Board of Trustees Town Board Meeting

Town of Cortland ,-..,__ Board of Trustees Town Board Meeting Town Hall, 59 S. Somonauk Road Cortland, IL 60112 August 26, 2024 MINUTES CALL TO ORDER / PLEDGE OF ALLEGIANCE / ROLL CALL Mayor Pietrowski called the regular meeting of the Board of Trustees to order at 7:09 p.m. The pledge of allegiance was recited, and roll was called showing as present Trustees Olson, Siewierski, and Stone. Shown as absent were Trustees Corson, Fioretto, and Walker. Quorum was present with Mayor Pietrowski. Also present were Acting Deputy Clerk Rita Nielsen, Engineer/Zoning Administrator Brandy Williams, Police Chief Dargis, Public Works Director Joel Summerhill and Town Attorney Kevin Buick. APPROVAL OF AGENDA Motion made by Trustee Siewierski, seconded by Trustee Stone to approve the agenda. Unanimous voice vote carried the motion. PUBLIC WISHING TO SPEAK There was no one wishing to speak. CONSENT AGENDA 1. Approve Town Board Minutes of July 22, and August 12, 2024; Approve Expenditure Reports of June and July 2024, Accept Treasurer's Report of June 2024 Acting Deputy Clerk Nielsen read the Consent Agenda into the record. Motion made by Trustee Siewierski to approve the Consent Agenda as read, seconded by Trustee Olson. Voting Yea: Trustee Stone, Trustee Siewierski, Trustee Olson Absent: Trustee Corson, Trustee Fioretto, and Trustee Walker Motion carried. UNFINISHED BUSINESS FOR DISCUSSION AND POSSIBLE ACTION There was no unfinished business. NEW BUSINESS FOR DISCUSSION AND POSSIBLE ACTION 2. Discussion only Town of Cortland Public Safety and Emergency Initiative: FY25 Organized Retail Crime Program via the Office of the Illinois Attorney General Activation Control Upgrades for Existing Town Warning Sirens Chief Dargis explained that the Town was awarded a grant through the Office of the Attorney General in the amount of $22,000 for five automated license plate readers. Two readers would be placed on Somonauk Rd., one by the elementary school on Hahn Dr. and the other two to be decided. The grant would cover the costs of installation and maintenance for one year. Chief Dargis invited Sycamore Deputy Chief Jeff Wig to explain how Sycamore uses this system and answer any Approved: September 23, 2024 Page 1 of 4 Town Board Minutes August 26, 2024 questions. Deputy Chief Wig gave an overview of how the cameras work and rules and regulations that have been put in place in Sycamore. Access and use of the LPR data shall be for law enforcement purposes only and in compliance with all applicable training, laws, and administrative rules. One business in Sycamore has paid for a camera at its business. Sycamore has 26 cameras. As a rule, only the back plate is captured, and no facial recognition is provided. Chief Dargis explained that this is a two-year contact with a $22,000 grant covering the first year. The Town would have to pay an estimated $15,000 for the second year of the contract and make a decision after the two years if they want to continue with this program. The contract would be with Flock Safety Group, Inc. No action was taken. Program via the Office of the Illinois Attorney General Activation Control Upgrades for Existing Town Warning Sirens Chief Dargis is looking into an automated activation system upgrade where the sirens would be activated by the National Weather Service. There would be no delay when warnings are issued and no chance of human error. He has contacted Braniff and has also left a message for the Town's current siren company for information and quotes. No action taken. 3. Approve the payment of $125,854 to Gjovik Ford for two F-350 XL trucks with plows. (These trucks were approved for purchase at the board meeting on October 23, 2023. Expenditure from Capital Outlay Equipment, line 06-7300-815, 07-7400-812 and 01-6100-812) Mr. Summerhill reported that the expenditure was approved in 2023 and the trucks were picked up this morning and paid for. Motion made by Trustee Siewierski to approve the payment of $125,854 to Gjovik Ford for two trucks with plows, monies from Capital Outlay Equipment, lines 06-7300- 815, 07-7400-812 and 01-6100-812; seconded by Trustee Stone. Voting Yea: Trustee Stone, Trustee Siewierski, Trustee Olson Absent were Trustee Corson, Trustee Fioretto, and Trustee Walker. Motion carried. 