City Of Virginia Minutes of Regu

City of Virginia
Minutes of Regular Meeting
February 8, 2010

The regularly scheduled meeting was called to order at 7:30 p.m. by Mayor Sudbrink.
The roll was called with all aldermen answering present. The minutes of the January meeting were
reviewed . Danenberger moved and Clark seconded that the minutes be approved. The motion to
approve carried unanimously. Kevin Velten presented the monthly treasurer’s report. Velten pointed
out that at this point in the budget, expenses which should be approximately 75% of the budgeted
amount , are at 40 – 65% of the budgeted amounts. Velten attributed most of the lower spending to
Randy McClure and acknowledged his conservative spending. The sales tax revenue will end up
somewhere close to $40-45,000 less than last year. Velten also reported that budget work will be
beginning with the 1st reading of the budget to be in April and the 2nd in May.
The following transfer of funds were presented by Velten: $7000 from the MRTF to the
general fund; $7800 from the MRTF to the police fund; $100 from the water special cap fund to the
2005 project fund and $12,008.82 from the water fund to the water special cap fund. There were also
two loan repayment transfers made: $1050 from the fire protection capital fund to the fire protection
fund and $4850 from the sewer fund to the water fund. Clark moved and Danenberger seconded that
the transfers be approved. Motion carried unanimously. The monthly bills were presented and on a
motion by Bell and a second by Kilby, the vote was unanimous to pay as presented
The WTP program manager’s written report was presented. Phil Houser reported that there
were 5 payment requests: 4 under the division A and one under division C and one invoice from
Farnsworth Group. All requests totaled $1,023138.44. On a motion by Edwards and a second by
Bell, the vote was unanimous to approve the requested report and payment requests. As a note,
Houser reported that the first and second requests that have been approved have gone to the EPA but
no payment has yet been received. Upon EPA approval, the city will have 10 days to make the
approved payments to the contractors.
No guests were present.
MONTHLY REPORTS
Public Works: (McClure) Work at the storm sewer at Cass Co Health Dept has been started; the
city employees have been removing snow as needed, assisting with grave digging at the cemetery,
repaired 2 water leaks, and patched some roads. Pipe laying for the new water treatment plant
continues.
Police Chief: (Osmer): Handled 6 civil disturbance calls and 3 accidents, made 2 traffic arrests and
2 criminal arrests, and attended an 8 hour seminar in Springfield, along with Harry Long.
Fire chief: (Reynolds). Fire department responded to 1 house fire, and 1 mutual aid call to
Jacksonville, as well as 1 false alarm at Walker Nursing Home. Also reported that the
overhead doors at the fire house have been repaired, work is commencing on overhead air
for the trucks with materials being purchased, and labor provided mostly by volunteer’s
time.
BOARD REPORTS
Zoning (Finn): Absent, but left report with Sudbrink: No building permits were issued in the last
month; cleanup letters and bills for cleanup have been sent. .
Park Board (Edwards): No report
Library Board: (Clark) Thanked the city for clearing the sidwalks and discussed holiday pay at
the last meeting. February meeting is scheduled for 2/16/10.
Cemetery Board: (Petefish): No report. Meeting scheduled for 2/9/10.
Economic Development Board (Clark): At last meeting the Mauer applications were reviewed and
approved; 1/26 is the Volunteer Virginia strategic planning meeting.
Attorney’s Report: (absent) No report.

