March 11, 2020–Regular Meeting

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Call to Order Pledge to the Flag Roll Call

REGULAR MEETING
March 11, 2020
6:30 P.M.

CONSENT AGENDA
Approval of February Regular Meeting Minutes
Approval of Bills to be Paid in March
Approval of Treasurer’s Report

Committee Reports Attorney’s Report Mayor’s Report Public Comment

NEW BUSINESS
1. Approval of 2020 MFT Budget and Resolution – Matt Foster
2. Discussion and Possible Action Regarding Advanced Disposal Proposal – Matt Cullison
3. Discussion and Possible Action Regarding A.C.T.S. Landline Telephone Quote – Brandon Rarick
4. Discussion and Possible Action Regarding A.C.T.S. Fiber Optic Cable Installation On East Wall Street – Brandon Rarick
5. Discussion and Possible Action Regarding Police Garage Construction Bid­ Kenny Long
6. Discussion and Possible Action Regarding Police Garage Insulation Bid – Kenny Long
7. Discussion and Possible Action Regarding the Purchase of Police Department Equipment – Chief McReynolds
8. Approval of Gregory Annexation Agreement Ordinance #2020-05 – Attorney Garwood
9. Discussion and Possible Action Regarding Approval of Personnel Policy Manual Ordinance #2020-06 With Proposed Changes – Attorney Garwood
10. Approval of Ordinance #2020-07 Authorizing the Sale of Surplus Real Estate – Attorney Garwood
11. Approval of Ordinance #2020-08 Adopting the Official Zoning Map of the Village of Moweaqua – Attorney Garwood
12. Discussion and Possible Action Regarding Hiring for the Position of Street/Water Assistant – Mayor Neece
13. Executive Session-Mayor Neece
(a) Regarding the Appointment, Employment, Compensation, Discipline,
Performance or Dismissal of a Specific Employee
(b) Pending Litigation
(c) Real Estate

Adjourn
_______________________________________________________________________________________________________

