philo meeting minutes

Meeting – July 2017

Meeting REGULAR MEETING OF THE BOARD OF TRUSTEES
VILLAGE OF PHILO, ILLINOIS
July 12, 2017

The meeting was called to order by President Larry Franks at 7:00 p.m. at the R.E. Franks Center in the Eileen Painter room.

GUESTS:  Dave Atchley, Marc Miller, Chris Payne, Jim & Kathy Forrest, Rob Thomas, Rod Schweighart and Christine Walsh.

CALL TO ORDER: President Larry Franks called the meeting to order at 7:00 p.m.

ROLL CALL:   Present-Trustees Mumma, Messman, Garrett and Brady.  Absent-Trustees Sappenfield and Pioletti.

MINUTES:  Trustee John Mumma made a motion, seconded by Trustee Paul Brady, to approve the minutes of June 14, 2017. Voice vote, all “aye’s” motion carried unanimously.

ACCOUNTS PAYABLE WARRANT:  Trustee Steve Messman made a motion, seconded by Trustee Rachael Garrett to approve the payment of bills as presented.  Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Forrest’s:  No comment or concerns

Village Engineer:  There are no pay requests.  Dave A. reported he expects the road work to be started the end of the month or first of August.  Preliminary plan for the Northeast Detention Basin was reviewed and discussed along with the engineer’s estimate for the project.  Mr. Atchley summarized the plan stating it is a fan shaped under drain with 100-200 feet of potential flat surface for future parking or shed.  The red diamond shape area is the excess dirt (all dirt left on site) for recreational sledding or for bikes.  President Franks commented that the drainage committee thought the plan looked good and they liked the idea of keeping the excess dirt, adding about $100,000 in savings not to have to haul it off and also in the future area could house a shed.  Trustee Mumma stated “Design looks good” and thinks plan is good.  Trustee Messman agrees.  Trustee Brady asked about plantings in the area and Dave A. responded the basin area will have water tolerant grass that will be mowable.  President Franks said if there weren’t any more questions he would entertain a motion for the project.  Trustee John Mumma made a motion, seconded by Trustee Steve Messman, to approve the plan presented and authorize the let of bids.  Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Village Treasurer:  Rodney said the Village has one more payment on the REFMC building and believes we can fund the drainage project by splitting borrowing between the Regional Plan Commission and Philo Exchange Bank.  He will work on the paperwork.  The Board did not have any questions for Rod.

Village Attorney:  Marc presented the Appropriations Ordinance.  Trustee John Mumma made a motion, seconded by Trustee Paul Brady, to pass Ordinance No. 2017-610, the Annual Appropriation Ordinance 2017-2018. Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Clerk Kirby prepared and presented the 2017-18 Estimate of Revenues.  Trustee Mumma made a motion, seconded by Trustee Garrett, to accept the Estimate of Revenues as proposed.  Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Village Maintenance:  Dave T. was not present, but President Franks indicated brush from the recent storm will be picked up Thursday and then Monday and Tuesday and taken to the burn area.  After a discussion in regard to the accumulation at the burn site and other options, President Franks said he and Trustee Mumma will talk to Dave T. to see if they should split loads or if burn area can handle.

Old Business:  The Plan Commission met again tonight prior to the Board meeting.  There are currently seven (7) on the committee and they are looking for 1 or 2 members because some prior members turned in resignations because they don’t have a computer or not up to speed.  The committee will start addressing in sections, looking for missing information or changes from 2005 and addendums.  The end goal is to have a searchable document.

New Business:  The monthly REFMC report was reviewed with no questions by the Board.  Rob Thomas of Sourceline Media said they submitted a proposal to Janet earlier and to recap, their proposal was to update our website.  The current one uses older technology, which is not mobile friendly.  The new website would be based on those improvements plus more than one user would be able to add and update quicker in order to promote the REFMC to increase revenue.  It will be easier to see pictures and provides a lot more options.  Trustee Garret believes this is a good idea.  Rob Thomas said he can add steps to improve the business.   Trustee Brady made a motion, seconded by Trustee Garrett, to approve the Sourceline Media WordPress Website Design and Development Project Proposal in the amount of $1,900.00 for development costs and hosting & support monthly fees of $40.00.  Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.  Rob will work with Janet when she returns from vacation.

Both the Village & Sourceline Media are pleased with the lease.  Trustee John Mumma made a motion, seconded by Trustee Steve Messman, to approve the rental lease with Sourceline Media as presented.   Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Executive Session:  Trustee John Mumma made a motion, seconded by Trustee Steve Messman, to enter into Executive Session for the limited purposes of discussing the employment, performance and compensation of one or more Village employees and to discuss the possible acquisition of real estate. Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Return to Regular Session:  Trustees, Village President, Clerk Kirby and Village Attorney returned to regular session.  Trustee Steve Messman, made a motion, seconded by Trustee Paul Brady, to approve the 2017-18 wages as presented, noting they are retro-active to May 1, 2017.  Roll call vote; “aye’s” Trustees Mumma, Messman, Garrett and Brady.  Motion passed unanimously.

Miscellaneous Discussion:

Trustee Brady-Nothing

Trustee Garrett-Nothing

Clerk Kirby-Stated audit is ongoing by Stan Feller.

Trustee Messman-Nothing

Trustee Mumma-Believes it is time to take out bush in alley.

President Franks-Will talk to Paul Sollers and will also contact Dollar General again.

Motion to Adjourn:  Trustee John Mumma made a motion, seconded by Trustee Rachael Garrett, to adjourn the meeting.  Voice vote, all “aye’s”, meeting adjourned at 8:22 p.m.