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, John Adkins, Jim Wheat, James Madson, Ted Laidig, Jim Cummings, Village President Craig Friend, Public Works Manager Randy Dabney, Deputy Police Chief Bob Davies, Village Treasurer Scott Eidenmiller, 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, Village Treasurer and Collectors report.
Trustee England moved, seconded by Trustee Rudin to approve the consent agenda which includes the January 12, 2009 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:
American Legion Memorial Project – American Legion representatives Jim Wheat, James Madson and Ted Laidig presented the Board with a drawing for the Veterans memorial project in Veterans Park. Mr. Madson presented the drawing done by Art teacher, Tom Siebert from Dee-Mack High School. The drawing was approved by the American Legion committee in December. With approval from the Village Board the Legion would like to move forward with the selling of the brick pavers, which could be a 3-6 month project. During that time they will finalize the plans for the memorial project, including cost and materials. The Legion will charge $50 per brick, pavers may be purchased to honor United States Military veterans only.
Trustee Elmore moved, seconded by Trustee Miller to approve the project as presented by Jim Wheat of the American Legion Post 607. President Friend disclosed that he is a member of the American Legion. 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.
CDAP Grant Update – Jim Cummings came to the Board to discuss the Grant agreement for the IGA project and answer any questions the Village Board or employees might have. Mr. Cummings explained that all expenses will need to be tracked as of the December 1st start date.
IV. REPORTS:
A. POLICE CHIEF’S REPORT: Police Chief Gary Hartzell was absent for this portion of the meeting, Deputy Police Chief Bob Davies reported on the activities in the Police department.
Hire Part-time Police Officers– Deputy Police Chief Bob Davies reported that Chief Hartzell recommends the Village Board hire Maria Cupi and John Adkins as part-time Police Officers. Both Cupi and Adkins live in Pekin, both have completed their PTI training. Police Chief Gary Hartzell would like both Officers to start immediately.
Hiring Maria Cupi and John Adkins – Trustee England moved, seconded by Trustee DeChaney to hire both Maria Cupi and John Adkins at $10.00* per hour to start immediately. They will have a six month probationary period and be reevaluated at that time. *see note regarding salary increases at the end of the meeting for updated salary information. 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.
President Friend swore in the two new officers.
Additional Crossing Guard –Trustee England has talked to Dee-Mack School Board Superintendent, Steve Yarnall. Mr. Yarnall forgot to discuss the crossing guard salary with the school board and will do so at the next regular meeting in January. Trustee England stated that he will do an unofficial count of children that cross at the corners of Madison and Main Streets and report back to the Board at the next regular meeting.
Officer Cowley Resignation – Officer Davies reported that part-time police officer, Travis Cowley resigned in December.
Trustee Rudin moved, seconded by Trustee England to accept Travis Cowley’s resignation with regret. 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.
Officer Douglas Bohnker – Officer Davies reported that Douglas Bohnker starts PTI training in July.
Officer Tim Ackerman – Deputy Police Chief Davies stated that part-time officer Tim Ackerman will be resigning from his position.
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. He will check to see if the county speed trailer is available and report back to the board.
Deputy Police Chief, Bob Davies left the Board meeting at 8:00pm.
C. TREASURER’S REPORT: Treasurer, Scott Eidenmiller reported on the Village’s accounts and investments. Report on file.
Approval of Non-reoccurring Bills –Trustee England moved, seconded by Elmore 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 – Village Treasurer explained to the Board that he would like the Board to consider approving two debit cards for use by office assistant, Dawn Tate and one for full-time Street Superintendent, Mike Schopp. These cards will be used as petty-cash for mailings and incidentals that require petty cash. We will be able to track spending of petty cash and also limit the amount of cash in the office.
Trustee England moved, seconded by Trustee Elmore to allow the Village Treasurer to issue two debit cards, one for Mike Schopp and one for Dawn Tate with a $100 spending limit. 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.
Conference Phone purchase – Treasurer Eidenmiller would like to suggest the Board consider purchasing the Polycom SoundStatuion2 Expandable Conferencer phone. Attorney Mark McGrath explained the rules of the Open Meetings Act and how the conference phone would be used. The Board decided to wait until later in the meeting when the policy for remote attendance will be discussed.
D. PUBLIC WORKS REPORT: Public Works Manager, Randy Dabney reported on the
activities in his department. Report on file.
Brock Lake Tree Removal – Dabney reported that he is working with Mike Schopp and Marsha Mountjoy from the Recreation Board to mark the dead trees that need removed at Brock Lake. They have already confirmed over a dozen trees that need to be removed.
Street Light on West First Street – Dabney reported that there is no service to the street light at the end of First Street and suggests the Board add an additional light in this area if more light is needed. He will contact Ameren for a cost estimate and report back to the board.
Tazewell County Land Purchase Contract– Dabney stated that the Village Attorney reviewed the contract and it has been signed and returned to Kristal Deininger at the County of Tazewell Department of Community Development.
2008 MFT Bill – Trustee Elmore moved, seconded by Trustee Miller to approve payment to Farnsworth Group in the amount of $1,222.18 for engineering supervision. 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.
Skid Steer Purchase – Dabney reported that the three year lease has expired for the skid steer. Caterpillar has offered a buyout contract for the lease in the amount of $12,960.00. This would be split between the sewer, water, and street funds. This option has been discussed with the Village Treasurer and it was his recommendation to purchase the skid steer rather than leasing a new piece of equipment.
Trustee Elmore moved, seconded by Trustee England to authorize the Clerk to prepare a check for the buyout of the skid steer and to split the cost between the funds 60% sewer, 20% water and 20% streets, the same as we did for the lease payments. 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.
