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Minutes

 CRAINVILLE VILLAGE BOARD

Board Meeting

Tuesday April 28, 2020

 

Crainville Village Board met in a regular session on Tuesday April 28, 2020 at 6:30 p.m.   Roll call as follows:

 

         Mike Harbin                   Yea                           Sam Jones                      Yea

         Julie Aue                        Yea                           John Oetjen                    Yea

         Martin Bruyns Jr.           Yea                           Jim Rains                       Yea

         Ron Mitchell                  Yea                           Tena Steinacher             Nay

         Brad Olson                     Yea                          Jaci Chapman                 Yea

 

A quorum was present:

 

Due to the Covid 19 pandemic the Village Board Meeting was moved from April 14, 2020 to April 28, 2020. The State of Illinois issued a “Shelter in Place Order,” for April. In abidance with this order the meeting was not open to the public.

 

Minutes:

 

Minutes from the March 10, 2020 regular Board Meeting were presented.  There was one correction, in the paragraph that is under the treasurer’s report the sentence should read “The Motor Fuel Audit found several striping bills that were taken out of Motor Fuel Funds in 2012 and 2014 but did not have the proper paperwork submitted to the State.”  

 

Motion 1: Aue made the motion and Harbin seconded the motion to approve the March 10, 2020 Village Board Meeting Minutes as corrected.  All present voted yea and the President declared the motion carried.

 

Treasurer’s Report:

 

In the March Board Meeting there was a question regarding the accuracy of the amount of money that the Village was receiving from property taxes. Mitchell contacted the Treasurer’s Office and they assured him that the property tax revenue was correct.

 

Steinacher brought down $30,000 from the Illinois Fund to pay bills in April. She also brought down $13, 500.00 in March to pay for the lawn mower that the Village purchased.

  

Motion 2:  Jones made the motion and Rains seconded the motion to approve bringing $30,000 from the Illinois Funds to the Village of Crainville’s General Fund. All present voted yea and the President declared the motion carried.

 

Bills:

 

April bills were presented. The following bills were added UMB Bank for $8,000, and Walmart for $139.00. The UMB was the interest on the General Obligation Bond; money to come out of both the Water Fund and General Fund, the Walmart Bill will be taken out of the General Fund.

 

Motion 3:  Oetjen made the motion and Jones seconded the motion to pay the April bills as updated. All present voted yea and the President declared the motion carried.

 

Visitor Participation  

 

No Visitor Participation.

 

John Crawford Report (Rodney Potts reporting for John Crawford)

 

East Grand Improvements

 

John Crawford and Associates is the engineering firm that is in charge of the East Grand Road Improvement Project. The project was a federal grant that was awarded to the Village from SIMPO. According to the grant, SIMPO paid 80% of the project and the Village is responsible for 20% of the project. In the contract with SIMPO, the engineering costs for the project was $75,700. When reviewing the cost of the project, the Board discovered that the engineering cost for the road project went over the $75,700 by $51,357.88. When this overage was discovered, John Crawford submitted a request to SIMPO to cover the additional engineering costs. SIMPO then granted his request to pay the additional engineering cost that were encountered in the project. However, according to the initial contract with SIMPO, the Village will still be responsible for 20% of the additional $51,357.88 of the cost of the project. Since the Board never approved the additional costs encountered in the project, the Board questioned whether or not the Village should have to pay 20% of the $51,357.88 that the project went over the contract amount.  Rodney Potts (majority owner of John Crawford and Associates) explained to the Board that the reason that the engineering costs for the project went over was due to changing the project from asphalting the road to using concrete. The Board told Potts that the Village was told that there would be no additional cost to the Village by changing from asphalt to concrete. Potts told the Board that there was no additional charge for the roadwork, however, there are additional engineering cost for the switch. Potts told the Board that he acknowledged that there was a miscommunication between John Crawford & Associates and the Village regarding the cost of switching from asphalt to concrete. Potts proposed the following solution. The East Grand Project came in under what was appropriated in the contract. The Village was to pay $194,160.72 of the project, the project actually costs the Village $189,699.45. Crawford and Associates will credit the Village $4,461.27, which will cover part of the engineering cost from Holcomb Foundation Engineering that did the concrete testing on the road. The Board agreed to this solution, however, they asked that all contracts and bills from Crawford and Associates be given to Board members several days prior to the Board Meetings.  Potts asked the Village pass the following motions.

 

Motion 4: Oetjen made the motion and Harbin seconded the motion to approve the East Grand Road Improvement Project contract overage of $51,357.88.  All present voted yea and the President declared the motion carried.

 

Motion 5: Harbin made the motion and Rains seconded the motion to approve the Resident Inspection costs for the East Grand Road Improvement Project through September 20019 for $13,671.40; 80% reimbursed by IDOT. All present voted yea and the President declared the motion carried.

