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Minutes

CRAINVILLE VILLAGE BOARD

Board Meeting

Tuesday July 9, 2019

 

Crainville Village Board met in a regular session on Tuesday July 9, 2019 at 6:30 p.m.   Roll call as follows:

 

         Mike Harbin                   Nay                          Sam Jones                      Yea

         Julie Aue                        Yea                           John Oetjen                    Yea

         Martin Bruyns Jr.           Yea                           Jim Rains                       Nay

         Ron Mitchell                  Yea                           Tena Steinacher             Yea

         Brad Olson                     Yea                          Jaci Chapman                 Yea

 

A quorum was present:

 

Minutes:

 

Minutes from the June 11, 2019 regular Board Meeting were presented.  There were no corrections.

 

Motion 1: Oetjen made the motion and Bruyns seconded the motion to approve the June 11, 2019 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 $20,000 from the Illinois Fund.

  

Motion 2:  Aue made the motion and Jones seconded the motion to approve bringing $20,000 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. There was a correction under the Rend Lake Bill. The Bill from Rend Lake that is taken out of the Water Fund should be for $6,344.35 instead of $7,643.85.

 

Motion 3:  Oetjen made the motion and Aue seconded the motion to pay the July bills as corrected. All present voted yea and the President declared the motion carried.

 

Visitor Participation  

 

No visitors were present to bring any other issues before the Board.

 

John Crawford Report: 

 

East Grand Improvements

 

Crawford said that work on East Grand Improvements Road Project is on schedule.

The Village received a grant from S.I.M.P.O. to help pay for the East Grand Improvements. The grant stipulations require that the Village pay 20% of the cost of the project and the state pays 80% of the cost. The State of Illinois sent the Village a bill for the first stage of the East Grand improvements. The first installment is $24,169.61.

 

Crawford presented his resident engineering fees of $19,922.76, for the East Grand Project. The money for the engineering fees will come out of the Village’s Motor Fuel Tax. IDOT will reimburse the Village 80% of the resident inspection fee. Crawford and Associates will send the letter to IDOT requesting this reimbursement.

 

Steinacher requested that the Village bring down $20,000 from the Illinois Fund to the Motor Fuel Fund to cover the resident inspection fees.

 

Motion 4: Jones made the motion and Bruyns seconded the motion to pay John Crawford and Associates $19,922.76 for resident inspection fees for work on East Grand, money to come out of the Motor Fuel Tax; with the understanding that IDOT will reimburse the Village 80% of the $19,922.76. All present voted yea and the President declared the motion carried.

 

Motion 5: Jones made the motion and Aue seconded the motion to approve bringing $20,000 from the Illinois Fund into the Motor Fuel Fund. All present voted yea and the President declared the motion carried.

 

Motion 6: Oetjen made the motion and Aue seconded the motion to pay the State of Illinois $24,169.61 for work completed on East Grand. All present voted yea and the President declared the motion carried.

 

Holcomb Engineering presented a bill to the Village for $1,031.00 for testing the concrete for the East Grand Project.

 

Motion 7: Oetjen made the motion and Jones seconded the motion to pay Holcomb Engineering $1,031.00 for testing concrete for the East Grand Project. All present voted yea and the President declared the motion carried.

 

Drainage Issues on Plaza Drive/Marilyn Drive

 

Crawford told the Board that there are several drainage issues on Plaza Drive. One problem is in front of the Asian Bistro and another one is in front of Smoot Auto Sales. Crawford would like the Village to consider removing the concrete in front of these businesses and putting in inlets and pipes to help drain the water. The cost would be approximately $10,500.

 

Marilyn Drive has been experiencing drainage issues. In the past, several residents that live in this area have attended Board Meeting complaining about the lack of drainage in the area and the flooding that occurs in their yards as a result of the water not properly draining off the road. To Correct this issue Crawford recommends that the Village take out the old road pavement and put in new pavement and at least one inlet. The cost would be approximately $60,000.

 

Miscellaneous 

 

Crawford told the Board that he has applied for a grant with S.I.M.P.O. to put sidewalks in from the Crainville Baptist Church to the old railroad. The cost would be approximately $113,000. The Village would be responsible for 20% of the project and the Federal Government would be responsible for 80% of the cost.

 

Donna Drive

 

Donna Drive is in need of repair. The cost of excavating and rocking 150 feet of Donna Drive would be $79,164.62 if E.T. Simons does all of the work. If the Village does the prep work on the road E.T.Simons would charge the Village $28,296.69 to asphalt the road. Oetjen told the Board that the Village would have to rent the equipment to do the excavating on the road, which would increase the cost to the Village. IDOT did give the Village $5,000 worth of rock that can be used on Donna Drive. However, Farrar told the Board that the Village will probably have to purchase more rock to complete the project. The other issue is the time that it will take for the Village workers to do the work on the road. If Village workers do the prep work on Donna Drive, other projects around the Village could be delayed. The Board decided to have Village workers do the prep work on Donna for an approximate cost of $35,000. (this would include the cost to rent equipment and for more rock for the road) The Board felt that the money the Village would save by doing the prep work was substantial. 

