Village of Elwood Board of Trustees met Wednesday, April 5.
"The Village of Elwood Board of Trustees is located at 401 E Mississippi Ave, Elwood, IL 60421."
VILLAGE BOARD MINUTES
MEETING OF APRIL 5, 2017
The Regular Meeting of the Village Board of Trustees, Village of Elwood, April 5, 2017, at 7:00 PM, was
called to order by Village President William E. Offerman.
Present: Village President William E. Offerman, Village Board Trustees: Don LaPaglia, Jasen Melahn,
Doug Jenco, Mary Matichak, Dean Lowrance and Patrick Cotter
Also, Present: Village Clerk Julie Friebele, Village Administrator Marian T. Gibson, Assistant Village
Administrator Ashleigh Spacht and Public Works Supervisor Larry Lohmar
The meeting opened with the Pledge to the Flag.
PRESENTATIONS AND PUBLIC HEARINGS
The Government Finance Officers Association Certificate of Achievement for Excellence in Financial
Reporting was awarded to the Village of Elwood. The Certificate of Achievement is the highest form of
recognition in governmental accounting and financial reporting, and its attainment represents a
significant accomplishment.
PUBLIC COMMENTS
There were no public comments.
CONSENT AGENDA
A motion was made by Trustee LaPaglia to approve the Consent Agenda as follows:
• The Regular Minutes of March 15, 2017, Village Board meeting.
Trustee Jenco seconded the motion. All the Village Board Trustees present voted in favor of the motion.
The motion carried.
BAXTER & WOODMAN STAFF ENGINEERING SERVICES CONTRACT
A Baxter & Woodman representative, currently Mr. Sparber, conducts engineering services that were
previously under the umbrella of the former Public Works Director’s job description. The requested
contract does not require an additional village staff position to be created. The service contract with
Baxter & Woodman adopted by the Village Board meeting in October 2016 is set to expire on April 30,
2017. The proposed contract does not indicate a rate increase, nor does it modify language outlining
tasks and operational duties. The proposed contract term is to be set for 1 year.
A motion was made by Trustee LaPaglia to approve the Baxter & Woodman Staff Engineering Services
Contract. Trustee Matichak seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee
Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes.
The motion carried.
CALL ONE RENEWAL OF THE CUSTOMER SERVICE AGREEMENT
The Call One Customer Service Agreement provides the pricing for lines, usage and any discounts
received for features and circuits. Suburban Purchasing Cooperative negotiates with Call One to provide
standardized rates for all municipalities. Call One agrees to provide the negotiated rates to the
municipalities whether they are the biggest or smallest municipality.
A motion was made by Trustee LaPaglia to approve the Call One Renewal Of The Customer Service
Agreement. Trustee Jenco seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee
Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes.
The motion carried.
WASTE MANAGEMENT CONTRACT
The Waste Management 7-year Contract was presented and reviewed. The negotiated contract with
Waste Management includes modifications to the previous contract. Some of the modifications are:
• 96-gallon recycling toter that will be offered to the residents at no additional fee on a one-time
basis.
• Instead or in addition to craft bags, residents may rent a 96-gallon yard waste toter from Waste
Management at a cost of $48.00 per year.
• The “At your Door Special Collection Service” is included in the monthly rate.
A motion was made by Trustee Melahn to approve the Waste Management 7 year Contract. Trustee
Matichak seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee Melahn – yes, Trustee
Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes. The motion carried.
SAFEBUILT ILLINOIS, LLC BUILDING DEPARTMENT SERVICES CONTRACT
The SafeBuilt Illinois, LLC Building Department Services Contract was presented. Discussion ensued
relating to the current permitting procedures, the village’s current contract with B&F Technical and the
advantages that partnering with SafeBuilt would bring to the village. Assistant Village Administrator
Spacht discussed that SafeBuilt would assist in streamlining the current permitting system and provide
code enforcement services. Also, if the village contracted with SafeBuilt, we would have direct access to
a building commissioner, something that is currently not available to the staff or residents.
This agenda item was reviewed and tabled. No action was taken.
FISCAL YEAR 2017-2018 BUDGET ORDINANCE
An Ordinance Approving the Annual Budget of the Village of Elwood, For Fiscal Year Beginning May 1,
2017 and ending April 30, 2018 was presented and reviewed. Modification to the internal budget
process has allowed for a more comprehensive, transparent and detailed budget to be compiled.
