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October 8, 2007 The Board of Trustees of the Village of Winnebago met at 7:30 p.m. with President Stephen Butler presiding. ROLL CALL GAINES – KENNEDY – MALIGRANDA – MYERS - SMITH – TARGOSZ: present Guests: Attorney Mary Gaziano, D. Mark Hubbartt, Chief Todd Stockburger, Todd Weegens, James Swigart, R. Dan Janes, Mary Jo Hubbartt, Nicole Hitchcock, Harold Hitchcock, Diane Connolly, Kris Steinwand A motion was made by MRS. GAINES, seconded by MR. MALIGRANDA to accept the minutes of the September 10, 2007 Regular Board Meeting as presented. Motion carried on a voice vote. A motion was made by MRS. GAINES, seconded by MR. SMITH to pay the bills as presented, except those over $5,000. Motion carried on a unanimous roll call vote. A motion was made by MRS. TARGOSZ seconded by MRS. GAINES to pay the following bills over $5,000: Gill’s Freeport Disposal, Illinois Environmental Protection, Special Power, and Stevens Keilback Construction. Motion carried on a unanimous roll call vote. A motion was made by MRS. TARGOSZ, seconded by MRS. GAINES to pay Rock Road Companies $218,195.52 for this year’s street program. It was noted this cost is below the bid. Motion carried on a unanimous roll call vote. A motion was made by MRS. GAINES, seconded by MR. MYERS to approve the Treasurers Report as presented. Motion carried on a unanimous roll call vote of those present. PUBLIC COMMENT Mr. Hubbartt told the Board the accounting practices of the Village are deficient and the Treasurer’s position should have a backup. OLD BUSINESS A. Items with planned action 1. Village Engineer a. There was a meeting with First Rockford Group and Rockford Blacktop to discuss resurfacing of parts of Soper Street and McNair Road; the work will be completed soon. In addition the retention pond at Willingham was discussed. Sullivan’s Development is moving along. The need for the walking path at the Highlands was discussed. b. The 2007 MFT Street Program has been completed and paid for earlier in the meeting. c. The Waste Water Treatment Plant Planning Grant is continuing. Frinks will be scheduled to televise the selected mains. When completed, the data will be evaluated and a report written. The next grant will be applied for when this is complete. d. The Water and Sewer Village Maps have been completed. The information on Willingham needs to be added. e. The Smart Growth Planning remains open with discussions continuing. f. The revised audit report is a closed issue. 2. Village Attorney a. The differences of Design-Build versus Design-Bid-Build were discussed as they relate to the Waste Water Treatment Plant Expansion. b. Attorney Gaziano explained that she had spoken to the Comptrollers Office and had been informed that indeed the Village is required to follow GASB 34 for the Audit. The fact that MBKK should have known that the Village would need to follow GASB 34 rather than have the Village Attorney gather this information was discussed. A motion was made by MRS. TARGOSZ, seconded by MRS. GAINES to have the Village Attorney draft a letter to MBKK requesting them to discount the cost of this year’s Audit for the cost of the Attorneys fees to research the GASB 34 requirements. Motion carried on a unanimous roll call vote. Invoices for progress billing from MBKK will not be paid until the letter of engagement is signed. c. After discussion a motion was made by MR. MYERS, seconded by MR. SMITH to accept the Intergovernmental Agreement between the Village of Winnebago and the Board of Education of Winnebago Community Unit School District Number 323 for the Provision of Police Services with the correction of the year to 2007 on page one and clarification of item eight page five to include disability placards. Motion carried on the following roll call vote: GAINES – KENNEDY – MALIGRANDA – MYERS – SMITH: yes TARGOSZ: no The Attorney will get copies of the fully executed plat of lots 1 through 9 to resolve the Prairie Hill issue of prairie grass versus weeds to ascertain who is responsible. President Butler will meet with Mayor Morrissey to discuss a possible border agreement. 