Village of Carbon Cliff Board of Trustees met Aug. 20.
Here is the minutes provided by the board:
Village President Hintz called the meeting to order at 7:01 p.m.
Members President: Todd Cantrell, Keith Curry, Robert Dreher, LeeVon Harris, Alma Neels, Larry Scott
Members Absent: None
Others Present: Rick Hemphill, Village Resident; Nick Gottwalt, Director of Community & Administrative Services (D.O.C.A.S.); & Karen L. Hopkins, Village Clerk
Hearing of the Citizens:
• Village Resident Rick Hemphill addressed the Village President and Board of Trustees under the “Hearing of the Citizens”. Rick’s son Dan Hemphill owns a house at 125 3rd Street in Carbon Cliff.
Rick Hemphill currently does not have any legal rights to 125 3rd Street or to discuss the water, sewer, and garbage bill with the Village. Rick states his son Dan is going to sign the Deed over to him. Rick is already fixing the house and property up to resell, he is putting in new windows and siding.
The water service is currently shut off, dug up, and capped off at curb box for nonpayment of past water, sewer, and garbage bills. Rick would like the Village to reduce the outstanding balance or clear the account of any past due and turn the water back on without the Village receiving any or a reduce of $1,000.00, as Rick used as example.
It was suggested to Rick that he fixes the house and property up and sells with the water shut off and the new buyer will have to pay off the outstanding and have the water service line, he did not want to do that because Dan wants to live there while Rick is fixing it up. Rick stated Dan really needs the water and he has already lived without it for three years.
Part of this problem is from straight line pipe being run and removing the water meter, turned water back on at curb box when Village had it turned off. Rick feels this is one reason the Village should give him a break on the amount due – he is fixing the property up to sell and Rick himself had turned in his son for theft of the services way back four or five years ago when this happened.
It has been stated to Rick that the Village cannot legally discuss the outstanding bill with him, since he is not the owner of the property. When the signed Deed is recorded at the Rock Island County Recorder’s Office then the Village will be able to discuss the bill with him.
It has been explained to Rick Hemphill many times before the Village cannot legally reduce this outstanding bill for water, sewer, and garbage services. Explaining Village Ordinances, State Laws, these services are enterprise funds (paid for by users only, no tax money, etc.). EPA looks at unbilled water loss and the Village needs to comply with these rules and regulations, or it could keep the Village from receiving a needed forgivable or low interest loan or grant for the new water treatment plant needed for radium treatment.
Village President Hintz told Rick Hemphill to return to the Public Works Committee Meeting on September 10, 2019 at 6:00 p.m. and discuss the issue at that meeting. Need to bring a deed that has been recorded at Rock Island County Recorder’s Office. Village President Hintz said Committee will then make a recommendation to the full board.
Village President’s Agenda items discussed:
• Jack Kusek, Village Engineer with IMEG cancelled the prestation of the preliminary engineering report on the Village’s radium water treatment facility project. Jack did not have the complete report done. It is being rescheduled to present at the Board Meeting September 17, 2019.
• D.O.C.A.S. Gottwalt had to approve emergency repair for electrical wiring at 106 1st Avenue (by old Village Hall). There was wiring from a manhole by the side of the roadway, over to the lift station, and into the control panel cabinet, it was over the culvert and very shallow. Received quote from Rock River Electric in the amount of $2,776.83, new line will be buried 4’ deep.
• New proposal from Carpentier, Mitchell, Goddard & Company, LLC., for completing the Audit and filing the Annual Financial Report with Illinois State Comptroller’s Office for Fiscal Year Ending December 31, 2019 $11,600; Fiscal Year Ending December 31, 2020 $12,050.00; and Fiscal Year Ending December 31, 2021 $12,500.00. If the Village would have a TIF District, there will be an additional $1,200 a year for TIF compliance audit and necessary paperwork.
• Village President Bill Hintz needs to execute a “confirmation of consent” to approve work that AT&T has proposed to update their cell phone antennas on the Village water tower. SAC Wireless, LLC is the contractor that will be doing the work. Plans have been viewed by Loren Rains, Village Engineer with IMEG. Loren is requiring the contractor to add to the plans to use curtain kind of welds, priming the welds and painting the welds the same as the water tower. Plans were updated, Loren viewed the corrections added to the plans on the welding and then approved the plans.
Public Properties Committee Meeting – Chairman Scott read the minutes of the Public Properties Committee Meeting of August 12, 2019; Larry Scott was absent at the Committee Meeting, minutes were presented by Trustee Robert Dreher. Present at Committee Meeting: Dreher, Cantrell, Village President Bill Hintz; D.O.C.A.S. Nick Gottwalt; Village Clerk / Budget Officer Karen Hopkins; and Maintenance Supervisor Dan Clark.
• September field trip will be looking at the woods south of Casey’s, weather permitting. Look at the sewer easement and the mowing and trees that have been cleared.
