Village of Carbon Cliff Board of Trustees met June 18.
Here is the minutes provided by the board:
Village President Hintz called the meeting to order at 7:03 p.m.
Members President: Todd Cantrell, Keith Curry, Robert Dreher, LeeVon Harris, Alma Neels, Larry Scott
Members Absent: None
Others Present: Nick Gottwalt, Director of Community & Administrative Services; & Karen L. Hopkins, Village Clerk
Village President’s Agenda items discussed:
• The Board is ready to award the 2019 Street Repairs, Seal Coating and Storm Sewer Project to McClintock Trucking and Excavating (Colona, IL) in the amount of $175,228.25 for the base bid and the $65,648.00 for the alternate bid. This was discussed at the June 4, 2019 Board Meeting the Village did not have enough budgeted for the total project, decided not to award at the June 4, 2019 Board Meeting to allow time to find funding so the complete bid can be done at the same time. Village Clerk Karen Hopkins was able to work with Blackhawk Bank in Silvis to arrange a loan in the amount of $55,000.00 so the complete project can be done at the same time. The loan is at 3% interest, term of 1 year with 12 monthly payments, starting July 1, 2019 and mature on July 1, 2020. Cost of finance charges, etc. is under $1,000.00.
• Board was updated on the Aaron and Tina Dunn vs Village of Carbon Cliff lawsuit. A Village Maintenance Worker had in error mowed part of the Dunn’s property along North 1st Avenue, using the Village skid steer with the mower attachment.
• To account for the 2019 Street and Drainage Project the FY 2019 Budget needs amended in the following way. This is being approved tonight at the Board Meeting. Budget will be amended as follows:
o Add line item 14-00-3940, loan amount of $55,000.00 to Revenues – Corporate General Fund.
o Increasing line item 16-41-5140 (Maintenance / Service Streets) by $55,000.00 (making total for this line item $115,000.00).
o Adding line item 16-41-7100 (Principal Payment) $27,500.00
o Adding line item 16-41-7200 (Interest Expense on loan) $500.00
Motion 1: Motion by Scott to adopt Ordinance No. 2019-21, “An Ordinance Authorizing The Execution Of A Promissory Note – Commercial Loan With Blackhawk Bank & Trust For The Partial Financing Of The 2019 Street And Drainage Project In The Amount Of $55,000.00, At An Interest Rate Of 3.00%. Second by Dreher. Motion carried by the following roll call vote:
Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes 6-yes, 0-no, 0-absent.
Meetings / Conferences items discussed:
• D.O.C.A.S. Nick Gottwalt plans on attending the following conferences:
o 2019 Annual Conference for the Illinois Municipal Treasurer’s Association, June 23-25, 2019 at Grizzly Jacks Grand Bear Resort in North Utica, IL
o 2019 Illinois Municipal League (IML) Annual Conference, September 19-21, 2019 at Chicago Hilton in Chicago, IL total cost is $1,270.00.
o Upper Mississippi River Conference, October 23-24, 2019 at Stoney Creek Hotel and Conference Center, Moline, IL
Committee Meeting items discussed:
Public Properties Committee Meeting – Chairmen Larry Scott read the minutes of the June 10, 2019 meeting. Present were Larry Scott; Todd Cantrell; Robert Dreher; Village President Bill Hintz; D.O.C.A.S. Nick Gottwalt and Maintenance Operator Dan Clark.
• Public Properties Committee for their July Committee Meeting will take a Field Trip to look at the list of sidewalk repairs provided for the committee. (This is just for a game plan on repairing, no funds have been budgeted for the sidewalk repairs).
• Nick Gottwalt gave a brief update on the 2019 Street and Drainage and additional funding for the alternate bid.
• Nick Gottwalt also updated everyone on the repairs needed on concrete in Villa Pines Circle, works orders as almost completed.
• Discussed if Fishing Tournament should still be held or cancelled due to the conditions of past flooding at park.
• Discussed the cracks in the concrete slab inside the dug outs at the little diamond. Possible mud jacking. At Board Meeting it was discussed in more detail. Discussed removing the concrete slabs and just having gravel. Public Properties Committee will look at this during their field trip in July.
• At end of Ball Season Village Maintenance will building new dugouts for the Ball Diamonds at Park.
Public Safety Committee Meeting – Chairman Alma Neels read the minutes of the June 10, 2019 meeting. Present were Alma Neels; Larry Scott; Robert Dreher; Village President Bill Hintz; D.O.C.A.S. Nick Gottwalt and Maintenance Operator Dan Clark.
• No update from Sheriff’s Office on number of calls, etc. for May 2019.
• Discussed the Abatement of Chronic Nuisance Properties. Committee voted no for the Ordinance.
• Two residents in Merry Oaks and Cliff Heights called with concerns of the 30-m.p.h. speed limit in the residential neighborhoods. They feel it is too fast for kids walking and playing sometimes in the street. It was decided to leave the speed limits as is and put up Child Safety Signs in those areas.
