Village Board Meeting Minutes

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

    

March 14, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:05 p.m. March 14, 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; Craig Rimar present; Stephanie Zubal present; Bob Hubert present; Beth Peebles present; Donna Heinke present.

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.  William will be meeting with Attorney Nicole Brown to review documents.  Once all has been reviewed by the Attorney the documents will be sent to Rural Development and a Closing Date will be scheduled for all parties.  Anticipate closing date by the end of April 2018.  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.  William also announced that Crawford & Associates are planning to open an office in Staunton, IL in the near future.Shon Calvert inquired about the new meters for the Water Improvement Project.  He asked if the new meter location can be relocated from the existing location.  William said yes the meters can be relocated if necessary.

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

Approval of February 27, 2017 Special Board Meeting Minutes: Motion to approve minutes. B. Hubert made motion to approve with 2nd from C. Rimar.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Repairs were made to Lift Station #1.  B. Hubert mentioned the alarm had sounded.  S. Subick will contact Carpenter Electric to inform them of the alarm. 
  • Water – Mike Canny (Accountant) reviewed the new Water Improvement documents and provided a projection of charges for water usage.
  • Finance –
  • Police/Ordinance – S. Subick met with the Macoupin County Sheriff to discuss part-time officer to patrol the Village of White City.  The Sheriff said he may have 4 County Deputy Officers interested.  We anticipate the Officers will work approximately 2-4 hours per week and will use the County Deputy Sheriff’s vehicle and equipment.  A Motion was made by B. Hubert with 2nd from S. Calvert to approve 20 hours per month to employ a part-time Deputy Sheriff to patrol the Village of White City.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.  This topic will be discussed further at the next Board Meeting April 11, 2018.
  • Streets –  
  • Building/Grounds/Utilities – S. Subick discussed hiring grounds keeper to cut grass and keep lift stations cleaned-up.  We will put an advertisement in the paper in the near future.  This topic will be discussed further at the next Board Meeting April 11, 2018.
  • Park Board – Mike Canny (Accountant) reviewed documents regarding Park Board.  He submitted a report based on his review of the documents.  This topic will be discussed further during closed session.
  • Village President Steve Subick said he will work on assigning Committee groups.  This topic will be discussed further at the next Board Meeting April 11, 2018.

 Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (March 2018).  B. Subick made Motion to Approve; with 2nd by C. Rimar.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, C. Rimar “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 February 2018.   S. Zubal made Motion to Approve February 2018 Balance Sheets; with 2nd by B. Hubert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.
  • Village Clerk D. Heinke and Treasurer B. Peebles mentioned that the current QuickBooks system needs to be upgraded.  D. Heinke will check into the cost of the upgrade and will bring to the Board at the next Board Meeting April 11, 2018. 
  • Village Clerk D. Heinke will contact WaterWorks as well to find out what the cost will be to upgrade the new system before the Water Improvement Project is completed. 

Old Business

New Business

  • Approve “Amendment” to Engineering Agreement with Crawford and Associates for the Village of White City Water Improvement Project.  B. Subick made Motion to Approve “Amendment” to Engineering Agreement with Crawford and Associations with a 2nd by S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried. 
  • The Village Hall Office will be closed on Tuesday, March 20, 2018, for Election Day.  The polls for voting will be open from 6:00 am – 7:00 pm. 
  • Village President Steve Subick discussed setting up a Petty Cash account for the Village Hall Office.  This account will be used in the event a customer needs change for payment of bill; postage for mailing customer notices; emergency office needs.  In the event the petty cash is used, the Village Clerk will obtain the signature of the Village President.  B. Hubert made Motion to Approve a $200 Petty Cash account for the Village Hall Office with 2nd by C. Rimar.   Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried. 
  • Discussed new accounting service for Quarterly and Year-end Income Tax Preparation.  Village Clerk D. Heinke contacted Gina Gucciardo CPA.  Awaiting bid from Gina Gucciardo. 
  • Discussed Village Truck Repairs.  Village Truck is inoperable again this month.  B. 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.   B. Hubert also confirmed with IML that the vehicle has insurance coverage.  Treasurer B. Peebles mentioned she may have someone take a look at the truck. 
  • A Security System for Village Hall was discussed.  B. Hubert researched cost for a new security system.  The cost for 8 cameras will be $400.  S. Subick said a written policy for a Security System would have to be voted on before installing a new system.  S. Subick will check with Attorney Nicole Thomas.  This topic will be discussed further at the next Board Meeting April 11, 2018. 
  • B. Hubert has volunteered to update the “Handicapped” restroom for the Village Hall.  A new toilet has been purchased.  Discussion was held to replace the existing sink.  The cost will be approximately $300 for a new sink.  C. Rimar made Motion to authorize purchase of new sink for the maximum cost of $300 with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried 
  • Reviewed “Draft” Bid Advertisement for Trash Service for the Village of White City.  S. Subick contacted our City Attorney Nicole Thomas to discuss the options on sending out the advertisements.  An Ordinance may need to be passed before moving forward.  We anticipate sending out the bids no later than May 2018.  This topic will be discussed further at the next Board Meeting April 11, 2018.

Closed Session

  • Closed Session to discuss previous Closed Session Meeting Minutes and Release of Closed Session Minutes.  Village President S. Subick requested Motion to hold Closed Session.  B. Hubert made Motion to go into closed session with a 2nd from B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Note:  C. Rimar excused from Closed Session and Regular Board Meeting leaving at 8:40 pm.  Village Board went into closed session at 8:45 pm. 
  • Board returned to regular order of business at 9:10 pm.  Motion to return to regular order of business made by B. Hubert with 2nd by B. Subick.  Roll Call: B. Subick “yes”, S. Calvert “yes”, B. Hubert “yes”, S. Zubal “yes”, and S. Subick “yes”.  Motion to Approve Closed Session Meeting Minutes for the following dates:  November 9, 2016; March 8, 2017; May 17, 2017; June 20, 2017; and August 9, 2017.  Motion to Approve Closed Session Meeting Minutes made by B. Subick with 2nd from S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  

Adjournment: Meeting moved to adjourn by B. Subick with 2nd by S. Calvert.

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

Meeting adjourned at 9:15 pm

Minutes Approved:   Motion to Approve:  S. Zubal; 2nd B. Hubert

Date: April 11, 2018

Roll Call:

Shon Calvert – Yes

Bob Hubert – Yes

Craig Rimar – Not present

Brenda Subick – Yes

Stephanie Zubal – Yes

Steve Subick  -Yes

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


February 14, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. February 14, 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: 

  • William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  President Steve Subick signed the Notice of Contract Awards to Korte & Luitjohan Contractors for the water line construction/installation; and to Phoenix Fabricators & Erectors, LLC for the new water tower.  Once all the appropriate signatures are obtained, William will forward to Rural Development and provide a copy to the Village of White City.  Approximate timeline for construction to begin is May 2018.

Approval of January 10, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Approval of January 24, 2017 Special 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 were made to Lift Station #1.  B. Hubert mentioned the alarm had sounded.  S. Subick will contact Carpenter Electric to inform them of the alarm. 
  • Water – Ordinance 365 Amending Water Rates for 2018 and notices were mailed to all water customers of the Village of White City on February 5, 2018.  New rates will be reflected on the bill for February charges due by March 15, 2018.
  • Finance – Water improvement Project Funds were approved by Rural Development.  The Village of White City received a grant in the amount of $462,000.00 and approved for loan in the amount of $215,000.00.
  • Police/Ordinance – S. Subick left a message for the Macoupin County Sheriff.  Awaiting call back from Sheriff’s office.  Will discuss part-time officer to patrol the Village of White City. 
  • Streets –  
  • Building/Grounds/Utilities – Ameren will be installing new meters.  Installation will begin now and expected to be finished by the end of 2019.  Customers should have or will be receiving notification directly from Ameren.
  • Park Board – Mike Canny (Accountant) has documents regarding Park Board for review.  We have not received a call back from Mike Canny, as yet.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (February 2018).  B. Subick made Motion to Approve; with 2nd by S. 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 January 2018.   S. Zubal made Motion to Approve January 2018 Balance Sheets; with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Old Business

New Business

  •  Approval to award Construction Contract to Phoenix Fabricators & Erectors, LLC, Avon, Indiana on the New Water Tower for the Village of White City.  Motion to approve made by B. Subick; 2nd by S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Approval to award Construction Contract to Korte & Luitjohan Contractors, Inc., Highland, Illinois on the Water System Improvements (water line) for the Village of White City.  Motion to approve made by B. Subick; 2nd by S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Approval of USDA/Rural Development Letter of Intent to Meet Conditions regarding the Water Improvement Project Loan for the Village of White City.  Motion to approve made by B. Subick; 2nd by S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Review/update property Lease with Paul Schneider.  Board reviewed and approved the Property Lease with Paul Schneider.  Motion made by B. Hubert to approve Property Lease; 2nd by S. Zubal.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  •  Discussed Contract with DC Waste – The current contract with DC Waste expires in June of 2018.  Discussion was held to go out to other companies for bid their trash services within the Village of White City.  Also discussed having contract with Trash Company to pick up trash in the Village of White City, but have the Trash Company bill customer directly as opposed to including on the water bill from the Village of White City.  S. Subick will send memo to DC Waste to inform them we will be going out with bids in the near future.  Motion to Bid out Trash Contract for the Village of White City made by B. Hubert with 2nd by B. Subick.  We would include the City Wide Clean-up on the Contract.

