June 11, 2013 — Regular Meeting

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REGULAR MEETING

June 11, 2013

Village of Moweaqua

6:30

AGENDA

Call to Order

Pledge to the Flag

Roll Call

Approval of April 4, 2013 Special Meeting Minutes

Approval of April 23, 2013 Special Meeting Minutes

Approval of May Regular Meeting Minutes

Approval of Bills to be Paid

Approval of Treasurer’s Report

Committee Reports

Attorney’s Report

Mayor’s Report

Public Comment

NEW BUSINESS

  1. Approval of MFT Bids – Steve Bainbridge
  2. Approval of Yoder Variance – Mischelle Davis
  3. Approval of Donation to Mason’s “Kids in the Park” July 4th Celebration – Leto Voudrie
  4. Review Proposed Budget Appropriation Ordinance – Liz Nohren
  5. Approval of Prevailing Wage Ordinance – Liz Nohren
  6. Approval of Voudrie TIF Ordinance – Liz Nohren
  7. Approval of New Written Policy Regarding Free Golf – Mayor Ruot
  8. Approval of Amended Committee Appointments – Mayor Ruot
  9. Approval to Reappoint Jim Jordan to the Zoning and Planning Commission – Mayor Ruot.
  10. Approval of Fireworks Contract – Mayor Ruot
  11. Repair Village Hall Roof Leak – Joann Lower
  12. Approval of Golf Cart Path Rock Estimates – Joann Lower
  13. Approval of Sea Walls Estimates – Joann Lower
  14. Golf Course Operations – Joann Lower
  15. Village of Moweaqua Police Issued Traffic Tickets – Don Henry
  16. Sewer Connection / Willis Sprague – Louis Jordan
  17. Approval of Backhoe Repair or Trade – Louis Jordan
  18. Approval to Repair Heating and Air Unit at Water Plant – Louis Jordan
  19. Approval to Purchase a Dehumidifier for the Water Plant – Louis Jordan
  20. Approval to Obtain Leak Detection Services Prices – Louis Jordan

OLD BUSINESS

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, Don Henry, Larry Burgener, Joann Lower, Dave Little and Zach Hite. Employees present included Louis Jordan, Sandi Callison, Lola Allen, Ramiro Estrada, Chief Maynard, Office Lamb and Attorney for the Village, Liz Nohren was also present. Others present included Steve Hooper, Steve Bainbridge, Terry and Bev Yoder and T.J. Yoder.

Maynard made the motion to approve the minutes of the April 4, 2013 Special Meeting, Burgener seconded. Council voting Yes: Maynard, Burgener, Little and Hite. Abstain: Henry and Lower. No: None.

Maynard made the motion to approve the minutes of the April 23, 2013 Special Meeting, Henry seconded. Council voting Yes: Maynard, Henry, Little and Hite. Abstain: Burgener and Lower. No: None.

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

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

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

Attorney Nohren reported receiving an inquiry regarding how to handle ordinance violations pertaining to weed growth etc. Nohren stated that there are a few options and that she would be willing to meet with the Health and Safety Committee to discuss those options. A proposed course of action could then be presented to Council at a Regular Meeting. Health and Safety Committee Chairman Dave Little agreed to invite Nohren to the next Health and Safety Committee meeting.

At the request of the Clerk, Attorney Nohren also clarified whether or not meetings are required to be audio taped. Nohren reported that only Executive Session meetings are required to be audio taped and retained according to the “Open Meetings Act”. However, Nohren stated that all meetings may be taped for aiding in the preparation of the minutes.

Mayor Ruot called on Village Engineer Steve Bainbridge to discuss the MFT bids. Bainbridge stated that bids for the seal coat program were opened on June 6th. Group 1 includes furnishing and application of oil and spreading rock. Earl Walker Company was the low bidder for Group 1 at $18,580.00. Group 2 includes delivery of seal coat aggregate to the stock pile. Burgener Trucking was the low bidder at $6,499.50. Little made the motion to accept the “Group 1” low bid of $18,580.00 from Earl Walker Company for furnishing and application of oil and spreading rock, Hite seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Little made the motion to accept the “Group 2” low bid of $6,499.50 from Burgener Trucking for delivery of aggregate to the stock pile, Henry seconded. Council voting Yes: Maynard, Henry, Lower Little and Hite. Abstain: Burgener. No: None.

Mayor Ruot called on Village Clerk Mischelle Davis to present the Variance application for Terry and Bev Yoder. Davis explained that application was filed by Terry and Bev Yoder requesting approval to construct a 25 x 40 foot addition on the East of their existing building 2 feet 9 inches from the East property line rather than 50 feet, on property located at 601 N. Main Street. Davis stated that the Zoning and Planning Commission met and voted unanimously to grant the variance and there were no adverse parties. Maynard made the motion to approve the variance for Terry and Bev Yoder, Burgener seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Chief Maynard presented a request from the Mason’s Lodge for a donation to their “Kids in the Park” July 4th Celebration. Maynard explained that he was requesting the donation on behalf of the Mason’s who also had a meeting this evening. After discussion Lower made the motion to donate $100.00 to the Mason’s “Kids in the Park” program from Water and Sewer account 51.42.913 and also $100.00 from the Police Drug and Alcohol account, Hite seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Attorney Nohren presented the Proposed Budget Appropriation Ordinance. Nohren explained that the Ordinance must be on file at the Village Hall for the next 30 days for public viewing before being approved at the next Regular Meeting in July. Nohren stated that Council members may request a copy to review from the Clerk. Nohren reported meeting with the Finance Committee to discuss the Appropriation Ordinance. Nohren explained that the goal is to balance the budget and not just include what the Village believes will be spent. Nohren recommended addressing the budget further with the Golf Course Board. The Village is in a position of having to use $130,000.00 of General Funds in order that the Golf Course budget does not show a deficit. Nohren stated that the Village owns the Course and is responsible for seeing that it becomes self sufficient.

