Peoria Standard

Village of Germantown Hills Board of Trustees met December 21.

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.

Village President/Trustees; Roll Call

Mike Hinrichsen – President Present

Julia Miller Absent

Amy Pace Present

Brian Wysocki Absent

Jim O’Laughlin Present

Marty Clinch Present

Todd Rice Present

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.

Also in attendance:

Farrell Lord, Worth Township Supervisor

Bill Streeter & Chuck Urban, Village Attorney’s

Rich Brecklin, Superintendent of Public Works

2. Minutes Approval

a. November 16, 2017 Village Board Meeting- A motion was made by Jim O’Laughlin to approve the November 16, 2017 Village board meeting minutes. The motion was seconded by Marty Clinch. Motion passed #1.

3. Public Comments on Any Action Item on the Agenda

Farrell Lord, Worth Township Supervisor was in attendance to discuss his concern with the storm water runoff of the new subdivision that is proposed off of Ten Mile Creek Road. He felt with the proposed subdivision the developer should go over and above the regulations that are required. He noted if things aren’t right it could be a never-ending cost factor.

Mike Hinrichsen stated the Village is only approving the annexation tonight and not the plat. There will be a storm water committee meeting after the first of the year where this can be discussed with the developer’s engineer also in attendance. Mike indicated the Village approves the developer meeting our code requirements but does not design the system. Farrell Lord stated he would like to attend the meeting.

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

5. Current Agenda Items

a. Approval of an Ordinance authorizing an annexation agreement for the development known as Woods at Germantown Hills Subdivision

Bill Streeter explained the first item is for the Village to approve the annexation agreement. Once the Village approves the annexation agreement it commits the developer to annex the property and develop the subdivision. The Village obligations will be to annex the property and construct the sewer.

The second action item will be to approve the annexation along with the approval of an easement to construct the sewer until the final plat is approved. Bill noted the last item will be the awarding of the bid to get the sewer constructed.

A motion was made by Marty Clinch to approve Ordinance #794 an Ordinance authorizing the annexation agreement for the development known as the Woods at Germantown Hills Subdivision. The motion was seconded by Jim O’Laughlin. Motion passed #2.

b. Approval of an Ordinance providing for the annexation of certain territory to the Village of Germantown Hills, Illinois (Woods at Germantown Hills Subdivision)

A motion was made by Amy Pace to approve Ordinance #795 an Ordinance providing for the annexation of certain territory to the Village of Germantown Hills, Illinois (Woods at Germantown Hills Subdivision). The motion was seconded by Jim O’Laughlin. Motion passed #3.

Approval of an Ordinance accepting easement (Woods at Germantown LLC)

A motion was made by Amy Pace to approve Ordinance #796 an Ordinance accepting an easement (Woods at Germantown LLC). The motion was seconded by Todd Rice. Motion passed #4.

Approval of the award of the WWTP No. #1 Peak Flow Control Project to the apparent low bidder and authorization for the Village President to execute construction documents

Scott DeSplinter stated that Stark Excavating was the apparent low bidder. The Village received several competitive bids. Stark Excavating submitted all the required documents and they did disclose pending litigation with the Peoria Sanitary District. Scott noted the Village has worked with this contractor on other projects in the past and doesn’t see a problem to not award the project.

A motion was made by Todd Rice to approve the award of the WWTP No. #1 Peak Flow Control Project to the apparent low bidder and authorization for the Village President to execute construction documents. The motion was seconded by Jim O’Laughlin. Motion passed #5.

c. Approval of a Resolution authorizing emergency interim successors

Mike Hinrichsen noted as part of the ESDA process he is to identify several individuals to serve if he is unavailable. Mike noted he has identified four individuals: 1st-Amy Pace, 2nd- Julia Miller, 3rd-Ann Sasso, 4th-Rich Brecklin.

A motion was made by Todd Rice to approve Resolution #2017-07, a Resolution authorizing emergency interim successors. The motion was seconded by Marty Clinch. Motion passed #6.

d. Approval of a Resolution amending the Personnel Policy regarding sexual harassment

Bill Streeter explained a new law had been passed that had certain requirements that needed to be a part of the sexual harassment policy. Those changes have been made to the policy.

A motion was made by Amy Pace to approve Resolution #2017-08 a Resolution amending the personnel policy regarding sexual harassment. The motion was seconded by Marty Clinch. Motion passed #7.

This update will be inserted into the personnel policy. Amy Pace recommended having the employees sign off on the new policy.

e. Approval of the award of the WWTP No. #1 Peak Flow Control Project to the apparent low bidder and authorization for the Village President to execute construction documents

This was already completed.

f. Approval of the contractor’s application for final payment for the JAR. White Park Trail

Scott DeSplinter reported that the project is complete and the final payment will be at the next meeting along with a change order.