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

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: S. Zubal; 2nd Brenda Subick

Date: March 14, 2018

Roll Call:

S. Calvert – Yes

B. Hubert – Yes

C. Rimar – Abstained

B. Subick – Yes

S. Zubal – Yes

S. Subick  -Yes

Posted by:    Donna Heinke, Village Clerk                        Date:  Thursday, March 15, 2018

    

January 10, 2018

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. January 10, 2018.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  S. Subick present; B. Subick present; S. Calvert present; S. Zubal present; B. Hubert present; B. Peebles present; D. Heinke present.  C. Rimar absent.

Guest/Public Comments: 

  • Doug Ratermann and Jacob Kampwerth from HMG Engineers attended the January 2018 Board Meeting.  Doug provided an update on the 2018 MFT Resolution No. 373.  The 2017 MFT Resolution No. 357 was closed out and provided to the HMG Engineers at the Board Meeting. 
  • William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  Crawford & Associates will be meeting with Rural Development to finalize the agreements.  Contract Bid for the Construction of the new Water Lines for the Village of White City’s Water Improvement Project from Korte & Luitjohan Contractors, Inc., Highland, Illinois was accepted.  Contract Bid for the Construction of the New Water Tower for the Village of White City’s Water Improvement Project from Phoenix Fabricators & Erectors, LLC, Avon, Indiana was accepted. William welcomed any of the Board Members to join him for a visit to the Phoenix Fabricators Plant in Indiana.

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

Approval of December 13, 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 – S. Subick mentioned there are two lift stations that may need repair in the near future. An estimate was received from Carpenter Electric for $1,595.00.  White Sanitation contacted S. Subick and they can clean out the pump station before replacing the pump.  The estimate from White Sanitation was approximately $600.00.  S. Subick also mentioned that the NetDMR Permit is due by June 2018.  We will need to get the paperwork completed no later than 180 days before June 2018.  He is working on the appropriate documents to renew the permit and will have the documents completed no later than January 30, 2018.
  • Water – A meeting with Mike Canny (Accountant) is scheduled for January 22, 2018, to discuss the increase of Water Rates.  Also as of the Board Meeting awaiting approval on Water Contract from Mt. Olive. 
  • Finance – S. Subick requested Committee Meeting be scheduled.  A Special Board Meeting will be held on January 24, 2018.  Donna will send out notification. 
  • Police/Ordinance – S. Subick contacted the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.  The Deputy Sheriff advised that the part-time officer can use County Resources (i.e. patrol car) and the Village of White City would be responsible for payroll for the officer.  S. Subick will meet with the Sheriff to work out the details. 
  • Streets –  
  • Building/Grounds/Utilities –
  • Park Board – A meeting with Mike Canny (Accountant) to discuss moving forward with the audit on the Park Board funds is scheduled for January 22, 2018. 

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (January 2018).  S. Zubal made Motion to Approve; with 2nd by B. Subick.  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 November 2017.   B. Subick made Motion to Approve December 2017 Balance Sheets; with 2nd by B. Hubert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”,          S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried. 

Old Business  

New Business 

  • The 2018 MFT Resolution No. 373 for was reviewed and discussed.  The 2018 MFT Resolution No. 373 was provided to the HMG Engineers at the Board Meeting.  Once all appropriate signatures have been obtained by the contractors, they will provide a copy to the Village of White City.  B. Subick made motion to approve with 2nd from S. Calvert.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  •  Resolution #374 Awarding of Bid to Contract for the Construction of the new Water Lines for the Village of White City’s Water Improvement Project was reviewed and discussed.  Contract Bid from Korte & Luitjohan Contractors, Inc., Highland, Illinois was accepted.  B. Subick made motion to approve with 2nd from S. Calvert.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried. 
  • Resolution #375 Awarding of Bid to Contract for the Construction of the New Water Tower for the Village of White City’s Water Improvement Project was reviewed and discussed.  Contract Bid from Phoenix Fabricators & Erectors, LLC, Avon, Indiana was accepted.  B. Hubert made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Discuss/Approve purchase of one new pump for Lift Station was discussed.  An estimate was received by Carpenter Electric in the amount of $1,595.00.  B. Hubert made motion to approve with 2nd from B. Subick.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried. 
  • Discuss/Approve Ordinance 365 Increasing water rates.  Board agreed to discuss Ordinance 365 at the Committee Special Board Meeting scheduled for January 24, 2018.   
  • Discussed repairs to Police Vehicle and possibly using as secondary White City Public Works Vehicle.  B. Hubert will remove the police decals and change license plates on the vehicle.  The vehicle will be used as White City Public Works Vehicle.  B. Hubert made motion to approve using police vehicle as secondary vehicle, with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried. 
  • B. Subick discussed Ordinance 11-1-17(A) Approve bonus for Village employees.  Motion to approve $25 bonus for Village employees was made by S. Zubal with 2nd from B. Hubert.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried. 
  • B. Hubert discussed purchasing new Salt Spreader for the Village of White City.  B. Hubert will look into this further in the Spring of 2018.   

Adjournment: Meeting moved to adjourn by B. Subick with 2nd by S. Calvert.

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

Meeting adjourned at 8:10 pm 

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

Date:  February 14, 2018

Roll Call:

S. Calvert – Yes

B. Hubert – Yes

C. Rimar – Absent

B. Subick – Yes

S. Zubal – Yes

S. Subick – Yes 

Posted by:  Donna Heinke, Village Clerk                             Date:  February 15, 2018

 

December 13, 2017

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. December 13, 2017.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  S. Subick present; B. Subick present; S. Calvert present; S. Zubal present; B. Hubert present; B. Peebles present; D. Heinke present.  C. Rimar absent.

Guest/Public Comments: 

William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  The Bid Opening for the Village of White City’s Water Improvement Project was held on Tuesday, December 12, 2017 at 2:00 pm at the Village Hall.  There were several contracts received for both the Water Lines as well as the elevated storage tank.  The final decision and contract approval will be announced at the Board Meeting on Wednesday, January 10, 2018 at the Village Hall.

Gary Buske mentioned that two individuals were going to residents door to door claiming they were from Ameren.  The Clerk was not aware of any individuals soliciting for new or different electrical contracts. 

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

Approval of November 8, 2017 Board Meeting Minutes: Motion to approve minutes. S. Zubal made motion to approve with 2nd from B. Subick.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – S. Subick mentioned there are two lift stations that may need repair in the near future. S. Subick will contact companies and notify Board of the cost of the repairs.
  • Water – Mike Canny (Accountant) will set up a meeting in the near future to discuss the increase of Water Rates.  The Board will be notified when this meeting has been scheduled. 
  • Finance – S. Subick requested Finance Meeting be scheduled in early 2018.  D. Heinke will check calendar and send out notice.
  • Police/Ordinance – S. Subick will contact the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.
  • Streets –  Rock Salt was purchased from the MFT approved funding for 2017.
  • Building/Grounds/Utilities –
  • Park Board –  A meeting will be scheduled with Mike Canny (Accountant) to discuss moving forward with the audit on the Park Board funds.

S. Subick discussed setting up committees.  Will discuss further at next Board Meeting with Board Trustees.  It is requested that the Trustees volunteer as to which Committee they would like to participate on.   

B. Hubert mentioned the option of using the police vehicle for reading meters.  B. Hubert also mentioned applying for Grants to update the Village Hall Building.  William Lytle (Crawford & Associates) will obtain the information needed to apply for the Grant.  He will have the information at the next Board Meeting in January. 

S. Subick asked for volunteers to possibly help with spreading rock salt, snow plowing, etc.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (December 2017).  B. Subick made Motion to Approve; with 2nd by S. 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 November 2017.   S. Zubal made Motion to Approve November 2017 Balance Sheets; with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”,  S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • B. Peebles and D. Heinke met with Gina Gucciardo on December 5, 2017.  Gina updated journal entries in QuickBooks based on the 2017 Audit.

