Chambana Sun

Village of Thomasboro Board of Trustees met April 1.

Here is the minutes provided by the board:

President Evans called the meeting to order at 7:00pm.

Roll Call

The Village Clerk called the roll, finding the following members physically present: Trustees Anthony Grilo, Kyle Henegar, Dustin Rhodes, Ronda Scott, Trent Sage, John Curry and President W. Tyler Evans.

Other Village officials present: Leon Albers, Treasurer; Mike Martinez, Chief of Police; Deanne Wattjes, Office Manager; Gary Rosenbeck, Public Works and Jasmyne Boyce, Village Clerk.

Pledge of Allegiance

Following roll call, the Pledge of Allegiance was recited.

Discussion and Approval of Meeting Minutes

Trustee Scott moved to approve the minutes of the regular meeting of March 4, 2019.Trustee Sage seconded the motion. Motion carried, all present voting “aye”.

Presentation of Bills

Following review and discussion of the monthly bills, Trustee Hennegar moved to approve the payment of the bills listed and the regular bills yet to be received. Trustee Grilo seconded the motion.

The Village Clerk called the roll:

YEAS: Scott, Rhodes, Grilo, Curry, Sage, Henegar – 6

NAYS: None – 0

Motion carried by roll call vote of 6 to 0.

Committee Reports

Police & Safety: Trustee Scott asked Chief Martinez to deliver the monthly activity report for the police department. Activity for March: Zero traffic citations, three moving violation warnings written, zero ordinance tickets written, Metcad total was 48 calls and 24 were Champaign County Sheriff’s Office calls to respond. Training with Ofc. Henderson should be complete in the upcoming weeks. Chief is working with Housing Authority regarding recommendations to changes in our ordinances.

Personnel: Trustee Sage had no report

Building Permit & Liquor License: Trustee Grilo stated that one permit was issued for installation of a replacement fence on Lincoln and Gary will check the property to ensure compliance. Demolition permit on garage at 603 Meyer was issued last month but a new build permit has not been requested at this time. Al Martin had a permit approved in October, but if it is a 6 month permit it needs to be renewed. Mayor Evans agreed to touch base with Mr. Martin to extend the permit and Deanne will pull original to verify expiration date.

Health, Sanitation & Public Relations: Trustee Curry inquired about follow up on ordinance clean up letters sent regarding large pick up items. Chief Martinez has made contact with individuals that have asked for extensions and have made efforts to begin clean up in response to ordinance violation letters received. Deanne contacted Republic for a couch on Bradley because the owner had not requested pick up. The contact for Republic has changed so we need to direct requests to new Director. Trustee Grilo will provide the contact information via email for the new General Manager now that Rich has left. At 208 Main St, there are a lot of tires present and could pose a potential mosquito hazard. Previously, this address has been cited for cars. Mayor Evans has noted that a dumpster has been ordered and clean up of the property is underway.

Waterworks & Sewer: Trustee Henegar meter pits were delivered, installation will begin soon on 10 that were approved. J.U.L.I.E. services will be required prior to installation.

Streets & Alleys: Trustee Grilo asked Gary for progress reports on paving patches. All of the coal mix has been used at this point. The road where the elevator is (Commercial) is in bad shape. Estimates have been received locks, gutters, painting, new seals on shop doors and replacements. It is $200 to re-key with a locksmith service.

Trustee Grilo recommends changes to electronic locks to avoid re-keying. Everyone can be assigned their own codes and codes can be disabled when turnover occurs.

Mayor Evans requested estimates be compiled for a special meeting to discuss and approve expenditures for property improvements. Approving the repairs on the truck are needed immediately due to condition. Burks Spring asked $1975.00. A special meeting has been proposed for April 8 at 6:00PM to discuss the estimates Gary acquired.

Mayor Evans says Church Street repairs were anticipated for the truck turn off in Spring 2019. When the alley and turn off meet, the street is in poor condition. Mr. Wolken agreed to allow use of patching equipment. We can also discuss how to proceed at the special meeting.

Civil Defense & Parks: Trustee Rhodes reported sirens testing will occur tomorrow and the park needs to dry up before any progress can be made on that property.

Old Business

Discuss proposal from Illinois American Water Company for operation and maintenance of Village water system

President Evans has discussed allowing Illinois American Water to continue to work to keep us in compliance and allow us to collect the data relative to alarms and breaks we encounter each month. Trustee Rhodes says this is a short term solution and to avoid contracting out. There is no shortage of options for operating under a local license but a need to find a willing party to complete the daily work itself. Candidates have shown interest, but Trustee Henegar recalled that the criteria appears to have changed because we do not require a Class B and that may have turned people off from applying as they did not possess a license when they applied. Criteria has not changed, previous applicants will be contacted to attempt to acquire local talent that can be trained under a local license vs. holding the certification personally to perform the daily duties. Gary has done an excellent job thus far but expressed that he is not interested in performing the daily water duties or acquiring his license in the future. Anticipated changes in legislation may force a change in the future of water services management, but at this point it is all hypothetical. We are currently fulfilling our requirements. Trustee Henegar questioned the salary and pay for the proposed positions. There has not been a formal wage advertised.

