REGULAR MEETING OF THE MAYOR AND COUNCIL OF THE VILLAGE OF TAMPICO
December 1, 2015, 7:00 PM
Reagan Community Center
Mayor Kristine L. Hill called the regular meeting of the Tampico Village Council to order at 7:00 PM.
Commissioners Bruce Hill, Phalen Vancil, Scott Meier and Derrick Maupin were present. Police Chief Terry Strike was also in attendance. Village Clerk Kathy Leathers recorded the written and digital minutes.
Mayor Hill led those present in the Pledge of Allegiance.
Minutes of the November 17, 2015 Regular Meeting were approved as presented.
Mayor Hill told the Council she would like to switch this up for a minute and in future meetings move “Reports from Village Officials” to the front so council members have a chance to voice what’s going on. She said it might answer questions the public may have in the future. Mayor Hill told them she just had a couple things to report. She announced the Day Care successfully opened this past Monday and they also received a $2,000.00 grant from the Prophetstown Area Community Foundation again this year. She said the day care is really fortunate to get $2,000.00 from them.
Mayor Hill next thanked Dennis Electric for putting up the wreaths downtown and for maintaining them. The mayor said they are not all functioning at this point, but they are coming back to get the ground faults on those.
Remarks from Guests
Resident Howard Hanna told the council he has been here 7 years and he has never had his street plowed. He said that’s one of the reasons he has come, to get information. He also told the council, he wanted to see how they function. He said he has been home more now after traveling all over the world and he wanted to see what is going on with the council and with a little problem he has had. He told council members he thinks it can be looked at and they can decide what to do. Mayor Hill told Hanna it will have to go through the contractor and the engineer and everything before the council will need to decide anything. Hanna agreed and said it has to be looked at. [Hanna has brought his concern about his driveway apron not being properly done after the South Main Place Sewer Project.] Clerk Leathers advised those present she spoke with Village Engineers about the issue and they have gather information and referred the matter to the contractor. Hanna also wanted to know who is in charge of the sanitary sewer system. Mayor Hill told Hanna it is Commissioner Vancil’s department but Commissioner Maupin, who was on the water/sewer department for quite some time has been assisting Vancil while he has been doing more with the Recreation Department. Hanna told Maupin and Vancil, before he or they leave, he would like to ask them some questions. Hanna told the council he is not connected to the recent upgraded sewer line on South Main Place but has heard that problems have been created for others who live along that street. Hanna said he wondered if anyone had complained about it. Mayor Hill told him the contract on the upgrade is still open and a final check list has not been done so these issues need to be addressed before it is closed. Hanna told Mayor Hill, this has nothing to do with it although it may have. He said he doesn’t know, he is not an expert on a lot of things but he has heard others near the area have had back-ups in their homes.
Hanna said somehow, the work on that sewer effected the others. He also said they had a vent system on the old sewer that they corrected and put new lines in. He said he doesn’t know if that made the air suction or
what. He said he didn’t know anything about those kinds of things and he has had no reason to look into it until his wife told him she was getting a funny noise when she runs the washing machine. Hanna advised the council he called a plumber out and they told him what the trouble was, some place there is not enough air getting to it that used to get into it. Commissioner Vancil told Hanna he lives in the same neighborhood. Vancil said the only thing he could think of is they might have had an air pocket in there and he can’t think of any other reason. Hanna mentioned the neighbor behind him has had to have a plumber out three times because their home had back-up in it. Mayor Hill advised him those things need to be brought to Tom Pierce’s attention immediately so the village can address it. She said it can’t be put off, because then if it is a potential problem, the village can’t catch it. Mayor Hill stated the village has had a lot of the lines videoed already and they’ve worked and already have a plan in place for the replacing of these lines in the master plan, so it may be something in line with that. Mayor Hill told Hanna if he contacted Tom or Village Hall and let them know, they can go out and determine if that is what’s going on. Hanna said he has never had a problem with that but others in the neighborhood have had sewer problems ever since he has moved in there. Mayor Hill told Hanna that’s why the village addressed the situation. Hanna told the council of the vent system for the old sewer line again. Mayor Hill told him that was used since the old sewer system there was inadequate to begin with. Commissioner Hill said the line was way smaller that it actually had to be. Mayor told Hanna the council will look into it and address it. Commissioner Maupin told Hanna if he talks to anyone who has had problems, he should encourage them to call in and talk to the clerk so she can get in touch with Tom, [Pierce], or someone. Maupin said that way the village can figure out what’s going on because if the village does not know there is a problem, it’s hard for the village to do anything about it. Maupin stated that’s where the bad perception is that the village doesn’t do anything about it. Maupin said if the village does not know, then it cannot fix it and then the council gets people who think the village is not doing anything. Maupin said we like to know about problems. Mayor Hill said communication is the key. Mayor Hill told Hanna the council would look into it. Commissioner Vancil told Hanna the council appreciates his input. Mayor Hill thanked Hanna for coming in.