Old Business

  • Ordinance No. 371 – Revised Water Contract with the City of Mt. Olive was discussed.  S. Subick will contact the Village Attorney to review the Contract before finalizing. B. Hubert made motion to approve Ordinance 372 Revised Water Contract with the City of Mt. Olive with 2nd by S. Calvert, based on review by Attorney.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

New Business

  • Ameren Check received in accordance with Ordnance 366 Extending Authorization to Ameren Illinois to Construct, Operate & Maintain Electric Utility System in the Village of White City.  Decision was made to deposit Ameren Check in the General Fund.
  • B. Hubert, S. Calvert and S. Zubal volunteered to help with snow removal and spreading rock salt if need for upcoming winter weather.
  • The 2018 MFT Resolution No. 373 for was discussed.  The Board will review and approve during the January 2018 Board Meeting.  Doug Ratermann and Jacob Kampwerth from HMB Engineers plan to attend the January 2018 Board Meeting.
  • Ordinance No. 367 Adopting Holiday Schedule for the Village of White City’s Clerks Office for the 2018 Calendar Year was reviewed.  S. Zubal made motion to approve with 2nd from B. Subick.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Ordinance No. 368 Adopting Meeting Schedule for the Village of White City Board of Trustees for 2018 was reviewed.  S. Zubal made motion to approve with 2nd from B. Subick.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Ordinance No. 369 Adopting and Establishing Annual Tax Levies for the Village of White City for the Year of 2018 was reviewed.  B. Subick 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.
  • Ordinance No. 370 Adopting a Policy Prohibiting Sexual Harassment for the Village of White City was reviewed.  B. Hubert made motion to approve with 2nd from S. Zubal.  Roll Call: B. Subick “yes”,        S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.
  • Adoption of Ordinance No. 371, An Ordinance Authorizing the Issuance of up to $888,000 Waterworks System Revenue Bonds of the Village of White City, Macoupin County, Illinois, for the Purpose of Defraying the Cost of Acquiring, Constructing, Improving and Extending its Waterworks Facilities, and Related Matters was reviewed.  B. Hubert made motion to approve with 2nd from S. Zubal.  Roll Call: B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, B. Hubert “yes”, S. Subick “yes”.  Motion carried.

Adjournment: Meeting moved to adjourn by B. Subick with 2nd by S. Calvert.

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

Meeting adjourned at 8:35 pm

Minutes Approved:   Motion to Approve:  S. Zubal; 2nd B. Hubert

Date:  January 10, 2018

Roll Call:

S. Calvert – Yes

B. Hubert – Yes

C. Rimar –  Absent

B. Subick – Yes

S. Zubal – Yes

S. Subick  -Yes

Posted by:    Donna Heinke, Village Clerk                                          Date:  January 11, 2018

 

November 8, 2017

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. November 8, 2017.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  S. Subick present; B. Subick present; S. Calvert present; S. Zubal present; C. Rimar present; B. Peebles present; D. Heinke present.   B. Hubert absent.

Guest/Public Comments: 

William Lytle from Crawford and Associates provided an updated on the Water Project for the Village of White City.  The Advertisement for Bids for the Village of White City’s Water Improvement Project was posted at the Village Hall on October 31, 2017.  The Bid Advertisement was also posted in the Mt. Olive Herald and the Litchfield News, as well as on the Southern Illinois Builders Association (SIB) website.  William explained that there will be two separate Contracts for Bid.  Contract 1:  Replacement of the Village’s Current Potable Water System and Contract 2:  New Water Tower Construction.  Bid’s received will be publicly opened and read on Tuesday, December 12, 2017 at 2:00 pm at the Village Hall.  Once the bid process is complete and a Contract is in place, the Board will approve during the January 2018 Board Meeting.

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

Approval of October 11, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from C. Rimar.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Calvert “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.

Approval of October 30, 2017 Special Board Meeting Minutes: Motion to approve minutes. C. Rimar made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”,  C. Rimar “yes”, S. Subick “yes”.  Motion carried. 

Committee Reports

  • Sewer –
  • Water – Notice was sent out to all Water user customers announcing that the water rates will be increased in the near future.  The current Contract with Mt. Olive is being revised and will need to be agreed and voted upon by the Board before rates can be increased.
  • Finance – B. Subick, S. Zubal and D. Heinke met to review current Village of White City water budget.  B. Subick will update Spreadsheet for water usage and will present to the Board at the December Board Meeting. 
  • Police/Ordinance – S. Subick will contact the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.
  • Streets
  • Building/Grounds/Utilities –
  • Park Board – S. Subick left message for Accountant Mike Canny regarding the documents prepared by B. Subick on the Park Board.  Awaiting Mike Canny to return call.    

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (November 2017).  C. Rimar made Motion to Approve; with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, C. Rimar “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 October 2017.   C. Rimar made Motion to Approve October 2017 Balance Sheets; with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.

Old Business

  • Approval of Water Purchase Contract with Mt. Olive still pending.  Once the changes have been made the Board will vote on the new contract.  Due to a 4% increase in rates from Mt. Olive, the Village of White City will need to increase water rates.  Mt. Olive Contract will cover the next 3 years.  Once the new water system is in place and Village of White City is under contract with Staunton Water Company, Mt. Olive Water System will be the secondary system.  S. Subick stated that Mt. Olive Water Committee said they would not charge a fee for shut-off or turn-on water if the Village of White City waives right to the Village of White City’s portion of property taxes generated from the Crossroad Restaurant Property.  At the current time Mt. Olive pays the Village of White City 11% of taxes collected from the Crossroad Restaurant Property.  Mt. Olive asked the Village of White City to waive the right to the Crossroad Restaurant property.  The Board discussed and agreed not to waive rights for property tax collection.  S. Subick will contact Mt. Olive to finalize the Contract with the Village of White City. 

New Business

  • Ordinance adjusting water rates will be developed once the Contract with Mt. Olive is finalized and approved by the Board.
  • Discussed Proposal for Wastewater Sample Collection received from David Axton of Axton Environmental Water & Wastewater Treatment.  Proposal for cost of $130 per month (May-October) and $112 (November-April).  Also included $20 per month for submitting the DMR report to Illinois EPA.  At this time the Board agreed to continue services with TEKLAB, Inc. 

Adjournment: Meeting moved to adjourn by C. Rimar with 2nd by B. Subick.

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

Meeting adjourned at 7:40 pm.

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

Date:  December 13, 2017

Roll Call:

S. Calvert – Yes

B. Hubert – Yes

C. Rimar –  Absent

B. Subick – Yes

S. Zubal – Yes

S. Subick  -Yes

Posted by:    Donna Heinke, Village Clerk                                          Date:  December 15, 2017

October 11, 2017

Village of White City

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. October 11, 2017.  Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick. 

Roll Call:  S. Subick present; B. Subick present; S. Zubal present; C. Rimar present; B. Peebles present; D. Heinke present.  S. Calvert absent; B. Hubert absent.

Guest/Public Comments: 

Residents from Kings Lake attended the Board Meeting.  Concerns from the residents at Kings Lake were brought to the attention of the Village Board.  It was explained by the Board that the Kings Lake Co-op was set up many years ago and the residents of the Kings Lake Co-op were responsible for repairs to the water system.  The Village of White City bills the customer for water usage and will replace a damaged or inoperable meter for the individual resident, however if there is a water leak with the main water system it is the responsibility of the residents within the Co-op.  It is also the responsibility of the individual resident if there is a leak from the water meter to their home.  The responsibility of the Village of White City ends at the master meter.

S. Subick talked with William Lytle from Crawford & Associates regarding the water project for the Village of White City.  Awaiting re-approval of funding from Rural Development.  Crawford & Associates hope to advertise for bids on the project within 30 days after funding approval is received. 

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

Approval of September 14, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Subick “yes”.  C. Rimar abstained due to the fact he was not in attendance for the September Board Meeting.  Motion carried.

Approval of October 3, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”,  S. Subick “yes”.  C. Rimar abstained due to the fact he was not in attendance for the September Board Meeting.  Motion carried. 

Committee Reports

  • Sewer – The Sewer rate increase was included on the October 1, 2017 billing cycle.
  • Water – Notice was sent out to all Water user customers announcing that the water rates will be increased in the near future.  The Contract with Mt. Olive will need to be revised and voted upon before rates can be increased.
  • Finance – B. Subick presented a spreadsheet based on water costs, usage and expenses discussed at the Finance Committee Meeting October 3.  B. Subick, S. Zubal, D. Heinke will meet to review the accounts in WaterWorks before the new rates are developed.
  • Police/Ordinance – S. Subick will contact the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.
  • Streets
  • Building/Grounds/Utilities – Mario Clarke moved from area and is no longer employed with the Village of White City.  Mario did an outstanding job in cleaning up the Sewer Lift Stations and taking care of the lawn at the Village Hall.
  • Park Board – Documents regarding the Park Board prepared by B. Subick will be given to Canny & Associates to review. 

 Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (October 2017).  C. Rimar made Motion to Approve; with 2nd by B. Subick.  Roll Call:  B. Subick “yes”, S. Zubal “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.
  • Treasurer Beth Peebles presented the Balance Sheets from the QuickBooks system.  Beth did the reconciling for the month of September 2017.

 Old Business

  • Approval of Water Purchase Contract with Mt. Olive still pending.  Steve Subick attended the Mt. Olive Board Meeting on October 12 to discuss the revisions to the Contract that will need to be made before approval.  Once the changes have been made the Board will vote on the new contract.  Due to a 4% increase in rates from Mt. Olive, the Village of White City will need to increase water rates.  Mt. Olive Contract will cover the next 3 years.  Once the new water system is in place and Village of White City is under contract with Staunton Water Company, Mt. Olive Water System will be a back-up.

New Business

  • Ordinance adjusting water rates will be developed once the Contract with Mt. Olive is finalized and approved by the Board.
  • Ameren Contract for 2018 was discussed.  The current franchise agreement expires in November 2017.  The Board approved the Ameren Contract under Ordinance 366 (Ordinance Extending the Authorization to Ameren Illinois Company Its Successors and Assigns to Construct, Operate and Maintain an Electric Utility System in the Village of White City).  B. Subick made Motion to Approve Ordinance 366 with 2nd by S. Zubal.  Roll Call:  B. Subick “yes”, S. Zubal “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.
  • Discussion to purchase Road Salt for the 2017/2018 winter season.  C. Rimar made motion to approve purchasing 3 pallets of road salt with 2nd by B. Subick. Roll Call:  B. Subick “yes”, S. Zubal “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried.

Adjournment: Meeting moved to adjourn by B. Subick with 2nd by C. Rimar. Roll Call:  B. Subick “yes”, S. Zubal “yes”, C. Rimar “yes”, S. Subick “yes”.  Motion carried

Meeting adjourned at 8:20 pm.

Minutes Approved:   Motion to Approve; B. Subick;  2nd C. Rimar

Date:  November 8, 2017

 

 

Roll Call:

S. Calvert – Yes

B. Hubert – Absent – Did not attend October 11, 2017 Board Meeting

C. Rimar –  Yes

B. Subick – Yes

S. Zubal – Yes

S. Subick  - Yes

Posted by:  Donna Heinke, Village Clerk                                      Date: November 8, 2017

September 13, 2017 – Re-convened September 14, 2017

Regular Monthly Board Meeting Minutes

Call to Order:  7:00 p.m. September 13, 2017.  Meeting was called to order by President Steve Subick.

Roll Call:  S. Subick present; B. Subick present; S. Calvert present; B. Peebles present; D. Heinke present.   B. Hubert absent; C. Rimar absent; S. Zubal absent.

Due to lack of Quorum, S. Subick announced meeting will be re-convened for 7:00 p.m. September 14, 2017.

Re-Convened Monthly Board Meeting called to order at 7:00 p.m. September 14, 2017, by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick.  

Roll Call:  B. Subick present; S. Calvert present; S. Zubal present; B. Peebles present; S. Subick present; D. Heinke present.  B. Hubert-absent; C. Rimar-absent.

S. Subick stated this is a re-convened Board Meeting originally scheduled September 13, 2017.

S. Subick introduced and welcomed Beth Peebles as the new Treasurer for the Village of White City.  Beth was sworn in as Treasurer on August 31, 2017.

Guest/Public Comments:  No Public comments

S. Subick talked with William Lytle from Crawford & Associates regarding the water project for the Village of White City.  They plan to advertise for bids on the project within the next 30 days and hope to be able to have the Village of White City vote on the Bids by mid-November.

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

Approval of August 9, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.

Committee Reports

  • Sewer – Letter was mailed out to all Sewer users within the Village of White City on September 14, 2017 announcing the sewer rate increase to begin with the October 1, 2017 billing cycle. 
  • Water – Notice was sent out to all Water user customers announcing that the water rates will be increased in the near future.  The Contract with Mt. Olive will need to be revised and voted upon before rates can be increased.
  • Finance –  S. Subick requested a Committee Meeting be scheduled before the next Board Meeting to discuss the revised Water Contract with Mt. Olive.  D. Heinke will schedule meeting early October.
  • Police/Ordinance – S. Subick will contact the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.
  • Streets – Ameren replaced an additional street light within the past 30 days. 
  • Building/Grounds/Utilities – B. Subick announced what a great job Mario Clarke did in cleaning up the Sewer Lift Stations. 
  • Park Board – Documents regarding the Park Board prepared by B. Subick will be given to Canny & Associates to review.   

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (September 2017).  B. Subick made Motion to Approve; with 2nd by S. Calvert.  Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried. 
  • 2016/2017 Audit –  The 2017 Draft Audit for the Village of White City prepared by Canny Accounting was reviewed.  S. Zubal made Motion to Approve Draft Audit; with 2nd by S. Calvert.    Roll Call:  B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.  D. Heinke will contact Canny & Associates advising that the Draft Audit was approved by the Board.  Mike Canny will send a Management Representation Letter for final approval. 

 Old Business

 New Business

  • A memo received from Robin Simpson and at Mr. Simpson’s request, the letter was read during the Board Meeting.  Mr. Simpson thanked the Mayor Steve Subick and the Meter Reader Glenn Marburger on the quick turnaround in checking his meter.  Mr. Simpson believed there was a problem with his meter and called Steve Subick to ask if he could check the meter.  Steve Subick called Glenn Marburger and they went to Mr. Simpson’s residence to check the meter.  They determined the meter was not the problem but Mr. Simpson had a water leak.  Mr. Simpson said their help and professional demeanor was outstanding.
  • Approval of Water Purchase Contract with Mt. Olive.  Due to a 4% increase in rates from Mt. Olive, the Village of White City will need to increase water rates.  The Village of White City received a “revised” contract with Mt. Olive.  However, there are a few changes that still need to be made before the Village of White City can sign off on the contract.  Once the changes have been made the Board will vote on the new contract. 

 Adjournment: Meeting moved to adjourn by B. Subick with 2nd by S. Calvert.

Roll Call B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, B. Peebles “yes”, S. Subick “yes”.  Meeting adjourned at 7:50 pm.

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

Date:  October 11, 2017

Roll Call:

  • S. Calvert – Absent
  • B. Hubert – Absent
  • C. Rimar – Did not attend September 14 Board Meeting
  • B. Subick – Yes
  • S. Zubal – Yes
  • S. Subick  - Yes

Posted by:        Donna Heinke, Village Clerk                                       Date:  October 13, 2017

 

August 9, 2017

Regular Monthly Board Meeting Minutes

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

Pledge of Allegiance: Led by President Steve Subick.  

Roll Call:  B. Subick present; S. Calvert present; C. Rimar present; S. Zubal present; S. Subick present; D. Heinke present.  B. Hubert not present.

Guest/Public Comments:  No Public comments

William Lytle provided updated on the Water Project.  They received approval from Rural Development to resubmit the original plan for the water project.  S. Subick signed the Right-of-Way (ROW) document and it was submitted to the Attorney on July 13, 2017.  They will be advertising for Bids in approximately one month.  William said it is not too late to begin the project this year.  There will be a new Water Tower for the Village of White City.

Closed Session to discuss Personnel/Litigations/Appointments – S. Subick requested Motion to hold Closed Session.  C. Rimar made Motion to go to closed session; S. Calvert 2nd Motion.  Roll Call:  B. Subick yes;

S. Calvert yes; C. Rimar yes; S. Zubal yes; S. Subick yes.  Village Board went into closed session at 7:15 pm. 

Board returned to regular order of business at 7:25 pm with no immediate action taken.  Motion to return to regular order of business made by B. Subick with 2nd by S. Zubal.  Roll Call: C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Zubal “yes” S. Subick “yes”

Approval of July 12, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Calvert.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, Shon Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.

Approval of July 19, 2017 Committee Meeting Minutes: Motion to approve minutes. S. Calvert made motion to approve with 2nd from S. Zubal.  Roll Call:  B. Subick “yes”, Shon Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.

