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McLean County Times

Wednesday, January 1, 2025

Village of Downs Board of Trustees met Nov. 14

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Sarah (Layten) Gassaway - Trustee | Village of Downs

Sarah (Layten) Gassaway - Trustee | Village of Downs

Village of Downs Board of Trustees met Nov. 14.

Here are the minutes provided by the board:

1. Mayor Mike James called the November 14, 2024, meeting to order at 7:04pm.

2. Roll Call was taken. Trustees present were Maureen Roach, Anna Milliken, Stephanie Adkisson, Sarah Gasaway, Brian Warfel and Toby Twyford. There was a quorum to do business. Also present was Clerk Julie James, Treasurer Julie Bakewell, Interim Treasurer Sam Smith, and Village Attorney Dawn Wall.

3. The Pledge of Allegiance was recited.

4. A Motion to Approve Agenda and Order was made by Roach and seconded by Milliken. Approved 6-0

• There was a Scriveners error on Resolution 2024-R43 Authorizing and Approving Intergovernmental Agreement Between McLean County and the Village of Downs

5. Events

2024 Haunted House

• We had 4902 people go through this season.

• It was 2 less than last year.

• Volunteers enjoyed the new HVAC.

• We received several great compliments.

Cookies with Santa

• We have over 200 kids who are registered.

• We need a photographer and cookie bakers.

6. Engineer & Development Report

1. Downs Water Plant Improvements

IEPA Loan - A fifteenth disbursement request is prepared to be submitted to IEPA and includes:

• Leander Construction Pay Application #14 in the amount of $158,177.44 (4,589,578.70 completed – 277,508.14 retainage – 4,153,893.12 already approved).

• MSA invoice in the amount of $23,289.99 for services between August 18, 2024, and September 14, 2024.

• MSA invoice in the amount of $11,617.45 for services between September 15, 2024, and October 12, 2024.

Construction

• Interior piping and electrical continuing currently.

• Garage walls, ceiling and window/doors to be painted to match new addition.

• Control was delivered and set. Wiring is occurring now.

• Treatment equipment to be tested and started week of January 27.

2. Downtown Streetscape and Parking Lots design

• The revised concept design and grant package has been submitted to HUD. We held two public hearings on August 28, 2024, and September 11, 2024, to present the concept design for further feedback.

• A contract with MSA for the final design is being presented to the Board to get the project prepared for bid this Spring 2025 with construction over the summer.

• The contract includes some additional outreach and coordination including: a re-kick-off meeting with Staff, 2 streetscape design review meetings with staff and interested parties, an additional public hearing and coordination with McLean County Highway and HUD.

• MSA submitted a Main Streets Grant Application for Phase 2 of the streetscape project. 3. Downs Crossing Watermain Extension

4. S. Lincoln and Colleen Lane Water and Sewer Extension

COLLEEN DR. UTILITIES

• Water main, sewer main and lift station were installed.

• Lift Station operational test to occur with WM Masters. MSA to verify on site.

5. S. Lincoln, Colleen Lane, and Hillard Court Road Projects

6. Other Engineering or Development Updates

MFT GENERAL MAINTENANCE PROGRAM

• McLean County Asphalt performed the roadway improvements on Huff Rd on September 3rd and 4th.

• The Washington improvements were performed on October 11 and 14.

Report from Brown and Roberts

• Phase I - Watermain Extension and Booster Pumping Station

Progress this month

• Booster pumping station and two (2) pressure reducing stations have been approved for construction and has placed the order. Contractor is still trying to clear his schedule to start installing the watermain.

Issues or delays and plans to address them.

• None currently.

Phase II – Elevated Storage Tank

Progress this month

• The contractor’s foundation sub-contractor arrived on site Monday, 10/28/2024, to begin construction on the water tank foundation. They completed the first concrete pour on 11/1/2024.

• The concrete foundation work should be completed near the end of November 2024 to first of December, weather permitting.

• Corn Belt Energy (CBEC) water tank lease agreement still needs finalized. Village and CBEC are handling this item.

Issues or delays and plans to address them

• The tank contractor may have claims of being delayed approximately 2 weeks for their foundation sub-contractor not being able to start when ready, due to the Corn Belt Energy (CBEC) – Village water tank site lease agreement not being completely resolved and adjacent property owner. An October 22 , 2024 TEAMS meeting was held with CBEC, McGuire Iron and Brown & Roberts.

