Peoria Standard

Village of Germantown Hills Board of Trustees met October 26.

Here is the minutes provided by the Board:

1. Call to Order/Roll Call/Pledge of Allegiance- Mike Hinrichsen, Village President, called the meeting to order at 6:00 p.m.

Everyone stood and said the Pledge of Allegiance. Mike Hinrichsen stated that he would like to do a moment of silence for those serving our Country both near and afar.

2. Minutes Approval

a. September 11, 2017-Special Village Board Meeting- A motion was made by Jim O’Laughlin to approve the September 11, 2017 Special Village board meeting minutes. The motion was seconded by Brian Wysocki. Motion passed #1.

b. September 28, 2017 Village Board Meeting- A motion was made by Amy Pace to approve the September 28, 2017 Village board meeting minutes. The motion was seconded by Todd Rice. Motion passed #2.

3. Public Comments on Any Action Item on the Agenda

Jake Adkins, 118 High Street, Germantown Hills spoke on the ordinance proposal to require commercial businesses to have to pave their parking lots. He was at the meeting to see what the board decides based on the ZBA’s recommendation to grandfather existing businesses.

Deb Wernsman, 508 Ten Mile Creek Road was in attendance to explain how there is already a huge water issue because the culverts don’t drain and if they require the Grille to put blacktop or concrete on their parking lot there is going to be more flooding on top of what they currently have.

4. Public Comments on Any Non-Action items-None

5. Current Agenda Items

a. Approval of an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding sign regulations (Utility Improvement Signs)

Ann Sasso explained the ordinance amendment that adds a new category of signs called a Utility Improvement Sign. This was put together after conversations with MTCO and their request to put up a sign in the subdivisions they are installing fiber. Ann noted the requirements were put together based on a combination of other community’s similar provisions. Amy Pace questioned the time frame and size. Ann noted this was set up that the utility company will have to get a property owners permission in order to put the sign up and leave it up the allowable time frame.

A motion was made by Todd Rice to approve Ordinance #790 an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding sign regulations (Utility Improvement Signs). The motion was seconded by Jim O’Laughlin. Motion passed #3.

b. Discussion and approval on the electrical aggregation on the Village accounts

Ann Sasso explained the proposed electrical aggregation for the Village accounts. She had rates to compare from Agera and Homefield Energy. The Village wants to be able to line up the contract dates when the municipal aggregation is up which is June 2019.

A motion was made by Julia Miller to approve the electrical aggregation rate of.00423 for 12 months with Agera Energy. The motion was seconded by Todd Rice. Motion passed #4.

c. Approval of an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding service charges for grinder pump misuse

This was deferred until later in the meeting.

d. Approval of the updated grinder pump information, door hanger and implementation date of the new grinder pump policy

This was deferred until later in the meeting.

e. Discussion and approval of the sewer billing and payment plan policy

This was deferred until later in the meeting.

f. Approval of an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding zoning regulations (Vehicular Surfaces)

Ann Sasso explained the Planning Commission had met to discuss the vehicular surfaces ordinance. They had recommended eliminating the chip and seal option for existing businesses.

Jim O’Laughlin read the drainage language in the proposed ordinance that addresses drainage concerns that have been raised.

Mike Hinrichsen respectively noted that the Village has had public input at the published public hearing and that no new information can be introduced. Mike indicated his concern of the impact on the businesses and the Village especially if the chip and seal option is taken out as we don’t want to chase businesses away.

Ann Sasso noted the ZBA held a public hearing on October 24th to gather information from the public in order to make a recommendation to the Village Board. Ann Sasso reported the ZBA had not made a recommendation to approve the proposed ordinance as written but to look at grandfathering the businesses, add chip and seal back in as an option and look at the impact it will have on drainage.

Rich Brecklin reviewed all of the Village properties that would be impacted. Rich noted no matter what all of the options would require a good base.

Mike Hinrichsen stated 20 years ago gravel was ok but the Village has grown and there are certain expectations from the public. We don’t have enough information to make a clear decision at this time. A part of the drainage concern happened when the Grille added the gravel parking lot on their property. Mike Hinrichsen noted this proposed change was based on aesthetics. The board agreed to table it for now. Mike Hinrichsen noted he appreciated the businesses within our community and their input.

Approval of an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding service charges for grinder pump misuse

Todd Rice asked how the $100 service charge came up and questioned if it was enough to make a difference. He feels it should be more.

Mike Hinrichsen noted it has been determined that $500 is the average charge for a service call so each charge is discounted up to the 4th occurrence when it is at the full amount. Mike stated we have people that can’t pay their sewer fee so we feel $100 gets their attention. We are asking residents to mitigate their risks. The new ordinance and policy will be effective January 1, 2018.

