January 14, 2014 — Regular Meeting

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REGULAR MEETING

January 14, 2014

Village of Moweaqua

6:30

AGENDA

Call to Order

Pledge to the Flag

Roll Call

Approval of December Regular Meeting Minutes

Approval of December 17th Special Meeting Minutes

Approval of January 7th Special Meeting Minutes

Approval of Bills to be Paid in January

Approval of Treasurer’s Report

Committee Reports

Attorney’s Report

Mayor’s Report

NEW BUSINESS

  1. Approval of All Hazard Mitigation Plan – Liz Nohren / Kelly Lockhart
  2. Approval to Submit Pre Application to EPA Regarding Revolving Loan Program for New Water Plant – Louis Jordan
  3. Ordinance Violations – Liz Nohren
  4. Authorization for Treasurer to Make All Payroll Payments Electronically – Dave Little
  5. Approval of Golf Board Reappointments – Mayor Ruot
  6. Main Street Parking – Mayor Ruot
  7. Approval of Furnace Estimate for Water Plant – Louis Jordan
  8. Approval to Hire Auxiliary Police Officers – Chief Maynard
  9. Transfer Old Dare Account to New Postage Account – Chief Maynard
  10. Close Old Dare Account – Chief Maynard
  11. Approval of Reciprocal Agreement with CAM School – Chief Maynard
  12. Approval of Estimate for Cabinet in Police Department – Chief Maynard
  13. Approval of State Bid for New Squad Car – Chief Maynard
  14. Approval of Indemnification Policy for Macon County Sheriff’s Department – Chief Maynard
  15. Approval Range Qualification / Bullet Trap – Chief Maynard

Adjourn


The Regular Meeting of the Moweaqua Village Council was called to order by Mayor Ruot leading in the Pledge to the Flag. Roll Call was answered by Marcia Maynard, Larry Burgener, Joann Lower, Dave Little and Zach Hite. Don Henry was absent. Employees present were Louis Jordan, Ramiro Estrada, Chief Maynard, Officer Lamb, Lola Allen and Attorney for the Village, Liz Nohren was also present. Others present included Steve Bainbridge, Steve Hooper and Mike Reschke.

Little made the motion to approve the minutes of the December Regular Meeting, Burgener seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Maynard made the motion to approve the minutes of the December Special Meeting, Hite seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None:

Hite made the motion to approve the Bills to be Paid in January with additions and corrections, Little seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Little made the motion to approve the Treasurer’s Report, Lower seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Maynard reported for the Finance Committee that copies of last years budget has been provided to each Department for use in preparing the 2014 – 2015 budget. The budget will be approved before the new fiscal year begins on May 1, 2014.

Golf Committee Chairman Joanne Lower recommended that Council decide when to call back the laid off employees. Lower stated that March 1st is fast approaching and equipment needs to be maintained. Selling of golf passes will also begin soon. After discussion Council was in agreement that Mike Jenkins should be called back February 1, 2014, Mark Oesch, February 15th, and Brad Burcham, February 24th. Little stated that those dates are subject to change.

Personnel Committee Chairman Dave Little requested that all supervisors get their employee evaluations done. When the evaluations are done the Committee will meet and make a recommendation to Council before the beginning of the fiscal year. Little also recommended that Spring Clean Up Days be scheduled after the Health and Safety Committee has had a chance to notify community residents that their property needs cleaned up. Street and Alley Superintendent Ramiro Estrada stated that Clean Up Days are usually held the first week end in May. Chief Maynard recommended that an electronics recycle be scheduled also.

Zach Hite reported for the Police Committee that grants have been received by the Police Department from an anonymous organization. The total received is $335,000.00. The terms of the grant state that $100,000.00 is designated for Police Department Equipment and $235,000.00 is designated for the Police Department 2014-2015 fiscal year budget.

