Board of Trustees Town Board Meeting

Town of Cortland Board of Trustees Town Board Meeting Town Hall, 59 S. Somonauk Road Cortland, IL 60112 September 23, 2024 MINUTES CALL TO ORDER / PLEDGE OF ALLEGIANCE / ROLL CALL Mayor Pietrowski called the regular meeting of the Board of Trustees to order at 7:00 p.m. The pledge of allegiance was recited, and roll was called showing as present Trustees Corson, Fioretto, Walker and Siewierski. Shown as absent were Trustees Stone and Olson. Quorum was present. Also present were Julie Wons, Lauterbach & Amen, Brandy Williams Engineer/Zoning Administrator, Joel Summerhill, Public Works Director, Lin Dargis, Police Chief, and Kevin Buick, Town Attorney. APPROVAL OF AGENDA Motion made by Trustee Corson, seconded by Trustee Walker to approve the agenda as presented. Unanimous voice vote carried the motion. PUBLIC WISHING TO SPEAK There was no public wishing to speak. PRESENTATION ~ 1. Presentation of the FY24 Final Audit Report Brian LeFevre of Sikich Certified Public Accounts presented the final FY24 Town of Cortland Audit which he reviewed with the Board. He reported that the Annual Financial Report has a designation of unmodified opinion. An unmodified audit opinion, also known as a "clean" opinion, is a statement from an auditor that a company's financial statements are accurate and reliable. It is the best possible outcome for a company undergoing an audit. All information was received in a timely manner. The Board had no questions. CONSENT AGENDA 2. Approve Town Board Minutes of August 26, 2024; Approve updated Expenditure Report of July 2024 and Accept the Treasurer's Report of July 2024 Clerk Aldis read the consent agenda into the record; Approve Town Board Minutes of August 26, 2024; Approve updated Expenditure Report of July 2024 and Accept the Treasurer's Report of July 2024 A motion was made by Trustee Walker, seconded by Trustee Fioretto to approve the consent agenda as read. Roll call vote: Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson Motion carried. Approved: October 28, 2024 Page 1 of 5  Board of Trustees September 23, 2024, Minutes ~ NEW BUSINESS FOR DISCUSSION AND POSSIBLE ACTION 3. Consider a motion to RATIFY the Mayor's execution of Town of Cortland Public Safety and Emergency Initiative: FY25 Organized Retail Crime Prevention Grant via the Office of the Illinois Attorney General (This grant would facilitate the purchase and installation of three license plate readers in the Town of Cortland for a two-year period.) A motion was made by Trustee Siewierski, seconded by Trustee Fioretto to RATIFY the Mayor's execution of Town of Cortland Public Safety and Emergency Initiative: FY25 Organized Retail Crime Prevention Grant via the Office of the Illinois Attorney General Roll Call: Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson Motion carried. M 2024-03 The grant is for reta il theft, tracking of plate numbers. The Public Safety and Emergency Initiative: FY25 Organized Retail Crime Prevention Grant via the Office of the Illinois Attorney General is mostly because Cortland has a Camping World RV Sales. This industry is one of the current largest areas of theft in the state. The information provided by the system would be used to track known license plates through wider policing efforts. Chief Dargis responded to the question, would these devices be used to issue tickets, stating no, they would not. He reported that there would be five (5) cameras installed; Barber Greene and Somonauk Roads, IL State Route 38 and Webster Road, Cortland Center and Loves Roads, and Somonauk Road and South Street. He further stated that they have been encouraged to reapply for the grant next year. This grant is for a one-year term with required town contribution in year two, $15,000. The renewal is automatic unless ceased by either party, per the agreement. 4. Consider a motion for APPROVAL of Master Services Agreement with Flock Group, Inc. regarding software and hardware services for automatic license plate readers, authorizing the Mayor to execute the proposed agreement A motion was made by Trustee Siewierski, seconded by Trustee Walker to approve a Master Service Agreement with Flock Group, Inc. regarding software and hardware services for automatic license plate readers, authorizing the Mayor to execute the proposed agreement. Roll call: Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson Motion carried. A 2024-05 This project works in tandem with the Organized Retail Crime Grant Program. The grant project budget is $22,050 for the first year. Quote Subtotal for year-one is $19,450. Annual recurring Subtotal is $15,000. Approved: October 28, 2024 Page 2 of 5 Board of Trustees September 23, 2024, Minutes 5. Consider a motion for APPROVAL of the rental agreement from Atlas Bobcat for the rental of a Bobcat L85/L95 loader for winter operations. Rental expense to be paid from 01-6100-245 (Equipment Rental); Rental length will be 4-5 months. A motion was made by Trustee Corson, seconded by Trustee Walker to approve a rental agreement with Atlas Bobcat for the rental of a Bobcat L85/L95 loader for winter operations. Rental expense to be paid from 01-6100-245 (Equipment Rental). The rental length will be four to five months. Roll call : Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson Motion carried A 2024-06 Discussion: Director Summerhill was asked why the town does not purchase vs. rent this type of machine. He responded that he could no justify the cost of the machine that would only be used for less than one-half year. This is more fiscally responsible. The expense to purchase would be in the $150,000 range. He reported that he checked with Case and their rate is $3,200 per month where Atlas Bobcat is $2,800 per month. Atlas Bobcat is a vendor used by the town in previous years (CRS Bobcat). When asked about servicing Mr. Summerhill reported that as a rental, Atlas performs necessary maintenance. 