Village of Constantine
Regular Council Meeting
December 20, 2010
7:30 PM

President Strawser called the Regular Monday, December 20, 2010 meeting of the Constantine Village Council to order at 7:30PM.

CALL TO ORDER AND PLEDGE TO FLAG
Present at Roll Call: Trustees Robert Brewer, Willie Harder, Cindy LaFluer, Dick Larrance, Gary Mathers and Sarah Moore, and President Strawser. Other elected officials present: Treasurer Donna Strawser and Clerk Ruth Strawser. Village employees present: Manager Mark Honeysett, and Administrative Assistant/DDA Director Diana Lammott. The pledge of allegiance followed Roll Call.

APPROVAL OF THE AGENDA
Motion by Brewer, Seconded by Moore, to approve the agenda as presented. Motion passed by affirmation 7- 0.

MINUTES
Motion by Mathers, Seconded by Brewer, to approve the Regular December 6, 2010 meeting minutes as amended. Motion passed by Roll Call 7 – 0. Voting YES: Bob Brewer, Willie Harder, Cindy LaFluer, Dick Larrance, Gary Mathers, Sarah Moore and MacKenzie Strawser. Voting NO: NONE. Amendments – Preface - Addition: Elected Trustees Brewer, Harder, LaFluer, Larrance, Mathers and Moore took the oath of office prior to commencement of the Regular Meeting. All other elected officials took the oath of office earlier to provide continuity of legal signatures.

NEWSLETTER MINUTES
Motion by Brewer, Seconded by Moore, to approve the abridged version of the Regular December 6, 2010 meeting minutes for newsletter publication as amended. Motion passed by affirmation 7 – 0. (Amendment same as for December 6, 2010 regular meeting minutes.)

PAYMENT OF THE BILLS
In response to questions about the Three Rivers Clean Water Plant Sewer Services Bill(s), Manager Honeysett said that one of the lift station pump motors needed repair; the Village pays for parts, but there is no labor charge. Treasurer Strawser pointed out that both the October and November bills were submitted. She said sewer flow is down, but maintenance is up. Manager Honeysett said that a large part of the maintenance bill was bioxide for odor control. Trustee Mathers stressed the need to have all bill information well in advance of a meeting, not appearing on Council desks the night of the meeting and wondered if there was a better way to deal with late-arriving bills. In response to questions, Manager Honeysett said that the Masonic Lodge bills would be paid by the DDA as part of the DDA rehabilitation program, as would $4,000 in engineering billed by Fleis & Vandenbrink for façade evaluations for rental rehab applications In response to questions raised regarding use of TIF money for the Merchant Appreciation Dinner, Manager Honeysett said that initial concerns raised following unclear communication between the auditor and Village officials, caused the DDA to make it a public instead of a private party. Although newsletter advertising failed to reach the public in time, oral exchanges with Christmas in Constantine attendees was sufficient. Asked if TIF money could be used for all community promotions, Manager Honeysett said they rely on and had gotten approval for such expenditures from auditor. Clerk Strawser disagreed, saying the Department of Treasury said such expenditures were limited to non-TIF money and some limited grants. Manager Honeysett said he relied upon the auditor’s advice and expected no penalty should there be an unintended violation caused by this one unique event.

Motion by Brewer, seconded by Larrance, to pay the bills and make the necessary transfers totaling $201,937.73. Motion passed by Roll Call 7 – 0. Voting YES: Brewer, Harder, LaFluer, Larrance, Mathers, Moore and Strawser. Voting NO: NONE.

PUBLIC HEARING – SMALL BUSINESS INTIATIVE (SBI) GRANT AT 130 EAST WATER STREET.
President Strawser called the Public Hearing to receive comment on the closing of Phase I of the Small Business Initiative Grant at 130 East Water Street to order at 8:07PM.

Rachel Mullins, owner of the building, was present. No one rose to comment.

President Strawser closed the Public Hearing at 8:08PM.

AUDIENCE PARTICIPATION
No one rose to speak.

CONSENT AGENDA

MANAGER
Manager Honeysett read the list of meetings he attended in November 2010, speaking in more detail about the United Way Meeting (to review policy and application changes) and the AEP Embankment Alarm (options for replacing or upgrading the system in the coming year). In response to questions:

• Manager Honeysett gave examples of topics discussed at the Inter-Governmental Relations and Chamber of Commerce meetings;
• said that reported rate increases tied to the Three Rivers Clean Water Plant upgrades affected Three Rivers’ water rates and not Constantine sewer rates;
• said they had to wait to see if an insurance claim was filed on the [empty] burned house at 660 White Pigeon Street before beginning action;
• he expected the [burned] Bandholtz/Hayden house to be torn down following salvage, the 60-day deadline up by January 20, 2011;
• he would ask the DPW to move the Bandholtz memorial stone to the Village office as soon as possible to avoid damage during demolition and that he would work with the Freemasons and others in setting up a dedication ceremony.

POLICE
Police Commissioner Brewer synopsized the list of police department activity for the month of November 2010.

