Village of Mapleton Board met June 13.
Village of Mapleton Board met June 13.
Here is the minutes provided by the Board:
Meeting to be recorded
I. Call to Order – at 6:55 pm by Mayor Carl Bishop
II. Pledge of Allegiance
III. Roll Call – Mayor Carl Bishop and Trustees Mike Beecham, Justin Egan, and Brad Rusterholz were present. Also present were Attorney William Connor and village clerk Carolyn Kelly. Trustees Mark Brining, Alice Dailey, Liz Rench and treasurer Rhonda Hodges were absent. Quorum is present with the mayor voting.
IV. Addressing the Board
A. Ron Harms – Ordinance Changes – Mr. Harms asked if carports were allowed under village code. Zoning Chair will share the ordinances with Mr. Harms.
B. Stan Bersin – Water Report – Average water loss for 2016 was 9.4%. Water loss started to increase in June 2016. By January 2017 the monthly loss was 11.3% and May 2017 loss percentage was 26%. The leaks must be located and repaired. The proposed rate schedule increase was calculated with allowance for a 12% loss. The rates would need to change if the water loss continues. The village will need to hire a leak detection service or invest in the purchase of its own leak detection equipment. Water committee is to update the mayor with progress on reducing this loss.
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 May 09, 2017 – recording to be kept
B. Minutes from Streets and Alleys Committee Meeting May 25, 2017
C. Treasurer’s Report
D. Correspondence and Bills-June 2017
Motion to accept items A, B, C, D by Egan; seconded by Beecham. “Yes” votes from Beecham, Egan, Rusterholz, and Bishop. Motion carries.
VI. Old Business
A. Vacating Road (Attorney) – Mr. Connor found a supporting document while reviewing material from the previous village attorney. He will report on this during the next regular board meeting. The road does not have its own parcel number. The village will continue to work on a solution with the industries using the US Route 24 access.
B. Ordinance 2017-0613-01 – Water Service Changes (Mark) - $50 turn-on fee agreed during April board meeting– “Yes” votes from Beecham, Egan, Rusterholz, and Bishop. Motion carries.
C. Approval of purchase of culvert pipes (Liz) – To be discussed on next regular board meeting.
D. Ordinance 2017-0613-02 Annexation of 9226 S Mapleton Rd – (Attorney) – The attorney has a new signed petition for annexation. The owners had approached the board earlier in 2014, but the filing was defective. Motion to accept this annexation from Rusterholz; seconded by Egan. “Yes” votes from Beecham, Egan, Rusterholz, and Bishop. Motion carries.
E. Ordinance 2017-0613-03 – Change of number of trustees on committee – moved to the next regular board meeting.
F. Water Rate Changes – (Finance/Water) – Mr. Bersin had understood that there was to be a finance committee meeting to discuss the rate recommendations from the May board meeting. The T-L rates are effective June 1, so the village will be receiving a larger water bill in July. Waiting for the July board meeting will be quite late to vote for a change and allow time to notify the public. Rate change will be discussed at a future special board meeting. Residents will be notified by a newsletter inserted in the July bill. Waterworks must absorb the new water supplier cost for July.
VII. Committee Reports
A. Streets and Alleys – Liz Rench No information
B. Health and Water – Mark Brining No report from Beecham. Stan Bersin commented on water testing for copper. Notice was supplied to the residents in the June bill but it was to have been issued earlier. IEPA issued a violation due to the noncompliance, and notices will now need to be sent every three months. Copper levels are only an issue at homes with copper plumbing. There is a protocol to be followed by the households that are collecting a sample. Bersin is advising the village regarding IEPA issues. The village was notified by IEPA in September 2016 to submit a treatment plan within 6 months (by March 2017). This is still not done and a violation was issued. IEPA suggested treatment is to dose orthophosphates. Water department is to determine the amount needed and to include this in the treatment plan. Bersin distributed a dosage chart. The village is responsible for water quality issues arising due to homeowner plumbing. Rusterholz asked if the village could find a new water source. Planning for a supplier change could take years. Bersin requested a copy of the violation letter and he will be contacting IEPA. Failure to submit a request for an operating permit was the third violation.
