Coal Valley trustees consider water infrastructure project
The village of Coal Valley Board of Trustees met Jan. 18 to consider a water infrastructure project.
Here are the meeting's minutes, as provided by the board:
"The Board of Trustees, consisting of six (6) members, shall be elected to office for a four (4) year term, but at no time shall all members of the Board be elected at the same time. Three (3) members of the Board shall be elected at each biennial election, according to the method provided by statute. The Board shall be the legislative department of the Village government, and shall perform such duties and have such powers as may be delegated by statute to it."
VILLAGE OF COAL VALLEY MINUTES OF THE REGULAR VILLAGE BOARD MEETING WEDNESDAY JANUARY 18, 2017 AT 6:00 P.M. IN THE BOARD CHAMBERS OF VILLAGE HALL COAL VALLEY, ILLINOIS
1. Call to Order:
The regular meeting of the Village Board was called to order at 6:00 P.M. by Mayor Emil Maslanka.
2. Roll Call
Present: Emil Maslanka, Dick Stone, Dale Keppy, Mike Bartels, Dave Timmons, Bruce Crowe, Kathy Cornish. Absent: Establishment of a quorum.
3. Pledge of Allegiance
Staff present at the meeting: Annette Ernst–Village Administrator, Penny Woods–Assistant Village Administrator & Director of Finance, Deanna Hulliger-Village Clerk and Jack Chick- Police Chief.
4. Reading and Approval of Minutes
A motion was made by Bruce Crowe to approve the minutes of the Regular Board meeting held January 4, 2017. Mike Bartels offered a second to the motion, All ayes, motion carried.
5. Public Presentation/ Recognition and/or Public Comments
6. Reports from the President and Other Officers (on matters not otherwise appearing on the
A. President– Mayor Maslanka reminded the Board that an Employee Handbook was given to the Board back in December for review and comment. Please submit comments so we can get the Handbook consolidated and back on the agenda for our March meeting.
B. Trustees – The Board discussed if there would be a quorum for the February meetings. It
was decided that we will have a quorum for both February meetings.
C. Staff – Chief Chick informed the Board that the Police Department has been very busy for
the past 6 or 7 days.
The Chief picked up the portable radar/speed sign from Village of Hampton Police Department.
Ms. Ernst continues to work on Ordinances. There are two Ordinances for a first reading tonight and four Ordinances left and then we will have them completed.
Next Ms. Ernst updated the Board on the Jack and Jill property. Two milestones have been met. The owner was given 21 days to file a motion and that option expired 12/6/16. The owner also had 35 days to file an appeal and that option expired 12/20/16. Ms. Ernst has a meeting later on in the week and will hopefully have more answers at the next Board meeting.
Ms. Ernst is asking to have a Special Meeting on February 1st prior to the Regular Board Meeting. The meeting will be to discuss a TIF agreement with a developer along Route #6. Ms. Ernst would like to establish a procedure for going through this process and will have this Special Meeting added to the agenda for February 1st.
Ms. Ernst reported on projects that the Public Work personnel are working on. Public Works is cleaning up equipment, cleaning up the garage, changing oil in the generators, getting the trucks inspected and other maintenance items while the weather is inclement. Ms. Ernst thanked Mike Bartels for allowing the City of Rock Island to assist with pumping out the wash bay pit at the Municipal Garage. Shared services between municipalities are a good thing.
7. New Business
A. 1ST Reading of Ordinance for the General Policy to Administer the Timely Payment of Bills
The Village had authorized payment of bills, one time only, last year when there was not going to be a Board meeting. This will be a permanent Ordinance on file for any future occasions when a meeting is not held and the Village has bills to pay. The Trustees reviewed the Ordinance.
Dick Stone made a motion to waive the second reading and approve An Ordinance for the General Policy to Administer the Timely Payment of Bills. Mike Bartels issued a second to the motion. Roll Call: Ayes-Stone, Keppy, Bartels, Timmons, Crowe, Cornish. Ayes 6, motion carried.
