Sangamon Sun

Village of Pawnee Board of Trustees met Aug. 26.

Here is the minutes provided by the board:

Call to Order:

President Clarke called the meeting to order to 7:00pm.

Roll Call:

Village Clerk, Devona Martin called roll

Trustees in attendance: Todd Richeson, Cara Burnley, Patrick Murphy, David Skinner, Troy Squires 

Trustees Absent: Phillip Thompson 

Also in attendance: Treasurer Kelly Thein, Candy Kramer with the Pawnee Post, Chief Jan Bowsher, Deputy Chief Barclay Harris, Andy Lee, Scott Cameron Superintendent of Pawnee Schools, Scott Day with Pawnee Schools, Joe Greene with Greene and Bradford, Ed Maxey

Visitor's Recognition/Comments:

Joe Greene with Greene & Bradford appeared before the Board. He asked if Attorney Cravens had written up a contract with Dunn. He received a report from Dunn today. They recommend not using oil, but rather using cement. They are going to get more testing down from PSI in Springfield to see what mixture they recommend. They don't think the soils will support the load without adding cement. President Clarke asked if they come up with a new design and it's more money, do we go back to Ameren? Joe Greene believes we have received all that we are going to get from Ameren. He further advised we have written proposals not bids. This occurred before he came into the picture. Since we don't have a contract, they are not held to the numbers they originally bid. Trustee Skinner advised it is probably too late this year. Joe Greene agreed. President Clarke believes we should go ahead and have the testing done so we are up and running next year. They also included Monroe Street on their test. President Clarke also suggests waiting because we have repairs needed on Rutledge. Trustee Murphy asked when they would begin in the spring. Joe Greene advised if it is a wet spring like this year, we should wait until it is drier weather. He further advised we need to cut ditches out also. Trustee Burnley asked the timeframe. If they want cement, it will take at least 7days at a minimum. The lab in Indianapolis suggested there is lack of strength in the soil so they recommend cement. President Clarke advised Ameren wants to use 13th street again. We could tell them they can use it for half the cost upfront. Trustee Skinner asked about their guarantee. Joe Greene indicated he is not sure what their guarantee is. Trustee Murphy likes President Clarke's idea of asking Ameren. They've already paid $195,000. If we asked them for another $100,000, that would more than pay for the entire project. They are mixing it dry just to stabilize the soil. President Clarke suggested letting Dunn finish the testing, and then sign a contract with Dunn for next year. Joe Greene doesn't think we'll get $100,000 from Ameren. President Clarke said then they can go down Black Diamond. Consensus was to start at $100,000 and negotiate from there. Trustee Skinner advised that he thinks we should stay with what we asked for originally. Trustee Murphy also advised he believes we need to enforce the weight limit. Chief Bowsher believes our ordinance is 20,000 weight limit on all streets. Testing costs approximately $6,000. Joe advised the company saying we need cement sells asphalt. They believe our soil is too soft and they don't want to use the asphalt. Joe suggests at least a 2yr warranty on concrete or asphalt. Trustee Skinner thinks they will balk because of Ameren's potential use of the road. Joe Greene suggests looking at what Dunn recommends. The tests are state procedure. Let them finish their testing and see what they bid. 

Scott Cameron, the new Superintendent at Pawnee Schools, appeared before the Board to introduce himself. He is very happy with the SRO. He advised they have spent $80,000 on the new drainage and it didn't work out. On the NE side is a drainage tile. It is full of rock and dirt from washout of the road. He is requesting assistance from the Village to try to clean it out. It is a 10" culvert and it is packed. He also advised that on the west side of the school, the sewage tile by the parking lot has collapsed. Their engineer said they are designed for a 10yr rain event, but we are getting those 3-4 times a year. So they are asking if there is anything we can do to help them out. President Clarke suggested Andy Lee go take a look and see what we can do to help. Scott Cameron thanked the Village for helping. He further advised that they are working on the press box by replacing the plywood on the floors. He is planning to attend at least one village board meeting per month. 