6. Consider a motion to waive the bidding policy and APPROVE the purchase of Flexi- Safe material for the Suppeland Park tot lot in the amount of $22,660; funds for this purchase would be paid from Restricted Assets 13-2411 Storm Sewer Escrow, Neuman Homes Inc. (This project is to upgrade the base of play area in the tot lot) A motion was made by Trustee Corson, seconded by Trustee Fioretto to waive the bidding policy and APPROVE the purchase of Flexi-Safe material for the Suppeland Park tot lot in the amount of $22,660; funds for this purchase would be paid from Restricted Assets 13-2411 Storm Sewer Escrow, Neuman Homes Inc. Roll call: Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson. Motion carried. 7. Consider of a motion to APPROVE An Ordinance Authorizing the Sale of Surplus Personal Property, Entertainment Stages, Owned by the Town of Cortland, DeKalb County, IL (65 ILCS 5111-76-4 Whenever a city or village incorporated under any general or special law, other than a city or village of 500,000 or more population owns any personal property which in the opinion of a simple majority of the corporate authorities then holding office, is no longer necessary or useful to, or for the best interest of the city or village, such a majority of the corporate authorities then holding office, at any regular meeting or at any special meeting called for that purpose, by ordinance may authorize the sale of that personal property in such manner as they may designate, with or without advertising the sale.) A motion was made by Trustee Corson, seconded by Trustee Walker to approve An Ordinance Authorizing the Sale of Surplus Personal Property, Entertainment Stages, Approved: October 28, 2024 Page 3 of 5 Board of Trustees September 23, 2024, Minutes Owned by the Town of Cortland, DeKalb County, IL Roll call vote: Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Stone and Olson Motion carried Ord 2024-10 8. Consider a motion to APPROVE the Fulton Siren Services 2024 Outdoor Warning Siren System Annual Maintenance Contract Trustee Walker moved and Trustee Corson seconded a motion to approve the Annual Maintenance contract with Fulton Siren Services. Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Olson and Stone Motion carried . C-2024-06 9. Consideration of APPROVAL of a proposal for purchase of National Weather Service Activation controller equipment. (There is no line item in the FY25 budget for this purchase) Fulton Siren Services Braniff Communications, Inc Trustee Walker moved, seconded by Trustee Siewierski to approve the purchase of National Weather Service Activation controller equipment from Branfiff Communications, Inc. in the amount of $11,152.00. Yea: Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto Nay: None Absent: Trustees Olson and Stone Motion carried C 2024-07 Per finance, this will require a budget amendment. 10. Consider a motion to APPROVE a Resolution Approving the Plat for the PENELOPE ALMADY SUBDIVISION - UNIT 8 WITHIN CHESTNUT GROVE -UNIT 1 SUBDIVISION (Resubdivision LOT 17 Chestnut Grove Subdivision Unit 1. This is the final step in the process for fee simple units,) Trustee Fioretto moved and Trustee Walker seconded a motion to APPROVE a Resolution approving the plat for the Penelope Almady Subdivision - Unit 8 within Chestnut Grove - Unit 1 (Resubdivision Lot 17 Chestnut Grove Subdivision Unit 1). Yea: Trustee Siewierski, Trustee Walker, Trustee Corson , Trustee Fioretto Nay: None Absent: Trustees Olson and Stone Motion carried Res 2024-10 PARKS ADVISORY COMMITTEE REPORT No report provided. DEPARTMENT HEAD REPORTS 11 . August 2024 Reports for Public Works, Permits and Police Department There were no further reports. Approved : October 28, 2024 Page 4 of 5 Board of Trustees September 23, 2024, Minutes COMMENTS Trustee Corson mentioned that NeuCort Lakes will be under new management for its Homeowners' Association. There was brief discussion regarding the chip and seal process used in NeuCort Lakes last year. Engineer Williams stated that the chip and seal process is a long-term process used to keep road surfaces stable until structural work is needed. She stated that it cost $220,000 to complete one street, Prairiefield Ave, last year. The town typically receives $180,000 annually in MFT funds. It cost $59,000 to chip and seal the entire NeuCort Lakes subdivision. Trustee Siewierski noted that construction traffic is using Prairiefield Ave to reach its destination. They should not be doing so. MAYOR'S REPORT 12. Cancel October 15, 2024, Town Board Meeting The mayor announced the cancellation of the Tuesday, October 15 Board Meeting. He reported that trick or treat hours would be from 5-8 p.m. on Thursday, October 31. He reported Trunk or Treat would be Saturday, October 19 at Cortland Community Park. He announced the 2025 garage sale dates as May 2, 3 and 4, 2025 . The coordinator has added Sunday in 2025. The mayor announced that the police bargaining unit has reached a voting potion on a 5-year contract. The document will come to the Board for ratification after the bargaining unit. Improvements being installed at the community parks include: Suppeland Park - bags games south of the playground and east of the pavillion, sand volleyball will be installed in 2025 Hetchler Park - bags games near the basketball court and the pavillion Cortland Community Park - ping pong table behind the Lions Shelter ADJOURNMENT Trustee Siewierski moved to adjourn, seconded by Trustee Walker. Unanimous voice vote carried the motion. Respectfully submitted, CJ~C~cl~ Cheryl Aldis Town Clerk Approved: October 28, 2024 Page 5 of 5