Village of Carbon Cliff Board of Trustees met July 2.
Here is the minutes provided by the board:
Village President Hintz called the meeting to order at 7:02 p.m.
Members President: Members Absent: Others Present:
Keith Curry (arrived at 7:08 p.m.), Robert Dreher, Alma Neels, Larry Scott Todd Cantrell, LeeVon Harris,
James Taylor, CPA with Carpentier, Mitchell, Goddard & Company, LLC; Nick Gottwalt, Director of Community & Administrative Services; & Karen L. Hopkins, Village Clerk
Jim Taylor with Carpentier, Mitchell, Goddard & Company, LLC presented the Annual Financial Report (Audit) for Fiscal Year Ending December 31, 2018.
Jim explained the basic parts of the Annual Audit starting with the “Independent Auditor’s Report”.
• Statement 1 Net Position – Unrestricted is a negative $70,356.00, this is due to paying off the Village Hall loan at Blackhawk Bank & Trust. It really is a positive move by saving interest of $30,000.00 plus. The negative is due to the fact, a loan at the bank is not shown as an expense, but in this case where we borrowed the funds from other Funds of the Villages it must show as an Expense.
• The Garbage Fund is showing a loss of $4,270.00, still has a good balance of $71,528.00 at the end of FY 2018.
• Report shows the purchase of the skid steer, the skid steer trailer, all the valves work done for the water utility system is showing in the Capital Assets.
• Necessary depreciation is done for the Capital Assets, report states how this is figured on the general life expectancy of the asset.
• Long term debt 1/1/2018 was $574,068; reductions during 2018 ($385,401) Ending Balance $188,667, with amount of $26,010 due within one year. The reduction is for paying off the Village Hall mortgage (loan) at Blackhawk Bank & Trust; the outstanding balance of long-term debt is for the Orchard Court Drainage Project.
• Assessed Valuations and Property Tax Rates:
• We discussed the assessed valuation is going up, part of this is from residents that had lived here for year are selling their properties for a variety of reasons. Then younger residents are moving in. The properties or homes get assessed at the selling time, the new residents do not receive the Senior Homestead discounts, the Senior Freeze, etc.
• Overall Jim said everything looks good. As soon as the Management Letter is put on Village Letterhead and signed by the Village President and Village Clerk, Tami the audit will electronically file the Annual Financial Report.
Village President’s Agenda items discussed:
• Discussed the need to purchase a new roof top furnace and air conditioning unit for the Sheriff’s side of the Village Hall. Northwest Plumbing, Heating and Air Conditioning has already done their prevent maintenance for the spring, then was called back for the unit not working, at that time the repair tech said the motor needed replaced and quoted the part at $600.00, no labor was quoted at that time. D.O.C.A.S. Nick Gottwalt approved the part to be purchased and replaced to get the air conditioning back in operating condition.
The air conditioning seems to cool for one week, then Nick called Northwest Plumbing, Heating and Air Conditioning back, this time they stated to Nick they needed to replace the a condenser. The reply email from John Kelly, Commercial Service Tech with Northwest Plumbing, Heating and Air Condition, reads as follows: Condenser fan on old rtu needs to be replaced before further troubleshooting can be done. I believe we will find it low on refrigerant once the fan is operational. The refrigerant pressures are inaccurate and the compressor can’t be run without the condenser fan. There seems to also be a wiring issue. When I pulled the wire from the thermostat terminals the unit still tried to run the compressor. That should not happen. New fan replacement with parts and labor. $886.00.
The statement that the condenser needs replaced before further trouble shooting can be done, and the Village already sent over $600.00 just the week before. It was decided to ask for a quote from Northwest Plumbing, Heating and Air Condition along with a quote from Kale Co. that replaced the two-roof top air conditioner on the Village Hall side.
With the warm weather coming in for the next couple week at 90 to 100 degrees, Village President Bill Hintz approved on emergency bases to order the new furnace and air condition roof top unit from Kale Co. Kale’s quote was the only quote the Village received, Northwest Plumbing, Heating and Air Condition never gave us the request quote.
