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, Tom Goings, and Paul Miller.
Absent: Trustee Lynn Rudin
Also Present: Village Resident Jerry Peterson, Mel Pleines, Village Treasurer Scott Eidenmiller, Village Attorney Mark McGrath, Public Works Manager Randy Dabney, Police Chief Gary Hartzell, Deputy Police Chief Bob Davies, and Village Clerk Lorrie Paxton.
II. CONSENT AGENDA: The consent agenda consists of approving the previous meeting minutes, recurring disbursements, and reports which include the Village Clerk, Police Chief, Deputy Police Chief -Emergency Management Coordinator, Public Works, Village Treasurer, and Collectors reports.
Trustee Goings moved, seconded by Trustee England to approve the consent agenda which includes the March 9, 2009 regular meeting minutes, as presented
by Village Clerk Lorrie Paxton. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
III. CITIZENS COMMENTS AND CONCERNS:
A. Mel Pleines, Mahomet Aquifer Consortium – Mr. Pleines came to the Board to explain the Mahomet Aquifer Study and answer any questions. Mr. Pleines explained that this study covers a 15 county area. The money is needed to complete the report. He explained that the field work is done and the modeling is being completed. This has been a three year project and could not be done without support from the communities in the 15 county area.
Mahomet Aquifer Grant – Trustee England moved, seconded by Trustee Miller to give a one time grant for $3,000 from the water fund, to support the Mahomet Aquifer Consortium project. On a roll call, the vote was;
AYES: 4 – Trustees DeChaney, England, Goings, and Miller.
NAYS: 0
PRESENT: 1 – Trustee Elmore (this vote will go with the majority)
ABSENT: 1 – Trustee Rudin
There being four affirmative votes, the motion carried.
IV. REPORTS:
A. POLICE CHIEF’S REPORT: Police Chief Gary Hartzell, report on file.
Additional Crossing Guard – Chief Hartzell reported that he has not heard back from the interested party and will continue looking for a crossing guard substitute.
Library vandalism – Chief Hartzell reported that there is no new information on the vandalism done at the library. The Village Attorney suggested no discussion be done on this subject being it is still under investigation. President Friend stated that it costs tax-payers $3000 each time they have to repaint the side of the library. Chief Hartzell stated that he has people watching the area, but they have no other leads at this time. He realizes that it is frustrating to the library staff and will keep them updated of any new information.
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.
Nextel Radio Update – Officer Davies stated that one of the Police radios is no longer working and is in need of repair. He has spoken to Ragon Communication about moving the Village to the top of the list to replace the radio rather than waiting, paying for the repair and throwing it out once they install the new radios provided by the Nextel Lawsuit. He hopes to have all the radios replaced by the end of this week. He also mentioned that the squad cars would be out of town to make trips to have these installations completed at Ragon Communication in Washington.
C. TREASURER’S REPORT: Treasurer, Scott Eidenmiller reported on the Village accounts and investments. Report on file.
Approval of Non-recurring Bills –Trustee England moved, seconded by Goings to approve the non-recurring bills as submitted. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Annual Fireworks Purchase –The Village will enter into an agreement with S & N Fireworks to purchase the 2009 fireworks display for $2500.00. The Village will be reimbursed with donations from area businesses and the Mackinaw Fire Department; the Village portion will be $500. This year’s fireworks display will be held at dusk on July 4th at Brock Lake.
Trustee Goings, seconded by Trustee England to accept the proposal to purchase the 2009 fireworks display from S & N Display Fireworks, Inc. not to exceed $2500.00, and to authorize the Village President to sign the agreement. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Notary Training – The Treasurer explained that both the Village Clerk and Collector will need to attend training for proper Notary procedures. The new law, effective June 1, 2009 states that any notary that performs this service as part of her job must be trained on the proper procedures of using and storing a notary seal. He suggests the Board approve an online training offered by the National Notary Association.
Trustee Goings moved, seconded by Trustee England to approve the on-line training by the National Notary Association, not to exceed $300 for training and supplies. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
IIMC Conference – Treasurer Eidenmiller stated that the Village has budgeted for this conference and asked the Clerk to explain what it was for. Trustee Goings stated that he would like to see a curriculum before approving the conference. He would rather pay the additional $50 after the early registration date to know what exactly is offered at this conference and how it will benefit the Village. The Clerk will put together a list of classes she plans on attending and submit it for approval at the next regular meeting.