A motion was made by Brian Wysocki to approve Ordinance #791 an Ordinance amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding service charges for grinder pump misuse. The motion was seconded by Marty Clinch. Motion passed #5.

Approval of the updated grinder pump information, door hanger and implementation date of the new grinder pump policy

Brian Wysocki stated the Village has received public input and he, Mike Hinrichsen and Rich Brecklin had met to discuss the proposed policy. The policy extends the time to 5:00 p.m. for employees to respond to a grinder pump call. After that time someone will answer the phone to discuss the issue of what is going on and what the resident needs to do until an employee can make the repair.

Brian Wysocki stated they added language that the grinder pump and control box need to be clear and accessible in order for repairs to be made.

Mike Hinrichsen stated the Village has spent more than 12 months looking closely at what needs to be done. He has learned some things in regards to the pumps and we have tried to educate the residents as much as possible. Mike indicated this is not a monetary issue but a safety issue. The Village has listened to the public but there is going to be some inconveniences. If everyone helps mitigate the risks the issues will be less and less which will benefit everyone.

Rich Brecklin stated they won’t be doing pm’s if they can’t access the pump or control panel. If there’s an emergency they won’t be able to do the repair until the area is clear and accessible.

Todd Rice stated he feels we are going to have issues if it’s not defined what we are going to do when residents don’t comply.

A motion was made by Brian Wysocki to approve the updated grinder pump information, door hanger and implementation date of January 1, 2018. The motion was seconded by Jim O’Laughlin. Motion passed #6.

Mike Hinrichsen appreciated Todd Rice stating why he was not voting in favor of the motion.

Discussion and approval of the sewer billing and payment plan policy

Brian Wysocki wanted the board to be able to start thinking about a more standardized payment plan for the sewer billing process. Ann Sasso noted Cassandra Schlatter had put together a proposed sewer billing and payment plan policy for consideration. There are some aspects of our payment requirements in the code and some that may need to be added. This will be brought back once that is determined.

g. Discussion and approval on the hookup fee for 203 Whispering Oaks Drive

Brian Wysocki stated the resident that recently hooked up on to the sewer has asked if there can be some relief on the sewer hookup fee of $2600 since their costs were more than anticipated with the need to get an attorney and easements from the neighbor.

Ann Sasso noted years ago in order to create an incentive to hook on to the sewer an existing house sewer hookup fee was $250.

A motion was made by Jim O’Laughlin to approve the hookup fee for 203 Whispering Oaks Drive to be paid up to 26 months interest free. The motion was seconded by Marty Clinch. Motion passed #7.

h. Discussion and approval of amending the Germantown Hills Village Code, Village of Germantown Hills, Illinois regarding the number of Class "B" Liquor Licenses

This was deferred until the next meeting.

i. Discussion on the Woodford County Board funding of GPEDC and Tri-County Planning Commission and next best steps

Mike Hinrichsen reported he had attended the Woodford County board meeting where the County Board decided to not fund GPEDC or the Tri-County Planning Commission.

Mike had met with Eric Miller, Stan VanWinkle, Russ Crawford and Stan Glazier to talk about a possible solution. They discussed having the Villages/Cities having the option to represent the County on the Tri-County board. There would be one seat for Woodford County and then 6 seats represented by a member of each municipality that would purchase a seat. The amount would be divided by the number of seats. If we choose to be a part of this Tri-County’s meetings are on the 4th Thursday so we may look to move the Village meeting to the 3rd Thursday of the month.

Woodford County also decided to not fund GPEDC. Stan Glazier appointed Roy Bockler as the Woodford County Coordinator. Mike stated he asked Roy to come to the next EDC meeting in November. Woodford County budgeted $15,000 not knowing what Roy Bockler’s plan is. This is an unpaid position.

Marty Clinch noted he would like to see Germantown Hills being a part of Tri-County as they have helped Germantown Hills with a lot of things. He hopes the other communities will too.

There was consensus from the board to continue efforts to get representatives from the municipalities to serve on the Tri-County Board.

Mike Hinrichsen stated he had attended the Natural Hazard Mitigation meeting where there are 8 people from Woodford County.

j. Approval of a Resolution in support of the Illinois Bicentennial Celebrations

A motion was made by Jim O’Laughlin to approve Resolution 2017-05 a Resolution in support of the Illinois Bicentennial Celebrations. The motion was seconded by Amy Pace. Motion passed #8.

k. Approval of the purchase of park benches and signage for the J.R. White Park Trail subject to the costs being provided to the Village Board for approval

Rich Brecklin had met with Jeff from Wilber Monument about doing a bolder with a plaque designating the donations on the J.R. White Park Trail. Rich doesn’t have all of the costs back yet and there is still some seeding to finish up.

A motion was made by Amy Pace to approve the purchase of park benches and signage for the J.R. White Park Trail not to exceed $5,000. The motion was seconded by Jim O’Laughlin. Motion passed #9.

