Carbondale Reporter

Village of Makanda Board of Trustees met March 1.

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: Trustee Ross made a correction to the February 1, 2022, minutes. Trustee Ross stated that L&P Carpet had provided the samples to the Board. 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: Jamie Hagy-Folyer and Eric Wagner were in attendance, to observe. Eric Wagner Jr., Vice President of Unity Pointe 4-H Club, presented to Board regarding 4-H service projects. Eric introduced himself and asked if there were any community service projects the 4-H Club could do for the Village. President stated that service project ideas would need to be discussed by the board before any decision could be made. Jamie stated that the Club had 10-12 members and covered a range of ages. Jamie stated that the Club is just discussing ideas. Trustee Hillard reported that the Village has a Clean-up Day that perhaps the Club could help with. President Shingleton stated that the Village has extra mulch for the playground that needs to be raked and leveled out, that it might be an idea for a service project. Jamie stated that their family would also like to volunteer to help with projects in the Village. President Shingleton stated that she would be in touch with Jamie and discuss what can be done.

Village Clerk had contacted IML to check liability of Village regarding volunteers. They recommended asking participants to sign waivers of liability. President spoke with 4-H Club parent Amanda Lowery, and she is checking to see if Unity Point School 4-H Club has liability coverage.

PETITIONS AND COMMUNICATIONS: Unity Point School 4-H Club has inquired about use of B.C. Ross Community Center to hold their monthly meetings which lasts approximately 1½ hrs. They do not have funds to rent facility but maybe, following up regarding volunteer inquiry, there is something they could do to help with projects in the Village.

The Illinois indoor masking requirement ended yesterday, February 28. Masks will still be required where federally mandated (including on public transit), healthcare facilities, congregate settings, long-term care facilities and daycare settings. Schools are urged to continue state and federal guidance to help keep students and staff safe. Municipalities may choose to implement their own masking requirements. Board was asked if we should resume rental of B.C. Ross Community Center. Everyone felt it would be best to wait until update of heating/air and new flooring are done to resume rental of Community Center.

President received an invitation from Egyptian Electric Cooperative Association to join them at their second Annual Safety Breakfast on Thursday, March 17 at their Murphysboro office. We have been identified as an organization, within their service territory that could be exposed to a potential safety incident as a first responder or present otherwise at an on-site accident. Doors will open at 8:00 a.m., with event beginning at 8:30, and lasting about 1 hour. The event is free, but registration is required by Friday, March 11. Their employees will demonstrate a live line demonstration, how to properly handle unknown electrical safety hazards when responding onsite until authorized personnel can respond, and more. Trustee Wolff will check to see if he is available to attend the breakfast.

President advised her Notary Commission is expiring July 2. Cost for renewal is $59 for 4 years which includes $5,000 Notary Bond, official Notary Seal Stamp, and State filing fee. She asked for permission to renew her Commission. Board approved renewal.

CLERK: Clerk distributed the annual Statements of Economic Interest for the Board to complete and return, before leaving the meeting.

TRUSTEES: Trustee Hilliard stated that the Village would be donated a new freezer to replace the old one at the Community Center. Details have not been

completed at this time. The old freezer was donated to the Village, it is not surplus property. The old Freon will need to be pumped out of it, before it is disposed of.

Trustee Wolff reported that Dan and Randy have taken down the 2 dead trees on McGuire West Ext. Road.

Trustee Allen reported that they had gotten the 4500 Dodge Ram from Absher Arnold Motors. The decals still need to be put on it and it must be taken to Woody’s Municipal Supply in Edwardsville. They are unable to work on the truck until mid-April. Trustee Allen reported that Dan had suggested giving $1.00/hr. raises to Danny and Kenny, Street and Road Crew, they both do a good job for the Village. President stated that Dan should be included in receiving a raise, as he manages more than just Street and Road work. Trustee Wolff moved a motion to give all 3 a $1.00 per hour raise. Trustee Ross seconded the motion. All present at roll call voted yes. Motion carried. President stated that the raise would not be effective until May1, 2022, the new fiscal year.

Trustee Ross reported that the State flag at the Pavilion needs to be replaced. Trustee Ross stated she had told Tina about the stump that the last flood had washed up across from the Post Office. President Shingleton had told her that Dan would remove it. Trustee Ross reported that she had talked to Karen from the Buncombe Water District inquiring if the new driveway on Makanda Road was going to be for a single dwelling or a subdivision. Karen responded that IDOT had said “no subdivision because there is only one way in and out”. Trustee Ross stated that she had called IDOT and was told that Carrie Nelson was in charge of planning all the road repair. Trustee Ross left Carrie a message telling her that as a resident and member of the Board, how dangerous Makanda Road is. President advised that she had sent an e-mail to Senator Terri Bryant on February 22 inquiring if there was any update regarding the IDOT Road Safety Project Information Exchange Survey she had submitted in May 2021 regarding Makanda Road repairs. Trustee Ross advised that she had gotten a webinar message to contact Orval Rowe regarding Weather Warning Systems.

Trustee Ross presented the bids for The B.C. Ross Community Center Repairs: Kenny Ellis, the painter will meet with her in a couple weeks and give her a bid for painting the interior of the Community Center. Niemann’s Flooring gave a bid of $19,966.09 for everything to do the floor except the Mechanics Room and 1 year labor, and 7 years light commercial. L&P Carpet gave a bid of $19,057.00 or everything and included 1 year labor, 10 years waterproof. Trustee Ross passed the bids around for the Board to read. The bid for a split system heat and air from

Gurley and Son for the kitchen unit, 1 year labor, 10 years parts, 10 years compressor, and everything that they supply is $6,927.76. The two units in the big room were inspected and both need to be replaced. For a split system, there would need to be 2 separate units. The bid for unit 1 is $13,963.45. The bid for unit 2 is $13,963.45. Board discussed. Trustee Wolff made a motion to move ahead with L&P Flooring. It was seconded by Trustee Dalton. Voice vote. All present at roll call voted yes. Motion carried. Board discussed and agreed that the kitchen should be done first, with funds remaining from this year’s budget. Trustee Ross made a motion that she contact Gurley and Son and accept their bid for the kitchen split system unit and 1 unit in the big room. It was seconded by Trustee Dalton. Voice vote. All present at roll call voted yes. Motion carried.