ALDERMANIC REPORTS
Petefish: No report
Bell: No report
Edwards: No report
Clark: Completed the online training for OMA (Open Meetings Act).
Danenberger: No report.
Kilby: 1. Inquired about fixing potholes around the city; reports can be made to city hall.
Curious about window repairs on s. side of square, but will inquire of Finn at a later time.
Reminded the council of the need for the city/park agreement.
Inquired as to whether or not someone would talk to the county board regarding the courthouse
staying in Virginia. The letter indicating the city’s support has been sent and should prove
sufficient at this time.
Clerk’s Report: No report.
Mayor’s Comments: Read a letter from Walker Nursing Home regarding their recent ranking in
US New & World Report’s ranking of nursing homes by state and commended them for the
excellent service they provide to Virginia and this area; during his absence March 5-14th, Sudbrink
appointed Dale Bell as mayor pro-tem with a unanimous vote of support by the council .
UNFINISHED BUSINESS
No unfinished business.
NEW BUSINESS
Special Events Liquor License. The Cass County Fair Board requested a special events liquor
license for 2 consecutive evenings, time in May to be announced. The fair board will be
hosting a fundraiser event to help supplement funds needed to operate the fair, one will be a
mud run and the second will be an outdoor cage fight. After some discussion, Kilby moved
and Edwards seconded that the first reading of the ordinance to amend existing city code
8-3-7 allowing the issuance of a special events liquor license be approved. The motion
carried on a 4-2 vote with Bell and Danenberger voting no.
Resolution for Bill White Fund. The resolution was presented to the council. Kilby moved and
Petefish seconded that the resolution be approved. Motion carried 6-0.
Vacating Alley – South St. A request was made by Bill Middleton to vacate the alley on South
St. between Morgan and Job Streets to facilitate the sale of a residence. The motion was
made by Bell and seconded by Petefish to make this the first reading of the ordinance with
final presentation and second reading of the ordinance to be at the March meeting. Motion
carried unanimously.
The meeting adjourned at 8:10 p.m. on a unanimous voice vote to go into executive session to
discuss both litigation and land acquisition.

The meeting was reopened in open session at 8:35 p.m. Roll was called with all aldermen answering
present. Bell moved and Kilby seconded that the council authorize the mayor to execute an
agreement allowing purchase of approximately 3 acres on the northern property line of Stock Bros.
property to include 20 ft width for road, with length to be determined by survey at $5400 per acre.
The motion carried unanimously.

With no further business, the meeting was adjourned.

________________________________________ ____________________________________
Steve Sudbrink , Mayor Sarah Fanning, Clerk

VIRGINIA, IL CITY COUNCIL

MINUTES OF REGULAR MEETING

January 11, 2009

The regularly scheduled meeting was called to order at 7:30 p.m. by Mayor Sudbrink. In the absence of City Clerk Sarah Fanning the Mayor requested Alderman Edwards to perform her duties at this council meeting. The roll was called with all aldermen answering present. The minutes of the December meeting were reviewed. Alderman Kilby noted that a change needed to be made under his aldermanic report regarding the $15,000.00 in engineering fees. Kilby recommended that reference to the parking area at the health department be removed. Mayor Sudbrink stated that an additional change was necessary under the WTP program manager's written report. The IEPA Loan Disbursement request should be reduced from $233,647.69 to $221,847.69 due to a change order. The corrected amount will be submitted when finalized. Kilby moved and Danenberger seconded that the minutes be approved with the recommended changes. The motion to approve carried unanimously.

Kevin Velten presented the treasurer's report to which there were no questions or further discussion.

The following transfer of funds were presented by the treasurer: $4,900.00 from the Water Fund to the Sewer Fund, $5,900.00 from the Municipal Retail Tax Fund to the Police Fund, $7,000.00 from the Municipal Retail Tax Fund to the General Fund, $20.00 from the Water Special Cap. Improv. to the 2005 Project Fund and $17,966.09 cashed in from CD 103140 to the Fire Protection Fund. Danenberger moved and Petefish seconded that the transfer of funds be approved and the motion carried unanimously. The monthly bills were presented and on a motion by Bell and a second by Clark, the vote was unanimous to pay as presented.

The WTP program manager's written report was presented. The city engineer presented a review of the program manager's progress report and it was noted that Potential Change Order #3C under Division 3 would be removed from the agenda. The pay request for Division A and Division C would be contingent upon getting proper documentation for payroll prior to submission to IEPA. On a motion by Kilby and a second by Petefish, the vote was unanimous to approve the program manager's monthly report.