• Under new business it was brought up about a culvert and drainage problem on Mansur Street. Nick will check into this. (This is not really a Public Safety issue).
Public Works Committee Meeting – Chairman Keith Curry read the minutes of the June 11, 2019 Meeting.
Present were Keith Curry; Leevon Harris; D.O.C.A.S. Nick Gottwalt; Village President Bill Hintz; Village Clerk / Budget Officer Karen Hopkins; and Maintenance Operator Dan Clark. Alma Neels was absent for this meeting.
• Discussed the charging for using a Debit or Credit Card at the Village to pay your utility bills. Debit cards can not be charged fee, they must be considered cash. For the full year of 2018 the Village collected over $161,000.00 in debit or credit card payments, over 500 of the entries were done online, and the charges the Village paid for accepting the credit card payment was just under $2,500.00. Roughly works out to be 1.53% of what was collected.
• Discussed the possibility that the Carl Stutsman Lodge is not being metered. They have their own well, but it is believed they are hooked to Village sewer and not being charged.
o Clerk Hopkins is in contact with Rock Island County Health Department, they have recorder of private or community wells in the county.
o Having Health Department look at the plans to make sure the service line for their well water is not going into one of the front buildings and then out to the Carl Stutsman Lodge.
o Everything will remain the same for now, until more information is available.
• New Business, Nick has received a quote from a company to perform an inspection and cleaning of the 100,000 gallon above ground water tower storage. The one he received is for $4,000.00 and the sludge from cleaning the tank will be dumped into one of the Village Sanitary Sewer manholes. There is one more bid due into Nick later this week.
Administration Committee Meeting – Chairman LeeVon Harris read the minutes of the June 11, 2019 meeting. Present were LeeVon Harris; Todd Cantrell; Keith Curry; Village President Bill Hintz; D.O.C.A.S. Nick Gottwalt; Maintenance Supervisor Dan Clark and Village Clerk / Budget Officer Karen Hopkins.
• Discussed proposed Ordinance on Abatement Of Chronic Nuisance Properties. Will be added to the Board Meeting agenda to vote on separately. Trustee have requested more info for this Ordinance:
o Does this affect Commercial rental properties?
o How many repetitive police calls have we had to the same rental addresses?
• Discussed the credit card fees, the total collected was more than the Committee expected, the cost was lower than committee expected and over 500 of the debit or credit card payment were made online. Committee decided to leave as is now they looked at all the facts, cost and benefits of leaving as is.
• Discussed cell phones, it is decided to keep one phone for maintenance and the maintenance worker that is on call that night will carry the phone, keep the two lines for the Sheriff’s Deputies. In the last week or two a new pricing the Clerk was waiting for came available for Public Safety lines, which will lower the bill and give unlimited usage. Committee did not know that the Sheriff’s Deputies took pictured of all the cars violating the snow ordinance and looks up the owner info for Nick to just write the MUNICES tickets. This saves hours of work for Nick.
• Discussed landline phone lines. Decided we could cut two more lines from our account. One being the old Maintenance Building and the other being the old Police line that was used by the Carbon Cliff Police Department and then when County started doing our policing it was forwarded to the dispatchers at Rock Island County Sheriff’s Office to answer.
• Discussed keeping the post office box for the Village.
o The cost of the box is only $72.00 annual (Annual Year for the box is November 1, thru October 31 of each year.)
o Would need to purchase a larger and locking rural box for the Village.
o Using the street address as our mailing address it would be the Village of Carbon Cliff 1001 Mansur Avenue, due to the fact on both side of the Village Hall are East Moline mailing addresses.
o Would need to change a lot of paperwork for change of address; Blackhawk Bank would need to print new signature cards for all the Village account and loan, with everyone signing them again.
o Some mail we only receive annually or every five years, etc.
o IL EPA alone has so many departments that would need our mailing address changed.
o With the $72.00 saving it would save and figuring the percentage of the Village’s total budget, this is like our home budget of $50,000.00 annual only saving $1.15 a year.
o The first year the new rural box would cost more than the rental at post office
o Not in best interest of the Village.
• Discussed the 2019 Street and Drainage Project funding for the additional bid alternative. Could amend the budget to use $20,000.00 of the Hotel Tax Fund, which can be used for infrastructure in the Village and then received a loan for $55,000.00 from Blackhawk Bank & Trust at 3% interest and repaid within one year to save on the interest paid for the loan.
Old Business items discussed:
• Nick Gottwalt gave an update on the air conditioning on the Sheriff’s side of the Village Hall. He authorized Northwest Mechanical to make a repair in the amount of $600.00 plus labor cost, to purchase and replace the motor on the heating and cooling unit on the North side of the building. This happened approximately one month after Northwest Mechanical did the Spring 2019 preventative maintenance.
