Rockford Sun

Village of Pecatonica Village Board met Oct. 5,

Here are the minutes provided by the board:

1. Call to Order - President Tom Heister called the meeting to order at 6:00 p.m. on Thursday, October 5 2023, at Village Hall.

2. Silent moment observed.

3. The Pledge of Allegiance to the American Flag was recited

4. Roll call –. Trustees Bill Determan, Kathy Doty, Tom Gipe, Collin Hardy, Kim Gipe and Gerald Howard were present.

Also present: Clerk Gwenn Shirley, Public Works Director Nick Berry, Police Chief Matt Summers, Attorney Josef Kurlinkus and Treasurer Sherry Bessert.

5. A quorum was established.

6. Approve September 19, 2023 Regular Board Minutes – A motion was made by Trustee Howard and seconded by Trustee Kim Gipe to approve the September 19, 2023 Regular Board meeting minutes. A roll call vote was taken. Trustees Determan, Doty, Tom Gipe, Hardy, Kim Gipe and Howard voted yes. Motion approved 6-0-0.

Approve September 7, 2023 Regular Board Minutes – A motion was made by Trustee Doty and seconded by Trustee Howard to approve the September 7, 2023 Regular Board meeting minutes. A roll call vote was taken. Trustee Tom Gipe, Hardy, Kim Gipe, Howard and Determan voted yes. Trustee Doty abstained. Motion approved 5-0-1.

Approve April 6, 2023 Regular Board Minutes – A motion was made by Trustee Determan and seconded by Trustee Howard to approve the April 6, 2023 Regular Board meeting minutes. A roll call vote was taken. Trustees Tom Gipe, Howard, Determan, and Doty voted yes. Trustees Kim Gipe and Hardy abstained. Motion approved 4-0- 2.

Approve March 21, 2023 Regular Board Minutes – A motion was made by Trustee Howard and seconded by Trustee Determan to approve the March 21, 2023 Regular Board meeting minutes. A roll call vote was taken. Trustees Howard, Determan, Doty, and Tom Gipe voted yes. Trustees Kim Gipe and Hardy abstained. Motion approved 4-0-2.

Additions/Corrections to the Agenda – None.

7. Approval of Agenda –

A motion was made by Trustee Kim Gipe and seconded by Trustee Howard to approve the agenda as presented. . A roll call vote was taken. All Trustees voted yes. Motion approved 6-0-0.

8. Call to the Public

Heather Squires – Introduced herself to the Board and shared flyers that outlined the events for the fall festival that will be on October 28, 2023 and extended an invitation to participate or donate to the Truck or Treat event.

Tanya Wurtzel – Stated that she has lived the community for about 10 years and shared information with Board members in regards a 24 hour poll that was conducted in regards to Trick or Treat being held on October 29, 2023. There was a total of 596 votes with 10% stating to keep it on October 29th and 535 voted to have it on October 31st. Would like to see Trick or Treat be kept on October 31st.

Marilyn Wilke – Spoke in favor of Trick or Treat being held on October 31st. In my neighborhood we have been overrun with cars, 6/8 children coming to the door at one time and all the candy was gone within 45 minutes. There are no sidewalks and with the influx of cars this is a safety risk. Would like to commend the administration on the 3rd street project and the water tower.

Agenda Items

A. Village President

1. Contractors Currently Performing Work for the Village of Pecatonica- President Heister stated that Jetco is working on the tower and Helm working on the 3rd street project.

2. Reconsideration and Possible Amendment to 2023 Trick or Treat Date and Hours – Board members discussed that Sunday would be a great family day for trick or treating. However, with the chance of being overburdened with people coming in from other areas, comments from community members in support to having it on October 31st, perhaps we should reconsider having it on October 31st A motion was made by Trustee Kim Gipe and seconded by Trustee Doty to have trick or treating on October 31, 2023 from 5:30 p.m. – 8:00 p.m. A roll call vote was taken. Trustees Howard, Determan, Doty, Tom Gipe, Hardy and Kim Gipe voted yes. Motion approved 6-0-0.

B. Unfinished Business – None.

C. New Business – None.

D. Legal (Attorney Kurlinkus) – Attorney Josef Kurlinkus currently working on the Land Swap agreement as it relates to the zoning for both parcels as the current zoning ordinance does not allow for a Theater. The current property is zoned Industrial.

E. Finance (Chairman Determan)

1. Next meeting: Tuesday, October 10, 2023 at 6:00 p.m.

2. Chairman Report – Trustee Determan stated that job descriptions will be discussed as there are no clear definition as to what everyone does as it pertains to Finance. I will be sending out to the Trustees the information that I have as we will be discussing who will handle what duties here in the office and I encourage all Trustees to attend. Also as previously stated the audit presentation will be on October 17, 2023 and encourage everyone to read through the reports and bring all questions to the meeting.

F. Planning Commission/Zoning Board

1. Next meeting: Thursday, November 9, 2023 at 6:00 p.m.

G. Public Works (Chairman Gipe)

1. Next meeting: Monday, November 6, 2023 at 6:00 p.m.

2. Chairman Report – Trustee Gipe referred the report to President Heister as he was not in attendance at this meeting. President Heister stated that the committee reviewed all the change orders, pay request and quote which are listed below for Board approval. Had a very good discussion on Well No. 3, and spoke with Darin Cahoy if his schedule allows, he will be in attendance at the next meeting if no able to attend in person he will call in but, John Lilja will be at the next meeting. It was a very good discussion with Darin it was shared with him that we need more information. Darin offered to put together our worst-case scenario and that they may be able to assist with some of the airlifting.

