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

August 20, 2024
7:00 PM
Reagan Community Center

Mayor Bruce Peltier called the Regular Meeting of the Tampico Village Council to order at 7:00PM.

Commissioners Sherry Coleman, Susan Dean, Jim Coleman and Tammy Kendell were present. Village Superintendent, Tyler Chriest, and Chief Strike were also present. Village Clerk, Jamie McIntire, was present and recorded the written and audio minutes.

Mayor Peltier led those present in the Pledge of Allegiance.

Minutes of the August 6, 2024 Regular Meeting were approved as presented.

Reports of Village Officials
Mayor Peltier advised that Jill Pepin with CPFS and Matt Hansen with Willett Hoffman are here to update everyone on Village Projects.
Mayor Peltier also reported that he emailed BOSS Roofing today to thank them for the work they did on the pavilion at Booth Park. He and the Council agreed that it looks great.

Superintendent Chriest thanked Mayor Peltier and Chief Strike for helping mow the past couple of days.

Chief Strike reported that an updated schedule was given to the Mayor and Council. He plans to change it up the next couple of weeks. The Mayor and Council liked the idea.

A motion was made by Commissioner S. Coleman, second by Commissioner Dean, to approve a fence permit for 202 S. Grove St. – M. Adams. “Yes” votes were S. Coleman, Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.