Ed Maxey appeared before the Board. He wanted to talk about the senior citizen housing. President Clarke advised that they will eventually have a zoning meeting. We have asked them to get all their answers before together before the meeting. Mr. Maxey asked about this becoming Section 8. President Clarke advised there are 6-8 of those that are section 8. He also advised he should call some of the other municipalities. Mr. Maxey wants to make sure it is senior citizen. Trustee Richeson advised they have to comply for 15yrs and then 15yrs after that. So really they would not be able to make changes for at least 30yrs. He just wanted to make sure it was for seniors. Trustee Squires advised Tim Glenn installs all the garage doors and he advised they are maintained nicely. They will have a zoning meeting before or around Thanksgiving. We told them they need everything ready before they come up here. Trustee Burnley advised there are a minimum of 2 more meetings before we get there.

Clerk's Report:

Minutes of August 12, 2019 were presented for review and approval 

Motion made by Trustee Skinner to approve the minutes of August 12, 2019 as presented 

Second made by Trustee Murphy 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Personnel & Finance Committee Report: Committee Chair, Trustee Skinner

Trustee Skinner presented the bills payable for the week ending August 26, 2019 in the amount of $93,656.69 

Motion made by Trustee to Skinner to approve the bills payable in the amount of $93,656.69 for the week ending August 26, 2019 

Second made by Trustee Squires 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0) 

Treasurer Thein presented the Monthly Budget Comparison Report for the Month Ending July 2019. 

Motion made by Trustee Skinner to accept Treasurer Thein's Monthly Budget Comparison Report for the Month Ending July 2019 

Second made by Trustee Squires 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Treasurer Thein advised that the Lions Club is moving movie night from September 13, 2019 to September 14, 2019 and from October 11, 2019 to October 12, 2019. They would also like to have permission for October 27, 2019 for Trunk or Treat on the square. Consensus was to allow. 

Treasurer Thein advised they are planning a haunted house at the KC Hall on October 18, 25th and 31st

Gas and Water Committee Report: Committee Chair, Trustee Squires

Trustee Squires asked Scott Day how EZDA is going. He advised he is still having problems with the trucks battery. He is going to have the batteries tested at NAPA, 

Trustee Squires advised that 97 red letters were sent out on August 20, 2019. 

Trustee Squires advised that Petersburg Plumbing was supposed to start on the Washington street project this week. It was probably pushed back due to the rain. They called for Julie again because the prior expired. Everything is running smoothly.

Streets, Alley and Sidewalk Committee Report: Committee Chair, Trustee Murphy

Trustee Murphy advised there will be no oil and chip this year. This includes the 13th street project, 6th, 7th, Margaret and K. Layne which are all postponed. President Clarke advised that he and Treasurer Thein met with motor fuel people. At the last Board meeting, we talked about all streets salary billed to motor fuel and he advised that is too much paperwork. They did find out street lights can be paid out of motor fuel. She told us most towns submit their motor fuel in January or February. We've been submitting ours in June or July. Point forward, we will submit in January or February. They will have to fix K.Layne and Margaret. Since they've met with motor fuel, it should go smoothly. Consensus was to cancel the rock and chip and we will review the program for this year and estimate what we are using for street lights.

Police Committee Report: Committee Chair, President Clarke

Chief Bowsher presented her Monthly Police Report

Motion made by Trustee Murphy to approve Chief Bowsher's Monthly Police Report

Second made by Trustee Richeson

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes

Motion Carried: (5-0)

Sewers and Parks: Committee Chair, Trustee Thompson

none

Zoning Committee Report: Committee Chair, Trustee Burnley

Trustee Burnley advised she's had a few calls regarding a house on Michelle Drive. The dumpster is in their yard on a rocked pad. This is the Bietels. Chief Bowsher advised that as long as they mow their grass, they can have anything they want in their yard. There is nothing in the ordinances that says they can't have a dumpster. 

Trustee Burnley advised there is another property that has trees hanging over the daycare. This is Jane Rothe's house. Chief Bowsher will take a look at it. 