Committee Reports 

  • Sewer – 2017/2018 Sewer Budget (Sewer Budget was submitted to Rural Development on July 20, 2017.  Copy of Budget was given to all Board Members.)
  • Water – Water Contract renewal with Mt. Olive
  • Finance – Update on Committee Meeting July 19, 2017 – S. Subick provided update on Committee Meeting.  The 2017/2018 Sewer Budget was finalized and submitted to Rural Development.  Discussion was held regarding current Sewer charges.  After extensive review it was decided by Village Board that the Sewer charges will need to be increased beginning October 2017.  Customers will receive notice regarding the increase in Sewer charges.
  • Police/Ordinance – B. Subick contacted 2 individuals regarding support to the Village of White City on a part-time basis.  She was waiting on them to return her call.  S. Subick will contact the Macoupin County Sheriff’s office to inquire as to whether they will dedicate a patrol officer on a part-time basis approximately 2-3 hours a week to patrol the Village of White City.
  • Streets – Replacement of Street Lights.  Street Light on S. Main was repaired.  Ameren technician spoke with D. Heinke on 8/2/17.  He replaced the street light with the new LED bulbs, and explained that Ameren will be replacing all street lights with the new LED bulbs in the near future.  He also explained that the recent lights that were replaced appeared to have been shot out with a pellet or air rifle.
  • Building/Grounds/Utilities
  • Park Board – Received documents and a reimbursement payment for the Park Board.  S. Subick will have our Accountant review the paperwork received.  The reimbursement payment was deposited in the General Savings Account for the Village of White City.  B. Subick is preparing a timeline of meetings, videos and documents received since the Park Board was initiated.  Everything will be given to the Accountant to review and make decision on what needs to be done going forward.  S. Subick will contact Canny Accountant, however, since he is preparing the Audit for the Village of White City there may be a conflict of interest.  S. Subick will ask Mike Canny for his recommendation.

 Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (August 2017).  C. Rimar made Motion to Approve; with 2nd by B. Subick.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.
  • 2016/2017 Audit – D. Heinke provided an update on Audit based on memo received from Mike Canny.  Mike Canny is in process of completing Audit.  He has everything he needs from the Village of White City.  He plans to have a Draft to the Village of White City before the next Board meeting in September 2017.

 Old Business

  • The IML/RMA Intergovernmental Cooperation Contract (Ordinance No. 362) Renewal for 2018 was approved by the Board.  C. Rimar made Motion to Approve Ordinance No. 362 with 2nd by B. Subick.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.

 New Business

  • Received DC Waste & Recycling Statement due for August 2017.  They increased the rate charged to the Village of White City based on the contract.  Customer’s bills will be increased accordingly, based on the Contract with DC Waste & Recycling.
  • Approval of Water Purchase Contract with Mt. Olive.  Due to a 4% increase in rates from Mt. Olive, the Village of White City will need to increase water rates.  Ordinance 363 “Ordinance Approving Water Purchase Agreement with the City of Mt. Olive, Illinois” was discussed.  B. Subick made Motion to Approve Ordinance 363 with 2nd by C. Rimar.  Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Zubal “yes” S. Subick “yes”.  Motion carried.  A notice will be sent to all White City water customers notifying them of the increase in rates.  The Water Purchase Contract with Mt. Olive will be effective October 2017.
  • Ordinance 364 adjusting Sewer User Rates.  Ordinance 364 “Repeal of Ordinance Number 214 and Ordinance Amending Sewer Charge in the Village of White City” was reviewed.  C. Rimar made Motion to Approve Ordinance 364 with 2nd by S. Calvert.  Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Zubal “yes” S. Subick “yes”.  Motion carried.

Appointment of Beth Peebles to Position of Village Treasurer.  S. Subick asked for a Motion to Approve Appointment of Beth Peebles to Village Treasurer.  C. Rimar made Motion to Approve with 2nd by S. Zubal.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.  Beth’s appointment will be effective September 2017.

Adjournment: Meeting moved to adjourn by C. Rimar with 2nd by B. Subick.  Roll Call C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Meeting adjourned at 8:15 pm.

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

Date:  September 14, 2017

Roll Call:

S. Calvert – Yes

B. Hubert – Absent

C. Rimar – Absent

B. Subick – Yes

S. Zubal – Yes

S. Subick  - Yes

Posted by:        Donna Heinke, Village Clerk                                       Date:  September 15, 2017

July 12, 2017

Regular Monthly Board Meeting Minutes

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

Pledge of Allegiance: Led by President Steve Subick.  

Roll Call:  S. Subick present; C. Rimar present; B. Subick present; S. Calvert present; D. Heinke present.  B. Hubert not present.

Guest/Public Comments:  No Public comments

William Lytle provided updated on the Water Project.  They received approval from Rural Development to resubmit the original plan for the water project.  S. Subick signed the Right-of-Way (ROW) document and it was submitted to the Attorney on July 13, 2017.  They will be advertising for Bids in approximately one month.  William said it is not too late to begin the project this year.

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

Approval of June 20, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Calvert.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, Shon Calvert “yes”, S. Subick “yes”.  Motion carried.

S. Subick introduced Stephanie Zubal as a new Trustee for the Village Board.  Motion to appoint Stephanie Zubal as Board Trustee was made by B. Subick with 2nd from C. Rimar.  Stephanie Zubal was sworn in as newly appointed Board Member.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, Shon Calvert “yes”, S. Subick “yes”.  Motion carried.  Stephanie joined the meeting. 

 Committee Reports

  • Sewer – Financial Reports for EPA – The Financial Reports for EPA were brought current and sent forward to IL-EPA.  The Online Reports for the DMR/EPA were brought current on the DMR System online.
  • Water – The 2017-2018 Water Contract with Bob Leonhardt for the Village of White City and the Staunton Reservoir COOP was signed and sent forward to IL-EPA.
  • Finance – S. Subick requested a Finance Committee Meeting be scheduled to discuss the 2017-2018 Sewer Budget and an increase in sewer rates moving forward.  The Board agreed to schedule a meeting on Wednesday, July 19 at 7:00 pm.  All Board Members were in agreement to attend the meeting.  D. Heinke will send out an Agenda and reminder on Monday, July 17.
  • Police/Ordinance – A discussion was held to contact the Mt. Olive Police Department to patrol the Village of White City for possible Ordinance Violations.  B. Subick will check into off duty police officer to serve ordinance violation tickets.
  • Streets – Street lights were repaired on 4th Street and Pine.  D. Heinke also made a call to Ameren to have the street light on S. Main Street repaired.
  • Building/Grounds/Utilities
  • Park Board – The Park Board account was closed in September of 2015.  B. Subick has documents on the Park Board and will prepare a timeline on those documents.  On July 12, 2017 a check was submitted to the Village of White City from Kate Bono in the amount of $534 for reimbursement of park board funds.  The Park Board Topic will be discussed further at the Finance Committee Meeting on July 19, 2017.

 Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (July 2017).  C. Rimar made Motion to Approve; with 2nd by B. Subick.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried

Old Business

  • The Appropriation Ordinance Number 360 for the Village of White city (June 2017-June 2018) was reviewed.  Motion to Approve Appropriation Ordinance #360 was made by C. Rimar with 2nd from S. Calvert.  Roll Call:  C. Rimar “yes”, B. Subick “yes”, Shon Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Motion carried.

 New Business

  • The Sewer Budget for 2017/2018 for Rural Development will be discussed at the Finance Committee Meeting scheduled for July 19, 2017.
  • The Illinois Municipal League/Risk Management Association (IML/RMA) Insurance Renewal packet for 2019 was discussed.  The Intergovernmental Cooperation Contract for 2018/2019 was given to all Board Members to review.  The Board will discuss changes/updates to the Contract, if any, at the next Board Meeting scheduled for August 9, 2017.  After all Board Members are in agreement with the new Contract, it will be signed by the Village President Steve Subick and submitted to IML.
  • A discussion was held regarding the easement for Hawkeye Steel and Madison Communication.  Madison Communications will run cable to Hawkeye Steel along the easement next to the power lines.
  • Discussion was held regarding the Ordinance for Customer delinquent accounts.  The Board agreed to adhere to the current Ordinance with the agreement to modify at a later date.  The Ordinance will be posted at the Village Hall.  The Ordinance Number 204 explaining the Utility Deposits and refunds will also be posted at the Village Hall.  Both documents will be made available to customers if requested.  A question was raised regarding the Public Utilities Act.  Municipalities such as Village of White City are exempt from the Public Utilities Act.  

Adjournment: Meeting moved to adjourn by C. Rimar with 2nd by B. Subick.  Roll Call C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Zubal “yes”, S. Subick “yes”.  Meeting adjourned at 8:45 pm. 