Orchard Street Parking– Dabney presented the Board with a map of Orchard Street depicting the sections that are no parking and no parking during designated times. He suggests the board have the Village Attorney check the Village code for parking code updates. Dabney also suggests that they talk to the owner of the property they are having issues with on Orchard regarding a drive way. The board decided to table this discussion and see if Dabney and the Police Chief can work with the landlord.
E. VILLAGE TRUSTEE’S REPORT:
Ordinance #780 Fences – An Ordinance amending the Village of Mackinaw municipal code said municipal code being Ordinance No. 513 of the Village of Mackinaw to provide amendments relating to fences.
Trustee England moved, seconded by Trustee Elmore to approve Ordinance #780 as recommended by the Zoning Board of Appeals and presented by Village Attorney, Mark McGrath. 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.
Ordinance #781 Storage sheds - An Ordinance amending the Village of Mackinaw municipal code said municipal code being Ordinance No. 513 of the Village of Mackinaw to provide amendments relating to storage sheds and maximum coverage on a platted lot.
Trustee England moved, seconded by Trustee Miller to approve Ordinance #781 as recommended by the Zoning Board of Appeals and presented by Village Attorney, Mark McGrath. 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.
Trees for Village Parks – Trustee Lynn Rudin reported to the Board that she has talked to Mackinaw Recreation Board member, Marsha Mountjoy and also Mackinaw Township Supervisor, Dave Haensel regarding the tree planting and clean up at Brock Lake. She advised the Village Board approve $4000 as recommended by the Village Treasurer toward the planting of new trees and cleaning up the dead trees at Brock Lake. She has also talked to County Board Member John Ackerman who is planning on purchasing and planting two cork screw trees at Brock Lake.
Trustee Rudin moved, seconded by Trustee Elmore to present a $4000 grant to Mackinaw Township and authorize the Township and Recreation Board to plant trees at Brock Lake. The Clerk will prepare a grant document for the Township Board to sign. 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.
Meeting Time Change – The Board was in a consensus to table the time change until a new Board can discuss and has decided not to make any changes at this time.
F. PRESIDENT’S REPORT:
Salary Review – President Friend suggested the Board go into executive session to discuss employee’s compensation after the Village Attorney and Clerk’s report.
G. VILLAGE ATTORNEY’S REPORT:
Remote Attendance – McGrath explained how the remote attendance would work and also stated that the Board should consider the cost and expenses related to allowing Village Trustee’s to attend a meeting by conference call, such as long distance call charges and out of network fees to the Trustee using this service.
Trustee Elmore moved, seconded by Trustee England to authorize Attorney McGrath to prepare the remote attendance policy. 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.
Conference Phone – Trustee Elmore moved, seconded by Trustee England to purchase the Polycom SoundStatuion2 Expandable Conferencer phone not to exceed $600. 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.
County of Tazewell Department of Community Development Case No. 09-02-S to rezone property owned by Executor James Schafer – Attorney Mark McGrath disclosed that he is also the Attorney for the estate of Al Schnellbacher, owned by James Schafer. McGrath suggested that if the Board does not oppose to the rezoning to have the Clerk draft a letter notifying the County of Tazewell.
Trustee England moved, seconded by Trustee Miller to authorize the Village Clerk to notify Tazewell County concerning Case No. 09-02-S. 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.
H. VILLAGE CLERK’S REPORT: Village Clerk, Lorrie Paxton reported on the activities in
the Village office, report on file.
Election update – The Clerk reported that today was the deadline for all election petitions for the April 7th election. As of 5:15pm today we have received four petitions, three running for Trustee seats and also the Village President, Craig Friend who will rerun for his position. The ballot will be certified and sent into the County Clerk.
Red Flag Act/Identity Theft – The Clerk gave a short report on the FACTA (Fair Accurate Credit Transactions Act) that was part of the MCI seminar last week. It was recommended that any business with employees adopt a policy for FACTA, appoint a security officer, develop a written plan, also a hold harmless agreement for all vendors, and require all employees to attend confidentiality training and sign a compliance agreement. Attorney McGrath suggests appointing Village Treasurer Scott Eidenmiller as the Village Security Officer and reviewing the ordinance in April. The Village Clerk reported that she will be working with the Village Treasurer and Attorney Mark McGrath to produce these documents and initialize employee meetings with the Village President.
V. NEW BUSINESS:
Fox 43 News – President Friend reported that Fox 43 would like to broadcast from Mackinaw in March.
VI. EXECUTIVE SESSION @ 9:04 P.M.: Trustee Elmore moved, seconded by Trustee England to go
into executive session to discuss employee’s compensation and to allow Village Attorney Mark
McGrath, Village President Craig Friend, Village Treasurer Scott Eidenmiller and the Village Board
to remain for the executive session. Attorney McGrath will take minutes for this session only. 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.
VII. ROLL CALL @ 10:28 P.M. RETURN TO 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, Village Attorney Mark McGrath, and the Village Clerk.
VIII. REPORTS CONTINUED:
A. VILLAGE PRESIDENT’S REPORT:
Employee Compensation - Trustee England moved, seconded by Trustee Elmore to pay the part-time police officers salary increases listed below, and also the two new officers hired tonight at $12.00 per starting on January 25th and to revisit this in six months. Deputy Police Chief Bob Davies $17.00, Cleaning Lady Sue Davies $13.00, Crossing Guard Barb James $10.00, Part-time Officers- Steve Colclasure $ 13.00, Brad Donley 13.50, Jim Polson 13.00. 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.
Other Employee Compensation – The Board would like to table the full-time employee compensation until the new employee health insurance rates are available.
IX. ADJOURNMENT @ 10:33 P.M.: There being no further business to come before the Board Trustee Elmore moved, seconded by Trustee England 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