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, Jerry Peterson, Lynn Rudin, and Jesse Watkins.
Absent: Trustee, Tom Goings was on vacation.
Also Present: Bob Schroeder, First Security Bank President Gary Jacobs, Brett Zehr, Village Treasurer Scott Eidenmiller, 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 Collector reports.
Trustee Elmore moved, seconded by Trustee Peterson to approve the consent agenda which includes the May 11, 2009 regular meeting minutes, and special meeting minutes from May 18, 2009, as submitted by Village Clerk Lorrie Paxton. On a roll call, the vote was;
AYES: 5– Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
III. CITIZENS COMMENTS AND CONCERNS:
Brett Zehr, EDC Loan – President Friend explained to the Board that Brett Zehr has requested a loan in the amount of $150,000 from the Village of Mackinaw EDC Loan program. President, Friend stated that Brett Zehr will employee 27 full-time employees, which exceeds the loan program. The loan will be used to pay for equipment and inventory for the new IGA. First Security Bank President, Gary Jacobs recommends the Village approve the loan request. The loan will be amortized over 20 years with a ten year balloon. Mr. Jacobs stated that Brett Zehr would like a six month deferral of payments which would make his first payment due after the new store has opened, interest costs will begin the day of closing. Mr. Jacobs explained that the new building was appraised at over one million dollars. He also stated that the Village of Mackinaw would have a first mortgage on the IGA building. President, Friend explained that the interest rate will be set by the Village Treasurer, Bank President, and Village President below the prime interest rate once the loan is approved.
Trustee DeChaney moved, seconded by Trustee Elmore to approve the EDC Loan for $150,000.00 to Brett Zehr for the Mackinaw IGA. This loan being a first mortgage loan with a 20 year amortization and a ten year balloon, with payments beginning six months after loan approval. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
IV. ALLEY VACATION HEARING @ 7:38 p.m. - The only citizens present for the alley vacation were Brett Zehr, Gary Jacobs, and Bob Schroeder from the Methodist Church. No one objected to the alley vacation. Public Works Manager, Randy Dabney explained that the Village will still have a utility easement through this alley as discussed.
Ordinance #788 – An Ordinance vacating the North-South alley between lots 2 & 3 in block 11 in the original town, now Village of Mackinaw, as set forth in the plat of the original town, now Village of Mackinaw, said plat being recorded in plat book 30A, page 190 in the Recorder’s office of Tazewell County, Illinois. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
V. REPORTS:
A. POLICE CHIEF’S REPORT: Police Chief Gary Hartzell, reported on the activities in the Village, report on file.
Eastwood
Park Stop signs – Chief Hartzell distributed a diagram of stop signs located
in Eastwood Park subdivision as requested by Trustee Goings in May. Hartzell
reported
there are currently ten stop signs in this subdivision and the speed limit is 30
m.p.h. The Board will discuss this at the next regular meeting.
Part Time
Officer, Doug Bohnker – Hartzell reported that part-time Officer, Doug
Bohnker is still riding and training with Officer Davies, and doing well.
Bohnker
was enrolled
in the Police Training Institute and will start his training in July.
B. EMERGENCY MANAGEMENT COORDINATOR’S
REPORT: Emergency Management
Coordinator and Deputy Police Chief, Bob Davies. Officer
Davies distributed a sample of the new
police report that will be given out in future Board packets. He stated that
this report is set up to give more details on traffic
stops, arrests, and other activities going
on in the Village. He asked the Board for suggestions and changes to the new
report. Report on file.
Officer Davies stated that they have made several issues this past month due to prescription drugs. He has been in touch with School Superintendent Steve Yarnall, to change their parking lot signs to detour people from parking there when school is not in session. These areas have turned into a juvenile hang out on weekday evenings and weekends.
Walmart Grant Received – Officer Davies stated that the Police
Department received a $1,000 grant from the Morton Walmart. He has turned the
money in to the
Village Collector to place into an account to
purchase AED units in the near future.
