Call to Order
Pledge to the Flag
Approval of January Regular Meeting Minutes
Approval of Bills to be Paid in February
Approval of Treasurer’s Report
- Approval of Trueblood Special Use Permit – Mayor Neece
- Approval of Burdick Plumbing & Heating Payment Estimate #13 – Steve Bainbridge
- Discussion and Possible Action Regarding Sewer Expansion and Engineering Surrounding Shelby County State Bank – Steve Bainbridge
- Discussion and Possible Action Regarding Employee Health Insurance
- Jay Peterson
- Marcia Maynard
- Approval Of Census Committee Appointments – Mayor Neece
- Discussion and Possible Action Regarding Corporate Golf Pass – Brad Burcham
- Approval of Updated Employee Review Forms – Michael Reschke
- Discussion and Possible Action Regarding Revolving Loan Fund Ordinance 2017-9 – Marcia Maynard
- Discussion and Possible Action Regarding Handling Complaints – Dana Shuster
- Discussion and Possible Action Regarding:
- Insulating the Village Hall Attic
- Door Locks
- Electrical Switches
- Discussion and Possible Action Regarding Military Signs – Dana Shuster
- Discussion and Possible Action Regarding Code Book Codification – Marcia Maynard
- Discussion and Possible Action Regarding Building a Shed at the New Water Treatment Plant – Joann Lower/Ramiro Estrada
- Discussion and Possible Action Regarding Renovation of Old Street & Alley Shed – Joann Lower/Ramiro Estrada
- Discussion and Possible Action Regarding Hiring for the Police Chief Position – Shawn Conlin
- Executive Session – Mayor Neece
- Regarding the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of a Specific Employee
- Pending Litigation
- Real Estate
- Approval of Executive Session Minutes – November 14, 2017, November 28, 2017, November 30, 2017, January 9, 2018
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 Dana Shuster, Marcia Maynard, Joann Lower, Michael Reschke and Shawn Conlin. Tatum Plain arrived shortly after roll call. Employees present were Ramiro Estrada, Louis Jordan, Brad Burcham, Amy Malone, Mischelle Davis and Attorney for the Village, Ed Flynn was also present. Others attending included Steve Bainbridge, Danny and Rebecca Trueblood, Steve Hooper, Angela Locke, James Page, Sheriff Koonce, Jay Peterson and Jansen Bender.
Maynard made the motion to approve the Consent Agenda with additions and corrections, including the January Regular Meeting Minutes, Bills to be Paid in February and Treasurer’s Report, Conlin seconded. Council voting Yes: Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Water & Sewer Committee Chairman Marcia Maynard reported that estimates would be obtained for security cameras at the new water plant. Maynard will notify the Clerk when to put security cameras on the agenda.
Street & Alley Committee Chairman Joann Lower requested approval for the Superintendents to be able to take their work vehicles home rather than have their personal trucks parked in the Village lot during working hours. Council was in agreement to allow the Superintendents to take their work vehicles home.
Personnel Committee Chairman Michael Reschke reported that the Employee Review forms have been updated and employee reviews will be taking place in the near future.
Golf Committee Chairman Shawn Conlin reported that the Golf Course will not be opening as early this year. The weather is not cooperating. The new carts are ready for use. They are also looking for someone to replace Golf Board Member Bob Moberly who is moving out of state. Conlin stated that the Golf Board Meeting will take place on February 27th rather than February 20th.
Police Committee Chairman Shawn Conlin reported that over 15 applications have been received for the Police Chief position. Shawn and Michael Reschke have conducted several interviews. Conlin expects a Police Chief will be hired by March.
Mayor Neece requested that work begin on the fiscal year budget. Finance Chairman Marcia Maynard reported that work has begun on the budget and she is waiting for the department heads to return their proposed budgets to her. Mayor Neece stated that the Mayor’s Open Golf Tournament is scheduled for July 14, 2018. He plans to co-op with the Assumption Mayor for morning and possibly afternoon rounds.
