TRUSTEES’ REGULAR MEETING
The Trustees of the Menard County Cemetery Maintenance District met Via Phone Conference (Virtual Meeting-with live Recording) due to the Covid-19 Virus at 8:00 a.m. Petersburg, Illinois, this 15th day of July 2020.
ROLL CALL: PRESENT: President Richard Dennis, could be heard and identified, Trustee Reggie Dowell, could be heard and identified, Trustee Mark Stewart, could be heard and identified, Jerry Tice, Attorney, could be heard and identified, Charlotte Watkins, Bookkeeper/ Office Assistant, could be heard and identified with Allan Dean, Superintendent, being physically present and could be heard and identified.
PURPOSE: The primary purpose of this meeting was to discuss the Budget & Appropriation Ordinance #152
The meeting was called to order by President Richard Dennis at 8:00 a.m.
AGENDA: Mark Stewart moved to approve Agenda as submitted. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
MINUTES: Upon review of June 3, 2020 minutes no revisions were made. Reggie Dowell moved to approve the minutes. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, President Richard Dennis voted Aye. motion passed to approve the minutes.
TREASURER’S REPORT: The Comparative Profit & Loss statement for the period of May 1, 2020, through July 14, 2020 along with Balance Sheet of May 1, 2020 thru July 14, 2020 was submitted. Reggie Dowell moved to approve the Financial Reports as presented, Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, and President Richard Dennis voted Aye. Motion passed.
BUDGET AND APPROPRIATION ORDINANCE NO: 152: The Budget and Appropriation Ordinance was reviewed. An official amount of $167,397.70 for General Corporate was entered for line 7, and an official amount of 38,386.03 for Liability, Work Comp, Unemployment and Social Security was entered for line 8. With estimated Receipts totaling $390,446.01; and estimated expenditures total $390,400.00 for a possible income of $46.01.
Reggie Dowell moved for approval of the Budget and Appropriation Ordinance as #152. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye and President Richard Dennis voted Aye. Motion passed. The Budget and Appropriation Ordinance No. 152 will be sent to the Observer for publication on 7/20/2020.
FREEDOM OF INFORMATION POLICY #E4 A Freedom of Information Policy #E4 was presented to the Board. Attorney Jerry Tice reminded Allan Dean (F.O.I.A Officer,) that the Policy is to be posted at all times with contact information and request forms, After a review of the Policy, Reggie Dowell moved to adopt the Policy. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, and President Richard Dennis voted Aye. Motion passed.
COVID-19 POLICY #E5 Attorney Jerry Tice put together a Covid-19 Policy due to the current Executive Order by our Governor and for protection of the District and its Employees.
After discussion, Mark Stewart moved to approve Policy E5. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
SEXUAL HARASSMENT TRAINING: Allan informed the Board that all employees have taken the training through the Il. Dept. of Human Rights and that he and President Dennis took it through the Alliance of Illinois Cemeterians. Mr. Stewart has taken his training through the Illinois Extension Service due to being involved with 4H. Trustee Reggie Dowell said he would come to the office and take the training through the IL. Dept. of Human Rights. Certificates of Participation shall be held in each employees file.
EQUIPMENT NEEDS: Allan informed the Board that no new equipment was needed at this time.
SEPTIC SYSTEM: Allan informed the Board that the current Septic Systems was not working, but that there is another System already in the ground. Smith Plumbing submitted a bid of $1850.00 to remove old system, pump and connect to the other system,. Bid was submitted with required Prevailing wage. Reggie Dowell moved to accept the bid from Smith Plumbing. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye and President Richard Dennis voted Aye. Motion passed.
GARAGE DOOR: Allan informed the Board that the Garage Door on the South building would not open or close correctly. He presented a bid from Springfield Overhead in the amount of $2107.00. This did not include a door opener. A second bid was submitted by Midwest in the amount of $2606.00 which include door opener and required prevailing wage. After discussion, Mark Stewart moved to accept the bid from Midwest. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
OTHER BUSINESS: Mr. Dean informed the Board that he gave Sean Dassing a 50 cent per hour raise. When the minimum wage went to $10.00 it put Sean near those who had just started. After speaking with President Dennis, they felt it only fair since Sean has been with the District for 5 years, Trustee Reggie Dowell and Trustee Mark Stewart agreed.
There being no further business, Reggie Dowell moved to adjourn the meeting, Mark Stewart seconded with Trustee Reggie Dowell voting Aye, Trustee Mark Stewart voting Aye and President Richard Dennis voting Aye, Meeting adjourned at 8:35 a.m., with the next regular meeting scheduled for December 9th, 2020 at 9:00 a.m. following with a joint meeting with Cemetery Representatives at 1:00 p.m.
Respectfully submitted,
______________ __________________________
Secretary, Mark Stewart
, totam rem aperiam.
