City of Virginia

Minutes of Regular Meeting

May 12th, 2014 7:30 pm

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called Petefish, Bell, Carson, Clark, Behrends and Cox all answered present.  The minutes of the previous meeting were presented.  Clark moved and Bell seconded that the minutes be approved as written.  Motion carried unanimously.  Mr. Velten gave the treasurers report with normal packet for full 12 months.  Expenses came in about what was projected at 92%.  City water sales are down but Regional water sales are above what was projected.  Bev Saylor is working on revamping QuickBooks per auditor’s request.  Mr. Velten also presented a transfer of funds: Municipal Retail Tax to Police Fund $9,500.00; Municipal Retail Tax to General Fund $13,000.00; Fire Protection Fund to Water Fund $153.19.  Cox moved and Petefish seconded that the transfer be approved.  Motion carried unanimously.  The monthly bills were presented.  Bell moved and Behrends seconded.  Motion carried unanimously.

 

Guests:  Janet Bell was present to voice concerns about the Cemetery.  She stated that it looked bad for Mother’s Day.  Randy said they were going to hire some part time help and that it would look better for Memorial Day.  Carolyn Defenbaugh inquired about when streets would be patched.  Steve Clark announced the Student of the Month for April to the counsel.  High School:  William Booker, Junior High:  Chloe Reynolds, Elementary: Xander Brown all for citizenship. 

 

Public Works (McClure):    Mowed at the park; Had problem at water plant; Rain hindered the street patching; Scoreboard put up at the park; City wide clean up this week starting on Sylvan and running East to West and then North to South, going to try to do both junk and brush at the same time. 

Police Chief (Osmer): Office handled 5 civil disturbance calls; 5 traffic arrests; 3 criminal arrests; 2 accidents and had 2.5 hours of court duty.  

Fire Chief (Reynolds):  Fire department handled mutual aid call to house in Chandlerville area.  They p          participated in Ag Day at the fairgrounds ASCS office for school kids K-8.  Conservation, State Police and Fire Department were present

Board Reports

Zoning (Finn):     1 permit for storage shed; sent out 16 letters for clean up and reminder to maintain yard and area between yard and pavement.  A reminder about city wide cleanup included. 

Park:  (Cox):      April 16th meeting they have all new nets for kids little league and summer league; old scoreboard down and new one up.  Little League bought pitch counter for little diamond at the park approximately $4,000.  Pool is being painted; Electric done in pool house; Waiting till after pool season to do concrete work, safety inspection completed.  Bought new grill for park; Bill Murphy and Bridget Krause to head Summer Daze as co-directors; $5,000 to oil and chip park area will be given by the park.   

Library (Clark):  Met April 15th Clean up before the BBQ; Librarian attending training at UIS and next meeting will be May 20th

Economic Development (Carson): Met on April 23rd City plan almost finished with final draft.  Next meeting should be ready to roll out here and at the website.  TO’s will be reopening 20th of May.  Need for housing discussed at meeting and seems to have a lack of housing and looking into potential areas to build and discuss with County Housing resources for suitable housing to move people into community.

Cemetery (Carson):     Meet May 13th, 2014 Treasurer has resigned.  Board looking for replacement and Mayor will make appointment when cemetery advises replacement.  Paul has been great to work with and the Mayor thanked him for his years of service.  They will appoint acting treasurer so business can continue as normal.

Attorney’s Report:  Nothing

Aldermanic Reports: 

Cox:  Nothing

Behrends:  3 way stop at North end of Job and Myrtle street possible?  Traffic flies down in that area.  Street Committee will check on other streets that might also need to have stop or yield signs.  Tom said north bound traffic was what they really needed maybe not a 3 way.  Polled counsel and all were in favor of stop sign for North bound traffic. This will be added to next month’s agenda for first reading.  Don Reynolds also mentioned possibility of small signs on square below stop sign so they know it’s a 3 way stop and not all way. 

Clark:   Nothing

Carson:  Dustin Fritche talked to Susan regarding composting, sent 6 grants and most of them don’t qualify.  Maybe looking for partnership that someone would be interested in helping. 