Remarks from Guests
Jill Pepin passed out information to the Mayor and Council. Mayor Peltier advised that he and Superintended Chriest had already met with Pepin and Hansen about the information they are about to go over. Mayor Peltier said it’s a lot of information, so if any of the Council members have more questions or would like further understanding, a special meeting can be set up for that reason.
Pepin said there is a lot of information. The packet provided has information on projects that the Village identified as needing to be addressed in the water system. Pepin said she and Hansen would like to talk about potential funding and how to go about it. First, we’ll talk about the EPA Grant the Village currently has for the Lead Service Inventory and how the Village can possibly fund to get those replaced. Hansen will then speak on the water treatment issues.
Pepin said there’s still quite a few residents that haven’t identified whether they have lead, galvanized or other. We have requested more door hangers from MO-ST and Superintendent Chriest will be placing those on the doors to try to get the last of the residents to reach out and schedule a time to take care of that. We are going to allow weekend and evening appointments to try and get this taken care of. There does have to be a cut-off date. After that date we’ll be forced to assume that those who haven’t responded are lead or galvanized, until we can prove that they’re not. That’s the information that will go on the report that will be used for the project plan for funding. It is better to assume that they need to be replaced rather than run out of money. Pepin said we need to complete the inventory list, get the spreadsheet together and get everything to the EPA by mid to late September. The deadline to approve everything is October 15th because the grant does expire November 1st. Then you’ll be able to get the second half of your grant funds. Pepin said she’ll work with Hansen and Chriest to get that finished up within the next couple of months. Hansen said that MO-ST will be delivering the door hangers to their office so they can deliver them to Chriest and get them taken care of. Mayor Peltier said he’d like to make it known that the ones that are marked unknown for those residents not cooperating, we’ll only have the authority to replace up to the curb box. For those who don’t cooperate, they will be responsible financially for anything that needs to be replaced past that point or in their home. Hansen said this is the only program that will pay for the restructure on private property. The Lead Service Line Replacement Act goes from the main, all the way into the house or the shut off for the meter. Whichever is shorter. That’s what the Village is required to replace. There is a waiver process for the replacement, but not the inspection. If residents don’t want their services replaced in their homes, they can sign a waiver, and it will only be replaced to the shut off box. That waiver will be given to the EPA when they ask why it wasn’t replaced. Commissioner Kendell asked how many homes do we still need the inventory for? Mayor Peltier said approximately 75.
Pepin said once we get the inventory completed, we’ll put together a planning document to look to get potential funding to cover the cost to replace it. We would put together the planning document with Hansen taking care of the engineering and Pepin taking care of the financials, and that would be submitted to the EPA. They’ll do their review and say it’s approved. This process would take around 5 to 6 months. The key deadline to getting that submitted and approved is March 31st. Then that will put us on the next years intended use plan. Pepin said currently, the replacement program is 100% forgiveness. The design fees, the project fees, the administration of the program, the construction engineering fees, and the construction fees are all 100% forgiven. That’s how it is now but we don’t know how that will be next year. Pepin said we’ll move forward anticipating 100% forgiveness, but we’ll know more next spring. It’s going to depend on a lot of things.
Pepin said while we put in the project plan, Hansen would start on the design for the lead service line replacement and CFPS would start to do all the other administration work so come March 31st, the EPA would have everything submitted to them so we can maximize the amount of points for the application. The more points we have, the better the chance that we get 100% loan forgiveness. Hansen said some of the scoring is out of your control. A lot of it is Sensus status driven. That’s why we’re really encouraging residents to have the lead service line inspection completed as soon as possible so we can start applying as soon as possible for the replacement funding. We’re trying to get things completed before it’s too late.
Pepin said so after Hansen puts in the cost estimate, if we’re over the 2.7 million, we might look to separate it into 2 phases so you can maximize the 100% forgiveness and whatever that amount may be. That will be figured out later but we’re trying to avoid having any loans if there’s forgiveness. Again, that would cover all the fees plus the construction. Pepin said there are up front costs.
Pepin said that Hansen put together a schedule, but first Hansen is going to talk about the wells and the water treatment project first, then we’ll circle back to the application process for that. Hansen said about a year ago, we met about that water treatment and one of the wells detected for PFAS. Hansen said he’ll verify with Joe Glynn with Test Inc., but the last round of testing showed both wells in compliance. There has always been iron and manganese in the water. The EPA put in special funding for emerging contaminants, such as PFAS and manganese. Smaller communities were except for putting in treatment for iron and manganese. Last year, the program was 75% principal forgiveness up to 6 million was the max you could get. This year they went to 100% principal forgiveness for the emerging contaminants. We might as well put in for treatment for iron and manganese which will improve your water quality immensely. If they change the program, nothing is lost. You’ll get the plan approved and if the percentage of the principal forgiveness isn’t what you want, you can wait to see if it goes back up. We’re hoping if it stays the same and you score high enough, you could potentially get a water treatment plant to take out the iron and manganese. With this you could improve your water quality, and it could be free.
Pepin said instead of putting together 2 project plans, we would take the lead service line information and the water treatment together in 1 project plan to save time, money and effort. There will need to be 2 separate applications because it’s 2 different programs, and hopefully get all this in by March 31st so we can get the funding on the next funding cycle. Pepin said that’s the initial plan right now. Mayor Peltier asked if the project planning is good for 5 years or is it once we get approved, we have 5 years to complete the project? Pepin said if we get a letter from the EPA saying our project plan is good on March 31st of 2025, it’s good for 5 years. The plan will be good for 5 years. The funding is not guaranteed. Hansen said we’re going for 2 different pools of money. It’s always good to go for everything you want to do, and maybe stuff that you’re not sure you can afford because once the plans approved it’s good for 5 years for you to have flexibility with what you’re capable of. What you can’t do, once the plan is approved, you can’t add to the plan. You’d have to start a new process with a new plan. We could also put in for water distribution work, but our top priorities are the lead service line and water treatment plan. It might be worth looking at another section town and getting it approved then you can monitor what the traditional plan is doing. It’s currently at 71% forgiveness and it hasn’t been at that in a very long time.
Pepin said so what we’re asking of you guys today is to look at a proposal from us. We can get that to you by the next meeting so you can approve it, and we can get started and continue moving forward. Mayor Peltier said I’d like for you to explain the upfront costs, which is forgivable in the project, correct? Pepin said correct. You will be reimbursed for all the upfront costs. Willett Hofmann would sub under CFPS for their fee of $15,000 and our fee would be $5,000, so that’s $20,000 for the project plan for both projects. The application fee for each application would be $5,000 for each, so that would be $30,000. Hansen said the lead service line replacement, depending on how many we have, it would be in the $60,000 to $75,000 range for the design to get it through bidding. You would be reimbursed for that. The water treatment plan design fees would be approximately $240,000 because it’s not just our work. That’s unfortunately the more expensive of the two projects. There’s no permit required for the lead service line project, but the water treatment plan has to go through the EPA permit section so we have to get a permit for that by mid-March so it can be marked and submitted. We’ll do just enough to get the permit so you can get the points and tread water between March and June. June is when we’ll want to get things completed so you can be good by next fall if everything works out well. We’re not going to expend the $240,000 if by chance they change the emerging contaminants, and you don’t like the funding. We do have to spend enough to get the permit so hopefully we score high enough that they will reserve money for you and then in June we’ll know what that program looks like for the next year. Commissioner J. Coleman asked what that permit cost will be. Hansen said there’s no cost for getting the permit. It’s the design cost so hopefully we can keep the design portion to get the permit under $100,000 then we can take care of the balance afterwards. Mayor Peltier asked and all that has to be paid upfront, right? Hansen said yes, but it will all be reimbursed. Clerk McIntire asked what’s the timeframe for the reimbursement? Pepin said if we get on the intended funding list, worst case scenario, you won’t get the funding grant agreement until February of 2026. Once we get the grant agreement, it’ll be February of March of 2026 that we’d get that money back to reimburse your funds. Hansen said we have to bid the project, word it that’s it’s contingent on getting the loan, have Joe send all the documentation in, you’ll get a loan agreement back and we’ll take a look and make sure the numbers look good, then you’ll sign it and send it back and send contracts out to the contractors that the contract was awarded to. Depending on how the election goes, you’ll have to post a sign that this is a Biden Funded Infrastructure Build.
Pepin said we’ve worked with communities that are able to afford these upfront costs and some who have some of the money but have to take out a short-term loan with their local bank. Whatever you decide, I’m here to help with that process too. A lot of the banks would want a letter or proof of what you’re doing but I can help you with all that. Mayor Peltier said this is a lot of information but mostly understandable. I would like to get a breakdown of what upfront costs we’d have so we can see it and a timeline with it. Hansen said once we get the total number of lead service lines that need replaced it will be easy to come up with a cost estimate. Hopefully by your first meeting in October we can have a number for you. Then we can have a timeline from October until the time you would be reimbursed. Pepin said I can get you a project proposal plan by your next meeting. Hansen said this program is really good for a lot of communities right now. Hopefully it doesn’t change. Pepin said put the project plan approval on your agenda for your next meeting. I have a copy of that now for you. I’ll get the grant applications to you later. Pepin said if anyone has any questions, please feel free to reach out. The Mayor and Council thanked Pepin and Hansen.

