DeKalb Times

Village of Shabbona Board of Trustees met May 22.

Here are the minutes provided by the board:

The Regular Meeting of the Shabbona Village Board was called to order by Village President Donald J. Goncher on Monday, May 22, 2023 at 7:00 P.M. in the meeting room at Village Hall, 206 S. Blackhawk Street, Shabbona IL. The following were present:

Title Name Present Not PresentTitle Name Present Not Present President Donald J. Goncher Trustee Marc CinnamonTreasurer Cindy Barnes Trustee Denny SandsClerk Jen Morrison Trustee Allison Kidd ProbstAttorney Keith Foster Trustee David SimpsonEngineer Aaron Full Trustee Joy FayPublic Works Bud Forrer

OPENING OF MEETING/PLEDGE OF ALLEGIANCE/ ROLL CALL

Roll Call Vote: Marc Cinnamon-aye, Allison Kidd-Probst-aye, Denny Sands-aye, Joy Fay-aye, David Simpson aye. 5 present.

SWEARING IN OF VILLAGE CLERK –Village President Don Goncher swore in Village Clerk Jen Morrison.

ADDITIONS TO THE AGENDA - none

APPROVAL OF AGENDA – Allison Kidd Probst motioned to approve the agenda, Joy Fay seconded. All in favor vote aye, motion carried.

CITIZENS ADDRESSING THE BOARD: Zeke Rupnick and Rafael of Prairie Band Potawatomi Nation were present—Zeke said that bill in the house has been refiled on the senate side and both are moving along pretty good. Zeke has been making multiple trips from Kansas to Springfield to get some legislation passed in Illinois and it has just passed in State Senate and House that allows repatriation of remains on Potawatomi land (like Shabbona Lake State Park and other locations throughout the state) instead of being housed in historical societies and museums. They are working on more awareness of Native Americans in Illinois, including to allow graduates to wear eagle feather or such at their graduations. Federal recognition and repatriation are the next steps.

REPORTS and ACTION

A. VILLAGE ENGINEER: Aaron Full

1. SHABBONA FIRE DEPARTMENT AND RUN-OFF: Update from 5/18 meeting—David Simpson, Curtis Cook, Joy Fay, and Jon Ritter met Thursday night and the best option that was discussed would be to put a retaining wall between Well House #6 and Fire Department including a french drain. The village would need to run a drain line to the storm sewer about 150’ away. David asked how this can be done and how it can be paid for. Denny asked if all water would run to north and yes it would and it would run to north to storm. There could be two horizontal bores underneath Fire Department apron and under the UNC driveway. South of Well House would need to be regraded and have storm tile out to Illini Street. The retaining wall would be a couple of feet tall and would curve towards the south end. A few things that need to be looked at next:

Intergovernmental Agreement with Shabbona Fire Department, gravel area at southwest corner would be graded and sodded, engineering and cost for all this work needs to be done. Because of all the complexities, to allow for proper time needed to reach a fair conclusion and cost involved and possible need for bid if cost requires Don asked the Infrastructure Committee to meet within the next 2 weeks and then something can be presented to the board at the June meeting. David Simpson motioned to move to Infrastructure Committee as soon as possible, Marc Cinnamon seconded. All in favor-aye. Don said he doesn’t know how connection was made to storm and sewer from Fire Department, need to figure out who pays for engineering and directional boring to connect sewer and storm correctly. Marc said at the last meeting there was a lot of water run off across gravel on south side of Joe Perkins Memorial Park. Jon Ritter said that there was never water issue on apron and at gravel before. Marc will invite the Fire Department to Infrastructure Committee meeting—Marc will contact Jon to schedule Infrastructure meeting. Keith asked about storm drainage and Bud said that Fire Department storm goes into sanitary.