Veterans Park Playground Surfacing – Eidenmiller explained that the surfacing needs to be installed as soon as possible, to satisfy the Village’s liability insurance and OSHA standards. He suggests the Board consider purchasing the surfacing materials from the same supplier Olympia School District buys their playground surfacing materials for a fraction of the quote given by ALL INCLUSIVE REC and have the Village Public Works Department provide installation. Eidenmiller will have information for the Board before the next meeting.
D. PUBLIC WORKS REPORT: Public Works Manager, Randy Dabney reported on the activities in his department. Report on file.
Dump Truck Transmission Failed – Dabney reported that the truck became inoperable and had to have the tranny rebuilt. The emergency repair was reported to the Village President for authorization.
Municipal Building Roof – Dabney stated that the roof is complete with no issues to report.
Mackinaw IGA update – Dabney explained that there will be additional electrical costs for relocating an electrical pole. The pole is located half on the property and half in the alley. The pole needs to be moved approximately 50’ and is the IGA’s primary service line. AmerenIP plans on charging someone for the relocation. The contractor is discussing the issue with AmerenIP. Dabney also reported that they are waiting for a quote from AmerenIP for the street lighting installation. Village Attorney McGrath suggests the Village President call our elected state representatives to get this situation resolved immediately so it will not affect the construction of the much needed grocery store.
Vacuum Excavator Purchase – Dabney stated that the Village Treasurer approved the purchase and the contractor agreed to bill us next fiscal year. There is less than 100 hours on the machine priced less than half of a new excavator. Dabney would like the Board to approve the purchase of the Vermeer E275 vacuum excavator from Vermeer Midwest for $15,400, the money will come out of water fund.
Trustee England moved, seconded by Trustee Miller to purchase the Vermeer E275 vacuum excavator, not to exceed $15,400 from Vermeer Midwest, effective May 1, 2009. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
E. PRESIDENT’S REPORT:
Dee-Mack Chief’s Boys Varsity Basketball Proclamation– A Proclamation Honoring Coach Mitch Homgren and the Dee-Mack Chief’s Boys Varsity Team
for winning their first ever Regional Championship on February 27th and advancing to the State sectional Championship- Sweet 16 Game held on March 6, 2009.
Trustee England moved, seconded by Trustee England to present Coach Mitch Homgren and the Dee-Mack Chief’s Boys Varsity Team a Proclamation for a job
well done. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Mackinaw IGA Building Permit Fee – Trustee Elmore moved, seconded by Trustee Goings to waive the building permit fee due to unforeseen circumstances of the IGA fire last September. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Ordinance #785, Mackinaw IGA Parking Variance – Trustee Goings moved, seconded by Trustee Elmore to accept the Mackinaw IGA Parking variance as recommended by the Zoning Board, have the Village Attorney prepare an Ordinance and to adopt the Ordinance. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Tom Goings Resignation from Zoning Board – Trustee Elmore moved, seconded by Trustee England to accept Tom Goings resignation from the Zoning Board of Appeals, effective immediately. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Economic Development Loan Request - Village Attorney, Mark McGrath explained to the Board that the $10,000 Economic Loan request submitted by Gami Bardhi, doing business as Mackinaw Family Restaurant is a much stronger loan than the previous loan with the owner of Aunt Jenny’s. First Security Bank President, Gary Jacobs recommended the Board approve the loan with a five year payback at the March 9th meeting. McGrath stated the loan is a second mortgage loan with a second lien position.
Trustee Goings moved, seconded by Trustee England to approve the $10,000 loan for the Mackinaw Family restaurant, with the interest rate to be set by the Village President, Treasurer, and Bank President at below prevailing loan rates. This approval is subject to the Village receiving the $100 application fee. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
F. VILLAGE ATTORNEY’S REPORT:
Identity Theft Policy Ordinance #784– Attorney McGrath explained that there were no changes or new extensions for the Red Flag/Identity Theft Law at this time. He recommends the Board approve the Identity Theft Policy as submitted and appoint the Village Treasurer the Identity Theft Program Administrator. The Administrator is responsible for implementing the ordinance and reporting any changes or updates to the policy in a written report annually to the Village Board.
