VILLAGE OF MACKINAW
100 E FAST AVE
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: 6 – Trustees Joe England, Lynn Rudin, Carolyn Elmore (present at 7:35 p.m.), Paul Miller, Mike DeChaney and Tom Goings (was present by remote attendance).
Also Present: Village President Craig Friend, Maintenance Supervisor Mike Schopp, Village Treasurer Scott Eidenmiller, Deputy Police Chief and Emergency Management Coordinator Bob Davies, Village Attorney Mark McGrath, IGA Owners Brett & Chris Zehr, and Village Collector Lisa Martens.
II. APPOINT ACTING RECORDING SECRETARY: Trustee England moved, seconded by Trustee DeChaney to appoint Village Collector, Lisa Martens as Acting Recording Secretary for this regularly scheduled meeting only. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
III. CONSENT AGENDA: The consent agenda consists of approving the previous meeting minutes, reoccurring disbursements and department reports which include the Police Chief, Deputy Police Chief -Emergency Management Coordinator, Public Works, Village Collector and Village Treasurer.
Trustee England moved, seconded by Trustee Rudin to approve the consent agenda with one correction to be made to the March 23, 2009 minutes. The Mahomet Aquifer Grant motion should include that one time grant is for the amount of $3,000.00 to be paid from the water fund. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
IV. CITIZENS COMMENTS AND CONCERNS:
A. IGA FOOD TENT: IGA owners, Brett & Chris Zehr, spoke to the Board regarding the Village granting them permission to use Veterans’ Park as a temporary location for their food tent during construction of the IGA. Weather permitting the tent would sell sandwiches on Fridays and Saturdays.
Trustee Rudin moved, seconded by Trustee England to give the IGA permission to use Veterans’ Park as a temporary location for their food tent during construction as long as a certificate of liability insurance naming the Village as being additionally insured is provided to the Village prior to use. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
V. REPORTS:
A. POLICE CHIEF’S REPORT: Report on file.
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 – Bob Davies reported that the Nextel Radio installations are complete.
Donley Resignation – Bob Davies informed the Board that part-time officer, Brad Donley has turned in his letter of resignation.
Trustee Elmore moved, seconded by Trustee England to accept Officer Donley’s resignation.
On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
Tornado Drills – Bob Davies reported that tornado drills were preformed and that the E.S.D.A. department is ready for the up coming tornado season.
C. TREASURER’S REPORT: Village Treasurer Scott Eidenmiller reported on the Village’s accounts and investments. Report on file.
Approval of Non-Reoccurring Disbursements –Trustee England moved, seconded by Trustee Elmore to approve the non-reoccurring disbursements as submitted. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
Playground Surfacing - Scott Eidenmiller explained his memo given to the Board regarding a quote by Reese Recreational Products for playground surfacing materials. Reese Recreational Products quoted $13.00 per cubic yard making a full truck load cost $1,560.00 which is 120 cubic yards, freight would be approximately $700.00 and a $75.00 drop fee would be added if the load is spilt between two locations. Eidenmiller stated that surfacing is needed at both Westwood and Veterans’ parks. The board had a concern with droppings from the nearby hazelnut tree located next to playground equipment at Veterans’ Park that they may cause a playground hazard and whether or not something should be done before surfacing is installed.
Trustee Miller moved, seconded by Trustee Elmore to have the Public Works manager investigate the potential hazard being caused by the hazelnut tree and report to the Board at the next Board meeting with options if necessary to correct this issue before surfacing is installed. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
Purchase Orders – Scott Eidenmiller reported to the Board that he would like the Village Department Heads to start filling out purchase orders prior to making purchases. This would help with tracking expenses and budgeting. He stated that this is a common procedure that is used by many businesses, which the Board agreed.
Elmore moved, seconded by DeChaney to have the Village Treasurer prepare a program for the usage of purchase orders by Village Department Heads to be reviewed and discussed by the Board before the program will go into effect. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
D. PUBLIC WORKS REPORT: Due to the absence of Public Works Manager, Maintenance Supervisor Mike Schopp will be reporting on the activities in this department. Report on file.
Lagoon Aerator Repair - Mike Schopp reported that the wiring to the lagoon aerator needs to be replaced. The cost of the wire from Koener Electric is $1.60 per foot and 480 feet is needed. Schopp told the board that he will be able to do the labor for this repair project.
Elmore moved, seconded by England to approve the purchase of wire needed from Koener Electric to repair the lagoon aerator not to exceed $850.00. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
Mower Lease Agreement – England moved, seconded by Miller to authorize President Friend to enter into and sign the agreement with Tri County Mower & Tractor for two zero turn mowers for the 2009 season and to pay $1,900.00 for each mower leased.
On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
E. VILLAGE PRESIDENT’S REPORT:
Driveway Repair – President Craig Friend explained to the Board that last August the public works department was notified of a leak in the water main in front of a Joann Devore’s located at 501 S Main Street. The water leak in the main was repaired but the homeowner is now stating that the leak has caused damage to her driveway. The homeowner is requesting that the Village repair her damaged driveway even though part of the damage is in the utility easement.
The Board decided to table this item until the next meeting and President Friend is asking that all the Trustees have a look at the driveway before further action is made regarding this matter.
Mackinaw Family Restaurant – President Craig Friend reported that the Mackinaw Family Restaurant economic development loan is complete and that the restaurant is now opened for business.
Tazewell County Stimulus Update – President Craig Friend reported Mackinaw was not chosen to be included in the Tazewell County Stimulus Project but that Tazewell County has informed him that they are planning on resurfacing Fast Avenue from Leopold Street to the far entrance of Heritage Lake later this year.
Rural Business Enterprise Grant – President Craig Friend announced to the Board that Jim Cummings from the Economic Development Council for Central Illinois has informed him of a Rural Business Enterprise Grant which may help the Village and the IGA with funding. President Friend is asking that the Board give approval for Mr. Cummings to complete the pre approval process for this grant. No cost is required by the Village for the pre approval process.
Trustee Elmore moved, seconded by Trustee England to approve that Mr. Cummings complete the pre approval process for a Rural Business Enterprise Grant.
On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
F. VILLAGE ATTORNEY’S REPORT:
Village Attorney, Mark McGrath announced that he will be on vacation and unable to attend the April 27, 2009 board meeting. He expressed to Trustees Paul Miller and Joe England that they have been a pleasure to work with and he regrets that he will miss their last Board meeting as Village Trustees.
VI. EXECUTIVE SESSION @ 8:35 P.M.: Trustee Elmore moved, seconded by Trustee England to go into executive session to discuss personnel issues 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. Trustee Goings disclosed that he was in a secure location. On a roll call, the vote was:
AYES: 6 – Trustees DeChaney, England, Elmore, Goings, Miller and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried
VII. ROLL CALL @ 9:02 P.M. RETURN TO REGULAR SESSION: Present: –Trustees
Mike DeChaney, Carolyn Elmore, Joe England, Paul Miller, Tom Goings (was present by remote attendance) and Lynn Rudin.
Also Present: Village President Craig Friend, Deputy Police Chief and Emergency Management Coordinator Bob Davies, Village Attorney Mark McGrath, and Village Collector Lisa Martens.
VIII. ADJOURNMENT @ 9:05 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, Lisa Martens, Village Collector/Acting Recording Secretary for 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 the Clerk’s custody and keeping.
Lisa Martens, Village Collector/Acting Recording Secretary