Attorney Liz Nohren reported that the lien against the Adrian property has been recorded. Nohren stated that a representative from the Health Department has inspected the property and concluded that it is not unsafe or uninhabitable. Nohren explained that the lien and foreclosure will be pursued as it relates to the clean up of the property.

Attorney Nohren stated that a complaint has been filed against Hankins after he failed to pay the Ordinance Violation ticket regarding his unkempt property. A court date has been set for February 13, 2014. Chief Maynard will attend the hearing.

Attorney Nohren also reported that a petition for contempt was filed against Julie Jones for not making the $75.00 payment on her fine of $600.00. A court date of March 13, 2014 has been scheduled.

Mayor Ruot thanked the employees for the good job in snow removal and stated that he received no complaints. Mayor Ruot also requested that Council be considering for the next Regular Meeting whether to hire a part time or full time Police Officer.

In New Business Attorney Nohren reported that the Coles County Regional Planning & Development Commission has been asked to write a grant to develop an all hazards mitigation plan for Shelby County. Kelly Lockhart of the CCRP & DC states that the plan is designed to identify man made and natural disasters that could occur in Shelby county and then offer suggestions to minimize damages and improve response to the different types of hazards. This plan, when implemented, will improve the chances of the County and its municipalities to receive funding in the event of a disaster. These types of plans have been pushed by FEMA for several years and they have threatened to reduce funding to Counties without the plan in place. The Village of Moweaqua is being asked to sign a “Statement of Intent in All-Hazard Mitigation Planning” which is designed to show FEMA that the community is interested in such a plan. This will improve the chances of Shelby County receiving the grant. Attorney Norhen stated that the Statement of Intent is nonbinding. Little made the motion to approve signing the Statement of Intent in All-Hazard Mitigation Planning, Lower seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Water and Sewer Superintendent Louis Jordan called on Village Engineer Steve Bainbridge to discuss the IEPA Revolving Loan Pre Application. Bainbridge stated that at the January 7th Special Meeting he discussed options regarding the financing of a new water plant. After discussion Bainbridge had recommended financing the water plant project with an IEPA Low Interest Revolving Loan and council was in agreement. Bainbridge explained that the deadline for the pre application is March 1st each year. If the Village does not approve submission of the pre application now, they cannot apply again until March 1, 2015. Submission of the pre application does not obligate the Village it only allows them to pursue the IEPA Revolving Loan funding. Maynard made the motion to approve submission of a pre application to the IEPA for the Water Plant Project, Burgener seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot called on Finance Committee Chairman Dave Little to discuss Authorization for the Treasurer to Make All Payroll Payments Electronically. Little explained that the Treasurer will eventually be required to submit all payroll deductions electronically and would like Council approval to allow her to do so now. Little made the motion to approve the Treasurer submitting all payroll deductions electronically, Lower seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot reported that four members of the Golf Board are due to be reappointed. If reappointed Ed Hanley, Jim Giles, Mike Seitz and Secretary Elenor James will serve a four year term from 2014-2017. Lower made the motion to approve reappointing Ed Hanley, Jim Giles, Mike Seitz and Elenor James to the Golf Board for four year terms, 2014 – 2017, Little seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot stated that in an effort to free up more parking on the Main Streets he has spoken with the Police Department and concluded that our “No Parking Signs” need to be revised. Chief Maynard explained that the signs now allow 2 hour parking only Monday – Friday between 8:00 A.M. and 5:00 P.M. Maynard stated that if a person parks there at 3:00 in the afternoon it is legal for them to remain parked there until 10:00 in the morning. The only way to remedy the situation is to change the signs allowing for 2 hour parking only at anytime. After discussion Council concluded that the problem is occurring only during business hours. Burgener made the motion to approve revising the Main Street “No Parking Signs” to “2 Hour Parking Only Monday – Sunday 8:00 A.M. to 8:00 P.M, Maynard seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot called on Water and Sewer Superintendent Louis Jordan to discuss the estimate for a new furnace at the water plant. Jordan explained that the furnace is working momentarily but needs to be replaced. Jordan reported that he has obtained a price from Thomas Plumbing and Heating. Burgener requested that Jordan obtain two more quotes for replacement of the furnace. After discussion Burgener made the motion to approve Jordan obtaining a total of three quotes for a new furnace at the water plant and accept any bid up to $2,500.00 with the consent of the Water and Sewer Committee and Mayor Ruot, Maynard seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None

