Village Board Meeting Minutes

June 12, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. June 12, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Donna Heinke present; Beth Peebles absent.

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John fielded and answered questions received from customers regarding the water project.
  • John explained that the Change Order for Contract No. 2, Phoenix Fabricators was regarding a time only extension.  He further explained that Change Order No. 2 for Contract No. 1, Korte & Luitjohan Contractors was an increase in the amount of $19,672.53 as well as an increase in time of 100 additional days for the project.  Also Change Order No. 3 for Contract 1, Korte & Luitjohan Contractors was for a decrease in the amount of $9,458.40.
  • John explained the charge of $750 was for the IEPA Permit application charge.
  • Motion to Approve Resolution Number 14 made by Brenda Subick with 2nd by Shon Calvert; Resolution Number 14 includes IEPA Permit application fee of $750.00.  Also included are Change Orders No. 2 and No. 3 for Korte & Luitjohan Contractors; and Change Order No. 2 for Phoenix Fabricators.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.
  • Amendment to Owner-Engineer Agreement was discussed.  Originally the Board approved up to $30,000 for engineering services.  The Amendment to this agreement is in the amount of $23,679.56.  This amended amount was agreed upon by the Board.  Motion to Approve Amendment to Owner-Engineer Agreement made by Shon Calvert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.
  • John received several questions regarding the water pressure and flow.  He said the engineering firm is working on this issue with water regulator experts and he plans to have a solution before the next board meeting.

Guest/Public Comments:  No additional comments from the public.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of May 15, 2019 Board Meeting Minutes: Motion to approve minutes made by Brenda Subick with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer –
  • Water –
  • Finance –
  • Police/Ordinance
  • Streets –  Steve Subick met with Doug Ratermann from HMG Engineers.  Doug provided a “draft” bid in the amount of $31,376.80 for costs to oil and chip all streets within the Village of White City this year.  Doug said the Village could possibly pass a Resolution in July or wait until next year.  The Board discussed and agreed to wait until next year to oil and chip all streets due to the cost.  Steve said the Village will purchase additional cold patch mix to repair the potholes this year.  Trustee Shon Calvert has been repairing some of the potholes in the Village.  Paul Goldasich thanked Shon for doing a great job.
  • Building/Grounds/Utilities –

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (June 2019).  Brenda Subick made Motion to Approve June 2019 Bills with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Village Clerk presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending May 31, 2019.  Brenda Subick made Motion to Approve May 31, 2019 Balance Sheets; with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Old Business

  • No Old Business

New Business 

  • Board reviewed Appropriation Ordinance No. 392 for fiscal year commencing May 1, 2019 and ending April 30, 2020.  Motion to Approve Appropriation Ordinance No. 392 made by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Board reviewed Engagement Memorandum received from Fleming, Tawfall & Company, P.C. regarding services to provide Financial Audit and Single Audit for the Village of White City for 2018/2019.  Motion to Approve Engagement Memorandum made by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried
  • Village President Steve Subick announced the appointment of Gary Buske as a member of the Zoning Board.  Karen Clarke is the Chairperson of the Zoning Board.  Motion made by Brenda Subick to accept the appointment of Gary Buske with 2nd from Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Adjournment:  Motion to Adjourn made by Shon Calvert with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.  Meeting adjourned at 8:30 pm.

Motion to Approve June 12, 2019 Minutes:     Motion to Approve: Brenda Subick; 2nd Bob Hubert

Date:  July 10, 2019

Roll Call:

S. Calvert –     Yes

B. Hubert –     Yes

B. Subick –     Yes

S. VanLoo -    Absent

S. Subick  -      Yes

Posted by:       Donna Heinke, Village Clerk                          Date:  July 12, 2019

May 15, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. May 15, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Stephanie Zubal absent; Craig Rimar absent; Donna Heinke present; Beth Peebles present.

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John fielded and answered questions received from customers regarding the water project.
  • The fence was installed around the Water Tower.
  • John explained that the Change Order for Contract No. 2, Phoenix Fabricators was regarding time only extension.
  • Bob Hubert, Trustee, mentioned that the dirt around the Water Tower still needs to be completed. 
  • John explained clean-up work will be done once the weather is better and ground has dried up from all of the rain.
  • Pay Estimate No. 13 Submittal/Resolution No. 12 (Korte-Luitjohan); Pay Estimate No. 7/Resolution No. 12 (Phoenix Fabricators.  Change Order No. 2 for Phoenix Fabricators was submitted and discussed.  John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 12.   John Rainwater will submit to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Resolution Number 12 made by Brenda Subick with 2nd by Scott VanLoo; Resolution Number 12 includes Pay Estimate No. 13 (Korte-Luitjohan Contractors) in the amount of $6,125.00 and Pay Estimate No. 7 (Phoenix Fabricators) in the amount of $10,000.00 for a total of $16,125.00.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.

Guest/Public Comments:

  • Toby Osmoe, Road Commissioner for Mt. Olive Township, said he has received several calls regarding clean-up on Bono Road, White City Road, Wolf Road and Timber Ridge Trail.  Village President, Steve Subick said he would schedule a meeting with Toby once clean-up process begins on the Township Roads. 
  • Several customers attending the Board Meeting voiced complaints about the water pressure after the adjustments were made.  Village President Steve Subick asked Donna, Village Clerk, to compile a new list of complaints regarding water pressure voiced at the Board Meeting.  Donna will give the list to the Engineer John Rainwater.  John mentioned that he and the contractors will look into the water pressure complaints. 
  • Bob Hubert, Trustee, is working on the list of complaints regarding culvert repairs.
  • The contractor will raise meter bases as needed or required to keep them at ground level.
  • Blake Bertels asked if the Village of White City has reviewed his request regarding meter placement and property easement request on his property.  Steve Subick said the City Attorney has been contacted and has the documents and is researching the issue on the property easement.  Mr. Bertels has requested a meeting with the Village President Steve Subick and Engineer John Rainwater to further discuss his request.
  • Teresa Eads asked if service lines installed were new.  John explained the service lines installed to the meter were new and lines from the meter to the home are the existing lines.  She asked if the old meters were going to be removed by the contractor and John said yes they would be picked up.
  • Paul Goldasich said many potholes need to be repaired.  Steve Subick said the Village has cold patch and will be out to repair the potholes.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of April 10, 2019 Board Meeting Minutes: Motion to approve minutes made by Brenda Subick with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Shon Calvert, Trustee, said the Village should have someone look at the Sewer Lift Stations.
  • Water –
  • Finance – Steve Subick, Village President, mentioned that the bank signatures will need to be changed due to the recent election.  Steve Subick and Beth Peebles-Greer, Treasurer, will remain the primary signature authority and Trustees Shon Calvert and Bob Hubert will be added.  The signatures of Trustees Craig Rimar and Stephanie Zubal will be removed as they are no longer on the Village Board.
  • Police/Ordinance
  • Streets –  Steve Subick mentioned that once the clean-up process is completed by the Contractors, he will contact the HMG Engineers to discuss street repairs within the Village of White City.  The streets need to be oiled and chipped.  In the meantime, Trustees Shon Calvert and Scott VanLoo volunteered to repair the potholes and minor street repairs with cold patch.
  • Building/Grounds/Utilities –

Village President Steve Subick assigned Trustee’s to the following Committees:

  • Sewer – Shon Calvert
  • Water – Bob Hubert
  • Streets – Scott VanLoo
  • Building/Grounds/Utilities – Brenda Subick

Bob Hubert, Trustee, ordered a new hand water pump for Glenn Marburger.

Bob Hubert, Trustee mentioned that he and Bob Leonhardt will need training on the Pump House operations.

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (May 2019).  Bob Hubert made Motion to Approve May 2019 Bills with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending April 30, 2019.  Brenda Subick made Motion to Approve April 30, 2019 Balance Sheets; with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Old Business

  • No Old Business

New Business 

  • No New Business

Adjournment Sine Die

Swearing in Newly Elected Trustees – Village Clerk Donna Heinke swore in the newly elected Board Members.  Brenda Subick Village Trustee-2 year term; Shon Calvert, Village Trustee-4 year term; Scott VanLoo Village Trustee-4 year term. 

Trustees Craig Rimar and Stephanie Zubal did not seek re-election this term.  Those trustee seats expired April 2019 and remain vacant.

Adjournment:  Motion to Adjourn made by Brenda Subick with 2nd by Shon Calvert.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.  Meeting adjourned at 9:00 pm.

Motion to Approve May 15, 2019 Minutes:     Motion to Approve: Brenda Subick; 2nd Shon Calvert

Date:  June 12, 2019

Roll Call:

S. Calvert –     Yes

B. Hubert –     Yes

B. Subick –     Yes

S. VanLoo -    Yes

S. Subick  -      Yes

Posted by:  Donna Heinke, Village Clerk                   Date:  June 13, 2019

April 10, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. April 10, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Stephanie Zubal absent; Donna Heinke present; Beth Peebles absent; Craig Rimar arrived 7:40 pm

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John fielded and answered questions received from customers regarding the water project.
  • John announced that all meters were readjusted to the appropriate water pressure.  The contractors finished the readjustment of meters on April 10, 2019. 
  • The contractor will raise meter bases as needed or required to keep them above water.
  • The pump station and water tower are fully operational.
  • John said the fence company is still waiting for weather to dry up so they can install the new fence around the water tower. 
  • To date there are 7 meters remaining to be install.  They are awaiting an order of additional meters. 
  • Clean-up process of culverts, ditches, etc. will be done by the Contractors.  They plan to begin clean-up process within the next couple of weeks or sooner when weather is better and ground has settled. 
  • Roads will be repaired where they had to cut across road to installed water lines.
  • April meter readings will be read manually.  Awaiting software updates for the Radio Read system to be fully operational. 
  • Pay Estimate No. 12 Submittal/Resolution No. 11 (Korte-Luitjohan)   John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 11.  John stated that the pay estimate for Crawford & Associates will be approximately $30,000.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Resolution Number 11 made by Brenda Subick with 2nd by Scott VanLoo; Resolution Number 11 includes Pay Estimate No. 12 (Korte-Luitjohan Contractors) in the amount of $57,457.97 and Interest incurred during construction payment to Rural Development in the amount of $4,175.62 for a total of 61,633.59.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “absent”, Steve Subick “yes”.  Motion Carried. 