2. INDIAN CREEK SCHOOL DISTRICT UPCOMING CONSTRUCTION AND HOOK UP TO VILLAGE WATER: Chad Willis said that the school district is adding a kitchen, cafeteria, art room and one of their challenges is water line hook up on south side of Shabbona Road and they will need a connection there. Water comes down Shabbona Road to fire hydrant at Preserve and they need to connect to water main—Pete Post asked if it could happen with Shabbona Road project, it could but the Shabbona Road project is further out timewise than the school needs. Don spoke with Aaron and this is an adjustment to our IEPA application and would not be a disruption to our current application process. 8” line will run up closer to north and tee into existing. It was recommended to have an Intergovernmental Agreement with Indian Creek School District as they would be putting in a public utility and it would capture agreement for repayment from the Village. Don asked if this would be a hook-up for this and they would be adding so yes hook up. Don said if our engineer sees no problem with this, Pete said that they are asking to get locations and start on the project. Aaron asked for information on how connection will be made by contractor. Denny asked about the cost and what time frame. Pete said that the line needs to be put in before they can do their access road and construction needs to start within the next couple of weeks. Aaron said that cost should be less than $20,000 for the 150’. Marc asked about what plans Wagner Construction will need to follow. Aaron would talk to the contractor about materials that will be used so that they meet Village water main standards and village currently uses PCV plastic pipe—Pete said that their plan is for ductal service, Aaron said that should work. David asked about service issues during this, there should be minimal issues except for when hook up happens. Jen asked about how it will be paid for, it would be excluded from loan as it would be hard to work into loan with a separate contract and would need to come out of village general funds – Aaron’s estimate is $10,000-$20,000. Denny Sands motioned for school to proceed with water main install and tie into Village water system, Marc Cinnamon seconded. Roll Call Vote: David Simpson-aye, Joy Fay-aye, Denny Sands-aye, Allison Kidd-Probst-aye, Marc Cinnamon-aye. 5- 0 Motion carried.

3. PROJECT UPDATES:

a. Aaron said that he is hoping to submit Apache Street project by middle of June to IDOT for review. Bruce Novak signed the easement agreement, but Aaron had to send it back for notarization. This project will be a combination of MFT and general funds.

b. Shabbona Road borrowing ordinance is to continue the process of getting IEPA loan. Once that is published 30-day petition/comment period and then can move forward with loan process. In the process of getting plat document put together and still have to do legal binding documents for the easements.

B. MAINTENANCE REPORT-BUD FORRER: Bud said that John has put together 2 new picnic tables and redid the donated one as well as the ones at Water Tower Park. Cleaning at Water Tower Park and watered for the first time today. Pressure washed Memorial and John has some ideas on how it should be repaired.

Hanna surveyed Joe Perkins Memorial Park so it now has markers in the corners. Bud met and talked with the school about their project. Flags will be going up on streetlights this week, been patching blacktop, had water leak on North Illini and turned out to be a loose nut on waterline. Fire Lane signs were installed on Navaho for the Fire Department, getting a few loads of playground mulch. IDOT is striping the cross walks including side roads. Navaho Fire Lane will need to be painted soon – Aaron will get Bud the guideline for it. Keith said he got a call from the school attorney about “street” in front of elementary school and he told their attorney he needs to get survey and title work done. David asked about picnic tables and 3 will be in Purdy Park, two are already there.

1. PURCHASE OF SNOW PUSHER FOR SKIDSTEER: Bud got a quote from DeKane for a snow pusher for the skidsteer which will help pull away from front of buildings and make it easier to assist with hauling snow piles later. The quote received is for $4795. Denny Sands motioned to approve purchase of snow pusher for the skidsteer for $4795, Joy Fay seconded. David asked if they already have plow blade and yes but the 6’ the snow pusher will make it easier to move snow. Roll Call Vote: Joy Fay-aye, Allison Kidd-Probst-aye, Denny Sands-aye, David Simpson-aye, Marc Cinnamon-aye. 5-0 Motion carried.