Patrol Hours –
Davies reported that the Police Department is
experimenting with Police personnel working different shifts, including the
hours between midnight and
6am.
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: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Police
Department Debit Cards – Trustee
Rudin moved, seconded by Trustee Elmore to approve debit cards for Police Chief
Gary Hartzell and Deputy Police
Chief Bob Davies,
each with a $100 limit per month. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
CD Renewal –
Treasurer Eidenmiller recommended that the Board approve reinvestment of the
CD’s through First Security Bank which will mature on June 12, 2009
for the
following Funds,
Equipment Fund ESDA –Currently $4,103.39 plus additional $1,000 making $5,103.90.
Equipment Fund Police – Currently $4,103.39 plus additional $1,000 making $5,103.90.
Vehicle Fund Police – Currently $6155.22 would like to add an additional $6,000 making $12,155.22.
Heavy Equipment
Fund – Currently $27,366.65, would like to add an additional $12,000 making
$39,366.65. These CD’s will be for one year, with an interest rate of
2.75%.
Trustee
Peterson moved, seconded by Trustee DeChaney to approve the above CD renewal for
June 12, 2009 with an additional amount for each fund as stated above
for a term of one
year. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Village Treasurer, Scott Eidenmiller left the meeting at 8:08 P.M.
Curb and Sidewalk Policy – Dabney explained the sidewalk replacement policy to the Board and asked, when residents replace their driveways if the Village could pay to replace their curb. Replacement cost would be approximately $30.00 per linear foot. The Board decided to table until the next meeting to talk to the Village Attorney and possibly have him rewrite the sidewalk policy. The Board agreed that there should be a limit on the amount of curb to be replaced.
Trustee Watkins moved to approve the new curb policy, there was no second, the motion died.
Slip Lining Change Order – Dabney reported that he had spoken to Hoerr Construction regarding the change order and was able to have them reduce their cost for the slip lining project. Dabney requested the Board to approve the change order as submitted and authorize the President to sign, in the amount of $9,560.00.
Trustee Elmore moved, seconded by Trustee Watkins to proceed with the slip lining project and allow the Village President to sign the change order in the amount of $9,560.00. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Veterans Park Tree Removal – Dabney reported to the Board that he received a quote from King Tree Specialties for trimming the trees in Veterans park. During their inspection they found that there is a large catalpa tree that is dead and should be removed immediately. The tree is hollow inside and is a safety hazard. This tree is over 50” in diameter and can only be removed by tree removal specialists. The quote also included the removal of the sweetgum tree that needs trimming. The Board agreed that the sweetgum tree is a healthy tree and should not be removed despite concerns of its shedding seed pods in the fall. Dabney stated that he can have one of the part-timers rake up the seed pods each fall as needed. The Board felt that after the tree is trimmed it would not be a problem for the playground area. The Board discussed their options and safety issues with the dead catalpa tree. The Board was in agreement that the catalpa tree needed to be removed immediately, preferably before Mack-Ca-Fest. President Friend asked Dabney to notify the Village Treasurer of this expenditure.
Trustee Rudin moved, seconded by Trustee Watkins to approve the removal of the catalpa tree as soon as possible by King Tree Specialists, not to exceed the quote for $1,300 to remove and grind the stump. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Electronic Recycle Program – President Friend asked Public Works Manager, Randy Dabney about the status of the electronic recycle program. He noticed that the items in the electronic recycle area had not been picked up in awhile. Dabney stated that he had contacted the Electronic Recycle Company and was told they were going out of business. They told Dabney that they would pick up the last load of electronic equipment in May. Dabney stated that he has removed the signs from the electronic recycling area and plans on removing this area all together.