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

Date:  August 9, 2017

Roll Call:

S. Calvert – Yes

B. Hubert – Not Present

C. Rimar – Yes

B. Subick – Yes

S. Zubal – Yes

S. Subick  - Yes

Posted by:        Donna Heinke, Village Clerk   Date:  August 10, 2017

 

June 20, 2017

Regular Monthly Board Meeting Minutes

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

Pledge of Allegiance: Led by President Steve Subick.  

Introduction of Shon Calvert appointed Board Member Shon was sworn 6:45 pm prior to the beginning the Board Meeting.

Roll Call:  S. Subick present; C. Rimar present; B. Subick present; S. Calvert present; D. Heike present. B. Hubert not present.

Guest/Public Comments:  No Public comments

Closed Session to discuss Personnel/Litigations/Appointments

S. Subick asked for motion to go into closed session to discuss personnel & litigations:  Motion made by B. Subick with 2nd from C. Rimar.  Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Subick “yes”. Village Board went into closed session at 7:10 pm. 

Board returned to regular order of business at 7:20 pm with no immediate action taken.  Motion to return to regular order of business made by C. Rimar with 2nd by B. Subick.  Roll Call: C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Subick “yes”

Approval of May 17, 2017 Board Meeting Minutes: Motion to approve minutes. B. Subick made motion to approve with 2nd from S. Calvert. Roll Call:  C. Rimar “yes”, B. Subick “yes”, Shon Calvert “yes”, S. Subick “yes”.  Motion carried.

S. Subick discussed meeting held with John Wells from the Illinois EPA.  Steve Subick, Donna Heinke and Brandon Lesemann met with John Wells on May 25, 2017.  John brought to our attention that Financial Reports for EPA have not been completed since 2007.  B. Subick is working on updating the Financial Reports to bring current through 2017.  Brenda Subick and Donna Heinke will call WaterWorks to obtain past information on water/sewer payments.  Steve, Brandon and John Wells completed the inspection of the Lagoon.  John said the Lagoon looks really good.  John also explained that the Village of White City has not completed the DMR reports for the past several years.  Steve will contact the past operator to see if he will help with updating the reports to the current reporting timeframe.  We plan to have Brandon Lesemann our current sewer operator to begin updating the DMR reports in the future.

Update on Water Project:  William Lytle was not able to attend this Board Meeting.  Steve Subick said he received message from Rural Development wanting to know status.  Rural Development wants to move forward with the project.  Steve will contact William to get an update on the project.

Committee Reports

Sewer:  - 2017/2018 – Mike Canny will provide assistance with the Sewer Budget. Water: 

Finance:

Police/Ordinance:  

Streets: 

Building/Grounds/Utilities: 

Park Board – Discuss at July Meeting to dissolve the Park Board

Treasurer’s Report:

Approval of the bills – Reviewed Bills (June 2017).  C. Rimar made Motion to Approve; with 2nd by        B. Subick.  Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Subick “yes”.  Motion carried. 

2016/2017 – Audit – Mike Canny met with Steve Subick and Donna Heinke on June 8, 2017.  He was provided with documentation as requested throughout the day.  Mike said he had the majority of the information he needed and would be contacting Donna if he needed any additional documentation.  Mike said the Audit was on schedule for this year and should be completed within the required timeframe.  Steve and Donna also provided Mike with documentation to help with the 2017/2018 sewer budget. 

Old Business

Discussed the purchase of new computer for Clerk’s Office.  Craig Rimar researched best cost for computer.  Computer purchase of up to $600.00 was approved.  Craig Rimar will email information from Best Buy to Donna.  Donna will contact Best Buy and set up account for Village of White City.  Motion to approve purchase of computer for clerk’s office for up to $600 was made by C. Rimar; with 2nd by S. Calvert. Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Subick “yes”.  Motion carried.

New Business

Discussed Ordinance for Customer delinquent accounts.  The Board reviewed the current Ordinance regarding handling customer delinquent accounts and timeframe to collect and/or shut off water service for non-payment.  The decision was made to adhere to the current Ordinance with the agreement to modify or make changes at a later date. 

Resolution 361 Setting Wages for Part-Time employees was reviewed.  Motion to approve Resolution 361 was made by C. Rimar; with 2nd by S. Calvert.  Roll Call:  C. Rimar “yes” B. Subick S. Calvert “yes” S. Subick “yes”.  Motion carried.  Resolution 361 approved.

Reviewed Prevailing Wage Ordinance 359 for June 2017 to June 2018.  Motion to approve Prevailing Wage Ordinance 359 made by B. Subick with 2nd by C. Rimar.  Roll Call:  C. Rimar “yes” B. Subick “yes” S. Calvert “yes” S. Subick “yes”.  Motion carried.  Ordinance 359 approved.

Reviewed Appropriation Ordinance 360 for June 2017 to June 2018.  The Board agreed to review Ordinance 360 and review/approve at July Board Meeting.

Hire Part Time Help for Grass Cutting and Street Maintenance.  The Board agreed to hire Mario Clarke part time to help with Grass Cutting; weed eating; general street maintenance.

Discussed possible need for Speed Humps on Fourth Street.  Received complaints of speeding on Fourth Street and not stopping at the stop signs.  S. Subick contacted IDOT and they informed him that we will need to hire an Engineer to install the speed humps.   A discussion was held at the possibility of hiring Mt. Olive to patrol the Village of White City.  We will look into the cost of hiring Mt. Olive to patrol the City.

Discussed setting up account at Office Depot to order general office supplies (paper; toner cartridges; toner drum; file folders, etc.).   The Board agreed to have Donna check with Best Buy to compare costs of ordering general office supplies and setting up an account with the Village of White City.  

Discussed advertisement for Village Hall & Pavilion Rental in the Macoupin County Journal.  The Board declined this offer.  We will not be advertising Hall/Pavilion Rental at this time. 

Adjournment: Meeting moved to adjourn by C. Rimar with 2nd by B. Subick.  Roll Call C. Rimar “yes”, B. Subick “yes”, S. Calvert “yes”, S. Subick “yes”.  Meeting adjourned at 8:45 pm.

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

Date:  July 12, 2017

Roll Call:  C. Rimar – Yes; S. Calvert – Yes; B. Subick – Yes; S. Subick – Yes; B. Hubert-Not present

Posted by:    Donna Heinke, Village Clerk             Date:  July 13, 2017

May 17, 2017

Regular Monthly Board Meeting Minutes

Call to Order: 8:31 p.m. Meeting was called to order by President Steve Subick.

Pledge of Allegiance: Led by President Steve Subick.  

Introduction of the new elected Board Members:  Steve Subick, President; Brenda Subick, Trustee; Bob Hubert, Trustee.  The newly elected Board Members were sworn in at 8:15 pm prior to the beginning the Board Meeting.

Roll Call:  S. Subick present; C. Rimar present; C. VanLoo present; B. Subick present; B. Hubert present; J. Dorsey absent; D. Heinke present.

Approval of April 12, 2017 Board Meeting Minutes: Motion to approve minutes. C. Rimar made motion to approve B. Hubert 2nd motion to accept minutes. Roll Call:  C. Rimar “yes”, S. Subick “yes”, C. VanLoo “yes”,  B. Hubert “yes”, B. Subick “yes”. Motion carried.

Dismissed prior Trustee not returning for current term, Carol VanLoo.

Quorum present.  Roll Call:  S. Subick present; C. Rimar present; B. Subick present; B. Hubert present; D. Heinke present.

William Lytle – Update on 2017 Water Project – As discussed at last month’s meeting there will be a delay in advertising for Bid.  Staunton has requested to move master meter to south of the Reservoir Dam off of Bono Road.  A meeting is scheduled on Saturday, May 20 with Staunton to discuss this topic.  Staunton would like to include 18 users for the City of Staunton.  William has talked with our Attorney Nicole Thomas and she has requested to hold off on new date.    Bobett Dunphy from Rural Development has proposed to resubmit the project and ROW document to RD for approval with the changes.  William mentioned they may install a new construction main valve on opposite side of highway.  A question was asked if the radio read meters will still be installed for White City Residents and the answer was yes.  William said that any cost incurred with changes to the current ROW document will be paid by Staunton.  Village of White City will not incur any additional costs with the changes requested by Staunton.  

S. Subick made announcements that the Board Meetings will be run professionally and we will move forward with new Board Members and treat everyone with respect and work together as a team going forward.  Any questions or comments you can contact S. Subick.  If you need to review any documents or have questions regarding certain documents you can contact S. Subick.  All records are kept in the Clerk’s Office.