4. Consider a motion of Resolution for Improvement under the Illinois Highway Code (If approved, the Board would be appropriating Rebuild Illinois Funds (RBI) in the amount of $64,185.44 for the purpose of resurfacing streets (N Spruce St and W Amber Ave)). Ms. Williams explained that this is the last of the Rebuild Illinois Funds and will be used for resurfacing N Spruce St and W Amber Ave. If the project costs exceed $64,185.44 it would be the Town's responsibility to pay the difference. Motion made by Trustee Olson to approve the Resolution for Improvement under the Illinois Highway Code in the amount of $64,185.44, seconded by Trustee Siewierski. Voting Yea: Trustee Stone, Trustee Siewierski, Trustee Olson Absent were Trustee Corson, Trustee Fioretto, and Trustee Walker Motion carried. RES 2024-09 5. Consider a motion to Waive the Bidding Requirement and Authorize the Signing of the Proposal for $20,516.47 from Flow Technics. (This repair was budgeted in the approved FY25 Budget, Capital Improvements line 06-7300-812 in the amount of $25,000. This motion would require a 2/3 vote of Trustees to pass.) Approved: September 23, 2024 Page 2 of 4 Town Board Minutes August 26, 2024 Mr. Summerhill explained that this is for a replacement pump at the sewer treatment plant that had been damaged. Motion made by Trustee Stone to approve $20,516 to Flow Technics for a pump; monies from Capital Improvements line 06-7300-812, seconded by Trustee Siewierski. Voting yea: Trustee Stone, Trustee Siewierski, Trustee Olson Absent were Trustee Corson, Trustee Fioretto, and Trustee Walker Motion carried. PARKS ADVISORY COMMITTEE REPORT No report. DEPARTMENT HEAD REPORTS 6. Public Works July 2024, Police Department July 2024, Permits July 2024 Reports were included in the packet. Ms. Williams reported that Lennar Builders has an interest in 95 lots east of the school. The plan is to build on 35 lots. Ms. Williams and Mr. Summerhill have discussed options for laying sewer and water lines when they start building homes. Ms. Williams and Mr. Summerhill believe it would be advantageous if all lines were laid at the same time to avoid tearing up streets as other lots are sold, and new homes are built. One solution is to lay all lines at the same time and the town will reimburse Lennar for the cost. The estimated reimbursement to Lennar Builders is $95,000 that would be paid from sewer/water funds. Builders would still pay the $3,500 connection fee for sewer and $3,500 connection fee for water hook-up fee with permit fees. This was for discussion only. Ms. Williams will bring this back to the board for an action. Ms. Williams also explained that Montalbano's Annexation Agreement is due to end October 22, 2024, which is the day Lennar Builders is planning to start building. Due to the expiration of the Annexation Agreement any new permits will not have "impact fees" added. Ms. Williams had a sheet that explains which fees will remain and which fees will no longer be allowed. Ms. Williams has notified the Fire Department and Library. Ms. Williams was looking for a consensus from the board as to applying for State of Illinois Funds to improve North Avenue. The funds are tied into job retention. Natural Polymers (formerly Kishwaukee Forge) employs 15 people. Natural Polymers would have to certify that they have and will retain 15 employees in order for the Town to apply for the grant. This is a matching grant for $150,000. With this grant the town would have $300,000 to use for North Avenue road improvements. This amount would be enough to add a 3" lift to the road. This would make a difference for years to come. Trustee consensus was to continue with this plan. COMMENTS Trustee Olson reported that she received a call regarding Cortland Mobile Home Park and the need for clean-up. Trustee Olson contacted Derek Hiland with DeKalb County as the mobile home park is in the County's jurisdiction. He was unaware of the situation at the mobile home park and will make inquiries. Lions Club member and Cortland Library Director Heather Black reported on Cortland Fest stating that attendance was low, and liquor sales were only $5,000. In the past, liquor sales have been $10,000. Ms. Black has contacted Back Country Roads for next year hoping that Approved: September 23, 2024 Page 3 of 4 Town Board Minutes August 26, 2024 will increase Saturday night attendance. Trustee Siewierski suggested Suppeland Park as a venue thinking that location [Cortland Community Park] not being visible could be a factor. A short discussion of ideas was presented. MAYOR'S REPORT Mayor Pietrowski reported that the Newsletter is ready and will be distributed when Clerk Aldis returns. Mayor Pietrowski also reported that Mr. Summerhill told him that the donated bench at Richland Trails has been installed and approved by the HOA The Park Committee has mapped out other suggested locations for benches. $1,200 is the recommended donation for a bench. There may also be a program designed for planting new trees . ADJOURNMENT With no other business to discuss, a motion to adjourn was made by Trustee Siewierski and seconded by Trustee Olson . Unanimous voice vote carried the motion. Meeting adjourned at 8:07 p.m. Respectfully submitted, ~ G ~ c~~, ~~ &vJL_ Rita Nielsen Acting Deputy Clerk Approved: September 23, 2024 Page 4 of 4