Meeting Events

Meeting: gmtgkguap_c.stephenson_county_il_public_works_committee_meeting_3-12-26_pt_2_

Meeting date: 2026-03-12

Meeting type: public_works_committee

This is a deterministic derived artifact, not official meeting minutes. Related records may be grouped for review while complete machine provenance remains in the JSON artifact.

Decisions and Votes

• Approval of resolution — Approved

  • Summary: Motion made to approve the resolution.
  • Evidence: “I entertain a motion to approve of the resolution. I’ll make that motion.”
  • Evidence: “All those in favor say aye. Aye. Motion is approved.”
  • Source timestamp: 35:20

• Approval of dog kennel RFP — Approved

  • Summary: Motion made to approve the RFP for the dog kennels.
  • Evidence: “Move approval.”
  • Evidence: “Seeing none, all those in favor say aye. Aye. Motion is approved.”
  • Source timestamp: 41:04

• Adjournment

  • Summary: Motion made to adjourn the meeting.
  • Evidence: “My motion to adjourn.”
  • Source timestamp: 41:35

Procedural Actions

• Executive Session Status
  • Summary: No action was taken in the executive session.
  • Evidence: “No action was taken in the executive session.”
  • Source timestamp: 00:01

Financial and Contract Events

• Ending Funds Deposit
  • Summary: Ending funds include a deposit received, or money received in February but deposited in early March.
  • Evidence: “And then the ending funds include the deposit that was received and, or money that was received in February, but deposited in early March.”
  • Source timestamp: 02:31

Projects

• Orenville Cold Place Recycling

  • Summary: Final plans for Orenville Cold Place Recycling have been submitted, with work on track for the April 24th state letting.
  • Evidence: “The final plans for the Orenville Cold Place Recycling have been submitted, everything’s on board to April 24th state letting.”
  • Source timestamp: 23:04

• City Road Joint Agreement — Approved

  • Summary: Joint agreements for City Road were executed last month and require state approval before proceeding to the April 7th letting.
  • Evidence: “City Road, we executed the joint agreements last month. It needs to be approved by the state. Then we can go to the April 7th letting.”
  • Source timestamp: 23:18

• West Point Railroad Crossing

  • Summary: Final plans for the West Point Railroad Crossing were turned in last week, involving work with the ICC regarding plan changes, and are set up for a May 5th letting.
  • Evidence: “West Point Railroad Crossing, I’ve been working. We turned in final plans last week, work with the ICC about some changes to the plans and that’s set up for May 5th, letting.”
  • Source timestamp: 23:55

• West Point Bridge Letting — Approved

  • Summary: The West Point Bridge project is ready and approved for the April 7th letting.
  • Evidence: “West Point Bridge, that’s ready to go and approved and that’s ready for April 7th letting.”
  • Source timestamp: 24:16

• Orangeville Road Seal Code — Approved

  • Summary: The final plan for the seal code on Orangeville Road has been approved.
  • Evidence: “The seal code on Orangeville Road, final plan has been approved.”
  • Source timestamp: 24:36

• Dakota Road letting

  • Summary: Dakota Road was locally funded and is scheduled for the April 7th letting.
  • Evidence: “I’ve got a lot of things put up on that April 7th letting. Dakota Road was locally funded and that’s on that April letting.”
  • Source timestamp: 23:47

• West Point Railroad Crossing plans

  • Summary: Final plans for the West Point Railroad Crossing were turned in last week, involving changes with the ICC, and are set up for the May 5th letting.
  • Evidence: “West Point Railroad Crossing, I’ve been working. We turned in final plans last week, work with the ICC about some changes to the plans and that’s set up for May 5th, letting.”
  • Source timestamp: 23:55

• West Point Bridge readiness — Approved

  • Summary: The West Point Bridge is ready and approved for the April 7th letting.
  • Evidence: “West Point Bridge, that’s ready to go and approved and that’s ready for April 7th, letting.”
  • Source timestamp: 24:16

