August 8, 2017 — Regular Meeting

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The Regular Meeting of the Moweaqua Village Council was called to order by Mayor Neece leading in the Pledge to the Flag.  Roll Call was answered by Tatum Plain, Dana Shuster, Marcia Maynard, Joann Lower, Mike Reschke and Shawn Conlin.  Employees present were Ramiro Estrada, Chief Maynard, Louis Jordan, Mischelle Davis and Attorney for the Village Ed Flynn was also present.  Others present included Steve Bainbridge, Dean Voudrie, Ed Woker and Dustin Listig.

Maynard made the motion to approve the Consent Agenda:  July Regular Meeting Minutes, Bills to be Paid in August with additions and corrections and the Treasurer’s Report, Conlin seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

In Mayor Neece’s report he requested that in order to keep the Regular Meetings running smoothly he would like to see each committee hold a meeting at least every 90 to 120 days.  Council was in agreement that having regular committee meetings would be beneficial.  Mayor Neece also informed Council that he received a very nice Thank You from the Golf Course Board Chairman and also Golf Personnel regarding the hard work he put into making the Mayor’s Open Golf Tournament a success.  Mayor Neece also reported that he is still in discussions regarding annexation of properties.

In Committee Reports Water and Sewer Committee Chairman Marcia Maynard called on Superintendent Louis Jordan to report.  Jordan stated that old meters are being switched out to radio reads and that the cost of the meters is $140.00 per meter and continues to increase.  Jordan stated that he will be seeking easements from the property owners for the West Main Water Main project and that a tap fee needs to be set.  Maynard stated that a tap fee could be decided at the next Committee Meeting.  Jordan also informed Council that he would be flushing hydrants during the month of August and that he would notify Moweaqua residents by putting a notice in the Golden Prairie News and posting on the website.

Lower reported for the Street & Alley Committee and the Buildings & Grounds Committee that she would be calling meetings as Mayor Neece suggested.

Personnel Committee Chairman Michael Reschke reported that job descriptions are still in the process of being updated and a description has been created for the new Assistant to the Village Clerk.  Reschke stated that these are tentative and have not yet been finalized.  Reschke requested that Council consider striking dwelling units as a permitted Special Use from the Zoning Code regarding B1-Central Business and asked that the Clerk include the issue on the September Regular Meeting Agenda. Reschke also discussed the issue regarding a $500.00 limit for the Mayor’s discretionary spending and would like to have that included on the September Regular Meeting Agenda as well.

Golf Committee Chairman Shawn Conlin reported that gaming was up again in June and doing well and that the Mayor’s Open Golf Tournament made a profit of $3,000.00 after all expenses were paid.  Conlin stated that it was suggested to her that the age to serve alcohol at the Golf Course be lowered because they are having a hard time hiring older employees for the hours that need covered and for the wage.  Conlin also reported for the Health and Safety Committee that letters are continuing to be sent and so far approximately 80{d3bb7c3d20bb2c333f8bbb4cc4dee311415bccd1d2e8a98d1fef6c9530e85137} of those who have already received letters have complied.

In New Business Mayor Neece called on Ed Woker of Advanced Disposal.  Woker explained that Clerk, Mischelle Davis had called him regarding the recycling proposal that he presented at the July Regular Meeting.  Council had voted to approve Option #1 at the June Regular Meeting which states that “Advanced Disposal will provide a 65 gallon cart for recyclable material to each resident that requests one, with collection every other week on their regular trash day, at an adjusted cost for trash and recycling service of $19.75 per month per home”, to begin August 1, 2017.  Davis requested clarification of Option #1.  Woker confirmed that Option #1 will increase the bill for every customer within the Village whether they choose to have recycling or not.  Woker stated that after discussion with Mischelle he thought the collection cost was incorrect.  Woker presented a corrected quote of $18.00 per month per home and also included a clause that states the rate will not increase for the first 2 years of a 5 year agreement.  In years 3 – 5, rates will be adjusted by CPI (All Midwest Urban) as published on the US Bureau of Labor Statistics web site.  After discussion Conlin made the motion to approve the amended Advanced Recycling Proposal as presented.  Clerk Davis inquired if the previous motion made at the June Regular Meeting should be rescinded.  Attorney Flynn recommended recording the current motion as failed due to lack of a second and rescinding the motion made at the June Regular Meeting.  Then the new proposal can be adopted.  After discussion Conlin made the motion to rescind the June 13, 2017 motion to approve the Advanced Disposal Recycling Proposal Option #1, Lower seconded.  Street and Alley Superintendent Ramiro Estrada raised another question regarding the current contract regarding whether trash and recycling would both be picked up curbside.  After discussion Council determined that they should look at the Agreement and Ordinance before any further decision is made.  Motion tabled by consent of Council.

