March 9, 2016

Board Meeting Minutes

Minutes March 9, 2016

The regular meeting of the Village of Divernon Board of Trustees was held on Wednesday, March 9, 2016 at the Divernon Village Hall. Village President Randy Rhodes called the meeting to order at 6:30 p.m. After the Pledge of Allegiance was recited by all in attendance, Clerk Rod Molnar called roll: Randy Rhodes “Here”, Melissa Layton “Here”, Larry Baer “Here”, Dianne Brenning “Here”. Also in attendance were Police Chief Barclay Harris and Superintendent Jeremy Rhodes. Jim Copelin, Jamie Morgan and Derek Hedges were absent.

A motion was made by Layton and seconded by Baer to approve the minutes of February 10, 2016. The motion passed 4-0 with the Mayor voting.

Brenning presented the bills with a motion that they be approved. After Baer seconded the motion it was approved 4-0 with the Mayor voting.

Township Tax Collector Jann Belford was in attendance to request permission to use the Village Hall for tax collections on Tuesdays and Thursday between May 12 and June 13, 2016. The Board extended permission for as long as Jann is the Collector.

Supervisors Reports:

Public Works:

Superintendent Rhodes asked about changing the policy for yard waste collection to being only done on the first Monday of April, May, October and November. With the smaller crew the weekly pickup is putting a strain on resources. The Board will work on coming up with a new policy. The 2007 Ford pickup is at Bob Ridings. Repairs will be $2559.00 or Ridings is offering $6300.00 to trade it in. The Board would like to get it fixed. Baer asked about the Christmas lights still being up in the big tree in the park. He will check with Mike Bolash about having them removed.

Police:

Chief Harris reported that his officers have been busy with traffic control. He will begin working on getting a list of properties that need to be cleaned up.

Committee Reports:

Economic Development, Zoning, TIF, Building Permits:

At a previous meeting, Hedges distributed a draft of a proposed ordinance to in regards to beer gardens and sidewalk cafes. He is waiting on comments and suggestions from the Board. It will be voted on at the next meeting. Mayor Rhodes reported that there has been some movement on the foreclosure of the gas station properties.

Public Utilities, Water, Sewer and Gas:

Reggie Benton of Benton and Associates presented an engineering agreement with the Village for work to replace 480 feet of water main on South Street. The cost of the agreement will be $2500.00 with an additional fee of $500.00 for EPA permits. The permits would be good for two years and will be issued at the earliest in 60 to 90 days. J. Rhodes expects materials to cost around $11,200.00. Installation will be done by his crew. A motion was made by Layton to accept the terms of the agreement with Benton. After being seconded by Baer, the motion

Minutes March 9, 2016

carried 4-0 with the Mayor voting. Benton and J. Rhodes will look at the Village streets sometime in April to determine this year’s MFT project.

Finance, Personnel, Technology, GIS:

The Board received a proposal from Patton and Associates for the annual audit for the next two years and a cost of $7500 per year. A motion was made by Brenning and seconded by Baer to accept the proposal. The motion passed 4-0 with the Mayor voting. A motion was made by Brenning and seconded by Layton to approve ordinance number 2016-001, the annual Appropriation Ordinance. The motion carried 4-0 with the Mayor voting.

Public Safety, Police, Health and Safety:

Nothing to report.

Public Works, Streets, Alleys and Sidewalks:

A discussion was held concerning the annual sidewalk replacement program. Due to the cost of materials and labor, an increase is needed from the property owners to help offset the cost. This only covers a portion of the cost to replace the sidewalks. The charge has been $8.00 a running foot for many years. A motion was made by Brenning and seconded by Baer to increase the cost to $11.00 per running foot beginning on March 10, 2016. The motion carried 4-0 with the Mayor voting. Those that have already signed up for the program this year will be charged at the $8.00 rate.

Building Grounds and Lights, Parks, Recreation:

Layton reported that this year’s annual village wide garage sale will be held on May 7, 2016. The Board decided that this year’s annual clean-up day will be cancelled due to lack of funds for the project. The annual clean-up has become more and more costly each year. Layton will begin work on the next edition of the Village Newsletter.

Old Business:

None.

New Business:

A motion was made by Brenning and seconded by Baer to donate $50.00 to the Girls Scouts for the Easter egg hunt. It will be held on March 26, 2016. The motion carried 4-0 with the Mayor voting.

Motion by Layton to adjourn at 7:48 p.m.

Randy Rhodes Rodney Molnar

Village President Village Clerk