Carolyn Defenbaugh was in attendance as a guest and inquired if there would be another water rate increase this year and was informed that there would not be. Carolyn Defenbaugh also wanted to thank the Street Department for doing a great job on snow removal.

MONTHLY REPORTS

Public Works (McClure): There was an eight inch water main break that resulted in a short boil order for those at the intersection of 125 and Main Street. Other than that employees have been focused on snow removal.

Police Chief (Osmer): No report

Fire Chief (Reynolds): No report

BOARD REPORTS

Zoning (Finn): No permits were issued in December. Several letters were sent out to building owners regarding repairs.

Park (Edwards): No report.

Library (Clark): No report.

Economic Development Board (Clark): There will be a strategic planning meeting held at 6:00 p.m. on January 26, 2010 at Dr. Ugs on the Virginia Square.

Cemetery (Petefish): No report.

Attorney's Report: Luke indicated that a FOIA officer for the city will be required as a result of new legislation. Mayor Sudbrink noted he planned to address this under his comments.

ALDERMANIC REPORTS

Kilby: 1. Indicated that the White Family would like to put in an ordinance that any money in the White Fund will only be spent by and for the Virginia Fire Department. Luke advised that he will create a resolution to this effect. 2. Indicated he did not feel that they City should have to pay for Chandlerville's portion of the project. Mayor Sudbrink stated that this is in Luke's hands. Luke indicated that he would look into the situation.

Danenberger: Congratulated Randy McClure and the city crew for keeping the streets in good shape during the snow storms. City streets are in much better shape than in surrounding towns.

Clark: Nothing to report.

Edwards: Nothing to report.

Bell: Nothing to report.

Petefish: Nothing to report.

Mayor's Comments: 1. The Open Meetings Act requires that the City appoint an official to monitor compliance with the act. Online training is required for this and it must be completed by July 1st, 2010. Alderman Steve Clark will assume this responsibility for the City. 2. Legislation also requires that the City appoint a Freedom of Information Act Officer. Online training is required for this and also must be completed by July 1st, 2010. City Clerk Sarah Fanning will assume this responsibility with Alderman Joseph Edwards as her back-up.

UNFINISHED BUSINESS

None.

NEW BUSINESS

None.

The meeting adjourned on a unanimous vote to go into executive session to discuss litigation.

Following executive session, the meeting was reopened into open session. Roll was called with all aldermen answering present. No action was taken in executive session. With no further business, the meeting was adjourned.

_______________________________________ ______________________________________

Steve Sudbrink, Mayor Sarah Fanning, Clerk

VIRGINIA, IL CITY COUNCIL
MINUTES OF REGULAR MEETING
December 14, 2009

The regularly scheduled meeting was called to order at 7:30 p.m. by Mayor Sudbrink.
The roll was called with all aldermen answering present. The minutes of the November meeting
were reviewed . Danenberger moved and Clark seconded that the minutes be approved. The motion
to approve carried unanimously.
Kevin Velten was unable to attend the meeting, but the written treasurer’s report was
reviewed with no discussion
The following transfer of funds were presented by the clerk: $6217.81 from the water fund
to the sewer fund, $5950 from the MRTF to the police fund, $22,108.75 from the water special cap
improvement fund to the 2005 alternate bond fund, $41,500 from the payroll fund to the 2005
project fund, $2000 from the water special cap improvement fund to th 2005 project fund,
$11,519.84 from the water fund to the water spec cap improvement fund, $5505.87 from the payroll
fund to the water fund, $7324 from the payroll fund to the general fund, $250 from the fire protection
fund to the fire protection cap fund. Kilby moved and Danenberger seconded that the transfers of
funds be approved. Motion carried unanimously. The monthly bills were presented and on a motion
by Edwards and a second by Bell, the vote was unanimous to pay as presented
The WTP program manager’s written report was presented. The IEPA Loan Disbursement
request for $233,647.69 was presented. On a motion by Kilby and a second by Clark, and a
unanimous vote, the request was approved.
No guests were present.