Trustee England moved, seconded by Trustee Goings to approve the Identity Theft Policy, Ordinance #784 as prepared by Village Attorney, Mark McGrath and appoint the Village Treasurer as the Administrator. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Ordinance on firewalls and zero lot line Duplexes – The Board discussed the Ordinance prepared by Village Attorney, Mark McGrath. The Board decided to add a sentence regarding the separate water and sewer services as stated elsewhere in the building code.
Trustee England moved, seconded by Trustee Miller to refer the Ordinance to the Zoning Board of Appeals to set a hearing. McGrath will prepare the new Ordinance with the additional wording requested by the Public Works Manager and send it to the Zoning Board Secretary for their review. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
G. VILLAGE CLERK’S REPORT: Village Clerk, Lorrie Paxton reported on the activities in
the Village office, report on file.
IIMC Conference – The Clerk will prepare a schedule of the curriculum for the Board’s review.
IMRF Authorized Agent Certification Program – The Clerk stated that she has enrolled in the April 29th Certification class on the Village Treasurer’s recommendation.
New Notary requirement – The Clerk reported that she had received information regarding the new Notary Law that will take effect June 1st. Any notary that
performs any service as part of her job must be trained on the proper procedures. This item was already discussed and approved under the Village Treasurer’s
report.
The Board took a five minute break.
V. EXECUTIVE SESSION @ 8:39: The Village President suggested going into Executive session to discuss Employee compensation after a short break.
Trustee Elmore moved, seconded by Trustee England to go into executive session to discuss employee compensation. The Village Attorney Mark McGrath will take minutes for this session only, due to the subject matter and the Clerk’s salary to be discussed and include the Village Treasurer in this session. On a roll call, the vote was:
AYES: 5 – Trustees DeChaney, Elmore, England, Goings, and Miller.
NAYS: 0
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
VI. ROLL CALL @ 9:37 P.M. RETURN TO REGULAR SESSION: Present: –Trustees Mike DeChaney, Carolyn Elmore, Joe England, Goings, and Paul Miller.
Also Present: Village President Craig Friend, Village Attorney Mark McGrath, and Village Clerk Lorrie Paxton.
The Village Treasurer left the meeting at 9:36 P.M.
Employee Compensation – Trustee Elmore moved, seconded by Trustee England not to provide pay raises for full-time employees until the salary review which will occur in May 2009. The Village will continue to pay IMRF and any increases for 2010 and also continue to pay the employee and family health insurance. A salary review will be done on a fiscal year basis, the next review being in May 2009. On a roll call, the vote was;
AYES: 4 – Trustees DeChaney, Elmore, England, and Miller.
NAYS: 0
PRESENT: 1 – Trustee Goings (this vote will go with the majority)
ABSENT: 1 – Trustee Rudin
There being five affirmative votes, the motion carried.
Note: The Board noted that the IMRF premium for 2010 will have a substantial increase due to the economy down turn; the entire cost of the increase will be paid by the Village, and also the employee health insurance which includes family coverage.
VII. NEW BUSINESS:
Broadcast – The Village President reported that the March 12th live broadcast from the fire station went well. There was food, drinks, and supplies donated by local businesses and over 90 residents present. There were six local businesses that purchased advertising, and another five that split an advertising package.
Computer repairs – President Friend stated that the office staff is having problems with the computers and will need to order replacement parts to repair in excess of $300. The Board agreed for President Friend to make the repairs as needed and to turn in any bills for reimbursement.
Parking on Orchard Street – Trustee Elmore asked if anything was resolved with the parking issues on Orchard Street. She mentioned that Normal had similar problems with parking that they resolved by putting in a round-about in front of homes on the street, providing off street parking for home owners. President Friend stated that the Police Chief, the home owner, and himself are planning on meeting to discuss several options.
Parking on Route 9 – Trustee Elmore mentioned that she has seen vehicles parked on the medians at the Auto shop on Route 9 all last week.
VIII. ADJOURNMENT @ 9:47 P.M.: There being no further business to come before the Board, Trustee England moved, seconded by Trustee Elmore 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