2. 2022 CCR REPORT: Due to report for samples that were tested not being received by IEPA on time, the Village has violations for all of the SOC’s (Synthetic Organic Chemicals) and 2022 CCR Report includes 4 pages of violation tables and a violation notice. Since then, Test Inc no longer uses the lab who did not submit reports on time. 2022 report is linked on our website under Public Notices for the next few months and is also permanently available under Utilities. C. COMMITTEE REPORTS:

1. SHABBONA PATHWAY—MARC CINNAMON: nothing to report.

2. SHABBONA HORTICULTURAL COMMITTEE—MARC CINNAMON: downtown planters were planted, flowers came from Kishwaukee College Greenhouse – Cindi Cinnamon and Kim Rotella planted, Kim provided the flowers. Marc talked with the Vandre family when the Peace Tree came out and Marc talked with Barb Bend and EllenSue Kupecz and told them that the Village will plant a tree in memorial of Fred Vandre. Another person reached out but hasn’t contacted Marc yet regarding a possible memorial tree and/or bench.

3. INFRASTRUCTURE COMMITTEE-MARC CINNAMON: Committee met on 5/9 and discussed future projects and how they will be paid for—grants, fee increases.

4. FINANCE COMMITTEE-ALLISON KIDD PROBST: nothing new, will need to meet in June. 5. DEVELOPMENT COMMITTEE-ALLISON KIDD PROBST: Met with Stephanie two weeks ago to review comprehensive plan and goals. Wednesday 5/24 should be the last meeting on comprehensive plan. Vacant buildings were discussed at 501c3 meeting – that committee wants to make a list of vacancies within downtown to market them. Don will contact B&F and if still less than $2500 will have them start inspections.

6. PUBLIC AFFAIRS COMMITTEE-DAVID SIMPSON: Community Gardens looking really good, Farmer’s Market starts 6/2 every Saturday until October—about a dozen vendors signed up right now, and 4th of July coming up fast—have received a few parade entries.

D. DEKALB COUNTY SHERIFF

1. Don Goncher said that he received notice from the DeKalb County Sheriff who notified him that they are needing to increase hourly pay for patrol by $9.23/hour—currently at $59.78/hour and going to $69.01 - $8,863 annually. Marc Cinnamon motioned to approve pay increase for DeKalb County Sheriff patrol in Shabbona, Denny Sands seconded. Roll Call Vote: Denny Sands-aye, Marc Cinnamon-aye, David Simpson-aye, Allison Kidd-Probst-aye, Joy Fay-aye. 5-0 Motion carried. 2. Reviewed Sheriff’s report for April 2023.

E. VILLAGE CLERK

1. APPROVAL OF REGULAR BOARD MEETING MINUTES FROM APRIL 24, 2023-Joy Fay motioned to approve the minutes of the Board Meeting from April 24, 2023, David Simpson seconded. All in favor vote aye, motion carried.

2. SOI/QBS FOR DOWNTOWN STREETSCAPE CONSTRUCTION ENGINEERING/ITEP GRANT: Jen is submitting the SOI for Streetscape Construction Engineering to the Rockford Register Star to have published by end of this week. It will be posted until June 9th. The Infrastructure Committee will need to plan to have a meeting the following week in order to review and make recommendation for selection at the June board meeting.

3. MUNICODE UPDATE: The attorney for Municode ordinance review contacted Jen last week to notify us that legal review is complete. He will be sending a link to the ordinances that Jen and the Village Attorney need to review. If anyone else would like to review, let Jen know so she can forward it to you. It is required that the Village Attorney attend a teleconference along with Municode and Jen to do a review. It is anticipated that we will go live in July or August with Municode hosting our ordinances. An Ordinance will be done to adopt the new code.