DPW
DPW Commissioner Harder synopsized the DPW activity for the month of November 2010. Trustee Harder praised the leaf pickup program and the efforts of the DPW.

FIRE
Fire Commissioner Moore read the fire department report on call volume and training submitted by Chief Haydon for the month of November 2010. Monthly training was in vehicle extrication.

OTHER
Clerk Strawser referred Council members to the list of items they should all possess and her request for a written accounting of Village property in their possession, including any committee or board in which they have participated. She said she could provide general items in several forms, including as computer files.

Motion by Brewer, Seconded by Mathers, to accept and file the Manager’s and Commissioners’ reports as presented. Motion passed by affirmation 7 – 0.

UNFINISHED BUSINESS

SBI GRANT CLOSURE
After review of the directional email sent by the State, it was decided that no action was necessary by the Council, rather the Clerk would supply certification of approved minutes detailing the required public hearing, upon Council approval of same at the next regular meeting.

PROFORM CURED-IN-PLACE LINING
Manager Honeysett said that the lining on East Second Street was completed, with the remaining sections on the north side of the Village to be done as temperatures allow.

COUNCIL PER DIEMS
The Council was referred to Attorney Bush’s draft of proposed Ordinance No. 237, amending the per diem compensation to Village trustees and the Village president for attendance at meetings of committees, board or group, and the draft compensation claim form since he confirmed any increase to Council compensation had to be done by ordinance following a public hearing. These actions are expected to occur prior to April 1, 2011. Manager Honeysett rejected President Strawser’s request that an added requirement be approved minutes from any meeting, saying such would cause the attorney to re-write the draft and was against the original council directive.

NEW BUSINESS

SUNDAY MORNING ALCOHOL SALES
The Council consensus was that they would do nothing to prohibit Sunday morning alcohol sales. It is the Village Manager’s understanding that the Village retains the right to prohibit such sales in the future.

COMMITTEE ASSIGNMENTS
President Strawser said that while she was prepared to appoint pro-tem, commissioners and SAAC representatives, she was awaiting information from the Village Manager on the function and scope of Council committees and boards before making further appointments.

Motion by LaFluer, Seconded by Larrance, to approve the appointment of Trustee Mathers as President Pro-Tem. Motion passed by affirmation 7 – 0.

Motion by Moore, Seconded by Mathers, to approve the appointment of Commissioners as presented. Motion passed by affirmation 7 – 0.

DPW Commissioner – Willie Harder

Fire Commissioner (Fire Board) – Sarah Moore

Parks & Recreation Board – Cindy LaFluer

Police Commissioner – Robert Brewer

SAAC REPRESENTATIVE
Township Supervisor Hutson reminded the Council (via email) of the importance of having a SAAC representative to replace former Trustee Mark Brown as soon as possible since SAAC will be considering alternatives to ambulance service as the LifeCare Ambulance contract ends April 2012.

Motion by Moore, Seconded by Brewer, to approve the appointment of Gary Mathers as SAAC representative and Sarah Moore as alternative representative to SAAC. Motion passed by affirmation 7- 0.

CHECK SIGNATORIES
Saying there was confusion at the last meeting regarding signatories, Trustee Mathers read his December 20, 2010 memo regarding dual signatories from one household or related individuals. Further conversation with the Village auditor indicated that while the Treasurer and Clerk are mandated by statute to serve as signator, no mandate apparently exists for the Village President. Trustee LaFluer said that it was her understanding at the previous meeting, that trustee signators would only serve as emergency signators, and suggested that another trustee regularly remaining in town also be appointed a signator. President Strawser said she did not object to having additional signators since she would not be readily available unless checks were brought to her place of employment. Trustee Moore declined as she could not be a signator on any account at the bank where she worked. Clerk Strawser reminded the Council that signator appointments remain in effect only for the term of the sitting council and therefore, any previous signator appointments had expired.

Motion by Mathers, Seconded by Larrance, to appoint Trustees Brewer and Harder as authorized check signators. Motion passed by Roll Call 7 – 0. Voting YES: Brewer, Harder, LaFluer, Larrance, Mathers, Moore and Strawser. Voting NO: NONE.

Clerk Strawser pointed out that such additional signators could not legally sign checks instead of the treasurer or clerk since such action would deny the treasurer and clerk of their legally mandated duties. Trustee Mathers agreed to amend his proposed motion.

Motion by Mathers, Seconded by Moore, that effective immediately, all checks issued by the Village of Constantine shall contain two authorized signatures from its list of authorized check signers with one signature being the treasurer or clerk and the second signature being one of the authorized trustees, who also happens to be unrelated to or part of the household of the second signer. Motion passed by Roll Call 7 – 0. Voting YES: Brewer, Harder, LaFluer, Larrance, Mathers, Moore and Strawser. Voting NO: NONE.

ADJOURNMENT

Meeting adjourned at 9:08PM.

Ruth Strawser
Village Clerk

Included in the packet, but not discussed: Pages 33-42- Avoiding Theft in Your Non-Profit; list of 2010 Resolutions; Revenues and Expenditures Report dated 12-16-2010.