Minutes

 

CRAINVILLE VILLAGE BOARD

Board Meeting

Tuesday July 11, 2017

 

Crainville Village Board met in a regular session on Tuesday July 11, 2017 at 6:30 p.m.   Roll call as follows:

 

         Mike Harbin                   Yea                           Sam Jones                      Yea

         Julie Aue                        Yea                           John Oetjen                    Yea

         Mark Dollins                  Yea                           Jim Rains                        Yea

         Ron Mitchell                  Yea                           Tena Steinacher              Yea

         Brad Olson                     Nay                          Jaci Chapman                 Yea

 

A quorum was present:

 

Minutes:

 

Minutes from the June 13, 2017 regular Board Meeting were presented. There were no corrections.

Motion 1: Harbin made the motion and Rains seconded the motion to approve the June 13, 2017 Village Board Meeting Minutes as presented. All present voted yea and the President declared the motion carried.

 

Treasurer’s Report:

 

Tena Steinacher presented the Treasurer’s Report.

 

Steinacher requested that the Board bring down $30,000 from the Illinois Fund.

Motion 2: Aue made the motion and Harbin 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:

July bills were presented.

 

Motion 3: Rains made the motion and Jones seconded the motion to pay the July bills. All present voted yea and the President declared the motion carried.

 

Visitor Participation

 

Angie Rains, representing Pete Homoya one of the business owners along Donna Drive asked the Board if they will repair Donna Drive. The road has deteriorated to the point that business owners are concerned that the road may have a negative impact upon their businesses. Mitchell explained that the road issues were due to all of the heavy equipment that used the road for the Route 13 expansion. Crawford has asked IDOT to fix the road, and he is waiting for an answer from them.

 

John Lewis distributed a pamphlet on his view of the history of the Wolf Creek Interchange.

 

Dan Finke told the Board that the American Legion Post 347 has adopted Wolf Creek Road from Old Route 13 to Marion Street.

John Crawford Report:

 

IDOT Utility Relocation-Update

 

IDOT Utility Relocation Project is complete. The Village needs to pay the retainage fee to Haier Construction for $10,000. John Crawford requested that the Village pay John Crawford and Associates the Resident Engineering fees that accrued from February 2016 through July 2017 of $9,114. According to the grant contract, IDOT will reimburse the Village $94% of the engineering and construction costs. Mitchell will sign the letter at Crawford’s office requesting the money from IDOT. Crawford also explained that there was another change order that reduced the total Route 13 Utility Relocation Contract by $5,500.

 

Motion 4: Oetjen made the motion and Rains seconded the motion to approve Change Order #5 that reduces the IDOT Utility Relocation Project by $5,500. All present voted yea and the President declared the motion carried.

 

Motion 5: Jones made the motion and Harbin seconded the motion to pay John Crawford and Associates Resident Engineering fees that have accrued from February 2016 through July 2017 from work on the Utility Relocation Project of $9,114.00; 94% to be reimbursed by IDOT. All present voted yea and the President declared the motion carried.

 

Motion 6: Aue made the motion and Jones seconded the motion to pay Haier Construction pay estimate #10 which is the final pay estimate, and includes the retainage amount of $10,000; IDOT will pay 94% of the final pay estimate. All present voted yea and the President declared the motion carried.

 

Louie Cecil presented a bid to John Crawford from E.T. Simons to pave Camlan Estates for $122,407.00.

 

East Grand Improvements

 

The Village is going to work with Carterville to do ditching and general repair work on East Grand Avenue. The Village’s share of the funding for the repair work will come out of Motor Fuel Tax, and Williamson County has agreed to do the ditching work which will reduce the cost of the project. IDOT has set up a contract number for Carterville and Crainville for the work on Grand.

 

In addition to the ditching and repair work on Grand Avenue, Crawford is also going to submit to SIMPO an application for a grant to resurface East Grand.

 

 

Department Heads

Water Report: (Pam Borders)

 

  1. There are 756 water customers
  2. 558 garbage customers.
  3. 1 Building Permits
  4. 7 new customers
  5. 5 disconnects
  6. Room Rental 5 days for a total of $275.00

 

 

Street/Water-Sewer Report (Ryan Farrar)

 

Ryan Farrar reported

  1. The tractor and bush hog have been purchased. The bush hog needs some repair work.
  2. Carterville is tapping into Crainville’s water main from Rend Lake at the old meter on Hurricane Road. A separate meter is being installed which will measure Carterville’s usage in the event of an emergency.
  3. Overpass is open.
  4. Lagoon turned over in late June.
  5. Board Members asked Farrar to mow and weed eat around the new walking and bike path.

 

Police Report

 

Chief Rogers told the Board that he has been short-handed, but Scott Bundy has been released and he will start working as apart-time officer.