• Recommending to Board approval of the Rock River Electric for the generator at Pump House B. This work needed done per p.m. service by Cummins found wiring needed repair from rodent chewing on wirers.
• New Maintenance Report was presented listing items worked on for the previous month, and ongoing work. Committee really liked the report and told Maintenance Operator Dan Clark the report was a nice job.
• New business discussed the need for the precautionary boil orders were related to chlorinator issues at Pump House A & B. Maintenance Operator Dan Clark make the repairs on Monday of each week the boil orders were issued. Very minimal problems found, clogged hose and then next week on different machine a line had a small split in the line.
• Discussed the MUNICES report D.O.C.A.S. gives Trustees each month. Committee is “requesting an accurate explanation of when the Village will receive payment an when MUNICES expects payment for their services.”
Public Safety Committee Meeting – Chairman Neels read the minutes of the Public Safety Committee Meeting of August 12, 2019. Present at the Committee Meeting: Neels, Dreher, Village President Bill Hintz; D.O.C.A.S. Nick Gottwalt; Village Clerk / Budget Officer Karen Hopkins; Maintenance Operator Dan Clark and Lt. DeSmyter, Rock Island County Sheriff’s Office.
• Police calls for the month of July were 378. Special Detail was 15 hours.
• New Business – Maintenance needs to paint the crosswalk at the School.
Public Works Committee Meeting – Chairman Curry read the minutes of the Public Works Committee Meeting of August 13, 2019. Present at the Committee Meeting: Curry, Harris, Neels, Village President Bill Hintz, Maintenance Operator Dan Clark, Village Clerk / Budget Officer Karen Hopkins.
• Approving to the Board to purchase 12 of the radio read Neptune 5/8” x 3⁄4” T10 R900I USG Water Meters with gaskets from Ferguson Waterworks at a cost of $3,244.49.
• Approving to the Board to purchase 10 – 6” x 6’ Bury MJ Clow Medallion Fire Hydrant, 3-way, Open (Left), Color (Red), for a total cost of $15,836.70 ($1,583.67 each). These are to replace some bad fire hydrants and ones that were installed years ago, to close to the ground with not enough clearance to properly operate the hydrant. This was budgeted for in the 2019 Budget.
• Maintenance just needs to contact Mary at R.I.C.C.A. to straighten out the proper billing and set up for the Margaret & Carl Stutsman Lodges. Margaret Stutsman Lodge was built first and has the line coming in from the well on the property. The area in Margaret Stutsman Lodge is considered their pump house, and a pipe then runs out to the newest building Carl Stutsman Lodge.
By taking the picture, this will show proof the Village water meter is on the pipe that first comes in from the well, water is metered, and then splits off and goes to Carl Stutsman Lodge building. All the gallons have been accounted for the sewer charge, but in billing there is a minimum charge for the extra building. This will be corrected for future on their normal sewer bill, the past two years will be invoice billed and R.I.C.C.A. will have two years to repay that amount.
Administration Committee Meeting – Chairman LeeVon Harris read the minutes of the Administration Committee Meeting of August 13, 2019. Present at the Committee Meeting: Harris, Curry, Cantrell, Village President Bill Hintz, Maintenance Operator Dan Clark, Budget Officer / Clerk Karen Hopkins.
• Had much discussion on the Northwest Mechanical final bill in the amount of $1,441.00 for the furnace and air condition. Committee members looked over all the invoices, notes from Northwest Mechanical, etc. It was decided the Village would pay this bill in full and the contract for preventive services will end, due to the fact the Village does not have units left that were under the contract.
• Discussed Budget for 2020:
o Park actual expenditures for improvements & updates from 2015 thru July 2019 total $54,192.55. It is decided for the 2020 budget it would be in the best interest not to include any park improvements to the 2020 budget. The funds for park are from the general fund which can be used to repair sidewalks, streets, buildings, etc.
o IfamaintenanceoperatorattendingthePublicPropertiesMeetingwillbecompensatedat1.5times for conversion to Comp Time. Other committee meetings maintenance may attend as a worker or resident but will only be paid if they are requested by the Committee to be present at that Committee Meeting.
o ClerkHopkinsiscurrentlyworkingontherefinancingofOrchardCourtDrainageProject,with tentative closing of September 10, 2019.
Old Business items discussed:
• Administration Committee will take a short field trip to look at the Committee Center, Christ Church has finished remodeling in the old Methodist Church on 2nd Street.
New Business items discussed:
• Discussed the 2019 Street & Drainage Project that has started on 1st Avenue. Trustees questioned if rip rap will be put at the openings of the culverts to help with erosion. Questions the trees along 1st Avenue on the side of the Phoenix School, if they should have been removed. D.O.C.A.S. Gottwalt will check on these items with Village Engineer Loren Rains of IMEG.
