Peoria Standard

Village of Mapleton Finance Committee met April 4.

Here is the minutes provided by the Committee:

1. Roll Call:

a. Mike Beecham, Mark Brining, Brad Rusterholz, Harvey Stidham also attending: Mayor Carl Bishop and Clerk, Pat Briggs; Treasurer, Kelley Brandenburg; Absent: Liz Rench and Alice Dailey

2. Pledge of Allegiance

3. Call To Order by Mike Beecham at 5:02 pm

4. Budget

a. Mike Beecham explained that the new Fiscal Year Budget starts on May 1, 2018 and we are looking at projects and costs. We can even be looking out to projects for the next fiscal year.

a. Projects

a. Water – Harvey Stidham

Harvey stated he had received an estimate for replacing the 2” main on Astle Lane. There is 4” across the road that is brand new. The Water Engineer says the old 2” is leaking and should be replaced and run under the road. He passed out a bid from Walker Excavating for putting in new service lines to connect to the 4” line. It is about 45’ for each of the five houses. He said they will leave the 2” in after it is capped off. The bid is for $14,700 for five houses. Mark Brining asked if the meter pits will be left on the current side of the road and was told yes.

Hydrant at the Water tower is bid at $8105. He stated that Walker will give us $1000 for using a re-salvaged hydrant that is there. $7105 total or close to it since the bid was from last year.

Service contract from Corrpro. Mark has a new one for the cathodic protection replacement which is $13,000. Mark doesn’t believe we’ll get to replacing the cathodic and painting the tower this year. With the hydrant, road, and water project on Astle Lane it will probably have to wait until next year. They won’t do the cathodic without painting. Mark said Stan will put it out for bid for painting. The cathodic protection is starting to fail and will need to be done within two years.

Harvey had a bid from J. W. Lawn Care to create a road and move and set the cement blocks from the village hall to the water tower for $3200 so we can put the rock, sand, concrete and cold patch at the tower behind the fence.

Mark stated that he feels the year is pretty full and there won’t be any budget left for other projects.

Mike suggested we could do the road at the tower and the project on Astle Lane on this year’s budget since there is $50,000 left in the Water Budget. We are over on general maintenance and repairs but there is money in the rest of the water budget.

Kelley reminded the board that they should budget for what they expect to do, not for everything they would like to do.

Mike asked that the projects be put on the Agenda for next week so we can get started immediately so it comes off of this year’s budget.

Harvey will call Walker and JD and get that scheduled. The mayor stated that the painting and cathodic protection would be at least $40,000 and to put in $50,000 for the budget and we should be ok. If we don’t spend it, it goes into savings and then it would have to be voted on to release that money for emergency repairs.

b. Streets & Alley – Mark Brining

Mark said he had been waiting for a bid from a tree service but never got a call back. Buskirk had given him a bid of $26,000 to clear the trees on First Street. Mark explained that by removing the trees, the road would get sunshine in the winter and would thaw out instead of staying frozen. He asked if MFT funds could be used and then increase Streets & Alleys budget as there is a lot of patching that needs to be done. Mark asked that the budget amount be bumped from $19,000 to $22,000.

There is a 12’ easement, which means there won’t be that many trees to remove. We would have to ask the residents for an easement to take the trees down if we want to go beyond that.

Mark explained that he just wanted a bit more so we don’t go over budget again. He also explained that using MFT we can only go in the easement. He didn’t feel that we were going to take $22,000 worth of trees, that it might be $8,000 and then we might have money for patching streets.

Harvey Stidham asked about opening it up by cutting every other tree down and making it a two-year project to get it accomplished. Mike suggested that there is enough money in the general fund to have Stan start it so it goes on this year’s budget. Stan will need to map out the easement. Kelley explained that everything has to be approved by the Illinois Department of Transportation and the engineer has to be involved. Mark was concerned that if we pay the engineer out of general fund this year, that there will be payment required by the Department of Transportation which would mean he was paid twice for the same work. He asked that we just start it with MFT funds to eliminate any problems.

In order to use MFT funds, we will need an ordinance to use the funds and submitted to IDOT. IDOT will have to approve anything we do. There is no need to repair the road if it is just going to deteriorate again because the trees aren’t going to be down.

It was suggested that we need to get Stan on the legwork and then when it comes time to do the roads we’ll have the budget. The Mayor said to have Julie mark it so we’re ready for the tree removal.

Kelley explained that the Village is already $12,000 into savings from the budget already. We should be as close to 0 as we can get. It was agreed to make it $15,000 and adjust it if needed. Kelley suggested changing the Budget and bringing a General Budget A and B to the board and let them make a decision at the meeting next week.

c. Zoning – estimates for tearing down the houses

i. Brad Rusterholz had two bids for tearing down several houses but Kelley and Mark reiterated that there isn’t any money in the budget for doing this. There was discussion about using savings to take care of these and the clerk was asked to put it on the Agenda for the 11th.

b. Miscellaneous

a. Mayor brought up that there was no training in the budget for the clerk. The treasurer stated there hadn’t been for several years. The Clerk explained that she felt she was learning a lot from the new Village Attorney and that she wasn’t going to be concerned about outside training this next year.

5. New Business

6. Adjourned at 7:12 pm

https://www.mapletonillinois.com/uploads/1/6/6/9/16699010/finance_committee_meeting_minutes__04_april_2018.pdf