September 8, 2009 — Regular Meeting

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REGULAR MEETING

September 8, 2009

Moweaqua Village Hall

7:00 P.M.

AGENDA

Call to Order

Pledge to the Flag

Roll Call

Approval of August Regular Meeting Minutes

Approval of Treasurer’s Report

Approval of Bills to be Paid in September

Mayor’s Report

Attorney’s Report

Committee Reports

Public Participation

NEW BUSINESS

  1. Identity Theft Ordinance – Mike Antoline
  2. Real Estate Tax Overcharge – Mike Reschke
  3. Journal Entries Adjustments – Mike Reschke
  4. Dunn Special Use Permit – Paul Bollhorst
  5. Trailer Homes – Paul Bollhorst
  6. Training / Officer Maynard – Mayor Tolly
  7. Petty Cash and Credit Card – Marcia Maynard
  8. Clerk Computer – Mayor Tolly
  9. Records Room and Mayors Office – Howard Wise
  10. Fireworks Contract – Steve Ruot
  11. Website / Newsletter – Mayor Tolly
  12. Executive Session – Mayor Tolly
    1. Police Chief Position

OLD BUSINESS

  1. Ratify Motion to Rebuild Hydrants – Jim Mahone
  2. Ratify Motion to Accept Audit Report – Jim Mahone

Adjourn


The Regular Meeting of the Moweaqua Village Council was brought to order by Mayor Tolly leading in the Pledge to the Flag. Roll Call was answered by Marcia Maynard, Howard Wise, Mark Thomas, Steve Ruot, Jim Mahone and Mike Reschke. Employees present were Ramiro Estrada, Louis Jordan, Officer Maynard, Paul Bollhorst, Lola Allen, Mischelle Davis and Attorney for the Village, Mike Antoline was also present. Others attending included Bill Chasteen, Jim Dunn, Larry Morrell, Barbara Jostes, Barb Davis, Kim Tolly, Evelyn Lowe, Janie Wise, Don Whitlow and Dave Boyd.

Ruot made the motion to approve the minutes of the August Regular Meeting, Mahone seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Thomas made the motion to approve the Treasurer’s Report, Ruot seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Thomas made the motion to approve the Bills to be Paid in September with additions, Ruot seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Mayor Tolly reported that he has been in contact with the owner of the property located on Macon Street that needs to be cleaned up. Mayor Tolly stated that he will keep track of the progress and report at the next Regular Meeting.

Mayor Tolly informed Council that oiling and rocking of streets will be scheduled soon and that the railroad crossing on West Main has been completely redone and is open to traffic again.

In Committee Reports Howard Wise reported that he has arranged to meet with J.P. Construction and DMJ to get price quotes for remodeling the records room and Mayor’s office. Wise will report at the next Regular Meeting.

Also in Wise’s report he stated that he had received a call from a concerned citizen in regard to flags not being out on Labor Day. Wise stressed that this should not be overlooked in the future.

Wise questioned why there are still summer helpers employed when school has started. He wanted to know if our budget allows for the helpers to stay on longer. Water and Sewer Superintendent Louis Jordan stated that the summer employees will by paid by the Water Department until the mowing season is over.

Wise requested that Officer Maynard visit a citizen on Robert Street to request compliance with our pet ordinances. Wise also suggested that Maynard inquire about landscaping materials that were supposed to be utilized by the homeowner. Previously, a neighbor had complained about all the landscaping materials being stored in the yard. Maynard will report at the next regular meeting.

Mahone asked Barb Jostes to come forward and speak about plans for a Veterans Memorial. Jostes explained that she was in attendance to present a donation form. No funds are needed at this time but Jostes inquired whether or not the Village would consider budgeting next year for this. Jostes estimates the total cost of the project will be $55,000.00. Fundraisers will be held and other sources of donations will also be sought. So far a list of 1,000 names with information has been compiled. The memorial will be located in the grassy area leading into the Moweaqua Living Memorial Tree Park. The wish among the Committee is to hold a formal dedication on November 11, 2010.

Jostes also informed Council that the Village of Moweaqua is honored to have inherited a Lincoln Memorial Storyboard which will be placed in the Oasis Park. The board tells the story of a man named Ephraim Adamson who worked as a guard for Lincoln. Adamson died in 1928 and is buried in Moweaqua. Many of his descendants still live in Moweaqua. The board has rubbing medallions that are of special interest to tourists.