Now, today, one week after the $600.00 fan was replaced, air conditioning unit is not working. Ask Northwest about the compressor, since the other two compressors where taken out by an apparent surge of electric. The repair person did not think it was the compressor. Waiting on repairperson to advise on repairs or what is bad this time.
• Trustee Alma Neels brought up the water heater at the Park Concession stand is still not heating water. Trustee Neels is also the Little League President that uses the concession stand, she believes they left the water heater plugged into electric when there was no water in the water heater tank.
Clerk Hopkins ask Trustee Neels where the water from the sink drain is going, she stated down the sewer main. The Village pays the water bill for the park for two quarter of the year, then for two quarter of the year the water is turned off. Since the sewer main is being used, flat rate sewer will also be added to the Park water bill and paid by the Village.
• Kale Heating and Air Conditioning actual invoice for the two new air conditioners came in $534.00 under the bid price.
New Business items discussed:
• Aaron Harlan, Disaster Program Manager with American Red Cross called D.O.C.A.S Nick Gottwalt and would like to use the Village Hall for the American Red Cross to set up about eight workers to help flooded residents of the Quad Cities with further processing their damage assessment paperwork, etc. Basically, most residents that will be coming to see Red Cross have appointments and already have their cases up, just needing to finish paperwork. They have requested to use the Village Hall from 8:30 a.m. to 5:30 p.m. on Wednesday June 19; Thursday June 20; and Friday June 21, 2019.
Motion 2: Motion by Curry to establish Consent Agenda, as follows:
5. Village President’s Agenda:
a. Award the 2019 Street Repairs, Seal Coating and Storm Sewer Project to the lowest responsible bidder. McClintock Trucking and Excavating, in the amount of $175,228.25 for the base bid and $65,648.00 for the alternate bid.
b. Amend the 2019 Budget by:
• Adding Line item 14-00-3940 (Loan) in the amount of $55,000.00 to Revenues – Corporate General Fund
• Increasing Line Item 16-41-5140 (Maintenance/Service Streets) by $55,000.00 (making total of ($115,000.00)
• Adding 16-41-7100 (Principal Payment) $27,500.00
• Adding 16-41-7200 (Interest Expense) $500.00
8. Committee Meetings:
c. Public Works Committee: (as amended at Meeting, for the info on the Agenda)
1. Approve quote from Midco Diving & Marine Services Inc. (home office in South Dakota) in the amount of $3,899.00; this includes prevailing wages, to perform a visual inspection and clean out the Village’s water tower located at the top of Valley View Drive.
9. Minutes / Reports / Public Notices:
a. Minutes of the Regular Board Meetings of the Carbon Cliff Board of Trustees for Tuesday, May 21, 2019 and Tuesday, June 4, 2019, as presented – approved / filed;
b. Monthly Clerk’s Report for May 2019, as presented – approved / filed;
c. Monthly Collector’s Report for May 2019, as presented – approved / filed;
d. Monthly Maintenance Comp Time Report for May 2019, as presented – approved / filed;
e. Monthly Treasurer’s Report for May 2019, as presented – approved / filed;
f. Minutes of the June 10, 2019, Public Properties Committee Meeting, as presented – approved / filed;
g. Minutes of the June 10, 2019, Public Safety Committee Meeting,as presented – approved / filed;
h. Minutes of the June 11, 2019, Public Works Committee Meeting, as presented – approved/filed;
i. Minutes of the June 11, 2019, Administration Committee Meeting, as presented – approved / filed;
and
j. I-EPA Notice of Application for Permit to Manage Waste (LPC-PA16), Dated May 30, 2019. Site Name:
Upper Rock Island County Landfill – 17201 20th Avenue North, East Moline, Illinois. IEPA ID#1618100014 – Description of Project: Application providing an assessment monitoring report for wells G140 and G141 in accordance with Condition VI.25 of Permit Modification No. 144. – Placed on view for public comment.
12. Bills / Payroll / Transfers / Voided Checks:
Second by Cantrell. Motion carried by the following roll call vote: Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes
6-yes, 0-no, 0-absent.
Motion 3: Motion by Scott to approve the Consent Agenda as established:
5. a., c. Village President’s Agenda
8. c. 1. (as amended at Meeting) Committee Meetings
9. a., b., c., d., e., f., g., h., i., j. Minutes / Reports / Public Notes
12. a. Bills / Payroll / Transfers / Voided Checks
Second by Harris. Motion carried by the following roll call vote:
Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes
6-yes, 0-no, 0-absent.
Motion 4: Motion by Neels to adjourn. Second by Cantrell. Motion carried by the following roll call vote:
Cantrell-yes; Curry-yes; Dreher-yes; Harris-yes; Neels-yes; Scott-yes
6-yes, 0-no, 0-absent.
Meeting adjourned at 8:40 p.m.
https://www.carbon-cliff.com/documents/212/061819_BM_Minutes.pdf
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