Mayor Ruot called on Chief Maynard to discuss his request to hire Auxiliary Police Officers. Chief Maynard explained that he is interested in hiring Auxiliary Police Officers and stated that they do not cost the Village anything. Maynard stated that he was told by the Illinois Training and Standards Board to refer to the Village Attorney. Attorney Nohren requested a copy of our Police manual so she can research the provisions that relate to auxiliary officers. Trustee Maynard stated that she was of the understanding that IMLRMA would not insure auxiliary officers. Village Clerk, Mischelle Davis stated that she checked with IMLRMA and that an auxiliary officer can be covered. However unless he/she has completed the full 400 Hour Mandatory Basic Law Enforcement Officer Training Course, they cannot be allowed to carry a gun, taser or mace. Attorney Nohren requested Clerk Davis confirm whether IML requires auxiliary officers to complete the 400 Hour Training or a 40 Hour Firearms Training Course. Nohren stated that she would be prepared to address this issue at the February Regular Meeting.

Chief Maynard requested approval to change DARE account 01.114 that is no longer being used to a postage account. Maynard requested that he be allowed a beginning balance of $200.00 and two debit cards. Maynard stated that having a postage account is necessary in order to mail documents to Shelby County Courthouse without having to use his own money and then wait for reimbursement. Hite made the motion to approve the transfer of DARE account 01.114 to Police Department Postage Account with a beginning balance of $200.00 and two debit cards, Burgener seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Chief Maynard presented a Reciprocal Reporting Agreement Between the Moweaqua Police Department and Central A & M Community Unit District #21. Maynard explained that the agreement is so that educators and law enforcement can have access to information regarding the activities of minor students in and out of school, so that schools and law enforcement can work together to prevent, eliminate, and discourage acts of crime, violence and intimidation. Attorney Nohren stated that reciprocal agreements are extremely common and would be helpful. Nohren went on to say that she sees nothing in the agreement that would cause the Village any liability. Lower made the motion to approve entering into the Reciprocal Agreement Between CAM and MPD, Hite seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Chief Maynard requested approval to obtain a quote from Davis Hardware for a sink cabinet in the police department. Council was in agreement to have Maynard obtain a quote for a sink cabinet in the police department to be presented for approval at the next Regular Meeting.

Next in New Business Chief Maynard requested approval to accept a quote from Miles Chevrolet for a 2014 Chevy Tahoe Squad Car. Maynard explained that if he requested quotes from two other dealerships the quotes would be the same as Miles Chevrolet because it is the State bid. After discussion Lower made the motion to approve Chief Maynard obtaining three bids for the squad car and accept any bid not exceeding $31,500.00 with the consent of the Police Committee and Mayor Ruot, Hite seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Chief Maynard requested approval to accept an estimate from Central Service Center in the amount of $14,287.00 for the squad car equipment and installation. Maynard stated that the squad car decals will have to be done also and he estimates those will cost between $300.00 and $500.00. Burgener made the motion to approve accepting the quote of $14,287.00 for squad car equipment and installation from Central Service Center and decals not to exceed $500.00, Hite seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Chief Maynard requested approval to use the Bullet Trap in Macon for range qualification at a cost of $200.00 to be paid from the Drug/Alcohol account. Little made the motion to allow the Police Department to use the Bullet Trap in Macon for range qualification, Burgener seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot requested a motion to adjourn if there was no further business to come before Council. Burgener made the motion to adjourn, Little seconded. Council voting Yes: Maynard, Burgener, Lower, Little and Hite. No: None.