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: – Trustees Mike DeChaney, Carolyn Elmore, Joe England, Tom Goings, Paul Miller, and Lynn Rudin. (Jerry Peterson and Jesse Watkins joined the meeting after being sworn in.)
Also Present: New Village Trustees Jerry Peterson, Jesse Watkins, Village Residents Margaret England, School Superintendent Steve Yarnall, Public Works Manager Randy Dabney, Police Chief Gary Hartzell, Deputy Police Chief Bob Davies, Village Attorney Mark McGrath, and Village Clerk Lorrie Paxton. Village Residents Lynn and Michelle Gesell arrived at 7:40 P.m.
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 Elmore to approve the consent agenda which includes the April 27, 2009 regular meeting minutes, as submitted by Village Clerk Lorrie Paxton. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, England, Goings, Miller, and Rudin.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
III. SWEARING IN OF NEW PRESIDENT: Village Clerk, Lorrie Paxton swore in Village President, Craig Friend for his second term in office, his term will expire on April 30, 2013.
IV. SWEARING IN OF NEW TRUSTEES: Village President, Craig Friend swore in the new Village Trustees, Mike DeChaney, Jerry Peterson, and Jesse Watkins, their terms expire on April 30, 2013. Past Trustees Joe England and Paul Miller were excused and the new Trustees took their seats on the Board.
V. CITIZENS COMMENTS AND CONCERNS:
A. Kerlin Street Parking – Dee-Mack School Superintendent, Steve Yarnall came to the Board to discuss the parking issues on Kerlin Street which runs parallel to the high school parking lot. Mr. Yarnall would like the Board to consider making the west side of Kerlin Street no parking from 7 A.M. -4 P.M. Monday through Friday. Mr. Yarnall submitted photos taken of a car that was parked on the west side of Kerlin Street last Friday during school hours. He explained that when cars are parked on the west side of Kerlin it is nearly impossible to navigate the buses through this area. President Friend asked each Board member to review a letter that was submitted by Michelle Gesell last Friday regarding the parking situation on Kerlin.
Michelle and Lynn Gesell arrived at 7:40 p.m. and submitted the letter with signatures from the other residents that live on Kerlin Street. The residents are concerned about no parking on their street and the driveway that leads out of the school parking lot. They asked if the drive could be relocated or closed. Police Chief, Gary Hartzell said that closing the drive that leads onto Kerlin Street would be a problem and likely cause several accidents. Mr. Yarnall stated that as soon as the construction is complete the parking issues should subside and more parking will be available on Fifth Street. Yarnall suggested a three-way stop sign on Fifth Street intersecting with Kerlin. Michelle Gesell stated that she would like to see a replacement speed bump placed at the driveway exiting the school parking lot onto Kerlin to slow traffic coming out of the parking lot. President Friend stated that this is not Village property so the Village can not install a speed bump. Mr. Yarnall stated that he would bring this suggestion to the School Board. The Gesell’s and Mr. Yarnall were in agreement to make it no parking on the west side of Kerlin Street at all times. McGrath will prepare an ordinance for no parking Kerlin Street.
Ordinance
#787 - Trustee Goings moved, seconded by Trustee Elmore to make the west
side of Kerlin Street no parking and to add a temporary three-way stop
at the intersection of Fifth and Kerlin
Streets until September 1st 2009. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Lynn and Michelle Gesell left the meeting at 8:00 P.M.
The Board took a 10 minute break for refreshments for a brief reception for out-going Board members Joe England and Paul Miller.
VI. ROLL CALL @ 8:13 P.M. - Village President Craig Friend called the meeting to order. It was a
continuation of the regularly scheduled meeting of the Village of Mackinaw.
Present: 6- Trustees Mike DeChaney, Carolyn Elmore, Tom Goings, Jerry Peterson, Lynn Rudin, and Jesse Watkins.
Also Present: Village Treasurer Scott Eidenmiller, Public Works Manager Randy Dabney, Police Chief Gary Hartzell, Deputy Police Chief Bob Davies, Village Attorney Mark McGrath, and Village Clerk Lorrie Paxton.
VII. REPORTS:
A. POLICE CHIEF’S REPORT: Police Chief Gary Hartzell, report on file.
B. EMERGENCY MANAGEMENT COORDINATOR’S REPORT: Emergency Management Coordinator and Deputy Police Chief, Bob Davies. Report on file.
C. TREASURER’S REPORT: Treasurer, Scott Eidenmiller reported on the Village accounts and investments. Report on file.
Approval of Non-recurring Bills –Trustee Rudin moved, seconded by Elmore to approve the non-recurring bills as submitted. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Veterans Park Playground – Eidenmiller reported that he has spoken with Public Works Manager, Randy Dabney regarding the playground surfacing for the Veterans Park playground equipment. Eidenmiller explained that this needs to be done immediately. Dabney stated that he will complete this project as soon as possible, following the guidelines set by the Village’s liability Insurance.