 

Motion 6: Rains made the motion and Harbin seconded the motion to approve the Construction Engineering costs for the East Grand Road Improvement Project for $16,821.70, and the Holcomb Foundation Engineering for $6,387.60; 80% to be reimbursed 80% by IDOT. All present voted yea and the President declared the motion carried.

 

Potts also talked to the Board about the Qualification Based Selection (QBS). This is a federal program that the Village could qualify for. This program is designed to select engineers for any federally funded construction grants.

 

Drainage Issues on Plaza Drive/Marilyn Drive

 

No new information on the drainage issues on Plaza Drive/Marilyn Drive.

 

Sewer from Guido Lift Station to Main Street

 

No new information on the sewer line from Guido lift station to Main Street.

 

Department Heads (Department Heads were not Present)

   

Water Report: (Pam Borders) written report

 

  1. There are 762 water customers
  2. 574 garbage customers.
  3. 2 Building Permits
  4. 4 new customers
  5. 1 disconnects
  6. Room Rental 5 days for a total of $275.00

 

Water Appeals

 

Robbie Church was out of town from February 1 through March 7, when he came back in town he discovered that his outside water faucet was running. He is requesting a credit for sewer since the water did not go through the sewer system. The Board agreed to give him a credit on the sewer cost that was above his average sewer use. The Board will charge him for the water that was used over his average water usage at the rate charged to the Village by Rend Lake,

 

Motion 7: Jones made the motion and Rains seconded the motion to give Robbie Church credit for  on the sewer cost that was above his average sewer use, and will charge him for the water that was used over his average water usage at the rate charged to the Village by Rend Lake. All present voted yea and the President declared the motion carried.

 

Ruth Ann Poteete discovered that she had a leaking toilet. She is not currently living at this residence and she would like her water bill to be adjusted. Since the water went through the sewer system the Board would not discount the sewer, but will charge her for the water that was used over her average water usage at the rate charged to the Village by Rend Lake.

 

Motion 8: Rains made the motion and Aue seconded the motion to charge Ruth Ann Poteete for the water that was used over her average usage at the rate charged to the Village by Rend Lake. All present voted yea and the President declared the motion carried.

 

Old Business

 

Bench Lights

 

Jones found a solar light from Solar Moon Light that might solve the problem of lack of lighting on Municipal Drive. If these lights provide the lighting that is needed in this area they could be put up by the benches on Municipal Drive. The lights would cost $495.00 apiece. The Board decided to purchase one light and see how well that light works before purchasing anymore.

 

Motion 9: Aue made the motion and Jones seconded the motion to purchase one solar light from Solar Moon Light for $495.00. All present voted yea and the President declared the motion carried.

 

New Business

 

Small Business Grants

 

The temporary closing of many business because of the Covid-19 virus has resulted in these businesses having to lay off workers and some business may not be able to recover from the losses encountered by having to close. The federal government has provided small business grants for $25,000 for those business that have been adversely impacted by these closures. Two businesses in the Village want to apply for these grants. The grant stipulates that if the business is granted the $25,000 and cannot adhere to the rules the Village would be liable for the $25,000. The Board decided not to approve these grants.

 

Mosquito Abatement

 

The Mosquito Abatement was tabled until the May Meeting.

 

Audit Contract

 

Motion 10: Jones made the motion and Harbin seconded the motion to approve the contract with Beussink, Hey, Roe & Stroder, L.L.C. to continue to do the Village audit for a cost between $8,500 and $10,500. All present voted yea and the President declared the motion carried.

 

Gun Club Membership

 

Motion 11: Harbin made the motion and Rains seconded the motion to continue the Village’s membership in the Carterville Gun Club. All present voted yea and the President declared the motion carried.

 

Executive Session

 

Motion 12: Rains made the motion and Harbin seconded the motion to go into Executive Session to discuss personnel issues at 8:30 p.m. All present voted yea and the President declared the motion carried.

 

 

Board returned from Executive Session at 9:00 p.m.

 

Motion 13:  Rains made the motion and Harbin seconded the motion to increase employee hourly wage, effective May 1, 2020.  Aue (Yea), Oetjen (Nay), Bruyns (Yea), Jones (Yea). The  President declared the motion carried.

 

Adjournment

 

Motion 10: Jones made the motion and Aue seconded the motion to adjourn the April 28, 2020 Board Meeting at 9:30 p.m. All present voted yea and the President declared the motion carried.

 

 

                                                                                 Respectfully Submitted                                

                                                                                 Jacquelyn Chapman, Village Clerk

                                                                               

                                                                               

                                                                               

                                                                               

 

 

                                                                               

                                                                               

                                                                              

 

 

                                                                                

 

 

                                                                               

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                

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