Attorney Nohren presented Prevailing Wage Ordinance 06/11/2013-2 adopting the prevailing wages of Shelby County as required. Maynard made the motion to approve Prevailing Wage Ordinance #06/11/2013-2, Little seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Attorney Nohren presented the Voudrie TIF Redevelopment Agreement Ordinance #06/11/2013-1. Nohren stated that the Ordinance is satisfactory and includes all provisions that the Village has agreed to. This agreement pertains to Voudrie’s Auto business located at 130 S. Main Street in Moweaqua. Lower made the motion to approve the Voudrie Redevelopment Agreement Ordinance #06/11/2013-1, Henry seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot reported that the Finance Committee met and agreed upon a Golf Course Golfing Policy. Chairman of the Golf Committee Joann Lower requested that the policy be presented to the Golf Course Board prior to the Village’s approval. Lower stated that she feels the Golf Board should be involved. After discussion Council was in agreement that Mayor Ruot, Attorney Nohren, Joann Lower and Zach Hite should attend the next Regular Golf Meeting. Council also agreed that a Special Meeting should be scheduled for the following Thursday to further discuss Golf Course operations.

Mayor Ruot presented amended Committee Appointments for approval. Burgener made the motion to approve the amended Committee Appointments, Hite seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot stated that Jim Jordan’s five year term on the Zoning and Planning Commission has expired and recommended that Jordan be reappointed for five more years. Little made the motion to approve the reappointment of Jim Jordan to the Zoning and Planning Commission for a five year term expiring in 2018, Henry seconded. Council voting Yes: Mayard, Henry, Burgener, Lower, Little and Hite. No: None.

Mayor Ruot stated nearly $5,000.00 in donations towards fireworks have been pledged so far. After discussion Maynard made the motion to accept Central States Fireworks $10,000.00 proposal for July 4th fireworks, Hite seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Golf Course Committee Chairman, Joann Lower, presented estimates for rock that is needed to maintain the Golf Course cart paths. Lower stated that 10 loads at approximately 22 tons per load are needed. Lower reported that three prices were obtained and Sloan Brothers was the lowest at $12.85 per ton. Little made the motion to approve purchasing 10 loads of rock from Sloan Brothers, Burgener seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Lower stated that there would be no discussion regarding the sea walls at this time. This issue will be addressed in the future. Lower went on to discuss briefly the situation at the Golf Course and some of the concerns of the Golf Board members. Attorney Nohren recommended that these issues be discussed in more detail at the upcoming Golf Board meeting on June 18th.

Mayor Ruot called on Police Department Committee Chairman Don Henry to discuss Village of Moweaqua Police Issued Traffic Tickets. Henry reported that the Committee met and recommends that Village Police Officers be allowed to issue their own Village tickets rather than State tickets for some violations. Attorney Nohren stated that there would need to be an ordinance allowing the Village Officers to do so. Attorney Nohren explained that if the tickets do not get paid within 30 days then she would need to prosecute the violators in court. Attorney Nohren strongly recommends not issuing tickets if the board is not willing to prosecute. That practice is a waste of Officers time. Several tickets can be prosecuted on one day so there is not a separate Attorney fee for each. Chief Maynard recommends that a letter from the Attorney be sent warning of impending prosecution if the fine is not paid. Nohren agreed. Fines would range from $75.00 to $85.00.

Water and Sewer Superintendent, Louis Jordan, reported that an accident involving the backhoe had taken place on June 4th. Street and Alley Superintendent Ramiro Estrada was preparing the brush pile to be burned when a log rolled onto the hood of the backhoe. Damage was done to the hood and windshield. An estimate of $9,630.99 to repair the backhoe was obtained from Martin Equipment. Jordan stated that the Clerk has sent a claim to IMLRMA. If covered by the insurance company the Village would be reimbursed all but the deductible of $500.00. Little made the motion to approve the quote of $9,630.99 from Martin Equipment for repairing the backhoe, Henry seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Jordan requested approval to have the heating and air conditioning repaired at the water plant. The air conditioner is not keeping up with the condensation from all the water pipes and has to be set on 55 degrees which puts wear and tear on the air conditioner. In addition, Jordan requested approval to purchase a dehumidifier which will help alleviate some of the condensation and take some of the load off the air conditioner. Maynard made the motion to approve having maintenance work done to the heating and air conditioning at the water plant, Hite seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.

Burgener made the motion to approve purchasing a dehumidifier for the water plant, Henry seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None. Approximate cost for the dehumidifier is $1,600.00.

Jordan reported that there is an increasing problem with the difference between water sales and gallons that are pumped. Jordan requested approval to hire Bliss Leak Detection Services to conduct a water survey of the entire Village of Moweaqua for $1,380.00. Burgener made the motion to approve hiring Bliss Leak Detection to conduct a water survey in the Village of Moweaqua for $1,380.00, Little seconded. Council voting Yes: Maynard, Henry, 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, Henry seconded. Council voting Yes: Maynard, Henry, Burgener, Lower, Little and Hite. No: None.