Mayor Tolly expressed his appreciation to Jostes and her committees for their hard work on these historical projects. They will be proudly displayed in honor of these special people for years to come.

Further in Committee Reports Building and Grounds Chairman Mike Reschke stated that he had attended the Illinois Municipal League Annual Conference in Springfield. The meeting is intended to be an informational update for elected officials. While there, he was informed that the State is receiving money to be used as grants by municipalities.

Such as the grant the Village will be using for the lift stations. Reschke stated that any grant applied for that is energy conscious is favored.

Also in Reschke’s report he stated that estimates for the records room and Mayor’s Office will be obtained from DMJ and JP Construction.

Mayor Tolly moved on to Public Participation. Dave Boyd was in attendance and thanked Louis Jordan and the Village for seeing to it that the new lights around the Highway 51 Bypass are now lit.

Also in Public Participation Bill Chasteen inquired about skateboarding rules. Chasteen is concerned about the kids blocking the sidewalks with ramps. He also wanted to know about curfew. Chief Maynard stated that curfew is 11:00 P.M. or 10:00 P.M. in cases of disturbing the peace. Attorney Mike Antoline stated that our ordinances do not directly address skateboarding ramps. Antoline advised that if the ramps are left for an extended period of time the Police Department should handle the situation which would be considered as a nuisance.

Chasteen also requested discussion about stray cats. Attorney Antoline stated that there are problems regarding the regulation of cats. The Village of Moweaqua, being a non home rule municipality must follow State Statutes. There are statutes pertaining to dogs and rats but not cats. Only in cases of public health hazard should the Village take an active part in trapping etc. Otherwise it is up to the individual homeowner. Council would have to determine how many cats are deemed a public health hazard.

Chief Maynard spoke briefly about a program being offered by the Illinois Secretary of State’s Office. The Emergency contact Database allows any person who holds an Illinois driver’s license or identification card to enter emergency contact information through the Secretary of State’s web page. This information will then be made available to members of law enforcement should the individual ever be involved in an emergency situation where he or she is unable to communicate.

Maynard also provided Council with a copy of the monthly activity report.

In New Business Mike Antoline discussed the Identity Theft Ordinance which was adopted at the July Regular Meeting. Antoline informed Council that it has now been brought to his attention that some of the items listed in the Ordinance may not apply and some may need to be omitted. Antoline turned the Ordinance over to the Committee for further review.

Mike Reschke discussed the Real Estate Tax Overcharge account that has $649.10 still in it due to unclaimed checks. The Auditor has suggested that the checks be reissued or the remaining balance be transferred to the Golf Bond and Interest Account. Reschke informed Council that the people to whom the checks were originally issued have been located. Reschke made the motion to approve the Treasurer reissuing Real Estate Tax Overcharge checks in the amount of $649.10, Wise seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Per the Auditors recommendations Reschke also made the motion to allow the Treasurer to write checks from the General Fund to the Water and Sewer Fund in the amount of $5,198.33 and to the Golf Course Operations Account in the amount of $6,485.48, Ruot seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Mayor Tolly called on Zoning Administrator Paul Bollhorst to present the Dunn Special Use application and Zoning Board findings. Bollhorst explained that Dunn has applied for a Special Use Permit to be allowed to build a duplex on property located at 514 S. Main. The Zoning Board voted unanimously in favor of the Dunn Special Use. After discussion Mahone made the motion to approve the Special Use Permit for Jim Dunn, Maynard seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Bollhorst requested clarification about our current mobile home code. Some trailers are situated on 40’ by 100’ lots. Our current code states that the minimum lot size for the location of a mobile home shall be 6,000 square feet. A 40’ by 100’ lot does not meet that criteria. Bollhorst asked if the trailer and lot are sold to the same person does that person have to remove the trailer due to non-conformity. Mahone explained that it would not have to be removed since it was there before the current code. Mahone went on to say that the trailer and lot could be sold but must be owner occupied. If the trailer is sold but not the lot the trailer must be removed. If the trailer and lot are sold and the new owner wants to replace the existing trailer with a newer model that is also acceptable.