Guest/Public Comments:

  • Several customers attending the Board Meeting voiced complaints about the water pressure after the adjustments were made.  Village President Steve Subick asked Donna, Village Clerk, to compile a new list of complaints regarding water pressure voiced at the Board Meeting.  Donna will give the list to the Engineer John Rainwater.
  • Customers also complained about the culverts and ditch clean-up process.  John Rainwater explained once again that the contractors would be out once the weather cleared up and the ground was dry enough.
  • Bob Hubert, Trustee, mentioned there were several complaints regarding damage to culverts.  Steve Subick explained that the customer will have to provide documentation that the culvert was in fact damaged by the contractor.  Bob Hubert will compile a list of the customer complaints regarding culvert damage.
  • Bob Hubert also mentioned that the utility pole on the Village Hall property needs to be replaced.  The electrical box for the water tower was installed on the existing pole and he believes it is unstable and needs to be replaced.  Steve Subick said that all complaints should be in written form and submitted to him.
  • Steve Subick said that Rural Development will be scheduling a “Pre-Final Inspection” walkthrough of the water project in the near future.  All complaints should be in written format and submitted to Steve Subick, or the Village Hall Office. 
  • Steve Subick said he plans to purchase a new water locator device.
  • Blake Bertels requested to have his meter moved.
  • Linda Yurkovich asked when the property survey and property stakes be reinstalled for her property.  John Rainwater said it will be completed once the clean-up process is completed.
  • Teresa Eads asked what needed to be done to have 2 additional stop signs installed at the corner of South Main Street and Fourth Street.  Steve Subick said she would have to make a request in writing and submit to the Village Hall Office. 
  • Roslyn Bohannan said vehicles were cutting the corner on her property and driving through her yard.  She was told to call the local authorities if it continues to happen.

Steve Subick and Donna Heinke met with the new attorney for the Village of White City.  Jared Giuffre replaced Nicole Thomas as the City Attorney representing the Village of White City.  This was a brief meet and greet introduction meeting. 

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of March 13, 2019 Board Meeting Minutes: Motion to approve minutes made by Bob Hubert with 2nd from Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – 
  • Water –
  • Finance –
  • Police/Ordinance
  • Streets –  Steve Subick mentioned that once the clean-up process is completed by the Contractors, he will look into street repairs within the Village of White City.  The streets need to be oiled and chipped.
  • Building/Grounds/Utilities –

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (April 2019).  Craig Rimar made Motion to Approve April 2019 Bills with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Clerk Donna Heinke presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending March 31, 2019.  Shon Calvert made Motion to Approve March 31, 2019 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried.

Old Business

  • No Old Business

New Business 

  • Discussion was held to schedule White City Spring Clean-up Day for June 8, 2019.  Motion to Approve June 8, 2019 for White City Spring Clean-up Day for June 8, 2019 made by Craig Rimar with 2nd from Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Village President Steve Subick requested approval to hire Noah Buske as grounds keeper (cut grass/weeds/sewer pump station clean-up/general grounds clean-up).  Motion was made to hire Noah Buske by Brenda Subick with 2nd by Craig Rimar. Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.   Motion carried.
  • Discussion was held regarding postponing May Board Meeting from May 8 to May 15, 2019.  Motion was made to reschedule May Board Meeting to May 15, 2019 by Brenda Subick with 2nd from Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Adjournment:  Motion to Adjourn made by Brenda Subick with 2nd by Craig Rimar.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.  Meeting adjourned at 8:55 PM

Motion to Approve April 10, 2019 Minutes: Motion to Approve: Brenda Subick; 2nd Shon Calvert          

Date:  May 15, 2019

Roll Call:

S. Calvert –     Yes

B. Hubert –     Yes

C. Rimar –       Absent

B. Subick –     Yes

S. VanLoo -    Yes

S. Zubal –        Absent

S. Subick  -      Yes

Posted by:  Donna Heinke, Village Clerk                               Date:  May 17, 2019

March 13, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. March 13, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Stephanie Zubal absent; Craig Rimar present; Donna Heinke present; and Beth Peebles present.

Guest/Public Comments: 

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John fielded and answered questions received from customers regarding the water project.
  • John announced that he found a few meters with the pressure not set at the appropriate levels when they were originally installed.  He said he contacted the contractor and they will check meters for the pressure levels and they will make the necessary adjustments.
  • The contractor will rise meter bases as needed or required to keep them above water.
  • The pump station is fully operational and water is in the water tower. 
  • John said he will meet Steve Subick at the pump station on Thursday morning (3/14/19) to give instructions on running pump station.  He invited anyone on the Board to meet them as well.
  • John said the fence company is still waiting for weather to dry up so they can install the new fence around the water tower. 
  • To date there are 7 meters remaining to be install.  They are awaiting an order of additional meters. 
  • Clean-up process of culverts, ditches, etc. will be done by the Contractors.  They plan to begin clean-up process within the next couple of weeks or sooner when weather is better and ground has settled. 
  • March meter readings will be read manually.  Awaiting software updates for the Radio Read system to be fully operational.  All meters need to be scanned before software can be updated.    
  • John announced that if a customer chooses to make adjustments to the new water meters on their own without contacting the Village of White City, the customer will be responsible for any damages. 
  • Pay Estimate No. 11 Submittal/Resolution No. 8 (Korte-Luitjohan)   John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 10.  John stated that the pay estimate for Crawford & Associates will be approximately $30,000.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Resolution Number 10 made by Brenda Subick with 2nd by Scott VanLoo; Resolution Number 10 includes Pay Estimate No. 11 (Korte-Luitjohan Contractors) in the amount of $51,441.25.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of February 13, 2019 Board Meeting Minutes: Motion to approve minutes made by Shon Calvert with 2nd from Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “abstained”, Stephanie Zubal “absent”, Craig Rimar “abstained” Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer –  President Steve Subick said Carpenter Electric were called to test pump issues on Lift Station No. 6.  They replaced and reinstalled the pump.  They also checked the Timber Ridge Station pump for issues with alarm going off.  They cleaned the floats and made adjustments.  They rebuilt the pump so we have a spare.  A suggestion was made to have the remaining pump stations looked at to avoid major issues and/or costly repairs in the near future.
  • Water –
  • Finance –
  • Police/Ordinance
  • Streets –  A suggestion was made to possibly have the manholes replaced and/or repaired also to avoid major issues and/or costly repairs in the near future.
  • Building/Grounds/Utilities – Steve Subick and Donna Heinke met with Kim Allen, Rural Development, to discuss the grant for repairs to the Village Hall.  The pre-application has been approved by Rural Development.  Kim said we now need to complete the final application process and will need to obtain an additional estimate, as they require two estimates.

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (March 2019).  Bob Hubert made Motion to Approve March 2019 Bills with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending February 28, 2019.  Brenda Subick made Motion to Approve February 28, 2019 Balance Sheets; with 2nd by Craig Rimar.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried.

Old Business

  • No Old Business

New Business 

  • Village President Steve Subick announced the appointment of Linda Yurkovich as a member of the Zoning Board.  Karen Clarke is the Chairperson of the Zoning Board.  Motion made by Craig Rimar to accept the appointment of Linda Yurkovich with 2nd from Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried.

Adjournment:  Motion to Adjourn made by Craig Rimar with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “absent”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Meeting adjourned at 8:00 PM

Motion to Approve March 13, 2019 Minutes:  Motion to Approve:  Bob Hubert; 2nd Brenda Subick

Date:  April 10, 2019

Roll Call:

S. Calvert –     Yes

B. Hubert –     Yes

C. Rimar –       Yes

B. Subick –     Yes

S. VanLoo -    Yes

S. Zubal –        Absent

S. Subick  -      Yes

Posted by:       Donna Heinke, Village Clerk                          Date:  April 11, 2019

 

February 13, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. February 13, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert absent; Stephanie Zubal absent; Craig Rimar absent; Donna Heinke present; and Beth Peebles present.

Guest/Public Comments: 

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John fielded and answered questions received from customers regarding the water project.
  • John said the new users will experience lower water pressure than normal until the water tower is filled and pump station is up and running. 
  • Clean-up process of culverts, ditches, etc. will be done by the Contractors after project is completed.  Timeframe will be approximately May once dry weather is here and ground has dried up and settled. 
  • Radio Read system will be fully operational once all meters are scanned and system has been updated.  February readings will be manually read.  Anticipate that the radio read system will be fully operational for March readings. 
  • Antenna has been installed on Pump Station and power has been connected.  Phoenix Fabricators has been contracted to install the transfuser on the Water Tower. 
  • The fence company has contacted John Rainwater and once the weather breaks and the ground has dried up they will install the fence around the Water Tower.
  • There could possibly be a boil order in effect when the tower is filled.  The Tower has been treated and presently waiting for the testing report.  John will check with Bob Leonhardt to find out if a boil order is warranted during the time they fill the Water Tank.  Customers will be notified if White City is placed under a boil order.
  • Pay Estimate No. 10 Submittal/Resolution No. 8 (Korte-Luitjohan)   John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 9.  John stated that the pay estimate for Crawford & Associates will be approximately $30,000.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.   
  • Motion to Approve Resolution Number 9 made by Shon Calvert with 2nd by Brenda Subick; Resolution Number 9 includes Pay Estimate No. 10 (Korte-Luitjohan Contractors) in the amount of $31,440.92.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of January 9, 2019 Board Meeting Minutes: Motion to approve minutes made by Brenda Subick with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent” Steve Subick “yes”.  Motion carried.