 

Old Business

 

Boring Water Services

 

Mitchell explained that the Water Ordinance needs to be amended to include a boring fee. The fee would be charged when the Village has to bore under a road to connect a resident’s water line. Harbin said he would look at the Water Ordinance and write up an amendment for the Board to consider.

 

Fence-Northern Boundary

 

At the June Board Meeting the Board asked Mitchell to get an estimate on the cost to put up a vinyl fence on the northern boundary of the New Village Hall. The best cost estimate for a 6 foot high and 70 foot long vinyl fence is $2,750 for materials and installation. Mitchell said he will notify Arnie Saylor that the Village is planning on putting up a fence.

 

Motion 7: Oetjen made the motion and Harbin seconded the motion to put a vinyl fence on the northern boundary of the New Village Hall that is 6 feet high and 70 foot long for a cost of $2,750 that includes materials and installation. All present voted yea and the President declared the motion carried.

 

Air Compressor

The Village needs a portable air compressor that can be mounted on the back of one of the maintenance trucks. Farrar found one that was on sale for $899.00 from Northern Tool and Equipment. Martin Bruns did some research to see if he could get a better price on similar air compressor. He could not find a better price, however the sale is now expired and the cost will be $949.00. The Board thanked Mr. Bruns for his research work on costs for air compressors.

 

Motion 8: Oetjen made the motion and Dollins seconded the motion to purchase an air compressor from Northern Tool and Equipment for $949.00. All present voted yea and the President declared the motion carried.

New Business

 

Greater Egypt Membership

 

Motion 9: Oetjen made the motion and Aue seconded the motion to renew the Village’s membership in Greater Egypt Regional Planning & Development Commission for $125.00. All present voted yea and the President declared the motion carried.

 

Stop Signs-Marion/Main & New Service Road

 

There are several areas around the Village that have traffic issues that might justify additional traffic signs. The Board discussed making the following intersection four-way-stops: Marion/Main a four-way stop instead of a two-way-stop, putting up a three-way stop at Municipal and Main instead of a two-way-stop, and putting up a four-way-stop off of the Wolf Creek Overpass. The Board decided against making the intersection at Municipal and Main a four-way-stop because that area is too close to the exit off Route 13, and could cause additional traffic issues. Mitchell told the Board that, since IDOT has not turned the overpass over to the Village, the Village cannot put up any traffic signs without consulting with IDOT. Mitchell told the Board that he will contact IDOT regarding erecting traffic signs on the Wolf Creek Overpass. The Board also decided that they will put up a sign that says through traffic does not stop at Country Air and Samuel Road.

 

Motion 10: Jones made the motion and Rains seconded the motion to make Marion/Main a four-way-stop instead of a two/way stop. All present voted yea and the President declared the motion carried.

 

Credit Card Payments

 

Greg Geyman gave a presentation on behalf of First Mid-Illinois Bank & Trust and TSYS for credit, debit, and ACH payment processing. The Board asked Mr. Geyman to come back to the August Board Meeting. The credit card payment issue was tabled until the August Meeting.

 

Azavar Payment

 

Azavar is an audit company that the Village has a contract with that audits the Village’s tax revenue. Mitchell told the Board that Azavar found that Ameren owes the Village $45,000. According to the contract that the Village has with Azavar, Azavar will get $20,534.87 which is 45% of the $45,000.

 

Police Parking

 

Mitchell would like to restrict two parking slots around the Village Hall for police vehicles. The Board decided to designate two parking slots, one in front of the Village Hall and one on the side of the Village Hall for police vehicles only.

 

Tree at Barn

 

There is a tree at the Old Village Hall that has grown into the fence that separates the Old Village Hall and the property to the West of the property. The Village wants to repair the fence, but this tree needs to be removed before the fence can be repaired. Mitchell has a bid from a tree removal company for $600.00 to remove the tree. The Board decided to remove the tree, and asked Mitchell to go with the cheapest bid for removal, and to make sure that the company has insurance.

Water Penalty Appeals

 

No appeals

 

Executive Session

 

Motion 11: Harbin made the motion and Rains seconded the motion to go into Executive Session to discuss personnel issues and the release of Executive Board Minutes at 8:20 pm. All present voted yea and the President declared the motion carried.

 

The Board came out of Executive Session at 8:30 pm.

 

General

 

Motion 12: Harbin made the motion and Aue seconded the motion to release the Executive Board minutes from January 2017 through June 2017. All present voted yea and the President declared the motion carried.

 

 

Motion 13: Aue made the motion and Jones seconded the motion to purchase three first aid battle packs for the Village Police to put in their police cars for $135.00 plus shipping. All present voted yea and the President declared the motion carried.

 

Adjournment

 

Motion 14: Jones made the motion and Aue seconded the motion to adjourn the meeting at 8:50 pm. All present voted yea and the President declared the motion carried.

 

 

 

 

                                                                                 Respectfully Submitted                               

                                                                                 Jacquelyn Chapman, Village Clerk