: A. Adjournment & Time

Motion by Trustee Angie Serafini, second by Trustee Jack Littrell to adjourn the Finance Committee meeting at 5:20 PM.

Final Resolution: Motion Carried

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

https://go.boarddocs.com/il/vobil/Board.nsf/files/D23N9G5E5781/$file/2024-01-31%20Finance%20Minutes%20for%20Approval.pdf