In New Business Mayor Neece presented a Special Use Application from Danny and Rebecca Trueblood. The Truebloods requested approval to use their residential property located at 414 E. Wall St. as a home-based business (tattoo studio). The Zoning and Planning Commission met and there were no adverse parties before the board. The Zoning and Planning Commission voted 5 to 1 in favor of the Special Use. After discussion Conlin made the motion to approve the Special Use for Danny and Rebecca Trueblood, Maynard seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Mayor Neece called on Village Engineer Steve Bainbridge. Bainbridge presented Burdick Plumbing and Heating Payment Estimate No. 13 for approval. After discussion Lower made the motion to approve Burdick Plumbing & Heating Estimate No. 13 in the amount of $221,180.41, Reschke seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Bainbridge also discussed Sewer Expansion in the Shelby County Bank area. Bainbridge stated that the area could definitely be served, however, at least one pump station would be necessary. Mayor Neece stated that the area was not subdivided properly before Dollar General, the car wash and Shelby County Bank were built. Mayor Neece added that when the Warren Street addition was established they provided for streets, but the streets will not be able to be built as planned due to the placement of said business. Mayor Neece stressed the importance of following our subdivision code as closely as possible in development of the rest of the area.
After discussion Maynard made the motion to amend the agenda as follows: Proceed with items 4 and 6 and then enter Executive Session as item 7, Conlin seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Mayor Neece called on Jay Peterson of Peterson Insurance to discuss Employee Health Insurance. Peterson stated that in December the Village requested to renew the Employee Health Insurance policy to a calendar year renewal rather than the Village fiscal year. BCBS quoted the premium at $584.00 per employee but because two participants were removed after the quote and before the actual renewal date of January 1st, BCBS adjusted the premium rate to $681.04 without notifying the agent or employer. Broker Jansen Bender stated that any change in census may result in a rate change. However, if two people are added and our census becomes the same as when originally quoted the new rate will be the same for them as well. The per person premium will not go down. Peterson stated that they looked at multiple carriers for this market. None were lower than BCBS. Maynard stated that nothing that was presented to the board indicated that the contract was based on the number of employees. Maynard wanted to know if it is legal for this to be done. Bender stated that the premium was not technically a contract but a proposal. Council discussed weather the current ordinance providing $600.00 per employee for health insurance would be adhered to or if it will be changed to cover the full premium for employees. After discussion Mayor Neece suggested tabling the Employee Health Insurance until the next Regular Meeting.
Mayor Neece called on Golf Pro Brad Burcham to discuss the Corporate Golf Pass. Burcham turned discussion over to Joann Lower who had been the Committee Chairman last year when the Corporate Pass was initially approved. Lower stated that she would like to continue discussion at a later time because there are things that need to be straightened out. Lower informed Council that they will no longer be doing the Corporate Pass and that changes need to be made.
Burcham state that the Corporate Golf Pass is a good promotional tool that should be utilized to promote the Village of Moweaqua. Maynard stated that the Village would be willing to pay for promotional outings. Simply call the Village Hall for approval ahead of time. Maynard is of the opinion that a golf policy should be created rather than exchanging of funds. Employees could be offered free golf with the rental of a golf cart. Burcham stated that the Corporate Golf Pass is not being abused by employees. Anyone the employee brings is paying for their golf. There are four passes that can each be used once per day. Last year there were 114 rounds played. Mayor Neece stated that the reason the Village paid for the Corporate Golf Pass is because that is what the auditor recommended. Council was in agreement that this issue should be discussed further at the Golf Committee Meeting on February 27th.
Conlin made the motion to enter Executive Session regarding appointment, employment, compensation, discipline, performance or dismissal of a specific employee, pending litigation, real estate, and review of Executive Session Minutes, Shuster seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Shuster made the motion to end Executive Session, Lower seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Shuster made the motion to approve Executive Session Minutes: November 14, 2017, November 28, 2017, November 30, 2017 and January 9, 2018, Lower seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Mayor Neece presented the appointments for the Census Committee. The Committee will consist of Amy Malone, Teresa Toler, Carole McLain, Jill Jordan and Lola Stedman. Maynard made the motion to approve the Census Committee appointments as presented, Conlin seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Personnel Committee Chairman Michael Reschke presented updated Employee Review Forms for Council review. Reschke would like to have the employee reviews done by the end of March. That leaves the month of April to determine raises and whether raises will be based on performance or an across the board percentage. Reschke stated that raises will have to be included in the budgeting process.