Mayor Peltier said Cynthia Snapp is not present, so we’ll move on to unfinished business.

Unfinished Business
The first item for unfinished business was to review updates on the Lead Service Line Inventory. Mayor Peltier said I think it’s safe to say we just did that.

Next was to review / discuss / approve Resolution NO.R02-24-08-20 a resolution for Capitalization Policy for the Village of Tampico Whiteside County, Illinois. A motion was made by Commissioner Kendell, second by Commissioner J. Coleman, to approve the resolution. “Yes” votes were S. Coleman, Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.

Last under unfinished business was to review / discuss / approve the 2023-2024 Treasurers Report. A motion to approve was made by Commissioner Dean, second by Commissioner S. Coleman. “Yes” votes were S. Coleman, Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.

New Business
Fist under new business was to review / discuss / approve payout of vacation hours for Village employees (2). Clerk McIntire explained that with the new Village Employee Handbook, any request for vacation payout, or to roll over the hours, must be approved and voted on by the Mayor and Council. Vacation is no longer rolled over like it was in the past. Clerk McIntire advised that she and Superintendent Chriest would both like to request a payout. Clerk McIntire is requesting 18 hours and the cap of what she could request is 37.5 hours based off 50% of what she was allotted for the year. Chriest is requesting 40 hours (or 5 days) which is the cap of what he can request. Commissioner Kendell stated that she likes that everyone is aware, and it’s not just done. Clerk McIntire stated that with this new handbook, full-time employees now have sick time, which that can roll over up to a max of 20 days and cannot be paid out. Full-time employees also receive 3 personal days every employment year that you either use it or lose it and cannot be paid out. All vacation time, sick days and personal time are based off the employees hiring date.
A motion was made by Commissioner Kendell, second by Commissioner Dean, to approve a payout of vacation hours for Jamie McIntire totaling 18 hours. “Yes” votes were Dean, Kendell and Mayor Peltier. Commissioner S. Coleman and Commissioner J. Coleman abstained. The motion carried.
A motion was made by Commissioner Kendell, second by Commissioner Dean, to approve a payout of vacation hours for Tyler Chriest totaling 5 days or 40 hours. “Yes” votes were S. Coleman, Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.

