REGULAR MEETING OF THE MAYOR AND COUNCIL OF THE VILLAGE OF TAMPICO
October 15, 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 Susan Dean and Tammy Kendell were present. Commissioner Jim Coleman entered the meeting at 7:05 PM. Commissioner Sherry Coleman was absent. Tampico Police Chief, Terry Strike, was 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.
On a motion made by Commissioner Kendell, second by Commissioner Dean, a Class E Liquor License was approved for Casey’s Retail Company, DBA Casey’s General Store #1304, 201 S. Main St., from November 1, 2024 to April 30, 2025 for a fee of $600.00. “Yes” votes were Dean, Kendell and Mayor Peltier. The motion carried. The $600.00 fee was paid.
On a motion made by Commissioner Kendell, second by Commissioner Dean, a Class A Liquor License was approved for Kickback Saloon, (Bonnie Anderson), 102 N. Main St., from November 1, 2024 to April 30, 2025 for a fee of $400.00. “Yes” votes were Dean, Kendell and Mayor Peltier. The motion carried. The $400.00 fee was paid.
On a motion made by Commissioner Dean, second by Commissioner Kendell, a Class A Liquor License was approved for the Break Room Pub n Grub, LLC, (Jared and Shayann Strader), 122 S. Main St., from November 1, 2024 to April 30, 2025 for a fee of $400.00. “Yes” votes were Dean, Kendell and Mayor Peltier. The motion carried. The $400.00 fee was paid.
Minutes of the October 1, 2024 Regular Meeting were approved as presented.
Reports of Village Officials
Chief Strike reported that the two computers have been ordered but may not be received for about 6 weeks. Mayor Peltier asked if any training is required with these new computers. Chief Strike advised that training will be handled through County.
Remarks from Guests
Matt Hansen with Willett & Hofmann was present with updates on the upcoming grant applications for Village Water System Improvements. Hansen provided handouts to the Mayor and Council with information for Lead Service Line Replacement, New Water Treatment Plant and Watermain Replacement. Those are the three projects that will be part of the project plan. Hansen said the main focus is the Lead Service Line Replacement and the New Water Treatment Plant because with the way the funding is currently, there will be no cost to the Village with 100% principal forgiveness.
Hansen said the first page of information handed out shows the three projects. The first line includes project costs with the Lead Service Line Replacement at $2,610,000. There are 234 services that will be replaced with 156 being full replacements. The rest will only need to be replaced from the property line into the building. With how the program is currently, this will be 100% principal forgiveness, so no loan is required. If a loan was required, it would be at 0% interest rate with a term up to 40 years and the loan payment would be $0.
The Water Treatment Plant project cost is $5,885,000 with the construction cost right around $5,000,000. With the emerging contaminant funding, right now it’s 100% principal forgiveness up to a maximum that can be received of $8,000,000 and we’re well under that maximum amount. There would also be no payment for this project.
The last estimate is for the Watermain Replacement and that would be the lowest priority. About 1/3 of the town was completed when we had the USDA Rural Development grant loan project, and this would take care of the rest of the community. This would take care of those that we know are either cast cement lined pipe. There are a few areas that are PVC but we’re not going to touch those.
Hansen said if you took care of all three of the projects, the only thing of any age in the water system would be the water tower. The paint system is starting to fail on the water tower so in about the next 5 years, a decision will need to be made on whether the Village invests in a new painting system or replace the tower. The painting system would be cheaper than replacing the tower, but it’ll still be enough of a cost that you may want to go through the loan program. If you go with the paint system, it will be about 20 to 25 years of longevity. Mayor Peltier said when we spoke to someone about the painting, we were told it would cost about $400,000 because of the lead paint. There’s a lot more to it than just painting.
Hansen said with the Watermain portion, the total project cost is $5,646,000 with a loan amount of $1,637,340 because it’s not 100% principal forgiveness. The interest rate would be 1.40% with up to a 40-year term and an annual loan payment of $53,800. This is being put in the project plan report so it can be approved and will be good for 5 years once it’s approved. Hansen said you can do all these projects, or none of them, or just some of them. The main priority is the Lead Service Line Replacement and the New Water Treatment Plant because it is 100% principal forgiveness. We can take care of those then reevaluate to see where we’re at.
