Regular Board of Trustees Meeting
Village of Collins
Minutes
JUNE 9, 2009
COLLINS CITY HALL
6:30 PM
ATTENDANCE: JOHN HILL, SHAWNA HERD, SANDRA MUMFORD, CATHERINE CRAWFORD,
PAM MYERS-CITY CLERK, MARK WARSON-WATER AND SEWER, MEL GILBERT-CITY
ATTORNEY
EXCUSED: HAVEN VASSEY
GUESTS:
DON MUMFORD, MARY HILL, RANDY, BREANNA, AND RACHAEL NORDEN
1.
MINUTES, FINANCE REPORTS, AND ACCOUNTS PAYABLE –
2.
MUTUAL AID AGREEMENT WITH NEIGHBORING TOWNS - MEL STATED
A MOTION
WAS MADE BY SHAWNA, SECONDED BY KATE, TO APPROVE THE MINUTES, FINANCE
REPORTS AND ACCOUNTS PAYABLE AS PRESENTED, ALL IN FAVOR, MOTION CARRIED.
THIS WAS ACTUALLY AN "INTERGOVERNMENTAL AGREEMENT" RATHER THAN MUTUAL
AID WHICH INDICATES EMERGENCY SITUATIONS. THIS AGREEMENT DEALS WITH
INTERCHANGING OF EQUIPMENT. WE WILL ADDRESS THIS NEXT MONTH AFTER MARK
AND JOHN HOPKINS CAN PUT TOGETHER SOME INFO SO THE AGREEMENT CAN BE PUT
IN WRITING.
ALONG THESE LINES, JOHN STATED THAT, BY LAW, WE ARE REQUIRED TO HAVE A
BACK UP WATER OPERATOR AND SUGGESTED SENDING DALE HERD TO SCHOOL FOR
CERTIFICATION. THE VILLAGE HAS DNR VOUCHERS THAT CAN BE USED FOR PART
OF THE COST OF SCHOOL. A MOTION WAS MADE BY SANDRA, SECONDED BY KATE,
TO SEND DALE TO BE CERTIFIED IN DRINKING WATER DISTRIBUTION. THE
VILLAGE WILL PAY FOR THE SCHOOLING, DALE WILL PAY FOR HIS OWN
TRANSPORTATION. SHAWNA ABSTAINED, THREE IN FAVOR, MOTION CARRIED.
3.
REPAIR OR DEMOLISH OLD VILLAGE BUILDINGS - JOHN REPORTED
THAT TWO TREES HAD BEEN TAKEN DOWN LAST MONTH THAT WERE CAUSING DAMAGE
TO THE VILLAGE GARAGE. HE FURTHER STATED WE HAD BUILDINGS THAT EITHER
NEEDED REPAIRED OR TAKEN DOWN. ALSO THERE IS A LEAK IN CITY HALLS ROOF
THAT NEEDS TO BE ADDRESSED.
A MOTION WAS MADE BY SANDRA, SECONDED BY SHAWNA TO DEMOLISH THE PORTABLE
BUILDING NORTH OF THE WELL HOUSE AND THE OLD CONCESSION STAND AT THE
BALL DIAMOND. ALL IN FAVOR, MOTION CARRIED.
ANOTHER MOTION WAS MADE BY SHAWNA, SECONDED BY SANDRA, TO MAKE THE
NECESSARY REPAIRS TO THE CITY GARAGE, REPAIR FACIA BOARD, FIX THE LEAK
IN THE LEAN TO PORTION, ADD CHAIN LINK PANELS IN FRONT OF THE LEAN TO,
PAINT, AND REPLACE THE PVC PIPE FROM THE WELL HOUSE THAT PROTECTS THE
POWER SUPPLY TO THE GARAGE AT A COST OF UP TO $500.00 WITH THE WORK TO
BE DONE BY CITY PERSONNEL. ALL IN FAVOR, MOTION CARRIED.
A MOTION WAS MADE BY SANDRA, SECONDED BY SHAWNA TO REPAIR THE CITY HALL
ROOF AT A COST OF NO MORE THAN $500.00 WITH THE WORK TO BE DONE BY CITY
PERSONNEL. ALL IN FAVOR, MOTION CARRIED.
4.
OLD SCHOOL PLAYGROUND EQUIPMENT - JOHN IS CONCERNED ABOUT
CHILDREN PLAYING ON OLD PLAYGROUND EQUIPMENT THAT IS UN MAINTAINED. MEL
SUGGESTED THAT MONEY WE EARN FROM THE PIE FESTIVAL COULD BE USED TO
REPAIR THE PLAYGROUND. A MOTION WAS MADE BY SHAWNA, SECONDED BY SANDRA,
TO REPAIR OR REPLACE THE BALUSTERS, REMOVE THE BRIDGE AND TIRE CLIMB,
SCREW DOWN LOOSE BOARDS, VISUALLY INSPECT AND REPAIR ANY OTHER PROBLEM
AREAS AT A COST OF UP TO $500.00 IN MATERIALS WITH THE WORK TO BE DONE
BY CITY PERSONNEL. ALL IN FAVOR, MOTION CARRIED.
