Village of Davis Junction Committee of Committees met Aug. 3.
Here are the minutes provided by the committee:
CALL TO ORDER and ROLL CALL
Rick opened the meeting at 7:00 p.m.
Present: President Rick Wurm, Clerk Sandie Maahs, Treasurer Brenda Ognibene, and Committee Members Chris Samples, John Talbot, Bill Motisi, Nathan Maahs, William Luchsinger, and Jen Christenson
Absent:
Also in attendance: Village Engineer Matt Hansen, Parks Supervisor Nate Hill (remotely via Zoom) and Public Works Supervisor Bret Ferge
CONSIDERATION OF MINUTES
a. Approval of July 6, 2021 Committee of Committees Minutes
Jen made a Motion to Approve the July 6, 2021 Committee of Committees Minutes. Nathan seconded the Motion. Motion passed on the following voice vote: Jen, Nathan, William, Chris, John, and Bill: yes
REPORTS OF OFFICERS
PRESIDENT
a. Discussion on support of Ogle County broadband efforts
Rick discussed that Ogle County is working on expanding broadband efforts and would like the Village to send a letter of support. After discussion, the Committee did not object to the support of the broadband efforts.
CLERK
TREASURER/HUMAN RESOURCES
a. Discussion on draft Resolution Approving and Authorizing Execution of Inter-Governmental Agreement between the State of Illinois, Illinois Environmental Protection Agency and Village of Davis Junction
Brenda discussed that the Resolution authorizes the Village to enter into an Inter Governmental Agreement with the Illinois Environmental Protection Agency for use of funds from a $25,000.00 grant that the Village was awarded for sewer planning/projects. The Resolution will be added to the August 10, 2021 Regular Board consent agenda for approval.
b. Discussion on accounts payable/general ledger/payroll/utility billing software upgrade Brenda and Sandie discussed the need for a new software program for Village Hall, that this request for the upgrade has been in the works for two years and was delayed by the pandemic, and that they are requesting that BS&A be awarded the upgrade. After discussion on the need for the program and that is will assist in compliance with the auditor’s recommendations, the Committee did not object to purchasing new software from BS&A. The purchase will be added to the August 10, 2021 Regular Board consent agenda for approval.
REPORT OF VILLAGE ENGINEER
a. Discussion on Project Report Summary
Matt Hansen of Willett Hofmann reviewed the project summary status as follows:
• North Junction Road Seal Coat/Blacktop/Widening – IDOT has approved final quantities and the final pay request has been submitted to the Village. The project will be removed from the list next month.
• Benny’s Corner Market and Self-Storage Development – A review of a revised tentative plat is being completed.
Matt discussed that Willett Hofmann completed two ditch and culvert inspections in Plat 10 for 1006 White Tail and 926 White Birch and there were no issues. Bret looked at the ditches after sod was completed and did not see any issues except the B-boxes needed to be raised.
Matt shared that Willett Hofmann will be hosting a dinner at the Illinois Municipal League conference on Friday, September 24, 2021 and dinner selections will have to be completed in advance.
Rick shared that Haywell, LLC for Benny’s Corner Market did fail to apply for a final plat and in order to not slow down progress on Benny’s the PZC and Village Board will have a special meetings.
REPORTS OF COMMITTEES
COMMUNITY DEVELOPMENT AND EVENTS COMMITTEE
Jen discussed that due to lack to community support and vendor commitment the farmer’s markets for the remainder of the year have been canceled. William discussed that the market was advertised well and the information was out there.
Jen discussed that she will begin planning for the fall and holiday parties. After discussion on whether to do a drive-thru or in person party, Jen will announce that decision at the September 14, 2021 meeting.
FINANCE COMMITTEE
William discussed that a certificate of deposit matured and was paid toward the IEPA loan. William shared that this will occur a few more times this fiscal year and the loan will hopefully be paid off by the end of the fiscal year.
ORDINANCE ENFORCEMENT COMMITTEE
PARKS COMMITTEE
John discussed that Parks Supervisor Nate Hill and himself met with Bridget and Dillan from Fehr Graham to discuss possible grant writing services for an OSLAD grant. Nate discussed that for consideration at the August 10th meeting will be a proposal from Fehr Graham to assist with grant writing for the OSLAD grant to discuss potential purchase of the 10 acres north of the park for additional park space and amenities. John confirmed that there is an engineering budget that will accommodate this cost. Nate discussed that there are ways to increase the chance of receiving the grant. William shared that he would prefer to use that grant to also buy the property to the west of the park. Sandie will send another letter to the landowner asking about sale of the land to the Village.
Nate discussed that Fehr Graham was out surveying on August 3, 2021 and should have some better information on the master plan for the park shortly.
a. Discussion on lease/license agreement for sheds and signs in Community Park Sandie reviewed the history of the agreement with Blackhawk Junior Tackle, ownership of the two sheds, and ownership the sign on the property – the previous agreement was with Blackhawk Junior Tackle and expired in 2007, and the sheds and sign are owned by the flag and tackle football programs. Sandie confirmed that there are no agreements with Stillman Valley Junior Tackle. William confirmed that the press box is for use by all programs and football previously discussed locking off their materials in the press box if other programs use the press box. Sandie discussed the need for an agreement for the sheds and sign to be on Village property so that both parties know what the expectations for maintenance, removal, etc. William asked that any agreements also include the parking of their trailer on the Village property and that the trailer will be insured. The Committee discussed the junior tackle sign and asked that it be included in any lease agreement.
