September 13, 2011 — Regular Meeting

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REGULAR MEETING

September 13, 2011

Village of Moweaqua

6:30 P.M.

AGENDA

Call to Order

Pledge to the Flag

Roll Call

Approval of July 19th Special Meeting Minutes

Approval of August Regular Meeting Minutes

Approval of Treasurer’s Report

Approval of Bills to be Paid in September

Committee Reports

Community Development Director Report

Attorney’s Report

Mayor’s Report

Public Comment

NEW BUSINESS

  1. Audit – Kevin Buckley
  2. Telford Variance – Boomer Neece
  3. Cleaning Position Applications – Dave Little
  4. Allied Asphalt Additional MFT Expense – Ramiro Estrada
  5. Purchase of Street & Alley Dept. Vehicle CD – Ramiro Estrada
  6. Wood Chipper Repair – Ramiro Estrada
  7. Audit Journal Entry Adjustments – Marcia Maynard
  8. Workman Resignation – Mayor Tolly
  9. Community Development Director Hours – Mayor Tolly
  10. Village Website – Kim Adamson
  11. Police Department Heating and Air Conditioning Estimates – Steve Ruot
  12. Bathroom Repairs – Steve Ruot

OLD BUSINESS

  1. Brandy Smith Resignation – Mayor Tolly
  2. Connie Weakly Resignation – Mayor Tolly
  3. Kim Adamson Resignation – Mayor Tolly
  4. Breast Cancer Awareness Donation – Mischelle Davis
  5. ILEAS Reimbursements – Mischelle Davis
  6. C.A.M.P. Donation – Mischelle Davis
  7. Food Pantry Water Deposit – Mischelle Davis

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, Larry Burgener, Steve Ruot, Dave Little and Bill McDaniel. Employees present were Kim Adamson, Louis Jordan, Ramiro Estrada, Sandi Callison, Lola Allen, Boomer Neece and Attorney for the Village, Mike Antoline was also present. Others present included Kevin Buckley, Mary Ann Stiner, John and Rebecca Telford, Evelyn Lowe, Ed Broaddus, Mike Reschke and Don Whitlow.

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

Maynard made the motion to approve the minutes of the August Regular Meeting Minutes, Ruot seconded. Council voting Yes: Maynard, Ruot, Little and McDaniel. Abstain: Burgener. No: None.

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

Maynard made the motion to approve the Bills to be Paid in September with corrections and additions, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None. Water and Sewer Superintendent Louis Jordan made Council aware that the bill for Midwest Mobile Washers was $250.00 higher than the estimate because he rented their portable lift for lighting repairs at the ground storage water tank.

Maynard reported for the Health and Safety Committee that the issue on Warren Street has been resolved.

Burgener reported receiving calls regarding properties on Elm and Macon Streets that have become inhabited by animals such as cats and opossum.

Street and Alley Superintendent Ramiro Estrada stated that he has been approached by a citizen who is interested in having a streetlight installed near his property for added security in his neighborhood. Estrada reported speaking to a representative of Ameren Il. who said the monthly bill would cost around $10.00. Mayor Tolly stated that the citizens who want the light would pay the monthly bill, not the Village. Little asked to be filled in on the details of this request. Mayor Tolly explained that a citizen came to the Village Hall and inquired of the Clerk what he needed to do in order to have a streetlight put up in his neighborhood for added security because the area is so dark. The Clerk referred the citizen to the Street and Alley Superintendent. The Clerk was of the understanding that the resident wanted to know if he needed the Villages permission to have the light and pole installed. Estrada stated that there is a pole already there. Mayor Tolly went on to say that there had been a light there at one time but when a resident moved and the bill for the light was no longer being paid it was removed. Little stated that the Village should have nothing to do with this and that the resident needs to call Ameren Il. and pay the monthly fee. Mayor Tolly agreed.

Estrada inquired if Council had an opinion regarding the installation of culverts. Estrada explained that if a resident erects a 30 foot garage he will install a 30 foot culvert but if a resident requests a culvert for more parking or because they prefer a culvert rather than a ditch, is the Village obligated to put one in? Estrada stated that a culvert requires more maintenance than a ditch. Council was in agreement that the Street and Alley Superintendent should use his discretion and only install culverts if necessary.