• It was a productive TEAMS meeting, along with a meeting that same week that Mayor Mike James had with an adjacent property owner, which allowed the tank contractor’s foundation sub-contractor to begin work on 10/28/2024.

• No other issues or delays currently.

7. Mayoral Report

• On the agenda is an ordinance to clarify the PTO policy for salary exempt employees.

• We will need to go into executive session to discuss some annexations and the intergovernmental agreement with McLean County.

8. Trustee Reports

1. Building Report

• Gassaway reported we had 3 building permits this month.

• She is revamping the building ordinance and revising the building permit.

2. Water and Sewer Report

• There is an IEPA mandate. We need to increase the water rate on 11/30/2024. • The increase will be $18.10/month.

• The January bill will reflect the new rate.

• Roanoke Concrete sales tax may help offset the rate increase. However, lawsuit delays have caused significant loss in expected revenue.

• A water main replacement on East St is being planned. We hope to start working on it this year, but water breaks may push into next year.

3. Police Report

• Roach thanked Chief for extra hours he put in during the haunted house, football and playoff seasons.

• The department is needing direction on towing vehicles that are inoperable, not registered, and not licensed. These individuals that have been warned twice. The board was in favor of towing vehicles.

• In some cases, the towing expense may not be able to be recouped.

• 3 properties have high weeds and excessive garbage. These residents have been sent multiple notices.

• Public works will come in and clean up and then charge them the cost.

• Wall said we could put a mechanics lien for the cost to recoup the cost if they fail to pay.

• The board agreed with moving forward with that action.

• Chief reported he made a grant request for tasers 4 tasers and equipment. Our request was granted. We received approximately $10,000 in grant money. The cost of the tasers and equipment is $18,200. The village would owe the difference appox $8200. We can pay the $8200 over 5 years.

• 4 citations were written in Bellflower.

• 7 citations were written in Downs.

• Chief got a demonstration of Starlink for emergency situations where communication services are lost.

• There was a reckless discharge of a firearm in Mallard. Looks like the bullet came from the interstate.

• We may need to increase the height of the berm.

• Football and haunted house season went well.

4. Streets Reports

• The Public Works crew has been busy, with culverts and ditch work.

• We are looking to buy accessories for the John Deere for snow plowing and counterweight when using the front bucket

5. Parks, Community Center and Food Pantry Report

• Adkisson reported that a lot is going on in the park.

• The committee almost have the park decorated.

• They are not sure which night to turn the lights on. It will be either black Friday or the Saturday after Thanksgiving.

• They had a lot of volunteers.

• CIA has been making food on the workdays.

• She is researching permanent lighting for the pavilion and food pantry. Colors can be changed for the seasons

• Food pantry is gearing up for Thanksgiving.

• Churches worked together for the Thanksgiving baskets.

• Butcher’s Edge will have a food donation box.

• The wooden train is being refurbished. It will be black and called the Dooley Express.

• The park committee will be holding special meetings until they can change the schedule in FY2026.

6. Finance and Services Report

• Our insurance premium has increased.

• We’ve had instances of credit card fraud recently. The finance department is asking for receipts within a week so we can identify potential fraud sooner.

• Milliken was looking at the garbage contract. As we have annexed, we haven’t updated the garbage company.

• Cara and Sam will be at the ITMA institute next week.

• Cara has been absent for about 6 days.

• The department is in the process of Julie handing off tasks to Sam and making him primary contact.

• The Mobil station gives back tax to for MFT, but we don’t get it back on the police. They are looking into the issue.

• There has been a sharp in flux of memorial donations to the food pantry.

BTP

▪ Maguire Iron

▪ Midwest Petroleum and Excavating

▪ IML 2025 dues

▪ McLean Co Chamber dues

▪ MSA bills

▪ Ferguson

▪ McLean Co Asphalt

▪ John Deere accessories

▪ Semi-annual sewer payment

• The audit is in the initial review process.

• The Annual Treasurer’s Report and audit will be presented in December.

9. Discussion

1. Other

• Twyford reported that the Downs CIA had a record setting year during the haunted house.