D.O.C.A.S. Nick Gottwalt will turn this into insurance as a claim, since the other two roof top air conditioner had compressor go bad back in May. It was determined at that time the compressors went out due to a surge, insurance covered the two compressors. At the time the Village decided to add funds with the insurance reimbursement and upgrade to two new roof top air conditioners.
Meeting / Conferences items discussed:
• Village Clerk Karen Hopkins will attend - Fred Pryor – Payroll Law, one day seminar. Friday, August 23, 2019 – 9:00 a.m. to 4:00 p.m. at Steeple Gate Inn in Davenport, IA
• D.O.C.A.S. Nick Gottwalt will attend:
o 2019 IML Annual Conference, September 19-21, 2019 at the Chicago Hilton in Chicago, Illinois. Registration begins June 3, 2019 – Total Cost $1,270.00.
o Upper Mississippi River Conference, October 23-24, 2019 at Stoney Creek Hotel & Conference Center, Moline, Illinois.
Old Business items discussed:
• D.O.C.A.S. Nick Gottwalt attended the Illinois Municipal Treasurer’s Association (IMTA) Conference and there are laws that are changing that will affect the Village and new taxes going into place. Nick will give a better update with facts, options, so we can decide how to handle some of the items.
• Village Clerk Karen Hopkins attended the Illinois Department of Revenue Training and learned more about how IDOR can help the Village make sure we are receiving all our taxes and a new website they are putting into place where Municipalities can see more detailed reports.
New Business Items Discussed:
• The Village Maintenance crew replaced the old meter in the Jim McDowell’s building on Industrial Drive that is rented by John Deere. The John Deere worker that was present at the time the meter was changed out, called Ben Allen and then was transferred to Nick Gottwalt. The John Deere employee was stating our crew did not shut off the water completely and flooded their building and did damage. Nick read the gentleman the Village Code on the responsibility of the piping, etc.
The gentleman stated we would be hearing from John Deere’s attorney about this. Shortly after that call, Village Clerk received a call from a different gentleman, and forwarded the call to Nick. This gentleman was reasonable that this was a “he said – she said” at this time. There was no picture taken at that time.
Nick did discuss this issue with the maintenance crew, and they stopped back over to the building that was stated to have the damage, to see if something had happened after they left. At this time the maintenance crew took a video of the room and area of the damaged area according to John Deere employee.
The video does not show any water damage to wall board, etc. Only damage to wall board was black marks up from their base board heating.
Motion 1: Motion by Scott to establish the Consent Agenda, as follows:
5. Village President’s Agenda:
a. Approve and file the Annual Financial Report (Audit) as presented by Carpentier, Mitchell, Goddard & Company.
b. Acknowledge and ratify Village President Bill Hintz’s emergency approval and D.O.C.A.S. Nick Gottwalt’s authorization of a proposal from Kale Co. to install a Carrier 48FCEM07, 6-ton, 2 stage cooling, single stage heat 110,000 BTU which includes reconnect of electrical, gas, reuse thermostat, includes a 10-year warranty on heat exchange. Total cost of $8,971.00.
12. Bills / Payroll / Transfers / Voided Checks:
Curry-yes; Dreher-yes; Neels-yes; Scott-yes
4-yes, 0-no, 2-absent
Motion 2: Motion by Neels to approve the Consent Agenda as established:
5. a., b. Village President’s Agenda
12. a. Bills / Payroll / Transfers / voided checks
Second by Dreher. Motion carried by the following roll call vote:
Curry-yes; Dreher-yes; Neels-yes; Scott-yes
4-yes, 0-no, 2-absent
Motion 3: Motion by Scott to adjourn. Second by Neels.
Motion carried by the following roll call vote:
Curry-yes; Dreher-yes; Neels-yes; Scott-yes
4-yes, 0-no, 2-absent
Meeting adjourned at 7:55 p.m.
https://www.carbon-cliff.com/documents/212/070219_BM_Minutes.pdf
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