5.
OUTSIDE WATER SALES - JOHN SUGGESTED A FLAT FEE TO START FOR
EACH LOAD OF $25.00, THEN CHARGE THE NORMAL RATE FOR THE WATER THAT THEY
DRAW. HE ADVISED EVERYONE TO THINK ABOUT THIS AND DECIDE WHAT TO DO
NEXT MONTH. A MOTION WAS MADE BY SHAWNA, SECONDED BY KATE, TO TABLE THIS
UNTIL NEXT MEETING, ALL IN FAVOR, MOTION CARRIED.
6.
PREPAY PROPANE FOR 2009-2010 - A MOTION WAS MADE BY SHAWNA,
SECONDED BY SANDRA TO AUTHORIZE THE CHAIRMAN TO ENTER INTO AN AGREEMENT
WITH HIGGINS PROPANE TO PURCHASE 2000 GALLONS OF PRE PAY PROPANE AT
$1.20 PER GALLON, FOR TOTAL A COST OF $2,400.00. ALL IN FAVOR, MOTION
CARRIED.
7.
MEL'S REPORT - MEL REMINDED US ABOUT THE FACT SHEET WE NEED TO
DISTRIBUTE PRIOR TO THE NOVEMBER ELECTION WITH REGARD TO THE CAPITAL
IMPROVEMENTS TAX. IT NEEDS TO MENTION EVERYTHING IN AND EVERYTHING OUT
IN THE LAST FIVE YEARS. HE ALSO POINTED OUT THE IMPORTANCE OF GETTING
IT OUT NO SOONER THAN ABOUT 10 DAYS BEFORE THE ELECTION.
WITH REGARD TO THE RELEASE OF THE FINDINGS OF OUR PETITION AUDIT, MEL
MENTIONED THAT THE DECISION TO BUILD THE STORM SHELTER WAS A POLITICAL
ONE, HE ALSO POINTED OUT THAT IN THE LAST 31 DAYS THERE HAD BEEN 25
TORNADO WARNINGS. PAM ADDED THAT MORE AND MORE PEOPLE WERE USING THE
SHELTER ALL THE TIME. MEL WONDERED WHY WASN'T THE LEAD STORY THAT THERE
WAS NO MONEY MISSING.
HE FURTHER STATED THAT THE REPORT WAS VERBATIM
IN EVERY TOWN WITH A POPULATION OF LESS THAN 500 PEOPLE. THE SAME
ISSUES ARE SITED EVERY TIME.
8.
MARK'S REPORT - MARK'S MRI LAST MONTH INDICATED HE DOES NEED
SURGERY. IT IS SCHEDULED FOR JUNE 16. THE DOCTOR'S PROGNOSIS IS 90
DAYS UNTIL FULL RECOVERY. WE CAN CHECK WITH WAYNE KENNEY FOR INFO AFTER
THE SURGERY.
ROWDY, FROM WHEATLAND WANTS TO BORROW THE VILLAGE LAGOON BOAT.
STATED THE PONTOONS NEED TO BE REMOVED BEFORE MOVING IT.
MARK
JOHN WANTED IT ON RECORD THAT THE RUMORS ABOUT MARK GETTING FIRED ARE
NOT TRUE, THAT HE IS IN FACT, GETTING A HELPER. JOHN ALSO QUESTIONED
WHERE THE MAINTENANCE RECORDS FOR THE TRUCK ARE KEPT. MARK SAID ON THE
STICKER IN THE WINDSHIELD. HE FURTHER STATED THAT HE GETS THE TRUCK
SERVICED TWICE A YEAR. HE MENTIONED THE NEXT TIME THE TRUCK IS
SERVICED, TO CHECK THE CV JOINT BOOT.
JOHN WONDERED IF THERE IS A RECORD OF WHEN THE WATER LINES ARE FLUSHED.
MARK STATED THE RECORD IS ON THE LOG OF WATER PUMPED AT THE WELL HOUSE.
9.
PAM'S REPORT - PAM MENTIONED THAT CA SMITH HAD ASKED AGAIN ABOUT
THE POSSIBILITY OF GETTING A STREET LIGHT AT THE DRIVE GOING INTO THE
RESTAURANT AND THE BANK. THE BOARD ADVISED PAM TO GO AHEAD AND CHECK
WITH MODOT AND SEE IF THEY WOULD ALLOW ONE SINCE THE ROAD IN FRONT OF
SMITH'S WAS NO LONGER THE MAIN HIGHWAY.
THE STORM SHELTER NEEDS TO BE CLEANED ESPECIALLY NOW THAT MORE AND MORE
PEOPLE ARE USING IT DURING SEVERE WEATHER. PAM MENTIONED THAT ARDIS
WENDELTON SAID SHE WOULD DO BOTH CITY HALL AND THE STORM SHELTER AS
NEEDED FOR A TOTAL COST OF $40.00. A MOTION WAS MADE BY SHAWNA,
SECONDED BY KATE, TO HIRE ARDIS TO CLEAN BOTH FOR $40.00 AS NEEDED.
