Peoria Standard

The village of Mapleton Board of Trustees met Aug. 9 to receive a quote for storage tank maintenance.

Here is the meeting's agenda, as provided by the board:

Village of Mapleton

BOARD MEETING MINUTES

Mapleton Village Hall, 8524 Main St.

09 August 2016 at 6:30 p.m.

Meeting to be recorded

I. Call to Order at 6:31pm by Mayor Aaron Stone

II. Pledge of Allegiance

III. Roll Call

Aaron Stone, Justin Egan, Liz Rench, Sherry Boswell, Patti Monks, Mark Brining – Present. Alice

Dailey – Absent. Rhonda Hodges, Treasurer also absent. William Connor, Attorney and Carolyn

Kelly, Village Clerk also in attendance.

IV. Addressing the Board

A. Stan Bersin – He will still be with Greene and Bradford on a part time basis

after 8/31/2016, and available for Village consult. He also reported on first

quarters 2016 water monitoring report. Water losses (5.44%) are minimal

and considered within an acceptable range. Public usage dropped off after the

first quarter when a leak at Mapleton Post Office was identified and repaired.

Mark suggests placing a meter at the Fire Department to monitor water used

that currently is not metered and billed. This was considered in the past but

was cost prohibitive. Sherry inquired how neighboring villages handle fire department

water usage. More cost information to be presented at August board meeting. Water

losses this year are lower than compared to the previous year. Water loss report will

be considered quarterly.

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 July 12, 2016

B. Treasurer’s Report

C. Correspondence and Bills

Sherry Boswell motioned to accept these items. Mark Brining seconded. Egan, Boswell,

Monks, Rench, and Brining all vote Yes. Motion carries.

VI. Old Business

A. Water Project – Final Paperwork

Report from Stan Bersin. Copy presented of Walker Excavating Lien Waiver. Tax

Compliance paperwork completed for the State of Illinois. Still waiting for approval of

IEPA payment. This payment will need to be deposited in the Village Construction

account along with a transfer of Village funds to pay the balance. Advised to keep

this as an agenda item. If we need to pay interest it will come from Village reserves.

B. Ground Storage Tank Maintenance (Mark)

Mark got a quote from the tank installer to reseal inside of tank and exterior seams.

approximately $42,000. Bodine bid for cleaning inside of tank is $2734. Village will need

to rent a JLG lift for the work at a cost of $300 to $330 per day. There is also a daily

insurance cost to cover this towable lift. Mark suggests completing both maintenance

tasks at the same time. We need to review the department budget to see if funds are

available to cover project costs. Liz said Treasurer had stated at an earlier meeting that

we did have money to cover the proposed meter project. Tank cleaning has not been

done since it was installed in 2004. Rench motioned to approve tank cleaning project.

Monks seconded. No Vote. Contracted company will need to provide insurances and

Prevailing Wage information, also drug-free workplace agreement. Tank will need to be

disinfected after sealing and before going back in service. Stan said to make sure that

this expense should be included in one of the contractor’s bids. Justin Egan motioned to

table; Patti Monks seconded. More information is needed before we proceed.

C. Truck Purchase (Patti)

Patti requested Mark to report on suitability of the Hollis Park District truck. This vehicle

is a 1995 former Hollis Township plow truck with a dump bed and a salt spreader. It is

rusty and needs brake work. It is below fair condition with Kelley Blue Book value (fair

condition) $3439. Mark suggests that our offer should be below that value. Costs for

brake work is unknown until we would get this truck to an auto repair shop. We will

continue to look for a suitable truck.

D. TARP/Vacating Road

Attorney Connor does not have anything new to report on this. The industries were

still looking into contractors and possibly accessing county grant funds.

VII. Committee Reports

A. Streets and Alleys – Liz Rench – No Report.

B. Health and Water – Mark Brining – No Report. Still concerned about fence and gate at

the water tower.

C. Zoning – Justin Egan – Application for 50’ x 54’pole building at 9226 S Mapleton Road.

No objections from board members. Requested input on the hiring of an ordinance

officer. Attorney Connor’s office can be utilized to contact residents about

ordinance violations. Immediate needs can be met by contacting the County.

Many ordinance actions have a time frame for response so there is no need for

Immediate in-person action. Letters and certified mailings provide a court record.

The village made a diligent effort to contact property owners that had overgrown

properties. Justin inquired if there is no ordinance officer then who will testify for the

Village. Sherry Boswell volunteered since she is on the zoning board. Who is to

assume responsibility to monitor properties fairly and collect evidence of violations?

Several board members felt that previously ordinances were unfairly enforced. Mark

Brining stated that if there is an employee that the Zoning Committee should provide

direction and oversight. Justin Egan that we need to try to find a qualified individual if

the Board is in agreement.

D. Finance – Patti Monks – No Report.

E. Liquor – Aaron Stone – No Report.

VIII. Mayor’s Report – No Report.

IX. New Business

A. Audit Contract Fiscal Year Ending April, 30 2016

Contract for Eric Jones performing annual audit. Discussion of fees. Patti Monks

Motioned to retain Eric Jones as our Auditor for Village Finances Fiscal Year ending

April 30, 2016. Mark Brining seconded. Boswell, Egan, Rench, Monks, and Brining all

in agreement with “Yes” vote.

B. Oz Fest Traffic in Mapleton on August 13, 2016

Sherry attended the Hollis Park Board meeting. Peoria County has addressed traffic plan

inside and outside the park. Barricades to be placed on side streets. Justin inquired if

a special event permit was needed. It was brought out that the Village did not pass this

ordinance. Mark said building permits and the card in the file does not have an

expiration date. Village Ordinances state that building permits are valid for one year.

Expiration date to be written on permits and our permit form to be updated with date.

C. Lawns R Us Bush Hog Charge on Roadside Mowing

Liz Rench states that Lawns R Us charged us $90 hourly rate for bush hog mowing. The

roadsides are not being mowed properly and this company does not have the equip-

ment to get down into the ditches. Mayor Aaron Stone stated that trees on West First

Street are overgrown. Phil Calhoun is to cut brush on West First Street. Tree on Vicki

Lynn Drive also to be removed.

D. Village Hall Dumpster – Replace with Smaller

Liz inquired if dumpster could be traded out with two garbage totes since we do not

generate much waste. The dumpster is provided at no cost and there is a convenience

factor – no one has to move garbage to the street. It was decided to keep what we have.

E. Disposal of Old Door and Lock Cylinders

Liz said a village resident asked for the discarded door. A board member asked for

the lock cylinders. Attorney Connor said that we can declare items as surplus property

and disposed of as we wish.

X. Additional Business (if any)

Patti Monks proposes a Christmas Party at the Village Hall for the community. Mark

stated that the wiener roast was established last year and would like to continue this

regularly. Date for wiener roast is scheduled for October 15, 2016 5 pm at the Village

Hall. Money was collected from recycling the Village Hall gutters. Attorney Connor

Suggests posting that board members may be in attendance in compliance with the

Open Meetings Act.

Discussion about water payment due date. Currently bills state that payments are

to be received by 5pm on the 20th of each month. P Monks states that some people

are still at work at 5pm and might be paying later. Mark states there is a reason for

deadline; someone needs to pull payments at a reasonable time.

Mayor Aaron Stone reviewed the parking lot resurfacing and the door replacement.

No ADA complaints about our new parking lot. The new lot is scheduled to be inspected

in August.

XI. Announcements

XII. Adjourn Open Session - Liz Rench motioned to adjourn. Patti Monks seconded. Meeting

Adjourned at 8:06 pm

Prepared by Carolyn Kelly, Village Clerk

Accepted September 13, 2016