Village of Antioch - Board Meeting Minutes

VILLAGE OF ANTIOCH

VILLAGE OF ANTIOCH
BOARD OF TRUSTEES, COMMITTEE OF THE WHOLE MEETING
Antioch Fire Station #1: 835 Holbek, Antioch, IL
November 13, 2003

CALL TO ORDER The committee of the whole meeting of the Board of Trustees was called to order by Mayor Maravelas in the meeting room at Antioch Fire Station #1: 835 Holbek, Antioch, IL.

ROLL CALL Roll call indicated the following Trustees were present: Pierce, Larson, Caulfield, Porch, Hanson and Turner. Also present were Mayor Maravelas, Village Attorney Long and Clerk Rowe.

STAFF PRESENT Staff present were: Village Administrator Probst, Police Chief Charles Fagan, Fire Chief Dennis Volling, Assistant Fire Chief Jeffery Vandevoorde, Director of Parks and Recreation Laurie Stahl, Director of Planning, Zoning and Building, Bob Silhan, Senior Planner George Sakas, Public Works Director Bill Smith, Senior Center Coordinator Paul Howard, Special Events Coordinator Billie Horton, Village Clerk Candi Rowe, Village Treasurer Lori Folbrick, and Doug Taveirne, village consulting auditor.

MAYOR MARAVELAS Mayor Maravelas welcomed everyone in attendance and thanked the Antioch Fire Department for the use of their facility.

STAFF PRESENTATIONS Each staff member made presentations to the Board regarding their accomplishments and goals. They also discussed possible budget items for the next fiscal year. Mr. Doug Taveirne reviewed the draft audit.

BREAK Village Board and staff recessed the meeting for lunch at 12:30 p.m. The meeting resumed at 1:10 p.m. Village Board members present: Mayor Maravelas, Trustees Pierce, Larson, Caulfield, Porch, Hanson and Turner, Attorney Long and Clerk Rowe. Staff members present: Director of Parks and Recreation Laurie Stahl, Special Events Coordinator Billie Horton and Director of Planning, Zoning and Building, Bob Silhan.

ADMIN. PROBST Village Administrator discussed his proposed organizational chart and adding the positions of a comptroller/treasurer - certified financial officer; administrative assistant, and an assistant village administrator who would also have qualifications regarding economic development. Mr. Probst suggested having the parks and special events departments coordinate with each other. He also discussed a policy manual, update job descriptions, amending ordinances as they relate to recapture fees, implementing an employee assistance program, position evaluations, wage/salary evaluations, update the records systems, training programs, telephone systems and computers. Regarding the financial area of the village, Mr. Probst suggested an overall system evaluation, organizational changes per the recommendation of the auditing consultants, payroll/time card systems, new financial software, GASB34, creating more understandable reports, investments strategies and he suggested we look into ways to increase our revenue streams and budgeting system. Mr. Probst also discussed the status of the village engineer position and major projects such as a new village hall, recreation campus, new or expanded senior center, satellite police and fire stations and the Sequoit Creek / SMC Floodplain amendment.

MAYOR Mayor Maravelas thanked everyone and said it gives him great pleasure to see how much we have progressed. He thanked staff for their participation. Mayor Maravelas discussed his list of priorities for the upcoming year. They are, having the sawmill work again, look more into grant opportunities and possibly hiring expert grant writers. He also said the recreation campus is his first priority.

