August 9, 2011 — Regular Meeting

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REGULAR MEETING

August 9, 2011

Village of Moweaqua

6:30 P.M.

AGENDA

Call to Order

Pledge to the Flag

Roll Call

Approval of July Regular Meeting Minutes

Approval of Treasurer’s Report

Approval of Bills to be Paid in August

Committee Reports

Attorney’s Report

Mayor’s Report

Public Comment

NEW BUSINESS

  1. Trailer Park Setbacks and Plans – Boomer Neece
  2. Street Closure September 5, 2011 – Mayor Tolly
  3. Bid Limits – Mayor Tolly
  4. Fireworks – Mayor Tolly
  5. Heating and Air Conditioning Estimates – Kim Adamson
  6. Water Shed Repair Quotes – Louis Jordan
  7. Ground Storage Water Tank Cleaning Quotes – Louis Jordan
  8. Curry Construction Contract Finalization / Lift Stations – Louis Jordan
  9. Storm Water Drainage Grant – Louis Jordan
  10. Community Development Director Position – Mayor Tolly

OLD BUSINESS

Adjourn


The Regular Meeting of the Moweaqua Village Council was called to order by Mayor Tolly leading in the Pledge to the Flag. Roll Call was answered by Marcia Maynard, Kim Adamson, Steve Ruot, Dave Little and Bill McDaniel. Larry Burgener was absent. Employees present were Louis Jordan, Ramiro Estrada, Lola Allen, Brandy Smith, Boomer Neece, Ed Hanley, Gwinner Snyder, Chief Maynard, Officer Wade and Attorney for the Village, Mike Antoline was also present. Others present included Bob and Loni Curry, John and Rebecca Telford, Larry Morrell, Joanne Lower, Evelyn Lowe, Dave Boyd and Mike Reschke.

Maynard made the motion to approve the minutes of the July Regular Meeting, McDaniel seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Ruot made the motion to approve the Treasurer’s Report, Little seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Maynard made the motion to approve the Bills to be Paid in August, Adamson seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

In Committee Reports Maynard stated that she had been approached by a citizen who is concerned about a portion of sidewalk on South Hanover. Maynard wanted to make Street and Alley Superintendent Ramiro Estrada aware of the crumbling condition of the walk so that it can be on the list to be replaced. Maynard also reported being asked by a citizen if the downtown parking area can be improved by eliminating the portions of sidewalk that extend into the street. Maynard requested that Council consider this suggestion. Maynard inquired of Attorney Antoline if he had any news regarding the property at 329 E. Warren. Antoline stated that he is preparing to send notices to the renter and the property owner.

Kim Adamson reported that she has not received the estimate from Frank’s Refrigeration for the Police Department heating and air conditioning improvement project. After discussion Adamson agreed to obtain three estimates for the project.

Bill McDaniel provided photos of downtown buildings that are in need of clean up. After discussion Council agreed that letters should be sent by Attorney Antoline to the property owners. McDaniel agreed to email photos and information to Attorney Antoline.

Attorney Antoline reported that state statute requires that all contractors provide a bond requiring the payment of prevailing wage on any large project. The Village determines when bond is necessary and notifies contractors accordingly. Antoline also noted that the prevailing wage rates change monthly so if a project carries over into the next month the prevailing wage paid to employees must adjust with the rate.

In Mayor Tollys report he called on Chief Maynard. Maynard presented a resignation from Officer Brandy Smith who has been employed with the Village Police Department for almost two years. Smith has been hired full time at the Douglas County Sheriff’s Department. Maynard also stated that the Douglas County Sheriff’s Department is interested in purchasing Smiths safety vest. Maynard stated that $300.00 to $350.00 is a fair price for the vest, which is deemed safe for a period of 5 years, and is now 2 years old. Originally the vest cost $600.00. Ruot made the motion to accept Smiths resignation and sell the protective vest to the Douglas County Sheriff’s Department, Little seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Chief Maynard reported that he and the other officers are working on notifying residents if they are in violation of vehicle code, which includes unlicensed, abandoned or inoperable vehicles.

Maynard requested approval to donate $200.00 to the Breast Cancer Awareness fund from account 01.21.929. After discussion Little made the motion to donate $200.00 to the Breast Cancer Awareness fund from account 01.21.929, Ruot seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Maynard requested approval to deposit ILEAS reimbursement for training into the Police Department overtime account 01.21.423. After discussion Ruot made the motion to approve depositing ILEAS reimbursement into the Police Department overtime account 01.21.423, Little seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Chief Maynard took a moment to express his appreciation of Officer Wades performance during recent events and commended Wade for a job well done.

Mayor Tolly announced that Connie Weakly has resigned from the cleaning position and her last day will be August 10. Mayor Tolly stated that Kim Tolly and Sara Stewart are interested in the position. After discussion Maynard made the motion to hire Kim Tolly and Sara Stewart to clean the Village Hall Offices at the current rate of $90.00 for bi-weekly cleanings, Ruot seconded. Council voting Yes: Maynard, Adamson, Ruot and McDaniel. No: Little.