The previous superintendent earned $38,000 and that may vary based on qualifications and experience of new talent. It will be determined on a case by case basis.

Mayor Evans stated we are not prepared to begin contract with Illinois American Water because we are fulfilling our mandates with the EPA and we can take the time to make a decision about a hire to make forward progress. We can form an agreement and set expectations clearly regarding responsibilities that aren’t currently being asked of Public Works Staff.

Handheld Meter Reading Equipment Update

Trustee Grilo confirmed that we would attempt one update before phase out. Readers are working properly at this time.

New Business

Approve Auto Decal Installation

Chief Martinez stated his concern for safety when approaching homes and businesses in a vehicle that looks like a police vehicle when discussing public works concerns and ordinance communications. The vinyl or the magnets will not change the model of the vehicle. It is a police car and it will typically be used as an additional police vehicle. All of the maintenance and decals are within the police budget at $460 so no approval is needed.

Republic Services contract extension

Trustee Scott requested a quote for services to be initiated with PDC Area Waste Management. Mayor Evans states that opening up services to a bid process, regardless of the renewal option currently at a 3% increase may change the price point Republic has the Village locked into and recycling prices have changed. Trustee Grilo is fearful that recycling will no longer be included if we renegotiate. Mayor Evans says for the next 6 years, if we continue on the service with Republic, we have better value. There were concerns related to the landfill Area used was leaking into local water supply and issues with recycling fees that would potentially need to be assessed. Republic has been offering town clean up days at virtually no cost. Mayor Evans asked that Trustee Scott can initiate contact with a representative from Area to get information on services. We have passed the deadline to open an RFP for contract proposals for services to avoid lapse of service.

Discussion of Community Clean up Day – Saturday May 11 8:00am-10:00am for public use. Mayor Evans confirmed garage sales scheduled May 4 to coincide with clean up schedule. Trustee Grilo will confirm with Republic for Roll off dumpsters.

Approval of Resolution to Update Gifford State Bank Signature Card

Trustee Grilo made a motion to approve Resolution 2019-001, Trustee Henegar seconded the motion.

The Village Clerk called the roll:

YEAS: Henegar, Scott, Rhodes, Grilo, Sage, Curry – 6

NAYS: None – 0 

Motion carried by roll call vote of 6 to 0.

Approve FY 2020 Budget

Trustee Henegar made a motion to approve the Fiscal Year 2020 Budget as presented, Trustee Grilo seconded the motion.

The Village Clerk called the roll:

YEAS: Scott, Rhodes, Grilo, Sage, Curry, Henegar – 6

NAYS: None – 0 

Motion carried by roll call vote of 6 to 0.

Discussion of Vacant and Abandoned Property

Trustee Scott has asked to review ownership of vacant properties where utilities have been shut off. Mayor Evans confirmed most are abandoned or tax defaulted properties. Taxes have mostly been purchased but ownership transition takes 2-3 years in most situations. If properties are owned by a landlord but are not being occupied, that is the owner’s decision what to do with the property. There are duplexes on Pearl, homes on Clark and taxes have been purchased on a partially demolished property as well. There isn’t a lot we can do on vacant by choice properties, but we can stay on top of ordinance violations as is our duty.

Public Comment:

Gary Rosenbeck says there are 110 trees scheduled to come down and we should not be mowing more than twice per year. IL Prairie can come and speak in May about the property on the north edge of Church that may be impacted.

Mrs. Kirby questioned the status of the certified letter about a car on Clark Street. Chief Martinez stated he just received a receipt after issuing the violation more than 30 days ago. Mayor Evans has met with our attorney regarding expediting the process on violations and ordinances must be amended and be approved by the Board in regular session in the future. Our attorney will need to be present at the meeting to discuss changes in our ordinance enforcement.

There is furniture in the alley on N. Lincoln again. Kevin Babb will be contacted by Mayor Evans regarding the property status.

Treasurer’s Report

Mr. Albers has nothing additional to report.

EXECUTIVE SESSION – Motion to enter into Executive Session pursuant to 5 ILCS 120/2 (C)(1) for the purpose of evaluating the performance of one or more employees of the Village. Motion by Trustee Grilo, seconded by Trustee Curry. Motion carried, all present voting “aye”.

Reconvene in Open Session

Adjournment

There being no further business to come before the Board, Trustee Grilo moved to adjourn the meeting. Trustee Rhodes seconded the motion. Motion carried via voice vote, all present voting “aye”. The meeting was adjourned at 8:14PM.

http://thomasboro.us/wp-content/uploads/2019/05/4.1.19_Board-Meeting-Minutes1.pdf