TRUSTEES Trustee Pierce discussed the SMC Floodplain amendments and the impact it will have on our community. He also discussed getting as much information regarding the amendment to the residents as possible. A press release will be published in the December village newsletter.
Trustee Pierce also said we should continue to work on controlling our spending and that we should concentrate on one to two items. He also discussed the possibility of forming a group of volunteers who would assist senior citizens with such things as reviewing home repair costs and possible other services.
Trustee Caulfield said that over the last two years, there has been progress in the financial area of the village and he asked for continued support. He expressed concerns over internal controls and said that although this would mean a different way of thinking on the part of staff, he believes these controls would protect everyone. He would like to see a system in place that survives personnel. Trustee Caulfield also discussed budgeted projects that we haven’t taken advantage of and that we could possibly use these funds to upgrade the sawmill. Trustee Larson and Trustee Turner both indicated they wouldn’t like to see the sawmill operational because a small child was killed there years ago. There was a discussion regarding the sawmill and suggestions on how to make the wheel turn.
Trustee Larson discussed the combined park project and the intergovernmental agreement with Antioch Township. She would like to see a draft intergovernmental agreement on the next village board agenda for consideration. Trustee Larson also requested that Clerk Rowe be given a company cell phone. She said that she recently tried to reach Clerk Rowe to post a meeting and realized then that she didn’t have a cell phone.
Trustee Porch discussed the Fire Chiefs presentation and suggested that we address his wish list because their requests are all related to life safety. She also discussed the village’s policy for citizens wishing to address the board at village board meetings. Following a brief discussion, Administrator Probst will draft a policy for the board’s consideration at their next meeting. Trustee Porch also suggested a village board meeting combined with the board of directors of the Chamber sometime during the first week in December to discuss future events, mission statements and the SMC amendment.
Trustee Turner discussed the wastewater treatment plant. Mr. Probst said that engineer candidates have experience in the wastewater treatment plant area. He also reported that the I & I rehab project is expected to begin shortly. Trustee Larson said that she believes board members should meet with the engineer candidates. Both Trustee Caulfield and Trustee Hanson said they didn’t think they should be involved in hiring staff. Trustee Hanson said that he has been involved with staff hiring but only through Administrator Probst. Mr. Probst will give board members copies of the three engineer candidates resume’s by the middle of next week.
Trustee Pierce left the meeting at 3:00 p.m.
Trustee Porch left the meeting at 3:03 p.m. and returned at 3:05 p.m.
Trustee Turner also expressed her concerns regarding the building department staff. She said the building department brings in a lot of revenue and we have to make sure that we have enough staff to handle the anticipated development.
Robert Silhan, Billie Horton and Laurie Stahl left the meeting at 3:15 p.m.
Trustee Larson left the meeting at 3:15 p.m. and returned at 3:18 p.m.
Trustee Hanson discussed the police and public works department. He said the police department has been treated very well over the past two years. He said the public works department is the least recognized on a daily basis and more emphasis should be placed on public works. Mayor Maravelas agreed with Trustee Hanson.
There was a discussion regarding the needs of the different departments and how the board could address those needs ahead of time, such as at the time of annexation and agreements written into our ordinances. Administrator Probst discussed the CVS Pharmacy proposal and the clock tower proposal.

ADJOURN The meeting adjourned at 3:45 p.m.

Respectfully submitted,
____________________
Candi L. Rowe, Clerk
Return to Village Board Info