Bell:  Nothing

Petefish:  Nothing

Clerk’s Report:  Nothing

Mayor’s Comments:  Nothing

Unfinished Business:    2nd reading of appropriation ordinance was first on the agenda with no changes since first reading.  Cox moved and Clark seconded.  Motion passed unanimously.

A motion was made by Clark and seconded by Behrends to go into executive session.  Motion carried unanimously

Back in open session all present.  Budget for 14-15 was tabled until next month

With nothing further to discuss Clark made a motion to dismiss and Behrends seconded.  Meeting adjourned with all voting yes.  

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk

 
 

City of Virginia

Minutes of Regular Meeting

May 12th, 2014 7:30 pm

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called Petefish, Bell, Carson, Clark, Behrends and Cox all answered present.  The minutes of the previous meeting were presented.  Clark moved and Bell seconded that the minutes be approved as written.  Motion carried unanimously.  Mr. Velten gave the treasurers report with normal packet for full 12 months.  Expenses came in about what was projected at 92%.  City water sales are down but Regional water sales are above what was projected.  Bev Saylor is working on revamping QuickBooks per auditor’s request.  Mr. Velten also presented a transfer of funds: Municipal Retail Tax to Police Fund $9,500.00; Municipal Retail Tax to General Fund $13,000.00; Fire Protection Fund to Water Fund $153.19.  Cox moved and Petefish seconded that the transfer be approved.  Motion carried unanimously.  The monthly bills were presented.  Bell moved and Behrends seconded.  Motion carried unanimously.

 

Guests:  Janet Bell was present to voice concerns about the Cemetery.  She stated that it looked bad for Mother’s Day.  Randy said they were going to hire some part time help and that it would look better for Memorial Day.  Carolyn Defenbaugh inquired about when streets would be patched.  Steve Clark announced the Student of the Month for April to the counsel.  High School:  William Booker, Junior High:  Chloe Reynolds, Elementary: Xander Brown all for citizenship. 

 

Public Works (McClure):    Mowed at the park; Had problem at water plant; Rain hindered the street patching; Scoreboard put up at the park; City wide clean up this week starting on Sylvan and running East to West and then North to South, going to try to do both junk and brush at the same time. 

Police Chief (Osmer): Office handled 5 civil disturbance calls; 5 traffic arrests; 3 criminal arrests; 2 accidents and had 2.5 hours of court duty.  

Fire Chief (Reynolds):  Fire department handled mutual aid call to house in Chandlerville area.  They p          participated in Ag Day at the fairgrounds ASCS office for school kids K-8.  Conservation, State Police and Fire Department were present

Board Reports

Zoning (Finn):     1 permit for storage shed; sent out 16 letters for clean up and reminder to maintain yard and area between yard and pavement.  A reminder about city wide cleanup included. 

Park:  (Cox):      April 16th meeting they have all new nets for kids little league and summer league; old scoreboard down and new one up.  Little League bought pitch counter for little diamond at the park approximately $4,000.  Pool is being painted; Electric done in pool house; Waiting till after pool season to do concrete work, safety inspection completed.  Bought new grill for park; Bill Murphy and Bridget Krause to head Summer Daze as co-directors; $5,000 to oil and chip park area will be given by the park.   

Library (Clark):  Met April 15th Clean up before the BBQ; Librarian attending training at UIS and next meeting will be May 20th

Economic Development (Carson): Met on April 23rd City plan almost finished with final draft.  Next meeting should be ready to roll out here and at the website.  TO’s will be reopening 20th of May.  Need for housing discussed at meeting and seems to have a lack of housing and looking into potential areas to build and discuss with County Housing resources for suitable housing to move people into community.

Cemetery (Carson):     Meet May 13th, 2014 Treasurer has resigned.  Board looking for replacement and Mayor will make appointment when cemetery advises replacement.  Paul has been great to work with and the Mayor thanked him for his years of service.  They will appoint acting treasurer so business can continue as normal.