B. 1st Reading Title VI – Police Regulations Ordinance
Dick Stone went through his items of concern and Chief Chick was able to elaborate on most issues and the others Chief Chick will check into. Revisions will be made and then Ordinances will be given to the Board prior to the next Board meeting. The Ordinance will be placed on the next meeting agenda for 2nd Reading and approval.
C. 1st Reading Title VII – Health and Sanitation Ordinance
The Trustees have reviewed the Ordinance and the Trustees have either emailed or talked to Ms. Ernst about revisions. The revised Ordinance will be provide to the Trustees prior to the next Board meeting. The Ordinance will be placed on the next meeting agenda for 2nd Reading and approval.
D. Discussion of the City of Moline’s work session to provide drinking water to the Village of Coal Valley.
Mayor Maslanka, Ms. Ernst and all of the Trustees were in attendance at Moline’s work session last night. J.D. Schulte and Tony Loete from the City of Moline are in the audience tonight if anyone has questions for them. Discussion was held at length. Mike Bartels gave a verbal breakdown to the Board of the revenues and expenditures that he had developed that would occur if we purchased water from the City of Moline. Discussion was held. Next Mayor Maslanka handed out to the Trustees an analysis of the City of Moline proposal to supply water to Coal Valley which Mayor Maslanka drafted himself and then the Mayor went through the figures included in his analysis. There was a large discrepancy with the ending balances on the two reports presented. The Trustees would like to have a written copy of the verbal proposal that Mike Bartels gave so a comparison can be done between the two sets of documents. Once the two documents are compared and adjusted to one accurate report it will be helpful in part on the decision of how to proceed with this issue. Talks continued at length again mainly focusing on what additional costs the Village will encompass if the Village of Coal Valley purchases water from the City of Moline. J.D. Schulte and Tony Loete from the City of Moline, Scott Kammerman from Missman and Village residents Brad Scott and Dennis English all spoke throughout the review and discussion of this issue to provide information and voice their concerns.
Mike Bartels made a motion to continue discussions with the City of Moline. Kathy Cornish gave a second to the motion.
Bruce Crowe would like a point person to continue discussions with the City of Moline. Dale Keppy suggests that Mayor Maslanka and Mike Bartels be the Village representatives for the meeting with Moline.
Kathy Cornish withdrew her second to the motion above. Mike Bartels withdrew his motion above.
Bruce Crowe made a motion to have the Village of Coal Valley continue negotiations with the City of Moline on Moline possibly providing drinking water to the Village of Coal Valley and that Mayor Maslanka and Trustee Mike Bartels be the representatives for Coal Valley. Dick Stone offered a second to the motion. Ayes 6, motion carried.
Dale Keppy is concerned that with possibly removing the Timber Ridge, Crestview and Forestview from the Water Project. Dale asked if we can hold off the spending the $40,000.00 that was approved at the last Board meeting as contracts might not need to be drafted.
Dale Keppy made a motion to table the $40,000.00 that the Board approved at the last meeting. Mayor Maslanka and the other Trustees explained that the motion was approved on January 4, 2017 to allow the additional spending of the $40,000.00 so there is nothing to table. Mayor Maslanka stated that we will talk more about this in discussion of the next agenda item for tonight. No second had been given to the motion so no further action needed at this time.