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 Kenny Long, Dana Fore, Shawn Conlin, J.D. Malone and Josh Whitney. Employees present were Chief McReynolds, Officer Jones, Officer Johnson, Beth Hawn, Ramiro Estrada, Brad Sams, Mischelle Davis and Attorney for the Village Scott Garwood was also present. Others attending included Steve Hooper, Chuck Duncan, Matt Cullison, Ken Zindel, Matt Foster, Richard Gregory, Jim Jordan and Brandon Rarick.
Buildings and Grounds Committee Chairman Kenny Long thanked Street and Alley Superintendent Brad Sams and fellow Council Member Josh Whitney for helping tear out the Police Department garage ceiling. Quotes for repair of the garage roof and ceiling are on the agenda for consideration. Long informed Council that the new maintenance shed is complete. Long stated that everything needs to be moved out of the shed on Macon Street into the new shed now as it will be put up for auction soon. Long reported for the Street and Alley Committee that there is still work being done on the sidewalk and drainage project. Tree planting will begin soon. Street signs are in progress. Mayor Neece stated that the decorative banners are up downtown as well.
Golf Committee member Dana Fore reported that a meeting was held February 18th. Applications are being received for inside and outside part time help. Fore reported that the Golf Board is looking into updating the security system. They have requested a quote from Ed Elam. Fore stated that Excel Entertainment will pay for the upgrade. Fore requested that Attorney Garwood look into the Rehab program that allows felons to work and reimburses wages. Fore would like to know if this would be a suitable option. Fore stated that they are waiting to hear back from someone regarding the grant for a defibrillator.
Shawn Conlin reported for the Finance Committee that the budget will be ready to present at the April Regular Meeting. Conlin also reported for the Health and Safety Committee that she will soon be sending letters to residents regarding property clean up.
Personnel Committee Chairman J.D. Malone reported that the updated Personnel Code is on the agenda for approval. Water and Sewer Superintendent Ramiro Estrada stated that the new phosphate pump is up and running.
Police Committee Chairman Josh Whitney reported that there was a good turnout for “Cookies with the Cops”. Whitney stated that Officer Johnson used CPR for the first time and that our department solved a hit and run accident. Whitney stated that he has heard nothing but praise for the department.
Attorney Garwood reported that the petition to de-annex the Gorden property has been filed and a proposed ordinance will be presented at the April Regular Meeting. Garwood also reported receiving a call from the secretary for BCH who said that they should have a draft Annexation Agreement to him by Friday March 13th. All other items he has are on the Agenda for consideration.
Mayor Neece reported that all revolving loans are paid up, some paid in advance. Mayor Neece thanked the Finance Committee and all Department Superintendents for their time spent on the budget. Mayor Neece also thanked Brad Sams and Ramiro Estrada for interviewing for the Street/Water Assistant. Mayor Neece thanked Beth Hawn as well for her work on the Personnel Code and coordinating “Cookies with the Cops”. Mayor Neece stated that he and Keith Moran met with Legacy Grain regarding annexation. They will attend a meeting with Legacy Grain on March 18th and Legacy has agreed to make a decision by March 31st.
Malone made the motion to approve the Consent Agenda with additions and corrections including the February Regular Meeting Minutes, Bills to be Paid in March and Treasurer’s Report, Conlin seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Up first in New Business Mayor Neece called on Representatives from Advanced Disposal. Chuck Duncan stated that Advanced Disposal would like to implement a Residential Curbside Refuse Collection Program that will lower the monthly cost for each home. In addition, an annual Village cleanup day will be held at no cost to the resident or Village. The new program will replace the existing program and run for a duration of 5 years. Duncan stated that curbside pickup will end the deterioration of alley ways due to the large trucks. After discussion Council was in agreement that the new proposal is not acceptable as it will be very inconvenient for citizens particularly the elderly. In addition, the Village provides dumpsters all summer long for its citizens. A one time clean up would not be beneficial.
Mayor Neece called on Village Engineer Matt Foster. Foster presented the 2020 MFT Resolution for Street Maintenance. The Resolution provides that $75,000.00 in Motor Fuel Tax Funds be appropriated for the purpose of maintaining streets and highways in 2020. A map of streets proposed to be oiled and chipped this season was provided to Council Members for their review. After discussion Fore made the motion to approve the 2020 MFT Resolution, Malone seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Owner of A.C.T.S., Brandon Rarick presented a quote for phone service to the Village Hall offices, Water Treatment Plant and Golf Course. His proposal includes 8 phones, phone server and installation at a cost of $2,455.00. The monthly charge will be $10.00 per line. Conlin made the motion to approve the proposal of $2,455.00 from A.C.T.S. for phone service, Fore seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Rarick also requested approval to install fiber optic internet cable on a portion of East and West Wall Streets. Rarick provided a map to council members for their review. Ordinance #2020-04 was approved at the February Regular Meeting Authorizing the Execution of a Non-Exclusive Franchise Agreement for Fiber Optic Internet Service Infrastructure with A.C.T.S. With that agreement in place Rarick is ready to proceed with installation of cable. After discussion Fore made the motion to approve the installation of fiber optic cable on a portion of East and West Wall Streets, waiving all fees, bonds and deposits, Malone seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Buildings and Grounds Committee Chairman Kenny Long presented quotes for rehabbing the Police Department garage area. There is considerable damage and deterioration to the roof and ceiling of the garage due to condensation. Mark Moore submitted a quote of $23,980.00 for materials and labor to repair rafters, shingle the roof extension and install a new ceiling. Assured Insulation also submitted a bid of $2,700.00 to insulate the underside of the roof with foam insulation. Conlin made the motion to accept the quote of $23,980.00 from Mark Moore Construction and the quote of $2,700.00 from Assured Insulation, Whitney seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Chief McReynolds requested approval to purchase a bullet proof vest and miscellaneous uniform items from his equipment budget rather than uniforms. McReynolds explained that the uniform budget was almost depleted when he took over. The items he will be purchasing are basic uniform essentials. Whitney made the motion to approve purchasing uniform items from the Police Department Equipment budget rather than uniforms, Fore seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Attorney Garwood presented Gregory Annexation Agreement #2020-05 for approval. The owners Richard and Barbara Gregory filed their petition to annex January 28, 2020. The property is located North on County Highway 4 across from the Golf Course and will be zoned SR-1 Single Family Residence District which is the default for annexations. Agriculture is allowed in an SR-1 District. After discussion, Fore made the motion to approve the Gregory Annexation Agreement #2020-05 with SR-1 zoning designation, Conlin seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Attorney Garwood presented Employee Personnel Code Ordinance #2020-06. The Personnel Code has been reviewed and will become part of the Village Code of Ordinances after its passage. The code is designed to provide employees and management with information pertaining to the employment policies and procedures applicable to all Village employees. Conlin made the motion to approve the Employee Personnel code Ordinance #2020-06, Malone seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Attorney Garwood presented Ordinance #2020-07 Authorizing the Sale of Surplus Real Estate. Council has determined that the property located at 123 N. Macon is no longer necessary or useful and it is in the best interest of the Village and its residents to sell it. The appraised fair market value of the property is $49,000.00. A Public Auction is set to be held at 10:00 A.M. on April 10th, 2020 at the property site. Malone made the motion to approve Ordinance #2020-07 Authorizing the Sale of Surplus Real Estate with an advertising budget of $500.00, Whitney seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Attorney Garwood presented Ordinance #2020-08 Adopting the Official Zoning Map of the Village of Moweaqua, Shelby and Christian Counties. State Statute provides that, the corporate authorities shall cause to be published no later than March 31st of each year a map clearly showing the existing zoning uses, divisions, restrictions, regulations and classifications of such municipality for the preceding calendar year. Fore made the motion to approve Amended Zoning Map Ordinance #2020-08, Conlin seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Conlin made the motion to enter Executive Session regarding the appointment, employment, compensation, discipline, performance or dismissal of a specific employee, pending litigation and/or real estate, Malone seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Fore made the motion to end Executive Session Conlin seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Malone made the motion to hire Scott Myers as Street/Water Assistant at $17.00 per hour. Myers will be subject to a 6-month performance review and must obtain a CDL license within 90 days of hire. Whitney seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.
Mayor Neece requested a motion to adjourn if there was no further business to come before Council. Whitney made the motion to adjourn, Malone seconded. Council voting Yes: Long, Fore, Conlin, Malone and Whitney. No: None.