Attorney’s Report:  Nothing

Aldermanic Reports: 

Cox:  Nothing

Behrends:  3 way stop at North end of Job and Myrtle street possible?  Traffic flies down in that area.  Street Committee will check on other streets that might also need to have stop or yield signs.  Tom said north bound traffic was what they really needed maybe not a 3 way.  Polled counsel and all were in favor of stop sign for North bound traffic. This will be added to next month’s agenda for first reading.  Don Reynolds also mentioned possibility of small signs on square below stop sign so they know it’s a 3 way stop and not all way. 

Clark:   Nothing

Carson:  Dustin Fritche talked to Susan regarding composting, sent 6 grants and most of them don’t qualify.  Maybe looking for partnership that someone would be interested in helping. 

Bell:  Nothing

Petefish:  Nothing

Clerk’s Report:  Nothing

Mayor’s Comments:  Nothing

Unfinished Business:    2nd reading of appropriation ordinance was first on the agenda with no changes since first reading.  Cox moved and Clark seconded.  Motion passed unanimously.

A motion was made by Clark and seconded by Behrends to go into executive session.  Motion carried unanimously

Back in open session all present.  Budget for 14-15 was tabled until next month

With nothing further to discuss Clark made a motion to dismiss and Behrends seconded.  Meeting adjourned with all voting yes.  

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk

 
 

Minutes of Regular Meeting

April 14th, 2014 7:30 pm

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called Petefish, Bell, Clark, Behrends and Cox answered present Carson was absent.  The minutes of the previous meeting were presented.  Petefish  moved and Clark  seconded that the minutes be approved as written.  Motion carried all present voting Yes.  Mr. Velten gave the treasurers report with normal packet there are a couple of areas in expenses that exceeded the budget, but will be taken care of in supplemental ordinance.  We are in the last fiscal month of the year and should be okay with supplemental ordinance.  Sales taxes receipt were up 4.72% this year.  Mr. Velten also presented a transfer of funds:Municipal Retail Tax to Police Fund 6,650.00; Municipal Retail Tax to General Fund 2,000.00; General Fund to Police Fund $1,300.00; and Virginia Regional Water Systems Savings to Virginia Regional Water System Fund $286,431.24.  Cox moved and Petefish seconded that the transfer be approved.  Motion carried with all in attendance voting YES.  The monthly bills were presented.  Clark moved and Behrends seconded.  Motion carried all in attendance voting YES.

 

Guests:  Carolyn Defenbaugh thanked Randy for the Pole at the Post Office it has been needed for quite a while.  Also pothole that needs to be patched, Randy said it will be addressed as soon as they get some patch.  Virginia Student of the Month for March were:  Elementary: Jacob Payne; Jr. High: Cole Anderson and High School:  Isaiah White for being respectful.

 

Public Works (McClure):    Filled in holes from water main break; removing trees around town; 10” water line finished and online; They have been repairing meters and checking old meters.  The city wide clean up should be in City of Virginia

the last part of May of this year instead of the fall and he hoped to get started on the street signs next month.

Police Chief (Osmer): Office handled 8 civil disturbance calls; 7 traffic arrests; 1 criminal arrest; 1 accident and sent out 17 abandon vehicle letters. 

Fire Chief (Reynolds):  Fire department handled 2 rural grass fires; 2 mutual aid grass fire calls; 1 mutual aid structure fire; burned prairie.  They are looking into a brush truck to get back into fields better.  Will keep the counsel informed on what they find out. 

Board Reports

Zoning (Finn):     4 building permits; Handrail at Post Office; New structure at 670 E Beardstown St.; Temporary shed on Divison St; Standard Garage on 612 S Cass and looking for variance on height to add 2nd story.  Board of appeals had meeting on this variance on the 3rd of April and approved this to go to the counsel.  Sent out clean up letters

Park:  (Cox):      Held meeting March 19th at City Hall, John Gebhardt reported back to the park on the 6th.  Inmates are up cleaning up the park.  Opening day of Little league is the 26th of April and will have a ceremony for the 92’ Junior High State Baseball championship team prior to opening day.  Wes Cooksey will get concrete started when weather gets better. Board approved the bid to replaced lighting in bathhouse and along the walking path.  Park board will discuss the roads at next meeting.  New scoreboard should be installed shortly on the big field.  The Board discussed naming new Summer Daze program director and a replacement for Angie Van Brooker on Park board.

