Minutes for February 26, 2018 Meeting

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VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

February 26, 2018

7:00 P.M.

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, February 26, 2018 by President Davis.  Members present were John Duerr, Art Morby and Bernard Trebian.  (Lindsey Duerr and Shannon Driscoll indicated they will be coming later.)  Member Thomas Townsend was absent.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Ruth Foley and Darin Oberhart.

J. Duerr moved, Trebian seconded that the Minutes of the January 29, 2018, both Open and Closed Sessions be approved as read. All voted aye.

J.  Duerr moved, Trebian seconded to accept the Treasurer’s Report as presented and to place it on file. All voted aye.

Board Member Driscoll entered the meeting at 7:04 p.m.

The February bills were reviewed.  J. Duerr moved, Driscoll seconded that the February bills be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported: 1) there are 2 new EMT’s and 3 more in class; and, 2) there will be a 1st Responder Class on April 10th with instructors from Rockford, IL.

B) S.M. Chamber – 1) the Chamber bought a two page spread in the Apple Canyon Lake Service Directory to introduce its members and services to property owners; 2) the annual Christmas Party went well and good comments were heard regarding the Christmas lights around town; 3) they are working on a location for the Farmer’s Market; and, 4) they discussed the Village’s 165th Celebration being sponsored by the Scales Mound Recreation Association.

C) DIOSH Day 2018 Brochure (Downstate IL Occupational Safety & Health Day) – Clerk Townsend presented information from IMLRMA regarding the IL Dept of Labor and OSHA Log of Work-related Injuries and Illnesses posting requirements. She also stated that there is a conference on Wednesday, February 28, 2018 at the Peoria Civic Center, Peoria, IL for those interested in occupational safety and health. A program on the most current safety and health issues will be presented.

D) Mediacom Letter – Slight Rate Increase in Local Broadcast Station Surcharge – the most recent adjustment was an estimate so at this time they need to increase the Local Broadcast Station Surcharge another $.58 which brings the new monthly rate to $11.85.

E) Other – Clerk Townsend read a thank you note from the Steve Vincent family for the memorial flag.

PUBLIC WORKS

A) Monthly Report – Update on Street Name Signs – Ron Duerr stated the list of street names has been given to the County and they will get the signs ordered.

B) Operation/Maintenance/Streets Committee Report – Ron stated he would like to meet with the Street Committee sometime next week to decide which streets will be torn up, drainage problems, and, water hook ups in the streets being repaired. It was agreed to schedule the meeting for Wednesday, March 7, 2018 at 6:30 p.m. at the Stone House. Clerk Townsend will post the notice.

Minutes – Regular Meeting, February 25, 2018 – Page 2

Member Lindsey Duerr entered the meeting at 7:15 p.m.

C) Sewer & Water Operations Committee Report – Duerr stated he received an email on the cost of a new meter. After Discussion, he stated that the total cost will be $3434.32. J. Duerr moved, Morby seconded to purchase the meter. On roll call vote, all voted aye.

ZONING – No Report

POLICE REPORT – Oberhart apologized for his absence the past couple of months citing bad weather and health issues.  He stated that the Wills properties at 317 and 321 Brayman Avenue have been cleaned up and are in compliance with the Nuisance Ordinance.  He spoke to the Board in regards to the purchase of a safety vest which, under state law, needs to be replaced every 5 years.  J. Duerr moved, Driscoll seconded to purchase the vest at a cost of $365.00.  On roll call vote, all voted aye.  Darin will take care of getting the vest.

OLD BUSINESS

A) Update on Having County bid for Village’s Seal Coating – Davis informed the Board that he recently found out that the County cannot include the Village’s seal coat work in their bid. Therefore, he will get in contact with Brian Nott of Fehr Graham with the information the committee put together.  Brian can then let the bids.  Local contractors will be used to tear up and reshape the streets.

B) Other – None

OTHER COMMITTEE REPORTS

A) Finance – No Report

B) Park & Special Projects – 1) Update on Park Project – Driscoll reported the final plans will be emailed out to her later this week. Upon approval, the bids can go out the next week with March 23, 2018 being the bid opening estimated date. It was agreed to advertise bids in the Journal Standard, The Flash, and the Galena Gazette.  A list of local contractors was also discussed.  It may be necessary to call a Special Meeting to complete the bid process.

C) Public Events & Safety – 1) Plans for Annual Easter Party – the Annual Easter Party will be Saturday, March 24th from 1-2:00 p.m. at the Town Hall/Village Park.

D) Trees & Sidewalks – No Report

E) Policy Committee – 1) Consideration of an Ordinance Pertaining to Solicitation – Work in progress.

F) Stone House Committee Pro Tem – No Report

NEW BUSINESS

A) Jo Daviess County GIS Website Subscription – Approval to Renew – Renewal not yet received

B) Subdivision Proposal – President Davis informed the Board that Dan Davis is interested in talking to the Board regarding development in the TIF property owned by Charles and Helene Davis off of Jackson Street. He suggested the Board form a TIF Committee to meet with Dan for preliminary discussion on development in the TIF area. The next step would be to meet with the engineers and TIF Attorney Matt Keegan,   The Subdivision Ordinance can be found on the Village website within the Village Code.  Lindsey Duerr, Shannon Driscoll, John Duerr and Art Morby volunteered to sit on the committee.  They agreed to hold a meeting on Tuesday, March 6, 2018 at 6:30 p.m. at the Stone House and ask Dan Davis to attend.  Clerk Townsend will post the notice.

