McLean County Times

Village of Heyworth Committee of the Whole met June 24.

Here is the minutes provided by the committee:

Roll Call: A Quorum of the Village Board was present during the following roll call .of Trustees taken by the Village Deputy Clerk: 

Trustee Flubacker P    Trustee Strunk P     Trustee Lauterberg P

Trustee Brown A          Trustee Girdler A     Trustee Sheppard P

PLEDGE OF ALLEGIANCE LED BY: Trustee Lauterberg 

REPORT FROM THE MAYOR: 

Mayor Zalucha began the meeting with an explanation of the intent of this meeting as Board member training. He emphasized that elected officials training is needed to better serve the citizens of Heyworth, to help officials know what information is available, to encourage questions, and to familiarize the officials with a binder of training materials and reference information prepared by the Village staff. He explained that part of the presentation would be off-site at the following Village facilities: Maintenance Shed, Sewer Plant and the Water Plant. The Mayor told Board members the meeting would end with an overview of finances, after the field trips to the three facility sites.

Mayor Zalucha reported there would be no executive session at this meeting.

Geoff Dodds begin the training session with a PowerPoint presentation entitled: “Elected Officials Training.” He told the Board this type of training should be done on an annual basis, ideally. Mr. Dodds provided each Board member with a binder filled with Village policies and operational information. He then walked them through the contents.

The training topics he presented included: powers and duties of a board, definition of home-rule versus non-home rule communities, statutory requirements, specific duties of a Mayor, the Freedom of Information Act (FOIA), the Open Meetings Act (OMA), Village records subject to FOIA, social media guidance, the Local Records Act, the Gift Ban Act, State Officials Ethics Act, prohibited political activities, premises liability and the duty of reasonable care, definitions of a quorum, participation by electronic means, definition a public meeting, and more. Mr. Dodds also responded to questions from the Board members.

STAFF REPORTS:

The Treasurer, Sue Gilpin, provided a quick overview of her duties as the Village Treasurer. She also provided the Board members with a handout listing her duties and responsibilities. She explained the type of monthly financial report she prepares, how she assists the Village Budget Officer with the budget, her work with the external auditors, and her efforts to apply for grants and other financial assistance.

The Police Chief, Mike Geriets, provided a comprehensive overview of his professional background, the Heyworth Police Department’s mission statement, current staffing levels and hours of operations, as well as described community policing. Chief Geriets familiarized the Board with the Police Department’s five-year budget, strategies for purchasing police vehicles, determining officer raises based on performance, and applying for grants.

He emphasized with Board members, the importance of contacting Met Comm when they need to speak with or involve/contact a Police Officer. Met Comm provides a record and a system for documenting these calls for police assistance. He also reminded them that, as Board members, they work with and request police assistance, the same as all other Heyworth citizens. Chief Geriets also provided the Board members with handouts and explained the Police Department reports and information included in their binder.

VISITING VILLAGE FACILITIES (RELOCATING MEETING LOCATION):

At the conclusion of these staff reports, the Mayor explained that the Board members, Village staff in attendance, and the Deputy Clerk would leave Village Hall and travel out to the Maintenance Shed for a tour. The group left Village Hall at 7:45pm and arrived at the Maintenance Shed at 7:51pm. The “group” included: Trustees Flubacker, Sheppard, Lauterberg, and Strunk, Mayor Zalucha, Mr. Dodds, Mr. Shafer and Deputy Clerk Gilpin.

The Village Engineer, David Shafer, provided an explanation of the purposes and uses of the Maintenance Shed, what is stored there, what vehicles and equipment the Village owns, and how the staff use the building. After seeing the Maintenance Shed, Mr. Shafer led the group to the Sewer Plant building. He showed the group the computer equipment used to monitor the lagoons and sewer operations. He then took the group outside to see the lagoons and provided an overview of sewer operations and how the waters flow between the lagoons. Mr. Shafer responded to questions from Board members. The group concluded their tour of the Sewer Plant and left for the Water Plant.

At 8:20pm, the group arrived at the Water Plant. Mr. Shafer led the group into the building and provided a high level overview of water plant operations. He told the group the Village has 3 wells, 2 water towers, and a good strong water capacity. At the conclusion of the Water Plant tour, the group returned to Village Hall.

At 8:47pm, the group arrived back at Village Hall and re-convened the training. Mr. Dodds, Village Administrator and Budget Officer presented financial information with a focus on tax levies, the long-range budget, financial communications, and TIF strategies. The Mayor added the following points to the financial discussion: 1) the Board will need to have communication strategies in hand that will address our financial decisions; 2) his inclination is to communicate and provide messaging upfront and from the beginning of the TIF decisions; and 3) he reminded the Board of their need to make the TIFs contiguous, after TIF1 expires, to connect all the TIFs.

The Board members asked several questions and engaged in a lengthy discussion of TIF strategies for the future. Mr. Dodds explained the purpose of the Joint Review Board. The Mayor concluded this part of the training by emphasizing the need for the Village to have a plan for each of the TIF expirations.

ADJOURNMENT: Motion: (Sheppard, Lauterberg) [Motion Carried] 10:00pm

https://cms8.revize.com/revize/heyworthil/Minutes/2021%20Minutes/Committee%20of%20the%20Whole%20Meeting%20Minutes%206.24.2021%20(003).pdf