MONTHLY REPORTS
Public Works: (McClure) Employees picked up brush, decorated for Christmas, replaced pipe and
tile at the existing water plant; also reported that the driveway for the new water plant is in and 1000
ft of pipe has been laid to new wells.
Police Chief: (Osmer): Handled 7 civil disturbance calls and 1 accident, made 2 traffic arrests and
2 ordinance arrests, and had 2 hours court duty.
Fire chief: (Reynolds). Fire department responded to 1 structure fire and 1 false alarm.
BOARD REPORTS
Zoning (Finn): Issued 1 certificate of occupancy, 2 building permits and 1 sign permit.
Park Board (Edwards): No report, meeting scheduled for 12/16/09.
Library Board: (Clark) No report, meeting scheduled for 12/15/09.
Cemetery Board: (Petefish): The cemetery received a $10,000 donation from Nadine Lounsberry
to be used to purchase new trees. Locations are being marked and trees will be planted in the spring.
Economic Development Board (Clark): Kyle Turk’s last day is 12/15/09. His replacement is Eric
Mattson.
Attorney’s Report: Luke reported that the Newell easement has been signed. The balance of
his report will be heard in executive session.

ALDERMANIC REPORTS
Petefish: No report
Bell: No report
Edwards: No report
Clark: School crossing guard Mike Lowe has requested a yellow flashing light be placed at his
crosswalk on Illini and Morgan Sts. Since the school is responsible for that crossing location, it was
referred to the school board for discussion and decision.
Danenberger: No report.
Kilby: 1. Thanked the donors to the fire departments Halloween event.
2. Inquired about the $15,000 in engineering fees incurred for the Cass St. project. Randy advised
that the city engineers are redoing the plans for Cass St. and the parking area at the health
department. MFT can be used for funding.
Clerk’s Report: Nothing to report.
Mayor’s Comments:
None.
UNFINISHED BUSINESS
A. 2nd Reading of the Tax Levy Ordinance. On a motion by Danenberger, and a second by Kilby
the tax levy ordinance was approved unanimously.
NEW BUSINESS
A. Resolution Abating 2009 Tax Levy. A motion was made by Bell and seconded by Clark to
approve the resolution to abate the 2009 tax levy in the amount of $81,717.50. Motion carried
unanimously.
B. Approve 2010 Meeting Dates. Clark moved and Petefish seconded that the meeting schedule be
approved. Motion carried unanimously.
C. Court House Resolution. The resolution was presented by the Mayor. He wanted to go on record
as supporting the court house remaining in Virginia. Kilby moved and Clark seconded that the
resolution be approved. Motion carried unanimously.
D. Supplemental Appropriations Ordinace. The Supplemental ordinance in the amount of $213,075
was presented. Motion to waive 2 reading requirement was made by Kilby and seconded by Edwards.
The motion carried unanimously. The motion to approve the ordinance was made by Clark and
seconded by Bell. Motion was unanimously approved.

The meeting adjourned at 7:55 p.m. on a unanimous voice vote to go into executive session to
discuss both litigation and personnel.

The meeting was reopened in open session at 9:00 p.m. Roll was called with all aldermen answering
present. Edwards moved and Bell seconded that city employess, retiring employee Harriet Andrews
and new employee Janette Lacey, and the Fire Department be given their annual incentive bonus’.
The motion carried with 4 yes votes, 1 no vote (Kilby) and 1 vote of present (Petefish).

With no further business, the meeting was adjourned.