Finance Committee Chairman Marcia Maynard discussed the Revolving Loan Fund Ordinance and the need for updating. Ordinance #2017-9 was approved in June 2017 but further updating is needed. After discussion Council was in agreement that the Clerk would amend the Ordinance as recommended and present it for approval at the March Regular Meeting. Maynard also recommended that a letter be sent to Ayars Bank requesting that they continue to administer the Revolving Loan Fund and allow Tiffany Sloan to be the Loan Coordinator. Council was in agreement.
Mayor Neece called on Health & Safety Committee Chairman Dana Shuster to discuss handling complaints. Shuster presented copies of updated complaint forms for Council review. Shuster stated that the form is necessary for follow up and will be kept on file with the Clerk. Shuster stated that the form is meant to protect the Village from being accused of inaction. Shuster stated that the complainants contact information will be kept confidential. Street & Alley Superintendent Ramiro Estrada stated that many people will not be willing to sign a written complaint. Council was in agreement that the forms could be filled out by whomever receives the complaint. Attorney Flynn stated that he is in favor of the complaint forms due to the tracking ability. Conlin stated that the Village must look into all complaints regardless of whether or not the person with the complaint is willing to sign. Shuster agreed that Village Trustees or staff may fill out the form and relay to the proper Committee Chairman.
Shuster stated that she has not received prices for attic insulation or electrical switches yet. These will be discussed at a later date.
Shuster stated that the Buildings & Grounds Committee is recommending that coded keyless entry door locks be installed at the Village Hall offices. Lower agreed stating that there will be fewer keys to manage if keyed alike. Mayor Neece stated that he does not recommend coded keyless entry door locks on exterior doors. Codes are much to easy to give out to groups who may use the board room such as Christmas on Main. Reschke stated that he is ok with a key and would like to see the existing door locks rekeyed. Mayor Neece recommended replacing the existing door locks with lever handle locks and have all keyed the same. Street & Alley Superintendent Ramiro Estrada stated master keys can be made and keys that can only be used to enter the board room can be made as well. Estrada recommended lever door locks as they are handicap accessible. Estrada stated that he could purchase the locks, have keyed and install. Clerk Davis stated that the reason for the locked hallway door is in order to keep people other than Village staff out of the office area. Mayor Neece stated that having only one key will be convenient. After discussion Maynard made the motion to approve purchasing five (5) lever door locks, keyed alike, for the exterior doors and one (1) coded keypad for the hallway door, Conlin seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Maynard requested Council approval to set up a Special Meeting with Rich Frommeyer of American Legal Publishing regarding recodification of the Village Code of Ordinances. Attorney Flynn stated that recodification will be a lot of work for Council but well worth the effort. Flynn informed Council that Argenta has recently had recodification done and Oreana is following suit. Maynard encouraged Council members to visit the American Legal Publishing website to view the codes for other towns. After discussion Council was in agreement to schedule a Special Meeting with Rich Frommeyer to discuss recodification.
Street & Alley Committee Chairman Joann Lower stated that Street & Alley Superintendent Ramiro Estrada requested approval to pursue having Engineer Steve Bainbridge draw up the specs for building half of the Street & Alley maintenance shed. Estrada stated that half could be constructed now to house salt and large equipment and the other half added later as funds become available. Estrada suggested remodeling the existing maintenance shed to make it more efficient as well. After discussion Council was in agreement that Estrada should contact Steve Bainbridge and get the specs for a maintenance shed half the size as originally planned and also for the original size but unfinished.
Lower requested approval to remodel the existing maintenance shed. Estrada requested $10,000.00 for the project. After discussion, Lower made the motion to approve remodeling the Street & Alley maintenance shed with up to $10,000.00.00, with half of the funds coming out of the Street & Alley budget and half from the Water & Sewer budget, Plain 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, Lower seconded. Council voting Yes: Plain, Shuster, Maynard, Lower, Reschke and Conlin. No: None.
Approved March 13, 2018