4. VILLAGE WEBSITE UPGRADE: Based on discussions at Development Committee Meetings for Comprehensive Plan and Building Shabbona Together 501c3 meetings, there will be more information that should be posted on the Village website. The current website is very clunky and, for example, it can take 30 minutes or more just to format one picture to fit on a page (like Projects and About Shabbona), everything typed is automatically 1.5 line spaces and there is no way to change that. Jen is asking the board to consider changing the website company and host so that the website is not only more user friendly (and can have more than just Jen update it) as well as more resident and visitor friendly. Jen would like to use a company that does government websites as then when there are state or federal requirements that come out, the site will be capable of meeting requirements (like ADA requirement we only partially meet currently). Jen has two teleconferences set up over her lunch hours this week to discuss and get quotes from potential website companies. Waterman, Cortland, and Popular Grove are examples of all three website companies Jen requested demo and pricing from. Based on information from Waterman, the company that did theirs was about $4000 for website development and is $2000 annually. We currently pay $220 annually for the village website. Denny said that there needs to be more interaction between the village and Shabbona Lake State Park and an improved website could help with that. Consensus from board was that Jen can move forward to get pricing to present at June board meeting.

5. FFA 2023 PROFICIENCY WINNER SIGN: Jen submitted permits to IDOT for signs for Zach Wackerlin and received approval and signs were ordered. ETA for signs is in June at this time. Quote was included for board to see as Village will pay when invoice is received and bill Indian Creek School District like we did a couple years ago for FFA signs.

6. CIVILITY PLEDGE: The Illinois Municipal League has asked all municipalities to accept the Civility Pledge that they have published. Jen will be posting it in the Village Office and at Village Hall.

FINANCIALS

A. DONATION REQUEST FROM SHABBONA FIREWORKS: David Simpson talked to Steve Klopfenstein and Denny Sands said that donations are hard to come by and price of fireworks they may only be able to do another couple of years. Marc Cinnamon motioned to donate $750 to Shabbona Fireworks, no one seconded. David Simpson motioned to donate $300, no one seconded. Joy Fay motioned to donate $1000, no one seconded. Marc Cinnamon motioned to donate $750, Joy Fay seconded. Roll Call Vote: Allison Kidd-Probst-aye, David Simpson-no, Denny Sands-abstain, Marc Cinnamon-aye, Joy Fay-aye. 3 aye-1 no-1 abstain (Denny Sands is on the Shabbona Fireworks Committee). Motion carried.

B. APPROVAL OF BILLS AND PAYROLL – Joy Fay motioned to approve bills and payroll, David Simpson seconded. Roll Call Vote: Allison Kidd-Probst-aye, David Simpson-aye, Denny Sands-aye, Marc Cinnamon-aye, Joy Fay-aye. 5-0 Motion carried.

C. TREASURER’S REPORT – Joy Fay motioned to accept the Treasurer’s report, David Simpson seconded. Roll Call Vote: Joy Fay-aye, Allison Kidd-Probst-aye, Denny Sands-aye, David Simpson-aye, Marc Cinnamon-aye. 5-0 Motion carried.

D. ORDINANCE 2023-05-22(A) FY24 APPROPRIATIONS: Joy Fay motioned to approve Ordinance 2023- 05-22(A) FY24 Appropriations, David Simpson seconded. Roll Call Vote: Joy Fay-aye, Allison Kidd Probst-aye, Denny Sands-aye, David Simpson-aye, Marc Cinnamon-aye. 5-0 Motion carried.

E. UTILITY BILLING: Water shut offs happened last week – 3 required payment arrangements and others paid and got turned back on. One still needs to pay and has until 5/25.

1. ORDINANCE 2023-05-22(C) TITLE 7 PUBLIC UTILITIES AMENDMENT – WATER AND SEWER RATES AND CHARGES: Marc Cinnamon motioned to approve Ordinance 2023-05-22(C) Water and Sewer Rates and Charges, Joy Fay seconded. Roll Call Vote: Marc Cinnamon-aye, Allison Kidd-Probst-aye, Denny Sands-aye, David Simpson-aye, Joy Fay-aye. 5-0 Motion carried.

