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City of Virginia Minutes of Regular MeetingMay 13, 2013
Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m. Roll was called and all aldermen answered present. The minutes of the April meeting were presented. Alderman Kilby pointed out one correction in the minutes. Under his report, he noted that it was Steve Clark who could not attend the finance committee meeting. The mayor was present. The mayor also noted two corrections under New Business: Under item D, the motion was made to waive the two reading requirement, with Danenberger voting no, and under item E there was no motion to suspend two readings. . Corrections were noted. Danenberger moved and Clark seconded that the minutes be approved, as written and with the corrections. Motion carried unanimously. Kevin Velten presented the usual monthly treasurer’s reports. This month’s report represents the end of the past fiscal year. An annual audit will be done, probably in June. Velten also presented the following transfer of funds: Police Fund to Special Acct Police $5, Special Acct Police to Police Fund $5, Water Fund to General Fund $15, General Fund to Police Fund $12,450, Water Special Capital Improvement Fund to Water Fund $1,749.07, and STAG I Grant to Water Fund 41,049.31. Bell moved and Petefish seconded that the transfers be approved. Motion carried unanimously. The monthly bills were presented. With no discussion, Clark moved and Bell seconded that they be paid as presented. Motion carried unanimously. Students of the Month: Steve Clark presented the students of the month for March. Elementary: Kayla Budrick, Jr High : Grant Werner, and Sr High Carissa Higgins.
Guests: Alex Bell was attending the meeting from Scout Troop 125 as part of his Citizenship in America project, Carolyn Defenbaugh inquired about the trash on the property on S Main St south of the Lutheran Church. Finn explained the difficulties in dictating how someone lives and that trash has been removed as asked at various times.
Public Works (McClure): Busy catching up with mowing between rains, in particular at the cemetery. Randy has a list of 5 projects to complete prior to the BBQ and will work on them as weather allows. Kilby asked about pot hole repair about town, Randy is aware and is attempting to fix them.
Police Chief (Osmer): Handled 9 civil disturbance calls, 7 traffic arrests, 2 criminal arrests, 1 accident, wrote 6 letters on abandoned vehicles, all of which have been removed, and made 2 ordinance violation arrests.
Fire Chief (Reynolds): The fire department had no calls in April, but did assist in a mock accident with the Ashland FD prior to AC Central’s prom. .
Board Reports
Zoning (Finn): Issued 1 permit for a store shed and 2 other permits for sheds, and 1 demolition permit for an old shed. The mobile home on S. Cass St. on the Chilton property has been removed and a demolition application was given out for the Shive property on S. Front St. That application has not yet been returned. Letters were sent to 5 property owners regarding mowing of their property. The Mayor asked that future letters contain a ‘by’ date and time, after which the city will go in and mow the property and bill the owner at $200/hour as the ordinance allows. Any property with unpaid charges will have a lien placed against it.
Park : Sudbrink read the minutes of the park meeting indicating that quotes have been obtained for padding at the pool, the metal detector and hot dog machine are in, bids for the walking bridge over the path are still being sought, a portable building to house the handicap lift has been purchased, bid for path repairs has been received and a life guard stand for the shallow end of the pool has been purchased at a cost of $560.
Library (Clark): No April meeting due to no quorum.
Economic Development (Clark): Represented at two ribbon cuttings for TO’s Pizza and the new book store.
Cemetery (Petefish): Meeting to be held 5/14/13 at 6 p.m.
Attorney’s Report: No report. Aldermanic Reports
Kilby: As it was his last meeting, Kilby thanked the council and other members and voiced his pleasure at having served with them.
Danenberger: As this was also his last meeting, Danenberger thanked the council for their service with him over the years.
Clark: No report. .
Bell: Thanked the outgoing members of the council and the clerk and welcomed the new members.
Petefish: No report.
Clerk’s Report: No report
Mayor’s Comments: Thanked outgoing council members and clerk for their service.
Unfinished BusinessA. 2nd Reading Supplemental Appropriation Ordinance. Petefish moved and Clark seconded that the 2nd reading be approved as presented. Motion carried 4-1, with Kilby voting no. B. 2nd Reading Dog Ordinance. Kilby moved and Clark seconded that the 2nd reading of the ordinance be approved as presented. Motion carried unanimously. C. 2nd Reading Ordinance Amending 3-3-2H of City Code. This ordinance allows Randy to sell water line parts). Motion made by Bell and seconded by Clark to approved the 2nd reading of the ordinance as presented. Motion carried unanimously.
Kilby moved and Danenberger seconded that the meeting be adjourned Sine Die. Motion carried unanimously. Luke Thomas asked all incoming aldermen to come forward and swore in each new aldermen (Carson and Behrends), along with the re-elected treasurer (Velten) and mayor (Sudbrink). The meeting was reconvened and in the absence of a clerk, Velten called the roll. All aldermen answered present.
New BusinessA. The first order of business under new business was to appoint a city clerk, for a period of 2 years until the next election. The mayor appointed Anne Plunkett to the position and polled the council for their support. All aldermen voted yes. B. The mayor then appointed Rick Cox to serve as the 3rd ward alderman for a period of 2 years, until the next election. The council was polled for their support. All aldermen voted yes. The city attorney then swore in the new clerk and alderman and they were seated in their new positions.
With no further business, the meeting was adjourned.
_____________________________________________ ___________________________________ Steve Sudbrink, Mayor Sarah Fanning, Clerk |
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City of Virginia Minutes of Regular MeetingApril 8, 2013
Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m. Roll was called and all aldermen answered present. The minutes of the March meeting were presented. Alderman Kilby pointed out one correction in the minutes. Under his report, he did discuss the need for a mean dog ordinance. Correction was noted. Bell moved and Clark seconded that the minutes be approved, as written and with the correction. . Motion carried unanimously. Kevin Velten presented the usual monthly treasurer’s reports. He did note that accounts now out of balance will be corrected with the passing of the supplemental appropration ordiance. He also noted that he had been contacted by First Midstate regarding the bonds issued for the water plant project. The City can do an early call in September and reissue new bonds, which was the suggestion of First Midstate. A new ordinance would be needed and action would be needed in July and August. Velten also presented the following transfer of funds: MRTF to General Fund $7600; MRTF to Police Fund $2700; General Fund to Police Fund $1250 and VRWS Savings to VRWS $286,431.24. Danenberger moved and Kilby seconded that the transfers be approved. Motion carried unanimously. The monthly bills were presented. With no discussion, Clark moved and Petefish seconded that they be paid as presented. Motion carried unanimously. Students of the Month: Steve Clark presented the students of the month for March. Elementary: Mackenzie Merriman (who was present to receive her award), Jr High: Chloe Reynolds and High School Brianna Schroeder.
Guests: Susan Young thanked the city for the brush pickup around town.
Public Works (McClure): A water main break has been repaired and all were involved in the last snow removal. The plan is to start cleaning and painting around the square in preparation for the BBQ as weather allows.
Police Chief (Osmer): Handled 8 civil disturbance calls, 3 traffic arrests, and 3 accidents.
Fire Chief (Reynolds): Responded to a grass fire and a natural gas leak.
Board Reports
Zoning (Finn): The board of appeals met to discuss 2 properties on East Beardstown St. Snedeker’s at 561 E Beardstown will be erecting a new barn (appeal was granted) and Jeff and Alice Little will be constructing a new garage and home (appeal was granted). Mike has issued a demo permit and building permits for school building construction, Little’s and Snedeker’s new construction and a permit for construction at St. Luke’s Rectory. Clean up letters were also sent to property owners.
Park :
Chad Winters reported that the park board met 3/19/13 and had
received a bid of $8000 for the diving board padding, will have some
stumps removed and have received no bids on the bridge to be built at
the south end of the property. Metal detectors, for use inside the pool,
will also be purchased.
Library (Clark): No report. Will meet on 4/16/13.
Economic Development (Clark): To meet 4/9/13 at 3:30 p.m.
Cemetery (Petefish): March cleanup went smoothly. .
Attorney’s Report: No report. Aldermanic Reports
Kilby: Thanked Randy for the snow removal and Mike Finn for all his efforts in getting the town cleaned up. Attended the dog meeting and discussed skunk removal. Inquired of Tom Osmer on the hiring of a part time officer, and reported that a finance committee meeting had been held, although Danenberger and Clark were unable to attend. (corrected 5/13/13).
Danenberger: No report
Clark: No report. .
Bell: No report.
Petefish: Thanked Randy for the prompt snow removal.
Clerk’s Report: No report
Mayor’s Comments: 1. Generator Agreement: To avoid the need for an ordinance, the contract has been reworded to an annual contract with automatic renewal. 2. Easements for water line: asked the council to approve Luke going forward with the easements. The council was in agreement and instructed Luke to proceed.
Unfinished BusinessA. 1st Reading Supplemental Appropriation Ordinance. Danenberger moved and Clark seconded that the 2nd reading be approved as presented. Motion carried unanimously. B. City Budget 2013-2014. There were some minor revisions made to the budget. Budget is balanced for the coming year, with cuts made in all departments. . Kilby had some questions regarding the cut in the fire department’s budget and not some funds from Economic Development. Also discussed was the cost of health insurance for employees. No changes were made, but the Mayor agreed that quotes for coverage should be obtained and the city should look at having employees contribute toward the cost of their health insurance. This item will be discussed at future meetings. After the discussion, a motion was made by Bell and seconded by Clark to accept the budget as presented. The motion carried 3-2, with Danenberger and Kilby voting no.
New BusinessA. Approve Cemetery Budget. There was some discussion regarding the way the sexton’s salary is paid. It was felt that the city should pay a portion of the salary, just as they pay a portion of the park director’s salary. Kilby moved and Petefish seconded that the city pay a Russ DeGroot’s salary, and the cemetery reimburse the city for the time that he is actually working at the cemetery. After continued discussion, the motion was withdrawn for lack of funding in the current city budget. A new motion was made by Petefish and seconded by Clark to accept the cemetery budget as presented, with the cemetery covering the deficit for this year with it’s reserves. Motion carried unanimously. For the next budget year, the city will work the sexton’s salary into their budget. B. 1st Reading Appropriation Ordinance. Motion made by Clark and seconded by Bell to accept the first reading of the ordinance. Motion carried 4-1, with Kilby voting no. C. 1st Reading Dog Ordinance. With no discussion, Kilby moved and Petefish seconded that the first reading be accepted as presented. Motion carried unanimously. D. Amendment to North Morgan Water Contract. The contract has been reworded to comply with the USDA requirements. Bell moved and Clark seconded that the two reading requirement be waived. Motion carried 4-1 with Danenberger voting no. Bell then moved and Kilby seconded that the contract be approved. Motion carried unanimously. (corrected 5/13/13) E. Amendment to 3-3-2-H of the City Code. Motion was made by Bell and seconded by Petefish to approve the first reading of the amendment. Motion carried unanimously. (corrected 5/13/13)
Motion made by Kilby and seconded by Danenberger to go into executive session at 8:25 p.m. to discuss litigation and personnel. Motion carried unanimously.
The council reconvened in open session at 8:45 p.m.. Roll was called with all aldermen answering present. . With no further business, the meeting was adjourned.
_____________________________________________ ___________________________________ Steve Sudbrink, Mayor Sarah Fanning, Clerk |
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City of Virginia Minutes of Regular MeetingMarch 11, 2013
Mayor Steve Sudbrink opened the regular meeting at 7:30 p.m. with roll call. All aldermen answered present. The minutes of the February meeting were presented. It was noted that in the February report under minutes of January meeting that Danenberger seconded a motion should be changed to Bell seconded the motion. Name was corrected and Clark moved and Bell seconded that the minutes be approved with the correction. Motion carried unanimously. The treasurer presented his usual reports, with nothing remarkable to report. While we are over budget in a couple of areas, those areas will be addressed in the supplemental appropriation ordinance under new business on tonight’s agenda. The treasurer presented the following transfer of funds: MRTF to GF $10,100; MRTF to Police Fund $5200; VRWS to GF $3420.90; Sewer Fund to GF $2280.60; GF to Police Fund $5300.50; PF to General Fund $1900.50; Water Fund to GF $3529.68 and Water Fund to Sewer Fund $386.64. Bell moved and Clark seconded that the transfers be approved. Motion carried unanimously. The monthly bills were presented. With no discussion, Petefish moved and Danenberger seconded that they be paid as presented. Motion carried unanimously. Students of the Month were presented by Steve Clark and given a certificate by the Mayor. Elementary: Jack Cox, Jr. High: Dayne Wilox and Sr. High: Tim Shade. The criteria this month was on sportsmanship. Guests: Brent ODaniell, superintendent, gave an update on school progress. The groundbreaking was held today with the scheduled official start date of 3/18/13. Carolyn Defenbaugh thanked Randy for snow removal.
Monthly Reports
Public Works (McClure): City crew has been keeping busy with general maintenance, waiting on the weather to clear to start larger projects. Virginia did not win the water contest in Effingham, however they did win the Public Health Award for Flouride. Water and Sewer is purchasing a 2013 Ford pickup truck from Bob Ridings at a cost of $20,549. Amount had been budgeted for this purchase.
Police Chief (Osmer): Responded to 3 civil disturbance calls and was off much of the month of February for health issues . Fire Chief (Reynolds): No report.
Board Reports
Zoning (Finn): No permits issued; board of appeals scheduled for March 28th at 7 p.m.
Park : The Mayor read the minutes of the 2/20 meeting. The pool lift is in and the board is looking into good ways to utilize recently donated funds.
Library (Clark): Met 2/19, all items in the library have been bar coded and new library cards also are bar coded.
Economic Development (Clark): Will meet in March.
Cemetery (Petefish): Nothing to report.
Attorney’s Report: Nothing to report.
Aldermanic Reports
Kilby: No report. .
Danenberger: No report.
Clark: No report. .
Bell: No report.
Petefish: No report.
Clerk’s Report: No report.
Mayor’s Comments: 1. The packet contained a generator maintenance contract for the generators at the water planter. After some discussion, it was decided that the best option would be the 3 year contract at the $2685/semi annual charge. A motion was made by Kilby and seconded by Petefish to enter into the 3 year contract at the quoted fee. Motion carried unanimously.
Unfinished BusinessA. Mahomet Aquifer Coalition. A motion was made by Bell and seconded by Clark to pay the one time fee of $340 to join the coalition. Motion carried 4-1 with Kilby voting no. B. Approve Water Purchase Contract between City of Virginia and North Morgan Water Coop. Kilby moved and Clark seconded that this be the second reading of the ordinance approving the water contract. Motion carried unanimously.
New BusinessA. Approve Budgets –Cemetery (moved to April meeting), Library and Park Budgets. Motion made by Clark and seconded by Danenberger to approve the library budget as presented. Motion carried unanimously. Motion then made by Bella nd seconded by Kilby to approve the park budget as presented. Motion carried unanimously. B. Approving Prevailing Wage. Danenberger moved and Kilby seconded to adopt the prevailing wage ordinance. Motion carried unanimously. C. Supplemental Appropriation. The treasurer reviewed the changes to the appropriation ordinance. Motion was made by Bell and seconded by Clark to make this the first reading of the ordinance. Motion carried unanimously. D. 2014 Budget Proposal. This item was moved to the April agenda.
Roll was then called at 8:05 pm. to adjourn the meeting to executive session to discuss litigation and contracts. All answered yes.
The meeting was reconvened in open session at 8:30 p.m. Roll was called with all aldermen answering present. The meeting was adjourned with no action taken.
_____________________________________________ ___________________________________ Steve Sudbrink, Mayor Sarah Fanning, Clerk |