C) Other – None

Minutes – Regular Meeting, February 26, 2018 – Page 3

MONTHLY REVIEWS

A) Ordinance Violations – Nothing

B) Website – Lindsey Duerr will contact Craig Raymon to have the list of Board Members on the website updated.

C) Brainstorming – As Attorney Kurt was unable to attend this meeting, Davis will contact him in regards to attending the March Board Meeting to discuss pending litigation.

CLOSED SESSION – None

ADJOURNMENT – J. Duerr moved, L. Duerr seconded that the meeting be adjourned at 8:03 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

 

_________________________________

Village President

 

ATTEST: ______________________________________

Village Clerk

 

Minutes for January 29, 2018 Meeting

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VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustee

Stone House

January 29, 2018

7:00 P.M.

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 P.M. on Monday, January 29, 2018 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby, Thomas Townsend and Bernard Trebian.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Ruth Foley, Blake Ellinor and Jon Schubert of O’Connor, Brooks & Co. P.C.

J. Duerr moved, L. Duerr seconded that the Minutes of the December 26, 2017 Regular Meeting and the Minutes of the January 15, 2018 Special Meeting be approved as read. All voted aye.

Steve Stadel reported that the past due utility bills have all been brought current, however it looks as if there will be new ones on the list for July.  T. Townsend moved, Trebian seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.  Stadel also mentioned that the Village needs to do the paperwork to get a GATA number.  Clerk Townsend stated she has that paperwork done.

The January bills were reviewed.  T. Townsend moved, Trebian seconded that the January bills, with the addition of one to Jo Daviess County in the amount of $704.07 for road salt be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported: 1) they had 631 calls in 2017; 2) the Special Olympics is coming up soon; 3) the Board is looking over policies; and, 4) Bill Bingham is the Interim Coordinator.

B) M. Chamber – Next meeting is scheduled for Wednesday, January 31, 2018.

C) O’Connor, Brooks & Co., P.C. – Audit Report/Review – Blake Ellinor and Jon Schubert gave a brief overview of the Audit Report for the FY ending April 30, 2017. They reviewed their Management and Governance Letters. Once again, the material weakness pointed out was the same as previous years, which is the segregation of duties due to the fact there is not enough staff to satisfy the requirements.  Blake stated in the future the Treasurer will be able to do a Trial Balance which will help the Finance Committee in preparing the Budget.  They would like the Budget to be more specific.  Blake and Jon were thanked for the presentation.

D) Other – None

PUBLIC WORKS

A) Monthly Report – Ron Duerr reported he is working on the street sign project. Discussion was held on the correct address for the John Sincox residence. It was decided that address should be Calhoun Avenue (not Franklin Street).  Clerk Townsend will assign a house number.  After discussion, it was determined that the correct spelling of two Village streets is:  Burrall Avenue and Brayman Avenue.  Ron will get the signs ordered.

B) Operation/Maintenance/Streets Committee Report – It was agreed that President Davis needs to contact Steve Keeffer of the Jo Daviess County Highway Dept. soon to relay to him the information on the streets the Village intends to seal coat this year so he can include it with the County’s bid.

Minutes – Regular Meeting, January 29, 2018 – Page 2

C) Sewer & Water Operations Committee Report – Ron is working with a sales person from Gasvoda in regard to the meter in the Well House pit. Having this meter be operational is a mandatory requirement of the State. He will get back to Ron with estimated costs.

ZONING REPORT

A) Update on Building Permits – Bader – In Joe Lee’s absence, Davis reported Lee does have the building permit information from Jeff Bader.

B) Other – None

POLICE REPORT – None

OLD BUSINESS

A) Follow Up on Having County Bid for Village’s Seal Coating – President Davis is working on this.

B) Other – None

OTHER COMMITTEE REPORTS

A) Finance – No Report

B) Park & Special Projects – 1) Update on Park Project – Driscoll reviewed the Minutes from the Committee Meeting on January 8th. She stated bids will go out in February with construction as weather permits, keeping with the completion by the Grant deadline which is in the fall. The underground wiring will be bid separately as an option.  Davis is suggesting using LED lighting instead of high pressure sodium lights.  He knows of a source for the LED lights.  The consensus of the Board was to go ahead with the LED lights.  The Committee stated they would like to revisit the surveillance camera proposal as they see the need for cameras especially in the area of the splash pad.

C) Public Events & Safety – No Report

D) Trees & Sidewalks – 1) Ken Deckert called President Davis with concerns about the Ash trees in his neighborhood. Davis explained that the Village will continue with the tree inspection and removal of infected trees in the spring. 2) In regard to sidewalks, Davis stated the policy is that the Village pays $2.00 a square foot of poured cement, and, it is necessary to have the paperwork filled out correctly and approved before construction begins.

