Board of Trustees Town Board Meeting

Town of Cortland Board of Trustees Town Board Meeting Town Hall, 59 S. Somonauk Road Cortland, IL 60112 November 25, 2024 at 7:00 PM 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, Stone, Fioretto, Walker, Olson and Siewierski. Quorum was present. Also present were Director of Public Work Joel Summerhill, Engineer/Zoning Administrator Brandy Williams, Police Commander Bruce VanWankum, and Town Attorney Kevin Buick. APPROVAL OF AGENDA Trustee Siewierski moved to approve the agenda with an amendment moving item #13, Department Head Reports to below item #10. Trustee Walker seconded the motion. Unanimous voice vote carried the motion. PUBLIC WISHING TO SPEAK There was no public wishing to speak. PRESENTATION IMLRMA CHRIS KORTE - RISK MANAGEMENT INSURANCE Chris Korte Membership Specialist for Illinois Municipal League Risk Management Association (IMLRMA) presented a proposal for general coverages for the Town. Mr. Korte reported that all coverages are bundled together; property, equipment, crime, bonds, general liability, public officials' liability, cyber-crime/extortion, workman's compensation, online claims and trainings are provided. If the proposal is accepted it would include a rate freeze for the second year. PRESENTATION PROGRESSIVE ENERGY SHAWN AJAZI -UPDATED ENERGY SUPPLY RECOMMENDATION AND COMMUNITY SOLAR 1. UPDATED PROGRESSIVE ENERGY PRESENTATION Mr. Ajazi was present as a follow up to the October 28, 2024, meeting. He discussed subscription guaranteed savings with solar. Community solar has subscribers throughout the Com Ed territory. There is a guaranteed 10% savings once subscription space is secured. Subscription terms will be for a period not to exceed 20 years and the developer selection will be finalized when subscription space is secured. He stated that Progressive Business Solutions has no ownership or claim to the solar energy. Subscribing to solar does not prevent the town from installing its own system, were it desired. Mr. Ajazi continued to recommend remaining with the town's current supplier, SmartestEnergy, for eligible accounts. The contract would be for 36-months at a rate of $0.6403. PRESENTATION KS DISPLAYS STEVE IRMAN - EXAMPLE CORTLAND SIGNS Steve lrman presented additional Town of Cortland sign examples for display purposes in town. There were three new versions ranging from $16,000 down to $2,300, materials could Approved: January 27, 2025 Page 1 of 7 Board of Trustees November 25, 2024 be brick, plastic core, stucco concrete finish, waterproof inside and out and solar lighting options. Digital versions of the examples were requested by the Board. PUBLIC HEARING - TRUTH IN TAXATION 2. Tax Levy, Truth in Taxation Combined Levy for all corporate purposes for the Town of Cortland and the Cortland Community Library, DeKalb County, Illinois for its fiscal year beginning May 1, 2025, and ending April 30, 2026 Mayor Pietrowski opened the hearing at 7:34 p.m. Clerk Aldis read the legal notice into the record. The notice was published in the Daily Chronicle on November 13, 2024, meeting requirements of the law. The Mayor asked if anyone present wished to testify regarding the proposed tax levy. Hearing no response he closed the hearing at 7:35 p.m. CONSENT AGENDA 3. Approve Town Board Minutes of October 28, 2024, Approve Expenditure Report of September 2024, Accept the Treasurer's Report of September 2024, Approve a Resolution Authorizing the Destruction of Audio Recordings of Closed Session Minutes (March 13 & May 22, 2023) Trustee Siewierski moved to approve Town Board Minutes of October 28, 2024, Approve Expenditure Report of September 2024, Accept the Treasurer's Report of September 2024, Approve a Resolution Authorizing the Destruction of Audio Recordings of Closed Session Minutes (March 13 & May 22, 2023).Trustee Walker seconded the motion. Roll call vote: Yea: Trustee Stone, Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto, Trustee Olson Nay: None Absent: None Motion carried. UNFINISHED BUSINESS FOR DISCUSSION AND POSSIBLE ACTION 4. Progressive Energy Supply Renewal, Community Solar Participation Resolutions and Sales Agreements Progressive Energy, on behalf of the Town of Cortland went out and secured pricing and recommend renewal with Smartestenergy for a 36-month term. Trustee Stone moved to approve a Resolution for Electric Supply Renewal, seconded by Trustee Olson. Roll call vote: Yea: Trustee Siewierski, Trustee Stone, Trustee Walker, Trustee Olson Nay: Trustee Fioretto, Trustee Corson Absent: None Motion carried RES 2024-12 Trustee Siewierski moved to approve a Resolution for Community Solar Participation, seconded by Trustee Olson. Roll call vote: Yea: Trustee Siewierski, Trustee Stone, Trustee Walker, Trustee Olson Nay: Trustee Fioretto, Trustee