Trustee Burnley advised that the house next to the funeral home has the roof caving in. Chief Bowsher advised the house is owned by Cindy Richie and she lives in Springfield. She will reach out to her.

Trustee Burnley advised Jeff Jarret has been here a lot and she asked him about being on the zoning board. He has agreed. That would give them a full zoning board until September. Consensus was that everyone agrees. 

President Clarke advised he received a letter from Joe Perion at 810 Jefferson. Mr. Perion is requesting the Village trim the trees. Jeff Schober went and looked at it, but Treasurer Thein is not sure the outcome. 

President Clarke advised he is concerned about the safety of children and others that use our alleys due to people speeding down the alleys. He would like to look into removable speed bumps in the alleys near the school. Consensus was to install speed bumps in the alleys by the school. We will also need 10 speed bump signs. President Clarke will talk to Attorney Cravens.

Bargaining Committee: Committee Chair, President Clarke

No report

Energy: Committee Chair, Trustee Burnley

No report

Infrastructure: Committee Chair, Trustee Richeson

No report

Motion to Exit Regular Session: 8:15pm

Motion made by Trustee Skinner to exit regular session. Second made by Trustee Richeson 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Motion to Enter Executive Sesion: 8:16pm

Motion made by Trustee Murphy to enter executive session for personnel Second made by Trustee Skinner 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Motion to Exit Executive Session: 8:20pm

Motion made by Trustee Skinner to exit executive session Second made by Trustee Murphy 

Roll Call Vote Taken: Richeson-yes, Thompson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Motion to Re-enter Regular Session:

Motion made by Trustee Squires to re-enter regular session Second made by Trustee Richeson Roll 

Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0)

Unfinished Business:

None

New Business:

President Clarke advised the handicap swing are up at North Park.

Trustee Squires advised Gary is calling around checking to see if anyone wants the dumpster. Republic, per their company policy cannot even take it for free. Gary will continue to search. Trustee Burnley has one other place to check with. 

Trustee Burnely discussed Ordinance 19-18 - An Ordinance Amending the Village Code Title 4 Regarding Possession of Marijuana. This amends the code that no person under the age of 21 can possess marijuana. 

Motion made by Trustee Burnley to pass Ordinance 19-18 - An Ordinance Amending the Village Code Title 4 Regarding Possession of Marijuana amending the village code changing the age of 21yrs of age. 

Second made by Trustee Murphy 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0) 

Discussed the Intergovernmental Cooperation Agreement in the amount of $332.21. This pertains to animal control. Chief Bowsher advised that Facebook saves us a lot of money. 

Motion made by Trustee Murphy to accept An Intergovernmental Cooperation Agreement with Sangamon County Animal Control

 Second made by Trustee Richeson 

Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes 

Motion Carried: (5-0) 

President Clarke advised he met with the developer of the retirement community, their engineer and Barlow's attorney for an easement on Rutledge. Bert Barlow has a brother, Jason Barlow. Bart doesn't have a problem with it but he doesn't know how his brother will react as they are 50% owners. If the retirement community force feeds it and we gravity feed our cost is $137,900. If Barlow says no, we could force main it to Rutledge and east on Rutledge. We'll have to put manholes in. We will pay for a 30' easement. It would need to be 20' deep to go through the hill. We will need a 2' pipe for the gravity part and 6" force main. Trustee Squires thinks Jeff Schober has a right of way map. Retirement community is willing to pay Barlows 3x ground. 

Discussed Senior Citizen Retirement Community and the article in paper. 

Trustee Squires wanted to remind customers that it is their responsibility to update their banking information with the Village. It is not our responsibility.

Motion to Adjourn:

Motion made by Trustee Murphy to adjourn Second made by Trustee Richeson Roll Call Vote Taken: Richeson-yes, Burnley-yes, Murphy-yes, Skinner-yes, Squires-yes Motion Carried: (5-0)

Meeting adjourned at 8:33pm

http://www.pawneeil.net/uploads/2/4/2/7/24273585/august_26_2019_board_minutes.pdf