REGULAR MEETING OF THE MAYOR AND COUNCIL OF THE VILLAGE OF TAMPICO

June 15, 2022, 7:00 PM
Reagan Community Center

Mayor Kristine L. Hill called the Regular Meeting of the Tampico Village Council to order at 7:00PM.

Commissioners Jim Coleman, Jennifer Morales, Ryan DeBrock and Tammy Kendell were present. Chief Lewis, Village Utilities Clerk, Jamie McIntire, and Village Superintendent, Tyler Chriest, were also present. Village Clerk, Kathy Leathers, was also present and recorded the written and audio minutes.

Mayor Hill led those present in the Pledge of Allegiance.

Minutes of the May 17, 2022 Regular Meeting were approved as presented.
Minutes of the May 3, 2022 Closed Meeting were approved as presented.
Minutes of the May 17, 2022 Closed Meeting were approved as presented.

Reports of Village Officials
Mayor Hill said thank you to Mike Sigel for helping the Village by donating a light to replace the damaged one in Booth Park, and also donating the use of his lift for Chriest to repair the damaged light. It’s greatly appreciated.

Chriest advised that he spoke with Luke Nixon on updates with the Sewer Relining Project. On Friday, June 17th Chriest will meet to go over the sewer televising. Then on Monday, June 20th the crew will be on site to start the lining. This is all for the first phase of the Sewer Relining Project.

Remarks from Guests
Village resident William Stephenson with Jumping Jacs Entertainment LLC was not present to speak with the Council. Mayor Hill advised that it was her understanding that the Festival Committee told Stephenson that they did not desire to use his services for the Festival. It is the Festival Committee that is handling all of the Tampico Festival scheduling. The Village Council is not handling any of that. Mayor Hill advised that the Village does not have the ability to accommodate their needs at Booth Park, where Stephenson was requesting. The other issue is when you are operating a business that is not in a “Business Zone”, you need to have a variance. The Village has no record of a variance where Stephenson is located. He can relocate the business, but Stephenson should not be operating his business at the current location where it’s being operated. Stephenson told our office that he was strictly doing his business online, but now there is proof showing that it is operating at an address that is not zoned for businesses. There is a picture online showing his address and there have been several complaints about the business activity at that address. Mayor Hill advised that she’d like to make a public announcement to anyone who is operating a business in the Village of Tampico outside of the business zone, you need to check with Village Zoning Administrator, Art Spencer, or the Village Hall as to the proper steps that need to be followed. Chief Lewis advised that he has had several complaints about Mr. Stephenson and his Jumping Jacs company, because he puts up great big “circus tents” with a bunch of lights and a very loud stereo with a very deep base. Stephenson claims he’s testing his equipment but it starts in the early morning and continues until the early evening. Chief Lewis advised that he told Stephenson that if he has to go back to his property again due to complaints, he will be arrested and charged with disorderly conduct and disobeying a police officer. The thumping of the base is the majority of the complaints, but there are also complaints about all of his “blow up toys” in the front yard as well. He told Chief Lewis that he’s cleaning the “blow up toys” which means he is conducting his business at that property, at his residence. Mayor Hill said he is currently not compliant because he needs to go through a hearing and notify all the neighbors to also attend the hearing to state whether they’re ok with the business taking place in their residential neighborhood. Chief Lewis also reported that Stephenson rents this property where this is taking place. He does not own the property. Mayor Hill stated that is why the Council was given this information so we can make sure that Village residents are compliant with our Village Ordinances.