C. Zoning – Justin Egan – Letters have been sent to two homeowners regarding abatement of code violations. Code enforcement is still working on abatement issues for 8707 W First St.
D. Finance – Alice Dailey
E. Liquor – Carl Bishop – Annual license fee has been received from the Mini-Mart. The village is considering the addition of another Class “A” license, requiring a future ordinance. The village will need to specify video gaming requirements. Matter to be addressed at the July board meeting.
VIII. Mayor’s Report – Mayor Bishop said that the village has lost two board members and has appointed a new one. For future elections It will need to be determined which seat Mr. Harms is taking.
IX. New Business
A. Ordinance 2017-0613-04 Prevailing Wage Agreement - (Attorney) – Required by the State of Illinois. Motion to accept by Beecham; seconded by Egan. “Yes” votes from Beecham, Egan, Rusterholz, and Harms. Motion carries.
B. 2017-2018 Budget Appropriations – (Alice) – William Connor distributed budget prepared by finance. He had prepared a cover appropriation ordinance to go with the budget. Clerk had questions about budgeted salary and notations about splitting some expenses with water. Budget will be considered at a future meeting. Budget is to be adopted the first quarter of the new fiscal year. Mayor inquired why he did not get to review this earlier in the month.
C. Bank Names Changes – (Alice) – Our account requires 2 signatures for withdrawals. Mayor inquired if committees could somehow have easier access to funds. Consideration can be given to credit cards. On July agenda will be discussion of setting up a credit account for use by each chairman.
D. Purchase Orders – (Alice) – Purchase Orders came up in the last Streets and Alleys committee meeting. Trustees present thought that this would be a good way to track expenses, and will work with treasurer to see if this can be implemented.
E. Water Operator Contract Extension – (Mayor) – Current contract states that rate of pay is $10 per hour for hours worked over 20 hours. Fred Rench proposes that this be increased to $12 per hour for hours above 20. Current contract has Mr. Rench paying money to the village for days that he is absent for vacation. Current contract is still valid but was signed during the previous mayor’s term. Water supervisor and mayor will review contract changes and negotiate a new contract. Rench will be on vacation from June 24 to July 2. Will Monks will be fulfilling water duties while Rench is on vacation. The village will investigate options for a certified back- up operator for coverage if its water operator is absent. Water Operator position requires its own contract and is different than other village employees. Egan motioned to extend current contract for 45 days and waive the reimbursement for days absent. Rusterholz seconded. “Yes” votes from Beecham, Egan, Harms, and Rusterholz. Motion carried.
F. Reappointment of Board Members – (Mayor) – Resignations of two board members (Mark Brining and Liz Rench) were accepted before this meeting. Mayor Carl Bishop named Ronnie Harms as an appointed trustee, to fill a vacancy in one of the four-year seats. Motion to accept this appointment by Rusterholz; seconded by Egan. “Yes” votes from Beecham, Egan, Rusterholz, and Bishop. Motion carried. Mr. Harms was sworn in by the village clerk.
Mayor Bishop named Ron Harms as Streets and Alleys Chair. Mike Beecham and Brad Rusterholz are associates. Mike Beecham is Water Chair. Justin Egan and Ronnie Harms are water associates. Zoning/Code will have Brad Rusterholz as Chair; associates are Egan and Harms. Egan will serve as the new Finance Chair; Beecham is the associate with Mayor Bishop as an advisor. New appointments will occur at a future board meeting. Bonding will be reviewed and the bank signature card will need to be updated.
G. Working within Committee – (Mayor) – Worked out in item F.
H. 2nd Time in 2 weeks violating the rules of the board – Water Department Issue (Mayor) – No longer an issue.
I. Nepotism – (Alice) – Dailey was not present to speak about this.
J. Becoming the Clerk They won’t Want to Replace – Clerk Seminar Registration Costs (Clerk) – Total cost to attend seminar in Champaign is $391.92 ; $211 will be out of pocket for seminar fee and hotel. Clerk is to be reimbursed for mileage and travel time. Out of pocket expenses should be reimbursed by the village as quickly as possible. There is a MCI conference in October that is more expensive. Mayor Bishop decided that it would serve the village better if the clerk could attend the fall conference.
