VILLAGE OF WOODHULL
BOARD OF TRUSTEES REGULAR MEETING
September 7, 2004
COMMITTEES
President-Lloyd Carlson Vice President-Steve Erlandson
Municipal League Representative-Lloyd Carlson Economic Development-Matt Gates
Audit & Insurance-Steve Erlandson & Cindy Goeckner Police/Zoning/Civil Defense/Permits-Ed Malcolm & Mary
Engholm
Water/Sanitation/Sewer-Richard Wilson & Lloyd Carlson Streets/Drainage/Sidewalks-Matt Gates & Steve Erlandson
Parks/Recreation/Tourism-Cindy Goeckner & Mary Engholm
President Lloyd Carlson called the Regular Meeting to order on September 7th, at 7:05 p.m. immediately
followed by the Pledge of Allegiance.
Trustees present; Mary Engholm, Steve Erlandson, Matt Gates, Cindy Goeckner, Ed Malcolm, Richard
Wilson
Also present: Jeff McCready-Water Superintendent, Wayne Mileham-Streets Superintendent, Jim Bethell-
Chief of Police and 8 other Community Members
APPROVAL OF MINUTES
Mary Engholm made the motion to approve the Aug. 2nd Regular Meeting minutes. Cindy Goeckner
seconded. Motion carried.
TREASURER'S REPORT
Barb Lutrell presented the Treasurer's Report as follows:
General Fund $ 76,203.76
General Fund Payroll $ 6,685.54
Balance Sheet of Assets $165,306.09
Motor Fuel $ 67,188.33
Water Fund/FSB $ 49,972.05
Water Fund/WFB $ 38,044.48
Operation & Maintenance $ 965.03
Balance Sheet (Water Fund) $907,026.34
Barb informed the Board that the Annual Treasurer's Report has been completed and will be filed at the
Courthouse.
Matt Gates made the motion to approve the Treasurer's Report. Dick Wilson seconded. Motion carried.
At this time Barb addressed the issue of having a separate line sheet for the TIF funds. Matt Gates had
requested to see the money accounted for so it would not be spent. He reminded the Board that a
substantial amount of this money would need to be paid to Jack Piper. She explained that the funds are
kept separately and that a general ledger could be run off to show the activity of the account, however it
would be advisable to wait until November, after all the taxes have been paid to run this report.
AUDIT:
Presentation of bills:
Steve Erlandson reported three Add-on bills totaling $246.12. USA Bluebook $29.84, CarQuest Auto
$67.00, PDC Laboratories $149.28.
Barb informed the Board that Jim Bethell had not been reimbursed properly for his mileage when picking
up the new squad car. It was decide to have her pay him the difference. She also questioned if something
could be mentioned to Jeff McCready about looking at the bills sooner than the day of the Board meeting.
He has been changing things on this day, and it makes more difficulty and work for Barb. It was decided to
have Barb talk to Jeff, and if the problem continues, it will be addressed by the Water Committee. There
was discussion of the procedure for the categorizing the bills. She also stated that Ben, who performed the
Audit, will be attending next month's meeting to answer any questions the Board might have.
APPROVAL OF BILLS:
General Fund August bills were presented as follows:
Alexander Lumber $ 31.39
Bolduc & Son $ 72.14
Central Management Services $ 1,900.00
Connie Bethell Cleaning $ 25.00
Dell Marketing $ 1,434.51
Don Litton $ 20.00
Express Lane $ 14.57
Illinois Power $ 1,277.78
Insurance Exchange Agency $ 675.00
K&R Tree Service $ 175.00
Larry Hanson $ 20.00
Northwest Municipal Association $ 25.00
Spencer Bros. $ 24.00
Staples $ 48.40
Tim Blaine $ 20.00
Waste Management $ 2,111.50
Willis Luallen $ 20.00
Woodhull Auto Repair $ 373.77
Woodhull Co-op $ 28.00
Woodhull Telephone Company $ 238.48
Total August General Fund Bills $ 8,534.54
Water Fund August Bills were presented as follows:
Central Management Services $ 1,228.00
Chemsearch $ 314.77
Galesburg Electric $ 18.40
Growmark $ 3.60
Illinois Power $ 1,140.22
Lowe's $ 101.44
Missman, Stanley & Associates $ 327.50
Summit Environmental Services $ 140.00
Team Laboratory Chemical $ 290.78
Tony's Plumbing and Heating $ 20.05
WINS $ 19.95
Woodhull Telephone Company $ 38.94
Zimmer & Francescon $ 89.80
Total August Water Fund Bills $3,733.45
Matt Gates made the motion to approve the bills and draw them off various accounts. Cindy Goeckner
seconded. Motion carried.