Mayor Tolly requested approval for Officer Maynard to attend training classes pertaining to child abuse prevention at Northern Illinois University on October 1st and 2nd. Cost of the class is $189.00. Mahone made the motion to approve Officer Maynard attending a class at Northern Illinois University for a fee of $189.00, Ruot seconded. Council voting Yes: Wise, Thomas, Ruot, Mahone and Reschke. Abstain: Maynard. No: None.

Next in New Business Maynard suggested that a petty cash fund be set up for things such as postage. Maynard stated that employees are expected to pay for postage and then request reimbursement. To send a certified return receipt letter the cost is approximately $5.00. Maynard stated that it would make the Treasurer’s job a little easier because there would be fewer reimbursements. Maynard also suggested that the Village needs a credit card that can be used anywhere. There is occasionally an item that needs to be purchased but cannot be found at a place where the Village holds an account. Water and Sewer Superintendent Louis Jordan stated that he has applied for credit cards in the past. Most credit card companies require a social security number to open an account which creates a problem. The companies will not accept a FEIN rather than social security number. After discussion Mayor Tolly requested that Finance Committee Chairman Mike Reschke look into this matter and report at the next Regular Meeting.

Mayor Tolly reports that the Clerk is in need of a new computer system. There are problems with the monitor flickering off and on and the entire system needs to be updated. Feathers Computer Service can provide a new system and set up for $658.00. After discussion Mahone made the motion to approve the purchase of a new computer system for the Clerk through Feathers Computer Service, Maynard seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Mayor Tolly reports checking with two fireworks companies and found that neither company would consider a contract for less than $20,000.00. He also found that new contracts must be negotiated well in advance to secure the July 4th display date. Ruot had also checked with other municipalities and was told that none of them pay for their fireworks. Other clubs or fire departments sponsor them. Mayor Tolly stated that nearly half of our fire works display is reimbursed by the Lions Club, Townships and other donations. Thomas suggested that since it is already budgeted for we should go ahead and enter into contract again with Central States Fireworks and if there is still interest in looking elsewhere do so before the next budget. Thomas made the motion to enter into contract with Central States Fireworks for the 2010 fireworks display at a cost of $10,000.00. The first installment of $5,000.00 is due and payable now with the signed contract. Reschke seconded. Council voting Yes: Wise, Thomas, Mahone and Reschke. No: Maynard and Ruot.

Mayor Tolly informed Council that the Golf Course web site by Scan Pro Studios is up and running. Mayor Tolly provided an informational guide as to what the Village could expect from Scan Pro if they were to do a web site for the Village. Mayor Tolly stated that the forms and applications page and the feedback pages would probably need to be excluded. Wise inquired as to whether this was the only company consulted. Tolly said that it was indeed the only company consulted so far. If there is interest, other companies could be contacted. Reschke asked if there would be links to other local web sites. Mayor Tolly said that according to the information he received there could be links. Mayor Tolly requested Reschke’s help in forming a committee to gather more information about a web site. Mayor Tolly also requested that if anyone has input to let the Clerk know.

Mayor Tolly is also interested in providing a newsletter to the public. Attorney Antoline reports that Macon mails a four-color quarterly newsletter. New ordinances, articles, community news and “Yard of the Month” are just a few of the items in the newsletter. City officials and Attorney Antoline compile the information and it is sent to Trump Printing to be printed and mailed. Per Council request Antoline has agreed to find out the cost of printing and mailing the newsletter.

In Old Business Mayor Tolly requested ratification of last months motion to accept the 2008-2009 Audit Report. Mahone made the motion to ratify approval of the 2008-2009 Audit Report, Ruot seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Mayor Tolly requested a motion to enter into Executive Session if there was no further business to come before Council. Ruot made the motion to enter Executive Session, Mahone seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Ruot made the motion to end Executive Session, Mahone seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None.

Ruot made the motion to appoint Rob Maynard as Police Chief, Mahone seconded. Council voting Yes: Ruot, Mahone and Reschke. Abstain: Maynard.

No: Wise and Thomas.

Wise made the motion to adjourn, Mahone seconded. Council voting Yes: Maynard, Wise, Thomas, Ruot, Mahone and Reschke. No: None. Meeting adjourned at 8:55.