A motion was made by Jim O’Laughlin to approve the contractor’s application for payment for the J.R. White Park Trail in the amount of $11,144.39. The motion was seconded by Marty Clinch. Motion passed #8.

g. Approval of the EDC, Planning Commission and Village Board 2018 meeting dates

A motion was made by Jim O’Laughlin to approve the EDC, Planning Commission and Village Board 2018 meeting dates. The motion was seconded by Todd Rice. Motion passed #9.

h. Approval of an Ordinance vacating rights of way

The Village board agreed to allow Julia Miller to attend by electronic means at 6:27 p.m. due to her being ill.

Chuck Urban explained that Greg Harman and Christ Church have agreed to the Village vacating the right of way between their properties and dedicating the property to them. The agreements release everyone.

A motion was made by Jim O’Laughlin to approve Ordinance #797 an ordinance vacating rights of way. The motion was seconded by Amy Pace. Motion passed #10.

i. Approval of an Ordinance accepting dedication of right of way

Greg Harman has agreed to give the Village additional right of way for a future sidewalk along Woodland Knolls Road.

A motion was made by Marty Clinch to approve Ordinance #798 an Ordinance accepting dedication of right of way. The motion was seconded by Jim O’Laughlin. Motion passed #11.

Julia Miller left the meeting at 6:30 p.m.

j. Approval of an Ordinance accepting easements (2017 ITEM Application)

A motion was made by Amy Pace to approve Ordinance #799 an Ordinance accepting easements (2017 ITEM application). The motion was seconded by Todd Rice. Motion passed #12.

Ann Sasso explained these easements were recorded and included in the ITEP application.

k. Approval of an Ordinance accepting easement (Woods at Germantown, LLC)

This was already completed.

6. Ongoing Agenda Items-None

7. Presentation of Bills

a. General-A motion was made by Jim O’Laughlin to approve the general bills as amended. The motion was seconded by Marty Clinch. Motion passed #13.

b. Sewer-A motion was made by Marty Clinch to approve the sewer bills. The motion was seconded by Todd Rice. Motion passed #14.

c. Audit-None

d. MFT-None

8. Reports of Standing Committees

a. Finance-Amy Pace noted she is planning a finance meeting in January.

b. Streets/Equipment-Todd Rice stated he will be scheduling a meeting in January to discuss sidewalks, trucks, equipment, garbage revenues, and expenses and the right turn lane off of Holland Road.

c. Personnel-Julia Miller was not in attendance.

d. Police-Marty Clinch stated he had nothing new to report. He asked Ann to check to see if we can get the November report. Rich Brecklin reported there had been some vandalism at the park restroom. Woodford County has caught the individuals and will be charging them.

e. Parks- Julia Miller was not in attendance.

f. Sewer-Brian Wysocki was not in attendance.

g. Storm Water-Jim O'Laughlin noted there is a drainage question for the new subdivision that they have met on and discussed. He will be scheduling a meeting in January. The resident on Warrior Way has an attorney so everything needs to go through the Village attorney moving forward.

h. Economic Development Council-There was nothing new to report.

9. Reports of Special Committees-None

10. Reports of Officers

a. Zoning Officer/Village Clerk/Village Administrator-Ann Sasso noted the ITEP grant application was submitted on time. Ann noted this grant has significant documentation with letters of support and the overall Village vision. We will know in April if it is approved.

b. Superintendent of Public Works-Rich Brecklin stated the plaque and benches have been ordered for the park. The door hangers are in in so they will be placed on homes that have had grinder pump maintenance performed. The sludge was not hauled away this year but put in dumpsters for PDC to haul away. Rich got an estimate for a new door for one of the lift stations. The cost is approximately $3,800. The streets are going to be reviewed for MFT work for the new year.

c. Village Attorney-Bill Streeter thanked the board and stated they enjoy working with the Village. He noted they appreciate everything and the ability to work with good people and an organization that is successful.

Mike Hinrichsen thanked the attorney’s and appreciate their professionalism.

d. Village President-Mike Hinrichsen reported GPEDC has hired Chris Setti to replace Jennifer Daly and is looking forward to working with him. They have also moved to a new location.

Mike noted they are still working on the board representation for Tri-County Planning Commission.

Mike explained CEFCU wants more information before they would consider donating any land to the Village. This will be discussed with the EDC in regards to the plan and how it is going to be funded.

Mike reported there are 5 people running for 3 positions on the county board. These individuals represent us and other municipalities and if we don’t get involved then people shouldn’t complain. Mike encouraged the board members to get involved.

Mike stated he would like to put a year-end summary on the website for the residents and would like the board to review what he has put together. Mike thanked everyone for their contributions.

Chuck Nagel a resident in Germantown Hills introduced himself and stated he is running for the Woodford County board.

11. Communications to the Board-None

12. Adjournment-A motion was made by Marty Clinch to adjourn the meeting at 7:11 p.m. The motion was seconded by Todd Rice. Motion passed #15.

http://germantownhillsillinois.org/media/12-21-17-Village-Board-Meeting-Minutes.pdf