E. PRESIDENT’S REPORT:
Third Shift Premium pay– President Friend asked the Board to consider a third shift premium pay for Village employees that work from 12am-6am. Dabney believes this will create a bookkeeping issue and has concerns about how this will be tracked on his department’s time cards. Trustee Rudin stated her concerns with compensation time and over-time, reminding the Board that the Village already has issues with comp and over-time to full-time employees. Trustee Peterson stated that if the President were to rename the “Third Shift Premium Pay” to a “Third Shift Salary” it might be more appealing to the Board. Trustee Elmore moved, seconded by Trustee Watkins to table this item until a future meeting. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Letter Boxing – President Friend read an email from a local resident asking permission to place a temporary letter box in our Village parks. This hobby is similar to geocashing where a person reading a map follows GPS coordinates and search for the letter box, when discovered they receive an award. Trustee Watkins stated this would be a good idea to get out of town visitors to visit our community.
Trustee DeChaney moved, seconded by Trustee Watkins to give permission for letter boxing in the Village parks. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Kerlin Street Stop Signs – The Board discussed putting up permanent stop signs at the intersection of Kerlin and Fifth streets. Dabney stated that if a stop sign is to be put at the South-West corner it will be placed in gravel and knocked down by people backing up. He suggests the Board take a look at the intersection before making a decision. He suggested waiting until the construction is finished at the high school and the parking situation is straightened out at the high school. The Board agreed that permanent stop signs could cause a problem with traffic flow in this area.
Trustee Elmore moved, seconded by Trustee Watkins to remove
the temporary stop signs at the intersection of Kerlin and Fifth streets and
re-evaluate the situation
in the fall once school starts and the construction is complete. On a roll
call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Zoning Board Appointments – President Friend gave his recommendation to reappoint Jerry Sweckard to the Zoning Board, with his term expiring in April 2018 and Jesse Watkins to fill the unexpired term of Tom Goings whose term will expire in April 2013.
Trustee DeChaney moved, seconded by Trustee Elmore to approve the appointments as recommended by the Village President. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Census Committee – President Friend explained that he would like to appoint a Census committee that would help the community understand and receive information regarding the upcoming census in 2010. It is the utmost importance that each and every person is counted for the Village to receive proper revenue and taxes for the Village. President Friend asked for volunteers to join the Census Committee, no one volunteered. President Friend appointed himself and Village Clerk, Lorrie Paxton to the Census 2010 Committee.
Trustee
Peterson moved, seconded by Trustee Elmore to approve the Census 2010 Committee
appointments as recommended by the Village President.
On a roll
call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Census Proclamation – President Friend proclaimed full support and participation in the overwhelming success of Census 2010 through the formulation of a Complete Count Committee.
Resolution # 09-4 – Regarding the passage of a Comprehensive Capital Infrastructure Program through the State of Illinois with support from the Illinois Municipal League.
Trustee Elmore moved, seconded by Trustee DeChaney to approve Resolution #09-4 regarding the Comprehensive Capitol Infrastructure Program. With support from the Illinois Municipal League, the Village of Mackinaw and many other local governments believe it is imperative that a comprehensive capitol infrastructure bill be passed in 2009; and that local governments receive an equitable share of such capital infrastructure program to be delivered through the existing formula. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Appointments– The Board had a brief discussion regarding the reappointments of Village Clerk, Collector and Police Chief. President Friend stated that he would like to have the Village Attorney present for the remainder of the reappointments. Friend stated that he hopes to complete the appointments at the June 22nd or July 13th meeting at the latest.
Meeting Payroll – Trustee Peterson asked why the Village is not paying employees for attending special meetings. He stated that if the employee is working then they should be paid for those hours. President Friend stated that he would like the Village Attorney and Trustee Goings present before discussing this with the Village Board.
F. TRUSTEE’S REPORT:
Sidewalk Committee update – Trustee Elmore asked Trustee Peterson to give an update on the May 26th meeting. Peterson explained to the Board that he came up with approximately 4,500 linear feet of sidewalk that needs to be replaced. Trustee Elmore stated that the sidewalk committee decided that the Village Board should put this job out for bid. Dabney suggested that the Board hire Patrick Myer to prepare the bid packets and administer the process for the sidewalk replacement project. Dabney stated that he had contacted the Grant Administrator for the sidewalk grant. President reported that he had also spoke with someone at Representative Mitchell’s office and was told they would fax a confirmation to the Village, confirming the grant could be used for labor and materials. Village Clerk stated that the Village office had not received anything from the State to confirm this information as of today. President Friend will contact Representative Mitchell’s office on Tuesday to remind them to send this information.