Dave Little reported that the Personnel Committee met to discuss the applications for the cleaning position. Little stated that the Committees recommendation is to hire Lynette Dehority and Jennifer Schinzler, who are in business together. Dehority and Schinzler have agreed to clean once every two weeks at a rate of $90.00 per cleaning. Maynard made the motion to hire Dehority and Schinzler to clean once every two weeks at a rate of $90.00 per cleaning, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Little inquired if the revolving loan recipients who have delinquent payments could be sent a letter each month requesting payment. After discussion Little requested that Attorney Antoline draft a passed due notice that could be used by the Clerk to send out each month. Antoline stated that if the letters are ignored he should be informed so that further action can be taken if necessary.

Mayor Tolly reported that the Golf Course has received the loan that was approved at the last Regular Meeting and the equipment has been ordered and will be shipped out of Florida. The old equipment will be sold.

Replacements for Roger and Brenda Workman have been chosen but not confirmed to the Mayor yet. Appointments will take place at the October Regular Meeting.

Attorney Antoline reported that the Prevailing Wage Ordinance has been filed with the Illinois Department of Labor as required by state statute and also with the Secretary of State. A file stamped copy has been received from IDOL and the Clerk was provided a copy. A file stamped copy has not yet been received from the Secretary of States office.

Antoline stated that the amended prevailing wage notice adding a signature line is ready for use with relevant contracts.

In regards to the delinquent revolving loan recipients, Antoline reported that he has sent a collection notices and is now waiting for their response.

Antoline reported appearing in Shelby County Court in the matter of Ryan vs. the Village of Moweaqua and stated that he has learned as of tonight’s meeting that there has been resolution. The Ryan’s have vacated the premises.

Antoline discussed implementing a new system for dealing with ordinance violators and demolitions. Antoline stated that he uses a computer application called “Drop Box” in his office and at home that may be useful for receiving information from an appointed council member in regards to ordinance violators and demolitions. After discussion Little made the motion to input information regarding ordinance violators and demolitions using “Drop Box”, Ruot seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly presented resignations from Roger and Brenda Workman who have both done a great job serving many years on the Golf Course Board. Ruot made the motion to accept the resignations from Roger and Brenda Workman, Maynard seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested ratification of last months approval to accept Brandy Smith’s resignation from the Police Department. Maynard made the motion to ratify last month’s approval of Brandy Smith’s resignation from the Police Department, Ruot seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested ratification of last months approval to accept Connie Weakly’s resignation from the cleaning position. McDaniel made the motion to ratify last month’s approval of Connie Weakly’s resignation, Maynard seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly requested ratification of last months approval to accept Kim Adamson’s resignation as trustee. Burgener made the motion to ratify last months approval to accept Kim Adamson’s resignation as trustee, Maynard seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly called on Community Development Director Kim Adamson to give her report before Council for the first time. Adamson gave a detailed account of her first month on the job as Community Development Director and provided Council Members with an itemized list of the things she has accomplished and what she intends to accomplish in the months ahead. Adamson reports being in discussion with two property owners who are interested in developing their properties. Adamson has also made contact with our State and Local Representatives, conducted grant research and attended two Economic Development workshops. A copy of Adamson’s report is on file with the Clerk.