E. Consideration of Water Infrastructure Project contingent upon planning approval from
Mayor Maslanka reported on the trip to Springfield last week with Ms. Ernst and Morgan Mays and Scott Kammerman from Missman. The EPA is moving forward with the planning approval for the Water Infrastructure Project. The Mayor has listened to the concerns that others have with Timber Ridge, Forestview and Crestview that are included in the Project. The Mayor handed out some Project revision sheets to the Board that show new totals for the Water Infrastructure Project that excludes Timber Ridge, Forestview and Crestview Additions. Mayor Maslanka and the Board reviewed the details of the handout. The projected costs for the Infrastructure Project excluding those housing additions would be $4,304,550.00. Further discussion was held. The Mayor is looking for approval for the remaining projects presented for the Water Infrastructure Project. Discussion was held on cost savings with the new presentation. Mayor Maslanka reminded everyone of the 1.64% simple interest rate for the loan. The Mayor has the Village of Coal Valley’s best interest in mind for proceeding with this Water Infrastructure Project. Trustee Bartels also stated he is looking out for the best interest of the Village of Coal Valley as well. We are not under any type of time limit on most items within the project. Trustee Bartels said let’s look at things more closely before committing to such a large undertaking. Trustee Timmons let everyone know in talking with the residents in Crestview 15 out of 17 residents are in favor of being on Village water and in talking with the residents in Forestview most residents are also in favor of being on Village water. Trustee Keppy does not want to spend any further money until the Village reviews and works on some of the pending issues. Trustee Bartels informed Trustee Keppy that a motion to that affect or something similar can be made. Discussion was held.
Mike Bartels made a motion not to spend any more money on the Water Infrastructure Project until further discussions are held in depth. Dale Keppy gave a second to that motion. The other Trustees stated this cannot include the $40,000.00 that was approved at the last Board meeting. Discussion took place.
Dale Keppy removed his second to the motion above and Mike Bartels withdrew his motion above.
Mike Bartels made a motion that from today we do not spend any more money above the $40,000.00 that was approved previously and the Village not move forward on the Water Infrastructure Project until we have a better understanding of everything that is involved. This is not a race to the finish line. Dale Keppy gave a second to the motion. Roll Call: Ayes-Keppy, Bartels, Cornish. Nays-Stone, Timmons, Crowe. Mayor Maslanka voted with the Nays. Motion failed.
Discussion continued on the Water Infrastructure Project. The 1.64% interest rate will stay in effect until June 30, 2017. The Mayor was informed that interest rates will jump higher in 2018. Mayor Maslanka wants to move forward with the Project. Village resident Greg Mosely voiced his opinion on things and asks the Village Board to take a look at everything before making a rush decision. Mr. Mosely stated the Village should not be forced into anything by the Government. The Board needs to take the time to make the best decision for the Village of Coal Valley. Greg Mosely asked if the Village goes out for bids on the engineering for project or does the Village use the Village Engineer, Missman for projects as well? Do we go out for bids on this sort of thing? Mr. Mosely was told that no bids are needed. It was brought up what the Village of Coal Valley has been invoiced by Missman so far? Ms. Ernst responded that the Village has received an invoice for $122,000.00 from Missman. Further discussion was held.
Bruce Crowe made a motion to move forward with $4,304,550.00 to meet the objectives of the Water Infrastructure Project, this covers everything except items #6 and #7 which is the Timber Ridge and Forestview-Crestview additions. A second was given by Dick Stone. Roll Call: Ayes-Stone, Crowe. Nays-Keppy, Bartels, Cornish. Abstain Timmons. Motion failed.
F. Payment of Bills.
The bills submitted for payment were reviewed by the board. It was asked if there is money budgeted for the Larson Pump. Ms. Woods responded that the money is budgeted in the sewer fund.
A motion was made by Mike Bartels to pay the bills presented tonight for payment. Dave Timmons gave a second to the motion. Roll Call: Ayes-Stone, Keppy, Bartels, Timmons, Crowe, Cornish. Ayes 6, motion carried.
G. Executive Session to discuss personnel issue.
A motion was made by Dick Stone to enter an executive session to discuss a personnel issue. Kathy Cornish gave a second to the motion. Roll Call: Ayes-Stone, Keppy, Bartels, Timmons, Crowe, Cornish. Ayes 6, motion carried.
A motion was made by Dick Stone to reconvene the Regular Board meeting. Mike Bartels offered a second to the motion. Ayes 6, motion carried.
A motion was made by Dick Stone to adjourn tonight’s board meeting. A second was given by Dale Keppy. Ayes 6, motion carried. The meeting adjourned at 8:17 P.M.
Deanna Hulliger Village Clerk
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900 1st Street
Coal Valley, IL - 61240