Village of Mapleton BOARD MEETING Minutes

Transcription

1 Village of Mapleton BOARD MEETING Minutes Mapleton Village Hall, 8524 Main St. 13 October 2015 at 6:30 p.m. Meeting to be recorded I. Call to Order II. Pledge of Allegiance III. Roll Call A. In Attendance were Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks, Liz Rench; Treasurer, Rhonda Hodges; Village Clerk, Pat Briggs; Engineer, Stan Bersin; Attorney, Derek Schroen. A quorum is present. ` IV. Swearing in of new trustee-justin Egan by Village Clerk V. Addressing the Board A. Stan Bersin Water Project Update 1. End of Quarter Report a) Through third quarter calendar /4% of water purchased was lost. July and August purchases were much lower due to extreme wet weather which meant Lonza had a need to get rid of their run-off so they didn t buy as much finished water from us. In a normal year we would have metered sales of 4m. This lowered usage impacts Fiscal 2016 water income. b) Water Usage for July Aug & Sept there was a loss of 7.35%. We re down less than 6% loss for past twelve months which is good. Substantially lower water losses are good since it means we are getting more revenue from water purchased. 2. Water Project: Our loan will be at 1.85% if we got an extension on contractor s bid, which we did. (Form on file) We issued a notice of intent to award but we can t actually issue the award until the process is complete. As soon as we get the loan draft we can have a meeting and get everyone to sign off on it. This has to be this month or we have to get the contractor to extend his bid past October. We re just waiting on the state at this time. B. Debbie and Carl Bishop a) Letter from Zoning Committee re: signs (1) His lawyer says his sign is grandfathered in. Village Attorney will talk with his lawyer. (2) Debbie says her lawyer told them there is no reason to be told to remove their sign since they have had it there for many years. They don t understand why they have had the sign and now they can t have it. (3) Aaron -The attorneys will look into and let us know the results. We realize there are residents outside of ordinances but we do not currently have an ordinance officer. He also said he was sorry the Bishops didn t get a return call from the zoning committee. (4) Debbie stated her sign will NOT come down and to take her to court.

2 (5) Rodney Smith asked what the problem was with the signs. Mayor Stone said it was to keep a neighborhood atmosphere rather than businesses throughout the community. Rodney stated that the Ordinance person at the time he put in his sign said he saw no problem with it but couldn t ok it. David Pye, the Ordinance Officer, said he called the Mayor but the mayor didn t remember that phone call. The Zoning person at that time would have been Bill Hodges. The ordinance simply says there shouldn t be signs for businesses. C. Eric Jones 1. Discuss required communication and budgetary statutory noncompliance in all funds. a) Budget needs to be amended so he can finish up audit report. b) He felt the Village had a good handle on segregation of duties and saw due diligence by the finance committee c) On the negative side: The General fund has eroded by $60,000. Average revenue is $91 $93,000 per year. The village has spent $122 to $123,000 over the last three years. There is not the special fund balance that we used to have of $180 to $200,000. We can t get any more tax money. d) Enterprise Fund (On File) (1) As long as we can comply with businesses across Route 24 we should be ok. $55,000 engineering fees took most of the increase we saw in waterworks. Waterworks is doing well and may be able to help the General fund. We re only getting about $30,000 from taxes and there won t probably be anymore tax increases because we re at the ceiling on it. e) We will put the budget on hold until it can be amended. f) Mayor Stone signed the Audit proposal as requested. g) New budget has to be open for investigation for 30 days and can then be passed at the next meeting. D. Derek Schroen 1. Proposed Monthly rate of $1,350 per month for legal services a) Passed out and contract for $1350/month. b) Alice Dailey motioned to accept the contract at $1350/month and Sherry Boswell seconded the motion. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed. 2. Code of Ethics Ordinance for review a) Derek passed out the Code of Ethics for trustees to review and vote on in November. E. Kevin R. Wills (for David Pistorius), First Midstate Bonding Company (Bloomington, IL) 1. Kevin explained different ways of Bonding under municipal code to review for borrowing (Forms on file) a) First Midstate is an investment banking firm who works with communities in Illinois only. Anyone who has the ability to levy a tax. b) First Midstate would coordinate with bond counsel, engineers, legal counsel, etc. to make sure everything is done to the letter of the law and exceeding or meeting the expectations of the village.