Hansen turned the attention to the 2 maps provided. The first map shows the areas where we do know have lead and galvanized pipes. The map shows those areas that need to be replaced. The second map shows where the watermains are that would be replaced. Most of them are on the South and East side of the Village. It also shows in the red sections where we’d like to try and put the Water Treatment Plant. There isn’t enough room on the existing property. We think the best place to go is right across the street from the existing one. The Village does own some of the right-a-way and it sounds like the property owner that’s adjacent would be willing to carve off some of the property if needed. Mayor Peltier said another option discussed was the area over by Booth Park, but we didn’t think that would be a good idea to take away from the park. The property across the street looks like the best option if we can make it work.
Hansen said the last thing I wanted to go over was an expense schedule for the 2 projects that will be 100% forgiveness. All the work that needs done is loan eligible, but the downside with the EPA program is you won’t receive your loan and be reimbursed until after you’ve bid the project. We’ll know when we go out for bid that the money is being reserved. There’s no question we’ll get it, you’ll just have to wait for the loan agreement before you get reimbursed. Hansen said it’s not exact, but I wanted to give you an idea on the engineering plan and design costs for the projects. It’s in monthly increments all the way to November of 2025 when everything will be completed. The Lead Service Line plan is fairly completed now. These dollar amounts are what will be accruing, and we want the project design fully completed by the end of April. Then we’ll be ready to bid by July 1st.
Hansen said there’s a different approach for the Water Treatment Plant. There will be costs that accrue through April so we can get the EPA permit that will help with scoring. We’re going to do as much as we can so we can get as many points as we can get, then we’ll see where we’re at. If we don’t score high enough, we’ll let that sit and go after it the next round. A lot of the cost will be pushed July through November. This will help with your planning on what expenses will be.
Hansen said the bottom table shows the project schedule. The Lead Service Line advertise for bids will be July 1st of 2025 with a 45-day bid opening on August 15th. The bid award will be August 19th and hopefully have the loan agreement by October 8th of 2025. Hopefully by November 15th we can start getting reimbursed. Construction would start November 1st with a completion date of August 1st of 2026.
Then with the Water Treatment Plant, if we’re on the attending use of funding, we’ll advertise for bids October 1st of 2025 with the bid opening set for November 14th and awarding the bid November 18th. We’d receive the IEPA loan agreement around January 9th of 2026 and hopefully start getting reimbursed February 20th. Construction would start March 1st of 2026 with a completion date of June 1st of 2027. Mayor Peltier asked when you say we’ll see if we’re on the attended use plan, that’s when we’ll know if we are receiving the grants funds? Hansen said yes that information is released June of every year. We’re going after the money intended for fiscal year 2026. The Village is going after 2 different pots of money under the same program. Hopefully you get both, or you could get one, or you could get zero. One of the things you have going for you is the community size and the number of service lines that need to be replaced. It also helps that you’re getting into the program early.
Clerk McIntire asked so these costs from November of 2024 through April of 2025, that’s going to all be our upfront costs and when they’ll need to be paid? Hansen said I tried to be on the high side of what it may cost, but you’ll get a feel for it once we get started. We’ll have to get a formal engineering agreement for your meeting in November if everyone is still on board with going after those 2 key projects. Mayor Peltier said that’s my biggest concern with both projects, those are big number from now until May. And we don’t even know if we’ll get it. Clerk McIntire said we’re going to have to get a loan to cover those costs. The Mayor and Council agreed that a loan would be necessary. Hansen said you’re going to get the Lead Service Line Replacement. Commissioner Kendell asked so if we pay the first 4 months of payments for the Water Treatment Plant and we find out we’re not on the agenda to receive funding, we’ll hold off and what we’ve already put into it will already be applied for when we go for it again? Hansen said yes, all that will still be eligible. In the past you didn’t have to have the design engineering completed before knowing if you received the funds. That has changed because the points needed have increased. Kendell asked if the new water treatment plant will be loud. Hansen said no. The only thing that will be outside and have a little noise will be the generator, but it will have a soundproof enclosure. It may run once a week during the day, but the only time people might hear it at night is if there’s a power outage. Mayor Peltier said I know this is a lot but with the amount of money that’s out there, we have to go for it. The Mayor and Council thanked Hansen. Hansen said we’ll keep you up to date and hopefully the project plan report will go in the first of next month and get approvals by March 31st of 2025.