ADDITIONS TO THE AGENDA
* Larry Baysinger- Leaves
* Rebekah Jones- WBC Halloween Activities
Lloyd Carlson informed the Board of a letter received from Jack Piper. Mr. Piper's letter addressed the
state of his health and his business affairs. Lloyd also stated that he and Larry Youngren had been down to
look at the proposed site of the new town hall.
POLICE/ZONING/CIVIL DEFENSE/PERMITS:
Chief Jim Bethell presented his report as follows: drove 1609 miles, used 145.2 gallons of fuel, had 73
contacts, and out of town log showed twelve items. Chief Bethell informed the Board that the new squad
car had been received. Jim asked if the Board would like to take bids for the old squad. Ed Malcolm
questioned if the car should be kept for Village use. It was discussed when bids should be taken, and for
how long. Matt Gates suggested that if bids were taken in October, they could be opened and discussed at
the November Board meeting. Mary Engholm made the motion to allow Jim Bethell to place ads for sealed
bids for the old squad car in the local advertising papers to run until Oct. 15th. Ed Malcolm seconded.
Motion carried. Ed Malcolm made the motion to approve the Police Report. Mary Engholm seconded.
Motion carried.
Lance and Rebekah Jones- Mr. and Mrs. Jones are requesting permission to construct a porch to replace
their old one. The new porch would be 3' closer to the property line. The dimensions of the porch will be
8' x 20'. Dick Wilson made the motion to approve the request. Mary Engholm seconded. Motion carried.
Lorraine Anderson- Lorraine Anderson is requesting to have her zoning changed from commercial to
residential as there is no longer a business operating out or the residence. Ed Malcolm made the motion to
approve the change. Steve Erlandson seconded. Mary Engholm stated that she is hesitant to change
because the property is on Division St. There was discussion of the zoning of Division St. and several
other lots in the surrounding area, including comments by Larry Baysinger and Lance Jones. Roll Call
Vote: EM/Yes, CG/No, ME/No, SE/Yes, DW/No, MG/No. Motion failed.
Jim and Connie Bethell- Mr. and Mrs. Bethell are requesting a conditional use permit to conduct a mail-
order business out of their home. This permit would pertain only to Mr. and Mrs. Bethell and would not be
a permanent change. Cindy Goeckner made the motion to approve the permit. Mary Engholm seconded.
Motion carried.
Charles and Janice Genesio- Mr. and Mrs. Genesio are requesting to have the zoning changed at the
former Evie Johnson property, from residential to commercial. Lloyd Carlson stated that it needed to be
determined if the property is currently residential or commercial. It was decided to consult the attorney and
look into the zoning. A special meeting will be held Oct. 13th at 6:00pm to discuss the lawyer's findings.
WATER/SANITATION/SEWER:
Water report for the month of August follows: Water usage - 2,929,304 gallons, GPD average - 94,494
East Lift Station - 1,205,820 gallons, West Lift Station - 1,205,820 gallons and out of town log showed ten
items. Jeff also reported doing the following: fix chlorinator at the pump house, replace boards on BB
court benches, mark JULIE locates, Turn water off to 2 empty buildings, meet with Plaza management
about H2O bill with Deb, work on opening drawer in Clerk's office, meet with plumber at new house on
Lake Drive, Supervise and map water and sewer hookup at new house on Lake Drive (Saturday), Remove
graffiti from playground equipment, attend free Live Wire demonstration at Pioneer, look for trailer to
replace stolen one, flush hydrants (one day). Jeff McCready was not able to attend this meeting. He
presented his report in writing. The Board discussed Jeff's statement that new tires were needed for the
Village truck. Mary Engholm made the motion to purchase four new tires for the truck. Cindy Goeckner
seconded. Motion carried. Ed Malcolm made the motion to approve the Water report. Mary Engholm
seconded. Motion carried.