8. Public Works Committee a. A motion was made by MR. MYERS, seconded by MRS. TARGOSZ to follow Design-Bid-Build format for Phase 1 of the Waste Water Treatment Plant expansion. Motion carried on the following roll call vote: KENNEDY – MALIGRANDA - MYERS – SMITH – TARGOSZ: yes GAINES: no Mr. Weegens noted that the Fehr-Graham fee will be eight percent on Phase 1. The next Committee meeting will be October 24, 2007 at 6:30 p.m. 3. Finance Committee a. The Treasurer’s position will be discussed in Executive Session. b. A motion was made by MRS. GAINES, seconded by MR. MYERS to authorize the Village Attorney to draft an amendment to the current ordinances or draft a new ordinance to include all professional fees in the developer bill back. Motion carried on roll call vote. c. A motion was made by MRS. GAINES, seconded by MR. SMITH that when a motion is made and approved by the Board to make a purchase over $1,000, a purchase order will be written at the time and will be signed by the President, Clerk or Committee Chair. When the invoice is received it will be paid as it has already been approved by the Board. Motion carried on a unanimous roll call vote. 4. Community Development Committee/Fourth of July Team 5. Advisory Team/Clerk a. A motion was made by MRS. GAINES, seconded by MR. SMITH to adopt the meeting dates for calendar year 2008, see attached. Motion carried on a voice vote. b. A motion was made by MRS. GAINES, seconded by MR. KENNEDY to sign the contract with Perspectives for the new year; there have been no changes from the original contract. Motion carried on a unanimous roll call vote. 6. Police Committee a. A motion was made by MR. SMITH, seconded by MR. MYERS to increase the hourly rate of Michelle Bogdonas to $15.57 effective with the pay period beginning October 21, 2007 as she has successfully completed her probationary period. Motion carried on a unanimous roll call vote. b. & c. Per the ordinance Schwans and Mediacom will be required to have a hearing with the Board before they can receive a Solictor’s Permit. 7. President a. President Butler noted that Mr. Swigart had not spoken with the Hitchcocks before approaching the Board. He also noted that the other neighbors offered no complaint. As no laws have been broken the Swift Street Zoning Issue is closed. In the future it was suggested that neighbors try to resolve issues before bringing them to the Board. b. A motion was made by MRS. GAINES, seconded by MR. SMITH to pay the $2,000 membership fee to join the Rockford Area Economic Development Council with the cost coming from the Presidential Discretionary Fund. Motion carried on a unanimous roll call vote. The Scarecrow Festival is Saturday, October 13, 2007. Bus transportation to the IML Conference will be provided by the Village. 8. Public Works Committee b. A motion was made by MRS. TARGOSZ, seconded by MR. SMITH to adopt a policy that the Village Public Works Department will put up and take down after one year the student achievement signs but will not purchase the signs. When taken down the signs will be given to the school. Motion carried on the following roll call vote. GAINES – KENNEDY – MALIGRANDA – SMITH – TARGOSZ: yes MYERS: no NEW BUSINESS A motion was made by MR. MYERS, seconded by MR. KENNEDY to have the Village Attorney review the Solicitor’s Ordinance, Number 04-12 to streamline it and possibly remove the hearing requirement. Motion carried on a unanimous roll call vote. The Police Committee is looking into the purchase of a new squad. A motion was made by MRS. GAINES, seconded by MR. SMITH to go into Executive Session after a short break at 9:57 p.m. to discuss personnel issues in reference to the Treasurer’s position. Motion carried on a unanimous roll call vote. The Board with all present returned to regular session at 10:49 p.m. Provided the written special leave of absence without pay request being submitted by Vicki Bilodeau is granted, a motion was made by MRS. GAINES, and seconded by MR. SMITH that the Village extend the six weeks of paid health insurance premium for the employee only provided for in the current Personnel Policy be extended to up to a maximum of fifty two weeks. Motion carried on a unanimous roll call vote. A motion was made by MR. KENNEDY, seconded by MRS. GAINES to assign Lori Garkey to work twenty hours per week, up to a maximum total worked to fifty per week, to temporarily fill the day-to-day duties of the Treasurer. The total hours worked will apply to the personal time accrued during this time frame. Account for hours worked on treasurer’s position and charge accordingly. Motion carried on a unanimous roll call vote. A motion was made by MRS. GAINES, seconded by MR. SMITH that in light of our Treasurer’s health issues to hire Elliott & Company to assist in the preparation of the financial reports for MBKK to complete the Audit. The cost will not exceed $4,500 from the General Fund. Motion carried on a unanimous roll call vote. A motion was made by MRS. GAINES, seconded by MR. MYERS to adjourn at 10:57 pm. Motion carried on a voice vote. Sally Jo Huggins, Village Clerk
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