Unfinished Business
The first item for unfinished business was to review updates on the Lead Service Line Inventory, which was just covered by Matt Hansen.
Next was to review / discuss / approve Lease Renewal Agreement for RCC Room Rental – Lawrence Batten Trucking LLC. A motion was made to approve the lease renewal for a period of approximately two (2) years commencing November 1, 2024 and expiring October 30, 2026 at a fee of $150.00 per month by Commissioner Dean, second by Commissioner Kendell. “Yes” votes were Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.
New Business
First under new business was to review / discuss / approve renewing Illinois Municipal League Insurance Coverage and Payment. Clerk McIntire said it did go up, but we have had a few claims here lately. Commissioner Kendell said everyone’s insurance has gone up. Clerk McIntire said typically we go with option #3 where we can split the payment into two so it’s not a huge amount coming out at once. If you’d like to continue doing it that way, we just need a motion and a second. A motion was made by Commissioner Dean, with a second from Commissioner Kendell, to approve the renewal with option #3 for year 2025 coverage, making the payments in two installments. The first to be paid by December 13, 2024 in the amount of $15,268.43 and the second to be paid May 16, 2025 for the same amount. “Yes” votes were Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.
Last under new business was to review / discuss / approve hiring a Part-Time Police Officer for the Village of Tampico. Chief Strike said he’d like to hire Reece Strike for another part-time officer. He was working with Prophetstown but left and has another part-time job but would like to continue policing to keep his status. He would only work a couple days a month. He will be able to get his uniforms from Prophetstown, but we might need to get him a vest. Resident Bonnie Anderson asked if the Village is losing an officer. Mayor Peltier said no, but we have our part-time officers set up to where they’re only allowed a certain number of hours per week amongst them. Commissioner Kendell said it would be nice to have another guy to help. Commissioner Dean agreed. Chief Strike said I even cut some of my hours at times to give the part-time officers a little more here and there. Mayor Peltier asked if he’ll be ok with making the same amount as our other part-time officers. Chief Strike said yes. A motion was made by Commissioner J. Coleman, second by Commissioner Kendell, to approve hiring Reece Strike as a part-time police officer at $19.00 an hour at a maximum of 30 hours a week to be split between all part-time officers, unless approved otherwise by the Chief. “Yes” votes were Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.
Building Permits
There were no building permits to review at this time.
Communications
Clerk McIntire advised that the Commissioner Petion Packets are still available and must be turned in starting November 12th through November 18th.
Clerk McIntire also reported that there will not be a meeting on Tuesday, November 5th and the Village Hall will be closed due to the RCC building being used as a polling place, in the gymnasium, for the November 5th election. Everyone is encouraged to come vote that day.
Clerk McIntire also advised that the Recreation Board will be hosting a youth Halloween Dance in the gym at the RCC on Friday, October 25th from 6:00PM to 8:00PM. It’s free admission, there is a costume contest and a concession stand available to purchase snacks and drinks.
Clerk McIntire also reminded everyone that there is no burning allowed all day on October 31st for Halloween.
Bills were ordered paid on a motion by Commissioner Kendell, second by Commissioner Dean. “Yes” votes were Dean, J. Coleman, Kendell and Mayor Peltier. The motion carried.
The meeting adjourned at 7:44 PM. The next Regular Meeting of the Tampico Village Council is Scheduled for Tuesday, November 19, 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 19th DAY OF November, 2024
**These minutes are not official until signed, dated and sealed by the Village Clerk**
