Village of Williamsfield Village Board met July 1.
Here is the minutes provided by the board:
The Williamsfield Village Board met in regular session on July 1, 2019 at 7:00 p.m. in the Village Hall. Present were Present Tonkin, Trustees Trudy Self, Pam Courson, Michael Gray, Stanley King, Ryan Smith and Stuart Hickerson. Also present were Susan Ott, Don Smith, Andy Logsdon (Bruner, Cooper and Zuck), Treasurer Mary Rice, Tom Rice (R/0 Plant) and Village Clerk Tori Courson.
Motion by Trustee Self and seconded by Trustee Smith to approve the minutes of the June 2019 meeting as presented. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried.
New Bills: The following bills were presented for approval.
GENERAL
Motorola Solutions, Computer Usage $ 34.00
West Central FS, Maintenance-Gas, oil & diesel $ 276.40
West Central FS, Police Gas & Oil $ 152.74
Bank of Farmington, Harbor Freight 5.5 lb orange dead
Blow & hammer $ 23.97
Home Depot 7 lbs grass seed 2 snaps $ 36.40
Staples, Time cards & paper $ 63.37
Menards, Lock, antifreeze, phone & 16# jack 10' $ 51.88
German-Bliss, 3 belts & 9 blades $ 404.31
Illinois Public Safety, 1 year charge-Police $ 600.00
Rask Transportation, 24.63 T-1 1/8" down & miles $ 443.34
Lampe Publications, LLC, Prevailing wage & electronic/paint ad $ 249.00
American Pest Control, Village Hall $ 260.00
Verizon, Police $ 36.01
Integrity Community Bank, Key for old lock box $ 10.00
Ladd's, Police-paper towels, trash bags $ 16.37
TOTAL $2,701.42
OPERATION & MAINTENANCE
Hawkins, Chemicals $ 834.22
PDC Laboratories, Testings $ 44.00
Brimfield Hardware, Insect killer, caulking, painters tape $ 66.94
Lowe's, GE, 70 watt bulb $ 19.94
USA Bluebook, Connectors, elbow & tubing $ 172.19
Bruner, cooper & Zuck, Inc, Engineering Fees-water main replace $ 1,019.15
WIRC, Fees for Municipal water improvement $ 7,500.00
Ladd's Food Mart, Supplies $ 10.58
TOTAL $9,667.02
Motion by Trustee Self and seconded by Trustee Smith to approve the new bills as presented. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried.
President Tonkin reviewed financial statements for the month. All were in order. Motion by Trustee Courson and seconded by Trustee Self to approve the financial statements. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried.
Public Comment: Andy Logsdon from Bruner, Cooper and Zuck, Inc presented the bids that were submitted for the water system improvements.
There were 4 companies that placed bids and each bid was higher than the total estimate; Laverdiere Construction out of Macomb, II had the lowest bid of $529,300. Andy pointed out that the pavement patching was not included in the bid and would cost an additional $10,000 to $12,000. Because the bids were all higher than the estimated cost and higher than the grant funding of $500,000, Andy suggested (a) not replacing 3 valve connections on Kentucky Avenue that were not necessary to replace which will save $6,675, and (b) considering using the Village's Motor Fuel Tax to help with the expenses of the pavement patching. Andy also stated there could be more money saving ways along the way. Andy suggested to the Board to
award the contract to Laverdiere Construction, Inc with a proviso that they be notified to save replacing South Elm Street's water pipes until the end of construction and if there are funds still available, the pipes will be replaced otherwise if cost savings cannot be realized to bring the project into budget, then a change order may be issued to not complete the work on South Elm Street. Once the contract is signed and submitted; Bruner, Cooper and Zuck
and Laverdiere Construction will have a pre-construction meeting and the contractor estimated they can begin construction mid-July and finish around October 31. Motion by Trustee Gray and seconded by Trustee Hickerson to accept Laverdiere Construction's bid with the 3 valves for $6,675 removed from the bid. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson yes; Smith-yes; King-yes. All in favor. Motion carried.
All residents should have received a questionnaire about water usage to help raise awareness of the reasons for the water raises to help pay for the Village's portion of the water grant.
Correspondence: President Tonkin signed up for the new public officials training seminar in Chicago on September 20th •
Street Report: Trustee Smith presented a bid to the Board from Walsh Brothers for $670 to install a tile on Gale Street where they dug a new ditch for drainage. Motion by Trustee Self and Seconded by Trustee Courson to hire Walsh Brothers to install the tile on Gale Street. All in favor. Motion carried.
Police Report: Chief Robertson has been working on unsightly properties.