3 c) This is not a loan, it is a municipal bond. They would create, underwrite and then issue it and they buy those securities and sell them to usually a local banking institution. d) Section 4 options under municipal code (Not USDA, IEPA, etc.) specifically a municipal bond. (1) Property Tax Referendum (levy a property tax to pay those bonds off each year). Must be on a ballot and fall within an election date which is March, Not very common for villages to pursue this. (2) General Obligation Bonds Non-referendum Property Tax (a) Limited in the amount of bonds that could be issued. (b) Subject to non-referendum for ½ of 1% of EAV $30,000. This doesn t have to be a levy for property tax. Could do $30,000 a year, pay it off and redo it. (3) Revenue Bonds (Common but not as common as 4. (4) Alternate Revenue Bond - The 4 th option has a tax levy on file with the County Clerk for every year. Of the 4, option 4 is the most popular to Villages, cities and park districts. There is a process that has to be followed. (5) Debt Certificates (installment loan between Village and purchaser). (6) G.O. Unlimited-Levy Deb Certificates (property tax can be offered) ordinance must be adopted by 2/3 vote to start and publish ordinance twice, not once for 60 days.(2=30 day cycles). (7) May require a public hearing such as a budget hearing or levy hearing. (8) Depending on the bond time it may not impact the tax rate. F. Kristina Leeper 1. Playhouse/Tree house. a) Kristina explained that her son wanted a tree house but couldn t put anything in like a swing set because the property is limestone. So, she put up a tree house with a deck. She was told she needed a permit but was never contacted about it. She stated she could take the deck off and set the playhouse on the ground if the deck is the issue. She wants to know what she should do. She was upset that Alice talked with the worker installing the tree house instead of the owner. Aaron asked her to fill out a building permit. She will work with Alice to complete. VI. Consent Agenda All items listed under Consent Agenda are considered routine by the Village Board and will be enacted by one motion with no separate discussion of the items. If discussion of an item is desired, that item will be removed from the consent agenda to be considered separately. A. Minutes from Board Meeting September 8, 2015 B. Treasurer s Report C. Correspondence and Bills 1. Patti Monks asked the attorney why we were billed $200 per hour last month instead of the agreed upon $75. Derek will see that an adjustment is made to the correct amount. Will pass Correspondence and Bills minus the credit due for the error. Also, the treasurer asked if truck rental turned in by Fritz Rench is part of salary or should it be under equipment rental. It was determined it should be equipment rental rather than salary so she will adjust the equipment rental of $25.00 a) Alice motioned and Patti seconded to accept Consent Agenda with the corrections outlined. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed.

4 D. Minutes from Executive Board Meeting February 24, 2015 E. Minutes from Executive Board Meeting June 16, 2015 F. Minutes from Executive Board Meeting July 21, 2015 a) Minutes from Executive Board Meeting August 18, 2015 Liz Rench motioned and Justin seconded keeping the Executive Session minutes private. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed. VII. Old Business A. Letter from Sherry Boswell 1. September 9 th re: de-annexation (Copy on file) a) Sherry read a letter into the minutes regarding her vote on de-annexation previously. This letter may be seen at Village Hall. B. Block Grant 1. Has been submitted and nothing has been received back yet. VIII. Committee Reports A. Streets and Alleys Liz Rench 1. Phillip has been doing a lot of work. He worked on the driveway at the village and cut a ditch on Spring Street which is working well. She asked about purchasing, from Dooley Brothers, grass mats for erosion control, 4 rolls and staples would be $172. Plus the grass seed. Mayor asked if we re controlling costs. Liz stated that he is working when he can and doesn t charge for everything he does. There will be no more ditch digging until we find out whether or not we get the Block Grant. He only did what was necessary with the ditch work. Consensus was to go ahead and get the mats and grass seed. 2. The mailbox and post were purchased - $89.99 for post and the box was 96.99= $ total and a rebate will be coming as well. Mailbox needs to be in installed as mail will start being delivered on the 15 th instead of to the post office box. B. Health and Water Mark Brining 1. Valve was replaced at the tower so there shouldn t be any more call-outs. C. Zoning Alice Dailey The only permits this month were for the Tree house and a picket fence. E. Finance Patti Monks 1. Patti thanked Rhonda for all her organization and work to make the audit go so smoothly this month. Patti stated she is making deposits and purchased carpets and runners. She is going over the bills. She is concerned about the time sheets and thinks they should be more thorough. She also talked with Ameren re: the Christmas Lights to make sure the poles are operating before we put the decorations up. 2. Community Halloween party October 30 th needs help. Will have candy for the kids. She needs volunteers to help so please see her. 3. Patti and Rhonda met with Staples looking into a plan with a membership and another with 3% off so they can track what is purchased. Looking ahead at the Future for tech needs, such as a new water computer