STREETS & DITCHES COMMITTEE
UTILITIES COMMITTEE
a. Discussion on draft Resolution Approving and Authorizing Execution of an Indemnification and Hold Harmless Agreement between the Village of Davis Junction and Haywell, LLC – DJ Storage
Nathan and Sandie discussed that the Resolution keeps Haywell, LLC responsible for the sewer line and water service line (until is it approved) that is being installed until Route 72 as a part of their project. The Resolution will be added to the August 10, 2021 Regular Board consent agenda for approval.
Chris and William discussed that they do not want to wear masks in Village Hall and would like to go back to remote participation for those who do not want to wear masks. Sandie clarified that at the advice of the Village’s insurance company and attorney, the Village should follow the CDC and IDPH guidelines which currently recommend masks for all individuals in indoor public places regardless of vaccination status. Rick confirmed that although he does not agree with masks, he will continue to wear one so we do not jeopardize our insurance or potential funds from the state. Sandie confirmed she will look into the current status of remote participation and Rick asked that it be put back in place if allowable.
UNFINISHED BUSINESS
PUBLIC COMMENT
Brad Pittman, President of Stillman Valley Junior Tackle, shared that he does not have any issues with the proposal for a lease for the sheds and sign. William and Brad Pittman discussed that the press box was built by volunteers in the community then became possession of the Village as it was built on Village property and the Village paid to remodel the press box in 2017. Brad Pittman confirmed with William that the press box is open to all programs to use and at this point football is the only program interested in using it. Brad Pittman discussed that he wants to make sure the football program has adequate practice space. Nathan shared that the fields are being rotated to keep the fields in the best shape possible for all sports programs including football. Brad Pittman asked that the football fields be kept near the sheds.
Tim Duffy installed the original flag football shed and the junior tackle shed. William confirmed that the football programs paid for and own the sheds.
Ken Diehl shared that history of the football program using the fields and that the area to the north of the football fields has not been groomed for the football program so it is not ideal. Ken Diehl shared that adequate notice of the practice field changing would be ideal.
Sandie shared that there is a lack of programs timely communicating and applying for field use and flag football just turned in their application last week. William shared that this is the Parks Supervisor first year with the programs and the Board have given Nate the direction that field use must be applied for before usage.
William shared that the park belongs to the community and does not belong to one program.
Nate shared that it is not just a timing of application as his goal is to provide safe fields while protecting the investment of the fields by the Village and alleviating disturbance of the fields through rotation of field use to ensure impact/usage is being distributed through-out the park. Nate discussed that rotation of the fields can change as various programs end for the season and other begin. Nate shared priority of use is given to tackle for their schedule.
The Committee discussed the possibility of an agreement setting forth the deadlines.
Heather Lawler discussed that the good fields are going unutilized while the kids play on the hard field to the north of the football field. Nate shared that he has maintained the practice area this year. Heather Lawler shared that she felt field changes should have been communicated. William discussed that there should be no expectation that any program has any right to any Village property.
Nate discussed the different leagues that are using the fields in the fall. William confirmed that the Village does not have an intergovernmental agreement with the school district. Nate confirmed that 10 acre park is in use by several other programs for practice.
Heather Lawler stated that the community needs to do what it needs to do to get the kids in the sports programs. Sandie shared that the Village did use to have a board member attend the football meetings and a football program board member attend the Village meetings.
Resident Sandie Maahs shared that during the 10 years her son played soccer the soccer program was forced to use the 14 acre property off of Park Street, and that it is disturbing to watch the football program get pristine fields while the soccer program gets the left overs. Resident Sandie Maahs shared that she is excited that there is a push to put soccer with all the other kids where they belong.
Heather Lawler shared that the football program built the field with their sweat.
William shared that the Village’s revenue is not what it was and is lower than it has been in 20 years and with the reduced revenue we are doing what we can.
Valerie Stone discussed that she wants the field to be a good community field for everyone. Valerie Stone discussed that a lot of the agreements were handshake deals. William shared that gentleman’s agreements are fine until people leave or board change. Valerie Stone stated that they do expect things because they have always had it and all the communities should come together to make the fields safe.
William discussed that he does not remember the organization coming to the Village Board meetings before this time. Sandie confirmed that they have been to the Village twice in the last seven or eight years.
Chris confirmed with Sandie that the lease/licensing agreement is for the two sheds, the sign on the press box, and that the press box is owned by the Village and will not include language regarding field use.
ADJOURNMENT
Jen made a Motion to Adjourn the Meeting. William seconded the Motion. Motion passed on a unanimous roll call vote at 8:23 p.m.
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