• Item F (Shippey Road)

  • Summary: Item F is under design for another West Point job and must wait until the first one on Shippey Road is done.
  • Evidence: “Item F, that’s just down the road. It’s under design for another West Point job. We have to wait for the first one to get done because they’re both on Shippey Road.”
  • Source timestamp: 24:24

• Orangeville Road seal code final plan — Approved

  • Summary: The final plan for the seal code on Orangeville Road has been approved and will be included in the April 7th letting.
  • Evidence: “The seal code on Orangeville Road, final plan has been approved. That will be on that April 7th, lading also.”
  • Source timestamp: 24:36

• McConnell Road intersection plans

  • Summary: An update from Fairgram regarding the McConnell Road intersection indicates it is in progress with final plans, but the letting date depends on receiving IDOT approval, possibly in the second quarter.
  • Evidence: “McConnell Road intersection. I got an update from Fairgram. We yourself go and it’s in there too to finish with final plans on that. But I don’t know when we’ll go to lading on that until we have to get the final plans into IDOT in their approval. So I’m hoping maybe second quarter.”
  • Source timestamp: 24:44

• HSIP project funding status

  • Summary: The HSIP project uses all federal funding, and the engineering agreement is awaiting approval.
  • Evidence: “So HSIP project, that’s all federal funding. The engineering agreement is in for approval and it’s been waiting.”
  • Source timestamp: 25:06

• Bone Road Overpass project status

  • Summary: The Bone Road Overpass project is currently under design.
  • Evidence: “The Bone Road Overpass project, that’s under design.”
  • Source timestamp: 25:30

• Spring Grove postings

  • Summary: Spring Grove postings are going down tomorrow, consistent with Winnebago County, Boone County, and Ogle County, but not Lee County.
  • Evidence: “So Spring Grove postings, they’re going down tomorrow. So consistent with Winnebago County, Boone County, Ogle County, Lee County.”
  • Source timestamp: 26:25

• ComEd road use agreement

  • Summary: A road use agreement from ComEd was received and concerns raised by the county were addressed by ComEd; it will be on the agenda for next week’s County Board meeting.
  • Evidence: “Another thing that came up today, I wasn’t able to put it on the agenda, but we got a road use agreement from ComEd. I sent that to Carl Larson. He responded back on Monday. We sent his concerns about the agreement to ComEd. They addressed those concerns. We got that to them I got that from them today. So it’ll go on the agenda for next, for the County Board meeting next week, so.”
  • Source timestamp: 27:02

Presentations and Reports

• Cat Intakes Report

  • Summary: Total cat intakes were 11, consisting of five surrenders, three city strays, and three county strays. Six cats were transferred to rescue, four are available for adoption, and one is on hold.
  • Evidence: “For our cat intakes, we had 11 total intakes. Five were surrenders, three were city strays, three were county strays. Out of those cats, six were transferred to rescue. Four are available for adoption and one is on hold.”
  • Source timestamp: 00:23

• Dog Intakes Report

  • Summary: Total dog intakes were 13, including nine county strays (the mom and seven puppies that were abandoned) and five city strays. Thirteen dogs are up for adoption, with zero reclaims and zero going to rescue.
  • Evidence: “We tripped 13 dogs, nine county strays, which is the mom and seven puppies that were abandoned. Five city strays, 13 are up for adoption. We had zero reclaims and zero went to rescue.”
  • Source timestamp: 00:41

• Court Updates (Jessica Jones and Andrew Price)

  • Summary: The court dates for Jessica Jones and Andrew Price are both on the fourth night of the 26 at one courtroom one. Dr. Conde and the speaker are supposed to be served for Jessica Jones’, but not for Andrew.
  • Evidence: “Jessica Jones and Andrew Price are on four night of 26 at one courtroom one. Dr. Conde and I are supposed to be served for Jessica Jones’, Andrew, we’re not getting served for that one.”
  • Source timestamp: 01:23