5 D. Liquor Aaron Stone 1. Aaron stated he had complaints on Saturday, October 10 about the benefit at the bar, which the village was not made aware of. Residents did not like the atmosphere out in the public. Aaron talked with Billy Jo about shutting it down earlier than what she wanted to. It was discussed that maybe we need a special event permit so we can control the hours and the activities before they actually happen. We may also need an ordinance for special events that would limit them. 2. The other issue was alcohol outside. As long as they are on the deck it is fine, but they cannot have drinking in the parking lot. Liz said she was told as long as they were in the parking lot and not drinking on the street there is no problem with it. Apparently they had the parking lot cordoned off so it was limited to that area. IX. Mayor s Report Aaron Stone A. Nothing else X. New Business A. TARP Grant (Liz Rench) and Stan 1. Deadline for submitting for a TARP grant. Program that allows IDOT to provide money for roads up to $80,000. It was submitted to IDOT in Peoria by September 17 th. Upgrading the factory road would be $380 - $390,000. TARP application after communications with IDOT gave us clarification we would get about $39,000 from the program, so it was debated whether even filing for it. We can also use Economic Development funds through IDOT as well. Application information is on file in the Village Hall. We needed to send application to Springfield by the end of September to be considered. Simon Alwan, our representative, stated IDOT can commit the money to the village and the village can hold on to the commitment until we get the other money to go with it. The industries are anticipating 2% growth. Suggest talking with the industries and have them contribute as they have to help get it accomplished. Contributions should be based on the amount of need they have for the road improvement. a) Needed to give Simon a Transportation Improvement Proposal (On File) b) Four plants use the road. Lonza, Ingredion, Evonik and Chemtura and the road needs to be completely rebuilt. Need to investigate with IDOT to see what funds they can give us. This is informational at this time. c) Discussion concluded that we should give it a try and see what we can accomplish together. d) Alice motioned and Liz seconded that we should research all funds and options available. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed. B. Rental of Village Hall (Liz Rench) a) Liz suggested that we raise rental cost to $75 and do away with a deposit. She also thought it should be available to residents only instead of opening it up to the public. Liz thought that in the past it was only for residents. A discussion followed and the decision was made to raise the cost to $75 for residents, $100 for non-residents and keep a $50 deposit. Liz Rench then motioned to keep the $50 deposit and and raise cost to $75 for residents and non-residents to $100 and Mark seconded. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed.

6 C. Corrpro Maintenance Agreement for Water Tower 1. Liz motioned and Patti seconded to accept. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed. Some discussion followed regarding what all was included. It covers the Anode coating that protects the inside of the tank from rusting. Fritz was told two years ago that the coating was on its last leg. The coating could last 5-10 years and it is still working right now. a) Rhonda pointed out that the contract doesn t start until the beginning of the year so there is time to investigate other plans offered to see if something else would better suit our needs. Vote was rescinded in a motion by Liz and Patti. Voting: Yes Sherry Boswell, Mark Brining, Alice Dailey, Justin Egan, Patti Monks and Liz Rench. No nays. Motion passed. 2. We will do more research and vote next month. D. Budget (Amended) (On File) Figures will match to the audit report. 1. Rhonda stated she needs Capitalization Thresholds and can t find what these were set at years ago. She is working with Erik to find these figures. XI. XII. XIII. Additional Business (if any) A. Village Clerk talked about concerns of copier being used for things other than village business as one weekend over 650 copies were made and several weekends ago 55 color copies were made. Clerk is recording numbers on Thursday before leaving for the weekend and will continue to check usage. B. Liz stated that cold patch was brought in Sunday morning and most of the worst of the holes on Monk s Lane were filled. C. Meter reading. Mark Brining had told the meter reader to put in ½ hour of time when he was sent out to re-read meters. This is not correct; it is part of his job and he is already being paid. Clerk will try to make sure he only has to go out once on re-reads. D. Alice pointed out that there are some pretty big holes on School House Road by Operating Engineers. There was some discussion about who is responsible for fixing the road but it was ultimately agreed that the village will take care of them. Announcements A. None Adjourn Open Session at 9:25 pm - Motion to adjourn by Liz and Sherry seconded. Recorded by Village Clerk, Patricia S. Briggs Approved by Village Board November 10, 2015