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

February 7, 2023, 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 Jennifer Morales, Ryan DeBrock and Tammy Kendell were present. Commissioner Coleman entered the meeting a few minutes late. Chief Lewis and Village Superintendent, Tyler Chriest, were also present. Village Clerk, Jamie McIntire, was also present and recorded the written and audio minutes.

Mayor Hill led those present in the Pledge of Allegiance.

Minutes of the January 17, 2023 Regular Meeting were approved as presented.

Reports of Village Officials
Mayor Hill reported several items with the boiler and unused equipment have been sold. The water valve gage and miscellaneous parts sold for $350. The upper front doors of the boiler sold for $200 and the rear doors sold for $200, so the Village has received $750 from that. Mayor Hill advised that we’re currently not pushing the sale of the remaining window AC units because of the time of year and they could possibly be used at the sewer plant this summer. Mayor Hill listed the daycare cots for sale today at $260 because they’re like new and that was what was recommended by former daycare board member, Cindy Slock. She knew what they paid for them. Those proceeds will go to the Recreation Board.

Mayor Hill advised that last Thursday, Joan Johnson, Bruce Peltier and herself attended a Ronald Reagan birthday dinner at Eureka College. It was very nice with a great presentation.

Mayor Hill reported that Joan Johnson gave an update on the 2022 Birthplace visitors. They had 1,508 visitors from 43 states and 18 countries. The Birthplace also had 18 volunteers serving 1,656 hours of service.

Mayor Hill advised that the Market Street lift station had issues again. It needs to be taken care of. They have narrowed down where some of the debris is coming from but it’s wearing out our equipment, putting our employees on overtime and we’re continuing to rent a vac truck to relive our system. Mayor Hill said we need to get something to fix the system and take some serious action. Superintendent Chriest advised that he spoke with Matt Hansen about the issue, and he received a quote from Gasvoda & Associates for 2 grinder pumps at an approximate cost of $28,000. Chriest advised that he spoke to the workers with Mississippi Valley Pump about it while they worked on the lift station Monday, and they didn’t feel that was the way to go. They feel there’s too many consumable parts that would only cause more damage. Chriest advised that they suggested a screen catcher to help with the situation. Chriest is currently researching different sizes and options for what would work best and hopes to have quotes for the Council to review soon. Chriest said the screen catcher will help with the larger remnants, but there’s also the issue of sand coming in. Televising could help solve that issue but it’s hard to say how much televising needs to be done. Chriest reported that televising costs approximately $2 per foot. Commissioner Kendell asked the pump operator didn’t feel the pump grinder was a good option? Chriest replied no and he works with that stuff every day. Public Works employee, Bruce Peltier, advised that he said it would help with the paper material but the coupons that keep coming are pretty hard. Those would damage the grinder causing more of an issue. Chriest asked the Council how much televising do they feel should be done. Commissioner DeBrock asked if we have an idea of where it’s coming from. Chriest advised he does have an area he’d like to check first. DeBrock asked if the area in which this is coming from is part of the newly lined sewer
system. Chriest said no and it’s indicated on the map that it’s PVC but that doesn’t take care of the laterals the tie into it. The Village’s main could be good, but the service connected on our resident’s side could be where it’s leaking in from. DeBrock asked if the Village had work done at that lift station recently or within the last few years. Chriest advised that around 2015 the Village upgraded the pumps because there were issues where it couldn’t keep up. Mayor Hill and Kendell said that televising would be a good start to solve the problem. Chriest advised that he would like a screen of some kind to help catch the larger items to help prevent the pump getting plugged up. That won’t keep the sand out but it will help keep the larger items from plugging up the pumps. DeBrock asked if Chriest could get some quotes for what he feels would help the situation. DeBrock also asked if the sand is a huge problem for the pump. Chriest said no but if we can’t find where it’s coming from the Village will have to continue to suck it out every so often. Mayor Hill advised this needs to get resolved and thanked Chriest and Peltier for the extra hours they put in to fixing the issue.

Commissioner DeBrock asked if the Tampico Festival account has been taken care of yet? Mayor Hill advised that the paperwork has been submitted to Springfield, so now we’re waiting to hear back from them. Then the funds will be transferred to the Tampico Fest organization which will now be named Levitate Tampico. Mayor Hill added that Joan Johnson is anxious to get the Long Range organization squared away as well.

Commissioner Kendell reported that there is a blinking streetlight on Main Street. Mayor Hill said yes that it appears it may have water in it and it will be checked out.

Commissioner Kendell also reported that she and Chriest have discussed adding a storage salt facility in the future. The Village would be eligible to use some of our Motor Fuel Tax funds towards that. Kendell asked Chriest to provide quotes for the cost and hopefully we can keep it under the cost that would make it required to go out for bid.