________________________________________ ____________________________________
Steve Sudbrink , Mayor Sarah Fanning, Clerk

VIRGINIA, IL CITY COUNCIL
MINUTES OF REGULAR MEETING
November 9, 2009

The regularly scheduled meeting was called to order at 7:30 p.m. by Mayor Sudbrink.
The roll was called with all aldermen answering present. Minutes of the October meeting were
reviewed and on a motion by Kilby , a second by Clark and a unanimous vote, they were approved as
read.
The treasurer’s report was given by Kevin Velten. Kevin noted there was nothing remarkable
this month, but there would be a few amendments to the budget for the December meeting.
The following transfer of funds was presented: General Fund to Police Fund $7900; Fire
Protection Fund to the Fire Protection Cap Fund $800; Payroll Fund to the General Fund $11,867.63;
Payroll Fund to Water Fund $6635; Water Fund to Water Spec Cap Improvement Fund $12,177.91;
Motor Fuel Tax Fund to MRTF $1921. Danenberger moved and Kilby seconded that the transfers be
approved. Motion carried unanimously.
The monthly bills were presented. Edwards moved and Petefish seconded to approve as
presented. Motion carried unanimously.
No guests were present at this time on the agenda, however just prior to the
aldermanic reports, Susan Young gave a slide presentation on Volunteer Virginia and invited
the council to their meeting on January 26, 2010 at 6 p.m. at Dr. Ugs.

MONTHLY REPORTS
Public Works: (McClure) Alley work is completed, fall cleanup is complete and 2 water mains
have been repaired.
Police Chief: (Osmer) Handled 6 civil disturbance calls, 6 traffic arrests, 7 criminal arrests, and 5
accidents in the month of October.
Fire chief: (Reynolds) The fire dept responded to 1 grass fire, has sold the 77 pumper and is
working on a grant to assist in payment for purchase of new radios.
BOARD REPORTS
Zoning (Finn): Reported that the demolition permit has been revised to include no opening burning
of debris; the property at 422 W. Beardstown St. has been demolished, issued 2 permits for a
portable shed and a carport; there is a mobile home on Springfield St. scheduled to be demolished,
and has worked with Osmer to issue 2 citations on 2 separate properties.

Park Board: (Edwards) No report.

Library Board: (Clark) Met 10/19 and a handicap spot has been proved at the library.
.
Economic Development Board(Clark ): No report.

Cemetery Board: (Petefish) Meets 11/10/09

Attorney’s Report: No report, not in attendance.
Aldermanic Reports
Petefish: No report
Bell: No report
Edwards: No report
Clark: Reported that the intergovernmental agreement had been signed.
Danenberger: Thanked those involved in finishing the ordinance book.
Kilby: No report.

Clerk’s Report: Nothing to report.

Mayor’s Comments: 1. The water committee recommended the hiring of Janette Lacey to replace
Harriet Andrews who will retired at the end of the year. Lacey was hired and has been training.
2. 2011 marks the 175th anniversary of the City of Virginia. Has had the Cass Historical Society
volunteer to update the books and is looking for celebration suggestions.
UNFINISHED BUSINESS
None
NEW BUSINESS
Amend Program Management Contract. On a motion by Danenberger and a second
by Clark, the motion to accept the amended contract was approved unanimously.
Terminate Design/Bid/Build Contract. Petefish moved and Kilby seconded that the
termination be approved. Motion carried unanimously.
Approve General Engineering Services. Danenberger moved and Edwards seconded
that the agreement be approved. Motion carried unanimously.
1st Reading Tax Levy. The motion to approve the first reading was made by Edwards,
with a second by Kilby. Motion carried unanimously.

The meeting adjourned into executive session at 8:00 p.m. on a unanimous voice vote to
discuss litigation.

The meeting reconvened in open session at 8:15 p.m. with all aldermen answering present at
the roll call. No action was taken and with no further business to discuss, the meeting was
adjourned.

_________________________________________ ____________________________________
Steve Sudbrink , Mayor Sarah Fanning, Clerk

Minutes of all months viewable at City Hall

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