Sidewalk Replacement Bid Packets- Trustee Elmore moved, seconded by Trustee Watkins to have Engineer Patrick Myers prepare the bid package for the sidewalk replacement project and to administer the process. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
G. VILLAGE ATTORNEY’S REPORT: Village Attorney, Mark McGrath was absent.
IDOT Land Acquisition – President Friend stated that the Village Attorney had advised the Board to pass Resolution #09-5 allowing Illinois Department of Transportation (IDOT) to purchase land for the road improvement and to acquire a temp easement. Public Works Manager, Randy Dabney reviewed the documents and sees no problem with the request.
Resolution # 09-5 IDOT Land Acquisition – Trustee Elmore moved, seconded by Trustee Rudin to approve Resolution #09-5 allowing Illinois Department of Transportation to sell land and to grant temporary easement. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - Goings
There being five affirmative votes, the motion carried.
Ordinance 789, Prevailing Wage – The Board had a short discussion on the prevailing wage laws and how it affects the Village hiring outside contractors. President Friend advised the Board to pass the annual prevailing wage ordinance.
Trustee Rudin moved, seconded by Trustee Peterson to pass Ordinance #789 – An Ordinance of the Village of Mackinaw, Tazewell County, Illinois, ascertaining the prevailing rate of wages for laborers, workmen and mechanics employed on public works of the Village of Mackinaw. On a roll call, the vote was;
AYES: 5 – Trustees DeChaney, Elmore, Peterson, Rudin, and Watkins.
NAYS: 0
ABSENT: 1 - 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 and committee meetings held, report on file. The Clerk reported that her June 8th report also includes a copy of the June 2nd Beautification minutes, the May 26th sidewalk committee minutes, and an updated employee hours report.
IIMC Conference update – The Clerk thanked the Village President and Board for the opportunity to attend the IIMC Conference in Chicago last month, and gave a brief report about the conference and general sessions she attended.
Meeting Payroll – The Clerk explained that the Village President asked to put the meeting payroll on the agenda for approval. Paxton stated that due to the new committee meetings, special meetings, and the re-established Beautification Board it has added additional evening hours to her schedule. Paxton explained that the Village has paid for special meetings in the past. Paxton reminded the Board that the Village paid the Collector for attending the special budget meeting last year. Paxton would like the Board to consider paying for these additional meetings, either by paying an hourly rate or by an established amount per meeting. Paxton stated if the Village were to have someone else take minutes at these meetings, the Village would be expected to pay that person. The Board had a brief discussion on this subject. The Village President stated that he would like the Village Treasurer’s advice and would like to wait until Trustee Goings is present before making a decision.
VI. NEW BUSINESS:
Alley maintenance – Trustee Rudin mentioned that she was still concerned about the alley at the end of Third Street owned by Mr. Schmidgall. Dabney stated that the Village does not maintain alleys, and this alley is considered a private drive. He also reminded the Board that we have had a record rain fall for the year and many home owners are having flooding and mud issues on their property. All other alleys in the Village are maintained by home owners, he feels if we maintain this alley then other Village residents would expect the same service. President Friend suggested that the Trustees take a look at this alley/driveway and have the Village Clerk add this to the June 22nd agenda for consideration.
Mack-Ca-Fest Parade – Deputy Police Chief Bob Davies asked the Village President and Trustees if they planned on riding in the Mack-Ca-Fest parade. Davies offered to pull a hay rack with his antique tractor again for this years parade. Trustee Elmore and Peterson stated that they will be out of town for this event.
VII. ADJOURNMENT @ 9:42 P.M.: There being no further business to come before the Board,
Trustee Elmore moved, seconded by Trustee Watkins 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