The Trustees of the Menard County Cemetery Maintenance District met Via Phone Conference (Virtual Meeting-with live Recording) due to the Covid-19 Virus at 8:00 a.m. Petersburg, Illinois, this 15th day of July 2020.
ROLL CALL: PRESENT: President Richard Dennis, could be heard and identified, Trustee Reggie Dowell, could be heard and identified, Trustee Mark Stewart, could be heard and identified, Jerry Tice, Attorney, could be heard and identified, Charlotte Watkins, Bookkeeper/ Office Assistant, could be heard and identified with Allan Dean, Superintendent, being physically present and could be heard and identified.
PURPOSE: The primary purpose of this meeting was to discuss the Budget & Appropriation Ordinance #152
The meeting was called to order by President Richard Dennis at 8:00 a.m.
AGENDA: Mark Stewart moved to approve Agenda as submitted. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
MINUTES: Upon review of June 3, 2020 minutes no revisions were made. Reggie Dowell moved to approve the minutes. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, President Richard Dennis voted Aye. motion passed to approve the minutes.
TREASURER’S REPORT: The Comparative Profit & Loss statement for the period of May 1, 2020, through July 14, 2020 along with Balance Sheet of May 1, 2020 thru July 14, 2020 was submitted. Reggie Dowell moved to approve the Financial Reports as presented, Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, and President Richard Dennis voted Aye. Motion passed.
BUDGET AND APPROPRIATION ORDINANCE NO: 152: The Budget and Appropriation Ordinance was reviewed. An official amount of $167,397.70 for General Corporate was entered for line 7, and an official amount of 38,386.03 for Liability, Work Comp, Unemployment and Social Security was entered for line 8. With estimated Receipts totaling $390,446.01; and estimated expenditures total $390,400.00 for a possible income of $46.01.
Reggie Dowell moved for approval of the Budget and Appropriation Ordinance as #152. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye and President Richard Dennis voted Aye. Motion passed. The Budget and Appropriation Ordinance No. 152 will be sent to the Observer for publication on 7/20/2020.
FREEDOM OF INFORMATION POLICY #E4 A Freedom of Information Policy #E4 was presented to the Board. Attorney Jerry Tice reminded Allan Dean (F.O.I.A Officer,) that the Policy is to be posted at all times with contact information and request forms, After a review of the Policy, Reggie Dowell moved to adopt the Policy. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye, and President Richard Dennis voted Aye. Motion passed.
COVID-19 POLICY #E5 Attorney Jerry Tice put together a Covid-19 Policy due to the current Executive Order by our Governor and for protection of the District and its Employees.
After discussion, Mark Stewart moved to approve Policy E5. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
SEXUAL HARASSMENT TRAINING: Allan informed the Board that all employees have taken the training through the Il. Dept. of Human Rights and that he and President Dennis took it through the Alliance of Illinois Cemeterians. Mr. Stewart has taken his training through the Illinois Extension Service due to being involved with 4H. Trustee Reggie Dowell said he would come to the office and take the training through the IL. Dept. of Human Rights. Certificates of Participation shall be held in each employees file.
EQUIPMENT NEEDS: Allan informed the Board that no new equipment was needed at this time.
SEPTIC SYSTEM: Allan informed the Board that the current Septic Systems was not working, but that there is another System already in the ground. Smith Plumbing submitted a bid of $1850.00 to remove old system, pump and connect to the other system,. Bid was submitted with required Prevailing wage. Reggie Dowell moved to accept the bid from Smith Plumbing. Mark Stewart seconded. Trustee Reggie Dowell voted Aye, Trustee Mark Stewart voted Aye and President Richard Dennis voted Aye. Motion passed.
GARAGE DOOR: Allan informed the Board that the Garage Door on the South building would not open or close correctly. He presented a bid from Springfield Overhead in the amount of $2107.00. This did not include a door opener. A second bid was submitted by Midwest in the amount of $2606.00 which include door opener and required prevailing wage. After discussion, Mark Stewart moved to accept the bid from Midwest. Reggie Dowell seconded. Trustee Mark Stewart voted Aye, Trustee Reggie Dowell voted Aye, and President Richard Dennis voted Aye. Motion passed.
OTHER BUSINESS: Mr. Dean informed the Board that he gave Sean Dassing a 50 cent per hour raise. When the minimum wage went to $10.00 it put Sean near those who had just started. After speaking with President Dennis, they felt it only fair since Sean has been with the District for 5 years, Trustee Reggie Dowell and Trustee Mark Stewart agreed.
There being no further business, Reggie Dowell moved to adjourn the meeting, Mark Stewart seconded with Trustee Reggie Dowell voting Aye, Trustee Mark Stewart voting Aye and President Richard Dennis voting Aye, Meeting adjourned at 8:35 a.m., with the next regular meeting scheduled for December 9th, 2020 at 9:00 a.m. following with a joint meeting with Cemetery Representatives at 1:00 p.m.
Respectfully submitted,
______________ __________________________
Secretary, Mark Stewart
, totam rem aperiam.