Carbondale Reporter

Village of Yates City Committee Board met Oct. 1.

Here are the minutes provided by the board:

1. Call to Order

Present: Dave Mahr, Ron Smith, Seth Lekies, Vonda Brinker, Matt Ehens, Mark Hostetler

Also Present: Joy Mahr, Neely Carr

Absent: Tom Kinzer

2. Update on UTV for Water Department

Lekies picked up the side-by-side. The sales representative recommended using gasoline from the local gas station rather than from the Village’s storage tank due to possible contaminants in the tank. The Public Works employees reported that they are very pleased with the vehicle’s performance. Decals are expected to arrive soon.

3. Update on Concrete Pad at South Lot

Public Works was responsible for digging and placing the pea gravel as a base layer and for positioning the concrete barricades around the border. The task was not fully completed; however, Tri-City proceeded with pouring the concrete on October 29. Ehens questioned why the project moved forward before the preparatory work was finished and expressed concern about the decision to proceed.

4. Discuss Purchase of Eighteen (18) Two (2) Ton Cement Barriers with Hooks

It was reported that there are not enough concrete barriers to fully surround the concrete pad as originally planned. Galesburg Builders has 2x2x4 concrete barriers available for $45 each. A total of 18 blocks would be required, at an estimated cost of $810. It was questioned whether Roanoke might be cheaper. The Village does not have equipment capable of handling the barriers; therefore, it was proposed to hire Woodcock to transport them. Hauling would require two trips at $600 per trip. Additionally, hiring Woodcock to place the concrete barriers was discussed, at an estimated cost of $600.

5. Update on Installation of Bearing on the South Oxidation Ditch Paddle Wheel at the Treatment Plant Combined with items 6 and 7

6. Discuss Purchase of Paddle Wheel for the Paddle Wheel Assembly at the Treatment Plant Combined with items 5 and 7

7. Discuss Purchase of Shaft for South Oxidation Ditch Paddle Wheel at the Treatment Plant

Combined with items 5 and 6. Joy Mahr reported the Village received a bill from Kinsel for the replacement of a paddle wheel. Several discrepancies and questions arose regarding the work performed. Hostetler contacted Greg from TEST during the meeting for clarification. Greg explained that Lakeside was expected to provide an updated quote for a new shaft and replacement of seals for between the plates, as these components must be custom-made and are not available off the shelf. He further stated that he had not authorized Kinsel to perform that repair and was unaware it had been done. Greg confirmed that the only approved work involved replacing the inner and outer bearings. Regarding the bent shaft, Greg noted that it could be repaired by placing it in a lathe, welding the worn area, and machining it back to proper specifications. However, if a new shaft were to be ordered, the order would require prior authorization and a signature since it would be made to order. Greg also emphasized that he should be present at future meetings involving matters related to TEST. Vonda checked with Bruce from Public Works and reported that Kinsel had removed the paddle wheel while taking out the bearing. Hostetler stated that he would contact Kinsel to seek clarification on the work performed and the associated billing.

8. Discuss Repair on Gate Valve at the Treatment Plant

Hostetler reported that the gate valve at the treatment plant has been repaired. The total cost of the repair was $2,788.96. Dave Mahr noted that structural steel was required during the repair, resulting in the installation of new braces. It was further reported that most of the expense was labor, as only $195 was for parts.

9. Update on Well/Reservoir Project

The pump has been ordered and we are still waiting on the rock to be moved.

10. Update on Fire Hydrant

Combined with line item 11

11. Discuss Purchase and Installation of Water Main Shut-Off Valve

Hostetler reported that the new fire hydrant has arrived but has not yet been installed. The shut-off valve leading up to the hydrant is defective. The main shut-off valve near the water tower is also leaking. Discussion followed regarding the option of installing a new main shut-off valve upstream from the current one, closer to the base of the tower. It was noted that if the additional valve is not replaced at this time, the entire town would need to be shut off in the event of any future issues with the hydrant. However, there is a shut-off located directly on the hydrant that can be utilized if necessary. The line leading to the hydrant will be replaced with PVC piping.

12. Update on Water Building Amperage Increase from 200AMP Service to 320AMP Service and Moving Electric Boxes to the Car Port Area

Hostetler reported he would have both bids by next week.

13. Update on New Tires for the Police Squad Car

All four tires have been replaced.

14. Update/Discuss on Fall Clean Up Day

Salem Township approved hosting the Fall Cleanup Day, which will be held on October 11 from 8:00 a.m. to 1:00 p.m. at the Township Garage in town. The Township will receive two dumpsters at an estimated cost of approximately $580 each. Advertising for two weeks in The Weekly Post is expected to cost around $100. Each dumpster includes a 4-ton weight allowance; if that limit is exceeded, an additional charge of $111.60 per ton will apply.

15. Update on Municipal Grocery Retailers’ Occupation Tax and Municipal Grocery Service Occupation Tax (Effective January 1, 2026)

Neely reported that she received a letter from the Illinois Department of Revenue acknowledging receipt of Yates City’s ordinance to impose a Municipal Grocery Retailer’s Occupation Tax and a Municipal Grocery Service Occupation Tax at a rate of 1%. She also received confirmation from Scott that his office has been notified. There should be no disruption in the receipt of grocery sales tax revenue from the State. The new tax will take effect on January 1, 2026, and the transition is expected to occur seamlessly, with no additional action required on the Village’s part.

16. Discuss Audit from Phillips, Salmi & Associates

Joy Mahr reported that the audit cost was $16,500 and that it was filed in August. She noted that all filings were submitted on time. The journal entries have been completed, and she will be picking them up tomorrow.

17. Discuss Water Billing

Joy Mahr reported that two customers received unusually high water bills. The Village’s forgiveness policy was reviewed, which requires proof that any necessary repairs have been completed before adjustments can be considered and applies only to residents with at least 12 months of billing history to establish an average usage. One customer has not yet responded but has made a payment of $350 toward their balance. The second customer is a new resident who has lived at the property for only two months and received a total bill of approximately $700. This customer does not qualify for bill forgiveness due to short billing history to establish an average usage. It is believed the high usage resulted from a toilet issue that the previous owner had reportedly agreed to repair. Currently, it is unclear whether the first customer has completed their repairs.

18. Discuss Revision to Water and Sewer Bill Forgiveness Policy for New Residents

Combined with line item 17

19. Discuss New Three (3) Year Contract with TEST

The Board wants to review the new contract and Greg and Chris are both invited to the Board Meeting next month. The new contract amount is $1,312.50 per month compared to the current rate of $1,250.00 per month.

20. Discuss Salaries for Elected Officials, Village Clerk, and Village Treasurer for May 2026

The Board discussed salaries for the Elected Officials, Village Clerk, Water Clerk, and Village Treasurer effective May 2026. The current compensation rates were reviewed. The Board discussed whether any adjustments should be considered.

COMMITTEE REPORTS

Police – Ehens

Water - Lekies

Finance/Insurance - Kinzer

Sewer - Mahr

Streets/Alleys - Smith

Technology/Public Grounds – Brinker

ADJOURNMENT: Meeting adjourned at 7:25pm

https://www.cityofdekalb.com/AgendaCenter/ViewFile/Agenda/_10282025-2764