City of Virginia

Minutes of Regular Meeting

February 10th, 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.  Mayor Sudbrink struck executive session for this month’s meeting and it was removed from the agenda.  The minutes of the January meeting were presented.  Cox moved and Behrends seconded that the minutes be approved as written.  Motion carried with all in attendance voting yes.  Mr. Velten was absent but Mayor Sudbrink said that we are on track as per Mr. Velten. Mayor Sudbrink also presented a transfer of funds: General Fund to Police Fund $8225.00.  Clark moved Petefish seconded that the transfer be approved.  Motion carried with all in attendance voting yes.  The monthly bills were presented.  Bell moved and Behrends seconded.  Motion carried with all in attendance voting yes.

 

Guests:  Mr. Lowder, Emergency County Coordinator, was in attendance to present a program he would like the city to consider signing up for in the near future.  IPWMAN is the program and the membership is $100 a year.  The program gives mutual aid to communities in an emergency situation within 24 hours.  25% of State is signed up for the program and there are possible grants to help with membership.  This will be put on next month’s agenda.

 

Public Works (McClure):    3 water main breaks, 1 meter pit froze up and water leaks due to frozen pipes.  Lots of snow and ice to remove from streets and city walks; Leak in storm sewer and they have called Julie before beginning to dig, leak was behind city hall.  Down on salt but still have some available at this time.

Police Chief (Osmer):  Handled 4 civil disturbances; 1 traffic arrests; 16 hours of schooling for Osmer; 12 hours of schooling for Long.  He will be sending out letters on abandon vehicles.

Fire Chief (Reynolds):  Thanked the city for keeping the Fire house clear for fire department.  1 Fire call in Philadelphia, Rescue call in Chandlerville, responded to a mutual aid in Ashland received rescue call in Virginia

Board Reports

Zoning (Finn):     Nothing to report

Park:  (Cox):  Jan 15th meeting at school approved concrete around pool and two new probes for Chlorine and PH in pool, new score board at Ball Park, new life guard stand and 2 new batting cage nets and bases.  Sold 2 pool passes already and Angie Van Brooker officially resigned and park board appointed Chris Barrett as treasurer in her place.

Library (Clark):  Jan 21st, get with Kevin on prevailing wage issue. Next meeting the 18th of February

Economic Development (Carson):  met last month and no request for funding, reviewed city plan and moving ahead on city website.

Cemetery (Carson):     nothing to report

Attorney’s Report:  Ruling from Court says that Mediquip building is owned by Mr. Swan.

Aldermanic Reports: 

Cox:  Thanked city workers for all the work they do

Behrends:  asked about salt for roads

Clark:   water main leak on Illini and Cass was called in by citizen so if you see water on the roads especially this time of year please call in.  Budget time all committees working there budgets to submit.

Carson:  nothing to report

Bell:  nothing to report

Petefish:  nothing to report

Clerk’s Report:  Economic interest list turned in to County Clerk

Mayor’s Comments:  Thanked Randy and City crew they do a great job.

Unfinished Business:    nothing

New Business:    cash rent on farm 2 year contract 1 bid $230 per acre for 2 years from Gene Brunk, current tenant.  Mr. Bell made a motion to accept the bid and Mr. Petefish seconded. Motion approved with all in attendance voting yes.  VRWS Water rates recommended to be raised due to expenses from $2.55 to $2.60 a 5 cent increase to all entities with contracts with VRWS.  Motion was made by Bell and seconded by Clark.  Motion approved with all in attendance voting yes.  Virginia City Council –Virginia Park Board yearly agreement working okay currently, no changes needed.  Motion to approve made by Bell and seconded by Clark.  Motion approved with all in attendance voting yes. 

 

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

 

 

City of Virginia

Minutes of Regular Meeting

February 10th, 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.  Mayor Sudbrink struck executive session for this month’s meeting and it was removed from the agenda.  The minutes of the January meeting were presented.  Cox moved and Behrends seconded that the minutes be approved as written.  Motion carried with all in attendance voting yes.  Mr. Velten was absent but Mayor Sudbrink said that we are on track as per Mr. Velten. Mayor Sudbrink also presented a transfer of funds: General Fund to Police Fund $8225.00.  Clark moved Petefish seconded that the transfer be approved.  Motion carried with all in attendance voting yes.  The monthly bills were presented.  Bell moved and Behrends seconded.  Motion carried with all in attendance voting yes.

 

Guests:  Mr. Lowder, Emergency County Coordinator, was in attendance to present a program he would like the city to consider signing up for in the near future.  IPWMAN is the program and the membership is $100 a year.  The program gives mutual aid to communities in an emergency situation within 24 hours.  25% of State is signed up for the program and there are possible grants to help with membership.  This will be put on next month’s agenda.