Corson Approved: January 27, 2025 Page 2 of 7 Boa rd of Trustees November 25, 2024 Absent: None Motion carried RES 2024-13 Trustee Stone moved to approve a Sales Agreement for Renewal of Electric Supply vendor SmartestEnergy for a 36-month term, seconded by Trustee Olson. Roll call vote: Aye: Trustee Corson, Trustee, Olson, Trustee Walker, Trustee Fioretto, Trustee Stone, Trustee Siewierski Nay: None Absent: None Motion carried A 2024-08 NEW BUSINESS FOR DISCUSSION AND POSSIBLE ACTION 5. Town Liability Policies 2025 Insurance Comparison Policies - IMLRMA and Marsh McLennan In preparing for this renewal Administration and Finance sought a proposal from the /ML Risk Management Association. The comparison shows an expected savings of approximately $41 ,811 if the Board selected the IMLRMA proposal. Finance recommends the board approve the IMLRMA proposal and authorize the mayor to sign all required documents. Trustee Olson moved to approve an Ordinance Approving Membership in the Illinois Municipal League Risk Management Association and Authorizing the execution of an Intergovernmental Cooperation Contract. Trustee Walker seconded the motion. Roll call vote: Yea : Trustee Fioretto, Trustee Siewierski, Trustee Corson, Trustee Olson, Trustee Stone, Trustee Walker Nay: None Absent: None Motion Carried Ord 2024-11 Trustee Siewierski moved to approve the acceptance of IMLRMA Intergovernmental Cooperation Contract, seconded by Trustee Stone. Roll call vote: Yea: Trustee Fioretto, Trustee Siewierski, Trustee Corson, Trustee Olson, Trustee Stone, Trustee Walker Nay: None Absent: None Motion Carried 6. Health, Dental, Vision & Life Insurance Renewals Staff has been working with the Town's broker, CBIZ and recommends Board authorize administration to sign necessary renewal documents in compliance with the proposal. Trustee Fioretto moved to approve the renewal of Health, Dental Vision & Life Insurance as recommended, seconded by Trustee Olson. Roll call vote: Yea: Trustee Walker, Trustee Siewierski, Trustee Fioretto, Trustee Corson, Trustee Olson, Trustee Stone Nay: None Absent: None Motion carried. Approved : January 27, 2025 Page 3 of 7 Board of Trustees November 25, 2024 7. Approval of Annual Tax Levy Ordinances - Julie Wons, Lauterbach & Amen Trustee Siewierski moved to approve the Annual Tax Levy Ordinance (Town of Cortland and Cortland Community Library), seconded by Trustee Fioretto. During discussion Julie Wons of Lauterbach & Amen stated that the 5.53% increase captures the growth for the future. Roll call vote: Yea: Trustee Stone, Trustee Walker, Trustee Siewierski, Trustee Fioretto, Trustee Olson, Trustee Corson Nay: None Absent: None Motion carried. Ord 2024-12 Trustee Corson moved to approve an Ordinance Abating Special Service Area Taxes for SSA #1; and Approving the Amended Special Tax Roll, seconded by Trustee Olson. Roll call vote: Yea: Trustee Corson, Trustee Olson, Trustee Fioretto, Trustee Siewierski, Trustee Walker, Trustee Stone Nay: None Absent: None Motion Carried Ord 2024-13 Trustee Corson moved to approve an Ordinance Abating Special Service Area Taxes for SSA #9; and Approving Amended Special Tax Roll, seconded by Trustee Walker. Roll call vote: Yea: Trustee Fioretto, Trustee Siewierski, Trustee Walker, Trustee Stone, Trustee Corson, Trustee Olson Nay: None Absent: None Motion Carried Ord 2024-14 8. Consideration of a motion to approve an Ordinance Amending Title 8 Building Regulations Chapter 1 Administration recommends approval in keeping with Public Act 103-0510 which amends the Capital Development Board Act (20 ILCS 310511 et seq.). It requires certain building codes standards be adopted or followed effective January 1, 2025. Trustee Corson moved to approve an Ordinance Amending Title 8, "Building Regulations," Chapter 1, "Building Codes" of the Cortland Town Code, seconded by Trustee Stone. This motion adopts the suite of 2021 codes and working amendments that are code specific. The effective date being January 1, 2025. Roll call vote: Yea: Trustee Corson, Trustee Stone, Trustee Fioretto, Trustee Walker, Trustee Olson, Trustee Siewierski Nay: None Absent: None Motion carried. Ord 2024-15 Approved: January 27, 2025 Page 4 of 7 Board of Trustees November 25, 2024 9. Consideration of a motion to approve an Amendment to Code Official Job Description This amendment brings the job description into compliance with the current Code amendment. Trustee Walker moved to approve an Amended Code Official Part-time Job Description , seconded by Trustee Fioretto. Unanimous voice vote carried the motion. 