Maynard made the motion to accept the resignation from Connie Weakly, Adamson seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

In New Business Mayor Tolly called on Zoning Administrator Boomer Neece to discuss Trailer Park Setbacks and Plans. John and Rebecca Telford were in attendance to present their plans for the new trailer park arrangement. They will be removing several trailers and replacing the others with newer models. Eventually there will be a total of 11 trailers in the park all with vinyl siding, shingled roofs and carports. A variance is required because the trailers will need to be placed closer to property lines than is allowed by zoning code. The Telford’s requested approval to submit a variance application for all 11 trailers at once rather than one at a time. This way the fee required would be $150.00. If they are required to submit a variance application for each trailer the cost will amount to $1,650.00. Ruot made the motion to approve charging Telfords a one time variance fee of $150.00 for all 11 trailers that will be set in the trailer park, McDaniel seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested a motion to close North Main Street for an auction to take place on September 5. After discussion Maynard made the motion to close the portion of North Main Street from the four way stop North to Elm Street on September 5 from 7:00 A.M. to 4:00 P.M., Adamson seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested discussion regarding setting a dollar amount for obtaining estimates. Maynard suggested that if a project or piece of equipment will likely exceed $1,000.00 then three estimates should be obtained. Little stated that he is not opposed to setting a dollar amount but he is most concerned about family members of Village employees and trustees being hired without first obtaining estimates. Little also suggested that work be shared between local businesses such as for vehicle maintenance. Maynard requested that Supervisors provide copies of estimates for projects or equipment to the trustees for review during the meeting. After discussion Council agreed that it is not necessary to set an amount for obtaining estimates. Supervisors are asked to use their own discretion.

Water and Sewer Superintendent Louis Jordan presented two estimates for cleaning the ground storage water tank. Jordan explained that Midwest Mobile Washers is the company he has used for the previous two cleanings and was able to have the same price as in 2009 locked in for this year. Included in the price is the application of anti-mildew inhibitor, which keeps from having to have the tanks cleaned yearly. Another estimate was received but did not include the payment of prevailing wage and would be more than the Midwest Mobile Washers estimate if it had. Little made the motion to accept the estimate of $3,175.00 from Midwest Mobile Washers for cleaning the ground storage water tank, Maynard seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Jordan also requested approval to pay additional equipment and labor costs from the Lift Station Rehab grant funds. Jordan explained that there is a little under $8,000.00 in grant funds left to spend on this project. Jordan presented a proposal for a sump pump, flow meter and accessories in the amount of $7,281.00. That price does not include installation. Maynard made the motion to approve paying for additional equipment in the amount of $7,281.00 plus installation and labor, Adamson seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Jordan requested approval to have the Storm Water Drainage grant funds budget modified. DCEO requires a written request to modify the grant budget. Jordan stated that $2,000.00 needs to be transferred from the Construction Management / Oversight budget line and $800.00 from the Contingency budget line to the Equipment / Material / Labor budget line item. Adamson made the motion to approve the transfer of grant budget funds, Maynard seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Village Clerk Mischelle Davis presented a request from C.A.M.P. for donations towards supporting the fall sports program. After discussion Little made the motion to purchase an ad in the C.A.M.P. booklet for $100.00, McDaniel seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None. Zoning Administrator Boomer Neece made a personal donation of $40.00. The general fund miscellaneous account will pay $40.00 and the Police Department will pay $20.00 towards the donation to make up the total of $100.00.

Jordan requested approval to waive the deposit fee for the Community Food Pantry. Little made the motion to waive the $75.00 deposit fee for the Community Food Pantry, Maynard seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested a motion to enter Executive Session to discuss contract issues and personnel. Ruot made the motion to enter Executive Session to discuss contract issues and personnel, McDaniel seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Little made the motion to end Executive Session, Ruot seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.

Ruot made the motion to accept Kim Adamson’s resignation as Village Council Trustee, Maynard seconded. Council voting Yes: Maynard, Ruot, Little and McDaniel. Abstain: Adamson.

Little made the motion to hire Kim Adamson part time, 20 to 30 hours per week, to fill the position of Community Development Director, Ruot seconded. Council voting Yes: Maynard, Ruot and Little. No: McDaniel. Abstain: Adamson. Adamson will follow the previously approved job description for the Community Development Director but will not take the place of the Zoning Administrator. Adamson will be responsible for establishing a Village website, be paid the current IRS allowed rate for mileage and be provided with a cell phone. The wage rate for the position will be $17.00 per hour.

Mayor Tolly requested a motion to adjourn if there was no further business to come before Council. Ruot Made the motion to adjourn, Maynard seconded. Council voting Yes: Maynard, Adamson, Ruot, Little and McDaniel. No: None.