Rockford Sun

7:00 P.M.

MEMBERS: VILLAGE PRESIDENT: JIM E. CLAEYSSEN

VILLAGE TRUSTEES: STEPHEN APPELL SALLY HOLLEMBEAK

NANCY BELT GARY MAITLAND JEFF FUSTIN DAVID SCHROEDER

Village President Jim E. Claeyssen called the Committee of the Whole Meeting to order at 7:00 p.m.

A roll call was taken by Deputy Clerk Barb Neville:

STEPHEN APPELL PRESENT SALLY HOLLEMBEAK PRESENT NANCY BELT PRESENT GARY MAITLAND PRESENT JEFF FUSTIN PRESENT DAVID SCHROEDER PRESENT

Also present: Treasurer Karen Melloch, Chief of Police Larry Neville, Attorney Darron Burke, Public Works Director Chuck Freeman, Dennis McMullen, C.E.S., and Deputy Clerk Barb Neville.

ADOPT THE AGENDA: Trustee Hollembeak moved that the meeting agenda be adopted with the addition of an FYI item under the Personnel, Compensation & Benefits Report added by Trustee Hollembeak. Trustee Schroeder seconded. All “Aye’: none opposed. Motion carried by voice vote.

APPROVE THE COMMITTEE OF THE WHOLE MINUTES – NOVEMBER 14, 2016 Trustee Schroeder moved that the Committee of the Whole Meeting Minutes for November 14, 2016 be approved. Trustee Belt seconded. All “Aye;” none opposed. Motion carried by voice vote.

PUBLIC COMMENT: None

TRUSTEE REPORTS:

ORDINANCE – CHAIRMAN TRUSTEE NANCY BELT

CHAIRMAN’S REPORT: No Report

UNFINISHED BUSINESS: None

NEW BUSINESS:

1. Trustee Belt moved to send to the Village Board the first reading of “An Ordinance Amending Chapter 14, “Amusements: of the Code of Ordinances for the Village of Cherry Valley, Cherry Valley, Illinois incorporating the following additions into the Ordinance. Trustee Hollembeak seconded. All “Aye;” none opposed. Motion carried by voice vote

Sec 14-43 (a) Fines – Enforcement and Penalties Consensus was to add the following wording to the Ordinance: not less than $100.00 more than $750.00.......

(c) Costs: Consensus was to add the following wording: including court costs and attorney fees incurred.

Consensus was to delete the section titled Raffles as Winnebago County handles all permits for raffle permits throughout the county.

Trustee Belt stated ORDINANCE passes.

1

PUBLIC WORKS – CHAIRMAN TRUSTEE DAVID SCHROEDER

ENGINEER’S REPORT:

1. Project Updates: Mr. Dennis McMullen, C.E.S. reported all summer projects are finished. Also that he has received copies of the plans consistent with the new school project from various engineers: revised plans regarding the water main; the increased roadway width requested for the access road and the new landscaping plan is on display in the conference room tonight. The light pole plans have been received also. Dennis noted everything that has been reviewed meets the village’s requirements.

UNFINISHED BUSINESS:

1. Trustee Schroeder moved to send to the Village Board the ADA SELF ASSESSMENT Report regarding village-wide sidewalks, pathways and municipal parking lots to place it on file. Trustee Appell seconded. All “Aye;” none opposed. Motion carried by voice vote.

2. Trustee Schroeder moved to send to the Village Board for approval at the December 20, 2016 Board Meeting the dog fountain donation from Village Resident Kathy Bode. Trustee Belt seconded. All “Aye;” none opposed. Motion carried by voice vote.

NEW BUSINESS:

1. Trustee Schroeder moved to send to the Village Board approval of the Clarke Mosquito Contract Renewal in the amount of $34,578.00 for 2017 from line item 5155 Public Works, from the 2017-2018 budget year. Trustee Appell seconded. All “Aye;” none opposed. Motion carried by voice vote.

2. Trustee Schroeder moved to send to the Village Board the IGA/Mutual Aid and Assistance Agreement regarding Public Works Services for approval, pending the attorney’s review and approval. Trustee Appell seconded. All “Aye;” none opposed. Motion carried by voice vote.

3. Discussion regarding Speed Bumps in the Swanson Park Neighborhood.

Consensus was reached to have the following information researched by staff and brought back to the Board:

• Are portable speed bumps feasible?