In New Business Kevin Buckley was in attendance to present audit findings for the 2010-2011 fiscal year. Buckley provided a copy for each council member to review and explained briefly the contents and recommendations. Ruot made the motion to accept the 2010-2011 fiscal year audit report and recommendations Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Next in New Business Zoning Administrator Boomer Neece presented a Zoning Variance Application from John and Rebecca Telford who requested permission to set 11 mobile homes 10 feet from the street and alley property lines rather than 25 feet. Neece reported that five zoning committee members were present and all voted in favor of granting the variance. Attorney Antoline reminded Council that they can vote to approve the variance but that a formal Variance Ordinance will have to be passed at the next Regular Meeting. Maynard made the motion to approve the variance for John and Rebecca Telford, McDaniel seconded. Council voting yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly called on Street and Alley Superintendent Ramiro Estrada to discuss the bill received from Allied Asphalt for street oiling. Estrada explained that the bill is $2,420.10 over what was estimated. The total bill was $39,890.00. The estimate was $37,469.90. Estrada stated that the Village engineer has approved the $2,420.10 to be paid from MFT funds and that we are still well under budget for this project. Estrada requested approval to pay the overage of $2,420.10 for accounting purposes. Little made the motion to pay $2,420.10 to Allied Asphalt, Ruot seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Estrada requested approval to purchase a new Street and Alley CD using $2,800.00 from the CIPS Major Projects fund. After discussion Ruot made the motion to approve purchasing a Street and Alley CD using $2,800.00 from the CIPS Major Projects fund, McDaniel seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Estrada presented three prices for repairing the wood chipper. After discussion Little made the motion to accept the estimate of $1,030.87 from Foremost to repair the wood chipper, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly called on Marcia Maynard to discuss Audit Journal Entry Adjustments. Maynard explained that due to the recent audit, adjustments to the Water and Sewer fund and the Golf Course Fund must be made as advised by Kevin Buckley. Maynard made the motion to transfer $15,514.62 from the General Fund to the Water and Sewer fund, Little seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Maynard made the motion to transfer $1,361.68 from the General Fund to the Golf Course Fund, Ruot seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly explained that a motion is needed to adjust the hours that the Community Development Director will be required to work. Because this is a part time position no IMRF is being offered with the position. Adamson will be required to stay under 1,000 hours per year to meet IMRF regulations. Maynard made the motion to require that the Community Development Director work 1,000 hours or less per year, Ruot seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly called on Adamson to discuss a Village Website. Adamson reported obtaining three estimates for a Village website. After discussion Maynard made the motion to accept the estimate of $1,850.00, which is a one time development cost, from Kestrel’s Web Design plus a monthly fee of $23.00 to be paid from account 01.11.929, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly called on Building and Grounds Committee Chairman Steve Ruot to discuss Police Department Heating and Air Conditioning Estimates. Ruot reported obtaining three estimates, however, Frank’s Heating and Air withdrew their estimate. Ruot stated that the other two estimates are very comparable. Jessee Heating and Air’s quote was $8,600.00 and Stiner’s Plumbing quoted $9,700.00. After discussion Council agreed that it is in the Village’s best interest to do business locally as much as possible. Attorney Antoline stated that this is not a “sealed bid” situation, it is estimates that are being considered. The Village is not required to choose the lowest estimate. Ruot made the motion to accept the Stiner’s Plumbing estimate of $9,700.00, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

The Clerk requested ratification of last month’s approval to donate $200.00 from account 01.21.929 to Breast Cancer Awareness. Maynard made the motion to ratify last month’s approval to donate $200.00 from account 01.21.929 to Breast Cancer Awareness, McDaniel seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

The Clerk requested ratification of last month’s approval to deposit ILEAS reimbursements into the Police Department overtime account 01.21.423. Ruot made the motion to ratify last month’s approval to deposit ILEAS reimbursements into the Police Department overtime account 01.21.423, Burgener seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

The Clerk requested ratification of last month’s approval to purchase a $100.00 ad in the C.A.M.P. book. McDaniel made the motion to ratify last month’s approval to purchase an ad in the C.A.M.P. book. Forty dollars will be donated from account 01.11.913, $20.00 from account 01.21.990 and Boomer Neece will contribute $40.00, Little seconded the motion. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

The Clerk requested ratification of last month’s approval to waive the $75.00 water deposit for the food pantry. Maynard made the motion to ratify last month’s approval to waive the $75.00 water deposit for the food pantry, McDaniel seconded. Council voting Yes: Maynard, Burgener, Ruot, Little and McDaniel. No: None.

Mayor Tolly 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, Ruot, Little and McDaniel. No: None.