Ashkum Village Hall
109 E. Lake St.
Meeting Times: First Monday and Third Tuesday @ 7:00 pm
VILLAGE OF ASHKUM
APRIL 3, 2017
The Ashkum Village Board met Monday, April 3, 2017 @ the village hall. Present were Paul Heideman, Donna Schmitz, Ed Tholen, Jeff Hanson, Jeremy Beherns, Russ Hull and April Lyons. Maintenance Supervisor Russ Schoon, Treasurer Krystal Alberts, and Mack Berry, from The Advocate were also in attendance. Trustee Shannon Meier was not present.
President Heideman called the meeting to order at 7:00 p.m.
Clerk Donna Schmitz read the minutes of the March 21, 2017 meeting. April Lyons moved to approve the minutes as read, seconded by Jeff Hanson and the motion passed.
President Heideman recognized Maintenance Supervisor Russ Schoon who reported on the following:
Referencing the comments in the minutes read tonight about the performance of the new well not doing well, Russ reported Layne knew what he wanted and what they were supposed to do and they didn’t do it. A new pump and motor were installed but they didn’t allow for the head pressure on the filters. They will be in town next week and pull the well and take care of the problems at no cost to the village.
Russ suggested we hire an outside contractor to change the remaining 150 water meters and be done with it. He said it probably should have been done at the beginning and apologized for not getting the job completed.
Russ reported he doesn’t believe the federal government has anything cut and dried on the lead and copper issue. He said there will be a different set of regulations on communities with less than 10,000 services, but that hasn’t been figured out yet. He reported as many houses as he’s been in and people he’s talked to, he doesn’t believe we have any lead services in town.
He talked to people from the EPA and several engineers while at the water conference about the letter from Tyson Engineering regarding the new lead compliance mandates. They suggested the village comply with the four requests in the letter and as the other matters come up, respond at that time. Replacing the red service line (the village doesn’t have any) was discussed. There is no money available and for communities who do, they must absorb the entire cost. Russ discussed other matters of concern in the letter from Tyson Engineering in length.
Russ talked to the engineer who did the engineering work on the water filtration system. We were on a three year waiver for lead and copper because we haven’t had any positive results, but we are up for testing between June and September. Russ talked to a friend at the EPA lab was advised we should have our water tested to find out how corrosive it is.
Russ submitted his intention to retire this time next year. He said he would be available for training and wanted to give enough notice for the board to find his replacement. Russ agreed to accept a bonus incentive to help whoever the village hires to complete the water meter project. Russ will talk to Paul Beherns whether their company would be available to do the job. April Lyons moved to give Russ an incentive bonus of $2,500 to have the remaining water meters switched over by July 1, 2017, seconded by Jeff Hanson and the motion passed.
President Heideman recognized Treasurer Krystal Alberts who gave the treasurer’s report for February 2017. Ed Tholen moved to approve the report as read, seconded by Jeremy Beherns and the motion passed.
President Heideman brought the following before the board for discussion and/or action:
An invitation to participate in the 36th Annual Golf Outing was received. The outing will be Friday June 2nd and asked if the board wants to participate. Ed Tholen moved to participate in the golf outing, seconded by Jeremy Beherns and the motion passed.
The Lions’ Club project of purchasing an electronic sign discussed at the last meeting was brought up again for action. The cost of the sign recommended is $24,360; however they can only afford $7,500. President Heideman talked to a person who was confident a laptop would have to be purchased to publish data on the sign because our wireless Internet would not reach the location of the sign. Jeff Hanson moved to share the remaining cost of the electronic sign ($16,860) with the Lions Club and to purchase a laptop, seconded by Ed Tholen and the motion passed. One half of the cost of the sign must be paid at the time of the order.
Dave Tyson faxed the information for the 2017 MFT Street Program. The first letter was for “B” Street improvements not included in the 2017 MFT Street Program. The estimated costs for tarring & chipping $7,290, spray patching $3,060, and engineering $1,050 for a total of $11,400. The board agreed to put B Street improvements on hold at this time. Ed Tholen reported the 2017 MFT Street Program included work to be done on Charles, Third, Fourth, Fine, Sixth, and Lake Streets. Tarring and chipping $17,910 spray patching $4,080, and engineering $3,055.20 for a total estimated cost of $25,045.20. Ed Tholen moved to accept the engineer’s estimate, seconded by Russ Hull and the motion passed.
President Heideman reported Ben Cox still has not contacted him with a quote for doing the concrete work around the veteran’s memorial in the park. Russ Hull suggested we contact Craig Lemenager for a quote as he would like to get the work done as soon as possible. President Heideman reported he would call Craig.
President Heideman also reported he asked Maintenance Supervisor Russ Schoon to get a quote to power wash the water tower. The people who he asked reported a lift would be used to power wash the tower and gave a quote of $4,900. Action cannot be taken because it was not on the agenda.
Trustee April Lyons reported she had been approached about whether there is an ordinance prohibiting domestic ducks within village limits. A person would like to raise ducks for the eggs they produce, but wanted clarification before proceeding with the venture. There is not an ordinance on file and as long as the ducks were penned up and raised in the back yard the board didn’t have a problem with the request.
Trustee Russ Hull discussed the delinquent water bill situation. At the December 5, 2016 meeting, the board voted to advise residents with delinquent accounts they had until spring (2 billing cycles) to catch up their past due amounts before service would be terminated. Russ reported it’s spring, and time to get our books in order again. Russ suggested when the new utility clerk is hired, she is trained in the manner the board wants the job done. It will not be her responsibility to make phone calls but delinquent accounts will be presented to the board for action. Additionally, printed reports will be expected to keep the board current on delinquent accounts. The last report the water committee had was November 2016, and Russ asked for a new report. Krystal Alberts was instructed to print a current report for Russ.
Trustee Jeremy Beherns had no report.
Trustee Jeff Hanson reported he had been contacted by someone willing to paint the depot building if the paint was furnished. President Heideman responded the railroad owns the building and permission must be approved before anyone could paint it. President Heideman said he would call the superintendent of the tracks regarding the matter.
Trustee Ed Tholen had no report.
Treasurer Krystal Alberts had no report.
Clerk Donna Schmitz reminded everyone to vote tomorrow.
At 8:08 p.m., trustee Ed Tholen moved to go into executive session to discuss personnel (ILCS 120/2 (c) (2)), seconded by Jeff Hanson and the motion passed.
At 8:22 p.m., the board returned to regular session. Jeff Hanson moved to hire Jackie Glenn as utility clerk, seconded by Ed Tholen and the motion passed. Treasurer Krystal Alberts reported Team Software’s rate for training on their software is $72 per hour. The board discussed a two step training program for Jackie: 1. Training on software; 2. Doing the bills. Krystal will be available to assist in training of the billing. Jeff Hanson moved to hire Team Software to train on the software @$72 per hour, seconded by Jeremy Beherns and the motion passed.
As there was no further business to come before the board Russ Hull moved to adjourn the meeting at 8:25 p.m., seconded by April Lyons and the motion passed.
ASHKUM VILLAGE CLERK