February 26, 2014

Board Meeting Minutes

Minutes February 26, 2014

The regular meeting of the Village of Divernon Board of Trustees was held on Wednesday, February 26, 2014, at the Divernon Village Hall. Mayor Pro Tem Melissa Layton called the meeting to order at 7:00 p.m. After the Pledge of Allegiance was recited by all in attendance, roll was called: Melissa Layton “Here” Pam Cronister “Here”, Jim Copelin “Here”, Larry Baer “Here”, Derek Hedges “Here”. Also in attendance were Police Chief Barclay Harris and Superintendent Larry Rhodes. Randy Rhodes and Dianne Brenning were absent. Clerk Rod Molnar arrived at 8:22 p.m.

A motion was made by Baer to approve the corrected minutes of February 12, 2014. Hedges seconded and the motion passed 4-0.

Baer presented the Village bills with a motion that they be approved. After Copelin seconded the motion, it was approved 4-0.

Jan Belford requested and received permission to be at the Village Hall to accept payment for residents’ tax bills. She advised the bills should be mailed around the end of April. She plans to be at the Village Hall on Tuesdays and Thursdays each week, starting the second week of May, through the first week of June plus on Friday, June 6, 2014, which is the final due date. Belford also had a message regarding the eLert System to be added to the next Village Newsletter.

Peter Gilbert addressed the Board regarding his utility bill. He agreed to pay $125.00 on the third Friday of each month until the old balance is paid. He also signed an equal payment plan agreement that will be effective 5/1/14.

Patrick Hibbs inquired about the two condemned houses on State Street. He is interested in purchasing and renovating them. The Board advised that until the properties have been released by Sangamon County Department of Public Health, no action can be taken.

Mike McEvers from Benton and Associates provided an update on the Safe Routes to School Program and submitted the Construction Engineering Services Agreement for approval which would provide services during the construction phase of the program, including quality assurance, measurements and depth checks, daily and weekly reporting, and pay requests at a cost of $24,500.00 which would be reimbursable from the grant. He advised that the letting should occur in April and the work could start in June after the pre-construction meeting. Baer made a motion to approve the agreement at a cost of $24,500.00. After Copelin seconded, the motion was approved 4-0.

Superintendent Report:

Superintendent Rhodes reported that there have been six water main breaks so far this month and they have had a hard time getting to them due to the frozen ground. He also said that there have been other problems with water lines freezing due to low usage. He said that the Village needs to get the word out to residents to maintain a fast drip to avoid the risk of freezing. He will get with the Office Manager to try to identify low users and notify them accordingly. Rhodes responded to the inquiry regarding snow plowing and salting on Cornsilk Lane. He stated that they do plow all roads, but only salt in the areas around stop signs. Rhodes reported that a contractor damaged a sidewalk at a residence on High School Street while cutting down a tree. Rhodes suggested that a notice be placed in the Village Newsletter reminding residents to make sure that any contractors working on their property provide liability insurance. Hedges advised that the flag at the Village Hall needs to be replaced.

Minutes February 26, 2014

Police Report:

Chief Harris advised that an employee from Craig Ladage Construction worked on the door jam, but he has not yet received the invoice. Ladage advised that the building has experienced normal settling which may continue to cause problems. Harris presented three estimates for the police garage door opener. Hedges made a motion to accept the low bid of $350.00 from Glenn Bros. which includes labor and materials for the door opener, two remotes, and the track. Copelin seconded and the motion passed on a 4-0 vote. Harris reported that Officer Price had been off due to bronchitis but that he is now back to work. Harris will attend the 2/27/14 SCDPH Animal Control meeting. Harris also reported that he had shot a coyote in town today (2/26/14).

Committee Reports:

Streets, Alleys, and Utilities:

Hedges made a motion to adopt the Utility Deposit Ordinance #2014-001 and after a second by Copelin the motion was approved 4-0.

Finance:

Copelin advised that he has received one bid to replace the computers used by the Village Clerk & Treasurer. He said he needs to verify some information with the vendor currently providing technical assistance and obtain additional bids before presenting the information to the Board. The Board agreed to table the Appropriation Ordinance until the next meeting.

Personnel:

Nothing to Report.

Health and Safety:

The Sangamon County Health Department will be holding an informational meeting on February 27, 2014 at 7:00 p.m. concerning changes to how animal control is handled in the county. A motion was made by Copelin and seconded by Cronister to accept the contract from Sangamon County for animal control for 2014 at a cost of $65.00. The motion was approved 4-0.

Community Development:

Layton hopes to have the quarterly Village Newsletter out by the end of next week. She asked if anyone had any items they would like put in. She has articles concerning the annual garage sale, cleanup day and the community garden.

Building Grounds and Lights:

Hedges reported that he has a webinar scheduled for February 27, 2014 for Sue Arter and Christine Nichols to look at new billing and accounting software. This system is currently being used by the Otter Lake Water Commission.

Minutes February 26, 2014

Old Business:

None.

New Business:

There was a discussion on residents in Glenarm that are behind on their natural gas bills. On several occasions, when a Village employee is in the process of disconnecting the service, the resident pays the employee directly. The Board advised that in the future all payments should be made to the Village office and employee’s making the disconnection will not take any payments.

Motion by Cronister to adjourn at 8:35 p.m.

Melissa Layton Rodney Molnar

Mayor Pro Tem Village Clerk