Village of Mapleton BOARD MEETING Minutes Mapleton Village Hall, 8524 Main St. 10 November 2015 at 6:30 p.m. Amended and approved December 8, 2015 Meeting to be recorded I. Call to Order at 6:30 pm II. Pledge of Allegiance III. Roll Call : Present-Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks, Liz Rench, Mayor Aaron Stone. Absent Justin Egan. Treasurer, Rhonda Hodges and Village Clerk, Patricia Briggs. A quorum is present. IV. Addressing the Board A. Eric Jones 1. Tax Levy Ordinance The village is limited to a 5% increase. This year it is $1850.00. Our tax rates are close to the ceiling so we can only do a small increase. a) Alice Dailey motioned to accept the Tax Levy Ordinance 2015-111015a and Patti Monks seconded. Yes votes: Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No no votes. Motion passed. 2. The amended budget will be voted on at the December 8th, 2015 Board Meeting. 3. Capitalization threshold a) Eric explained that we haven t had any updates to threshold as Rhonda was not given any information about this. Eric went through his audit notes from over a decade ago and came up with what we listed back then. We now have a roadmap as to what qualifies. Meaning what is a fixed asset will depreciate. B. Stan Bersin 1. Loan agreement for the Water Project has been sent in so all paperwork is completed at this time. 2. There will be a meeting in 2 3 week to make sure everyone is on the same page. This meeting only requires the water Superintendant, Walker Excavation and Stan to be present, but anyone can attend. a) Rhonda verified that we needed a special bank account for the EPA funds to be put into as they are received and then disbursed. b) Liz asked, If they start in December, where will they start. Stan explained that they will start at the other end of the village as they can t shut the water off in town.
C. Ranae Pincock Water Bills 1. Ranae stated that she has been a resident of the village for 11-1/2 years. Due to an oversight, her water bill was not paid by on time in October. It was simply an oversight on her part as she has never missed paying. She was concerned that we had not given her the courtesy of a reminder call. Mark Brining explained that when the hours of the Clerk were cut that he decided not to have her do courtesy call anymore to free up time for other tasks. Ranae asked the board to reconsider their stance on late notices. It was noted that Mark made the decision to not make courtesy calls, not the board. Aaron explained that Ranae is asking the board to reconsider the decision as a measure of good will and asked for a consensus by the board. The Board made the decision that a courtesy call should be done. Courtesy calls will be made in the future. V. 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 October 13, 2015 B. Minutes from Special Board Meeting October 30, 2015 C. Treasurer s Report 1. Sherry Boswell motioned that we approve the Minutes from October 13 and October 30, 2015 and the Treasurer s Report. Alice Dailey seconded the motion. Yes Votes - Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No no votes. Motion passed. D. Bills and Correspondence were separated as there were two line items that need to be removed, Menards and Walmart reimbursements for Patti Monks. Sherry Boswell motioned that we accept Bills and Correspondence with the removal as requested Alice Dailey Seconded. Yes Votes - Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No no votes. Motion passed. I. Old Business A. Code of Ethics Ordinance 1. There was some discussion about the difficulty of following the Code as presented with some board members expressing their opinion that it is exactly how we should be doing business. Alice Dailey motioned that we accept the Code of Ethics Ordinance # 22015-1110b and Sherry Boswell seconded the motion. Yes Votes: Sherry Boswell, Mark Brining, Alice Dailey. No votes Patti Monks and Liz Rench. Mayor Stone voted yes. Motion Passed.
B. Tax Levy was voted on previously. C. Amended Proposed Budget 1. This was presented as part of the treasurer s report and Audit (Changes as suggested by auditor) (Alice asked what were the major changes and Rhonda explained that the village went over on Motor Fuel Tax account as one example. Alice Dailey motioned that we accept the amended budget as presented and Patti Monks seconded. Yes Votes - Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No no votes. Motion passed. 2. Inventory (Rhonda) Capitalization Thresholds. Rhonda explained that when we purchased the new refrigerator and stove she put them in as capitalization but they shouldn t have been listed as an asset, they were just an update to the village. She had to change how they were listed. We don t have an inventory of everything we have. We need a complete inventory done. Fritz was asked to do an inventory of his shop and the water tower. Clerk will inventory the office. A question was asked about purchasing tools that are needed by the water superintendant so he can take his tools home. Fritz will make a list of needed tools so a decision can be made. D. Maintenance Agreement for Water Tower Mark called to find out if we were renewing the right plan. He was told that the AA plan was for different equipment than we have so are not eligible for that. This is a maintenance agreement. Fritz pointed out that our system is obsolete and if something goes out it will be very difficult to find parts to fix it. Stan Bersin recommended not replacing anything until it fails. Mark will research the cost of a new unit and present at a future meeting. Liz Rench made a motion that we renew the Maintenance Agreement and Mark Brining seconded. Yes Votes - Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No no votes. Motion passed. Lt. Harper Glasford Police Department (Did not show up) 1. Alice Dailey says Kingston Mines isn t interested in sharing an ordinance officer and Glasford probably won t be either if it just the two villages. E. Proposed Ordinance 2015-1110 NSF Fees 1. Clerk explained that updates were included for all fees collected by the Village. Liz Rench motioned to accept the ordinance and Sherry seconded. Yes Votes - Sherry Boswell, Mark Brining, Alice Dailey, Patti Monks and Liz Rench. Justin Egan-absent. No - no votes. Motion passed. II. Committee Reports