3. Public Work’s Report- Nick reviewed his September report and reviewed the Engineer report which stated that all of the major improvements for the water tower are complete and is expected to be back in operation tomorrow, minor punch list items remain, loan disbursements 1 and 2 have been submitted to IEPA and Fehr Graham is working on pay application No. 3, reviewed the three change orders that are on the agenda for approval, we are currently under budget by $19,464.00 and expected loan principal forgiveness (grant) is $441,525.00

The lead service line replacement bid opening will be on October 17, 2023 at 10:00 a.m. at Village Hall, concrete replacements have been completed for the 3rd Street project, will begin milling and paving next week and change order No. 1 is on the agenda for Board approval.

4. Approve Asphalt Patch Quote from Helm in the amount of $5,250.00 –

Nick stated that there are currently three patches that need to be fixed. Public Works will do the prep work and Helm will complete the patch work while they are here working k on the 3rd Street project. Two quotes were received, and this was reviewed at the public works committee. A motion was made by Trustee Determan and seconded by Trustee Howard to approve Asphalt Quote from Helm in the amount of $5,250.00. A roll call vote was taken. Trustees Determan, Doty, Tom Gipe, Hardy, Kim Gipe and Howard voted yes. Motion approved 6- 0-0.

5. Approve Jetco, Ltd. Change Order No. 2 for Miscellaneous Credits in the amount of -$37,720.00

A motion was made by Trustee Howard and seconded by Trustee Hardy to approve Jetco Ltd. Change Order No. 2 for Miscellaneous Credits in the amount of -$37,720.00. President Heister stated that even though this is a credit it is a change order and has to have Board approval. A roll call vote was taken. Trustees Doty, Tom Gipe, Hardy, Kim Gipe Howard and Determan voted yes. Motion approved 6-0-0.

6. Approve Jetco, Ltd. Change Order No. 3 for Painting Design in the amount of $5,146.00

A motion was made by Trustee Howard and seconded by Trustee Determan to approve Jetco, Ltd. Change Order #3 for Painting Design in the amount of $5,146.00. There was no discussion. A roll call vote was taken. Trustees Tom Gipe, Hardy, Kim Gipe, Howard, Determan and Doty voted yes. Motion approved 6-0-0.

7. Approve Jetco, Ltd Change Order No. 4 for Exterior Lights and Heaters in the amount of $3,200.00

A motion was made by Trustee Kim Gipe and seconded by Trustee Howard to approve Jetco, Ltd. Change Order No. 4 for Exterior Lights and Heaters in the amount of $3,200.00. There was no discussion. Trustees Hardy, Kim Gipe, Howard, Determan Doty and Tom Gipe voted yes. Motion approved 6-0-0. Nick mentioned that Jetco stated the building needed to be cleared before the sandblasting could begin and a box was found with the original plaque from 1996 still in plastic and Jetco offered to hang the plaque.

8. Approve Helm Change Order No. 1 Proposal for the 3rd Street Improvements Project not to exceed $12,500.00

A motion was made by Trustee Tom Gipe and seconded by Trustee Determan to approve Helm Change Order No. 1 Proposal for the 3rd Street Improvement Project not to exceed $12,500.00. There was no discussion. Trustees Kim Gipe, Howard, Determan, Doty, Tom Gipe and Hardy voted yes. Motion approved 6-0-0.

9. Approve Payment of $124,368.66 to Jetco, Ltd. out of Village Cash Reserves which will be reimbursed when funds are received from IEPA

A motion was made by Trustee Tom Gipe and seconded by Trustee Kim Gipe to approve payment of $124,368.66 to Jetco, Ltd. out of Village Cash Reserves which will be reimbursed when funds are received from IEPA. President Heister stated that Jetco has worked on the tower since July and has not received a payment. Trustees Howard, Determan, Doty, Tom Gipe, Hardy and Kim Gipe voted yes. Motion approved 6-0-0.

10. Engineer’s Report – This was covered under the public works report.

H. Public Safety (Chairman Howard)

1. Next meeting: Wednesday, November 1, 2023 at 6:00 p.m.

2. Chairman Report – Trustee Howard stated they are discussing speed control.

3. Police Department Report- Matt reported the new Tahoe will be in service and the installer came to make some adjustments.

I. Economic Development Committee (Chairman Doty) –

1. Next Meeting: Monday, October 16, 2023 at 6:00 p.m.

2. Chairman Report – No report.

J. Treasurer (Sherry Bessert)

A motion was made by Trustee Determan and seconded by Trustee Hardy to approve warrant list #972 in the amount of $ 207,324.61. There was no discussion. A roll call vote was taken. Trustees Determan, Doty, Tom Gipe, Hardy. Kim Gipe and Howard voted yes. Motion approved 6-0-0.

A motion was made by Trustee Hardy and seconded by Trustee Howard to approve the payroll total of $28,253.76. There was no discussion. A roll call vote was taken. Trustees Hardy, Doty, Tom Gipe, Hardy, Kim Gipe and Howard voted yes. Motion approved 6-0-0.

K. Clerk’s Items (Gwenn Shirley) – No report.

L. Executive Session – None.

1. Action on Items Arising out of Executive Session- None

M. Adjournment –A motion was made by Trustee Doty and seconded by Trustee Kim Gipe to adjourn. All Trustees voted aye. Motion approved 6-0-0. Meeting adjourned at 7:02 p.m.

https://villageofpecatonica.com/wp-content/uploads/2023/10/2023-10-05-Regular-Board.pdf