Commissioner Hill gave the council an update on the status of the Emergency Siren installation. Hill said possibly sometime this week. Hill told the council the contractor has been trying to reach another local contractor for setting the pole. Hill reported the holiday may have set people back. Commissioner Hill said hopefully it will be up this week.
Discussion turned to the Recreation Committee’s recommendation for fence repairs. At the council’s last meeting, Commissioner Vancil had given members proposals for several fence repairs at the ball diamonds and the basketball court at Booth Park. Mayor Hill asked Vancil if he is still proposing the enclosure for the basketball court. Vancil told her yes. Mayor Hill said the only thing she has with that is she feels the ball diamonds are used more than the basketball area. Mayor Hill said she is torn between safety and money. The Mayor asked if the village has the money to do so. Vancil said he could see a lot of kids at the park still. Mayor Hill asked Vancil if he didn’t think the ball diamond was as big of a safety issue. Vancil replied the backstop on the south diamond, yes, it was supposed to have already been fixed but it has not. He said it’s not as big of a concern considering the wind storms there have been around here, it’s not going to come down. Vancil stated when you have all the exposed linking on the fence there at the basketball court, kids are over there playing and go after a ball and they hit it, it could rip their hands open. Mayor Hill said she was just wondering, she hadn’t actually been over there. Vancil said that’s why he has been looking at the liability factor, fixing the fence will cost a lot less. Mayor Hill said her other question was whether the village needs the fence around the basketball and tennis court anymore or could a shorter fence be put up. She said it was just another idea and she knows they used to have the 3-on-3 tournaments there and that was why they built it up so much. Mayor Hill said she didn’t know how the rest of the council felt about that and they should take some time to brainstorm about this. Commissioner Maupin said he thinks the cage is kind of neat for the basketball court, it’s nice because players don’t have to chase the basketballs down. Commissioner Meier said especially the south one. He said you don’t have to worry about some kid chasing the basketball across the street. Maupin said there is also the skate stuff off to the side there and you don’t have those guys running into the basketball courts. Maupin also said the high fence is traditional to basketball courts like that. Maupin said he thinks that park gets more use than anyone thinks. Mayor Hill agreed and said it’s getting more and more all the time especially with the T-ball. She said she is liking that.
Maupin stated he thinks if the council puts more effort into revitalizing it, making it look better, it may get more use yet. He said he used to be over there all the time. Vancil said he takes his kids there. Commissioner Hill agreed saying who wants to chase a basketball. Maupin said if the you only put a four or five foot fence is put up there, the balls bounce off of it. Commissioner Hill said then they would have to climb it. The council next considered the amount of exits to the courts considering there is only one there now. Mayor Hill advised them at least both sides should have a basic cutout or something. The village clerk asked Vancil if this is something he was considering for the next fiscal year. Vancil replied the earlier they can get it done the better before the contractor gets too busy. Mayor Hill asked Vancil if he had money in his budget to address the issue. Vancil said he doesn’t know that right now since the council is still considering it. Mayor Hill told Vancil the council could table it to the next meeting and still have time to schedule it. Commissioner Hill said spring will come soon enough and they could get it done if they schedule it with the contractor now. Mayor Hill said if Vancil has a little bit of money right now he could get one of the smaller jobs done now, with the money he has now. Maupin agreed they could put it in the new year budget and it could be the big project for the year. Maupin said that would give them a chance to possibly have a fund raiser. Mayor Hill stated that is next May. Mayor Hill told council members they could keep it on the table for the winter and she thinks it’s a good project and she wants it safe. Mayor Hill told Vancil the money for that might not have to come out of the rec budget because it’s the park, whereas the other park is a whole different situation. She’s said that actually donated to be the recreation area. Commissioner Hill said that would come from the general fund. Mayor Hill said they will look at the funds and see what they could do. She suggested Vancil get an adjustment to the bid if he can and then at the next meeting the council could maybe schedule it and that way get onto to their calendar early. The council also suggested Vancil get another proposal as well.