 

Public Works (McClure):    3 water main breaks, 1 meter pit froze up and water leaks due to frozen pipes.  Lots of snow and ice to remove from streets and city walks; Leak in storm sewer and they have called Julie before beginning to dig, leak was behind city hall.  Down on salt but still have some available at this time.

Police Chief (Osmer):  Handled 4 civil disturbances; 1 traffic arrests; 16 hours of schooling for Osmer; 12 hours of schooling for Long.  He will be sending out letters on abandon vehicles.

Fire Chief (Reynolds):  Thanked the city for keeping the Fire house clear for fire department.  1 Fire call in Philadelphia, Rescue call in Chandlerville, responded to a mutual aid in Ashland received rescue call in Virginia

Board Reports

Zoning (Finn):     Nothing to report

Park:  (Cox):  Jan 15th meeting at school approved concrete around pool and two new probes for Chlorine and PH in pool, new score board at Ball Park, new life guard stand and 2 new batting cage nets and bases.  Sold 2 pool passes already and Angie Van Brooker officially resigned and park board appointed Chris Barrett as treasurer in her place.

Library (Clark):  Jan 21st, get with Kevin on prevailing wage issue. Next meeting the 18th of February

Economic Development (Carson):  met last month and no request for funding, reviewed city plan and moving ahead on city website.

Cemetery (Carson):     nothing to report

Attorney’s Report:  Ruling from Court says that Mediquip building is owned by Mr. Swan.

Aldermanic Reports: 

Cox:  Thanked city workers for all the work they do

Behrends:  asked about salt for roads

Clark:   water main leak on Illini and Cass was called in by citizen so if you see water on the roads especially this time of year please call in.  Budget time all committees working there budgets to submit.

Carson:  nothing to report

Bell:  nothing to report

Petefish:  nothing to report

Clerk’s Report:  Economic interest list turned in to County Clerk

Mayor’s Comments:  Thanked Randy and City crew they do a great job.

Unfinished Business:    nothing

New Business:    cash rent on farm 2 year contract 1 bid $230 per acre for 2 years from Gene Brunk, current tenant.  Mr. Bell made a motion to accept the bid and Mr. Petefish seconded. Motion approved with all in attendance voting yes.  VRWS Water rates recommended to be raised due to expenses from $2.55 to $2.60 a 5 cent increase to all entities with contracts with VRWS.  Motion was made by Bell and seconded by Clark.  Motion approved with all in attendance voting yes.  Virginia City Council –Virginia Park Board yearly agreement working okay currently, no changes needed.  Motion to approve made by Bell and seconded by Clark.  Motion approved with all in attendance voting yes. 

 

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

 

City of Virginia

Minutes of Regular Meeting

January 13th, 2014 7:30 pm

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called Petefish, Carson Clark Behrends and Cox answered present Bell was absent.  Mayor Sudbrink sighted that with Mr. Thomas absent there would be no need for an executive session and it was removed from the agenda.  The minutes of the December meeting were presented.  Behrends moved and Petefish seconded that the minutes be approved as written.  Motion carried with all in attendance voting yes.  Kevin Velten presented the treasurers packet and said last month cash flow issue has been resolved- nothing out of order 8 months into fiscal year.  Mr. Velten also presented a transfer of funds:  Municipal Retail Tax to Police fund $9800.00; General Fund to Workman’s Comp $400.44; General Fund to Police Fund $4,000; VRWS Savings to General Fund $45,000; VRWS Savings to Water Fund $30,000.  Cox moved Clark seconded that the transfer be approved.  Motion carried with all in attendance voting yes.  The monthly bills were presented.  Clark moved and Carson seconded.  Motion carried with all in attendance voting yes.

 

Guests:  Ryan Snow was present with his mother Kelly Snow to receive the Virginia Elementary Student of the Month award.  He was elected most Studious Student for the month.  Alicia Day was also present as the High School Student of the month for Virginia.  Chloe Reynolds was not present but was awarded the Virginia Jr. High Student of the month.  Bill Leischner and Mike Arnold were also in attendance at the request of Carson regarding composting for the City of Virginia.  Mr. Leischner gave a short presentation on composting to the counsel.  Mike Arnold has another option for counsel regarding composting where he would do composting for tipping fee.  He could possibly pick up from town but would rather it be delivered to his sight.  Counsel is looking at options other than burning of leaves and grass (yard waste). 