• Adopted Dog Update

  • Summary: Chase, a dog kept since September 10, 25, was adopted.
  • Evidence: “Chase, one of our longest dogs that we’ve had was adopted. He has been with us since nine, 10 of 25.”
  • Source timestamp: 01:41

• Website Updates

  • Summary: The website has been updated across three different pages thanks to Kelsey.
  • Evidence: “The website has been updated thanks to Kelsey assisting me with that. We did three different pages updates.”
  • Source timestamp: 01:52

• Inspections and Certificates

  • Summary: The certificate process is complete, and the fire department inspection is scheduled for next Friday, 3-20 at 11. The signed-off certificate should be emailed tomorrow.
  • Evidence: “I reached out to the fire inspector and building inspector. The certificate has been done. The fire department will do their inspection on next Friday, 3-20 at 11, but the certificate’s been signed off of and should be emailed to us tomorrow.”
  • Source timestamp: 02:00

• Donation List Preparation

  • Summary: The speaker printed out the list of Medals Drive donations, including the GoFundMe.
  • Evidence: “And I printed out the list of the Medals Drive donations, including the GoFundMe.”
  • Source timestamp: 04:42

• Website Credit

  • Summary: The website was updated with assistance from Kelsey.
  • Evidence: “Thanks to Kelsey, I meant, because Nate, I gave him the letter and he just did the link where I know he wanted more. So Kelsey owed me a favor, so she was willing to help me because I’m not a computer website person.”
  • Source timestamp: 06:04

• Current budget status report review

  • Summary: The presenter reviewed the current budget status report and noted no red flags, only minor overages.
  • Evidence: “Moving on to 7.3, which is the current budget dust status, do you have Brian’s support now? No, I wasn’t able to talk to Brian before. He was off today and so I wasn’t able to talk to him. I went through the report. I didn’t see any red flags at all. So there were a few minor things that were over, but at this time there’s just minor things.”
  • Source timestamp: 28:46

• RFP for dog kennels

  • Summary: Presentation detailing requirements and features for new dog kennels, including design considerations like preventing fence fighting and swivel bowl systems.
  • Evidence: “So these are the dog kennels we need for the new building in order to actually house our dogs there. I remeasured and made sure measurements were right before I did this.”
  • Source timestamp: 36:45

Metrics

• Current Animal Inventory (Cats)

  • Summary: The current cat inventory includes seven adaptable cats and one on hold.
  • Evidence: “Our current animal inventory, cats, we have seven adaptable, one on hold”
  • Source timestamp: 01:02

• Current Animal Inventory (Dogs)

  • Summary: The current dog inventory is 21 dogs, with two in foster care, plus the two Jessica Jones court case dogs.
  • Evidence: “adaptable dogs. We have 21 with two in foster. We have the two Jessica Jones court case dogs.”
  • Source timestamp: 01:02

• Registration numbers comparison

  • Summary: February registrations were at 79.95, which is higher than January.
  • Evidence: “looking at the registrations if I’m looking at this correctly you look like January was up over there excuse me February was up over January at 79.95?”
  • Source timestamp: 16:35

Discussion

• Microchip Costs Comparison

  • Summary: The speaker is looking into a different microchip company because their chips are significantly cheaper (under $3) compared to the current ones ($5), and the new system allows owners to scan a QR code for immediate registration.
  • Evidence: “I am looking into a different microchip company that will be way cheaper for us. And actually, I like the chips better. So hopefully we can lower that price. The chips are like under $3 a piece where these are costing like $5 a piece, I think.”
  • Source timestamp: 03:17

• Microchip Registration Process Comparison

  • Summary: The current system requires owners to return to animal control and potentially pay a fee to register separately, whereas the new chips include registration in the payment via a scannable QR code.
  • Evidence: “So we’ll be able to save and the owners can actually scan a QR code and register their dog right away where these chips we use are registered, technically come back animal control and then they have to pay a fee to register where this is all included in the payment they give us.”
  • Source timestamp: 03:40

