Village of Dolton Board of Trustees Met Jan. 4.
Here is the minutes provided by the board:
CALL TO ORDER Mayor Riley H. Rogers called the Regular Meeting of the Board of Trustees to order at 6:37 p.m.
ROLL CALL The following trustees were present: Deborah Denton, Tiffany Henyard, Andrew Holmes, Jason House, and Edward Steave. Trustee Tammie Brown joined the meeting during Committee Reports.
Also present: Village Clerk Mary Kay Duggan, Village Administrator Elizabeth Scott, Village Attorney John B. Murphey, Cris Miroballi of John Kasperek Co., and department heads. Village Engineer Ron Smith was absent.
A quorum was present.
PLEDGE OF ALLEGIANCE/PRAYER Led by Trustee Denton.
GENERAL ANNOUNCEMENTS
Trustee Steave reported that Comcast Channel 4 had problems but was back on today.
Trustee Henyard announced: Distribution of covid supplies at 800 E. Sibley, voters’ registration on January 14th at the same location, and gas giveaway on January 17th, registration required.
Mayor Rogers announced that he is sponsoring a children’s coat giveaway at 14731 Drexel on January 17th.
Village Administrator Elizabeth Scott announced that the village has been awarded $759,474.52 under the Cares Act. The proceeds will be segregated from other village accounts.
CITIZENS ADDRESS Limited to Discussion of Agenda Items
None.
VILLAGE CLERK REPORT
A. Approval of the Minutes: December 7, 2021 Regular Board Meeting.
The village clerk asked for a motion to approve the minutes.
MOTION TO APPROVE THE MINUTES OF THE DECEMBER 7, 2020 REGULAR BOARD MEETING.
Motion by Trustee House. Second by Trustee Henyard. There being no discussion:
ROLL CALL
AYES: 5 Trustees Denton, Henyard, Holmes, House, Steave
NAYS: 0
ABSTAIN: 0
ABSENT: 1 Trustee Brown
Motion passed.
B. Communications: None
ENGINEER’S REPORT
No report.
COMMITTEE REPORTS
Finance
Trustee House announced that the finance committee will meet again on Wednesday of the last week in January.
Housing
No report.
Police and Fire
Trustee Holmes reminded residents to be mindful of neighbors and abandoned homes, and carjackings. Trustee Holmes read the fire department report of 5,548 total incidents responded to in 2020.
The Illinois Police Chiefs Assn. has commended Officer Patrick Carr for his service in interrupting an armed robbery in progress in the Village of Dolton.
Public Works
Trustee Steave reported that the salt trucks were out after the recent snowfall. Mayor Rogers is obtaining quotes for a robocall system to alert residents if there is a water main break in their area. The public works truck has been fixed and the roof repair of the public works building is in progress. Residents are reminded that leaf bag pick-up ends each year in December. Public Works will pick-up up after that date if called.
Melanie Fitness Center
The fitness center is listed with a realtor for sale. The DeTox Café remains open.
Trustee Holmes said he had a report of four public works employees being sent to Harvey to pick-up supplies and deliver them to the mayor’s campaign office. He questioned whether there was a liability risk.
CORPORATE BILLS
Trustee House read aloud the summary of Corporate Payments Register #179 and #178:
Corporate Register #179: Corporate Payments $857,777.41; Gross Payroll 12/04/20 $333,927.39, Gross Payroll 12/18/20 $355,456.27, Gross Payroll 12/31/29 $323,793.37; Melanie Fitness Center $5,784.41, Gross Payroll 12/04//20 $855.11, Gross Payroll 12/18/20 $855.11, Gross Payroll 12/31/20 $855.11; for Total Corporate Payments $1,879.304.18.
Corporate Register #176: Electronic Corporate Payments $31,381.83 Water Fund $577,889.35; for Total Corporate Payments of $609,271.18.
MOTION TO APPROVE CORPORATE PAYMENTS REGISTER #179 and #178, excepting payment of $66,400.00 to Piekarski & Sons.
Motion by Trustee House. Second by Trustee Henyard.
Trustee House explained that the board had put a procedure in place requiring prior approval of expenditures of $5,000 and over. In response, Mayor Rogers said that he will pay tree-cutting invoices individually. Discussion continued regarding tree-trimming measures and expenses.
Trustee Henyard asked about proposed payments for petroleum, to Fire Service, Inc. and BMI. Discussion followed.
Trustee Holmes questioned the payments to Calumet City Plumbing for water main breaks. He said the village has to overhaul its entire infrastructure. He added that the fire department should get two ambulances. Mayor Rogers said that the village has an old infrastructure that would cost millions of dollars to replace, and noted that two ambulances were donated to the village. One ambulance requires a $11,000 motor replacement, and that operate the ambulances the village would have to hire 6 paramedics for 24-hour shifts.
ROLL CALL
AYES: 3 Trustees Henyard, Holmes, House
NAYS: 2 Trustees Brown, Steave
ABSTAIN: 1 Trustee Denton
ABSENT: 0
Motion passed.
OLD BUSINESS
A. Approval of Computer Software and Services Contract with Civic Systems, LLC
Administrator Scott reminded the board that this item was first discussed at the December 7th meeting. Mr. Mike Laesch presented and is in the meeting tonight to answer any further questions. Mr. Miroballi noted that with the new software the village can process electronic invoices. Ms. added that residents would also be able to review their water bills online. Mr. Miroballi explained again that the new software would not prevent a forensic audit of the old system.
