Village of Dix Village Board Met March 9.
Here is the minutes provided by the board:
The Dix Village Board met in regular scheduled session at the Dix
Village Hall. Village President, Kurt Karcher called the meeting to order at 7:02 P.M.
Roll Call: Trustees Present: Judy Bronson, Tiffany Gentles, Paul Ayers, and Brandy Mount.
Trustees Absent: Jennifer Prosise and Sean WIikey.
Officers Present: Village President-Kurt Karcher; Village Clerk-Connie Hicks; and Village Treasurer-Sharon Bean. Officers Absent: None.
A motion was made to approve the minutes from the February 9, 2021 regular board meeting with 2 minor changes on Business Item 4 by Tiffany Gentles. A second to motion was made by Judy Bronson.
Motion carried 4-0
A motion was made to approve the minutes from the February 1, 2021 special board meeting. by Tiffany Gentles. A second to the motion was made by Brandy Mount.
Motion carried 4-0
A motion to accept the Treasurer's Report was made by Paul Ayers. A second to motion was made by Judy Bronson.
Motion carried 4-0
A motion to approve payment of the bills was made by Paul Ayers. A second to the motion was made by Brandy Mount.
Motion carried 4-0.
Recognition and Comments from the Public:
Shirley Wilson reported the Community Center is now officially back open. The group that normally meets on Monday evenings is back. Shirley asked what to do with mail as she picks it up. Kurt Karcher told her she can leave it on his desk and he will sort it and make sure the correct person gets it.
Max Wilson reported that the east walk at the Dix Village Park is flooding eyery time it rains. It is causing a buildup of mud on the side walk. Max stated he has had to use the blade on his tractor to clean it off.
The owner of the ice cream shop, Yellin Helen's asked about sign ordinances in regard to placing a business sign on Village property. She would like to put a sign up close to the Interstate to advertise their business. Kurt Karcher told her he would check the signage ordinances and get back with her on the rules for placing signs.
Building and Grounds Committee:
Tiffany Gentles stated the dumpsters have been reserved for the Village Wide Cleanup in May.
During the recent snow storms in the Village, the Dix Village Park gates were closed due to the massive amount of snow we received.
Street and Alley Committee:
Paul Ayers reported on the amount of funds left for road drainage projects and amounts in the non-MFT funds for road repairs. The total remaining is$ 40282. 75. Trustees were given a list of potential future projects. Some discussion will need to be done to decide which projects the Village wants to move forward with. The Rebuild Illinois funds will need to be spent within a year of receiving those funds.
Police Commission Committee:
The board of trustees has been given the hours for March 2021 for the part-time deputy. Community Organizer Report:
Kim Wilson stated that sometime prior to the Village Wide Rummage Sale, she would like to gather a group of volunteers to help clean up the Village. She would like for volunteers to get together either the 1st, 8th or 15th of May. She stated she will keep an eye on the weather forecast and choose the exact weekend at a later date.
Kim stated she would love suggestions and maybe a brain storming session for ideas on setting up events for the year for the Village to enjoy and participate in.
Business Items:
• Item #1: Distribute Economic Interest Forms
Forms were distributed to all trustees and officers of the Village. These will need to be completed and given to Kurt Karcher after the meeting.
No action Needed.
• Item #2: Discussion of Upcoming Election Information and Projected Open Seats Kurt Karcher reported there will be two open seats following the Municipal Election in April. One Village Trustee seat will be open and the seat of the Village Clerk will be open.
No action Needed.
• Item# 3: Approve Amendment to Regular Meeting Minutes from November 2020 There was an error discovered in the regular meeting minutes for November 2020. There had been a motion to increase the monthly pay for Village Trustee Committee Chairs from $60 to $100 that was omitted from those minutes.
A motion was made by Brandy Mount to amend the November 2020 regular board meeting meetings to include an increase of pay from $60 per month to $100 per month for Committee Chair persons after the April 2021 municipal election. A second to the motion was made by Tiffany Gentles.
Motion Carried: 4-0.
• Item# 4: Discussion and Approval of Rebuild Illinois Projects
Paul discussed capital improvements in the Village such as asphalt overlay projects including the possible additional overlay on West Lincoln Street and other streets.
A motion was made by Paul Ayers to table this item to a future meeting for further research and discussion. A second to the motion was made by Tiffany Gentles.
Motion Carried: 4-0
• Item # 5: Approval of Upcoming Street and Alley Projects
Paul Ayers reported that Meadow Lane has significant drainage concerns. He recommends that prior to going any farther on a project regarding that drainage issue, the Village should have the 6 catch basins inspected for Meadow Lane, so we are more informed as to exactly what the Village is dealing with. Paul recommends this project be put on pause until the next meeting .. The recommendation is to continue with the Village pothole repair projects on various streets.
A motion was made by Brandy Mount to go ahead with the pothole repair project throughout the Village at a cost of $1790 minimum and not to exceed $4000 without further approval from the Village Board. A second to the motion was made by Tiffany Gentles.