• Thank You Notes for Donations

  • Summary: The speaker is trying to find a way to email thank you notes to all donors besides those who have already been sent one or printed on.
  • Evidence: “I’m trying to figure out if there’s any way I can email them a thank you also, but everybody else has been sent a thank you or a print on that.”
  • Source timestamp: 05:41

• Future Funding/Donation Drive Plans

  • Summary: The speaker plans to provide weekly updates on Facebook and wants to visit Lena Brewery again to promote efforts.
  • Evidence: “I’m going to try to do like a, like a weekly update on Facebook. I’d like to go to Lena Brewery again and kind of push it on at there too.”
  • Source timestamp: 06:51

• Media Appearances

  • Summary: The speaker mentioned doing a free podcast and appearing on Big Radio a few weeks ago.
  • Evidence: “I did the free podcast, I did that a few weeks ago and I also was on Big Radio a few weeks ago also.”
  • Source timestamp: 06:38

• Media Interview Details

  • Summary: The speaker confirmed the Big Radio appearance was an interview over the phone.
  • Evidence: “I think the big radio was an interview over the phone.”
  • Source timestamp: 07:47

• Meadows Drive build out status

  • Summary: The Meadows Drive build out requires dog kennels to move in; the Mock Sink location needs a new area because the original spot was not feasible.
  • Evidence: “So basically once we get dog kennels, we can move in. That’s what we need. Everything else, they’re working on figuring out the best place for the Mock Sink. The place they were originally going to put it, it’s not going to work.”
  • Source timestamp: 09:06

• Mock Sink location change

  • Summary: The planned location for the Mock Sink was unsuitable because pumping water up there was undesirable and the area was too small; a second common area location is being considered.
  • Evidence: “So they’re going to probably put it in a different area, but it’s still not going to cost us anything. Are going to do it. So it’s just finding the right, that whole place is, you have to pump the water up and they don’t want it. I don’t know where they were going to put it. It wasn’t going to work. It wasn’t a big enough area. So they have a second location, which they are going to put it now, which will still be a common area.”
  • Source timestamp: 09:33

• Facility inspection and readiness

  • Summary: The fire inspector signed off on the facility after a walkthrough because it had been empty for over two years; smoke alarms work, exits are clear, and the location is handicap accessible.
  • Evidence: “The fire inspector was the last person I needed to sign the paper and he signed it. And then he’s like, I just want to walk through it. You’re good to go, but I’d like to walk through it because it’s been empty for over two years. Sure. We have nothing to hide, it works. I were seeing where it sure was, we’re just replaced and smoke alarms all work. So, and all the exits are clear. So that’s handicap accessible and all that.”
  • Source timestamp: 10:12

• Animal drop-off policy capacity

  • Summary: The committee discussed current policies regarding animal drop-offs, noting refusals for city dogs and concerns about people leaving animals at the door.
  • Evidence: “Oh, we’ve already refused city dogs. Drop-offs. I mean, I don’t know how it works, so maybe the mayor told me a lot of times people will just take them and literally leave them at the door and go in or.”
  • Source timestamp: 11:09

• Maximum animal capacity for facility

  • Summary: The committee discussed safe holding capacities, estimating up to 20 small dogs/puppies or around 40 cats, depending on resources.
  • Evidence: “I would say probably 20 dogs tops if they’re smaller little dogs puppies and I meant honestly 25 to I meant cats you can fit two cats in a cage it all depends on resources and that too so 40 50 yeah I would say probably 40 cats I meant I would never want to have that many so 40 cats alone and then yes we probably could do 20 dogs if they can be kind of but I unless they’re puppies or are smaller dogs.”
  • Source timestamp: 11:57

• Outdoor pens condition

  • Summary: The outdoor pens were observed to look like they need reseating, as the ground is muddy.
  • Evidence: “And the outdoor pens, I drove up in there the other day and the outdoor pens look like they need to be re-seated, is it? Yes, it’s, it’s like grab grass. Yeah. Or mud.”
  • Source timestamp: 14:48