Attorney Flynn presented the Ministerial Alliance Lease Ordinance #2017-12 for property located at 502 S. Plum.  The terms of the lease shall commence on August 1, 2017 and continue for a period of ninety nine years or until July 30, 2116.  The Lessee shall pay total rent of $1.00 during the Lease Term.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mayor Neece presented a Façade Grant Application from Sounthone Haksasila.  Haksasila will be renovating 105 N. Main Street by replacing window, door, mail box, exterior light, etc.  A handicap ramp will be installed and all exposed wood will be painted.  The total estimated project cost is $4,080.00.   After discussion Maynard made the motion to approve the Façade Grant Application for Sounthone Haksasila, Plain seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mayor Neece requested approval for the Memorial Park Committee to burn off the prairie wildflower patch at the Memorial Tree Park.  Memorial Tree Park Committee member John Heck recommended the controlled burn to enhance next years growth of the wildflower patch.  Reschke made the motion to approve the controlled burn of the prairie wildflower patch at the Memorial Tree Park, Conlin seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Village Engineer Steve Bainbridge presented Burdick Plumbing & Heating Pay Estimate #7.  After discussion Lower made the motion to pay Burdick Plumbing & Heating Pay Estimate #7 in the amount of $2,943.45, Conlin seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Bainbridge presented Burdick Plumbing & Heating Change Order #3 for Council review and approval.  The contract price will increase by $37,350.57 due to various changes required during construction of the new Water Treatment Plant including water main connections, well discharge piping and electrical work.  Conlin made the motion to approve Burdick Plumbing & Heating Change Order #3, Maynard seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Attorney Flynn presented Non-Highway Vehicles Ordinance #2017-13.  After discussion Plain made the motion to approve Non-Highway Vehicles Ordinance #2107-13 subject to modifications, Lower seconded.  Council voting Yes:  Plain, Maynard, Lower, Reschke and Conlin.  No:  Shuster.

Finance Committee Chairman Marcia Maynard requested approval to have a new Village Hall CD created.  Maynard reminded Council that the previous Village Hall CD was not rolled over the last time in anticipation of possibly building a new Street & Alley Maintenance shed.  Since that project has been put on hold for now, Maynard recommended that the funds should be placed into a new 6 month CD.  After discussion Lower made the motion to approve creating a new 6 month Village Hall CD in the amount of $131,500.00, Shuster seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mayor Neece presented quotes for boulevard trees, new flowerpots and planter box repairs.  After discussion Conlin made the motion to approve DJ’s Landscaping quote of $2,975.00 for six two inch trees, landscaping three large flower boxes, and rocking all other tree and landscaping areas uptown and also Doty & Sons quote of $1,280.76 for four flowerpots, Shuster seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.

Street & Alley Superintendent Ramiro Estrada requested approval of the $200.00 per tree quote from Elwin Tree Farm for two three inch boulevard trees.  Shuster made the motion to approve purchasing two three inch boulevard trees from Elwin Tree Farm for $200.00 each, Lower seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Water & Sewer Superintendent Louis Jordan requested approval to purchase tires from Voudries Auto for the 2011 F-250.  Lower made the motion to approve purchasing tires from Voudries Auto for the 2011 F-250.  Cost for the tires is $582.64.  Shuster seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mayor Neece reported receiving two statements from Dove & Dove Attorneys.  Attorney Nohren’s letter stated that $8,060.31 of the Village’s $10,500.00 FY retainer that was paid in May has been used.  However, there is a final bill for the EPA Water & Sewer project in the amount of $1,437.00 which can be deducted from the unused portion of the corporate retainer refund if Council chooses to do so.  The Village would then receive a refund in the amount of $1,002.69.  Reschke made the motion to approve having the EPA Water & Sewer Project bill deducted from the unused corporate retainer and have Dove and Dove refund the balance of $1,002.69, Plain seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mischelle Davis presented the annual IMLRMA Intergovernmental Cooperation Contract.  The contract states that each municipality which is a Member of the Association agrees upon the execution of the contract to appropriate each year, by ordinance a sum of money sufficient to pay all charges and assessments set forth in Article 6, Plan of Coverage and Cost.  After discussion Maynard made the motion to approve IMLRMA Intergovernmental Cooperation Contract, Lower seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Shuster made the motion to Enter Executive Session to Discuss Possible Annexation of Property and Approval of Executive Session Minutes, Conlin seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.   No:  None.

Maynard made the motion to End Executive Session, Plain seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Plain made the motion to approve the Executive Session Minutes for February 13, 2017, February 23, 2017, May 9, 2017, June 6, 2017, June 9, 2017, June 13, 2017 and July 11, 2017, Shuster seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.

Mayor Neece requested a motion to adjourn if there was no further business to come before Council.  Conlin made the motion to adjourn, Plain seconded.  Council voting Yes:  Plain, Shuster, Maynard, Lower, Reschke and Conlin.  No:  None.