Village President Steve Subick announced that our Village Attorney Nicole Thomas was leaving the firm Denby, Meno, Bloomer & Denby as of February 15, 2019.  Nicole mentioned that the firm assigned her cases to two attorneys at the firm.  Steve said he will contact the firm and discuss retaining the two new attorneys for Village of White City legal coverage.

Committee Reports

  • Sewer –
  • Water –
  • Finance –
  • Police/Ordinance
  • Streets –  
  • Building/Grounds/Utilities –

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (February 2019).  Shon Calvert made Motion to Approve February 2019 Bills with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending January 31, 2019.  Brenda Subick made Motion to Approve January 31, 2019 Balance Sheets; with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent” Steve Subick “yes”.  Motion carried.

Old Business

  • No Old Business

New Business 

  • Discussion was held regarding updating Zoning Map and Code for Village of White City.  There was a recent request regarding property located at 290 Lakeview Drive as to whether or not it was zoned as business or residential.  After extensive research and discussions with the Village Attorney the Village of White City determined that the property commonly known as 290 Lakeview Drive is currently zoned as B1 Business per zoning code of the Village of White City.  The zoning map for the Village is in the process of being updated to reflect accordingly.  Steve Subick will be scheduling a Zoning Board Meeting in the near future to further discuss the updates to the Zoning Map.  At this time the Village is requesting volunteers for the Zoning Committee.
  • Discussion was held to approve changes to Utilities Code 38-2-1(H)- Ordinance No. 391 – An Ordinance to Amend Paragraph (H) of Utilities Code 38-2-1(H) Article II – Rates and Regulations Contract for Utility Services.  Motion was made to Approve Ordinance No. 391 by Brenda Subick with 2nd by Shon Calvert.  Roll Call: Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent” Steve Subick “yes”.  Motion carried.
  • Discussion was held to approve Bid (Cash Lease) for Farming Ground (2.2 acres) located on Village of White City Property next to Village Hall Building.  Received bid from Paul Schneider for $377.00; also received bid from Brendin Petroline for $286.00.  Motion to accept Bid from Paul Schneider in the amount of $377.00 was made by Brenda Subick with 2nd from Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent” Steve Subick “yes”.  Motion carried.

Adjournment: Motion to Adjourn made by Shon Calvert with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “absent”, Stephanie Zubal “absent”, Craig Rimar “absent”, Steve Subick “yes”.  Motion carried.

Meeting adjourned at 8:20 PM

Motion to Approve February 13, 2019 Minutes:  Motion to Approve: Shon Calvert; 2nd Brenda Subick

Date:  March 13, 2019

Roll Call:

S. Calvert –     Yes

B. Hubert –     abstained

C. Rimar –       abstained

B. Subick –     Yes

S. VanLoo -    Yes

S. Zubal –        absent

S. Subick  -      Yes

Posted by:       Donna Heinke, Village Clerk                          Date:  March 14, 2019

January 9, 2019

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. January 9, 2019.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Stephanie Zubal present; Craig Rimar present; Donna Heinke present; and Beth Peebles present.

Guest/Public Comments: 

Water Project Report:

  • John Rainwater, Engineer with Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John stated that approximately 40-50 new meters were remaining to be set as of January 9, 2019.  There is no water in the water tower to date and power has not been completed for the pump station.  John anticipates that the power will be connected to the pump station during the week of January 14, 2019.  He explained that they are waiting on electrical connections from Ameren.
  • John said the new users will experience lower water pressure than normal until the water tower is filled and pump station is up and running. 
  • John said clean-up process of culverts, ditches, etc. will be done after project is completed.  Timeframe will be approximately May once dry weather is here and ground has dried up and settled.
  • Jordan Kettler, customer from Kings Lake, thanked the contractors on what a great job they were doing.  John said he would pass along the positive comment.
  • Pay Estimate No. 9 Submittal/Resolution No. 8 (Korte-Luitjohan) and Statement for Legal Services to Bond Attorney for Final Opinion of Bond Counsel  – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 7.  John stated that the pay estimate for Crawford & Associates will be approximately $30,000.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Resolution Number 8 made by Brenda Subick with 2nd by Shon Calvert; Resolution Number 8 includes Pay Estimate No. 9 (Korte-Luitjohan Contractors) in the amount of $78,190.29 and Statement for Legal Services to Bond Attorney for Final Opinion of Bond Counsel in the amount of $350.00.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested. 

Approval of December 12, 2018 Board Meeting Minutes: Motion to approve minutes made by Brenda Subick with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried. 

Approval of January 3, 2019 Water Committee Meeting Minutes: Motion to approve minutes made by Craig Rimar with 2nd from Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried. 

Committee Reports

  • Sewer –
  • Water – Committee met January 3, 2019
  • Finance –
  • Police/Ordinance – Craig Rimar asked about ordinance violations.  Steve Subick requested that he send bring copies of the ordinance he believes are in violation along with the address of the property.  Letters will be sent out to those residents.  In the event the resident does not comply with the violation notice the Village will contact the Village Attorney to proceed with further notices.
  • Streets –  
  • Building/Grounds/Utilities –

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (January 2019).  Craig Rimar made Motion to Approve January 2019 Bills with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending December 21, 2018.  Brenda Subick made Motion to Approve November 30, 2018 Balance Sheets; with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried

Old Business

  • Discussed updating the Village Website.  Steve Subick contacted the Rural Water Impact which is associated with the Illinois Rural Water Association.  The Website would come equipped with system alerts and communication with residents.  There are several types of services they would provide.  They will contact Donna to begin the process of setting up the new Website for the Village.  Brenda Subick made Motion to Approve setting up the new Website with the Rural Water Impact with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes” Steve Subick “yes”.  Motion carried.

New Business

  • Discussed making changes to the current Utilities Code 38-2-1 regarding “Hearing Notice” for customers who are late with payments.  The Village Attorney has the information and is reviewing and will submit an updated Ordinance for the Board’s review/approval at the February Board Meeting.
  • Discussed changes to Utilities Code 38-4-10 “Water Tap-on-Fees”.  Mike Canny is reviewing the water improvement project and will provide his update at the February Board Meeting.
  • Received two bids for farming ground located on Village of White City property.  Bid received from Paul Schneider for farming the 2.2 acres in the amount of $377.00.  Bid received from Brendin Petroline for farming the 2.2 acres in the amount of $286.00.  This topic was tabled and will be discussed and awarded as cash lease during the February Board Meeting.
  • The Village Board discussed the water leaks at Kings Lake and White City Road.  Village President Steve Subick opened up for discussion with several residents of Kings Lake.  There were several questions as to why they were not informed of the leak earlier.  Steve explained that the residents of Kings Lake were under a Co-op that at one time was handled by Arlas Bessemer.  Steve said he contacted Ms. Bessemer regarding the water leak.  Steve explained that the leak was after the Master Meter and not the individual customer meters.  Two proposals were discussed.  The first was to bill the customers of Kings Lake and White City Road for the last month (November) of the leak and prorate charge among the 17 current users.  The second was not to charge the customers anything for the water leak.  A motion was made by Craig Rimar not to charge the Kings Lake and White City Road Customers with the water leak with a 2nd by Stephanie Zubal.  Roll Call:  Brenda Subick “Nay”, Shon Calvert “Nay”, Scott VanLoo “Nay”, Bob Hubert “Yes”, Stephanie Zubal “Yes”, Craig Rimar “Yes”, and Steve Subick “Yes”.  Motion carried.  No charges will be incurred by the Kings Lake Residents or the White City Road Residents for the leaks.

Adjournment: Motion to Adjourn made by Craig Rimar with 2nd by Stephanie Zubal.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Meeting adjourned at 8:25 PM

Motion to Approve January 9, 2019 Minutes:  Motion to Approve:  Brenda Subick, 2nd S. Calvert

Date:  February 13, 2018

Roll Call:

S. Calvert – Yes

B. Hubert – Absent

C. Rimar –  Absent

B. Subick – Yes

S. VanLoo – Yes

S. Zubal – Absent

S. Subick  -Yes

Posted by:    Donna Heinke, Village Clerk                                          Date:  February 15, 2019

December 12, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. December 12, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Bob Hubert present; Donna Heinke present; Beth Peebles present. Stephanie Zubal absent; Craig Rimar absent.