SANDRA AND JOHN ABSTAINED, TWO VOTED IN FAVOR, MOTION CARRIED.
WITH REGARD TO INFORMATIONAL STICKERS ON WATER BILLS, MEL NOTED THERE
SHOULD BE A MOTION GIVING THE CLERK PERMISSION TO USE STICKERS WHEN
NEEDED. A MOTION WAS MADE BY SHAWNA, SECONDED BY SANDRA, TO ALLOW
STICKERS ON WATER BILLS AT THE CLERK'S DISCRETION. ALL IN FAVOR, MOTION
CARRIED.
THERE HAVE BEEN SEVERAL PEOPLE IN THE LAST FEW WEEKS THAT HAVE
VOLUNTEERED THEIR TIME, ENERGY, AND MONEY TO HELP ACCOMPLISH THINGS IN
THE VILLAGE THAT NEED TO BE DONE. PAM SUGGESTED WE DESIGN A "VILLAGE
VOLUNTEER" T-SHIRT FOR ANY VOLUNTEERS TO WEAR WHILE THEY ARE WORKING ON
VILLAGE PROJECTS AND PERHAPS GETTING ALL VOLUNTEERS TOGETHER ONCE OR
TWICE A YEAR TO TAKE THEIR PICTURE AND POST IT IN THE NEWS PAPER.
THE
BOARD THOUGHT THIS WAS A GOOD IDEA TO HELP BUILD COMMUNITY SPIRIT. A
MOTION WAS MADE BY SHAWNA, SECONDED BY KATE, TO GIVE PAM PERMISSION TO
DESIGN AND ORDER T-SHIRTS, WHEREVER THE BEST PRICE CAN BE FOUND, FOR
ROGER INMAN, RANDY NORDEN, AND MARY HILL. ALL IN FAVOR, MOTION CARRIED.
PAM REPORTED THE SALES TAX THIS MONTH WAS $4,062.90.
PAM ALSO REPORTED WE HAD GOTTEN A
MONTH OF APRIL WHEN NO REPORT WAS
REGARDING THIS AND WAS ADVISED TO
ADD THAT WE HAD A CLEAN REPORT IN
PUBLIC THREAT.
LAGOON MONITORING VIOLATION FOR THE
SUBMITTED. PAM SPOKE WITH DNR
POST THE VIOLATION AROUND TOWN BUT TO
BOTH MARCH AND MAY AND THERE WAS NO
SEALED BIDS FOR STREET REPAIRS ARE DUE IN ON FRIDAY, JUNE 26.
WILL BE A SPECIAL MEETING AT 2PM TO OPEN AND CHOOSE.
10.
THERE
BOARD AND PUBLIC COMMENTS -
JOHN NOTED A LETTER WE RECEIVED
FROM MODOT ADVISING THAT TREES NEED TO BE TRIMMED IN ORDER TO SEE STREET
SIGNS AT A SAFE DISTANCE. ALSO THERE ARE SEVERAL LIMBS HANGING OVER
CITY PROPERTY THAT NEED TRIMMED AS WELL.
JOHN MENTIONED THE RESULTS OF THE AUDIT REPORT HAVE BEEN MADE PUBLIC.
MANY OF THE SUGGESTIONS MADE HAVE ALREADY BEEN IMPLEMENTED. HE FURTHER
ADVISED ALL TO REVIEW AND WE WILL BEGIN TO ADDRESS MORE NEXT MONTH. HE
NOTED THAT PAYING ONE PERSON BOTH SALARY AND HOURLY IS NOT RECOMMENDED
AND SUGGESTED THAT DALE CONTINUE TO MOW, WEED EAT, AND DO REPAIRS, ETC.
ON AN HOURLY BASIS AND WAYNE CONTINUE TO HANDLE MARK'S WATER/WASTEWATER
WORK FOR HIS CURRENT SALARY OF $450.00 A MONTH. THE BOARD AGREED.
SANDRA QUESTIONED THE VILLAGE ALLEYS AND NOTED THAT SOME ARE CLAIMED BY
CITIZENS. THE ALLEYS ARE UTILITY RIGHT OF WAYS, OWNED BY THE VILLAGE.
SHE FEELS WE SHOULD CLEAN THESE ALLEYS.
RANDY NOTED THAT WITHIN THREE MONTHS, MRWA WILL HAVE A RESPONSE NETWORK
WHERE THE VILLAGE CAN SECURE EMERGENCY EQUIPMENT THROUGH THEM AT NO
COST.
COLD CUTS AND VEGGIE TRAYS FOR THE MEETING WERE PROVIDED BY VOLUNTEER
MARY HILL.
A MOTION WAS MADE BY SHAWNA, SECONDED BY SANDRA, TO ADJOURN, ALL IN
FAVOR, MOTION CARRIED.
MINUTES TAKEN AND TYPED BY PAM MYERS, CITY CLERK.