OLD BUSINESS

A. PROPERTY NOTICES/VIOLATES UPDATE:

a. Route 30 West End properties: has been served to Resource Bank Trust Department.

b. 304 W Navaho – property owner is looking for contractor, they were present in court, Jen asked about garage roof that is about 99% gone now, she will send Keith pictures.

c. 311 N Illini – came to court and said it is progressing, they have a roof permit.

B. ORDINANCE 2023-05-22(B) TITLE 2 CHAPTER 8 MOBILE FOOD TRUCK AMENDMENT: David Simpson motioned to approve Ordinance 2023-05-22(B) Title 2 Chapter 8 Mobile Food Trucks, Marc Cinnamon seconded. Roll Call Vote: David Simpson-aye, Joy Fay-aye, Denny Sands-aye, Allison Kidd-Probst-aye, Marc Cinnamon-aye. 5-0 Motion carried.

NEW BUSINESS

A. CHRISTMAS DÉCOR SYSTEMS 2023/2024/2025 STREETLIGHT LIGHTED POLE DECORATION CONTRACT: Due to increasing number of streetlight poles with downtown streetscape, Jen requested pricing for the 15 we currently have for 2023, and 20 for 2024 and 2025. Decorations will be bow wreaths and snowflakes instead of the motley assortments we have had the past couple of years. David Simpson motioned to approve Christmas Décor Systems contract for $1985 in 2023, increasing to $2760 for 2024 and 2025, Marc Cinnamon seconded. Roll Call Vote: David Simpson-aye, Joy Fay-aye, Denny Sands-aye, Allison Kidd Probst-aye, Marc Cinnamon-aye. 5-0 Motion carried.

B. ORDINANCE 2023-05-22(D) AN ORDINANCE AUTHORIZING LOAN AGREEMENT AND AUTHORIZING THE VILLAGE OF SHABBONA, ILLINOIS, TO BORROW FUNDS FROM THE ILLINOIS ENVIRONMENTAL PROTECTION AGENCY’S PUBLIC WATER SUPPLY LOAN PROGRAM FOR THE SHABBONA ROAD WATER PROJECT: With costs exploding on projects recently, prices are 15-20% higher based on bids currently. This loan is for $950,000 and Village has $220,000 in ARPA money to pay towards loan, so actual loan will be approximately $305,000 for payback with the 50% forgiveness and currently 1.6% interest but will be going up in July. There are also lead lines from mains to exterior of home, homeowner would need to take it from exterior to water meter. Cindy asked who is responsible for replacing from the buffalo box and technically village is responsible if they uncover lead water lines. Cannot legally force resident to pay for it, they can sign a waiver. There are opportunities for homeowners that have lead lines in their house through state and county. Some municipalities have a program to split costs, there may be grants available. The board will need to discuss and decide prior to Shabbona Road Water Project going out to bid. Denny Sands motioned to approve Ordinance 2023-05-22(D) An Ordinance Authorizing Loan Agreement And Authorizing The Village Of Shabbona, Illinois, To Borrow Funds From The Illinois Environmental Protection Agency’s Public Water Supply Loan Program, Joy Fay seconded. Roll Call Vote: Marc Cinnamon-aye, Allison Kidd-Probst-aye, Denny Sands-aye, David Simpson-aye, Joy Fay-aye. 5-0 Motion carried.

Joy asked about Well House #6 – when will it go live. Bud is still getting information from IEPA and needs to contact Test Inc about testing procedures for the new well to make sure it is done correctly when it goes live.

ADJOURNMENT: Joy Fay motioned for adjournment at 8:50PM, Marc Cinnamon seconded. All in favor vote aye, motion carried.

Meeting Minutes of the Village of Shabbona, Illinois submitted by Village Clerk, Jennifer Morrison.

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