CALL TO ORDER	The committee of the whole meeting of the Board of Trustees was called to order by Mayor Maravelas in the meeting room at Antioch Fire Station #1: 835 Holbek, Antioch, IL.
ROLL CALL	Roll call indicated the following Trustees were present: Pierce, Larson, Caulfield, Porch, Hanson and Turner. Also present were Mayor Maravelas, Village Attorney Long and Clerk Rowe.
STAFF PRESENT	Staff present were: Village Administrator Probst, Police Chief Charles Fagan, Fire Chief Dennis Volling, Assistant Fire Chief Jeffery Vandevoorde, Director of Parks and Recreation Laurie Stahl, Director of Planning, Zoning and Building, Bob Silhan, Senior Planner George Sakas, Public Works Director Bill Smith, Senior Center Coordinator Paul Howard, Special Events Coordinator Billie Horton, Village Clerk Candi Rowe, Village Treasurer Lori Folbrick, and Doug Taveirne, village consulting auditor.
MAYOR MARAVELAS	Mayor Maravelas welcomed everyone in attendance and thanked the Antioch Fire Department for the use of their facility.
STAFF PRESENTATIONS	Each staff member made presentations to the Board regarding their accomplishments and goals. They also discussed possible budget items for the next fiscal year. Mr. Doug Taveirne reviewed the draft audit.
BREAK	Village Board and staff recessed the meeting for lunch at 12:30 p.m. The meeting resumed at 1:10 p.m. Village Board members present: Mayor Maravelas, Trustees Pierce, Larson, Caulfield, Porch, Hanson and Turner, Attorney Long and Clerk Rowe. Staff members present: Director of Parks and Recreation Laurie Stahl, Special Events Coordinator Billie Horton and Director of Planning, Zoning and Building, Bob Silhan.
ADMIN. PROBST	Village Administrator discussed his proposed organizational chart and adding the positions of a comptroller/treasurer - certified financial officer; administrative assistant, and an assistant village administrator who would also have qualifications regarding economic development. Mr. Probst suggested having the parks and special events departments coordinate with each other. He also discussed a policy manual, update job descriptions, amending ordinances as they relate to recapture fees, implementing an employee assistance program, position evaluations, wage/salary evaluations, update the records systems, training programs, telephone systems and computers. Regarding the financial area of the village, Mr. Probst suggested an overall system evaluation, organizational changes per the recommendation of the auditing consultants, payroll/time card systems, new financial software, GASB34, creating more understandable reports, investments strategies and he suggested we look into ways to increase our revenue streams and budgeting system. Mr. Probst also discussed the status of the village engineer position and major projects such as a new village hall, recreation campus, new or expanded senior center, satellite police and fire stations and the Sequoit Creek / SMC Floodplain amendment.
MAYOR	Mayor Maravelas thanked everyone and said it gives him great pleasure to see how much we have progressed. He thanked staff for their participation. Mayor Maravelas discussed his list of priorities for the upcoming year. They are, having the sawmill work again, look more into grant opportunities and possibly hiring expert grant writers. He also said the recreation campus is his first priority.
TRUSTEES	Trustee Pierce discussed the SMC Floodplain amendments and the impact it will have on our community. He also discussed getting as much information regarding the amendment to the residents as possible. A press release will be published in the December village newsletter. Trustee Pierce also said we should continue to work on controlling our spending and that we should concentrate on one to two items. He also discussed the possibility of forming a group of volunteers who would assist senior citizens with such things as reviewing home repair costs and possible other services. Trustee Caulfield said that over the last two years, there has been progress in the financial area of the village and he asked for continued support. He expressed concerns over internal controls and said that although this would mean a different way of thinking on the part of staff, he believes these controls would protect everyone. He would like to see a system in place that survives personnel. Trustee Caulfield also discussed budgeted projects that we haven’t taken advantage of and that we could possibly use these funds to upgrade the sawmill. Trustee Larson and Trustee Turner both indicated they wouldn’t like to see the sawmill operational because a small child was killed there years ago. There was a discussion regarding the sawmill and suggestions on how to make the wheel turn. Trustee Larson discussed the combined park project and the intergovernmental agreement with Antioch Township. She would like to see a draft intergovernmental agreement on the next village board agenda for consideration. Trustee Larson also requested that Clerk Rowe be given a company cell phone. She said that she recently tried to reach Clerk Rowe to post a meeting and realized then that she didn’t have a cell phone. Trustee Porch discussed the Fire Chiefs presentation and suggested that we address his wish list because their requests are all related to life safety. She also discussed the village’s policy for citizens wishing to address the board at village board meetings. Following a brief discussion, Administrator Probst will draft a policy for the board’s consideration at their next meeting. Trustee Porch also suggested a village board meeting combined with the board of directors of the Chamber sometime during the first week in December to discuss future events, mission statements and the SMC amendment. Trustee Turner discussed the wastewater treatment plant. Mr. Probst said that engineer candidates have experience in the wastewater treatment plant area. He also reported that the I & I rehab project is expected to begin shortly. Trustee Larson said that she believes board members should meet with the engineer candidates. Both Trustee Caulfield and Trustee Hanson said they didn’t think they should be involved in hiring staff. Trustee Hanson said that he has been involved with staff hiring but only through Administrator Probst. Mr. Probst will give board members copies of the three engineer candidates resume’s by the middle of next week. Trustee Pierce left the meeting at 3:00 p.m. Trustee Porch left the meeting at 3:03 p.m. and returned at 3:05 p.m. Trustee Turner also expressed her concerns regarding the building department staff. She said the building department brings in a lot of revenue and we have to make sure that we have enough staff to handle the anticipated development. Robert Silhan, Billie Horton and Laurie Stahl left the meeting at 3:15 p.m. Trustee Larson left the meeting at 3:15 p.m. and returned at 3:18 p.m. Trustee Hanson discussed the police and public works department. He said the police department has been treated very well over the past two years. He said the public works department is the least recognized on a daily basis and more emphasis should be placed on public works. Mayor Maravelas agreed with Trustee Hanson. There was a discussion regarding the needs of the different departments and how the board could address those needs ahead of time, such as at the time of annexation and agreements written into our ordinances. Administrator Probst discussed the CVS Pharmacy proposal and the clock tower proposal.
ADJOURN	The meeting adjourned at 3:45 p.m.