K. Itinerant Merchants -- (Mayor) – Earlier in June a fireworks vendor had asked for a permit to set up a stand at Route 24 and Wheeler Road. He said that he had negotiated with the Mini-Mart for setup, but the owner of the Mini-Mart reported that he had no knowledge of this arrangement. Trustees discussed need for proof of insurance and permit fee amount ($100), and sales tax number. The fireworks vendor was invited to speak at this meeting, but he did not return the call. Since this no longer seems that we need to have this passed for this summer, the ordinance will be set aside for further research and have in place for next year.
L. Complaints – (Alice) – Dailey was not present.
M. Water Hauling Bill – Matheson – (Mark) Atherton Enterprises sent a letter to the village requesting payment for stand-by time to cover Matheson’s water needs during repair. Matheson received its own (separate) bill from Atherton Enterprises. This hauler was hired by Matheson, not by the village. Unmetered non-potable water was supplied by the village. The water to the plant has been shut off in the past, and the village had borne no cost in those instances. The village will need to contact Matheson plant manager to arrive at a solution. The industries do not have a commercial application and apply for water with the same form as the residents. Beecham suggested formatting a new application with terms for industry to address their supply needs and to protect village interests.
N. Moppet Park – (Alice) – Park District has interest in deeding Moppet Park to the village. No amenities or playground equipment are currently on that lot. The park district has been maintaining the grassy lot. The Mayor views this park as abandoned. The attorney stated that park property is subject to zoning/codes of the village. Questions – was this park donated or is it under a trust? The terms of the donation will need to be researched. Village administration will ask for more details.
O. Fireproof Safe – (Alice) – Previous board members had been trying to obtain one as donated or low cost. Village administration will look for contacts.
P. Village Hall Rental Fee Exception – (Mayor) – Mayor Bishop said that he had received complaints from tax-paying residents that they had to pay rental fees to use the hall for after funeral gatherings for Mapleton residents. He said that there had never been a fee for this type of use in the past. He said this was not respectful for people that were part of the community. Egan suggested requesting a refundable deposit only for local funeral gatherings and waive the rental fee. Public input from Fred Rench and Debbie Bishop disagreed with even asking for the deposit. Both thought clean-up was sufficient. Clerk said that these terms could just be written on the rental form, noting that the responsible party will be charged if the hall is not left in its pre-rental condition. Beecham and Rusterholz requested to review the current application and terms. The proposed changes will be on the July regular board meeting.
Q. Truck – (Mayor) – The recently acquired truck is not wanted. Previous board and committee meetings discussed the purchase of an all-purpose four-wheeler for the village. A person has expressed interest in purchasing this truck. Once the budget is determined Streets and Alleys could see if funds can be made available for purchase of this type of vehicle. Attorney said that we need to have an ordinance declaring the vehicle as surplus property and the method of sale. Motion to proceed with drafting of surplus ordinance regarding the dump truck by Egan; seconded by Rusterholz. “Yes” votes from Beecham, Egan, Harms, and Rusterholz. Vehicle and mower purchase are items that should be considered during the July meeting agenda.
X. Additional Business (if any) – Credit Card – (Alice) – Dailey was not present, but there was discussion about this earlier in this meeting. Board members and the mayor also had general discussion about budget changes. Egan suggested adding an ordinance, such as Bartonville has, stating that the ordinance officer can step on homeowner’s property to deliver a warning or ticket. Rusterholz has observed open container drinking at the gas station. Fred Rench and Ron Harms stated that an engineer working for Peoria County Highway estimated that culvert repair may be in the middle of July.
XI. Announcements – Clerk requests Friday, June 16th afternoon off. Current finance chair said this was acceptable and hours could be made up on other days.
XII. Adjourn Open Session – Motion to adjourn by Egan; seconded by Rusterholz. Meeting ended at 10:03 pm.