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JULY 2019 BOARD MEETING MINUTES | Wednesday, October 30, 2019
The regular monthly meeting of the Village Board of Colfax was called to order on Monday evening, July 1, 2019 at 7:00 p.m. by Mayor Larry Dodds.
Trustees present were:
Charles Morefield - Aye
Benjamin Thackeray - Aye
Carol Stephenson - Aye
Jason Wagoner - Aye
Vincent Beck - Aye
Trustee David Rathke was absent.
Also present were Superintendent Brian Hereford; Police Chief Michael Scott; Village Treasurer Connie Gossmeyer.
Trustee Benjamin Thackeray made a motion to dispense with the reading of the minutes of the regular monthly meeting and of the special meeting and approve as presented. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Village Treasurer Connie Gossmeyer gave the Treasurer’s Report for the month of June, 2019.
Beginning Balance as of June 1, 2019 $261,827.82
Ending Balance as of June 30, 2019 $269,693.92
Increase for the month of June, 2019 $ 7,866.10
Trustee Jason Wagoner made a motion to pay the bills as presented. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye. Motion carried.
The next item on the agenda was Public Comments for items on the agenda.
There were no comments.
Police Chief Michael Scott had the first special report. Mike explained that with LeRoy Ambulance coming over to cover, the fire department was originally going to keep it up at the old village hall but then decided against it. Mike reported that the squad cars and the evidence room would be moved to the Old Village Hall on July 1st.
Mayor Larry Dodds reported that there is an Animal Control/Zoning Report in your folders for your review.
Mayor Larry Dodds also reported that there is an EMA report in your folders. Larry also reported that EMA Director Shane Beck asked if the Village insurance would cover the weather watcher’s personal vehicles if they were on weather watch. After checking with Illinois Risk Management, our insurance will pay for body injury but will not pay for the personal vehicles. This should be covered under the individual’s car insurance policy.
Mayor Larry Dodds stated that it has been a very busy month with all of the storms and limbs and trees down. Brian, Josh, along with Brent and Brian Blair made fast work of cleaning the tree up in Brent’s front yard that fell during our last storm. Within an hour and a half everything was cleaned up and done!
The mayor emphasized to everyone that any small group meeting can be mistaken as an illegal meeting. Even if you are not talking about village business people do not know this.
Trustee David Rathke, Chairman of the Finance and Audit Committee, was absent. Trustee Vincent Beck stated that they had a very good Finance Committee meeting.
Trustee Carol Stephenson, Chairman of the Police and Liquor Committee, reported that the Activity Report for the month of June, 2019 for the Colfax Police Department is in your folders.
Carol also asked if all of the golf carts are registered. Mike stated that we are about 10 under what was registered last year. Mike explained the procedure for registering the golf cart/ROVs.
Trustee Vincent Beck, Chairman of the Water and Sewer Committee, asked Superintendent Brian Hereford about the new aerator at the sewer plant. Brian stated that they finally got the first test done after all of the rain. They are waiting to do the second test.
Trustee Jason Wagoner, Chairman of the Streets and Lights Committee, reported that the new railing have been put up on Cooper Street. The mayor stated the railings look very nice. Tim Milton did a good job on them. I have pictures after the meeting if you want to see them.
He asked Brian if he got the second quote for the sidewalk at the Bank. Brian said no one else has answered wanting to give us a bid. The only bid Brian has is from Windle Concrete.
There were two packets signed and sent to Mark Jones at McCleary Engineering for the bid packets. The Village will be using Trap Rock on all of the streets and the total price will $92,601.22.
Trustee Vincent Beck asked Brian when the County did Harrison Street last year they took the railing and the sidewalk out at the creek next to AJ’s. Just wondered if they will be putting a railing back up. Brian will check it out.
The next item on the agenda was to approve the Budget Appropriation Ordinance.
Trustee Carol Stephenson made a motion to approve the 2019-20 Budget Appropriation Ordinance as presented. Trustee Vincent Beck seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
There was discussion whether the Village needs a separate account for Civil Defense.
Discussion regarding repairing the fire hydrant at Wood Street & Grove Street. The total for the repairs should be $4,575.00.
Trustee Vincent Beck made a motion to approve getting the fire hydrant at Wood Street and Grove Street repaired. Trustee Jason Wagoner seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
The discussion turned to the generator at the Old Village Hall. Mayor Larry Dodds contacted our Village Attorney regarding this matter. The generator is ten (10) years old and the attorney suggested offering a fair and reasonable price to EMCAA for the generator. The mayor suggested offering $2,000.00.
Trustee Carol Stephenson made a motion to pay EMCAA $2,000.00 as a settlement for the generator at the Old Village Hall. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Nay; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Nay; Motion carried.