Park Report: The first disc golf tournament was held on June 9th and was successful. There was a good crowd and many of the established disc golfers who participated liked the park and the set up. The ice cream social was held on June 16 with a pretty good turnout. Thank you to everyone who attended these two events. They are still working on the logistics to get the caboose to Veteran's Park. The Julie Strom Frisbee toss will probably be rescheduled for some time in August.
Water Report: In conjunction with the water rate increase; Tom Rice presented the Board with the surrounding communities cost for metered water sales. He suggested the Village's metered water sales be raised from $1.00 for 100 gallons to $1.00 for 50 gallons. Motion by Trustee Gray and seconded by Trustee Hickerson to raise metered water sales to 50 gallons for $1.00. All in favor. Motion carried. The first coat of paint was applied to the new water building and the tin roof is going to need to be resized and a composite material applied. Tom also stated the water pump needs to be pulled and serviced, it was last serviced in 2017. Peerless Well and Pump can service the water pump for $12,000 to $14,000, there are funds available in the water works account. Motion by Trustee Self and seconded by Trustee Hickerson to have Peerless Well and Pump service the water pump. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried. Tom reminded the Board he will need to purchase an electric heater for the new water house in the future.
Maintenance Department: Don Smith stated they have mowed, installed a new radiator in the tractor, laid gravel in driveways and alleys, trimmed grass and sprayed weeds and installed new blades on the mowers.
Old Business: Trustee Smith stated a sidewalk on Gale Street between Walnut and Locust need replaced, a resident was supposed to replace it when it was damaged by his construction project. There is also a sidewalk on the opposite side of the street that a tree is in the way of repairs; the Board discussed replacing the sidewalk around the tree towards the road. The sidewalk near the school will be handled between Tim Farquer and Hein Construction who is currently working at the school. Trustee Smith stated he will make a list of the top priorities for future sidewalk repairs. Trustee Gray stated some of the MFT needs to be used to chip and oil a few roads in town; the road that runs in front of Ladd1s Grocery Store, the road to the cemetery and the new addition road. Andy Logsdon stated he will look into the deadlines for using MFT for roads.
New Business: President Tonkin stated he has attended 2 meetings with Integrity Community Bank and has another meeting scheduled for July 2nd to discuss the line of credit for the bank loan to cover expenses accrued that are not covered by the water grant for the water system improvements. Motion by Trustee Courson and seconded by Trustee Self to pledge that the assets of the checking account deposits to be used as the collateral. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King yes. All in favor. Motion carried. Motion by Trustee Hickerson and seconded by Trustee Smith that the increase in the water rates are specifically intended to pay off the loan associated with the water project. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried. Motion by Trustee Courson and Seconded by Trustee Gray to assign Treasurer Mary Rice and President Matt Tonkin as signers for each debt the Village takes on. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried.
The Board discussed adding a new check signer for the Village checks. Motion by Trustee King and seconded by Trustee Smith to add Trustee Trudy Self as an additional signer. All in favor. Motion carried.
The Village owes $10,127.80 on the backhoe and there is $20,033.51 available in the Norman Foundation Funds. President Tonkin discussed paying the tractor and backhoe off and move $10,000 from the Norman Foundation Funds back to the general account to make it whole from paying $10,000 out of the general fund towards the backhoe. Motion by Trustee Self and seconded by Trustee Smith to pay off the Village's tractor and backhoe out of the Norman Foundation Funds. Roll Call Vote - Self-yes; Courson-yes; Gray-yes; Hickerson-yes; Smith-yes; King-yes. All in favor. Motion carried.
President Tonkin stated he would like to have an event at Doubet-Benjamin Park next spring after planting is done. The Board discussed possibly having a BBQ or chili cook off, a disc golf tournament, a car show or a bike ride to a destination and back to the park. Trustee Courson is going to discuss the plans with the Parks Association.
President Tonkin would like to do an employee salary review to compare wages to other communities and look over employment hire dates and rate increases.
The Knox County Regional Bus System has discussed having a route that connects communities including possibly Williamsfield. President Tonkin is going to look into the volunteer program they have to being part of the planning process to get Williamsfield included in the route.
Trustee Hickerson stated he thinks the lots that are for sale on Cottonwood Court.
Tim Farquer and President Tonkin discussed the topic of the school and Village joining together to install a sidewalk that leads to the new library; the school applied for a grant last year to try and help with expenses, but did not receive the grant.
President Tonkin would like Stevens-Campbell Insurance to come to the next meeting to discuss coverage and answer any questions. And possibly adk other high expense vendors to attend a meeting in the future to explain and discuss what the Village is paying for.
Motion by Trustee Smith and seconded by Trustee Self to adjourn the meeting. All were in favor.
The next meeting will be held on August 5, 2019.
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