Kankakee Times

Village of Bourbonnais Finance Committee met Feb. 14.

Here are the minutes provided by the committee:

1. Meeting Opening

Meeting called to order at 4:23 PM by Trustee Rick Fischer

Discussion: A. Roll Call - Trustee Rick Fischer

Members present: Mayor Paul Schore, Trustee Bruce Greenlee, Trustee Rick Fischer, Trustee Randy King, Trustee Jeff Keast, Trustee Jack Littrell, and Trustee Angie Serafini. Also in attendance, Treasurer Ron Riebe, Attorney Patrick Dunn, Administrator Michael Van Mill, Assistant Administrator Laurie Cyr, Finance Director Tara Latz, Chief Jim Phelps, Public Works Superintendent Terry Memenga, and Interim Assistant Public Works Superintendent Frank Triveline.

2. Review and Approve Committee Minutes

Action, Minutes: A. Finance Committee Minutes from January 31, 2024

Motion by Trustee Jack Littrell, second by Trustee Angie Serafini to approve the Finance Committee minutes from January 31, 2024, as presented.

Final Resolution: Motion Carried

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

3. Bill Lists

Accounts Payable: A. General Fund

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

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 Tuesday, February 20, 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 Tuesday, February 20, 2024.

4. Other Business

Discussion: A. BTPD Tax Trot Donation Request

➤ Mrs. Latz stated we received a donation request from Bourbonnais Park District for their first Tax Trot race. Finance Committee declined this donation request at this time.

Discussion: B. APA National Conference Training Request

➤ Mrs. Latz explained Laurie Cyr and Tyler Goodrich are requesting to attend the American Planning Association National Conference in Minneapolis, MN from April 12-16, 2024. Expenses are attached for travel, lodging, air fare, and registration fees.

Finance Committee agrees to allow Ms. Cyr and Mrs. Goodrich to attend this conference, and legislation will be prepared for the next Regular Board meeting.

Discussion: C. Change Order for Municipal Campus

➤ Ms. Cyr went over documentation from Johnson Downs for Change Order #12 for the Community Campus project for a total of $174,733 (on Board Docs). Items included in this request cover:

➤ Furnish and install extra material, pipe, fittings, backfill, excavation, casing for a water main fire and domestic connections at the Municipal Building that was discussed this past fall.

➤ Additional electric work per ASI 18 inside of the concession stand, storage room area, and the performance pavilion per ASI 16.

➤ Remove and replace trolley beam, furnish and install upgraded trolleys per ASI 19, and furnish and install lintels required but not on design documents. - this will be taken off of the Alliance Architect contract as they stated in writing they will cover this cost.

➤ Additional electric work, demolition and installation of HM frame and door ASI 21.

➤ Storm sewer conflict with existing sanitary, sewer relocating storm sewer and repaired additional curb. 

➤ Storm sewer conflict with existing water services, pipes, fittings, material and labor to reroute water services. 

➤ Furnish 3 additional curb inlets on Stratford Drive.

➤ Trench box shoring for Fountain Tech vault install. Com Ed easement electrical installs and existing utility lines didn't allow for normal benched excavation.

➤ Remove unsuitable soils, install corrective measure per Geotech for Building 600 parking. 

➤ Furnish and install 13 additional 6" removable Annapolis Bollards near the back of the police station so vehicles won't drive down that path. - this was discussed and approved at the last Finance Committee meeting. 

➤ Sawcut new HMA paving, excavate stone, backfill in compacted lifts, patch HMA. Work required due to a sink hole created by Intren pothole locating.

Finance Committee agrees to move forward with the recommended changes and legislation will be created for the next Regular Board meeting.

Discussion: D. Copier Lease Agreement

➤ Mrs. Latz stated the copier in the front lobby of the admin building is approaching the end of its lease term, this is the last lease agreement for copiers we have with Xerox/Martin Whalen. Ms. Cyr has been working with Proven IT and has provided information on replacing the Admin building's copier machine once the contract expires in June with Xerox and will move this contract to Proven IT and we will save over $6,100 per year along with getting a new copier (on Board Docs).

➤ Finance Committee asked that we compare prices for leasing versus owning this copier and will discuss at the next Finance meeting.

Discussion: E. TIF Plan Amendment

➤ Mrs. Latz reminded the Board of the approval we were granted to extend the TIF Redevelopment Plan for 12 years at the Bourbonnais Industrial Park Conservation Area that was supported by all the taxing bodies and approved by the Governor last year.

➤ We now need to clean up the original TIF plan from 2006 to represent this change from 23 years to 35 years.

Finance Committee agrees to have legislation created to change and amend this TIF Plan for the next Regular Board meeting.

Discussion: F. November/December Operating Results

➤ Mrs. Latz went over the November and December Operating results (on Board Docs).

➤ Revenues and Expenditures were explained and a summary was given in the attached memo.

Total Revenues for FY24 after 8 months is at $9,395,024.96

Total Expenditures from FY24 Revenue is $10,008,668.73. ($7,090,323.66 of expenditures have been made this year from prior year revenue sources.)

As of December 31 the Village had a total excess of Expenditures over Revenues of $613,643.77 after consideration of the figures shown pertaining to prior year monies being spent this year. Reminder that the large principal and interest payments on the bonds were due December 1st so that is mainly the reason for the excess expenditures over revenue at this point of the year.

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 & Time

Motion by Trustee Jack Littrell, second by Trustee Jeff Keast to adjourn the Finance Meeting at 4:57 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/files/D2GQKV67887F/$file/2024-02-14%20Finance%20Minutes%20for%20Approval.pdf