Last under new business was to review / discuss / approve Ordinance NO.O03-24-08-20 an ordinance vacating part of an alley in Block 14 in the Village of Tampico. Clerk McIntire advised that this was what was requested by Village resident, Gordon Sigel. There are fees attached to the process of making this happen, which is approximately $500.00. Village Attorney, Mr. Shirk, said it is up to the Mayor and Council if they would like Sigel to pay for part of the fees since he was the one who requested vacationing the alley. Commissioner Kendell said Sigel should have to pay something and Commissioner Dean agreed. Clerk McIntire said that you would have to receive the payment of whatever you request from Sigel before you can approve the ordinance. Mayor Peltier said if we don’t vacate the alley, will we have to take care of that tree. Dean said I disagree because we’ve had that tree checked and were told that its condition is fine and that it doesn’t have to come down. Mayor Peltier said that’s a good point. Superintendent Chriest said hopefully he’s not dumping anymore gas on it because that’s not good for it. Dean said he should have to pay $250.00 to vacate the alley. Commissioner J. Coleman said I think that’s fair. Kendell said we should contact him letting him know how much it’s costing the Village to take care of this, and we’d like him to pay half of the fees. The Mayor and Council agreed. Clerk McIntire said she will contact Sigel with the Council’s decision, and the ordinance can be tabled for now. Kendell said this is not a fee just going in our pocket. It’s costing the Village to take care of this.

Building Permits
Building Permits approved by Zoning Administrator, Tyler Chriest, were 306 E. Booth St. – Deck, 307 W. Fourth St. – Roofing and Repair Siding, 210 S. Lincoln St. – Solar on Roof, 106 S. Washington St. – Windows, 213 S. Benton St. – Doors and 104 E. Third St. – Siding and Roofing.

Communications
Clerk McIntire advised that today is the start date that petitions for the office of one (1) Commissioner, for a two (2) year term, are available for pick up in the Village Hall office. This is for the Consolidated Election to be held April 1, 2025. Anyone who would like to petition for that position can come to office for that information. It can’t be turned back in until November 12th through November 18th. There is also a sign on the Village Hall door with this information.

Clerk McIntire advised that there was an incident that had to involve the IML Risk Management insurance company, which then had a member of their staff come and examine our Village parks. Clerk McIntire advised that the park equipment on the east and west side of the Village Hall building have to be either removed or replaced because of their current condition. We did order signs to be placed at those parks that state Restricted Area – Do Not Enter so no one will use the equipment until it can be taken care of. Superintendent Chriest advised that we also have to remove the merry-go-round and the 2 spring toys at Booth Park because that equipment is no longer allowed at parks. Clerk McIntire said we also have signs to post at both Reagan Park and Booth Park that state Parental or Guardian Supervision is Required for the use of this Playground Equipment – Play at your Own Risk. Clerk McIntire said we received a check list of things to take care of from the insurance company, and she explained that we are a small Municipality with a very small staff. The list will be taken care of, but it will require some time. The sidewalk in front of the swings at Reagan Park is the first item on the checklist that needs to be addressed. Chriest said he did receive a quote for the sidewalk from Concrete Works which was approximately $4,000 to $4,200. That would be for the company to remove the concrete, material, time and to install the new sidewalk. Mayor Peltier said we’ll be sure to stay on top of that and whittle away at it. Commissioner Kendell said she would like a couple more quotes for the sidewalk to compare the cost.

Bills were ordered paid on a motion by Commissioner Kendell, second by Commissioner J. Coleman. “Yes” votes were S. Coleman, Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.

The meeting adjourned at 7:52 PM. The next Regular Meeting of the Tampico Village Council is Scheduled for Tuesday, September 3, 2024 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.

Jamie M. McIntire
Clerk
Bruce Peltier
Mayor

MINUTES APPROVED THIS 3rd DAY OF September, 2024

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