Purchase Orders – Eidenmiller stated that the Village spent approximately $956,000 to vendors last fiscal year. He agreed that purchase orders are more paperwork for the department heads, but can aid in searching for information and tracking expenses. Public Works Manager, Randy Dabney stated that it would be of no help to him to add this extra step to his job. Dabney mentioned that they have no issues with ordering supplies or tracking spending for the Public Works Department. Police Chief, Gary Hartzell reported that Officer Davies and himself are the only ones that purchase supplies or equipment for the Police Department. He mentioned that only one company requests a purchase order when they buy tires for the Police vehicles, which is through the state. Neither department sees a reason to add the additional paper work to their already busy work schedules.
Trustee Elmore moved, seconded by Trustee Goings to table the purchase order policy. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Annual Budget Meeting – The Board was in a consensus to have the annual budget meeting on
Monday, May 18th at 7 P.M. Eidenmiller asked that the Village Collector take minutes for this meeting because of her position as Village Collector.
Trustee Elmore moved, seconded by Trustee Goings to set the special meeting for Monday, May 18th at 7:00 P.M. to discuss the annual budget and Appropriation Ordinance. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Seasonal Employees pay raises – Eidenmiller asked the Board if it was fair to give seasonal employees pay increases because the full-timers did not receive them. Dabney stated that if there is no incentive he is afraid he will lose his returning seasonal part-time employees. Attorney, McGrath stated that the reason seasonal part-time workers receive an annual increase is because they do not receive benefits such as insurance or IMRF.
Village Treasurer, Scott Eidenmiller left the meeting at 8:40 P.M.
D. PUBLIC WORKS REPORT: Public Works Manager, Randy Dabney reported on the
activities in his department. Report on file.
Water Tower Cleaning – Dabney explained to the Board that he could put this project out to bid or they could rent a cherry-picker and power washer and do the work themselves. He has spoken to other towns that have done the work themselves and believes it is an option. Doing this work ourselves would save the Village several thousand dollars.
Slip Lining Change Order – Dabney stated that during the slip lining project Hoerr Construction found a 10 inch pipe where an 8 inch pipe should have been. Because of this there will be a $10,000 change order to complete this section of sewer line in the slip lining project. Dabney will explore the options and come back to the Board with his findings at the June 8th meeting.
Sidewalk Replacement Project – Dabney explained to the Board that there would be enough work to keep three full-time employees busy for a minimum of three months to install the 6,000 linear feet of sidewalk to be replaced with sidewalk grant money. President Friend asked the Committee Board Members if they planned on setting money back for sidewalks at the new IGA. Attorney McGrath stated that the Village may never receive money from the State again to replace residential sidewalks. He stated that each Business district has is own Business district tax money to replace curbs and sidewalks as needed. He suggests the Board set a meeting date for the sidewalk committee which consists of Trustees Elmore, Peterson, and Watkins, Township Supervisor Dave Haensel, Public Works Manager Randy Dabney, and Village Clerk Lorrie Paxton. McGrath reminded the Board that minutes should be taken and then distributed to the Village Trustees in Board packets.
Industrial Park Right of Way Improvements – Dabney reported that it will take approximately $17,000 to replace the existing culverts. They will need to tar and chip the roads before they can be repaired in the Industrial Park. McGrath stated that Dabney and President Friend should talk to the business owners in this business district to let them know what the Village plans on using the business district tax money on.
Trustee Goings moved, seconded by Trustee Peterson to have Dabney receive quotes for these two projects and report back to the Board. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
E. PRESIDENT’S REPORT:
Official Appointments – President Friend announced his appointments
for the following positions: Scott Eidenmiller for Village Treasurer, Dallas
Davis for
Zoning Officer, Randy Dabney for Public Works
Manager, Bob Davies ad Deputy Police Chief and ESDA Coordinator, Mark McGrath
for Village Attorney,
Farnsworth Group for Village Engineers.
President Friend stated that he will have the Clerk, Collector, and Police
Chief appointments ready for the next
meeting.
Trustee Goings moved, seconded by Trustee Elmore to accept the Village
President’s appointments as stated for a one year term, expiring April 2010. On
a roll
call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Committees – Village President, Craig Friend set the committees as follows –
Parks and Recreation - Lynn Rudin, Finance and Economic
Development – Thomas Goings, Planning and Zoning – Jesse Watkins, Police and
ESDA – Mike
DeChaney, Streets – Carolyn Elmore, Water and Sewer - Jerry Peterson.
Third Shift Premium Pay – President Friend asked the Board what they thought about offering a third shift premium pay to employees that work from 12am-6am. Watkins stated that that would be a good incentive to work third shift hours and would propose paying $1-1.50 per hour. Dabney asked if snow plowing and water emergencies would be included. Friend stated that this should be offered to all employees in all departments.