• Can they be placed in the right of way?

• Radar enforcement with photo of speeders feasible?

• Canvas neighborhood to ask residents their opinion?

DIRECTOR’S REPORT:

1. Overtime Report: Due to timing and duration of the recent snowfall on

weekends, overtime hours were needed. 2. Project Update:

Water Tower II: Contractor to investigate why the tower lights keep burning out and also the possible addition of LED lights that will solve this problem. The contractor will also look at Tower I with the same lighting problem.

3. LED Lights at the village’s Ball Diamond: Public Works Director reported that this project is on schedule with the placement of all new LED lights completed by the end of December.

CHAIRMAN’S REPORT: None

EX-OFFICIOS RECREATION BOARD REPORT:

1. Trustee Schroeder moved to approve the request for $300.00 for the January 28, 2017 Fun Bowl Event. Trustee Hollembeak seconded. All “Aye;” none opposed. Motion carried by voice vote.

Chairman Schroeder stated PUBLIC WORKS passes.

PUBLIC SAFETY COMMITTEE – CHAIRMAN TRUSTEE JEFF FUSTIN

UNFINISHED BUSINESS: None

NEW BUSINESS:

1. Trustee Fustin moved to send to the Village Board authorization for Chief Neville to purchase an update for the four Starcom Radios to include APX Encryption through Rock River Service of Rockford at a cost not to exceed $1,840.00 from line item 5170 Other Professional Services. Trustee Appell seconded. All “Aye;” none opposed. Motion carried by voice vote.

CHIEF’S REPORT;

1. Overtime and Part-time Report.

Chief Neville reported the Village did receive reimbursement today from the State of Illinois in the amount of $11,967.33 for various 2016 grants.

FINANCE – CHAIRMAN TRUSTEE GARY MAITLAND

UNFINISHED BUSINESS: None

NEW BUSINESS:

1. Review Bills – everyone has had a chance to review the bills; no further

discussion needed at this time.

2. Authorize Bills for Payment

Trustee Maitland moved to send a request to the Village Board to pay the bills reviewed and approved by the Budget Director on December 19, 2016 and approved by the Committee of the Whole Committee members on December 19, 2016 in the amount of $673,198.57. Trustee Fustin seconded. All “Aye;” none opposed. Motion carried by voice vote. 3. Budget Calendar

a. Estimate Remainder of Fiscal Year Expenditures and Revenues. b. Estimate End of Year Surplus.

President Claeyssen noted the budget calendar will be revised in light of the Village Board moving to Committee of the Whole Meetings rather than individual committee meetings.

4. Trustee Maitland moved to send to the December 20, 2016 Village Board Meeting approval of the proposal from Lauterbach & Amen to prepare the GASB45 Actuarial Valuation of the post retiree medical benefits liability for $2,250.00 from line item 5170A. This valuation is required every three years. Trustee Appell seconded. All “Aye;” none opposed. Motion carried by voice vote.

CHAIRMAN’S REPORT:

1. Engineering and Legal Fees Accounts: United for Youth non-profit project is still listed. Attorney Sosnowski is in the process of scheduling a meeting with the non-profit group and staff to resolve the water main issue.

ADMINISTRATION REPORT:

1. Administration Report by Karen Melloch. A copy of her report is placed on

file with the meeting minutes.

Trustee Maitland stated FINANCE passes.

PLANNING AND DEVELOPMENT – CHAIRMAN TRUSTEE STEPHEN APPELL

UNFINISHED BUSINESS: None

NEW BUSINESS:

1. Discussion regarding a possible Annexation Agreement for property boarding

South Mill Road.

Trustee Appell noted Board Members have a copy of the WINGIS map showing the land owned by Mrs. Leslie Oswald who wishes to be annexed to the village. Trustee Appell noted the owner has some very specific plans for this property that she will share with the Village Board at a later date.

PERSONNEL COMPENSATION & BENEFITS – CHAIRMAN TRUSTEE SALLY HOLLEMBEAK

NEW BUSINESS:

1. Monthly Insurance Report - each Board Member has a copy of the information.

Trustee Hollembeak urged the Village Board and staff to start the 2017 wage discussions earlier rather than later due to vacations scheduled for February & March.

