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Village of Annawan Regular Board Meeting August 9, 2011
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Attendance Mayor Franks called the meeting to order with Rico, Smith, DeRycke, Fulton and Heitzler present. Also present at the meeting were Carolyn Miller, Doreen Miller, John Roegiers, and Mary Grant.
Previous Month’s Minutes DeRycke, seconded by Fulton, made a motion to approve the minutes of three previous meetings-July 12, regular meeting; July 12, executive session, and July 28th, special meeting after amending the minutes of the July 12th meeting to show that overtime hours will be paid to full-time employees in case of environmental or police emergencies. Motion carried.
Treasurer’s Report Discussion was held on the following bills: Tonya Wells FOIA Transcription Service (hired by police department) and Ameren IP (Fulton thinks we should be seeing more savings due to the geothermal system installed at Village Hall. Franks said that the average bill for the building is $225-$250 and that the Ameren bill paid monthly is for sewer, water, and administrative costs). DeRycke, seconded by Smith, made a motion to pay the monthly bills. Motion carried. The balance in the general fund on July 31, 2011, was $190,740.30.
Lights at the Baseball Field Fulton said that he thought the boom truck rental was too expensive. Franks said that for the expense of delivery and coming to get the boom after the job was finished and for the use of the equipment that the price charged was reasonable. Annawan High School will be charged for one day’s use so that will bring the cost down about $300. Heitzler said that the work done on the lights made a big, big difference.
Police Report Tim Wise gave the police report showing 4 citations and 6 warnings for the month. Also reported were 4 call outs and assistance to the Atkinson Fire Department, Annawan-Alba Fire Department and the IL State Police. The Village of Hooppole has asked the Annawan police to help with their code enforcement. Wise will draw up a contractual agreement and a fee of $50 per hour will be charged to Hooppole.
Stucco Repair Franks said the estimate for stucco repair to the building is $500. The cost is expensive because the small amount of material needed cannot be purchased a larger amount is required for purchase.
TIF Application from DeDecker’s Hardware DeDecker’s Hardware submitted a more detailed application showing what had been done to the exterior of the old library building after they purchased it. Discussion included whether or not the improvements made to the second floor should be considered. It was agreed that only the bills for roof repair would count because the other bills submitted were for indoor work and it has been the policy with TIF grants made so far that money is granted only for exterior work completed. Fulton suggested adding ½ of the roof expense to the exterior work done on the first floor. Heitzler, seconded by Fulton, made a motion to give a payment of $14,250 to them, 75% of that final figure. Motion carried.
Amendments to the 2011-2012 Budget Changes made from last month were: adding $12,500 miscellaneous income to administrative income to show the transfer from TIF for the backhoe loan payments made last year; $12, 300 subtracted from street expenses due to the backhoe loan being paid off with TIF monies; and $35,000 added to TIF 2 expenses in order to pay off the backhoe loan. The amended budget shows revenue of $701,006 and expenditures of $700,168 for the 2011-2012 fiscal year. DeRycke, seconded by Fulton, made a motion to adopt the amended budget. Motion carried.
Drainage Problem on Pleasant View Drive Fulton had been in contact with Attorney Bill Stewart to get a plat for Pleasant View Drive showing the easements. The plat received was not detailed enough. Franks suggested that Fulton go to Cambridge to get the final plant. Instead, Fulton said he will ask Stewart to go to the county office and get the recorded deed with any information about easements that are available. No other action was taken at the August meeting. It will be on the agenda for the September meeting.
Ice Machine at the Community Center It was noted that the ice machine discussed at last month’s meeting actually belongs to the Booster Club. It was put in the Community Center for them and for the convenience of anyone renting the C/C. Discussion at last month’s meeting was based on some board members thinking it was the Village’s ice machine. Fulton still thinks the Village has the right to ask for donations for ice used. He said there is maintenance (Franks cannot remember being charged by the Booster Club for maintenance) and there is electricity used. Fulton will put up a sign asking for donations the donations will go to the Village). Tables and chairs being taken in and out of the building were once again discussed. Smith questioned the price of new chairs. Franks said he thought about $80-$100 per chair. The locks will not be changed. Signs will be posted saying that the tables and chairs are not to go out of the building.
Update Employee Handbook A committee will be formed to finalize the wording needed after the new salaries and overtime hours discussed at last month’s meeting. Attorney Arthur Eggers will be contacted after the wording is decided because he was the attorney used when the handbook was adopted.
Enforcement of Obtaining Peddler’s Permits Carolyn Miller, on behalf of herself and other residents, asked board members what could be done to keep peddlers away from homes in Annawan. Doreen Miller questioned the process for them obtaining a peddler’s permit. According to the ordinance an application for the permit is to be made to the Chief of Police. There is a fee of $25 per day. The clerk said that she had only given out one permit since August of 2010 to Iowa Steaks. Doreen said that she even questioned that due to refrigeration issues that might affect the health of residents. After discussion it seems that most peddlers who come to resident’s doors have not obtained a permit or attempted to do so. Signs will be posted at the Village limits saying “Peddler Permit Ordinance Enforced”. Residents need to ask to see the permit and if there is no permit or if the peddler uses “force” to enter their home they need to call the Annawan Police at 935-6250 or the Henry County Sherriff’s Office at 937-3911 or dial 911. An article will be put in newspapers advising residents of this.
Natural Gas Permit The Village paid Ameren IP for a gas extension in September. Board members agreed that after installing geothermal heating and cooling they could see no reason for the gas extension. Ameren IP will be contacted for a refund ($6,300).
Project Delta Mary Grant of Grant Consulting was present at the meeting to show board members the extensive work she has compiled about the Village due to an email from a site selector project that was not a fit for Annawan. The email gave insight into what is needed to market our Industrial Site. The material will allow the mayor and board members to be ready with any itemized facts needed if and when a new company is thinking about locating in Annawan. The site selection material will be shared with various sources in the area and will benefit economic development in the future. Categories include: Overview of Community, Site information, Transportation available, Utilities available, County and State Taxes, Incentives, Community Contacts, and Community Demographics. Board members were impressed with the volume of statistics obtained by Grant. They thanked her for her presentation.
Ordinance 332, not 321 The number for the ordinance adding territory to the Enterprise Zone is numbered 332.
Water Leak Village employees are trying to correct a water leak under Route 6. A company will be contacted to do boring under the highway so that work can be completed.
Annawan’s Water Superintendent A letter was read from the Environmental Protection Agency concerning a field inspection that was made on July 21, 2011. The letter states that “The Annawan Public Water Supply is well maintained and operated by Mr. Mark Crosby”. The water supply is in general compliance with regulatory requirements. The board commends Mr. Crosby for a job well done!
Adjourn There being no further business DeRycke, seconded by Heitzler, made a motion to adjourn. Motion carried.
Julie DeSplinter Village Clerk
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