Trustee Elmore moved, seconded by Trustee Goings to table this item until a future meeting. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Past President, Phillip Thames Memorial Plaque – President Craig Friend stated that he would like the Board to consider reordering the memorial plaque for past President Phillip Thames. He would like to add Phillip Thames service years as Zoning Board Chairman that were mistakenly omitted from the original plaque.
Trustee Peterson moved, seconded by Trustee Rudin to reorder the plaque with the additional information to be included. On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
F. TRUSTEE’S REPORT:
Tree Update – Trustee Rudin reported that Mr. John Ackerman has donated 14 trees, two full-sized trees and twelve seedlings to be planted by Dee-Mack’s sixth grade classes. She has set up a meeting with Master Gardener, Bud Potts to mark where the trees should be planted. They hope to plant on May 28th. Rudin stated that she would get the information to the Clerk to place an ad in the Area Buyers Guide and also on the Village website. She invited the Board members to attend the planting.
Alley maintenance – Trustee Rudin mentioned that she had spoken to Bruce Schmidgall regarding the alley at the end of Third Street. Dabney stated that the Village does not maintain alleys, except for the business district alley’s and the through alley in Eastwood Park. All other alleys in the Village are maintained by home owners.
G. VILLAGE ATTORNEY’S REPORT: Village Attorney, Mark McGrath.
IDOT Land Acquisition Route 9 – Attorney Mark McGrath stated that the Village is limited on how it can sell Village property and asked the Clerk to have IDOT contact him to discuss the land in question.
Rescind motion on April 27th minutes - Attorney Mark McGrath stated that at the last Village Board meeting that he was unable to attend the Village took a vote to approve the election votes for the new Trustees and President. McGrath stated that this has always been the practice but is no longer required. The Board was asked to rescind their motion made at the April 27th meeting, to accept the votes as presented by the County Clerk.
Trustee
Goings moved, seconded by Trustee Elmore to rescind the motion made to accept
the votes submitted by the County Clerk at the April 27th meeting.
On a
roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Methodist Church Alley Vacation – McGrath stated that he is working on the alley vacation requested by the Methodist Church. A hearing will be set for 7:35 P.M. at the June 8th Village Board meeting.
H. VILLAGE CLERK’S REPORT: Village Clerk, Lorrie Paxton reported on the activities in the Village office, report on file.
Newly Elected Officials Seminar – Paxton stated that the Newly Elected Officials Seminar offered by the IML (Illinois Municipal League) is on June 4th in Bloomington, IL. This is a great seminar for new Trustees and seasoned Trustees. Trustee Jesse Watkins asked who would pay for the seminar. The Board was in a consensus that if any of the Trustees wish to attend that the Village would pay for this seminar. The Clerk asked that anyone interested turn in their registration forms to her to have it mailed in on time with payment.
Trustee
Goings moved, seconded by Trustee Rudin to have the Village pay for the IML
seminar on June 4, 2009 in Bloomington for any Trustee that would be
interested in attending. The seminar is $55 per attendee.
On a roll call, the vote was;
AYES: 6 – Trustees DeChaney, Elmore, Goings, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 0
There being six affirmative votes, the motion carried.
Sidewalk Committee Meeting Date set – The Clerk reminded the Board who was on the sidewalk committee and asked that they get with her to set up a meeting time and date. The sidewalk committee includes, Trustees Carolyn Elmore, Mike DeChaney, Jerry Peterson, Jesse Watkins, Public Works Manager Randy Dabney, Township Supervisor Dave Haensel, and Village Clerk Lorrie Paxton. Attorney McGrath stated that this should be treated as a regular meeting with minutes, and that someone from the committee should report back to the Board.
IMRF Authorized Agent Workshop update –The Clerk gave a brief description of the IMRF Workshop and stated that she has passed out booklets to the full-time employees and has passed on IMRF Member meeting information to the Police Chief.
VIII. NEW BUSINESS:
Canton Seminar – This free seminar addresses Employee Payroll, Workers Compensation, employer rights and responsibilities, procedures for the first 24 hours, Red Flags, Fraud and Investigations which will be held on June 16th 2009 in Canton. President Friend asked that the Clerk pass this information on to the Village Treasurer. The Clerk stated that she plans on attending this free seminar.
Meeting Procedures – Attorney Mark McGrath explained to the new Board members how the Open Meetings Act governs the way the Village Board Meetings are ran. He mentioned what you can and can not do in an open meeting and also what is expected of them in a closed session.
IX. ADJOURNMENT @ 9:53 P.M.: There being no further business to come before the Board,
Trustee Elmore moved, seconded by Trustee Goings 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