Remarks from Guests
There were no remarks from guests at this time.

Unfinished Business
There was no unfinished business at this time.

New Business
The Council began to find a time to review and discuss budget sheets for the 2023-2024 fiscal year. Mayor Hill suggested moving the regular scheduled meeting for Tuesday March 21st to Tuesday March 28th, then having the budget meeting before the regular meeting. Clerk McIntire advised that she did provide updated budget sheets to the Council for review.

Next the Council reviewed adjusting the Village Employee Handbook “Holidays” section to follow State and Federal Holidays. It was suggested adding Martin Luther King Jr. Day and Columbus Day to follow those State and Federal Holidays, and also to add when there is a General Election since our building is used as a polling place and if any Village employee would like to become an election officer it would be easier to do so. A motion was made by Commissioner Kendell, second by Commissioner DeBrock, to add the following Paid Holidays to the Village Employee Handbook: Martin Luther King Jr. Day, Columbus Day and the General Election. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

The Council began to review and discuss water and sewer rate increases. Mayor Hill advised this has been in discussion for quite some time. We have been provided with recommendations from Willett and Hofmann for what the increases should be. If something doesn’t happen soon the Village will be forced to make a huge jump and we don’t want to do that. At the last meeting with Matt Hansen, he suggested increasing the water base rate to $38.50 which would be a $7.60 increase, and increase the sewer base rate to $35.00 which would be a $2.55 increase for a total increase of $10.15. Mayor Hill advised that services
increase. The price of chemicals and such has increased so we need to stay on top of this so we can keep up. Commissioner DeBrock advised that she feels $10.15 is too much of an increase. Mayor Hill said this should have been done sooner so I’m all for it. We need the increase to properly serve our product. Clerk McIntire reported that the last increase that took place in 2011, the water rate jumped up $8.46 and the sewer increased $7.19. Then also any usage that went over the 3,000 gallon minimum, that additional charge increased $1.30 for water and $1.60 for sewer. Commissioner Morales said she thinks a $10.15 increase is more than reasonable. DeBrock said she understands the rates need to increase but if people already can’t afford it how will the past due report look after this. Mayor Hill said there will be an adjustment period. DeBrock asked if it’s doable to increase a smaller amount now then do an additional increase in a year? Mayor Hill answered that will put the Village behind even more because in 2024 the base rate should increase to $39.46 for water and $35.88 for sewer. Then by 2026 the base rate for water should be $41.46 and $37.69 for sewer. DeBrock asked by 2026 the water and sewer rates will be increased by around $40.00? Mayor Hill said no, the base rates. By that time it would only be approximately $3.00 increase. DeBrock asked if we’re changing the minimum usage amount? Mayor Hill said no, we’re talking about the base rate. DeBrock said she still thinks $10.15 is too much with this town and the amount of people who live off a fixed income. There are people who can’t afford what we have it set at now. DeBrock said I understand raising it some then to continue…Mayor Hill said not to be cold I do see your point, but companies such as ComEd do the same without any consideration. Chriest advised it shouldn’t matter what other companies are charging for their utilities. If we don’t raise ours we’re going to be in an even worse situation down the road. Chriest asked if it keeps getting pushed off how are you bettering your community when 15 or 20 years down the road, the infrastructure still needs updated but you don’t have the funds to do it because the rates haven’t been increased. DeBrock replied I agree we need to increase the rate but $10.00 for someone on a fixed income might be too much at one point. If we can do a little now then increase again in a year…Mayor Hill said we should have raised it in 2018 or 2019. DeBrock answered but we didn’t so now here we are. We’re behind because of that. Mayor Hill said you’re right. DeBrock said so my vote is to raise it but not to $10.15. Mayor Hill said $7.60 for water and $2.55 for sewer. Not $10.15 for each. Commissioner Kendell said when we first started talking about the increase I wasn’t for it because we were also talking about decreasing the minimum usage amount. Kendell said I’m ok if that’s off the table because I don’t want to double sword somebody. Mayor Hill said she agreed and there’s too many surprises with that. Kendell said I agree that we have put ourselves behind the ball. Chriest said I don’t know who could suggest a better increase than our Village engineer. Illinois Rural Water also did a rate study but these rate increases are from Matt Hansen who has been working with the Village for many years. DeBrock said we have to look at what’s good for everybody in the Village. I’m just saying if we’re raising $10.15 all at once, that’s a lot at one time. Can’t we do $5.00 now then do an additional $5.00 in 6 months, then people have a minute to adjust. Kendell said but on the flip side, if we don’t consider this and we have a major issue that will affect the water/sewer budget, how will you feel about that? DeBrock said I understand that and I see what’s