10. Public Comment – There was no public comment.

11. A Motion to Approve Items Contained within the Consent Agenda was made by Roach and seconded by Adkisson. Approved 6-0

12. A Motion to Approve Consent Agenda was made by Gassaway and seconded by Roach. Approved 6-0 1. Motions

a. Motion to Approve the October 10, 2024, Village Board of Trustees Regular Meeting Minutes

b. Motion to Approve the October 10, 2024, Village Board of Trustees Executive Meeting Minutes

c. Motion to Renew Membership with the McLean County Chamber of Commerce

d. Motion to Approve Zoning Board Petition Fee of $200 for all Petitions

2. Ordinance

3. Resolutions

a. Resolution 2024-R37 Authorizing and Approving Professional Services Agreement Between MSA and Village of Downs for Streetscape Project Preliminary Design Engineering

b. Resolution 2024-R38 Authorizing and Approving Renewal of the Village of Downs Liability Insurance with ICRMT as of December 1, 2024

c. Resolution 2024-R39 Authorizing and Approving Purchase of John Deere 2038R Tractor Attachments

d. Resolution 2024-R40 Authorizing and Approving Renewal of the Body Camera Agreement Between Halo Technologies Europe Ltd and the Village of Downs

13. New Business

1. Motions

a. A Motion to Approve Village of Downs Public Comment and Public Hearing Rule Changes was made by Roach and seconded by Milliken. Approved 6-0

Discussion

▪ The zoning board asked us to consider time change from 5 to 3 minutes to speak.

b. Motion to Continue the Village of Downs Regular Board of Trustees Meeting on _____________, @ 7 pm at the Village Hall - No action taken.

2. Ordinances

a. A motion to approve Ordinance 2024-15 Approving and Adopting Amendments to the Village of Downs Policy Handbook for the Employees of the Village of Downs was made by Roach and seconded by Milliken. Approved 6-0

Discussion

▪ This changes the policy so that salary exempt can request PTO to be paid the extra day.

b. Ordinance 2024-__ Amending the Municipal Code of The Village of Downs – No action taken.

c. A motion to approve Ordinance 2024-16 Authorizing and Approving a User Rate Increase and Dedication of Sales Tax Revenue or Other Sources of Revenue to Ensure Combined Revenues to be Collected Beginning with the enactment of this ordinance to Cover the Cost of the Operation of the Water System, Repairs and Maintenance of the Water System and Payment of the Debt Service was made by Roach and seconded by Gassaway. Approved 6-0

d. A motion to approve Ordinance 2024-17 Approving the Levy and Assessment of Taxes for the Corporate Purposes of the Village of Downs, McLean County, Illinois for the Fiscal Year of May 1, 2025, Through April 30, 2026, was made by Roach and seconded by Gassaway. Approved 6-0

Discussion

▪ $5611.54 was applied to the audit.

▪ $400 to water

▪ $150 to parks

▪ $62 to liability insurance

3. Resolutions

14. Old Business

1. Motion to Approve FY 2023-2024 Audit – No action taken.

2. Motion to Approve FY 2023-2024 Annual Treasurer's Report - No action taken.

3. Motion to Approve FY 2023-2024 Annual TIF Reports - No action taken.

4. Ordinance 2024-__ Amending the Municipal Code of The Village of Downs by the Addition of Article[Chapter] _________ Establishing Standards for the Construction of Facilities on the Rights-of-Way – No action taken.

5. A motion to approve Resolution 2024-R41 Authorizing and Approving Proposal from Rod's Tree Service for $2,100 was made by Roach and seconded by Milliken. Approved 6-0

Discussion

▪ More branches are falling.

15. A motion to Approve Payment of Bills was made by Gassaway and seconded by Roach. Approved 6-0 16. A motion to Enter Executive Session for Intergovernmental, Lease, Development and Annexation Agreements was made by Roach and seconded by Gassaway at 9:09pm. Approved 6-0

Mayor Mike James called the November 14, 2024, meeting back to order at 10:17pm.

Roll Call was taken. Trustees present were Maureen Roach, Anna Milliken, Stephanie Adkisson, Sarah Gasaway, Brian Warfel and Toby Twyford. There was a quorum to do business. Also present was Clerk Julie James, Treasurer Julie Bakewell, Interim Treasurer Sam Smith, and Village Attorney Dawn Wall 17. Action on Executive Session Items

1. A motion to approve Resolution 2024-R42 Authorizing and Approving Lease Agreement Between Corn Belt Energy Corporation and the Village of Downs was made by Milliken and seconded by Twyford. Approved 6-0

2. A motion to approve Resolution 2024-R43 Authorizing and Approving Intergovernmental Agreement Between McLean County and the Village of Downs was made by Warfel and seconded by Adkisson. Approved 6-0

18. Other Business - There was no other business.

19. A motion to adjourn at 10:18pm was made by Adkisson and seconded by Warfel. Approved 6-0

https://media.rainpos.com/1071/meeting_minutes_2024_11_14.pdf 

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