REGULAR MEETING OF THE MAYOR AND COUNCIL OF THE VILLAGE OF TAMPICO
August 3, 2021
7:00 PM
Reagan Community Center
Mayor Kristine L. Hill called the Regular Meeting of the Tampico Village Council to order at 7:00PM.
Commissioners Jim Coleman, Jennifer Morales, Ryan DeBrock and Tammy Kendell were present. Police
Officer, Jim Hollaway, and Village Utilities Clerk, Jamie McIntire, were also present. Village Clerk, Kathy Leathers, was also present and recorded the written and audio minutes.
Mayor Hill led those present in the Pledge of Allegiance.
Minutes of the July 20, 2021 Regular Meeting were approved as presented.
Minutes of the July 20, 2021 Closed Meeting were approved as presented.
Reports of Village Officials
There were no reports from Village Officials at this time.
Remarks from Guests
There were no remarks from guests at this time.
Unfinished Business
There was no unfinished business to discuss at this time.
New Business
The Council began to review the Engineering Agreement for the Sanitary Sewer Lining Project associated with the DCEO CDBG Public Infrastructure Grant. Commissioner Coleman asked this is for the first phase, correct? Mayor Hill said yes. A motion was made by Commissioner Kendell, second by Commissioner Coleman, to approve the Engineering Agreement. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.
Next the Council discussed canceling the August 17, 2021 Regular Meeting of the Tampico Village Council. There would only be one regular meeting for the month of August. Mayor Hill advised that there will need to be a Special Meeting for the HVAC Bids and to review applicants for the posted position. Mayor Hill said she’d like to try and have that Special Meeting on August 11, 2021. A motion was made by Commissioner DeBrock, second by Commissioner Kendell, to cancel the August 17, 2021 Regular Meeting. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.
Discussion moved to waiving the traditional bid seeking process for the HVAC Replacement Project that will use funding from USDA Rural Development Community Facility Grant. Mayor Hill advised that the process is quite lengthy. This will help expedite the process. The project has been posted in several places and project proposals were mailed out today to several companies. Commissioner Kendell asked so we will have numerous quotes? Mayor Hill said yes. Clerk Leathers advised that she received a list of contractors to mail the proposal out to from Matt Hansen. There is also an invitation that anyone can stop by the office to pick up a project packet. A motion was made by Commissioner Kendell, second by Commissioner Morales, to waive the traditional bid seeking process. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.
The Council began to discuss using the Competitive Negotiation Process requesting proposals from a number of sources as allowed by the USDA Instructions 1942-A Section 1942.18 for the HVAC Replacement Project using Funding from the USDA Rural Development Community Facility Grant. Mayor Hill said this is step number two for expediting this process. A motion was made by Commissioner DeBrock, second by Commissioner Kendell, to approve using the Competitive Negotiation Process. Commissioner Coleman said so we need both of these votes to pass even though it says the same thing? Clerk Leathers advised that this waives the traditional bid process of posting it in the paper and accepting the bids then meeting with the engineer. Then you read off the bids and discuss the bids with everyone present. With the proposal packet you invite the contractors. You send them an invitation packet that includes the scope of the work, then they’re invited to send the proposal. Mayor Hill also advised that this will give the Village a little more flexibility to make sure that we have a reliable contractor rather than just going with the lowest bid. Leathers said it also reads in this 1942.18 that the contractor will be chosen with the project cost that is most advantageous to the Village. Mayor Hill advised that the contractors have to turn their proposals in to the office by Tuesday August 10th, 2021 by 3:00PM. Then the Special Meeting will be held on Wednesday August 11th, 2021 at 6:00PM to discuss the proposals and also the employment applications. Only a quorum is required. Leathers said we can announce that a Special Meeting will be held on the 11th and it is open to the public. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.
Building Permits
Building permits issued by Village Zoning Administrator, Art Spencer, are 206 S. Washington – siding house and adding on to deck.
Communications
There were no communications to report at this time.
Bills were ordered paid on a motion by Commissioner Kendell, second by Commissioner DeBrock. Clerk Leathers advised that she did have a report from a Village Official. I received an email with rules for how to apply for the Arva Funds. Instead of receiving $90,000, the Village will be receiving $99,000. I have the Village registered and our request in. Mayor Hill said ok. Mayor Hill said roll call. “Yes” votes were Coleman, Morales, DeBrock, Kendell and Mayor Hill. The motion carried.
Mayor Hill advised that she’ll be meeting with Tony McCombie tomorrow. If anyone has anything they’d like discussed please send me an email. I will be discussing abandoned properties with her and how we can receive some of the grant funding to help with that issue.
The meeting adjourned at 7:19 PM. The next Regular Meeting of the Tampico Village Council will be Tuesday, September 7, 2021 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.
Kathy A. Leathers
Clerk
Kristine L. Hill
Mayor
MINUTES APPROVED THIS 7th DAY OF September, 2021
**These minutes are not official until signed, dated and sealed by the Village Clerk**