STREETS/DRAINAGE/SIDEWALKS:
No Streets Report
Stop Sign Reduction- Dick Wilson stated that he has studied the stop signs around town and spoken to
citizens and that they would like to see some stop signs removed. He has presented the Board a proposal
for eliminating some of the signs. There was much discussion of this topic. Matt Gates made the motion to
table the stop signs for one month. Mary Engholm seconded. Motion carried.
Matt Gates requested that a letter be sent to IDOT thanking them for the light poles that were recently
replaced. There was discussion of the Handicapped Parking space that was put in front of the Post Office.
It was decided to place the removal of the Handicapped Space on the West side of the street to next
month's agenda. There was discussion of other parking problems and violations around the Village. No
action was taken.
PARKS & RECREATION:
Cindy Goeckner reported that Town-Wide Yard Sales will be held this weekend, there are about 30 yard
sales set. Clean-up days are set for the following weekend. Items should be set out the night before and
pick-up will begin at 6:00am. There was discussion of what items would be picked up.
WBC Halloween Activities- Rebekah Jones was present with a request from the Woodhull Betterment
Committee to have Trick-or-Treat hours set on Saturday, October 30th to coordinate with the parade and
activities the WBC has planned. Sunday would be a rain date for the activities. A parade has been planned
along with games and refreshments. Mary Engholm made the motion to set Trick-or-Treat hours for Oct.
30th from 6-8. Matt Gates seconded. Motion carried. There was discussion of the activities that would be
taking place. Ed Malcolm made the motion to approve the WBC activities. Matt Gates seconded. Motion
carried. There was discussion of the graffiti and activities at the park.
ECONOMIC DEVELOPMENT:
No Economic Development Report
OLD BUSINESS
TIF-Separate line item- This item was covered during the Treasurer's Report.
NEW BUSINESS
Larry Baysinger- Mr. Baysinger made a statement to the Board concerning the burning of yard waste in
the Village. He questioned as to what the ordinances were. He is very concerned that not all residents are
being treated equally and fairly. There was discussion of the ordinances and proposed changes to the
ordinances. Dick Wilson informed Mr. Baysinger that the ordinances had just been received from the
lawyer and the Board would be looking at them again soon. Jeff McCready stated that he or Wayne could
be called and yard waste could be taken to the lagoon. There was more extensive discussion. No action
was taken.
* At this point there was discussion of the progress on the Subway restaurant. The Clerk informed the
Board that there had been a problem with the application for EPA permits, but that was taken care of. Jeff
McCready stated that he was told by the engineer that the permits would be coming soon. Lloyd Carlson
said that he has spoken to Jeff about having Tony's do the work at the Subway.
Employee Evaluations- Dick Wilson informed the Board that employee evaluations need to be done in
October. Ed Malcolm questioned if evaluations were done last year. Mary Engholm stated that no, they
were not done. She also suggested that the Personnel Committee could do the evaluations and make their
recommendations to the Board. It was decided to have the Board set date and do all evaluations that night.
There was discussion of when would work best for everyone. Ed Malcolm questioned if these evaluations
were supposed to be done last October. Lloyd Carlson explained that there had been changes because of
the new Personnel Manual. Wayne Mileham informed the Board that there had not been any evaluations
for two years. Mary Engholm made the motion to add setting the date for employee evaluations to the
agenda for the special meeting. Matt Gates seconded. Motion carried. Cindy Goeckner asked what the
criteria for the evaluations are, and how far back do you evaluate. Matt Gates stated that since evaluations
are year by year, it should only be the past year.
Matt Gates made the motion to go to closed session at 9:05pm. Cindy Goeckner seconded. Motion
carried.
Matt Gates made the motion to come out of closed session at 9:30pm. Cindy Goeckner seconded. Motion
carried.
Ed Malcolm made the motion for Lloyd to talk to the Phone Company and if they do not have a problem
with it to make contact with Maxine. Cindy Goeckner seconded. Motion carried.
Cindy Goeckner made the motion to adjourn. Mary Engholm seconded. Motion carried. Meeting
adjourned at 9:35 P.M.
Submitted by Bernadette Melow, Village Clerk