 

The Village Treasurer told the Board that in Motion 2 the Board approved bringing down from the Illinois Funds $22,000 for general expenses. The $22,000 will not be enough to cover the cost that will be needed to repair Donna Drive. She believes that the Board needs to bring down $44,000 instead of the original $22,000.

 

Motion 8: Jones made the motion and Oetjen seconded the motion to revise Motion 2 the amount of money that the Village needs to bring down from the Illinois Fund to the General Fund will be $44,000 instead of $22,000.  All present voted yea and the President declared the motion carried.

 

 Motion 9: Oetjen made the motion and Aue seconded the motion to have Village Workers prepare Donna Drive for E.T. Simon to asphalt the road; for a cost to the Village of approximately $35,00. All present voted yea and the President declared the motion carried.

 

The Board decided to wait until is work is completed on East Grand and Donna Drive before committing to doing work on Marilyn and Plaza Drive. The Board will look at the budget when these projects are completed and make a recommendation at that time. 

 

 

Department Heads

   

Water Report: (Pam Borders)

 

  1. There are 758 water customers
  2. 564 garbage customers.
  3. 2 Building Permits
  4. 1 new customer
  5. 4 disconnects
  6. Room Rental 4 days for a total of $200.00

 

 

Water Appeals

 

No water appeals

 

Street/Water-Sewer Report (Ryan Farrar)

 

  1. Ryan Farrar reported that the Street/Water Department put in 1 new water service.
  2. Farrar told the Board that his Department continues to do the mowing around the Village.
  3. The new water main on Grand has been installed. The Water Department had to turn off the water to the Village on July 3 from 9:00 a.m. to approximately 12:00 p.m. There were many complaints from water customers regarding the water shut-off. Farrar told the Board that the contractor decided on the date of the shut-off and the Village negotiated on the time that the turn-off would occur. (initially the contractor wanted the shut-off to occur at 7:30 a.m.). The Water Office sent out text and e-mails to all water customers that have signed up for this service. The turn-off was also posted on the web page, Facebook, local TV stations, and radio stations. The contractor did not inform the Village early enough to get letters out to all residents informing them of the shut-off.
  4. Farrar would like to asphalt in front of the Foundry on Landing Drive. Mitchell will check to see if this is possible when E.T. Simons does the asphalt work on Donna Drive.

 

Mitchell has tried to talk to the Principle of Carterville High School regarding names of students that might be interested in doing part-time work for the Street/Water Department. Mitchell has called the Principal twice and no one has gotten back to him. Mitchell will put an ad in the Carterville paper for summer help.

 

Police Report

 

Chief Rogers presented his written report. He also told the Board that David Lindley has passed his 2-week full-time police officer course. He is now a certified full-time police officer.

 

Old Business

 

Donna Drive

 

See under John Crawford Report.

 

New Business

 

Gentry Letter

 

Mitchell read a letter from Ashton Gentry thanking the Village for awarding her the James B. Childress Scholarship.

 

Executive Session

 

Motion 10: Jones made the motion and Aue seconded the motion to go into Executive Session at 7:45 p.m. for personnel issues and review of Executive Session Minutes. All present voted yea and the President declared the motion carried.

 

The Board came out of Executive Session at 8:00 p.m.

 

Release of Executive Session Minutes

 

Motion 11: Jones made the motion and Oetjen seconded the motion to release all of the Executive Session Minutes from January, March, April and June; February release all but the second paragraph. All present voted yea and the President declared the motion carried.

 

Motion 12: Jones made the motion and Bruyns seconded the motion to increase David Lindley’s hourly wage to $16.50 an hour. All present voted yea and the President declared the motion carried.

 

Mitchell thanked all Board Members and Staff that attended the naming of the Route 13 overpass to the Veterans Memorial Overpass on July 3, 2019.

 

Motion 13: Aue made the motion and Jones seconded the motion to pay for the refreshments for the Veteran Overpass reception held at the Village Hall.  All present voted yea and the President declared the motion carried.

 

Adjournment

 

Motion 14: Jones made the motion and Oetjen seconded the motion to adjourn the July 9, 2019 Board Meeting at 8:10 p.m. All present voted yea and the President declared the motion carried.

 

 

                                                                                 Respectfully Submitted                                

                                                                                 Jacquelyn Chapman, Village Clerk