Guest/Public Comments:  No Public Comments

Water Project Report:

  • John Rainwater, Engineer from Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • John stated that approximately 50 new meters have been set as of December 12, 2018.  This leaves approximately 130 remaining meters to be set.  There is no water in the water tower to date and power has not been completed for the pump station.  It will be approximately 3 to 4 weeks before electric is completed to the pump station as well as water in the water tower.
  • John said the new users will experience lower water pressure than normal until the water tower is filled and pump station is up and running. 
  • Glenn Marburger, White City’s meter reader, asked if he would be manually reading meters for December.  John said yes, the meters will be manually read until all meters are installed and the remote system has been installed on the Clerk’s computer.  John put together a spreadsheet with the older meter readings as they remove them and set in the new meters. 
  • Customer Christine Jones inquired about meters on vacant lots.  She owns a lot on Bono Road and has requested that a new meter be set in on the lot due to the fact that the lot did have an old meter.  Steve Subick said the Board will be meeting in early January to discuss a possible monthly fee for meters on vacant lots, as the equipment is new and a charge will need to be accessed on all properties with new meters.  Mrs. Jones also asked if they were going to come back through and clean up properties?  John said yes once all meters are set and water tower and pump station is up and running they will send crews back out to clean up properties with dirt and/or rock.
  • Customer Ray Kohlhaas asked when the contractors would be replacing meters in his area.  John did not have a specific timeframe as to when contractors would be in any specific area.  They would be moving into the Fourth Street area within the next week or so.
  • Change Order for Phoenix Fabricators is for the electrical meter base for the Water Tower to power pole at the cost of $2,794.
  • Change Order for Korte-Luitjohan includes the excavation to existing water/sewer castings at the cost of $28,125.91.
  • Pay Estimate No. 8 Submittal (Korte-Luitjohan) and Pay Estimate No. 6 for Phoenix Fabricators  (Resolution No. 7) – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Crawford & Associates for Resolution No. 7.  John stated that the pay estimate for Crawford & Associates will be approximately $25,000 to $30,000 and will be included in January’s pay request.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Change Order for Phoenix Fabricators in the amount of $2,794 made by Bob Hubert with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.
  • Motion to Approve Change Order for Korte-Luitjohan in the amount of $28,125.91 made by Brenda Subick with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.
  • Motion to Approve Resolution Number 7 made by Bob Hubert with 2nd by Brenda Subick; Resolution Number 7 includes Pay Estimate No. 8 (Korte-Luitjohan Contractors) and Phoenix Fabricators Pay Estimate Number 6.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of November 14, 2018 Board Meeting Minutes: Motion to approve minutes. Bob Hubert made motion to approve with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer –Shon Calvert said Sewer Pump Station #6 has been running smoothly since repairs were completed.
  • Water –
  • Finance –
  • Police/Ordinance –
  • Streets –  Steve Subick and Donna Heinke met with Doug Ratermann (HMG) on November 29, 2018 to discuss the close out of 2018 MFT Resolution and prepared the 2019 MFT Resolution No. 388. 
  • Building/Grounds/Utilities – Steve Subick said the Village Truck has been repaired.

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (December 2018).  Discussion was held regarding the charge from Vandevanter Engineering.  Steve Subick explained that they charged a fee in the amount of $548 to look at the Sewer Pump Station #6 and provide an estimate.  Steve called and spoke with them and they explained this charge was considered a service call even though they did not perform a service just provided an estimate.  Shon Calvert made Motion to Approve December 2018 Bills with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “nay”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending November 30, 2018.  Brenda Subick made Motion to Approve November 30, 2018 Balance Sheets; with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Clerk Donna Heinke and Treasurer Beth Peebles met with Gina Gucciardo, CPA, on December 5, 2018.  Gina made the necessary journal entries to the QuickBook System based on the 2018 Audit.

Discussion was held regarding the water leak at Kings Lake and White City Road.  The Board agreed to schedule a separate Water Committee Meeting to further discuss this topic.  Also during this meeting the Board will discuss the fee for charges to vacant lots with new meters set in.  Steve asked Donna to schedule this meeting the first week of January, before the next Board Meeting.

Steve asked Donna to contact Gina Gucciardo to see if she would be interested in reviewing the current water charges and possibly meeting with the Board to discuss water charges for the future.

President Steve Subick will call Ranger to discuss the possibility of having them look at the leak at Kings Lake, and possible get an estimate to what it would take to repair.  There is a possibility that the Contractors will have the Kings Lake Residents on the new water system by the end of November, which would eliminate the need to repair the leak as it will be disconnected due to the new water system.

Old Business

New Business

  • Review/Approve Resolution No. 388 – (MFT) Maintenance of Streets and Highways by Municipality Under the Highway Code for 2019 (IDOT).  Discussion was held regarding the 2019 MFT Resolution.  Steve Subick said if the Village needed to amend the Resolution in the Spring that could be done with no problem.  In the event the Village needed to purchase additional rock or road patch for the future.  Motion to approve 2019 MFT Resolution No. 388 made by Bob Hubert with 2nd by Scott VanLoo.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Review/Approve Ordinance No. 389 – Ordinance Adopting Meeting Schedule for the Village of White City Board of Trustees for 2019.  Motion to Approve Ordinance No. 389 made by Bob Hubert with 2nd by Brenda Subick. Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.  
  • Review/Approve Ordinance No. 390 – Ordinance Adopting Holiday Schedule for the Village of White City’s Clerk’s Office for 2019.  Motion to Approve Ordinance No. 390 made by Brenda Subick with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried. 
  • Per Ordinance 11-1-17(A) Approve bonus for Village employees.  Discussion was held to approve bonus for Village of White City employees in the amount of $25.00.  Motion to Approve bonus for Village employees made by Bob Hubert with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried. 
  • IML Insurance Coverage for Water Tower & Water Pump Station.  Donna contacted our IML Insurance Contact Eric Little to discuss insurance coverage for the Water Tower and Pump Station.  Eric said yes the Village will need to amend the current insurance coverage plan once the Pump Station and Water Tower are up and running.  During the construction period Eric said the coverage would be covered by the contractors.   
  • Discuss drafting Ordinance setting water system tap on fee and Ordinance setting new water rates.  Discuss installation of new meters on vacant properties.  The Board agreed that this topic would be discussed during the Water Committee meeting in January. 
  • Discuss updating Website for the Village of White City.  Steve contacted the National Rural Water Association regarding setting up a new Website for the Village.  The Website would come equipped with system alerts and communication with residents.  There are several types of services they would provide.  Bob Hubert volunteered to contact a few local cities to compare what they have for websites. 

Adjournment: Motion to Adjourn made by Bob Hubert with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Meeting adjourned at 9:00 PM

Motion to Approve December 12, 2018 Minutes:  Motion to Approve made by Brenda Subick with 2nd by Shon Calvert.

Date Approved:   January 9, 2019

Roll Call:

Shon Calvert –          Yes  

Bob Hubert –            Yes

Craig Rimar –            Abstained

Brenda Subick -         Yes

Scott VanLoo -           Yes

Stephanie Zubal -      Abstained

Steve Subick  -            Yes

Posted by:  Donna Heinke, Village Clerk                   Date:  January 11, 2019

 

November 14, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. November 14, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Shon Calvert present; Scott VanLoo present; Stephanie Zubal present; Bob Hubert present; Donna Heinke present. Brenda Subick absent; Craig Rimar absent; Beth Peebles absent.

Guest/Public Comments:  No Public Comments

Water Project Report:

  • John Rainwater, Engineer from Crawford and Associates, provided an updated on the Water Project for the Village of White City. 
  • The electrical meter base for the Water Tower to power pole was completed at the cost of $2,794 which will be on next month’s pay estimate.
  • The excavation to existing water/sewer casings made by Korte-Luitjohan, upon EPA review and approval, at the cost of $28,125.91 will be on next month’s pay estimate.
  • John said they received the EPA permit approval.  Contractors will begin to set the new meters by November 19, 2018, beginning with Kings Lake residents; then move to White City Road; Bono Road; Wolf Road; 4th Street into the Village of White City. Once new meters are installed there will be a dual system for meter readings until all meters have been replaced.
  • Pay Estimate No. 7 Submittal (Korte-Luitjohan) and Pay Estimate for Crawford and Associations (Resolution No. 6) – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  John mentioned that there was not a pay estimate submitted for Phoenix Fabricators on this Resolution No. 7.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment. 
  • Motion to Approve Resolution Number 6 made by Stephanie Zubal with 2nd by Shon Calvert; Resolution Number 6 includes Pay Estimate No. 7 (Korte-Luitjohan Contractors) and Crawford & Associates Engineering Pay Estimate.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested. 

Approval of October 10, 2018 Board Meeting Minutes: Motion to approve minutes. Stephanie Zubal made motion to approve with 2nd from Bob Hubert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried. 

Approval of October 23, 2018 Committee Meeting Minutes: Motion to approve minutes. Shon Calvert made motion to approve with 2nd from Stephanie Zubal.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried. 

Committee Reports

  • Sewer – Sewer Pump Station #6 Committee Meeting held 10/23/18 – Approved Pump Shop for repairs to Sewer Pump Station #6.  Repairs/Maintenance to Sewer Pump Station #6 has been completed and everything is running smoothly with no issues to date.Shon Calvert will remove all of the old pipes and take them to Mullen’s Salvage.White’s Sanitation was onsite for two days pumping out sewer and taking to Gillespie to dump.
  • Water –
  • Finance –
  • Police/Ordinance –
  • Streets –  Meeting with Doug Ratermann (HMG) scheduled for 11/27/18.  President Steve Subick invited Board Members to attend meeting.
  • Building/Grounds/Utilities –  

Treasurer’s Report

  • Approval of the bills – Reviewed Bills (November 2018).  Bob Hubert made Motion to Approve November 2018 Bills with exception of Vandevanter Engineering Bill; with 2nd by Shon Calvert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.
  • Clerk Donna Heinke presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending October 31, 2018.  Stephanie Zubal made Motion to Approve October 31, 2018 Balance Sheets; with 2nd by Bob Hubert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried. 