ADJOURNMENT: Trustee Hollembeak moved that the meeting be adjourned at 8:30 p.m. Trustee Belt seconded. All “Aye;” none opposed. Motion carried by voice vote.

Recorded by Deputy Clerk Barb Neville. Minutes reviewed by President Jim E. Claeyssen on December 29, 2016.

MEMBERS: VILLAGE PRESIDENT: JIM E. CLAEYSSEN

VILLAGE TRUSTEES: STEPHEN APPELL SALLY HOLLEMBEAK

NANCY BELT GARY MAITLAND JEFF FUSTIN DAVID SCHROEDER

CALL TO ORDER: PRESIDENT JIM E. CLAEYSSEN

ROLL CALL: DEPUTY CLERK BARB NEVILLE

ADOPT THE AGENDA

APPROVE THE COMMITTEE OF THE WHOLE MINUTES: November 14, 2016.

PUBLIC COMMENT:

TRUSTEE REPORTS:

ORDINANCE – CHAIRMAN TRUSTEE NANCY BELT.

CHAIRMAN’S REPORT:

UNFINISHED BUSINESS:

NEW BUSINESS:

1. Discussion and a motion to send to the Village Board the first reading of

“An Ordinance Amending Chapter 14, “Amusements” Of The Code Of Ordinances For The Village Of Cherry Valley, Illinois.

PUBLIC WORKS – CHAIRMAN TRUSTEE DAVID SCHROEDER.

ENGINEER’S REPORT:

UNFINISHED BUSINESS:

1. Continued discussion and a motion to send to the December 20, 2016 Village Board Meeting to place the ADA SELF ASSESSMENT regarding village-wide sidewalks, pathways and municipal parking lots on file. 2. Continued discussion and a motion to send to the December 20, 2016 Village Board Meeting

the approval of a Dog Fountain Donation from village resident Kathy Bode.

NEW BUSINESS:

1. Discussion and a motion to send to the December 20, 2016 Village Board Meeting the approval

of the Clarke Mosquito Contract Renewal. 2. Discussion and a motion to send to the Village Board the approval of a Mutual Aid Agreement

regarding Public Works Services. 3. Discussion regarding Speed Bumps in the Swanson Park Neighborhood.

DIRECTOR’S REPORT:

1. Overtime Report. 2. Project Updates.

CHAIRMAN’S REPORT:

EX-OFFICIO’S RECREATION BOARD REPORT:

1. Request of $300.00 for the January 28, 2017 Fun Bowl Event.

PUBLIC SAFETY – CHAIRMAN TRUSTEE JEFF FUSTIN.

UNFINISHED BUSINESS:

NEW BUSINESS:

1. Discussion and a motion that the Village Board authorize Chief Neville to purchase an update for the four Starcom Radios to include APX Encryption through Rock River Service of Rockford at a cost not to exceed $1,840.00 coming from line item 5170P.

CHIEF’S REPORT:

1. Overtime and Part-Time Report.

FINANCE – CHAIRMAN TRUSTEE GARY MAITLAND

UNFINISHED BUSINESS:

NEW BUSINESS:

1. Review Bills.

2. Authorize Bills for Payment.

3. Budget Calendar:

a. Estimate Remainder of Fiscal Year Expenditures and Revenues b. Estimate End of Year Surplus 4. Discussion and a motion to send to the December 20, 2016 Village Board Meeting the approval of the proposal from Lauterbach & Amen to prepare the GASB45 Actuarial Valuation of the post retiree medical benefits liability for $2,250 from line item 5170A. This valuation is required every three years.

CHAIRMAN’S REPORT:

1. Engineering and Legal Fee Accounts.

ADMINISTRATION REPORT:

1. Administration Progress Report by Treasurer Karen Melloch.

PLANNING AND DEVELOPMENT – CHAIRMAN TRUSTEE STEPHEN APPELL.

UNFINISHED BUSINESS:

NEW BUSINESS:

1. Discussion regarding a possible Annexation Agreement for property boarding South Mill Road.

PERSONNEL COMPENSATION & BENEFITS - CHAIRMAN TRUSTEE SALLY HOLLEMBEAK

UNFINISHED BUSINESS:

NEW BUSINESS:

1. Monthly Insurance Report.