happening every day, I’m just speaking for the people that need some time to adjust. Mayor Hill advised that we can vote to approve it now but not have it affective until May, then they’ll have the next 3 months to understand that this change is coming. It’s not going to happen next month and be a big surprise. We will give people time to prepare their budget. Commissioner Coleman said it needs to be done. Pull the tooth and get it over with. Morales asked are we going to be raising the garbage rates also? Clerk McIntire said no. The last garbage increase we did will be good until our contract comes due, which I believe is in 2025. We might have to look at it again after that but it’s good as of right now. Village resident, Bonnie Anderson, asked if down the road will there be a vote to change the usage and do another increase. Mayor Hill said the total $10.15 increase is what’s currently on the table. Anderson said it might not be on the table but I’m asking the question. Are you going to try and implement a 2.5% increase annually? Mayor Hill replied basically, yes. That was the recommendation per Matt Hansen to stay with inflation. Kendell added but not the water usage. We’re not changing the water usage. Anderson said you have to understand that 2.5% annually alone is in 7 ½ years is 25%. You have to compound it. Mayor Hill replied I understand what you’re saying but in 2026 it will go from $30.90 to $41.36 for the water, and that’s over 4 years. Anderson said she has no problem with the $10.00 increase. Her problem was with sitting here today and saying there is going to be a 2.5% increase every year forever. Kendell replied that we have to look down the line and when repairs need to be made, and what we’re paying to have things fixed or work done to our infrastructure, those prices aren’t staying the same. Anderson said then you need to sit there and say you’re
not going to take any more money from the water and sewer. Clerk McIntire advised that with the sewer project, the only funds used from the water and sewer account were for the grant writing fees and the engineering fees. Mayor Hill said there have been funds transferred to help with other facilitations. Anderson said $15,000 from the water and $15,000 from the sewer to the general fund. Mayor Hill said ok. Anderson said you don’t want to talk about it. Clerk McIntire said we haven’t had to transfer funds for a while. Mayor Hill said we’re talking about what we need to do today. Don’t worry Bonnie, I’m not going to be here next year. Anderson said thank God for that. Chief Lewis said that’s enough. Kendell said the last time we had to transfer from the water fund into the general fund was during Covid when we weren’t receiving money from the State. Am I right about that? With that exception, have we taken anything else out of the water? Mayor Hill answered no. Kendell said ok, we had no choice at that time because we weren’t receiving funds from the State. Mayor Hill said right, so the next meeting we’ll have on the agenda to review and possibly approve. Clerk McIntire said so we’re raising the base rate for water to $38.50 and the base rate for sewer to $35.00. What about the rate for when over 3,000 gallons are used? Water would go from $2.60 to $3.80, and sewer would go from $3.20 to $3.50. We’re just not changing the 0-3,000 gallons minimum as he recommended. Kendell said right, we’re not messing with the water consumption. It was agreed that it would not be fair to change the rates and the minimum water consumption. Clerk McIntire said she’ll get the information over to Village attorney, Mr. Shirk. It will be set to take effect as of May 1st of 2023 to coincide with the new fiscal year.
Commissioner Kendell said she had a question with the budget. I told Tyler that it would be helpful for him to label what he’s spending and where it’s being used for to make sure things are being put in the right fund. Clerk McIntire advised that he does do really well with that. The communication is good as far as the receipts being labeled when they’re turned in. Kendell said I have some notes that we can go over when we talk about the budget. Clerk McIntire said the cash disbursement report given at every meeting is a good report to look at for actual cash totals for those funds as of the date on the report. Feel free to touch base with me with any questions.

Building Permits
There were no building permits to approve at this time.

Communications
Clerk McIntire advised the Nicor provided the Village with an informational brochure of how to keep residents safe during a natural gas emergency. There is a copy in the Village Hall office for anyone who’s interested.

Mayor Hill asked if there were any questions with the bills to be paid. Commissioner Kendell asked if the salt the Village receives from the County goes towards MFT funds? Can it or is salt not included? Mayor Hill advised that salt is not included. Kendell said I know rock is and cold patch is. Chriest advised we have line items that money is budgeted for salt and those materials. Then we can save the MFT funds for projects.
Bills were ordered paid on a motion by Commissioner Kendell, second by Commissioner DeBrock. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.

The meeting adjourned at 7:41 PM. The next Regular Meeting of the Tampico Village Council is Scheduled for Tuesday, March 7, 2023 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.

Jamie M. McIntire
Clerk

Kristine L. Hill
Mayor

MINUTES APPROVED THIS 7th DAY OF March, 2023

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