Council discussion turned to a proposed rental agreement for the Reagan Community Center, [the RCC]. Mayor Hill told the council she had forwarded a draft of an agreement to Village Attorney William Shirk to look over. She told them Shirk didn’t see anything that needed to be changed and the agreement covered all the bases and he recommends the council move forward with it. Mayor Hill said she thought it was a great starting place since the village needed to have something in place. Mayor Hill stated the village rents the gym and sometimes the council meeting room to the public at different rates. She told them the village did not have an agreement in place that said the rentor is liable. Mayor Hill said that way they will know what the village expects of them while they are in our building. The mayor stated it’s not to deter anyone from renting it, it’s just so they know they are not going to let their kids break something without being held accountable. Mayor Hill said she would like to have it in place by the first of the year. Maupin said he would like to move forward. He said his question is if this is everything, it would be for anyone who wants to use the gym will have to have to go through and sign this regardless. Mayor Hill said yes, for anyone who wants to rent the gym, for instance if it’s a local public service agency and they hold an event for families, the village would waive the fee but they would still have to sign the agreement and they will know there is some accountability. Mayor Hill said it’s just not a matter of….the village provides the heat, they turn on the lights and when someone comes in here for their own functions, they need to pay. Commissioner Maupin told the council he had someone contact him about playing football in the gym. Maupin said at that time it was too short of notice as the gym had already been rented out for that date. He said he tells people it’s easier to call Village Hall. Mayor Hill told the council the village has been experiencing a greater amount of vandalism to the building lately and this is why the village needs to put this in place. She said the village needs to be cautious and have people understand this is what they are going to have to do. The mayor said she thinks it will deter those who want to randomly come in here and say they may need it for an hour. The mayor explained the agreement is spelled out and once they have read the agreement they will have a form to sign. A motion was made to approve a rental agreement for those who use the RCC gym or conference room to be effective January 1, 2016. The motion was made by Commissioner Vancil and seconded by Commissioner Maupin. “Yes” votes were Maupin, Hill, Meier, Vancil and Mayor Hill. The motion carried. Mayor Hill advised she would see about putting on the Village website so people will have time to review before coming in to pay the fee, then they would sign it before she would put it on the calendar. Mayor Hill reminded everyone it’s a first come, first served basis. Mayor Hill says she attempt to keep her calendar up to date so there are no problems with renting it out by accident if it is already booked. Mayor Hill said Anna, [Village Utilities Clerk], works really well with keeping track of the rented events and periodically double checks them, is doing a great job helping keep things straight. Mayor Hill stated it’s a great facility and she wants to keep it using it and have it available for everybody.
A motion was made by Commissioner Vancil with a second by Commissioner Hill to approve payment No. 2 to O’Brien Civil Works, Inc. For the South Main Place Sewer Project in the amount of $18,589.50. “Yes” votes were Maupin, Hill, Meier, Vancil and Mayor Hill. The motion carried.
A resolution approving the use of Motor Fuel Tax funds for final payment to Martin & Company Excavating for Section 15-00000-01-GM East Third Street Resurfacing was approved on a motion by Commissioner Meier and seconded by Commissioner Maupin. “Yes” votes were Maupin, Hill, Meier, Vancil and Mayor Hill. The motion carried.
Commissioner Vancil advised the council the Recreation Committee is rocking and rolling on their Father / Daughter Dance coming up next month. He told the council he has flyers they have agreed on as a committee and once he gets the final count for students at the schools, they will get the flyers made up and sent out. Mayor Hill suggest he send her one so she could put it up on the website. She said right after New Year’s would be a good time. Mayor Hill said she has it on the calendar but she would like to have something so it’s flashy.
Vancil next reported to the council for the Recreation Committee, it will be league-wide requirement that the diamond will need an actual pitching mound. Vancil said he and another Rec Board member could build it themselves. Mayor Hill advised him to make a list and it could be picked up.
Communications
Clerk Leathers reviewed the Ancel Glink Question of the Month with council members and an e-mail from the Wisp explaining possible future service delays due to the company needing additional technicians.
Bills were ordered paid on a motion by Commissioner Maupin with a second by Commissioner Vancil. “Yes” votes were Maupin, Hill, Meier, Vancil and Mayor Hill. The motion carried.
Police Chief Terry Strike advised he and Commissioner Hill have been working on a different ordinance for health and safety they would like to discuss at the next meeting.
The meeting adjourned at 7:34 PM. The next regular meeting of the Tampico Village Council will be Tuesday, December 15, 2015 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.
Kathy A. Leathers Kristine L. Hill
Clerk Mayor
MINUTES APPROVED THIS 15th DAY OF December, 2015
**These minutes are not official until signed, dated and sealed by the Village Clerk**