Guest/Public Comments –  Billy Houston questioned the additional charge for 2nd trash bin at residence.  Asked if there is a contract with DC Waste and Village of White City, answer is yes we have contract.  Customer said the trash bins are smaller than what they had before.  S. Subick said yes the bins are smaller than what the company had before.  We are in middle of 2nd year of contract and can resubmit for bid for new trash company after 3 years.  DC Waste will only pick up trash bins that belong to the company.  They will not pick up bins that do not belong to the company.   DC Waste will pick up extra trash on occasion around Holidays.

Billy Houston asked if there will be a Fireworks Display for this year.  S. Subick said that no one has actually presented their request to the Village Board to do a Fireworks Display on the Village of White City property.  Due to insurance liability concerns there will not be a Fireworks Display this year. 

Gary Buske asked if we planned to have the Fire Chief review the plans for the new Water Project.  S. Subick said yes we will provide a copy of the plans to the Mt. Olive Fire Chief.

C. Rimar asked for motion to go into closed session to discuss personnel & litigations:  Motion made by C. Rimar with 2nd from B. Subick.  Roll Call:  S. Subick “yes” C. Rimar “yes” B. Subick “yes” Bob Hubert “yes”. Village Board went into closed session at 8:55 pm. 

Board returned to regular order of business at 9:10 pm with no immediate action taken.  Motion to return to regular order of business made by C. Rimar with 2nd by B. Subick.  Roll Call: S. Subick “yes” C. Rimar “yes” B. Subick “yes” B. Hubert “yes”. 

Committee Reports

  • Sewer:  - 2017/2018 – Mike Canny will provide assistance with the Sewer Budget.
  • Water: 
  • Finance:
  • Police/Ordinance:  
  • Streets: 
  • Building/Grounds/Utilities:  Handicap Sign and painting of Handicap Parking spot was completed in order to meet the ADA Compliance requirement.
  • Park Board –

S. Subick mentioned on Committee Reports and Meetings.  With only 4 board members a suggestion for the future may be that the committee’s meet separately and report at the regular board meeting.

Also need FOIA officer.  At the present time S. Subick will provide responses to FOIA’s until an official officer is in place.  B. Hubert and B. Subick will need to complete the open meeting training.

Treasurer’s Report: 

  • Approval of the bills – Reviewed Bills (June 2017).  C. Rimar made Motion to Approve; B. Hubert 2nd motion.  Roll Call:  C. Rimar “yes” S. Subick “yes” B. Subick “yes” B. Hubert “yes”.  Motion carried.

Old Business – None.

New Business

  • Approve Farm Ground Lease Agreement with Paul Schneider.  Reviewed Agreement; C. Rimar made Motion to Approve; B. Hubert 2nd motion.  Roll Call:  S. Subick “yes” C. Rimar “yes” B. Subick “yes” B. Hubert “yes”.  Motion carried; agreement was approved.
  •  Discussed customers filling Pools for summer.  There will be no sewer break on bill payment for filling pools.   
  • Reviewed Letter of Engagement from Mike Canny for 2016/2017 Audit.  C. Rimar made Motion to accept; B. Subick 2nd motion.  Roll Call:  S. Subick “yes” C. Rimar “yes” B. Subick “yes”B. Hubert “yes”
  • Discussed estimate from Woodworks Home Remodeling, Inc.  Estimate is in the amount of $678.66 for construction to install a new entry for handicap restroom in order to meet the ADA Compliance requirement.  B. Hubert made Motion to accept; C. Rimar 2nd motion.  Roll Call:  S. Subick “yes” C. Rimar “yes” B. Subick “yes” B. Hubert “yes.  Motion carried. 
  • B. Subick asked when the work will begin.  S. Subick will contact them and the actual work should take approximately 2 days. 
  • Purchase of new computer for Clerk’s office was discussed.  The current computer is outdated. C. Rimar volunteered to check into cost of a new computer and will bring information to next Board Meeting. 
  • Set part-time help wages for grass cutting; road patch; snow removal.  Prepare resolution for next meeting to set wages for this fiscal year at $12.00 per hour. 
  • S. Subick asked for a motion to appoint Shon Calvert as Trustee.  Motion to approve made by B. Hubert; B. Subick 2nd motion.  Roll Call:  S. Subick “yes” B. Subick “yes” C. Rimar “yes” B. Hubert “yes”.  Motion carried.  Shon Calvert will be sworn in at next Board Meeting in June. 
  • Officially the Village Clerk may be reappointed to run concurrently with the newly elected Village President.  S. Subick asked for a Motion to re-appoint Donna Heinke as Village Clerk for a 4 year term effective May 17, 2017.  Motion to approve made by C. Rimar; B. Hubert 2nd motion; B. Subick 3rd motion.  Roll Call:  S. Subick “yes” B. Subick “yes” C. Rimar “yes” B. Hubert “yes”   
  • S. Subick asked for volunteers to help with the City Wide Clean-up Day on Saturday, June 3, 2017 from 8 am – 1 pm.   A list of items from DC Waste that will not be accepted was handed out at the meeting.    

Adjournment: Meeting moved to adjourn by C. Rimar & 2nd by B. Subick.  Roll Call C. Rimar “yes”, B. Hubert “yes”, B. Subick “yes”, S. Subick “yes”.  Meeting adjourned at 9:50 pm

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

Date:  June 20, 2017 

C. Rimar – Yes

S. Calvert – Yes

B. Subick – Yes

S. Subick – Yes

B. Hubert – Not Present                                               

Posted by:    Donna Heinke, Village Clerk                              Date:  June 21, 2017

 

April 12, 2017
Regular Monthly Board Meeting Minutes
Call to Order: 7:00 p.m. Meeting was called to order by Acting President Steve Subick.
Pledge of Allegiance: Led by Acting President Steve Subick.
Roll Call: S. Subick present; C. Rimar present; C. VanLoo present; J. Dorsey present; D. Heinke present.
Guest/Public Comments
• A complaint was made against Madison Communications for blocking roadways within the Village of White City.
• Additional complaints were made against Madison Communications for repairs to yards and walkways on property. S. Subick asked that if anyone had complaints to contact the Village Clerk. We will contact Madison Communications with the list of complaints and they will return to make the necessary repairs.
• Announced the Boil Order was lifted at 1:00 PM on April 12, 2017.

William Lytle – Update on Water Project – There will be a delay in advertising for Bid. Staunton has requested to move master meter to south of the Reservoir Dam off of Bono Road. Staunton would like to include 18 users for the City of Staunton. William will attend the Staunton Board Meeting on Monday, April 17, 2017. The ROW document will need to be revised, and Rural Development will need to review the revised proposal to include Staunton’s request. William said they have received a couple of calls for bids and they have not advertised in the local papers as yet. This is good sign we have interested contractors.

Closed Session was not requested at this meeting.

Approval of March 8, 2017 Board Meeting Minutes: Motion to approve minutes. C. Rimar made motion to approve C. VanLoo 2nd motion to accept minutes. Roll Call: C. Rimar “yes”, S. Subick “yes”, C. VanLoo “yes”,  J. Dorsey “yes”. Motion carried.

Committee Reports
• Sewer: – 2017/2018 – Working on Budget for Sewer/Water
• Water: Water Main Break on March 20, 3017 (due to Madison Communication/cable installation)
• Finance:
• Police/Ordinance: C. Rimar asked about Ordinance Violations. Letters were sent out to customers in violation. S. Subick will follow-up on violations.
• Streets: Rock ordered (Cold Patch Summer Mix)
• Building/Grounds/Utilities:
• Park Board – S. Subick will follow up with Attorney regarding funds from the Park Board account.

Treasurer’s Report:
• Approval of the bills – Reviewed Bills (April 2017). C. Rimar made Motion to Approve; J. Dorsey 2nd motion. Roll Call: C. Rimar “yes”, S. Subick “yes”, C. VanLoo “yes”, J. Dorsey “yes”. Motion carried.
• Rehab Grant Account – Received 4 final outstanding bills from Krista Kolis in the amount of $942. This will leave balance of $92.00 which will be transferred to the General Fund once the 4 outstanding checks have cleared on the Rehab Grant Account. Once funds have been transferred the Rehab Grant Account will be closed.
• Following Bills incurred due to water main break 3/30/17 (Madison Communications).
Kuethe Mechanical, Inc. – $140.00; Midwest Municipal Supply – $555.32
D. Heinke mailed the bills to Central Cable Contractors for payment.
Old Business
• Ordinance 358 – Permitting Fireworks Display – S. Subick discussed the Ordinance with the Board. This Ordinance is to cover Residents within the city limits of the Village of White City. The State of Illinois requires an Ordinance be approved. This explains the provisions of consumer displays of fireworks on the private property of the resident, if they choose to display fireworks. This Ordinance does not provide provisions to individuals who request to display fireworks on the Village Hall property. The city wide ordinance must meet criteria based on provisions listed on the website for the Fire Marshall. The Board discussed the background check. It was decided that the statement within the Ordinance will be revised to state “not legally required to do a background check, however a possible background check may be required if the Village Board deems necessary.” Board agreed to charge $25.00 application fee if resident requests to display fireworks on their private property. Board also agreed that an additional fee may be required if a background check is deemed necessary and/or if the Fire Marshall is called out or provides training, and if there is an additional charge for this process. Once the changes are made to the Ordinance 358 we will send out to each Resident; will publish on website; post at the Hall and send to Mt. Olive Herald for publishing.