Vote not called until after closed session discussion for reclassification of 5 staff positions to be
implemented upon the approval of Fiscal Year 2017-2018 Budget Ordinance.
UPGRADE OF PUBLIC WORKS EQUIPMENT TO ADVANCE CONSTRUCTION CAPABILITIES
The village public works staff has identified several opportunities where infrastructure improvements
and repairs are within the capabilities of the village staff. With purchasing a combination of new and
used equipment, the improvements can be accomplished by the village staff at approximately 1/3 to 1/4
of the cost of contracting for the same services. Quotes for the new and used equipment total $242,281.
A motion was made by Trustee LaPaglia to approve the purchase of the new and used public works
equipment to advance construction capabilities. Trustee Lowrance seconded the motion. A vote was
called: Trustee LaPaglia – yes, Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes,
Trustee Lowrance – yes, Trustee Cotter – yes. The motion carried.
PUBLIC WORKS BUILDING #2 ASSESSMENT
January 2017 a wind storm caused the roof on the public works building no. 2 to partially blow off of the
building. The repairs to the building exceed the value of the building. In addition, a mold remediation
specialist indicated there was considerable remediation that would need to be conducted. For these
reasons the village staff recommends that building no. 2 be demolished.
A motion was made by Trustee LaPaglia to approve the demolition of public works building no. 2.
Trustee Lowrance seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee Melahn – yes,
Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes. The motion
carried.
ROBINSON ENGINEERING WATER & WASTEWATER ASSISTANCE CONTRACT
Public Works employee Scott Starkey is the only employee that possesses the required sewer and water
licenses for the village’s infrastructure. Robinson Engineering would be able to provide the village
assistance in situations when Mr. Starkey is not available to perform these duties.
A motion was made by Trustee Jenco to approve the Robinson Engineering Water & Wastewater
Assistance Contract. Trustee LaPaglia seconded the motion. A vote was called: Trustee LaPaglia – yes,
Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee
Cotter – yes. The motion carried.
TREES FOREVER COMMUNITY FORESTRY PROGRAM AND VOLUNTEER ASSISTANCE
Trees Forever is a non-profit tree conservation organization that provides communities with technical,
planning and financial assistance to preservation projects. Trees Forever is willing to partner with the
village for a community preservation and planting project at no cost to the village.
A motion was made by Trustee Melahn to approve the Trees Forever Community Forestry Program and
Volunteer Assistance. Trustee LaPaglia seconded the motion. A vote was called: Trustee LaPaglia – yes,
Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee
Cotter – yes. The motion carried.
REQUEST TO WAIVE PARK FACILITY RENTAL FEE FOR JOLIET AREA HOSPICE
A request was made to waive the park facility rental fee for the Joliet Area Hospice Heimlich’s Annual
Egg Hunt. This is a privately organized event that is open to the public. The event is free of charge, and
free will donations are accepted for the Joliet Area Community Hospice.
A motion was made by Trustee Melahn to waive the park facility rental fee for Joliet Area Hospice
Heimlich’s Annual Egg Hunt event. Trustee LaPaglia seconded the motion. A vote was called: Trustee
LaPaglia – yes, Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance –
yes, Trustee Cotter – yes. The motion carried.
OTHER BUSINESS
Elwood Egg Hunt & Community Breakfast Saturday, March 19th Egg Hunt at Tyler Park for children age 2
through 10.
On March 2, 2017, a EF-3 tornado caused serious damage to the towns of Naplate and Ottawa. The
village responded by sending personnel to assist with debris clean-up in said towns. On March 23, 2017,
the village received a letter from the Illinois Public Works Mutual Aid Network extending gratitude to
the Village of Elwood for our recent response and assistance to the towns of Naplate and Ottawa.
CLOSED SESSION
A motion was made by Trustee LaPaglia to go into Closed Session. Trustee Melahn seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes. The motion carried.
ACTIONS TO BE TAKEN FOLLOWING THE CLOSED SESSION MEETING
A motion was made by Trustee LaPaglia to approve the reclassification of five staff positions and to adopt An Ordinance Approving the Annual Budget of the Village of Elwood, For The Fiscal Year Beginning May 1, 2017, and ending April 30, 2018. Trustee Melahn seconded the motion. A vote was called: Trustee LaPaglia – yes, Trustee Melahn – yes, Trustee Jenco – yes, Trustee Matichak – yes, Trustee Lowrance – yes, Trustee Cotter – yes. The motion carried.
ADJOURNMENT
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