VILLAGE OF MACKINAW
100 E FAST AVENUE
MACKINAW, IL 61755
MINUTES OF THE REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MACKINAW, HELD AT THE MUNICIPAL BUILDING AT 7:30 P.M.
Village President Craig Friend called the meeting to order at 7:30 P.M. It was a regularly scheduled meeting of the Village of Mackinaw.
I. ROLL CALL @ 7:30 P.M. Present: 5 – Trustees Mike DeChaney, Carolyn Elmore, Joe England, Paul Miller and Lynn Rudin.
Absent: Trustee Tom Goings
Also Present: Maria Cupi, Village Resident Jerry Peterson, Village President Craig Friend, Public Works Manager Randy Dabney, Police Chief Gary Hartzell, Deputy Police Chief Bob Davies, Village Attorney Mark McGrath, and Village Clerk Lorrie Paxton.
II. CONSENT AGENDA: The consent agenda consists of approving the previous meeting minutes, reoccurring disbursements and reports which include the Village Clerk, Police Chief, Deputy Police Chief -Emergency Management Coordinator, Public Works and Village Treasurer reports.
Trustee England moved, seconded by Trustee Miller to approve the consent agenda which includes the December 22, 2008 regular meeting minutes, as presented by Village Clerk Lorrie Paxton. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
III. CITIZENS COMMENTS AND CONCERNS:
Randy Barnard Property – Mr. Barnard had contacted the Village Office regarding the property he owns located on Route 9 across from the Casey’s. He wanted to know if this parcel was in the Village limits. He has been approached by Casey’s to purchase this land. Public Works Manager confirmed that this parcel of land is in the Village limits. Attorney McGrath stated that Casey’s is wishing to sell alcohol at their business located on Route 9, but can not at their current location.
IGA Update – President Friend reported to the board that the power lines are being relocated and will soon be finished. The power company has been slowed due to the extreme weather this past week. President Friend will contact Brett Zehr concerning the cable and telephone lines.
IV. REPORTS:
A. POLICE CHIEF’S REPORT: Police Chief Gary Hartzell reported on the activities in his department. Report on file.
Cagle Automotive – Chief Hartzell reported that he has talked to the owner of this property and he has agreed to monitor the parking situation in front of his business located on Route 9 due to complaints and safety concerns.
Hire Part-time Officer, Maria Cupi – Chief Hartzell would like the Village Board to consider hiring Maria Cupi as a part-time officer. Cupi has her PTI Training and could start immediately. She works full time at Bradley University and lives in Pekin. Chief Hartzell asked the Clerk to put this on the agenda for the next regular meeting.
Additional Crossing Guard –Trustee England will meet with Dee-Mack School Board Superintendent, Steve Yarnall after the school board meeting this week regarding hiring an additional crossing guard for the corners of Main and Madison Streets. Mr. Yarnall reported that he will talk to the school board at their upcoming meeting regarding splitting the cost of an additional crossing guard with the Village. Trustee England will report back to the Village Board.
Chief Hartzell left the meeting.
B. EMERGENCY MANAGEMENT COORDINATOR’S REPORT: Emergency Management Coordinator and Deputy Police Chief, Bob Davies reported on the activities in his department. Report on file.
Speed Trailer update –Officer Davies reported to the Board that Superintendent, Steve Yarnall has not heard anything new regarding the grant for the speed trailer.
Officer Cowley Resignation – Officer Davies reported that part-time police officer Travis Cowley has resigned and is now working full-time for Tremont. Attorney McGrath reminded Davies that the resignation must be given to the Board in writing and the original shall be on file with the Clerk. This is true for all appointed and elected Village officials.
Chief Hartzell returned to the Board meeting.
Patrol Hours – The Board was in agreement that there should be more patrol hours before and after school. Chief Hartzell was in agreement and plans on having part-time officers pick up extra hours, especially as warmer weather approaches.
C. TREASURER’S REPORT: Treasurer, Scott Eidenmiller reported on the Village’s
accounts and investments. Report on file.
Non-reoccurring Bills Approval –Trustee Elmore moved, seconded by Miller to approve the non-reoccurring bills as submitted by the Village Clerk. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
Debit Card for Office use – President Friend explained that the Village Clerk and Collector would like the Board to consider a debit card for use by the office assistant and possibly Street Superintendent Mike Schopp for mailings and incidentals that require petty cash. They feel it would be a better way of tracking the spending of petty cash and to limit the amount of cash in the office. The Village Treasurer will discuss this at the next regular meeting.
D. PUBLIC WORKS REPORT: Public Works Manager, Randy Dabney reported on the
activities in his department. Report on file.
Tazewell County Land Purchase Contract– Dabney explained to the Board that he has forwarded the purchase contract to Village Attorney Mark McGrath for his review. McGrath advised the Board to make minor corrections to the contract and to purchase title insurance at the Village expense for this property. Public Works Manager Randy Dabney will work with McGrath and contact Tazewell County Zoning Administrator Kristal Deininger.
Trustee England moved, seconded by Trustee Elmore to enter into the agreement with Tazewell County and authorize the President to sign with corrections and the purchase of title title insurance. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
Water Tower – Trustee England asked the Public Works Manager why the water tower was discolored. He explained to the Board that it is mildew which is common. When he attends the annual water seminar next month he will obtain a quote for power washing.
Parking on Orchard – The Board discussed the issues with parking on Orchard Street. Dabney explained that the parking issues on Orchard Street could be handled with designated parking times similar to the restrictions used on Third Street near the funeral home. This would discourage overnight parking and cut down on parking during the day time. The Board will consider this at the next regular meeting. Public Works Manager was asked to meet with the Police Chief to discuss these options.