Motion Carried: 4-0
Paul Ayers made a motion to table the discussion on the culvert breach on Jackson Street and the Meadow Lane drainage work until obtaining a second bid to get a clearer scope of the repairs and costs of the projects. A second to the motion was made by Judy Bronson.
Motion Carried: 4-0
• Item # 6 Discussion of Grant 19-203077 Monitoring Review and Need for Additional Policies to be Drafted by the Village Attorney
Kurt Karcher reported the Village received notice to respond with items for a monitoring review for the $50,000 grant the Village received for the ADA compliance for the restrooms in the Community Center and the Village Hall. The monitoring review items have been gathered and this was submitted in March 202.1. During the monitoring review it was discovered the Village needs to have in place additional policies that are required.
The Village Attorney, Doug Hoffman, will be drafting the needed policies and will be attending the April 202'J,Village Board meeting to explain the policies and answer any questions regarding those.
No Action Needed.
• Item# 7: Discussion of Record Retention, Conflict of Interest, Bidding and Contractual Process, Insurance Coverage, Drug-Free Workplace and Whistleblower Policies. Kurt Karcher reviewed a list of the policies for the Village that the Village Attorney is currently drafting for the Village.
No Action Needed.
• Item# 8: Approve Ordinance# 2021-2, An Ordinance Amending Ordinance #2010-1, "Village Officials"
A motion was made by Brandy Mount to approve Ordinance# 2021-2. A second to the motion was made by Paul Ayers.
Motion Carried: 4-0
Item # 9: Discuss Jefferson County EMA Planning Grant Information Letter Kurt Karcher read a recent letter sent to the Village by the Jefferson County EMA Planning Board to make Village Trustees aware of the EMA Planning Grant.
No Action Needed.
Item # 10: Discuss and Approve Monetary Gift to Mt. Vernon High School Music Boosters.
Judy Bronson made a motion to donate $100 to the Mt. Vernon High School Music Boosters from the Village. A second to the motion was made by Tiffany Gentles.
Motion Carried 3-1 with Paul Ayers voting no.
Item # 11: Discussion of Mowing Contract Issues and Need for New Provider Paul Ayers has asked Ed Mooney with Rome Township to do the boom mowing twice a year and Ed has agreed to take care of that mowing. Paul will be contacting several mowing services to explore a new mowing provider for the Village.
No Action Needed.
Item # 12: Award Mowing Contract
A motion to table this item until the next meeting was made by Paul Ayers. A second to the motion was made by Tiffany Gentles.
Motion Carried: 4-0
Item# 13: Discussion of Snow Removal from Winter 2021 and Cur.rent Snow Removal Contract Status
The Village had $5500 in the current fiscal year budget for snow removal and to date, we have spent $ 8450 in the current fiscal year for snow removal. Paul Ayers would like to develop a map for snow removal to be able to set clear expectations of what is expected and included in the snow removal process. At that time, we will solicit new bids and discuss cancelling the current 2-year snow removal contract.
No action needed.
Item# 14: Approve Turning on Water at the Park in April 2021
A motion was made by Judy Bronson to approve turning on the water at the Dix Village Park in April, and to allow the Building and Grounds chair person to make the yearly decision in the future with regard to turning the water on and off at the Village Park. A second to the motion was made by Paul Ayers.
Motion Carried: 4-0 ·
Item# 15: Update on Tornado Siren Request from February 2021 Village Board Meeting
Kurt Karcher stated he contacted Jefferson County regarding the possible placement of an additional tornado ,Siren in the northern part of the Village and has not heard back from them at this time:
No Action Needed.
Item# 16: Discussion of Charter Communication's Connect Illinois Grant Contract Kurt Karcher received a telephone call from Charter Communication to see if there would be an interest in Charter applying for a grant to bring higl:i speed fiber optic internet service to the Village. Kurt submitted a letter of interest to Charter Communication which included the support of all Village Trustees.
No Action Needed
Item# 17: Approval for Retention of Connie Hicks as Village Clerk .Following April Election
A motion was made by Judy Bronson to approve the retention of Connie Hicks as Dix Village Clerk, contingent upon the seat being vacant following the April 2021 Municipal Election. A second to the motion was made by Tiffany Gentles.
Motion Carried: 4-0
Item # 18: Miscellaneous
The lawsuit regarding a Mobile Home Ordinance Violation, that was previously being worked on by the former Dix Village Attorney has now been given to the new Village Attorney, Doug Hoffman to proceed with the next step in the process.
According to the new Village Attorney, there are no current restrictions in place due to Covid-19 to prevent the Village from moving forward with Village Ordinance Violations.
Kurt Karcher reported we will be discussing current and ongoing ordinance violations at the April 2021 Village Board Meeting.
A motion was made by Judy Bronson to adjourn the meeting. A second to the motion was made by Brandy Mount.
Motion Carried: 4-0.
Meeting adjourned at 8:28 pm.
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