Discussion regarding hiring of Russell Leigh & Associates from Hoopeston for the Village Auditor this year. The price of the audit would be between $5,000 and $5,500.
Trustee Benjamin Thackeray made a motion to appoint Russell Leigh & Associates from Hoopeston Illinois for the 2018-19 audit at a cost not to exceed $5,500.00. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Next on the agenda was regarding EMCAA storing records at the Old Village Hall. State requires that the records are kept for seven (7) years. October will three (3) months and will continue the discussion and see how this is working.
There were no public comments.
Trustee Benjamin Thackeray made a motion to go into Executive Session. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thakeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went into Executive Session at 8:20 p.m. on Monday evening, July 1, 2019.
Shane Beck reported the they had started the Fire Hydrant testing.
Trustee Carol Stephenson made a motion to reconvene on Monday evening, July 8, 2019 at 7:00 p.m. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Meeting closed at 8:45 p.m.
Respectfully submitted
Nancy Kiper
Village Clerk
The Village Board of Colfax reconvened at 7:00 p.m. on Monday evening, July 8, 2019. The reconvened meeting was called to order by Mayor Larry Dodds.
Trustees present were:
Charles Morefield - Aye
David Rathke - Aye
Benjamin Thackeray - Aye
Carol Stephenson - Aye
Vincent Beck - Aye
Trustee Jason Wagoner was absent.
The next agenda item was to go into Executive Session for interviews of the Village Clerk candidates.
Trustee Benjamin Thackeray made a motion to into Executive Session to consider the appointment, employment, compensation, discipline, performance, or dismissal of village employees. Trustee Charles Morefield seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went into Executive Session at the reconvened meeting on Monday evening, July 8, 2019 at 7:01 p.m.
Trustee Vincent Beck made a motion to back into open session. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went back into open session at 9:00 p.m.
Mayor Larry Dodds stated with the advice and consent of the Board would like to appoint Portia Vandegraft as Village Clerk for the 2019-20 Fiscal Year.
Trustee Benjamin Thackeray made a motion to appoint Portia Vandegraft as Village Clerk for the Fiscal Year 2019-20 for the Village of Colfax at a rate of $18.00 per hour. Trustee Charles seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
Trustee David Rathke made a motion to adjourn. Trustee Charles Morefield seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board adjourned at 9:02 p.m.
Respectfully submitted
Nancy Kiper
Village Clerk
Trustees present were:
Charles Morefield - Aye
Benjamin Thackeray - Aye
Carol Stephenson - Aye
Jason Wagoner - Aye
Vincent Beck - Aye
Trustee David Rathke was absent.
Also present were Superintendent Brian Hereford; Police Chief Michael Scott; Village Treasurer Connie Gossmeyer.
Trustee Benjamin Thackeray made a motion to dispense with the reading of the minutes of the regular monthly meeting and of the special meeting and approve as presented. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Village Treasurer Connie Gossmeyer gave the Treasurer’s Report for the month of June, 2019.
Beginning Balance as of June 1, 2019 $261,827.82
Ending Balance as of June 30, 2019 $269,693.92
Increase for the month of June, 2019 $ 7,866.10
Trustee Jason Wagoner made a motion to pay the bills as presented. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye. Motion carried.
The next item on the agenda was Public Comments for items on the agenda.
There were no comments.
Police Chief Michael Scott had the first special report. Mike explained that with LeRoy Ambulance coming over to cover, the fire department was originally going to keep it up at the old village hall but then decided against it. Mike reported that the squad cars and the evidence room would be moved to the Old Village Hall on July 1st.
Mayor Larry Dodds reported that there is an Animal Control/Zoning Report in your folders for your review.
Mayor Larry Dodds also reported that there is an EMA report in your folders. Larry also reported that EMA Director Shane Beck asked if the Village insurance would cover the weather watcher’s personal vehicles if they were on weather watch. After checking with Illinois Risk Management, our insurance will pay for body injury but will not pay for the personal vehicles. This should be covered under the individual’s car insurance policy.
Mayor Larry Dodds stated that it has been a very busy month with all of the storms and limbs and trees down. Brian, Josh, along with Brent and Brian Blair made fast work of cleaning the tree up in Brent’s front yard that fell during our last storm. Within an hour and a half everything was cleaned up and done!
The mayor emphasized to everyone that any small group meeting can be mistaken as an illegal meeting. Even if you are not talking about village business people do not know this.
Trustee David Rathke, Chairman of the Finance and Audit Committee, was absent. Trustee Vincent Beck stated that they had a very good Finance Committee meeting.
Trustee Carol Stephenson, Chairman of the Police and Liquor Committee, reported that the Activity Report for the month of June, 2019 for the Colfax Police Department is in your folders.