• Yard seeding proposal

  • Summary: A suggestion was made to throw grass seed on the yards to help with growth.
  • Evidence: “Is that something you could do, because that’s something where you can just throw some grass seed and hope it grows when the spring takes off here next month? Yeah. Well, that’s what I was thinking too.”
  • Source timestamp: 15:25

• Yard/Grounds condition assessment

  • Summary: The speaker noted that the area was mowed last year and consists of weeds, described as a ‘cow paste’ or crabgrass.
  • Evidence: “I mowed it last year and it was, it’s just pits weeds. It’s not even grass. It’s a cow paste. Yeah, pretty much is.”
  • Source timestamp: 15:56

• Animal registration revenue tracking

  • Summary: A question was raised regarding the February registration count being 79.95, and whether the department is on track with expected submissions.
  • Evidence: “looking at the registrations if I’m looking at this correctly you look like January was up over there excuse me February was up over January at 79.95?”
  • Source timestamp: 16:35

• Online registration system efficiency

  • Summary: The online system has helped, especially for vets who do not issue tags, allowing the speaker to send out certificates immediately rather than waiting weeks.
  • Evidence: “Especially for the vets that don’t issue our tags, the online. And then I was sending out like, let’s say, the certificates I get from the vets this week that didn’t get a tag. I was waiting like a week to send it out in case they did do online. Now I’m just sending it out right away.”
  • Source timestamp: 17:10

• Collecting email addresses from vet clinics

  • Summary: The speaker requested assistance in obtaining email addresses from vets who use the clinic, suggesting talking to them since Paws and Claws has their email for reminders.
  • Evidence: “Can we get the email from the people who use the vet clinic? That’s not as easy. That’s not as easy, but I was thinking about talking to vets to see once if they would.”
  • Source timestamp: 17:56

• Highway Department equipment maintenance status

  • Summary: The department has been conducting cutting brush and two safety meetings (one flagger meeting, one locate 811 meeting) and performing equipment maintenance for spring.
  • Evidence: “So it’s been cutting brush and two safety meetings. One was a flagger meeting for everyone. And the other one was a locate 811 Julie locate type meeting, safety meeting that we go to every year.”
  • Source timestamp: 19:09

• Soft-gon tractor hauling capacity

  • Summary: The department has only received about half of the expected soft-gon tons (600 tons received vs. 1200 tons needed), and the speaker prefers waiting until September for disposal to avoid potential damage from bad storms.
  • Evidence: “We’ve only gotten in about half of what we have to. It could be 600 ton. We have to take 1200 ton. We have. Take 1200 ton. We have taken in 600.”
  • Source timestamp: 19:36

• Storage capacity for soft-gon tons

  • Summary: The department confirmed having plenty of room for the 600 tons that need to be taken.
  • Evidence: “We have a place for 600 tons. Yes. Yeah, that won’t be a problem.”
  • Source timestamp: 19:51

• Traffic safety measures at Bolton intersection

  • Summary: The speaker noted the installation of a stop sign in Florence Road in Bolton as a trial to prevent people from running the stop sign.
  • Evidence: “And I like the stop sign at Florence Road in Bolton, so very nice. Yeah, it’s kind of a trial we’re trying to see if we can stop people from bullying that stop sign because it’s been a problem in the past.”
  • Source timestamp: 20:53

• Highway Department project updates (General)

  • Summary: The presentation covered final plans for Orenville Cold Place Recycling, joint agreements for City Road, and various upcoming letting dates.
  • Evidence: “You have the highway department update in front of you. I’ve highlighted anything that’s changed since our last meeting.”
  • Source timestamp: 22:49