Library (Clark):  Did not meet last month due to Election Day; there is a tree by the ramp that the library wants to have the city remove.  They meet tomorrow night at 6pm.

Economic Development (Carson): Carson not present; Kevin Velten mentioned working on the Website for the city and the layout.  Kevin and Susan attend meeting on Landmarks Illinois and Robertson building was recognized as one of the top 10 endangered buildings in Illinois.  Meet next Wednesday the 23rd at City Hall

 

Cemetery (Carson):     Carson not present

Attorney’s Report:  Nothing

Aldermanic Reports: 

Cox:  Nothing

Behrends:  Nothing

Clark:   Nothing

Carson:  Not present

Bell:  Nothing

Petefish:  Nothing

Clerk’s Report:  Nothing

Mayor’s Comments:  Mayor has an appointment for Park Board and asked that  Joannie Bell be appoint to the board.  Board was polled and all in attendance voted YES. 

Unfinished Business:    2nd reading of the supplemental ordinance was first on the agenda with  no changes since first reading.  Cox moved and Clark seconded.  All in attendance voted YES.

New Business:  Cemetery Budget first on agenda, Mr. Reynolds spoke on the board’s behalf and stated that they are thinking of increasing rates grave openings would go from $375 to $500; Cremation from $175 to $300; Lot sale $250 to $400 and weekend and holidays will be an additional $300 subject to board approval.  Mr. Degroot would also be going from 3 days a week to 2 days a week at the cemetery and from 8 months of the year to 7 months of the year, with the understanding that if it takes addition time to maintain the city would be reimbursed for his time.  Motion was made by Bell and seconded by Cox to approve cemetery budget.  Motion carried with all in attendance voting Yes.  Next up was approval of the Cemetery agreement with the city.  Motion was made by Clark and seconded by Petefish.  Motion carried with all in attendance voting YES.  Zoning variance was next on the agenda for Roger and Shirley Davis to increase height of the garage.  Mr. Davis sent out required letters and no one was at the meeting to object.  Mayor asked to waive two reading rule on this variance, should not block any views.  Motion by Bell and seconded by Behrends to waive two reading rule. Motion carried with all in attendance voting YES.  Motion was made by Bell and seconded by Petefish to approve the variance.  Motion carried with all in attendance voting YES.  Due to the next items on the agenda asked to counsel to make motion to go into executive session.  Motion made by Cox and seconded by Clark.  Motion carried with all in attendance voting YES.

Meeting called back into order Petefish, Bell, Clark, Behrends and Cox answered present, Carson was absent. 

First on the agenda was the 1st reading of appropriation ordinance.  A motion was made by Clark and seconded by Behrends.  Motion carried with all in attendance voting YES.  The FYI 14-15 budget has been tabled until next month.

With nothing further to discuss Cox made a motion to dismiss and Clark  seconded.  Meeting adjourned with all in attendance voting yes.  

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk

 

City of Virginia

Minutes of Regular Meeting

March 10th, 2014 7:30 pm

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called all answered present.  The minutes of the January meeting were presented.  Clark moved and Carson seconded that the minutes be approved as written.  Motion carried unanimously.  Mr. Velten gave the treasurers report with normal packet,  mentioned we are coming up on new fiscal year and need to get budgets in order and take a serious look at next years budget.  Mr. Velten also presented a transfer of funds: Municipal Retail Tax to Police Fund $9,000 and Municipal Retail tax to General Fund $12,100.  Cox moved, Behrends seconded that the transfer be approved.  Motion carried unanimously.  The monthly bills were presented.  Bell moved and Petefish seconded.  Motion carried unanimously.

 

Guests:  Student of the Month for January 2014 Elementary Student of the Month Bridget Bell –for being responsible; Student of the Month for February 2014 Elementary is Kevin Fritche;  Jr. High January Student of the Month Cole Tate; High School Student of the Month February Allison Coats- for her integrity.  Carolyn Defenbaugh asked about repairing potholes in town especially West of the Post Office.      

 

Public Works (McClure):    6” and 4” water leak, frozen service lines and meters; snow removal; tornado warning and flooding.  The project outside of town is about 40-45% done.  Lots of potholes that need patching.