 

Public Works (McClure):    Worked on roads from snow; had 4” leak on Morgan and Front that was repaired.  Communication with wells was knocked out due to thunder and lightning but should be back up and running by tomorrow. 

Police Chief (Osmer):  Handled 4 civil disturbances; 5 traffic arrests; 1 criminal arrest; 2 accidents; 2 letters sent on abandoned vehicles.

Fire Chief (Reynolds):  Last week had mutual aid call to Jacksonville, Val E Vue; Responded to explosion on Garner Rd but no fire

Board Reports

Zoning (Finn):     2 permits for storage sheds; Board of Appeal meeting 12/12 for variance on vacant lot for garage lot on Division, Board recommended approval of this variance

Park:  (Cox):  No meeting Next meeting will be 1/15 and should have list of projects the park will be doing at next meeting.

Library (Clark):  No meeting, next meeting will be held on 1/21/14

Economic Development (Carson):  No meeting held

Cemetery (Carson):  Meets in February

Attorney’s Report:  Not present

Aldermanic Reports: 

Cox:  Thanked Randy and City Employees for good job on snow removal

Behrends:  Had complaint from citizen regarding permits for unlicensed vehicles.  There should be a uniform process for this and Mr. Finn and Mr. Osmer will get to work on plan to correct this issue.

Clark:   Finance meeting needs to be set and has numbers from school and set date on streets committee.

Carson:  Nothing

Bell:  Nothing

Petefish:  Randy and employees did a good job on the snow around square.

Clerk’s Report:  Economic Interest passed out at meeting

Mayor’s Comments:  Great Job on snow removal; Mr. Velten wanted to add that he received audit report late and will pass out at the next meeting.  Set up finance committee meeting soon and will have budget worksheets to hand out and get process going and should have done by end of February or 1st of March.

Unfinished Business:    nothing

New Business:    Cash Rent on City owned Farm, Gene Brunk has cash rented past two years and has expires.  Notice will be put paper for cash rent of 12 acres.  2 year contract sealed bids prior to 7:30 p.m.  Monday Feb 10th.  Bids will be open on Feb 10th at next meeting.  A Zoning variance Request was made by Norman and Rosemary Werts to put up 30x54’ garage/shed on vacant lot across from their residence.  Zoning board had public hearing with a vote of 4-0 in favor of variance.  Carson had questions regarding accessory building and was this just an exception.  Discussion on what would make this variance different from others wanting to do the same in the future on other lots.  It would be on a case by case basis and the Zoning board would have to go through proper channels for each and have public hearing on each in the future.  Ordinance requires 2 reading rule but since it has gone through a public hearing already a motion was made by Petefish to waive 2 reading rule and seconded by Clark.  Motion passed with all in attendance voting yes.  Petefish made a motion to approve variance ordinance and seconded by Clark.  Behrends, Cox, Petefish and Clark voted Yes with Carson voting No.  Motion was approved 4-1.  Next on the agenda is the accepting or rejecting of bids on 10” main.  Water committee received 6 bids and recommends the bid by M B Construction for $211,103.00 which was the lowest of all bids.  This is the same Contractor that installed the raw water main from well site to new treatment plant.  Mr. McClure was satisfied with previous work.  Motion to approve made by Clark and Seconded by Behrends.  All present voted Yes motion carried.   

 

With nothing further to discuss a Motion to adjourn was made by Clark and seconded by Petefish; motion carried unanimously. 

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk

 

City of Virginia

Minutes of Regular Meeting

December 9, 2013

 

Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m.  Roll was called all members answered present.  The minutes of the November meeting were presented.  Petefish moved and Clark seconded that the minutes be approved as written.  Motion carried unanimously.  Kevin Velten presented the treasurers packet and said he is working on cash flow issue- nothing out of order 7 months into fiscal year.  Mr. Velten also presented a transfer of funds:  Municipal Retail Tax to Police fund $6800.00; Municipal Retail Tax to General Fund $11,000; Virginia Regional Water Savings to 2005 Alt. Bond & Int. $51,625.00.   Cox moved Behrends seconded that the transfer be approved.  Motion carried unanimously.  The monthly bills were presented.  Bell moved and Behrends seconded.  Motion carried unanimously.