• Alan’s retirement and bridge inspections

  • Summary: Alan is retiring in the middle of next month to Willow Health Fund; IDOT is handling his winter work, including all bridge inspections, which will be needed for the summer and next summer but require replacement by next year.
  • Evidence: “So I’m not sure if I told you the latest on Alan when he’s retiring, it’s supposed to be middle of next month, but we will be able to get by. He’ll be retiring to Willow Health Fund and work for Willow Health Fund over the summer. His work during the winter is now being taken care of by IDOT. He did all bridge inspections. So IDOT is doing those so we can get by this summer, next summer, but we will need to replace them by next year.”
  • Source timestamp: 25:41

• Shippey Roads detail

  • Summary: Shippey Road involves two scheduled replacements: one north of a bridge and another two or three miles south. The speaker hopes to consolidate contracts but cannot let them at the same time.
  • Evidence: “Okay, Shippee Road comes from Leg Road over and goes down. There’s a bridge, the north part of that, that we’ll be replacing. And then the other one is like two or three miles south of there that is also scheduled for replacement.”
  • Source timestamp: 27:43

• Shippey Roads inspection provision

  • Summary: The speaker has an inspection provision for the second bridge stating construction cannot start until the first bridge is open.
  • Evidence: “Okay. So I’ve got us in the, in the inspection provision for the second bridge that you can’t start in this one until the first bridge is open.”
  • Source timestamp: 28:14

• Five year contract exemption consideration

  • Summary: A question was raised regarding whether a five-year contract exemption is still being considered.
  • Evidence: “Mr. Helms? Are you still considering a five year contract exemption?”
  • Source timestamp: 28:21

• HVAC unit bidding details

  • Summary: The low bidder for the HVAC replacement was $51,000 with rebates, while the county cost is $30,760. A question was raised about whether other vendors also qualify for the listed rebates.
  • Evidence: “Low bidder was $51,000 with rebates. The cost of the county is $30,760. I recommend going with low share for the replacement of the GDN air condition. I had a question on that one. On that second page of that thing, the comment rebates were only listed under the one vendor. Do the other vendors also get those rebates?”
  • Source timestamp: 30:01

• HVAC system status and heating concerns

  • Summary: The air conditioning unit installation has not yet occurred. There is a significant problem with the heating this winter, noting temperature fluctuations from 62 degrees up to 85 degrees.
  • Evidence: “Uh, we haven’t made the air on yet, so I don’t know what’s gonna happen there. But we have a significant problem with the heating this winter, so. And he went anywhere from 62 degrees up to 85.”
  • Source timestamp: 31:03

• Rebate application scope for HVAC bids

  • Summary: A question was raised whether a decision is needed tonight on applying rebates to all bidders, including Champions.
  • Evidence: “Larry brought up a point, I’m just wondering if we need to make a decision on this tonight to check out the, if those rebates could be applied to the champions.”
  • Source timestamp: 31:59

• Rebate application for heating and air conditioning units

  • Summary: Discussion regarding whether rebates from ComEd are applicable to Champion for the HVAC units.
  • Evidence: “Are those rebates available for Champion 2 or not? So, that is a part of the pricing, so we’re definitely able to pay for it.”
  • Source timestamp: 34:09

• Rebate application for heating and air conditioning units

  • Summary: Confirmation that the rebate amount was discussed in relation to the final cost.
  • Evidence: “What was the rebate? 30,000 As a total or per unit?”
  • Source timestamp: 34:54

• Dog kennel specifications

  • Summary: Discussion on the rolling capability of the proposed dog kennels.
  • Evidence: “No, they’ll still be able to roll. Yes. Yep. With them connected.”
  • Source timestamp: 37:51

• Cat cage requirements

  • Summary: Discussion regarding cat cages and the need for an RFP versus existing supplies.
  • Evidence: “I don’t see any proposal for the cats. The cat cages are under what I would need. Are under what I would need to do an RFP for”
  • Source timestamp: 39:28

Follow-ups

• Part-time Job Interviews
  • Summary: The speaker expects to interview a few people next week for a part-time job.
  • Evidence: “I do have a few people that we will be hopefully interviewing next week for the part-time job.”
  • Source timestamp: 02:24