Meeting Minutes april 6, 2011 I. Call to order



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Jo-Carroll Depot LRA Board of Directors

Meeting Minutes

APRIL 6, 2011
I. CALL TO ORDER: Chairman Bill McFadden called the board meeting to order at 3:00 p.m. on Wednesday, April 6, 2011 at the Jo-Carroll Depot LRA Conference Room, 3651 Crim Dr., Suite 1, Savanna, Illinois.
II. ROLL CALL was answered as follows: Present-Don Crawford, Paul Hartman, Bill McFadden, Bill Robinson and Ron Smith. Present: 5 Ayes: 5. Nays: 0. Absent – Steve Keeffer, Ed Olds and Bill Wright. Absent: 3. LRA attorney and staff present: Phil Jensen, Mara Roche and Jan Davis. Guests present: Tom Kamper (RVPR), Ole Pace (RVPR), Bill Hooton (IITC).
III. PLEDGE OF ALLEGIANCE was recited.
IV. AGENDA ADDITIONS – Under New Business, discuss the possibility of hiring temporary help for the LRA office.

Under New Business, discuss the possibility of setting up the sand table currently on display in the Depot museum at the Historical Society in Savanna, on loan basis for a period of four months.


V. CONSENT AGENDA

  1. Minutes of Board Meeting, Regular and Executive Sessions, of March 2, 2011.

  2. CD transfers approved by Finance Committee, if any.

  3. Bills over $2,500 approved by Finance Committee, if any.

A motion to approve the consent agenda was made by Don Crawford, seconded by Paul Hartman. The motion carried by voice vote. The consent agenda included the transfer of funds from CD #25574 held at East Dubuque Savings Bank to the Mount Carroll Banking Center for the term of 12 months at 1.00% APY.

VI. EXECUTIVE SESSION



A motion to enter Closed Session at 3:05 p.m. as permitted for the following under:
5 ILCS 120/2(c)(6). The setting of a price for sale or lease of property owned by the public body
was made by Paul Hartman, seconded by Ron Smith. The motion carried by role call vote as follows: Don Crawford, Paul Hartman, Bill McFadden, Bill Robinson and Ron Smith. Ayes: 5; Nays: 0.

A motion to return to open session at 4:01 p.m. was made by Bill Robinson, seconded by Ron Smith. The motion carried by roll call vote as follows: Don Crawford, Paul Hartman, Bill McFadden, Bill Robinson and Ron Smith. Ayes: 5, Nays: 0.
Guests Tom Kamper (RVPR), Ole Pace (RVPR) and Bill Hooton (IITC) returned to open session. Cindy Irwin (Army) arrived.
VII. OLD BUSINESS

A. Committee Reports

1. Finance/Personnel Committee

a. Update on outstanding invoices – Report was presented and reviewed.

b. Request from Eagles Landing, LLC

A motion approve the rent reduction for Eagles Landing to $3,300 per month for the period of one year beginning March 1, 2011 was made by Bill Robinson, seconded by Paul Hartman. The motion carried by voice vote.

c. Request from IIM - update

d. FY 2010 Audit

A motion to approve the fiscal year ending 2010 audit prepared by Miner, Gilroy & Meade was made by Paul Hartman, seconded by Ron Smith. The motion carried by voice vote.

2. Infrastructure Committee

a. Water/Sewer long range plan – Ron Smith gave an update on the progress of the plan, which will be ready to present to the Committee at the April 19, 2011 meeting, then to the LRA Board. Next will be a June meeting with the Carroll County Board with Jo Daviess County Board invited as well.

b. Review Capital Improvement projects and/or maintenance items – nothing to discuss

c. Century Link – Staff was directed to notify the Army that the LRA would like the contractor to repair the lines that were cut by Army contractor URS while working on a cleanup project in parcels 10 and 18 this past summer. An email was sent to the Corp asking them to have their contractor fix the line. The contractor agreed to have it fixed and called Century Link who refused to fix the line. Staff will contact Century Link to see why they refused and also look for other Telco contractors. UPDATE: Contractor met with Gallatin River last week and was going to be meeting with other Telco contractors also. They will let us know when the repair will be made.

d. Jo Daviess County orthophotography project



A motion to approve cost share with Jo Daviess County the orthophotography project, not to exceed $500 was made by Ron Smith, seconded by Bill Robinson. The motion carried by voice vote.

e. 2011 Mowing and Plowing



A motion to award the 2011/2012 Snow Plowing bid to Rescar as presented was made by Ron Smith, seconded by Paul Hartman. The motion carried by voice vote.

A motion to give the Infrastructure Committee the power to award the 2011 Mowing bid once references and documents are reviewed for the apparent low bidder was made by Ron Smith, seconded by Bill Robinson, The motion carried by voice vote.

3. Economic Development Committee

a. Option Agreement

A motion to grant an option for the period of six months to one year on Lots 2 & 3 to Sol R Wind of Clinton Iowa, contingent upon presenting a condensed business plan by April 18, 2011, as well as an assurance that funding is available. Once the option is granted, if there is no progress during the option period, the option is null and void and the property will revert back to the LRA was made by Don Crawford, seconded by Bill Robinson. The motion carried by voice vote.

b. Use Agreement



A motion to approve the lease of Building 233 by Use Agreement to James Johnson for $50 per month for storing tools until the LRA no longer needs the building or it is sold was made by Don Crawford, seconded by Ron Smith. The motion carried by voice vote.
VII. NEW BUSINESS

Bill Robinson requested that the sand table currently on display at the Depot Museum be sent over to the Historical Museum in Savanna for a period of four months. The Historical Museum would not be allowed to make any modifications to the table. The Board discussed several issues including current ownership.