 

Guests:  Steve Clark presented Barrett Whitehead with student of the month for his thoughtfulness every day in the Virginia Elementary.  Other student of the month,  Junior High was Jared Atwood and High School was Tyler Coffman.  Dustin Fritsche was present for Cass Economic Development and the Extension Office working on Bi local campaign to encourage people to shop in the county and the benefits to shopping locally.  This should be an ongoing event for the next few months working with the cable company and the local newspaper.  Sign up for the Affordable Care Act for businesses is noon on the 17th to get additional information.  On January 27th working with Cass Communications there will be an internet entrepreneur workshop about starting business online or extending current business online and working from home and talking about technology.  The workshop will be a half day workshop no definite time yet but will be held at the St. Luke’s Hall in Virginia.  March 13th 2014 there will be a networking event for all city council and county board members to meet with Senator Sullivan, Rep. Hammond and a Representative from Aaron Schock’s office giving board members an opportunity to get to know who represents all of us in Springfield and Washington.  This will be an early evening event and the location will most likely be at the Elks in Beardstown, IL.    Working on Jobs Fair for February but will have more information at a later date.  

 

 

Public Works (McClure):  Mr. McClure reported having 37 work orders and Julies this month.  They also worked on equipment getting ready for winter, had an 8” water main break on Rte 78, put up Christmas lighting on the square and the building they ordered will be in this week and will be put up weather permitting. 

Police Chief (Osmer):  Responded to 6 civil disturbances; 8 traffic arrests; 2 accidents and 1 theft.

Fire Chief (Reynolds):  2 False alarms; 2 Carbon Monoxide calls; 1 field fire West of town; tractor fire South of town but was called off; participated in Christmas Parade; 1 business walk through.

Board Reports

Zoning (Finn):   Received demo permit for back of Dime store; Demo permit to remove enclosed pool on S. Cass St.; 1 application to build garage/shed on standalone lot.  Ran notice of board of appeals meeting at 7pm and ran ad in paper for the 12th of December (Brodman Property).  Update on Jones property progressing slowly but items have been removed. 

Park:  (Cox):  Spoke with Santa and wished everyone in Virginia a Merry Christmas.  The Park Board meeting was held on the 20th of November.  Mr. Cox attended and reported that they received money from the Gordley Fund and that it was more than anticipated.  Due to the funds they will be able to do all 5 or 6 projects they will complete and enough money for the concrete work at pool so no fund raiser will be needed at this time.  Mr. Gebhardt reported that he had the best Log Cabin days financially this year in one day.  He has opened gym for basketball 11 open dates.  Angie Van Brooker, treasurer, is going to resign when a replacement can be held.   

Library (Clark):  Met 19th of November; Participated in Christmas in Virginia and had good turnout.  Next meeting will be the 15th of January. 

Economic Development (Carson):  waiting to hear from Chad on 1st draft of City plan report for counsel. 

Cemetery (Carson):  sitting on headstones and working with Historical Society to see where stones should be placed. 

Attorney’s Report:  nothing to report.

Aldermanic Reports: 

Cox:  Thanked Randy and city employees for decorations for Christmas- said they did a great job and they did a great job on the ice last night.

Behrends:  nothing to report

Clark:   Streets and alleys meeting 18th of December at 4:30 at city hall.  Talk about what they can do around school to improve Morgan St.

Carson:  Can lights on gazebo be left on a little longer in January; it makes the square brighter and gives people something to look at when they drive through town.  Someone gave her some handouts on leaf burning and health hazards of burning leaves.  Possible compost program available and Bill Lishner would be interested in coming and talking about program. Susan asked Dustin Fritsche to look into grants for community composting.  Mr. Reynolds asked about burning barrels and what can be burnt in the barrels, should be paper products only.

Bell:  Water committee met and discussed new line from water plant to water tower.  Committee recommends bidding out and wanted permission from council to have Randy McClure submit bids and then have special meeting to open bids and decide on bids.  Can start bidding process no motion needed to start this.    

Petefish:  Nothing to report

Clerk’s Report:  nothing to report

Mayor’s Comments:  Mayor Sudbrink thanked Bev Saylor for great job on Christmas in Virginia.  Pie contest was very good.  Parade was awesome, thanked all participants.    

Unfinished Business:  2nd reading of tax levy ordinance a motion was made by Clark and seconded by Behrends.  Motion carried unanimously. 

New Business:  Resolution abating 2013 tax levy- 1.1 million bond and that we do not implement a tax on this bond, it is abated each year.  Bell made a motion and Petefish seconded, motion carried unanimously.  Item B was approval of 2014 meeting dates; motion made by Cox and seconded by Clark.  Motion carried unanimously. 

 

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

Back in regular session all answered present.  Incentive bonus recommended by Public Works director were accepted and a motion was made by Clark and seconded by Bell; motion carried unanimously

With nothing further to discuss Clark made a motion to adjourn and Behrends seconded; motion carried unanimously. 

 

 

________________________________        ________________________________

Steve Sudbrink, Mayor                                            Anne Plunkett, Clerk