Julia Miller left at 7:34 p.m.

l. Approval of contractor’s application for payment #2 for the J.R. White Park Trail

A motion was made by Jim O’Laughlin to approve the contractor’s application for payment #2 for the J.R. White Park Trail in the amount of $38,599.89 to ICCI. The motion was seconded by Marty Clinch. Motion passed #10.

6. Ongoing Agenda Items-None

7. Presentation of Bills- Mileage reimbursement for GPEDC Support

a. General-A motion was made by Jim O’Laughlin to approve the general bills. The motion was seconded by Marty Clinch. Motion passed #11.

Mike Hinrichsen with his availability has been involved in a number of things. He is Vice Chairman of GPEDC and will soon be Chairman. He has been keeping track of his mileage since May and on average it would be a reimbursement of approximately $70 a month. He didn’t know if this is something that would be reimbursed or not.

Jim O’Laughlin noted he doesn’t think the Village should reimburse for some of those things since if you don’t want to do it you wouldn’t have to do it for the Village.

Ann Sasso noted this hasn’t been done previously other than when a Trustee attended a conference in Chicago or an approved event.

Marty Clinch recalled something in the past but thought the President and Trustee pay typically offset the expenses.

b. Sewer-A motion was made by Brian Wysocki to approve the sewer bills. The motion was seconded by Jim O’Laughlin. Motion passed #12.

c. Audit-None

d. MFT-None

8. Reports of Standing Committees

a. Finance-Amy Pace noted the tax levy will be on the November agenda. There will be a short finance committee meeting before the next board meeting.

b. Streets/Equipment-Todd Rice had nothing new to report.

c. Personnel-Julia Miller was not in attendance.

d. Police-Marty Clinch stated he had nothing new to report.

e. Parks- Julia Miller was not in attendance.

f. Sewer-Brian Wysocki reported there will be a sewer committee meeting before the next board meeting.

g. Storm Water-Jim O'Laughlin noted there is a drainage question to discuss on the new

subdivision that they will be meeting on.

h. Economic Development Council-Ann Sasso noted she is starting to work on the ITEP grant. She had also talked with Dr. Kaufman and he is hoping to have his roof done in the next couple of weeks. Ann noted we will be presenting the Germantown Crossing Vision at the TWG meeting.

Amy Pace noted the Village closed on the ATM lot so the Village now owns the property.

9. Reports of Special Committees-None

10. Reports of Officers

a. Zoning Officer/Village Clerk/Village Administrator

b. Superintendent of Public Works-Rich Brecklin stated he is looking to put a couple of trucks into the budget for next year. They are checking on the winter equipment and we have the contract for the salt. The Township is happy about their contract as they are saving a lot of money. The roads have been striped.

Zack Hecht and Jake Craig are working on the grinder pump pm’s. Rich noted he has ordered some more pumps. Bret Wernsman is working on the manhole inspections.

Rich Brecklin noted he thinks he has one filter working. He received the draft permit from the IEPA and it looks like there are no changes.

c. Village Attorney-Chuck Urban noted a provision in the code allows for reimbursement for proper expenses for the Village Board and President.

Chuck Urban stated Monday is the date for the motion to reconsider. After that the Village can move forward for getting title. The check has been issued and will be deposited with the Treasurer at Woodford County.

The vacation of the right of way for the Christ Church and Greg Harman property is almost complete other than needing to schedule a meeting with the property owners.

a. Village President

Mike Hinrichsen noted the Library Director has recommended to the Library Board to reduce the hours from 60 to 48 which was Mike’s original recommendation. Since Joel many more books and multiple program have been added. They are cleaning up a lot of messes and the library is very successful.

Mike reported the ESDA group is progressing well. Mike noted 3 things with the Natural Hazard Mitigation. They are: the need to mitigate before they happen, we are eligible under FEMA, and there are grants available to us.

Mike stated he had attended the MTHS Citizen’s Advisory Committee community event at the High School to represent Germantown Hills and talk about how the communities are going to move forward.

Mike explained that GPEDC has a new office location. Career Spark this year was a huge success. There were 16 different career paths represented and over 3,500 8th graders that attended.

Mike noted he will be meeting with a CEFCU representative on Thursday next week on the Germantown Crossing Vision and how they can help.

Mike indicated it has been 6 months for his opportunity to serve the people and the community. He enjoys working with everyone and is thankful for the diversity of opinion.

11. Communications to the Board-The Village received a thank you note from the Germantown Hills Educational Foundation for the donation.

12. Adjournment-A motion was made by Brian Wysocki to adjourn the meeting at 8:18 p.m.

The motion was seconded by Marty Clinch. Motion passed #13.

http://germantownhillsillinois.org/media/10-26-17-Village-Board-Meeting-Minutes.pdf