Carol also asked if all of the golf carts are registered. Mike stated that we are about 10 under what was registered last year. Mike explained the procedure for registering the golf cart/ROVs.
Trustee Vincent Beck, Chairman of the Water and Sewer Committee, asked Superintendent Brian Hereford about the new aerator at the sewer plant. Brian stated that they finally got the first test done after all of the rain. They are waiting to do the second test.
Trustee Jason Wagoner, Chairman of the Streets and Lights Committee, reported that the new railing have been put up on Cooper Street. The mayor stated the railings look very nice. Tim Milton did a good job on them. I have pictures after the meeting if you want to see them.
He asked Brian if he got the second quote for the sidewalk at the Bank. Brian said no one else has answered wanting to give us a bid. The only bid Brian has is from Windle Concrete.
There were two packets signed and sent to Mark Jones at McCleary Engineering for the bid packets. The Village will be using Trap Rock on all of the streets and the total price will $92,601.22.
Trustee Vincent Beck asked Brian when the County did Harrison Street last year they took the railing and the sidewalk out at the creek next to AJ’s. Just wondered if they will be putting a railing back up. Brian will check it out.
The next item on the agenda was to approve the Budget Appropriation Ordinance.
Trustee Carol Stephenson made a motion to approve the 2019-20 Budget Appropriation Ordinance as presented. Trustee Vincent Beck seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
There was discussion whether the Village needs a separate account for Civil Defense.
Discussion regarding repairing the fire hydrant at Wood Street & Grove Street. The total for the repairs should be $4,575.00.
Trustee Vincent Beck made a motion to approve getting the fire hydrant at Wood Street and Grove Street repaired. Trustee Jason Wagoner seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
The discussion turned to the generator at the Old Village Hall. Mayor Larry Dodds contacted our Village Attorney regarding this matter. The generator is ten (10) years old and the attorney suggested offering a fair and reasonable price to EMCAA for the generator. The mayor suggested offering $2,000.00.
Trustee Carol Stephenson made a motion to pay EMCAA $2,000.00 as a settlement for the generator at the Old Village Hall. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Nay; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Nay; Motion carried.
Discussion regarding hiring of Russell Leigh & Associates from Hoopeston for the Village Auditor this year. The price of the audit would be between $5,000 and $5,500.
Trustee Benjamin Thackeray made a motion to appoint Russell Leigh & Associates from Hoopeston Illinois for the 2018-19 audit at a cost not to exceed $5,500.00. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Next on the agenda was regarding EMCAA storing records at the Old Village Hall. State requires that the records are kept for seven (7) years. October will three (3) months and will continue the discussion and see how this is working.
There were no public comments.
Trustee Benjamin Thackeray made a motion to go into Executive Session. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thakeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went into Executive Session at 8:20 p.m. on Monday evening, July 1, 2019.
Shane Beck reported the they had started the Fire Hydrant testing.
Trustee Carol Stephenson made a motion to reconvene on Monday evening, July 8, 2019 at 7:00 p.m. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Absent; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Aye; Vincent Beck – Aye; Motion carried.
Meeting closed at 8:45 p.m.
Respectfully submitted
Nancy Kiper
Village Clerk
The Village Board of Colfax reconvened at 7:00 p.m. on Monday evening, July 8, 2019. The reconvened meeting was called to order by Mayor Larry Dodds.
Trustees present were:
Charles Morefield - Aye
David Rathke - Aye
Benjamin Thackeray - Aye
Carol Stephenson - Aye
Vincent Beck - Aye
Trustee Jason Wagoner was absent.
The next agenda item was to go into Executive Session for interviews of the Village Clerk candidates.
Trustee Benjamin Thackeray made a motion to into Executive Session to consider the appointment, employment, compensation, discipline, performance, or dismissal of village employees. Trustee Charles Morefield seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went into Executive Session at the reconvened meeting on Monday evening, July 8, 2019 at 7:01 p.m.
Trustee Vincent Beck made a motion to back into open session. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board of Colfax went back into open session at 9:00 p.m.
Mayor Larry Dodds stated with the advice and consent of the Board would like to appoint Portia Vandegraft as Village Clerk for the 2019-20 Fiscal Year.
Trustee Benjamin Thackeray made a motion to appoint Portia Vandegraft as Village Clerk for the Fiscal Year 2019-20 for the Village of Colfax at a rate of $18.00 per hour. Trustee Charles seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
Trustee David Rathke made a motion to adjourn. Trustee Charles Morefield seconded the motion. Vote: Charles Morefield – Aye; David Rathke – Aye; Benjamin Thackeray – Aye; Carol Stephenson – Aye; Jason Wagoner – Absent; Vincent Beck – Aye; Motion carried.
The Village Board adjourned at 9:02 p.m.
Respectfully submitted
Nancy Kiper
Village Clerk
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