Unfinished Business
Matt Hansen with Willett Hofmann & Associates was present to speak with the Council about the DCEO Sewer Relining Project Phase II and also to update them on Phase I of the Sewer Relining Project. Hansen started out by advising the Council that he believes the grant applications for phase II of the Sewer Relining Project will be due by October 19th. Hansen had two handouts for the Council to review during the discussion. First Hansen had them look over the given color coded map of the layout for the Sanitary Sewer Rehabilitation. The sewers shaded in red are all the sewers in town that are PVC sewers, that we’re aware of. Hansen said that’s known through televising or because we were the ones to put them in back in the 1990’s. Those sewers are newer and should be fairly tight. The manholes in those areas are all precast manholes. The green shaded areas is the location of the current project we’re working on now with the current grant funds we’ve been awarded. Those are the sewer areas that we’ll be lining. In this phase with the lining process, the contractors have came in and televised everything so they know exactly where the service locations are so they can go in and reestablish those services after they put the liner in. The next step will be to bring the liner material in and they’ll run that from manhole to manhole and cure it in place. They’ll be moving from one section to another. Right now we have clay sewers with joints about every 3 feet. When they’re done we’ll have a pipe with a liner from manhole to manhole that will be joint-less. The only protrusions into the pipe will be the service connections. After the liner goes in the contractor will go in with their equipment, cut the services back open then they’ll pressure grout with a chemical to seal those cracks off where the service connection comes back into the main to help eliminate as much infiltration as we can. Lastly they’ll put a spray on to cement the liner on the manholes. Their are some that are precast that won’t need it. The contractors have already came and looked at all the castings and adjustment rings, especially in the paved areas. They checked the conditions and a number of manholes got castings and adjustment rings replaced as well. That work has been completed as well as the televising for the lining work. They could do up to 900 to 1,000 feet per day. The lining process should go fairly quickly. The blue areas on the map are all the areas that would be left to work on. From the information we have, we believe those should all be older clay lines. We’d like to get that area done under this grant application for Phase II of the Sewer Relining Project. DCEO received their Federal money and so now they need to get that money out. For this cycle only, the max grant amount given could be $1.5 million where the max amount two years ago was $550,000.00 for the grant. If we’re fortunate enough to get the grant we’d basically have all the sewers and manholes either be lined, rehabilitated or they’re PVC or precast manholes. By time that’s done with the infrastructure that the Village owns, you’d be pretty confident that you’d have a tight system. After that any access water during heavy weather events, you’d be looking at house services and sump pumps. Commissioner Coleman asked if there is a community member that wants their pipes done from the main to their property, that’s pretty expensive? Hansen replied yes, that is an expensive process. From a past residential project, the service lateral work was twice the cost as doing the main. But it can be done. Mayor Hill advised there were questions about the future with rate increases for water/sewer and project plans with the water tower and well. There were some concerns there as well. Hansen replied that I haven’t gotten through all the budget information but I did go through the report from Illinois Rural Water and their rate study. I’d like to take a closer look at everything and then give my recommendations on the budget and rates. Then I can come to another meeting after you have a chance to study my recommendations. Mayor Hill said we can compare what other communities are charging in our areas. Commissioner Kendell stated that I’d like to see where we compare with everyone else. Hansen said he can get that information to the Council. Tampico is currently probably above the average, but you have to look at all the work that’s been done within the last 6 or 7 years. We got rid of the sludge, upgraded the system at the treatment plant, new lift station at Market street, upgrades at the Kimball lift station and the sewer replacement on South Main Place. Now you’re getting over 7,000 feet or sewer relining done and you also did about 13,000 feet of water main replacement. You’ve done really well with the upgrades with help from grants and principal forgiveness on EPA loans and grants with USDA Rural Development. The Village has been pretty fortunate.
Hansen had the Council refer to the second handout given with project costs and financing summary for the Sanitary Sewer Lining Projects. The chart shows Sanitary Sewer Lining Footage, Project Design/Construction Cost, Construction/Contingency and Engineering all broke out because the grant will generally just pay for the construction costs. The grant money received for this project is basically paying Hoerr Construction for all their construction. The Village’s exposure is the grant administration work and the engineering work. That is the Village’s responsibility. Hansen advised that he broke the chart out in components. First is Design and Construction then the Grant Application and the Grant Administration Services with the total project cost. The 2020 Grant that we’re currently working on, the Construction cost is $401,246.75 and the Engineering cost is $73,000.00 with the Grant Application cost at $7,000.00 and $6,079.15 to Willett, Hofmann for assisting with that. Then the Community Funding and Planning Services for the Grant Administration fee at $40,000.00 for a total project cost of $527,325.90. The DCEO Public Infrastructure Grant will pay for all the Construction contingency so that’s paying for 76.1% of the project cost. The Village is responsible for $126,079.15. Hansen advised that Jill Pepin with CFPS is currently paid to date, not including the pay application on tonight’s agenda. Paid to date, prior to tonight, the Village has paid $63,382.95 leaving a remaining balance of $62,696.20. There is a possibility of that cost going down based off of the inspection services and timing for the project. Hansen advised that he will keep the Council up to date as the project continues.
Next Hansen spoke with the Council about the possible 2022 DCEO CDBG Public Infrastructure Grant’s budget items. If the Village applies if would take care of 11,500 Sanitary Sewer Lining Footage. The Construction/Contingency cost would be $983,230.00 with the Engineering being $111,500.00. The CFPS would cost $8,000.00 and the cost to Willett, Hofmann would lower to $2,500.00 since most of the needed information would already be acquired from the first phase of the project. The Grant Administration cost would still be $40,000.00 so the total estimated cost of Phase II would be $1,145,230.00. Again, the grant would pay for all the construction costs which would be about 85.9% of the costs. That would leave the Village to pay approximately $162,000.00 for the Grant Application, Grant Administration and Engineering costs. Mayor Hill advised then the Village would be pretty well set. Hansen replied the Village’s sewer side wouldn’t have anything on the horizon except to watch out for any future pump issues. If there is any infiltration happening after Phase II the Village would know where to look. Most likely at sump pumps and the customers side of things. The Village could say that your infrastructure is good. Chriest advised that Phase II would help save the Village money in the long run and things are going to flow more smoothly. Hansen advised that the one thing that Pepin did mention to him was to make sure the Village documents any complaints of back ups so Pepin can include that information in the application.
Hansen advised that he will also be in touch with his recommendations for rate increase. Chances are the Village may need to do a slight increase but that can be discussed again at a future meeting. We’ll make sure to not put the customers in shock but also make the rates justifiable. Customers need to remember that they are being billed for three separate services, water, sewer and garbage. The Mayor and Council thanked Hansen.