Discussion was held regarding the water leak at Kings Lake and White City Road.  President Steve Subick will call Ranger to discuss the possibility of having them look at the leak at Kings Lake, and possible get an estimate to what it would take to repair.  There is a possibility that the Contractors will have the Kings Lake Residents on the new water system by the end of November, which would eliminate the need to repair the leak as it will be disconnected due to the new water system. 

Bob Hubert discussed the possibility of replacing culverts for residents.  He made the suggestion to use MFT funds to repair or replace old/damaged culverts. 

Old Business

  • Discussed the purchase of new Salt Spreader at the cost of $2,065.  President Steve Subick explained the cost to purchase is $2,065, and with installation the cost would be $2,275.  Bob Hubert made Motion to Approve purchase of new Salt Spreader with 2nd by Shon Calvert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried. 

New Business

  • The Board reviewed the Tax Levy Ordinance No. 386.  A Motion to approve Ordinance No. 386 Tax Levy for the Village of White City was made by Bob Hubert with 2nd from Shon Calvert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.
  • The Board reviewed Resolution No. 387 – Resolution to Borrow Funds from General Savings Account for Repairs to Sewer Station No. 6.  A Motion to approve Resolution No. 387 was made by Shon Calvert with 2nd by Bob Hubert.  Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.

Adjournment: Meeting moved to adjourn by Shon Calvert at 8:45 pm with 2nd by Stephanie Zubal. 

Roll Call:  Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 8:45 pm 

Motion to Approve Minutes for November 14, 2018 – Motion to Approve made by Bob Hubert with 2nd by Shon Calvert. 

Date Approved:   December 12, 2018 

Roll Call:

Shon Calvert –       Yes  

Bob Hubert –        Yes

Craig Rimar –       Absent

Brenda Subick –    Abstained

Scott VanLoo -     Yes

Stephanie Zubal –  Absent

Steve Subick  -      Yes

Posted by:   Donna Heinke, Village Clerk                  Date:  December 13, 2018

 

 October 10, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. October 10, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Stephanie Zubal present; Bob Hubert present; Beth Peebles present; Donna Heinke present. Craig Rimar arrived 7:07 pm.

Guest/Public Comments: 

  • John Rainwater, Engineer from Crawford and Associates, provided an updated on the Water Project for the Village of White City.  John announced that all water lines are in the ground and ready for line connection.  Water Tower Construction is completed.
  • A question was raised by Gary Buske regarding water line connection from meter to home.  John explained that the lines will be reconnected at the meter to the residence once the new meters are installed.
  • John also explained that for residents who required repairs to ditches they will be recut and cleaned-up
  • Gary Buske commended the work crews on what a great job they were doing during the construction of the new water project. 
  • John said that water samples were collected and sent for testing on October 9, 2018.  He expects the results from the testing to be received by mid to end of the month.  Once samples have been cleared by EPA services to customers will begin. 
  • The Pump House Construction will begin by mid-month.
  • John mentioned that there are a few services in the Kings Lake residential area that will need to be re-evaluated on an individual basis.
  • John mentioned that there is $100,000 contingency money built into the contract.  They have expended approximately $25,000 of that money to date due to water break repairs.  John suggested using contingency money to have contractor’s move/set-up meters to locations where they need to be as directed by Crawford & Associates.  The Board agreed to be fair to all customers to move meters as required at the direction of Crawford & Associates to the Contractors.
  • Once new meters are installed there will be a dual system for meter readings until all meters have been replaced.
  • Discussion was held regarding the Timber Lake Golf Course meters.  John will evaluate changing locations to move the meter from the current location.
  • Bob Hubert asked if locators were going to be installed.  John said it is not in the project budget but it can be done with contingency funds.

Pay Estimate No. 6 Submittal (Korte-Luitjohan); Pay Estimate No. 5 (Phoenix Fabricators); and Pay Estimate for Crawford and Associations (Resolution No. 5) – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Brenda Subick made Motion to approve Resolution Number 5 with 2nd by Shon Calvert; Resolution Number 5 includes Pay Estimate No. 6 (Korte-Luitjohan Contractors); Pay Estimate No. 5 (Phoenix Fabricators); Crawford & Associates Engineering Pay Estimate; and Interest Payments for the two Rural Development Loans for the Water Improvement Project.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Approval of September 12, 2018 Board Meeting Minutes: Motion to approve minutes. Bob Hubert made motion to approve with 2nd from Craig Rimar.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “abstained”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Estimate from Vandevanter Engineering for Repairs to Lift Station No. 6.
  • Water –
  • Finance – The 2017/2018 Draft Audit for the Village of White City was received from Mike Canny.
  • Police/Ordinance –
  • Streets –  
  • Building/Grounds/Utilities –

A discussion was held regarding the extra dirt from the water project construction.  Bob Hubert mentioned some customers were receiving dirt and others than had previously requested the dirt was not receiving any.  Steve Subick told Bob to talk to John Rainwater if he or others needed dirt.  John is the point of contact and would have the contractors deliver the dirt.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (October 2018).  Stephanie Zubal made Motion to Approve; with 2nd by Craig Rimar.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending September 30, 2018.  Beth also presented the Report for the 3rd Quarter balances from QuickBooks.  Stephanie Zubal made Motion to Approve September 30, 2018 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Old Business – There was no old business to discuss.

New Business

  • The Board reviewed the 2017/2018 Draft Audit for the Village of White City.  There were no issues with the Audit.  A Motion to approve the 2017/2018 Draft Audit was made by Craig Rimar with a 2nd from Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Discussion held regarding Sewer Pump Station No. 6 repairs.  Received estimate from Vandevanter Engineering for Repairs to Lift Station No. 6.  The Board agreed to obtain additional estimates for repairs to Sewer Station No. 6.  A committee meeting was scheduled for October 23, 2018 to review the additional bids received.

Adjournment: Meeting moved to adjourn by Craig Rimar with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 8:05 pm

Motion to Approve Meeting Minutes for October 10, 2018 – Motion to Approve made by Stephanie Zubal with 2nd by Bob Hubert. 

Date Approved:  November 14, 2018

Roll Call:

Shon Calvert –    Yes

Bob Hubert –      Yes        

Craig Rimar –     Absent

Brenda Subick –  Absent

Scott VanLoo -   Yes

Stephanie Zubal -Yes

Steve Subick  -    Yes

Posted by:   Donna Heinke, Village Clerk                  Date:  November 16, 2018


September 12, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. September 12, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Scott VanLoo present; Stephanie Zubal absent; Beth Peebles present; Donna Heinke present. Bob Hubert arrived 7:05 pm; Craig Rimar arrived 7:10 pm.

Guest/Public Comments: 

  • John Rainwater from Crawford and Associates provided an updated on the Water Project for the Village of White City.  John announced that the contractors were working on the north side of Highway 138.  John mentioned that the contractors from Korte-Luitjohan will not be working in White City during the week of September 17.  
  • Discussion was held regarding the water lines for residents located on Oak Creek Trail.  Replacement of the water lines is in the current plans for the new Water Improvement Contract.  The Board agreed to replace the water lines as stated in the existing contract plans for the Oak Creek Trail residents.
  • John Rainwater said there was a $100,000.00 contingency amount built into the original Contract.  To date, John said approximately $20,000.00 has been used to repair broken water lines.
  • A few Kings Lake residents will need to have meters moved and service lines updated.
  • Target Date for completion of Pump Station is mid-October.  Pump Station will be located at the Staunton Reservoir Dam. 
  • They will be pressure recording/testing the new lines.  They will flush the new lines as well.  Samples will be sent to EPA.
  • Lettering on the Water Tower will be changed/updated.  Complaints were received regarding the “W” in White, as well as the spacing in between White City.
  • A question was raised regarding the new fire hydrants.  John explained that new flush hydrants are being installed. 
  • A question was raised regarding the new water meters.  All meters will be changed to the new radio read meters with a ¾ inch yolk.
  • A question was asked regarding the boil order and when the order may be lifted.  Estimated time frame is approximately 2-3 weeks.  Once all the new water lines have been installed, water will be tested and sent for evaluation.  Once White City receives all clear, a notice will be posted at the Village Hall; updates will be on the Village website; and an updated phone message will be on the Village Hall phone.
  • Pay Estimate No. 5 Submittal (Korte-Luitjohan); Pay Estimate No. 4 (Phoenix Fabricators); and Pay Estimate for Crawford and Associations (Resolution No. 4) – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Brenda Subick made Motion to approve Resolution Number 4 with 2nd by Scott VanLoo; Resolution Number 4 includes Pay Estimate No. 5 (Korte-Luitjohan Contractors); Pay Estimate No. 4 (Phoenix Fabricators); and Crawford & Associates Engineering Pay Estimate.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”; Bob Hubert “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion Carried.

Approval of August 15, 2018 Board Meeting Minutes: Motion to approve minutes. Brenda Subick made motion to approve with 2nd from Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Craig Rimar “abstained”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer –
  • Water –
  • Finance – The 2017/2018 Audit for the Village of White City is underway.  Donna (Village Clerk) contacted Mike Canny regarding the audit.  He said everything is in order and he should have a copy of the audit for the Board before the next Board Meeting. 
  • Police/Ordinance –
  • Streets –  
  • Building/Grounds/Utilities – Rick Heinke has been cutting grass and cleaning up the Village Hall grounds.  He cleaned the weeds from the dugout areas around the old ballfield.  The Board mentioned he is doing a great job. 

Bob Hubert asked if the Village Truck was operable?  Steve Subick said no the truck is still inoperable.  Glen Marburger has been taking the Village Car to read meters.  It was suggested that a log of vehicle repairs, etc. be kept.  The Village Clerk has all receipts on vehicle repairs since September 2016. 