1O. Consideration of a motion to appropriate funds for design engineering for the replacement of the Airport Road Box Culvert; monies from restricted assets in the amount of $17,091.24 Account 13-4168 and $106 ,953.83 from Account 13-4170 for a total of $124,045.07. If approved, this would allow the Airport Road box culvert project to move forward in FY27. Trustee Siewierski moved to appropriate restricted assets in the amount of $17 ,091.24 from account 13-4168 and $106,953 .83 from account 13-4170 for a total of $124,045.07 for design engineering for the replacement of the Airport Road box culvert. The motion was seconded by Trustee Olson. Ms. Williams stated this appropriation is for the box culvert south of North Avenue. On Airport Road The Town is responsible for 100% of the design engineering. The Town's estimated 20% contribution is $130,000. The preliminary construction costs are estimated at $650,000 exclusive of land acquisition. The project is paid with federal funds that are monitored by IDOT for compliance of use through DSATS. The project is anticipated for FY27. Roll call vote: Yea: Trustee Siewierski, Trustee Walker, Trustee Fioretto, Trustee Olson Nay: Trustee Stone, Trustee Corson Absent: None Motion carried. ADJOURN TO EXECUTIVE SESSION - Exception To Open Meetings Act 5 ILCS 120/2(c)(5) the purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired Attendees should include the Town Board, Mayor, Clerk, Attorney, Finance and Engineer/Zoning Administrator Exception To Open Meeting Act 5 ILCS 120/2 (c)(2) collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees Attendees should include the Town Board, Mayor, Clerk, Attorney, Finance, and Police Chief Exception To Open Meetings Act 5 ILCS 120/2(c)(21) discussion of minutes of meetings lawfully closed under this act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by section 2.06 Attendees should include the Town Board, Mayor, Clerk, Attorney Trustee Stone moved to adjourn to Executive Session, seconded by Trustee Corson. Roll call vote Yea: Trustee Stone, Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto, Approved: January 27, 2025 Page 5 of 7 Board of Trustees November 25, 2024 Trustee Olson Nay: None Absent: None Motion carried. 7:58 p.m. RECONVENE OPEN SESSION Trustee Corson moved to reconvene the regular Town Board meeting, seconded by Trustee Siewierski. Unanimous voice vote carried the motion. 8:21 p.m. 11. Authorize mayor to approve negotiated agreement between the Illinois Council of Police and the Town of Cortland Full-time Officers 05-01-2024 through 04-30-2029 Trustee Corson moved to Authorize the Mayor to Approve a Negotiated Agreement Between the Illinois Council of Police and the Town of Cortland, Full-Time Police Officers, May 1, 2024 through April 30, 2029. The motion was seconded by Trustee Siewierski. Roll call vote: Yea: Trustee Stone, Trustee Siewierski, Trustee Walker, Trustee Corson, Trustee Fioretto, Trustee Olson Nay: None Absent: None Motion carried A2024-09 12. Motion To Approve January 22, 2024, Executive Session Meeting Minutes, and Motion To Open Executive Session Minutes (if applicable) Trustee Stone moved to approve the Executive Session minutes of January 22, 2024, seconded by Trustee Walker. Roll call vote: Yea: Trustee Corson, Trustee Stone, Trustee Fioretto, Trustee Walker, Trustee Olson, and Trustee Siewierski. Nay: None Absent: None Motion carried. Trustee Corson moved to release the Executive Session minutes of March 13, 2023, motion seconded by Trustee Stone. Roll call vote: Yea: Trustee Siewierski, Trustee Olson, Trustee Walker, Trustee Fioretto, Trustee Stone, and Trustee Corson Nay: None Absent: None Motion carried. Unreleased Executive Session minutes are June 14, 2021, May 22, 2023, September 11, 2023, and January 22, 2024. PARKS ADVISORY COMMITTEE REPORT Trustee Fioretto reported that the scheduled meetings for December 2024 and January 2025 have been cancelled. They plan to meet in February for planning purposes. DEPARTMENT HEAD REPORTS Approved: January 27, 2025 Page 6 of 7 Boa rd of Trustees November 25, 2024 13. DEPARTMENT HEAD REPORTS Public Works, Police, and Building Permits Reports for October 2024 Mayor Pitrowski noted the written reports were included in the packet. There were no further reports provided. COMMENTS Trustee Corson reported the Santa Parade would be taking place. MAYOR'S REPORT Mayor Pietrowski reviewed holiday events. Candy Cane Lane, in the walk-way between the Town Hall and the Cortland Community Library, would be opening on December 4 with a tree lighting. Events will happen from 5-7 p.m; hot cocoa and cookies, crafts for kids and Elf movie at 7 p.m. in the library. This is an all-family event. There are new decorations to be added this year. In the future an official planted tree is planned. ADJOURNMENT Trustee Corson moved to adjourn, seconded by Trustee Walker. Unanimous voice vote carried the motion. 8:30 p.m. Respectfully submitted, ~~~o~~I Cheryl Aldis Town Clerk Approved: January 27, 2025 Page 7 of 7