Next on the Agenda was to discuss hiring a part-time police officer for the Village. Chief Lewis advised that Jarrett Ludwig has taken another position.

New Business
The Council began to discuss the approval of closing the Tiger Cubbies Daycare Checking Account. Mayor Hill advised that the Council received a copy of a letter from Cindy Slock stating that the Daycare Board requested the remaining funds be transferred to the Villages Parks and Recreation Board to be used to benefit the youth in the community. Mayor Hill advised that the amount remaining in that account is $2,343.64. Mayor Hill agreed that she feels that would be an appropriate place to transfer the funds to. A motion was made by Commissioner DeBrock, second by Commissioner Kendell, to approve closing the Daycare Account and transferring the remaining funds to the Recreation Fund. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

Next the Council began to discuss Ordinance NO.O02-22-06-15 an Ordinance Defining the Meeting and Adopting Procedures for Electronic Attendance at Meetings in Title 2 Entitled Administration and Personnel, Chapter 2.04 Entitled Village Council Meetings, Section 2.04020 Entitled Electronic Attendance at Meetings. Mayor Hill advised this may be trial and error at first but it would be a good ordinance to have in place. A motion to approve the ordinance was made by Commissioner Coleman, second by

Commissioner Morales. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

The Council began to discuss a name change for the Tampico Festival for Banking Purposes. Mayor Hill advised that they started out as Tampico Festival and they’ve tried changing it to Tampico Days. Clerk Leathers advised that the bank does not like the name change. Mayor Hill advised that the Council has to vote to change the name to Tampico Days Festival so that it can be changed at the bank. Then they’ll be able to accept checks made payable to Tampico Festival, Tampico Days, Tampico Days Festival or Village of Tampico. A motion to approve the name change was made by Commissioner Kendell, second by Commissioner DeBrock. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

Next the Council discussed approving Payment Request #1 in the amount of $90,109.60 for DCEO Sewer Relining Project – Hoerr. A motion was made by Commissioner Kendell, second by Commissioner DeBrock. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

The Council began to discuss approving a payment of $6,000.00 to CFPS DCEO for Grant Administration Services. This is for Phase I of the Sewer Relining Project. This is for the grant administration cost for the first phase of the project. Commissioner Coleman made the motion to approve the payment with a second from Commissioner Morales. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

Building Permits
Building Permits issued by Village Zoning Administrator, Art Spencer, were 311 S. Main – Garage Roof, 401 E. Second – Pool Deck, 108 N. Washington – Utility Building, 104 S. Fremont – Replace Deck & Fence and 111 S. Canal – Storage Shed. Mayor Hill wanted to remind everyone that the Village Zoning Administrator, Art Spencer, handles the building permits. If you happen to see someone doing work and want to let Art know, that would be helpful in case he wasn’t aware of the work being done.

Communications
Clerk Leathers advised that she gave the Council information from Ancel Glink about Municipalities not being liable for sidewalk trip and fall. If the sidewalk presents a clear trip hazard and if the resident noticed it but made no effort to avoid the hazardous area, the Village would not be liable for any injuries sustained.

Bills were ordered paid on a motion by Commissioner DeBrock, second by Commissioner Kendell. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

The meeting adjourned at 7:51 PM. The next Regular Meeting of the Tampico Village Council will be Tuesday, July 5, 2022 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.

Kathy A. Leathers
Clerk

Kristine L. Hill
Mayor

MINUTES APPROVED THIS 5th DAY OF July, 2022

**These minutes are not official until signed, dated and sealed by the Village Clerk**