Bob Hubert discussed purchasing a new salt spreader.  Steve Subick said he would get an estimate for a new salt spreader before the next Board Meeting.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (September 2018).  Craig Rimar made Motion to Approve; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending August 31, 2018.  Brenda Subick made Motion to Approve August 31, 2018 Balance Sheets; with 2nd by Craig Rimar.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”, Craig Rimar “yes”, Steve Subick “yes”.  Motion carried.

Closed Session to discuss Personnel/Litigations/Appointments – No Closed Session was requested.

Old Business

New Business

  • Discussion was held regarding sending reminder letters to Residents of the Village of White City regarding Ordinance violations.  It was decided that letters will be sent out on an individual basis to Ordinance violators.  In the event the resident does not adhere to the Ordinance Violation letter, the Village of White City will contact the Village Attorney to pursue legal action.
  • Donna (Village Clerk) met with Pete Duncan, Macoupin County Clerk on Friday, September 7, 2018 regarding the upcoming Election for 2019.  The Pre-Filing Notice for the April 2, 2019 Consolidated Election was posted on September 13, 2018.  Independent candidate petitions will be available to be picked up from the Village Clerk’s Office beginning Tuesday, September 25, 2018.  Candidates wishing to seek election to local Government of the Village of White City are required to file nominating petitions with the Village Clerk beginning Monday, December 10, 2018 through Monday, December 17, 2018.  Available seats are:  three open seats for Trustee-4 year term; two open seats for Trustee-2 year Unexpired Term.  If you need additional information you may contact Donna (Village Clerk) at 217-999-6123.

Adjournment: Meeting moved to adjourn by Craig Rimar with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Scott VanLoo “yes”, Bob Hubert “yes”,

Craig Rimar “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 8:30 pm

Motion to Approve Minutes for September 12, 2018 – Motion to Approve Bob Hubert; 2nd Craig Rimar

Date Approved:  October 10, 2018

Roll Call:

Shon Calvert –    Yes   

Bob Hubert –     Yes   

Craig Rimar –    Yes

Brenda Subick – Yes

Scott VanLoo -  Yes

Stephanie Zubal – abstained

Steve Subick  -   Yes

Posted by:   Donna Heinke, Village Clerk                      Date:  October 12, 2018

 

August 15, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. August 15, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Stephanie Zubal present; Beth Peebles present; Donna Heinke present. Bob Hubert absent; Craig Rimar absent;

Guest/Public Comments: 

  • John Rainwater from Crawford and Associates provided an updated on the Water Project for the Village of White City.  John announced that as of August 15 Contractors completed work to on Fourth Street to White City Road.  Water Tower construction is completed.  In process of preparing Tower for painting.  The Village Board decided to paint Tower white with the letters White City in purple.  Letters will face toward the Village of White City.   
  • Pay Estimate No. 4 Submittal (Korte-Luitjohan); Pay Estimate No. 3 (Phoenix Fabricators); Pay Estimate for Crawford and Associations; and Village Attorney Fees– Water Improvement Project.  John Rainwater discussed the Pay Estimates.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Brenda Subick made Motion to approve Resolution Number 3; includes Pay Estimate No. 4 (Korte-Luitjohan Contractors); Pay Estimate No. 3 (Phoenix Fabricators); Crawford & Associates Engineering Pay Estimate; and Village Attorney Fee Statement with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.

Approval of July 11, 2018 Board Meeting Minutes: Motion to approve minutes. Brenda Subick made motion to approve with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Stephanie Zubal “yes”,  Shon Calvert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer –
  • Water – Water Main Break on August 1, 2018 and August 9, 2018.  Both breaks were repaired in a reasonable amount of time and water was restored to customers.  However, the Village of White City remains under a boil order until further notice.  This is due to ongoing Construction on the water lines.
  • Finance – The 2017/2018 Audit for the Village of White City is underway.  All required documents have been given to our Accountant Mike Canny.
  • Police/Ordinance –
  • Streets –  
  • Building/Grounds/Utilities – Trustee Brenda Subick has volunteered to paint the Handicapped Accessible Restroom.  All repairs to the restroom have met the ADA Compliance requirements.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (August 2018).  Stephanie Zubal made Motion to Approve; with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending July 31, 2018.   Stephanie Zubal made Motion to Approve July 31, 2018 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.

Old Business

Closed Session to discuss Personnel/Litigations/Appointments – S. Subick requested Motion to hold Closed Session.  Shon Calvert made Motion to go to closed session with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”; Shon Calvert “yes”; Stephanie Zubal “yes”; Steve Subick “yes”.  Village Board went into closed session at 7:26 pm. 

Board returned to regular order of business at 7:40 pm.  Motion to return to regular order of business was made by Brenda Subick with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”; Shon Calvert “yes”; Stephanie Zubal “yes”; Steve Subick “yes”.

New Business

  • Appointment of Scott VanLoo to fill vacant Trustee seat.  Steve Subick asked for a Motion to Approve Appointment of Scott VanLoo as Board Trustee; Brenda Subick made Motion to approve appointment of Scott VanLoo with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.  Scott VanLoo was sworn in as Village Trustee during the Board Meeting August 15, 2018.
  • Steve Subick asked for a Motion to Approve to Hire Rick Heinke part-time to take of Village Hall grounds (cut grass/weeds/general clean-up) during the summer months at $12.00 per hour.  Shon Calvert made Motion to Approve hiring Rick Heinke as part-time grounds keeper with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried. 
  • Discussion was held regarding colors for the pump station which will be located at the Staunton Reservoir.  Board of Trustees agreed with light stone color for the siding of the pump house; with surrey beige for the roof.

Adjournment: Meeting moved to adjourn by Shon Calvert with 2nd by Stephanie Zubal.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”. 

Meeting adjourned at 7:50 pm

Motion to Approve:  Bob Hubert; 2nd Brenda Subick

Minutes for August 15, 2018 – Approved/Date:  September 12, 2018

Roll Call:

Shon Calvert –    Yes   

Bob Hubert –     Yes   

Craig Rimar –    abstained  

Brenda Subick – Yes

Scott VanLoo -  Yes

Stephanie Zubal – absent

Steve Subick  -   Yes

Posted by:   Donna Heinke, Village Clerk                  Date:  September 12, 2018

 

July 11, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. July 11, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Stephanie Zubal present; Bob Hubert absent at roll call; present at 7:20 pm; Beth Peebles present; Donna Heinke present.  Craig Rimar absent.

Guest/Public Comments: 

  • John Rainwater from Crawford and Associates provided an updated on the Water Project for the Village of White City.  John announced that the construction work is approximately 38% and the Water Tower is approximately 54% complete.  This is as of July 11, 2018.   The Water Tower should be standing within the next couple of weeks and then painting will be done.  The total project is required to be completed by year-end.  The pump station will be located at the Staunton Reservoir. 
  • John explained the Pay Estimates submitted from Korte-Luitjohan; Phoenix Fabricators; Crawford and Associates; and the Bond Attorney Fees.
  • Residents from Kings Lake attended the Board Meeting and a discussion was held with the Engineer John Rainwater regarding the installation of the new water lines for Kings Lake Residents.  Mr. Rainwater explained that there may possibly be additional expenses incurred to a few Kings Lake Residents with moving water lines and meters, due to the current location.  If at all possible they hope that there will be no additional costs to the individual customers.  However, at this time, it is possible a few customers may incur additional costs to move the water lines and/or meters closer to the main water meter.
  • Paul Goldasich asked when the construction will begin at Oak Creek Trail and if permits were needed from the State.  John Rainwater said it would be September timeframe before the contractors would be replacing those lines.  He will check into the permit from the State.
  • Resident on Evergreen Lane (off Bono Road) does not have water line at the current time.  The cost for the water line from her residence to the main will be at customer’s cost.
  • Don Brummworth asked about the timeframe as to when the new system will be activated.  The total project is required to be completed by year-end.  Once the new pump station is installed the Contractors will test for pressure.  The Pump Station will not have a generator back-up.
  • Village President Steve Subick mentioned that there may be a possible cost to customers in the future, however there is not a timeframe as to what definitely will have be completed and at what cost.  The Village will keep additional costs to the customer at a minimal.  This topic will be discussed further at the August Board Meeting.

Approval of June 13, 2017 Board Meeting Minutes: Motion to approve minutes. Brenda Subick made motion to approve with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Stephanie Zubal “yes”,  Shon Calvert “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Carpenter Electric will look at all Sewer Lift Stations to see if repairs need to be made to the lift stations.
  • Water –
  • Finance – Village Clerk Donna Heinke met with Accountant Mike Canny on July 9 to begin the 2017/2018 audit for the Village of White City.  Mike said he did not foresee any issues with the audit.
  • Police/Ordinance –
  • Streets –  Repairs to streets/pot holes are being done on an as needed basis.  Once the new water system has been completed an overview of streets will be conducted and repairs will be made. 
  • Building/Grounds/Utilities – Repairs and updates to the Restroom at the Village Hall have been completed and is now in compliance under the Americans with Disabilities Act (ADA).