Police Chief (Osmer):  3 civil disturbance calls; 2 accidents; 2 traffic arrests and 5 criminal arrests.

Fire Chief (Reynolds):  Thanked the city crew for keeping the Fire Station clear; structure fire in Virginia and Vehicle extrication in Ashland.

Board Reports

Zoning (Finn):     1 permit for renovations on a house; 4-5 calls regarding zoning; talked to owner’s wife on Washington St. property about cleaning up and let them know what was expected.  Spoke to Albert Thompson on Cass St and he is still working on property clean up.  Making a checklist of clean up and will give them a letter on what is expected of them.

Park:  (Cox):  Feb 19th meeting getting bids for lights in pool bath house and pool office and cashier area.  Mr. Gebhardt will be back up working at the park March 6th and will have the Inmates help with pool.  JV baseball game the 14th of April.  Mayor was present to talk about replacement for Dee Fair and the Summer Daze program. Park said they would help with the roads but would like an amount for the repairs and make final decision.   

Library (Clark):  Met Feb 18th Friends of the Library notified Library there are funds available and they are looking into replacing some computers and a printer.  Received a Libri grant to purchase children’s books.  Faxed budget for next year minus any pay increases the city might give. Scheduled St. Patrick’s day party for the 15th from 10am to 11:30 am and next meeting is the 15th of April

Economic Development (Carson):  working on Website, keeping old until new is do and then there will be training with the staff to change items and adding a heading of “Great Place to Live”.  Up and running by end of March. 

Cemetery (Carson):     Met Feb. 11th and tombstones have been moved to shed at cemetery waiting till ground thaws to place.  Spring clean up at Cemetery is March 15-31. 

Attorney’s Report:  Mr. Thomas was able to get photos and video footage of former trailer court flooding.

 

 

Aldermanic Reports: 

Cox:  Thank Randy and City for fixing the water leak.

Behrends:  North end resident complaining plastic side on house blowing off (Lucas Home).  South Job St. complaining about mud went into driveway and covered his gravel.  Couple elderly people talking about empty houses and wondered if there was anything they could do with them.  Mr. Finn said we are limited on what we can do by law.

Clark:   Financial committee and streets and alley committee need to meet.

Carson:  Nothing

Bell:  Nothing

Petefish:  Nothing

Clerk’s Report:  Nothing

Mayor’s Comments:  Appointed Chris Barrett to Tiff  joint review board to replace Susan Carson.  Roll was called and all were in agreement with this appointment.  The Mayor received a Thank you in the mail for excellent job on water situation from Wanda Harrison.  We received another letter from John Relman on final distribution on Eloise Dooling trust and two checks $6634.63 payable to Jennie Marr Dunaway Park and $6634.63 payable to Virginia Memorial Public Library.  Mayor will sign documents that check were received.

Unfinished Business:    None

New Business:    1st reading of the Supplemental Appropriation revision.  To bring budget in line with expenditures, main one is the water line since it will be finished this year.  Project was budgeted at $150,000 and need to move to $230,000, this will come out of water funds from sale of water works property.  Small other adjustments in other budget items.  Total change was $93,500.  Motion was made by Clark and seconded by Bell.  Motion carried unanimously.  Next on the agenda was the approving of the Park Budget.  A motion was made by Bell and seconded by Clark.  Motion carried unanimously.  Library budget was next on the agenda with balanced budget.  Motion was made by Cox and seconded by Petefish.  Motion carried unanimously.  The next item on the agenda was the Mutual aid agreement with IPWMA.  Mr. Lauder presented last month and seemed favorable.  A motion was made to waive two reading rule by Cox and seconded by Clark.  Motion carried unanimously.  Motion was made to approve ordinance by Bell and seconded by Behrends.  Motion carried unanimously.  Prevailing wage approval was next on the agenda.  Motion to approve prevailing wage was made by Bell and seconded by Clark.  Motion carried unanimously.  With nothing further to discuss a motion was made to adjourn by Behrends and seconded by Clark.  Motion carried unanimously. 

 

 

With nothing further to discuss Clark made a motion to dismiss and Behrends seconded.  Meeting adjourned with all in attendance voting yes.  

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk