Carbondale Reporter

Village of Makanda Board of Trustees met April 26.

Here are the minutes provided by the board:

PLEDGE OF ALLEGIANCE

CALL TO ORDER: Regular meeting of the Board of Trustees was called to order at 7:00 p.m. by President Tina Shingleton.

ROLL CALL: Clerk called the roll of the Village Board: Trustees Allen, Dalton, Hilliard, Ross, Wolff, and Pitcher were present.

APPROVAL OF MINUTES: President asked for a motion to approve the minutes from the last meeting. Trustee Wolff made a motion to accept the minutes, with the correction. It was seconded by Trustee Dalton. Voice vote. All members present at roll call voted yes. Motion carried.

CITIZEN’S HEARING: Joe McFarland came to visit and inform the Board of the upcoming Makanda Mushroom Festivals. They will be held on April 22-24, 2022, and October 14-16. 2022. Both festivals will be held at Camp Manitowa 1499 Camp Cedar Point Lane in Makanda. More information can be found on line. Joe also mentioned the upcoming eclipse on April 8, 2024.

Erick Wagner and Jamie Hagy-Folyer were present. Erick has a portable building, that he needs to move to his Makanda property and wondered what the Village rules were. President Shingleton stated that because his property was in a floodway Erick would need to get a permit from Springfield and she would provide him with the contact information. Jamie reported that their son’s 4-H group had decided to do tree planting with the Unity Point School Environmental Club at the Unity Point School, for their service project.

PETITIONS AND COMMUNICATIONS: Correspondence received from Jackson County Clerk’s office regarding use of the B.C. Ross Community Center for the upcoming Primary Election June 28, 2022, and General Election November 8, 2022.

President received a phone call from Niki Hoesman with Carbondale Park District regarding placing a Healthy Living yard sign at the Village Hall through April. They will place and pick up sign. Board was asked if this would be okay. Everyone was fine with sign being placed at Village Hall.

President received a call from Alayna Chapie of KFVS 12 for an interview on Friday, April 8 highlighting Makanda in their “Hometown “news report.

CLERK:

TRUSTEES: Trustee Hilliard reported that he had distributed the Road Inspection Report forms to be completed in the next few weeks. Trustee Hilliard will then put together the final report and present it to the Board to review, with copies, at the May meeting. Trustee Allen suggested that the Village get a bid for the work from Midwest material, in addition to Illini. Trustee Pitcher inquired as to who was responsible for removing the dead trees on Old Highway 51 on the curve by Midland Hills. Road. President stated that IDOT is responsible. Trustee Wolff reported that he and Dan would be taking the new Dodge RAM to Woody’s for new truck bed to be installed sometime next week. President reminded everyone that the payment for the new truck bed is to come out of the new fiscal year budget, which does not begin until May1, 2022. Trustee Allen reported that he and Dan had done their road inspection and completed their report, to turn in to Trustee Hilliard. The annual Street and Road meeting will be Saturday April 9, 2022, at 9:30 a.m. Trustee Ross reported that she had called Kerri Nelson at IDOT on March 17, 2022, and was told that road work on Makanda Road was scheduled for 2024. Trustee Ross called Ms. Nelson back and asked if IDOT could come and do some basic maintenance and repair work, as the road is dangerous, and residents are complaining. Ms. Nelson said she would make out a workorder. Trustee Ross called Ms. Nelson again on March 25, 2022, and suggested that IDOT close that road into Makanda, while they do the work. Trustee Ross emphasized how dangerous the road was becoming. Trustee Ross met with Kenny Ellis at the B.C. Community Center and got a bid for painting everything inside the Center, except for the Mechanics room. The bid for the painting is $1,670.00. To power wash and stain/seal the outside of the Center the bid is for $1,915.00. Trustee Ross also cut down the butterfly bushes at the Community Center. Trustee Ross met with Gurly and signed the contract and paid the $10,000 down payment. Trustee Ross also contacted Calvin at Giant City State Park and discussed the overhanging tree branches by the Village population sign, and old tires that have been thrown in the ditch. Calvin reported that there is a shortage of volunteers, but he would let Elaine know when he had enough volunteers to help. Trustee Ross stated that she had signed with L&P Flooring and will have to take them a check for a partial payment, in May, so that they can order the flooring. Trustee Wolff made a motion to accept both bids from Kenny Ellis. It was seconded by Trustee Ross. Voice vote. All present at roll call voted yes. Motion carried. Trustee Dalton inquired if Trustee Hilliard had been able to get a bid for repainting the names on the Veterans Memorial. Trustee Hilliard replied that he had not done so, but it is on his list. Trustee Dalton reported that there are holes in the stair railings at the Community Center. The wood needs to be replaced. Board discussed options for either wood or metal. Trustee Ross will call around for bids.

FISCAL MATTERS:

A. Treasurer’s Report: Treasurer presented the Treasurer’s Report B. Bills Payable: Treasurer presented the Bills Payable

President asked for a motion to accept the Treasurer’s Report and pay the bills. Trustee Wolff made a motion to accept the Treasurer’s Report and pay the bills. It was seconded by Trustee Ross. Voice vote. All present at roll call voted yes. Motion carried.

REPORTS OF STANDING COMMITTEES:

A. Finance Committee:

B. Ordinance Committee:

C. Street & Road Committee: Trustee Ross inquired if there was any way to repair the edges of the blacktop road on Baptist Hill. Board discussed. President reported that Dan has registered for a Zoom meeting for a review and update on JULIE Remote Ticket Entry.

D. Subdivision Committee:

E. Insurance Committee:

F. Playground Committee: Clerk will call Jim Closson of the ILLINOIS Municipal League Risk Management Association (IMLRMA) and set a date for him to come and do a playground inspection.

REPORTS OF SPECIAL COMMITTEES:

A. Emergency Disaster Committee:

B. Special Events Committee:

ORDINANCES & RESOLUTIONS: Clerk presented Appropriation Ordinance 2022-02. This ordinance was approved by individual voice vote. Clerk will file the ordinance at the Jackson County Court House.

EXECUTIVE SESSION:

UNFINISHED/OLD BUSINESS: At the March meeting it was mentioned that the southbound Makanda Population sign on Hwy. 51was down. President contacted IDOT on March 7. As of March 23rd, the sign had been put back up.

President received an estimate from Greenridge Landscaping for B.C. Ross Community Center. The Spring cleanup would be $545 to do standard cleanup and mulching, along with a pre-emergent application to the rip rap to slow germination of weeds. Regarding the timber replacement at the south end of the building, this would be a separate project and they will have to check and get back to President with an estimate. President asked for a motion to accept the Spring cleanup bid of $545. Trustee Wolff made a motion to accept the Spring cleanup bid of $545 for the Community Center. It was seconded by Trustee Dalton. Voice vote. All members present at roll call voted yes. Motion carried.

Discussion has previously taken place regarding replacement of playground swings. President asked for input regarding replacement of the complete swing set to match our other playground equipment. After discussion, it was agreed that we check for an estimate from BYO Recreation for a Standard Commercial swing set and a Single Post swing set. This would include 3 belt seats, one full bucket seat, and new chains. President will have quote for discussion at the May meeting.

President provided update regarding dead trees for removal along Sheppard Lane. Dan Walker remarked trees that need to be removed and contacted Aaron’s Tree Service for a bid. The estimate for cutting and removal of 21 trees was $4,995.00. David Allen, CWPP Coordinator, was advised and the work bid was approved.

Dan contacted tree service to do work. Once completed we will send invoice to David for reimbursement. Mr. and Mrs. Rendleman have been contacted and given their approval for tree cutting and removal as well.

At the March meeting President was asked to check with Makanda Township Supervisor, Ed Hoke, regarding taking over Sheppard Lane maintenance that is currently done by the Village. Mr. Hoke advised they would not be able to consider at this time.

President received a phone call from Jason Chrzan regarding Keller’s at Stone Creek liquor license. He was unaware of the letter sent back in January until he read the February minutes posted on the Village website. He will be in touch to take care of any paperwork and license fees that are due. He is also working to update their State Liquor license.

President asked if the Board thought that the 14th of May would be a good day to have Spring Clean-up, with May 21st being reserved as a potential rain date. Board agreed.

Trustee Ross stated that the Village Board needs to get back on track in dealing with the abandoned houses/property problem in the Village. The Village has sent the property owners letters and talked to the Village attorney about putting a lien on the properties. President stated that the Village had gotten a $20.000 bid to clean up one of the properties. Board discussed. President will contact the Village Attorney.

NEW BUSINESS: President was contacted by Tammy Pierce regarding an Easter Egg Hunt at the Pavilion on April 16. It would be sponsored by the Brian Pierce Jr. Foundation. Leslie contacted IML Risk Management and found that if an individual, family, or organization is hosting a special event on Village property, it is recommended they provide their own liability coverage in an amount not less than $1 million per occurrence/$2 million aggregate naming the Village additional insured by endorsement. They also have the option of getting a no obligation quote through the IML Tenant User Liability Insurance Program (TULIP) which will meet their minimum recommendations. Mrs. Pierce was advised and appreciated the information for future reference. In addition, if the Village is responsible for managing/organizing a special event, the RMA covers the Village’s liability associated with that event.

President and Clerk discussed the option of the Village managing/organizing a Village Easter Egg Hunt so that RMA would cover the Village’s liability associated with the event. Trustee Ross and Trustee Dalton volunteered to be part of the Easter Egg Hunt committee. The Easter Egg Hunt Committee submitted the required paperwork to the RMA, and the event was approved.

Last month President contacted Board members individually regarding an email received from Tim Mullin with AEP Energy on March 8 about our fixed rate (0.03904 kWh) 36-month electric contract with them for Village electric service which expires this month. Given the way energy markets have risen over the past year, there are currently no savings against the Village’s current contract rate, as well as the default Ameren utility rate. Mr. Mullin advised it would be in the best interest of the Village to drop from third-party supply back to utility service. We would be required to stay with Ameren supply for 12 months and they will reassess the state of the market at that time. If we do not drop back to utility service, we would be on a variable month-to-month rate. All Board members agreed to return to Ameren supply for the 12-month period. President advised Mr. Mullin of this on March 11. He responded they would process our request and we will return to Ameren service (0.05985 kWh default rate) when our AEP Energy contract expires on our April 2022 meter read.

President received communication from Anna with Select Energy Partners regarding the resident contract for 36 months that expires in 2023. Municipal electric aggregation contracts are nearing the end of the initial fixed rate period under the current contract. As a reminder, the first 18 months of the 36-month contract were fully locked in, with plans to finalize the final 18 months this Spring.

During the last renewal process, they advised the aggregation group that they would lock certain components for the entire 36-month term, while leaving others only partially locked. This strategy was done to give their overall aggregation rates the best chance to compete against Ameren’s price-to-compare and position residents for savings through the group purchase. They locked in the energy price, ancillaries, and distribution losses for the full 36-month term, and fixed capacity and transmission for only the initial 18 months because these price components affect the aggregation price the most. Overall, this strategy gave them an initial rate of $0.04391/kWh vs an Ameren price of $0.05407/kWh – a savings of nearly 20% for residents!

There is nothing we need to do. Select Energy provided an Amendment to the Master Agreement for our files. Residents will see a new opt-out letter in late April detailing the new rate for the next 18 months, starting in June 2022. This will look no different than any other opt-out letter they’ve received over the past 10 years these aggregation programs. Starting in June 2022 the fully fixed rate will be $0.05400 per kWh. This rate will insulate the residents and small business in the Aggregation from increasingly high electricity prices until December 2023.

Dan Walker advised President the small refrigerator at the equipment building is not cooling properly. He will check with Midwest Appliance to see if it can be fixed.

Trustee Ross informed the Board that the new contract for rental of the B.C. Ross Community Center included updated wording: non-residents will be charged $100.00 for 8 hours including setting up and clean up time; a certificate of insurance, naming the Village of Makanda as an additional insured, will be required for events such as fish fry’s, BBQ’s, weddings, and fundraisers.

Trustee Ross shared an update from the Egyptian Electric Magazine that carriers are shutting down their 3G technology to make room for more advanced networking service. The article recommended contacting your current provider and upgrading your service to 5G. Older cell phones will not be able to make or receive calls.

ANNOUNCEMENTS:

ADJOURNMENT: President asked for a motion to adjourn the meeting. Motion was made by Trustee Wolff and seconded by Trustee Ross. Voice vote. All present at roll call voted yes. Motion carried. Meeting was adjourned at 8:53 p.m.

https://villageofmakanda.com/wp-content/uploads/2022/05/April-5-2022-Board-Minutes.pdf