Trustee Ross has spoken with President Shingleton regarding new pricing for the rental of the B. C. Ross Community center. Trustee Ross suggested charging Village residents $75.00 for eight hours and non-residents $100.00 for eight hours. Both fees would have an additional deposit fee, which would be returned if the Community Center was properly cleaned after the event. Trustee Ross also suggested that the Community Center rental agreement stipulate non-profit Village of Makanda organizations / groups, such as the Masons and Veterans rental fee be waived upon Board approval.

Trustee Dalton reported that during recent heavy rainfall, ditch on south side of Makanda Road just past new driveway had overflowed on to Makanda Road. Trustee Dalton reported that she sent President Shingleton pictures of 2 trees that are starting to fall into the creek. Trustee Dalton also sent pictures, to the Village President of the place on Church Street where the FedEx driver had run off the road. President Shingleton reported that she had Dan check the road at that location and they may add some rip- rap there. Trustee Dalton has sent President Shingleton, pictures of the old railroad rock towers that are starting to fall into the creek. Trustee Dalton inquired if the Village was going to have one or two clean - up days this year, dates to be determined in April. President stated that the Village has budgeted for two clean up days. Trustee Dalton reported that a Village resident had ask her if the Village could have a senior center for residents. Board discussed.

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 Dalton. Voice vote. All present at roll call voted yes. Motion carried.

REPORTS OF STANDING COMMITTEES:

A. Finance Committee: Clerk distributed copies of the annual Finance Committee meeting report and draft of the budget for the upcoming fiscal year, starting May1, 2022. Clerk and President reviewed the changes from last year’s budget. Trustee Hilliard made a motion to accept the Village of Makanda’s Working Budget for fiscal year May 1, 2022, through April 30, 2023. It was seconded by Trustee Ross. Voice vote. All present at roll call voted yes. Motion carried.

B. Ordinance Committee:

C. Street & Road Committee:

D. Subdivision Committee:

E. Insurance Committee:

F. Playground Committee: Clerk presented playground inspection report. Playground equipment is in good repair. Mulch needs to be smoothed out when it dries out from the recent flooding. Committee would like to replace the swing seats; the old seats look rather worn. In May it will be time to schedule an inspection with Jim Closson from the Illinois Municipal League Risk Management Association.

REPORTS OF SPECIAL COMMITTEES:

A. Emergency Disaster Committee: Need to look into renewing First Responder cards.

B. Special Events Committee:

ORDINANCES & RESOLUTIONS:

EXECUTIVE SESSION:

UNFINISHED/OLD BUSINESS: President received an email from Stone Creek Homeowners Association President, Beck Simonds on February 2, regarding a quote recently prepared for Stone Creek roads. E.T. Simonds put together a roadway budget for a staggered asphalt overlay program for the next 15 years. The recommendation is to pick sections and start this program on about 4-year intervals where in the next 15 years the entire complex would see an additional overlay. With a total cost estimate of $516,000 and annual tax revenue of $750,000 during the same time period it seems that whoever takes ownership could stand to take in around $15,000 annually while satisfying the needs of the roadway maintenance. While Stone Creek HOA are in the process of discussing de annexation options and giving this same sales pitch to the township, they felt it seemed the figures should also be shared with their current tax holder. Board was asked if any discussion was necessary or if she should advise Mr. Simonds to refer to our letter of January 4, 2022. Board agreed to advise HOA they stand by their decision regarding Stone Creek roads as noted in their letter of January 4th.

President provided update regarding meetings for wildfire protection. Dan met with David Allen and Jesse Riechman to mark trees along Sheppard Lane. There are a total 41 trees that were marked. There are a couple of directions that were proposed. The Shawnee RC&D could develop a contract with Makanda private/independent contractor or a combination of the two. They discussed the possibility of a contract with Makanda for cutting the smaller trees; perhaps less than 14” in diameter (there are 16 of these). RC&D could basically reimburse the Village for the cost. Then they could get cost estimates from contractors for cutting the larger trees. These trees would not be removed by contractors. President expressed concern regarding removal of trees once they are cut down, especially on west side of road, because bank and Sheppard Lane ditch need to be kept clear on ROW and we have limited staffing. There was a discussion about renting a chipper to dispose of some of the material. We would have until June 30, 2023 to complete the work using grant funds. We also need to check with property owner to see if they would be okay with leaving trees cut down on their property or require them to be removed. Board was asked how to proceed to report back to Mr. Allen. There was concern regarding Village Road employees cutting and removing trees. It was recommended to ask if bids from contractors for cutting of trees and their removal are possible. Board also asked for President to check with Makanda Township Road Commissioner to see if Township would be willing to take over maintenance of Village’s section of Sheppard Lane.

NEW BUSINESS: President received call from John at Greenridge Landscaping regarding maintenance for this year. President asked about replacing rotten landscape timbers at south end of building. He will put together an estimate for approval. Looking to schedule maintenance in April upon approval.

ANNOUNCEMENTS:

ADJOURNMENT: President asked for a motion to adjourn the meeting. Motion was made by Trustee Ross and seconded by Trustee Hilliard. Voice vote. All present at roll call voted yes. Motion carried. Meeting was adjourned at 8:56 p.m.

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