Motion 1: Motion by Scott to establish the Consent Agenda as follows:
5. Village President’s Agenda:
c. Acknowledge and ratify D.C.A.S., Nick Gottwalt’s authorization and approval of a quote from Rock River Electric for the emergency repair to the 1st Avenue Lift Station wiring in the amount of$2,776.83. McClintock Excavating snagged the line while digging up for the installation of the new drainage culvert. Line was not originally marked on plans, so nobody was aware it was there. New line will be buried 4’ underground.
d. Approve a proposal from Carpentier, Mitchell, Goddard & Company, LLC., to complete the Annual Financial Report and file it electronically for each of the fiscal years ending December 31, 2019, 2020, & 2021. The fees for the auditing services will not exceed $11,600, 12,050, and 12,500 for each of the years ending December 31, 2019, 2020, & 2021, respectively. The fee for the TIF compliance audit, if necessary, will not exceed $1,200 for each of the years ending December 31, 2019, 2020, & 2021.
e. Authorize Village President Bill Hintz to execute a “confirmation of Consent” form for SAC Wireless, LLC on behalf of AT&T for maintenance and updates to AT&T equipment at the Village Water Tower.
f. Purchase four (4) LF 1 T10, V4 R900I USG Water Meters from Ferguson Waterworks in the amount of $1,782.98 (includes freight) to go inside of the commercial property owned by Todd Cantrell on 2nd Avenue.
8. Committee Meetings:
c. Public Works Committee:
1. Approve the purchase of twelve (12) 5/8” x 3/4” T10 R900I USG Water Meters including 24, meter gaskets from Ferguson Waterworks for a total cost of $3,244.49 (including shipping).
2. Approve D.C.A.S., Nick Gottwalt to fill out required paperwork to apply for the Solid Waste Assistance Grant Program (SWAG) for FY 2020 through the Rock Island County Waste Management Agency. The Village will be using SWAG funds to dispose of used motor oil through Safety Kleen as well as purchase bulk-item (special pickup) stickers from the City of East Moline. Grant funds available $1,600.00.
3. Approve the purchase of ten (10) 6” x 6’ Bury MJ Clow Medallion Fire Hydrants, 3-way, Open (left), Color (red), from Zimmer & Francescon Inc., for a total cost of $15,836.70.
9. Minutes / Reports / Public Notices:
a. Minutes of the Regular Board Meetings of the Carbon Cliff Board of Trustees for Tuesday, July 16, 2019 and Tuesday, August 6, 2019 as presented – approved / filed;
b. Monthly Clerk’s Report for July 2019 as presented – approved / filed;
c. Monthly Collector’s Report for July 2019 as presented – approved / filed;
d. Monthly Maintenance Comp Time Report for July 2019 as presented – approved / filed;
e. Monthly Maintenance Report for July 2019 as presented – approved / filed;
f. Monthly Treasurer’s Report for July 2019 as presented – approved / filed;
g. Minutes of the August 12, 2019, Public Properties Committee Meeting as presented – approved / filed;
h. Minutes of the August 12, 2019, Public Safety Committee Meeting as presented – approved / filed;
i. Minutes of the August 13, 2019, Public Works Committee Meeting as presented – approved/filed;
j. Minutes of the August 13, 2019, Administration Committee Meeting as presented – approved / filed;
k. August 5, 2019; Illinois Commerce Commission, MidAmerican Energy Company – Verified Petition for Reconciliation of Revenues Collected under Rider GUA – Gas Utility Assessment. Docket # 19-0760.4. Notice is hereby given by the Administrative Law Judge that a Prehearing Conference in the above entitled matter will be held at the offices of the Commission, Chicago, Illinois, Michael A. Bilandic Building, 160 North LaSalle, Suite C-800, on August 21, 2019, at the hour of 11:00 A.M. – Placed on view for public comment; and
l. I-EPA Notice of Application for Permit to Manage Waste (LPC-PA16), Dated August 5, 2019. Site Name: Upper Rock Island County Landfill – 17201 20th Avenue North, East Moline, Illinois. IEPA ID#1618100014 – Description of Project: Application providing an alternate source demonstration for the first quarter 2019. – Placed on view for public comment.
12. Approval Of Bills / Payroll / Transfers / Voided Checks:
a. Motion to approve Bills / Payroll / Transfers / Voided Checks
Second by Curry. Motion carries by the following roll call vote: Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes 6-yes, 0-no, 0-absent
Motion 2: Motion by Cantrell to Establish Consent Agenda, As Follows:
5. c., d., e., f. Village President’s Agenda
8. c.1., c.2., c.3. Committee Meetings
9. a., b., c., d., e., f., g., h., i., j., k., l. Minutes / Reports / Public Notices
12. a. Bills / Payroll / Transfers & Voided checks
Second by Dreher. Motion carried by the following roll call vote:
Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes
6-yes, 0-no, 0-absent
Motion 3: Motion by Scott to adjourn. Second by Cantrell.
Motion carried by the following roll call vote:
Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes
6-yes, 0-no, 0-absent
Meeting adjourned at 8:06 p.m.