A motion to table the request to loan the sand table currently on display at the Depot Museum to the Historical Society in Savanna for a four month period was made by Paul Hartman, seconded by Don Crawford. The motion carried by voice vote.

This request will be sent to the Infrastructure Committee to find out the details raised before making a decision.


Bill McFadden reported that Executive Director Mara Roche has requested temporary help for the LRA office. The Board discussed the request.

A motion to let Executive Director Mara Roche determine qualifications and skills needed for temporary help, to contact temporary employment agencies for candidate availability, and to report findings to the Finance/Personnel Committee within a couple of weeks was made by Bill Robinson, seconded by Paul Hartman. The motion carried by voice vote.

A. Bills over $2,500 received since committee met –

1. Bauer Agency, Inc - $17,014.00 Renewal quote for annual Commercial Liability and Property Insurance for April 12, 2011 – April 12, 2012. We have not received the actual bill yet, just the quote due on April 12.

A motion to approve the payment of $17,014.00 to the Bauer Agency, Inc. for the annual Commercial Liability and Property Insurance for April 12, 2011 to April 12, 2012 once the bill is received was made by Don Crawford, seconded by Paul Hartman. The motion carried by voice vote.

B. Sale or lease of property

C. Staff Reports

1. Executive Director

a. Report / issues update – Mara Roche reported that this past month we have had several visits and inquiries on property. She also presented a report detailing the ongoing work being done for flood preparation. She reported that the Corp of Engineers came out and did an inspection of the dike around the sewer treatment plant and their verbal report was that there are no major issues with the dike.

b. Correspondence – None.

c. Property Transfers – No transfers from the Army this month. The LRA transferred approximately 4.5 acres to Savanna Stable LLC. Pending closings are Eastland Feed & Grain and Riverport Railroad. We have transferred approximately 65% of the property we have received from the Army.

d. Employment reports – Employee numbers for the month of March were 64; last month was 64. Last year at this time was 62.

2. Bookkeeper

a. Bank account balances/funds on hand - As of April 5, 2011 the grand total of LRA money is $1,741,321.96.

b. Cash Flow – March cash flow was as follows: $37,895.46 income, $18,969.26 expenses indicating a gain of $18,926.20.

c. Budget Update – Four months into the budget year, revenue was $54,553.68 with $107,508 budgeted, and expenditures were $70,276.21 with $821,995 budgeted.

D. Board of Directors Report

1. UMRI Port Authority – No one present.

2. Foreign Trade Zone #271 – Mr. Don Crawford had nothing to report.

3. Jo-Carroll Enterprise Zone – Mr. Don Crawford had nothing to report.

4. Other director’s reports – None.

E. Attorney’s Report

1. Recommendations – Phil Jensen reported that the letter with attachments has been sent to the Historical Preservation Office regarding alternate access routes to the sewer treatment plant.

Phil Jensen also reported that he has received a response from the Army to his January 28, 2011 letter regarding renegotiating the MOA related to the operation and management of the sewage treatment plant and related water facilities.

F. Other new business

A motion to have Attorney Phil Jensen send a letter to IIM in response to their letter of March 28, 2011 regarding providing cancelled checks for work done and for an extension on their note was made by Paul Hartman, seconded by Bill Robinson. The motion carried by voice vote.
A motion to have Executive Director Mara Roche send a letter to Savanna Stable LLC refusing their proposal to purchase Lots 21, 22 and 23, contingent upon a zoning change prior to purchase was made by Ron Smith, seconded by Paul Hartman. The motion carried by voice vote.

The board would like to see/hear what progress is being made on the Lots that were previously transferred to Savanna Stable LLC.


A motion to have Executive Director Mara Roche send a letter to Speer Enterprises referencing buildings 146 & 147 boundary restrictions (100 ft) and possible releases to the ground was made by Don Crawford, seconded by Paul Hartman. The motion carried by voice vote.
A motion to authorize Attorney Phil Jensen to get a bill of sale from the Army for the fiber from the Army Depot sign to Building 1 was made by Bill Robinson, seconded by Paul Hartman. The motion carried by voice vote.
VIII. OTHER REPORTS TO THE BOARD

A. Commander’s Rep – Cindy Irwin (Army) presented the April 6, 2011 Commander’s Report. She reported that the contractors are on site and will be working on Parcels 11, 9 and 16. URS will be back in May to work on Parcel 16B. The LRA will be getting 17 acres this year; Parcels 3, 17A, the old access road and possibly the main road. Regarding Parcel 14, the Army has decided to ignore the UECA and the land use controls, and has sent it to the regulators. The Army’s budget has been cut for this year. Cindy also reported that she will be retiring this year; the Board thanked her for her work with the LRA.

B. Depot Park Tenants –

Ole Pace (RVPR) reported that they will be letting Devlor out of their use agreement. The scale still has software and security camera issues; signage is waiting for county approval. A few modifications will be made to make entering and exiting the scale safer. Stella Jones has been unloading poles. The grapple truck has been delivered and a new attachment for the enloader is on its way to help with the movement of the poles. The first load of packaged lumber from Lakestage Lumber has been unloaded. Riverport is in the process of ordering another forklift to handle these loads. A new employee was added, and started on Monday. The railroad crossing needs to be replaced this year; they are soliciting quotes for the work.

Bill Hooton (IITC) reported they have been working with two of our perspective tenants on financing and exporting.

C. US Fish & Wildlife Service – None.

D. Guests – None.
IX. PUBLIC COMMENTS – None.
X. ADJOURNMENT

A motion to adjourn was made at 4:49p.m. by Bill Robinson, seconded by Ron Smith. The motion carried by voice vote.
_________________________

Jan Davis, LRA Board Secretary






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