MOTION TO TABLE UNTIL COMPLETION OF FORENSIC AUDIT.
Motion by Trustee Henyard. Second by Trustee Denton.
ROLL CALL
AYES: 3 Denton, Henyard, House
NAYS: 3 Trustees Brown, Holmes, Steave
ABSTAIN: 0
ABSENT: 0
There being a tie, Mayor Rogers cast his vote: NAY. Motion failed.
MOTION TO APPROVE PURCHASE OF CIVIC SYSTEMS, LLC AND SERVICES IN THE AMOUNT OF $98,950 PLUS ANNUAL SUPPORT.
Motion by Trustee Steave. Second by Trustee Brown.
Trustee Steave said that the forensic audit may take months to the end of this year or into next year. Derik Blocker, the village’s IT consultant, and the company say that the current software records will not be lost by implementing the new software. Mr. Blocker said that it is imperative
that the village get off its current software—it is 50 % of the problems with the water department. Discussion continued on the timeline for implementing the new software. Ms. Scott said that she had contacted several communities regarding their software, including Oak Forest, Thornton Township, the Village of Thornton, and Homewood. All were happy with the software, especially Homewood regarding its accounting features. Ms. Scott also said that she has been in talks with Baker Tilly and two other companies regarding the forensic audit. The scope of the audit is extensive going back several years of water department records.
ROLL CALL
AYES: 6 Trustees Brown, Denton, Henyard, Holmes, House, Steave
NAYS: 0
ABSTAIN: 0
ABSENT: 0
Motion passed.
NEW BUSINESS None.
MAYOR’S REPORT
Mayor Rogers reminded everyone to take the recommended precautions and stay safe during the pandemic.
CITIZENS ADDRESS General Comments
Giavonni Nickson, Communications Director, reported the following posts during the meeting: What strategies are under way to get the village out the need to take out bonds?
Mayor Rogers noted that the only bond recently taken was the Homewood Disposal. How much housing stock did BP Capital obtain?
Mayor Rogers said there were about 50 houses conveyed. The village is in negotiations to recover 12-20 properties.
What has the village done to advertise the Request for Proposals for the forensic audit?
Village Administrator Scott responded that the RFP is on the village website and she had reached out to four audit firms; three have followed-up.
What happened to the police committee meeting promised for December?
Trustee Holmes said he decided to postpone it to the new year.
How much did the village receive for covid relief funds?
Administrator Scott repeated that $759,000 plus was received and deposited into a segregated account. The funds will be used to make payroll and continue to run the village, and as necessary. A ledger of expenditures is required.
To Trustee Henyard: Is your gas giveaway a political offering?
Trustee Henyard answered that she has always given back to the village.
Does a tree trimming list actually exist?
Mayor Rogers conceded that public works has told residents that their requests go on a list, but trees are trimmed as needed.
Re the recent shootings, suggest in addition to trimming trees, the village increase police presence.
Mayor Rogers noted that police hiring is no longer subsidized. The village has gone to lateral hiring of officers who already have experience.
Request that a date be made public for a mayoral debate.
Mayor Rogers responded that candidates are under no obligation to debate but he would be willing to participate. Will the new software system interface with the old data base and would there be a supervisor to oversee?
Derik Blocker, IT consultant, repeated his earlier explanation that there would be no interface but the data base could be exported/imported.
Will this eliminate the use of the company sending out the water bills?
Mr. Blocker said no, that a separate company eliminates the need to stuff envelopes and postage. Doesn’t an audit of the office get done each year? What is holding up the audit?
Cris Miroballi of Kasperek Co. explained that the proposed forensic audit is different than the annual audit, which is starting. A forensic audit looks for fraud in a department. An annual audit takes a look from “a 1,000 feet up” to determine if village financial records are materially correct.
Who will oversee the conversion of the software? Howe will residents be updated on its progress?
Administrator Scott responded that she, Mr. Blocker, and Mr. Miroballi will oversee the conversion. In response to Trustee Holmes’ question, Ms. Scott said that she can arrange a workshop on the software for the trustees.
How much is the cost of training?
Ms. Scott said that training is included.
What was there no RFP for the software?
Ms. Scott said that there was an RFP put out but there were no responses. She reached out to neighboring communities for recommendations.
Trustee Steave asked Mr. Blocker about his earlier comment that 50 percent of the water department problems were the software. What is the other 50 percent?
Mr. Blocker said that the other problem is that the village does not have outside meter reading throughout. What is the purpose of a policy being presented of approval up to $5,000 if it is not followed?
Mayor Rogers noted that mayors in other communities have had of up to $25,000, but his approval has been limited by an adverse board.
Is there a manager for the water department?
Trustee Henyard and Mayor Rogers shouted over each other.
When the accounts are transferred to the new system, will the old accounts be scrubbed? Mr. Blocker answered: No.
What did the previous board have to do with the mayor not paying the City of Chicago $8 million? Mayor Rogers answered that the City of Chicago wasn’t paid because the village did not have the money. ADJOURNMENT
There being no further business before the Board of Trustees, on a motion by Trustee Brown, second by Trustee House to adjourn the Regular Board Meeting of the Board of Trustees, there being no discussion:
ROLL CALL
AYES: 6 Trustees Brown, Denton, Henyard, Holmes, House, Steave
NAYS: 0
ABSTAIN: 0
ABSENT: 0
Motion passed.
The meeting was adjourned at 9:10 p.m.
https://vodolton.org/wp-content/uploads/2021/02/Minutes-January-4-2021-Regular-Board-Meeting.pdf
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