E. VILLAGE PRESIDENT’S REPORT:
Salary Review – President Friend suggests going into executive session to discuss employee’s salaries after the Clerk’s report.
Street Light on First Street – President Friend asked Public Works Manager, Randy Dabney to replace light bulb if possible.
Sidewalk Replacement –Trustee Rudin asked the Board to consider replacing the sidewalk on the west side of Orchard Street in front of J & J’s which extends to Fast Avenue and Madison Streets when considering which sections of sidewalk need to be replaced in this business district.
Donations for Landscaping for new IGA – President Friend announced that he has been told by several residents and business owners that they would like to donate low maintenance landscaping for the streetscapes for the new IGA.
Resolution 08-13 Annual Arbor Day Recognition- Trustee England moved, seconded by Trustee Elmore to approve resolution 08-13 to proclaim that from this day forward the last Friday of April will be Arbor Day in the Village, and the Village of Mackinaw will urge all citizens to support efforts to protect our trees and woodlands and to support our Village’s urban forestry program. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
F. VILLAGE ATTORNEY’S REPORT: Village Attorney, Mark McGrath had nothing to report on at this meeting.
G. VILLAGE CLERK’S REPORT: Village Clerk, Lorrie Paxton reported on the activities in the Village office, report on file.
Sidewalk Committee Meeting - The Clerk suggested the sidewalk committee set up a committee meeting to get the plans underway for the sidewalk replacement program.
Open House for Chief Hartzell –
The Clerk asked for any trustees interested in
helping plan an open house for Chief Hartzell who has been employed with the
Village for 25 years this past
December.
Email Village Agendas–
The Clerk asked Board for email addresses from
those who would like to receive the meeting agenda by email. This would be the
only information that would be emailed
to the Trustees. The Clerk reminded the Board that the agenda is also
available at the end of the business day on any Friday preceding a regular
meeting on the Village website.
Employee W-2’s and Vendor 1099’s – W-2’s and 1099’s have been processed and mailed.
Crossing Guard Information –The Board requested the Clerk contact Deer Creek’s Clerk regarding who pays their crossing guard salary. Dee-Mack pays for the crossing guard and then bills the Village of Deer Creek for half of the crossing guard’s salary at the end of the school year.
Tree City USA Application – After talking with Urban Conservation Program Administrator Reinee Hildebrandt for the Illinois Department of Natural Resources regarding our Tree City USA application, she saw that we did not have regular scheduled Beautification/Tree Board meetings in 2008. Hildebrandt also requested an on going resolution for National Arbor Day. A regular meeting schedule was set up for the Beautification/Tree Board. These meetings will be held on the first Tuesday each month at the municipal building at 6pm every other month starting in February.
Attending IMRF Employer Rate meeting on January 26th – The Clerk will be attending the IMRF Employer Rate meeting in Peoria on January 26th, this meeting will focus on the impact of employer contribution rates.
Attending MCI Winter Seminar January 15-16th – The Clerk will be out of the office on January 15th and 16th for the Municipal Clerks of Illinois winter seminar in Quincy.
V. EXECUTIVE SESSION @ 8:23 P.M.: Trustee Elmore moved, seconded by Trustee Rudin to go
into executive session to discuss employee’s compensation and to have Village Attorney Mark McGrath take minutes for this session only and have the Clerk be excused due to the discussion. On a roll call the vote was:
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
VI. ROLL CALL @ 9:03 P.M. RETURN INTO REGULAR SESSION: Present: –Trustees Mike DeChaney, Carolyn Elmore, Joe England, Paul Miller, and Lynn Rudin.
Also Present: Village President Craig Friend, Police Chief Gary Hartzell, Deputy Police Chief Bob
Davies and Village Attorney Mark McGrath.
VII. REPORTS CONTINUED:
A. VILLAGE PRESIDENT’S REPORT:
Salary Review – Trustee England moved, seconded by Trustee Elmore to table the salary
review until the next regular meeting until more information is received. On a roll call, the
vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Miller and Rudin.
NAYS: 0
ABSENT: 1- Tom Goings
There being five affirmative votes, the motion carried.
VIII. NEW BUSINESS:
A. REMOTE ATTENDANCE: President Friend would like the Board to consider allowing Trustee Goings to attend the Board meetings by conference call. This would only be offered to elected officials and only if their job requires them to be out of town for a regular board meeting. This would not be allowed for officials that are on vacation or on non-work related absences. President Friend asked the Clerk to put this item on the next agenda; Attorney McGrath will research the details.
B. MEETING TIME CHANGE: Trustee Rudin asked why the Board meetings were scheduled at 7:30pm. President Friend reported that several years ago while Phil Thames was Village President, the time was changed from 7:00 to 7:30pm to allow Trustees enough time to finish work and still be able to attend the Village Board meetings. Trustee Rudin commented that she would prefer they were earlier in the evening so the meetings would not run so late.
C. COMMITTEE MEETINGS: Village Attorney, Mark McGrath explained that the Village Board used to have committee meetings before the regular board meetings. That would lessen the time needed for discussion and would shorten the Board meetings.
IX. ADJOURNMENT @ 9:15 P.M.: There being no further business to come before the Board
Trustee England moved, seconded by Trustee Miller to adjourn, the motion carried.
I, Lorrie Paxton, Village Clerk of the Village of Mackinaw, Illinois do hereby certify that the foregoing minutes are a true and correct copy of the regular meeting held on the above date, as the same appears on the records of the Village now in my custody and keeping.
Lorrie Paxton, Village Clerk