The Village Truck is inoperable needing additional repairs.  The police vehicle is now being used as a Village vehicle.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (July 2018).  Bob Hubert made Motion to Approve; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending June 2018.   Brenda Subick made Motion to Approve June 2018 Balance Sheets; with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Old Business

New Business

  • Pay Estimate No. 3 Submittal (Korte-Luitjohan); Pay Estimate No. 2 (Phoenix Fabricators); Pay Estimate for Crawford and Associations; and Bond Attorney Fee Statement– Water Improvement Project.  John Rainwater discussed the Pay Estimates.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Motion to approve Pay Estimate No. 3; Pay Estimate No. 2; Crawford & Associates Pay Estimate; and Bond Attorney Fee Statement made by Brenda Subick with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.
  • Review/Approve Ordinance Number #379 – Prevailing Wages for Public Works performed for the Village of White City.  Motion to approve Ordinance #379 made by Bob Hubert with 2nd by Stephanie Zubal.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.
  • Review/Approve Ordinance #384 – Ordinance Adopting a Remote Participation Policy.  Motion to Approve Ordinance #384 made by Brenda Subick with 2nd by Shon Calvert. Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.
  • Review/Approve Ordinance #385 – Dissolve Park Board for the Village of White City.  Motion to Approve Ordinance #385 made by Brenda Subick with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.
  • Review/Approve Contract with DC Waste & Recycling for Curb Side Residential Refuse Collection & Disposal Services for the Village of White City.  Motion to Approve Contract made by Brenda Subick with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.

Closed Session to discuss Personnel/Litigations/Appointments – S. Subick requested Motion to hold Closed Session.  Bob Hubert made Motion to go to closed session; Shon Calvert 2nd Motion.  Roll Call:  Brenda Subick “yes”; Shon Calvert “yes”; Bob Hubert “yes”; Stephanie Zubal “yes”; Steve Subick “yes”.  Village Board went into closed session at 8:25 pm. 

Board returned to regular order of business at 8:45 pm with no immediate action taken.  Motion to return to regular order of business was made by Brenda Subick with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”; Shon Calvert “yes”; Bob Hubert “yes”; Stephanie Zubal “yes”; Steve Subick “yes”.

Discussion was held regarding how to enforce City Ordinance Violations.  Village President Steve Subick said an individual can file complaint with the Village Office.  Once complaint is reviewed a letter will be sent to the customer stating the Ordinance Violation.

Due to scheduling conflict the August 8 meeting has been rescheduled to August 15, 2018.  Board of Trustees agreed to change in date for August meeting.  Village Clerk will post change at Village Hall and on the Village Website.

Adjournment: Meeting moved to adjourn by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 8:55 pm

Motion to Approve:  Brenda Subick; 2nd Shon Calvert

Minutes for July 11, 2018 – Approved/Date:  August 15, 2018

 Roll Call:

Shon Calvert –     Yes

Bob Hubert –       Absent

Craig Rimar –      Absent

Brenda Subick -   Yes

Stephanie Zubal – Yes

Steve Subick  -     Yes

Posted by:   Donna Heinke, Village Clerk                  Date:   August 17, 2018

June 13, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. June 13, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Stephanie Zubal present; Bob Hubert absent at roll call; present at 7:40 pm; Beth Peebles present; Donna Heinke present.  Craig Rimar absent.

Guest/Public Comments: 

  • John Rainwater from Crawford and Associates provided an updated on the Water Project for the Village of White City.  Construction has begun on the Water Improvement Project.  In process of installing Water Tower.  Began installing water lines on Bono Road.  John explained the Pay Estimates submitted from Korte-Luitjohan; Phoenix Fabricators and Crawford and Associates.
  • Steve Subick and Bob Hubert joined William Lytle on a visit to Avon, Indiana to tour the Phoenix Fabricators Plant.
  • Customer Jo Painter asked if her water meter could be moved from the current location.  Mr. Rainwater (Crawford Engineer) said it could be moved if the current location is not in a proper and safe location.  Construction has not begun within the Village of White City.  They will evaluate the location of meters when they near installation.

Closed Session to discuss Personnel/Litigations/Appointments – No closed session was requested.   

Approval of May 9, 2017 Board Meeting Minutes: Motion to approve minutes. Brenda Subick made motion to approve with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Stephanie Zubal “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Approval of May 17, 2018 Finance Committee Meeting Minutes:  President Subick announced that in the interest of transparency, since he has had business relationships with some of the companies that may bid on this project, he is recusing himself from all discussions and will not partake in the selection/approval of the trash vendor.   Motion to approve minutes.  Stephanie Zubal made motion to approve with 2nd from Bob Hubert.  Roll Call:  Brenda Subick “yes”, Stephanie Zubal “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Steve Subick “recuse”. Motion Carried.

Committee Reports

  • Sewer – President Subick announced that there was a sewer force main leak on Timber Ridge Drive on June 13, 2018.  White Sanitation and Ranger Excavating came out promptly and repaired the leak immediately with little or no break in service.  Carpenter Electric will look at all Sewer Lift Stations to see if repairs need to be made. 
  • Water – Don Brunnworth mailed out memos to all residents on the Staunton Co-op regarding the installation of the new water lines.   
  • Finance – Village Clerk Donna Heinke announced that the 2017/2018 audit will begin on Monday, July 9, 2018 with Mike Canny.
  • Police/Ordinance – President Subick talked with the Village Attorney Nicole Thomas regarding part-time police coverage for the Village.  Our Attorney explained that the request has to be sent through the County Board for approval.  She is drafting a document for approval.
  • Streets –  Repairs to streets/pot holes were done with cold patch.
  • Building/Grounds/Utilities – Received information to apply for Grant to repair ceiling; floors; and restrooms at the Village Hall.  Village Clerk will complete documents and submit to Rural Development.   A request was made to replace the Village of White City rules sign located by the Flag Pole.  Discussion was held to remove or place the dugouts located at the ball fields.
  • Park Board – Ordinance to dissolve Park Board will be developed and discussed at the July 11 Board Meeting. 

 Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (June 2018).  Stephanie Zubal made Motion to Approve; with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending May 2018.   Stephanie Zubal made Motion to Approve April 2018 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

 Old Business

  • Steve Subick contacted the Village Attorney Nicole Thomas regarding the policy for the security system.  She is researching and will send her response on how to move forward on the security system for the Village of White City.
  • Pump replacement for Lift Stations was discussed.  President Steve Subick mentioned that Carpenter Electric will review all Lift Stations to see what needs to be replaced and/or repaired.  Bob Hubert made a motion to approve pump replacement for Lift Stations; with a 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.

 New Business

  • Pay Estimate No. 2 Submittal (Korte-Luitjohan); Pay Estimate No. 1 (Phoenix Fabricators); and Pay Estimate for Crawford and Associations – Water Improvement Project.  John Rainwater discussed the Pay Estimates.  He will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, John Rainwater will obtain the signatures of Rodney Potts (Crawford & Associates) as well as the Contractor on site and then the estimates will be submitted to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Motion to approve Pay Estimate No. 2; Pay Estimate No. 1 and Crawford & Associates Pay Estimate made by Stephanie Zubal with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.
  • Volunteers for Tour de donut on July 14, 2018.  Village Clerk will post flyer at Village Hall and on Village of White City website asking for volunteers for the Tour de Donut.  Anyone interested in volunteering should contact Bill Vogt at the First National Bank in Mt. Olive, Illinois, (217-999-2461) or Steve Subick, Village President. (217-999-6288)
  • Review/Approve Resolution Number #381 – Wage Increase for Village Clerk for the Village of White City.  Motion to approve Resolution #381 made by Brenda Subick with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.
  • Proposal from the Finance Committee on Request for Bids for Cub Side Residential Refuse Collection and Disposal Services was made to accept the Bid from DC Waste & Recycling.  Their bid came in as the lowest bid.
  • Approve Resolution #382 – Approve Contractor for Curb Side Residential Refuse Collection and Disposal Services for the Village of White City.  Motion to approve Resolution #382 made by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “recused”.  Motion carried.
  • Approve Ordinance #383 – Contract Rates for Curb Side Residential Refuse Collection and Disposal Services for the Village of White City Macoupin County Illinois.  After reviewing Ordinance #383 it was brought to the attention of Village Clerk that the statement regarding the fee for trash reinstatement if a customer’s water was turned off was not included in the Ordinance.  The Village Clerk will add the statement to Ordinance #383 and send out to the Finance Committee for review and approval.  Motion to Approve Ordinance #383 with the appropriate revision was made by Shon Calvert with 2nd by Bob Hubert.   Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion Carried.
  • Discuss increasing late fee penalty for bills paid after 15th of the month.  An Ordinance will be developed for discussion regarding increase in late fee penalty and change in collection policy when customer is delinquent in payment of account.
  • Approve purchase of miscellaneous equipment for Village Maintenance.  Discussion was held to purchase a weed eater and air compressor for the Village of White City.  Motion to Approve was made by Bob Hubert with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.  Motion carried.
  • Discuss Remote Participation Policy Ordinance (#384) –Ordinance will be written and discussed at July 11 Board Meeting.

Adjournment: Meeting moved to adjourn by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 9:00 pm

Motion to Approve:  Brenda Subick; 2nd Shon Calvert

Minutes Approved/Date:  July 11, 2018

Roll Call:

Shon Calvert –     Yes

Bob Hubert –       Yes

Craig Rimar –      Absent

Brenda Subick -   Yes

Stephanie Zubal – Yes

Steve Subick  -     Yes

 Posted by:   Donna Heinke, Village Clerk                  Date:   July 12, 2018

May 9, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. May 9, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Stephanie Zubal present; Bob Hubert present; Beth Peebles present; Donna Heinke present.  Craig Rimar absent.

Guest/Public Comments: 

  • Ray Kohlhaas asked about repairing Hofer Circle Road.  Need road patch to repair area washed out by rain.
  • William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  Loan Closing was held Wednesday, April 25, 2018.  All necessary documents were completed and signed by Contractors, Engineers, and Village of White City officials.  Construction is scheduled to begin mid-May.  Once construction begins the project is scheduled to take approximately 240 days with final completion on or about January 21, 2019.