A. Streets and Alleys Liz Rench 1. First Street is cleaned up by Melissa Nash after the ditch was dug out. Phil Calhoun cut the corner down a bit at Spring and First right at the top where the grass was covering the culvert so it drain better when we have heavy rains. She said she will talk to Cindy Long about the culvert in the alley by her property and would like to cut some out there as well but would like to get permission for him to do the work. Liz asked if we could get some large rock to put In front of the Grohmann residence and other residents in front of the driveway that would allow them to get in and out of his driveway to get through the winter. 2. Sandy Disaster grant. We are at the bottom of the list per Jim. So, we aren t counting on that grant as there are too many others who have applied. 3. Next spring we have to do something with the streets. Stan Bersin talked about Economic Development Program This is through Department o f Transportation but is tailored to growth. If we have a business come in and build, bringing employment that is what this program is designed to supplement. It is not well suited to what we re trying to do with TARP unless the industries are envisioning a growth in employment. Administrator in Springfield will not return his calls. By itself it doesn t look like it is an applicable program unless the industries have an employment increase. 4. Health and Water Mark Brining Mobile Link service is about to expire on the generator at the water tower. It is a service plan that allows the system to send emails on the generator. Mark said it allows us to access the generator on-line to monitor the system. Service Plan is a renewal cost of $249 for 3 years (we save $50) or $99 for one year. The consensus was that we don t really know what it is and whether it is really needed. Stan Bersin didn t know what it is for either. Mark was asked to call and verify what it is, mobile or email. If it is something valuable to us and if 3 trustees agree we should do the $99. Stan Bersin expressed concerns about a 3 rd party being able to access and hack into it. We need to make sure there is a firewall / security protecting it if it is something we decide to do. a) Calls courtesy calls for non-payment of water. Clerk will make calls 2-3 days before the first of the month. b) Mark said he took the tires that had accumulated to a recycler for a cost of $19. He also took the TV that was left at Dumpster Days to a company in North Peoria. c) We discussed a resident who passed away and family had not taken care of final water bills in the amount of approximately $200. After discussing, it was decided that the Clerk is to write this off as there is no way to collect it.
d) Dumpster Days Liz asked about setting up an electronics station as well but after talking about it the board decided it would be too timeconsuming to take everything to different places for recycling. e) Mark said he took the concrete saw and two chain saws to Weilands to be repaired as they wouldn t start the last time they were needed. f) Alice Dailey asked about shutting off water while she is out of town for several months. She was told there would be no fee to shut it off and turn it back on while she is out of town, that we do this for people in the village as a courtesy. g) Billy Hodges, Jr. water main is still broken. Mark explained that he has talked with the landlord several times and has been promised they would fix it. They even called JULIE to have it marked, but no one came. The landlord asked that meter be locked but was told we can t do that, that it is the landlord s responsibility to fix it. h) The Votes are in on whether or not an RO system would be a good thing to have installed are in and it appears more people are against it than for it. B. Zoning Alice Dailey 1. Alice stated she is still waiting on Lt. Harper and Kingston Mines for a final decision about sharing an ordinance officer. It appears that no one wants to do anything. C. Finance Patti Monks 1. Patti talked about the new mail box that Fritz installed. She explained that she, Fritz and Liz worked on the hanging holiday decorations and that we verified the Glasford phone company will come and put them up after Thanksgiving. 2. Liz wanted to know if the attorney had followed up on the problem of signs in the village. Aaron said yes, and the signs are in the right-of-way. They need to be moved. D. Liquor Aaron Stone 1. Derek is working on the permit for special events. III. Mayor s Report Aaron Stone A. Aaron spoke about the government webinar Using Data and Analytics to Drive Government Innovation on November 19, 2015 from noon to 1 pm. He said to get the information from the clerk if anyone is interested in participating.
IV. New Business V. Additional Business (if any) A. Patti stated she has heard concerns from many residents about the excessive amount of wood stored by one resident. They believe it is a fire hazard and breeding ground for pests. It was decided to talk to our attorney about it. Previous conversation with resident indicated that if approached again, he will file harassment charges. B. Clerk asked for clarification on days of work during holiday weeks as she had been told that she could not work on the Friday after Labor Day because it was her regular day off and it would be like being paid for the holiday. After discussing it was agreed that Clerk will work her normal 4 days if there is a holiday. Announcements A. Liz and Patti will be working on the last two decorations and could use some help. B. Alice is leaving next week. The township has supplied her with a phone while she is gone and she will provide the number to the Clerk in case we need her during board meeting(s). C. Mark worked to get someone set up to do community service and felt that he wasn t cooperated with as people expressed discomfort about working with the person. Liz Rench said she felt that since Mark was listed as the supervisor, Mark needed to be the one to supervise her. Patti said that she tried to get some time that we could have her work with us, but was unable to arrange anything. Mark will arrange hours for her community service and will supervise her personally. VI. Adjourn Open Session Liz motioned to adjourn open meeting and Sherry seconded. Meeting adjourned at 8:10 pm. Minutes taken and transcribed by Village Clerk, Patricia Briggs Approved by Village Board (with corrections) December 8, 2016