Request was made to remove Section 2; Number 5 of the Ordinance 358 – Applicants for consumer display permits must provide proof of liability insurance in a sum not less than $250,000 to the Village before issuance of the permit. The insurance coverage shall be an occurrence-based policy and shall cover all periods of time when consumer fireworks are in the insureds actual and construction possession.

A resident asked the question “what if person does not get permit/application?” Answer: See Section 8 of the Ordinance 358, explains the penalty.

Motion to Approve Ordinance 358 – C. Rimar made Motion to Approve; J. Dorsey 2nd motion. Roll Call: S. Subick “nay”, C. Rimar “yes”, C. VanLoo “yes”, J. Dorsey “yes”. Motion passes 3 to 1.

The Board will revisit the use of Village Hall Property to display consumer fireworks. After discussing with IML (Insurance) they do not agree to allow individuals to use Village Hall Property, if not sponsored by the Village of White City.

New Business
• City Wide Clean-up Day – Set Date – Date is set for Saturday, June 3, 2017 – 8 AM – 1 PM
(Note: this date was changed from May 20 to June 3 after meeting. The Hall is booked for a graduation party on May 20.) We will send out flyer to residents; post at hall; include on website; send to Mt. Olive Herald for publishing.
• Madison Communications – Proposal for White City Village Hall. The Term Agreement to change the services at the Village Hall to Madison Communications was agreed upon by Board. C. Rimar made Motion to Approve; C. VanLoo 2nd motion. Roll Call: S. Subick “yes”, C. Rimar “yes”, C. VanLoo “yes”, J. Dorsey “yes”. Motion carried. S. Subick signed off on Term Agreement and provided Agreement along with $100 deposit to Madison Communications on April 13, 2017.
• Approval to hire accounting firm for 2016/2017 Audit – Mike Canny sent proposal bid for Fiscal Year Audit 2016/2017. He also agreed to provide assistance with the Sewer Budget for 2017/2018. C. Rimar made Motion to Approve hiring Mike Canny Accounting Firm for 2016/2017 Audit; S. Subick 2nd motion. Roll Call: S. Subick “yes”, C. Rimar “yes”, C. VanLoo “yes”, J. Dorsey “yes”. Motion carried.
• Removal/Disposal/Update Playground equipment – To comply with IML/RMA recommendations, we need to remove old playground equipment stored in shed. If anyone is interested in the old playground equipment contact S. Subick. Will be on first come first serve basis, and Steve said he would help load the old equipment. Also need to revisit the repairs to the existing playground equipment recommended by IML/RMA , and cost of the repairs.
• Renew Water Contract with Mt. Olive (Current contract expires June 2017) – As requested by our Attorney, S. Subick will send a proposal to renew/extend the current water contract with Mt. Olive. Once the new contract is agreed upon between Village of White City and Mt. Olive then Rural Development will sign off before sending to Attorney.

Adjournment: Meeting moved to adjourn by C. Rimar & 2nd by J. Dorsey 8:25 pm. Roll Call C. Rimar “yes”,  C. VanLoo “yes”, J. Dorsey “yes”, S. Subick “yes”. Meeting adjourned at 8:25 pm.

Minutes Approved: C. Rimar Motion to Approve; B. Hubert 2nd

Date: May 17, 2017

Roll Call:
S. Subick – Yes
C. Rimar – Yes
B. Hubert – Yes
B. Subick – Yes
C. VanLoo – Yes

Posted by: Donna Heinke, Village Clerk Date: May 18, 2017

March 8, 2017
Regular Monthly Board Meeting Minutes
Call to Order: 7:00 p.m. Meeting was called to order by Acting President Steve Subick.
Pledge of Allegiance: Led by Acting President Steve Subick.
Roll Call: Subick present; Rimar present; VanLoo present; Dorsey present; Heinke present.
Guest/Public Comments
• William Lytle – Update on Water Project – Awaiting the final ROW document from Attorneys. Rural Development will need to approve then a schedule will be set to Bid/advertise. Crawford & Associates will handle the advertising in the local papers. Hope to have bids out within 30 days once approved ROW document is received. A meeting will be scheduled with the Board of Trustees to Award the Bid.
• Gary Buske brought to the Board’s attention that the Mt. Olive Herald was advertising the Village of White City Board Meetings was being held on Tuesdays. Donna will send the current schedule to the Mt. Olive Herald. Mr. Buske also expressed his “Thanks” for the quick turnaround on the water main break on March 3.
• Paul Yurkovich inquired about the Ordinance for Burning trash/leaves, etc. Subick said the Ordinance was from Dawn to Dusk. If anyone has questions or if they see someone burning after Dusk, please contact Steve Subick, or any other Board Member.
Subick asked for motion to go into closed session to discuss personnel & litigations: Motion made by Subick with a 2nd from Rimar. Roll Call: Subick “yes” Rimar “yes” VanLoo “yes” Dorsey “yes”. Village Board went into closed session at 7:15 pm.
Board returned to regular order of business at 7:33 pm with no immediate action taken. Motion to return to regular order of business made by Rimar with 2nd by VanLoo. Roll Call: Subick “yes” Rimar “yes” VanLoo “yes” Dorsey “yes”.
Approval of February 8, 2017 Board Meeting Minutes: Motion to approve minutes. Dorsey made motion to approve VanLoo 2nd motion to accept minutes. Roll Call: Rimar “yes”, Subick “yes”, VanLoo “yes”, Dorsey “yes”. Motion carried.
Approval of February 23, 2017 Committee Meeting Minutes: Motion to approve minutes. Rimar made motion to approve Dorsey 2nd motion to accept minutes. Roll Call: Rimar “yes”, Subick “yes”, VanLoo “yes”, Dorsey “yes”. Motion carried.
Committee Reports
• Sewer: – 2017/2018 – Working on Budget for Sewer/Water.
• Water: Water Main Break on March 3, 2017.
• Finance:
• Police/Ordinance: Ordinance Violations discussed.
• Streets: MFT Resolution approved and sent to IDOT.
• Building/Grounds/Utilities:
• Park Board – Steve Subick will follow up with Attorney regarding funds from the Park Board account.

Treasurer’s Report:
Approval of the bills – Reviewed Bills (March 2017). Rimar made Motion to Approve; VanLoo 2nd motion. Roll Call: Rimar “yes”, Subick “yes”, VanLoo “yes”, Dorsey “yes”. Motion carried.
Donna sending bank statements to Krista Kolis to determine if there are any outstanding bills due against the Rehab Grant Account. Balance remaining in account is $1,034.
Old Business
• Ordinance Violations – Rimar provided list of ordinance violations to Donna. Memos will be prepared and sent out to the violators.
• Update on 2017/2018 Fiscal Year Budget for Sewer Operations for Rural Development – Steve Subick and Donna Heinke met with John Bell from IRWA regarding the Rate Study that was drafted and send to him for review. Donna will schedule call with representative from Waterworks to be sure system is set up correctly and customers are being billed properly across the Board.

New Business
• Subick will order cold patch (summer mix) for delivery in mid-April to being repairs on Village streets. Board approved order for 10 tons from Marsh Incorporated from Nokomis.
• Ordinance 358 – Permitting Firework Display – Attorney prepared the Ordinance for Firework Display for 2017. Board reviewed and will make changes to the Ordinance. Board members will bring changes/revisions to the Ordinance to be discussed at the April 12 Board meeting.
• Leasing farm ground owned by White City – Need to contact the individual who will be farming the ground owned by White City. Request they prepare a contract with White City explaining the ground that they will be farming and the amount of donation to White City.

Adjournment: Meeting moved to adjourn by Rimar & 2nd by VanLoo at 8:00 pm. Roll Call Rimar “yes”, VanLoo “yes”, Dorsey “yes”, Subick “yes”. Meeting adjourned at 8:00 pm.

Minutes Approved: C. Rimar Motion to Approve; C. VanLoo 2nd

Date: April 12, 2017

Roll Call:
Subick – Yes
VanLoo – Yes
Dorsey – Yes
Rimar – Yes

Posted by: Donna Heinke, Village Clerk Date: April 12, 2017

 

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