Approval of April 11, 2017 Board Meeting Minutes: Motion to approve minutes. Brenda Subick made motion to approve with 2nd from Shon Calvert.  Roll Call:  Brenda Subick “yes”, Stephanie Zubal “yes”,  

Shon Calvert “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Carpenter Electric will submit cost estimates for new pump or repair to current pump for Lift Station #6.  Carpenter Electric will send someone out to look at all Lift Stations to see if they need repairs and/or updates. 
  • Water – Closed on RD Loan April 25, 2018.  Construction to begin mid-May 2018.  Construction on Water Tower to begin by May 15, 2018. 
  • Finance –
  • Police/Ordinance – Village Attorney will prepare Ordinance with guidelines on part-time police officer patrol for the Village of White City. 
  • Streets –  Rock and Road Patch will be ordered to repair streets.
  • Building/Grounds/Utilities – The Village is looking for individuals interested in cutting grass and keeping lift stations cleaned up.  If anyone is interested please contact the Village Clerk.
  • Park Board – Sending additional documents to the Village Attorney so she can prepare the Resolution to dissolve the Park Board. 

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (May 2018).  Stephanie Zubal made Motion to Approve; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending April 2018.   Stephanie Zubal made Motion to Approve April 2018 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried.

 Old Business

  • Bob Hubert will research costs for Security System for the Village Hall.  Steve Subick will contact Village Attorney Nicole Thomas to discuss policy for the security system.

 New Business

  • Pay Estimate No. 1 Submittal (Korte-Luitjohn) – Water Improvement Project.  William Lytle (Crawford & Associates) explained that he will present a Pay Estimate at each board meeting for review/approval by the Board.  Once the Pay Estimate is signed by the Village President, William will submit to Rural Development to release the funds for payment.  Rural Development will send payment approval to Village Clerk for payment.  Motion to approve Pay Estimate No. 1 made by Bob Hubert with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.
  • Discussed ordering Rock and Road Patch from Louis Marsch, Inc. (approximate cost $750.00).  Motion to approve ordering Rock and Road Patch made by Bob Hubert with 2nd by Shon Calvert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.
  • Reviewed Appropriation Ordinance 378 (May 2018-April 2019).  Approved with change to Water Purchases from $60,000 to $65,000.  Donna Heinke will make the change as discussed by the Board.  Motion to approve Appropriation Ordinance 378, after revision to Water Purchases has been made, by Brenda Subick with 2nd by Bob Hubert.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.
  • President Subick announced that in the interest of transparency, since he has had business relationships with some of the companies that may bid on this project, he is recusing himself from all discussions and will not partake in the selection of the trash vendor.  Reviewed Request for Bids for Trash Service.  Sealed Bids were received from Flowers Sanitation and DC Waste.  Sealed Bids were opened and reviewed.  A Finance Committee meeting is scheduled for Thursday, May 17, 2018 at 7:00 pm to further discuss the Bids and make recommendation for the Board’s review at the June meeting.  Brenda Subick volunteered to be Chairperson for the Finance Committee Meeting.
  • Reviewed Ordinance 380 – Extending Authorization to Ameren Illinois Company to Construct, Operate and Maintain Gas Utility System to the Village of White City.  Motion to Approve Ordinance 380 made by Bob Hubert with 2nd by Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, Steve Subick “yes”.

 Closed Session

  • Closed Session to discuss wage increase.  Village President Steve Subick requested Motion to hold Closed Session.  Bob Hubert made Motion to go into closed session with a 2nd from Brenda Subick.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Note:  Village Clerk Donna Heinke was excused from Closed Session. Village Board went into closed session at 8:10 pm.
  • Board returned to regular order of business at 8:25 pm.  Motion to return to regular order of business made by Bob Hubert with 2nd by Brenda Subick.  Roll Call: Brenda Subick “yes”, Shon Calvert “yes”, Bob Hubert “yes”, Stephanie Zubal “yes”, and Steve Subick “yes”.  Motion made by Bob Hubert with 2nd by Brenda Subick to develop a Resolution for Wage Increase for the Village Clerk for review and approval by Board at the June 2018 Board Meeting.  Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”. 

 Adjournment: Meeting moved to adjourn by Bob Hubert with 2nd by Brenda Subick.

Roll Call:  Brenda Subick “yes”, Shon Calvert “yes”, Stephanie Zubal “yes”, Bob Hubert “yes”, Steve Subick “yes”.  Motion carried

Meeting adjourned at 8:30 pm

Motion to Approve:  B. Subick; 2nd S. Calvert

Minutes Approved/Date:  June 13, 2018

Roll Call:

Shon Calvert –     Yes

Bob Hubert –       Yes

Craig Rimar –      Absent

Brenda Subick -   Yes

Stephanie Zubal – Yes

Steve Subick  -     Yes

Posted by:   Donna Heinke, Village Clerk                              Date:  June 14, 2018

   

April 11, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. April 11, 2018.  Meeting was called to order by Village President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  Steve Subick present; Brenda Subick present; Shon Calvert present; Stephanie Zubal present; Bob Hubert present; Beth Peebles present; Donna Heinke present.  Craig Rimar absent.

Guest/Public Comments: 

  • William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  All necessary documents have been been signed by Village President Steve Subick and Village Clerk Donna Heinke.  Loan Closing scheduled for Wednesday, April 25, 2018.  The pre-construction meeting will also be conducted on April 25, 2018.  John Rainwater from Crawford & Associations will be the onsite Inspector during the water project construction.  Once construction begins said the project is scheduled to take approximately 240 days with final completion on or about January 21, 2019.William announced that Rodney Potts will be scheduling a trip in the near future to visit the Phoenix Fabricators & Erectors plant in Avon, Indiana.  Board Members are invited to make the trip and they are to contact William if they are interested in making the trip.

Approval of March 14, 2017 Board Meeting Minutes: Motion to approve minutes. S. Zubal made motion to approve with 2nd from B. Hubert.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Repairs need to be ade to Lift Station #6.  Contacting Carpenter Electric to obtain estimate of costs to repair. 
  • Water – Mike Canny (Accountant) reviewed the new Water Improvement documents and provided a projection of charges for water usage.
  • Finance –
  • Police/Ordinance – Village President Steve Subick met with the Macoupin County Sheriff to discuss part-time officer to patrol the Village of White City last month.  Steve said he is awaiting call back from Sheriff to further discuss schedule and contract for part-time patrol.  Steve will have Village Attorney Nicole Thomas review the contract once it has been completed.  Anticipate part-time patrol to being in May/June timeframe. 
  • Streets –  MFT financial audit from IDOT.  Received confirmation from IDOT after they reviewed the financial audit submitted for MFT, there were no issues.
  • Building/Grounds/Utilities – Village President Steve Subick discussed hiring grounds keeper to cut grass and keep lift stations cleaned-up.  If anyone is interested please contact the Village Clerk.  We may put an advertisement in the paper in the near future.
  • Park Board –  A document will be prepared to dissolve the Park Board.  We will have Village Attorney Nicole Thomas review before submitting.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (April 2018).  Brenda Subick made Motion to Approve; with 2nd by Shon Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system based upon the reconciled reports for the month ending March 2018.   Stephanie Zubal made Motion to Approve March 2018 Balance Sheets; with 2nd by Brenda Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Old Business  

  • Discussion was held to hire new accounting service (Gina Gucciardo CPA) for Quarterly and Year-end Employee Payroll Tax preparation.  Bob Hubert made Motion to Approve hiring Gina Gucciardo, CPA, with 2nd by Brenda Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried
  • Steve Subick will contact Curt’s Towing & Repair to discuss the prior repairs to the Village Truck.  Bob Hubert is working on the police vehicle in order to use as a White City Public Works Vehicle.  Bob will remove the police decals and change license plates to the municipal plates.
  • Bob Hubert will research costs for Security System for the Village Hall.  Steve Subick will contact Village Attorney Nicole Thomas to discuss policy for the security system.
  • Steve Subick will prepare the Request for Proposals (RFP) for Cub Side Residential Trash Service for the Village of White City.  Donna Heinke, Village Clerk, will contact local Trash Companies to find out if they are interested in bidding on the Contract.  She will send the RFP to the companies that are interested in bidding.  The sealed bids received will be opened and discussed at the May 9, 2019 meeting.

New Business

  • Discussed costs to repair Pumps for Lift Stations No. 1 and No. 6.  Cost to rebuild pump is $900.  Cost for a new pump is approximately $1500-$1600 with warranty. 
  • Reviewed Engagement Letter from Canny Accounting firm to prepare the 2017/2018 Audit for the Village of White City.  Brenda Subick made Motion to Approve Canny Engagement Letter for 2017-2018 Audit with 2nd by Bob Hubert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Discussed the City Wide Clean-up Day for Village of White City.  The date of Saturday, June 9, 2018 was confirmed.  Bob Hubert made Motion to Approve date for City Wide Clean-up June 9, 2018 with 2nd from Stephanie Zubal.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Adjournment: Meeting moved to adjourn by Bob Hubert with 2nd by Shon Calvert.

Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried

Meeting adjourned at 8:15 pm

Minutes Approved: Motion to Approve:  B. Subick;  2nd S. Calvert

Date:  May 9, 2018

Roll Call:

Shon Calvert –     Yes

Bob Hubert –       Yes

Craig Rimar –      Absent

Brenda Subick –   Yes

Stephanie Zubal – Yes

Steve Subick  -     Yes

Posted by:   Donna Heinke, Village Clerk                              Date:  May 10, 2018

    

 

 

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