E) Policy Committee – 1) Consideration of an Ordinance Pertaining to Solicitation – working on it.

F) Stone House Committee Pro Tem – No Report

 

NEW BUSINESS

A) Review Closed Session Minutes from past Six Months – There were no Closed Sessions held in the previous six months.

B) Other – The SMFPD is asking to close a portion of Main Street from the alley between Provost Avenue and Germain Avenue, south to Germain during the 165th There were no objections from the Board.

MONTHLY REVIEWS

A) Ordinance Violations – None

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION

Duerr moved, T. Townsend seconded to enter into Closed Session at 8:25 p.m. as allowed by Open Meeting Law Section 2 (c ) 11 pending Litigation. On roll call vote, all voted aye.

Minutes – Regular Meeting, January 29, 2018 – Page 3

Townsend moved, J. Duerr seconded to return to Open Session at 8:45 p.m. On roll call vote, all voted aye.

President Davis called for any action as a result of the Closed Session.  Morby moved, Trebian seconded to instruct President Davis to attempt to arrange a special meeting with Terry Kurt in attendance for some Wednesday evening in February to discuss pending litigation.  All voted aye.

ADJOURNMENT

Driscoll moved, L. Duerr seconded that the Meeting be adjourned at 8:50 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

______________________________

Village President

ATTEST: ________________________________________

Village Clerk

 

 

 

 

 

Minutes for December 26, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

December 26, 2017

7:00 P.M.

 

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Tuesday, December 26, 2017 by President Davis.  Members present were John Duerr, Lindsey Duerr, Thomas Townsend and Bernard Trebian.  Members absent were Shannon Driscoll and Art Morby.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend Village Clerk, Ron Duerr and Ruth Foley.

Trebian moved, T. Townsend seconded that the Minutes of the November 27, 2017 Regular Meeting be approved as read.  All voted aye.

Townsend moved, J. Duerr seconded to accept the Treasurer’s Report as presented and to place it on file. All voted aye.

The December bills were reviewed.  J. Duerr moved, L. Duerr seconded that the December bills be approved for payment.  On roll call vote, all voted aye.

 PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported: 1) discussion is being held on recruitment; there are classes starting in January in Pearl City and in February in Stockton. 2) The Coordinator is retiring; they are looking at the job description, etc. 3) There is a new protocol for service that they will be finishing up and it will go into effect this spring.  4) If anyone knows of someone interested in taking a class, please contact Ruth.

B) S.M. Chamber – No Report

C) Mediacom Letter – Rate Adjustments Effective January 1, 2018 – Clerk Townsend shared information from Mediacom that rates will be increasing $6.18+ on January 1, 2018. According to Mediacom, this increase is necessary because they are receiving increases all the time from broadcast and sports television channels and they then are passing it on to their customers so the customers are aware of where the charges are coming from.

D) Information Received to Introduce WHKS Civil Engineers, East Dubuque, IL to the Village – WHKS, engineers, planners and land surveyors submitted a Statement of Qualifications to introduce their firm to the Village. The information will be filed for reference in future projects.

E) Other – None

 PUBLIC WORKS

A) Monthly Report – Information on Street Name Signs – Costs – Ron Duerr reported the cost of the double sided name sign is $23.75 and the cap for the posts is $7.55 apiece. He estimated 68 signs so figures looking at up to $2500. He will contact the County Highway Department to see if it is necessary that they be reflective.

B) Operation/Maintenance/Streets Committee Report – No Report

C) Sewer & Water Operations Committee Report – No Report

ZONING REPORT

A) Update on Building Permits – Bader – No Report

B) Other – None

Minutes- Regular Meeting, December 26, 2017 – Page 2

 POLICE REPORT – No Report

OLD BUSINESS

A) Illinois’ Bicentennial Flag Raising Ceremony – Update – The ceremony was held as planned at 12:00 noon Monday, December 4th and went well. Several classes from Scales Mound Jr. High and High School attended as well as community members. Pictures were sent to area newspapers.  The flag will be flown for one year.

B) Generator for Stone House – Update – There was no new information presented. President Davis will be attending a Hardware Show in February and will see what information he can gather from there.

C) Other – None

 OTHER COMMITTEE REPORTS

A) Finance – The Audit Report will be presented at the January Regular Board Meeting.

B) Park & Special Projects – 1) Update on Park Project – the committee had nothing new to report but they plan to meet with Bridgette Stocks of Fehr Graham in January to keep things moving forward.

C) Public Events & Safety – No Report

D) Trees & Sidewalks – President Davis reported he has been working with Jeremy Soppe of Soppe Lawn Care and they have discovered that the Emerald Ash Borer has settled into many trees throughout the Village. Many trees have already been removed and more will have to be removed in spring. Decisions will have to be made as to how many, what species and where to plant trees to replace those being removed.

E) Policy Committee – 1) Consideration of an Ordinance Pertaining to Solicitation – the Committee is looking at policies already in place in other municipalities and were informed about Sterling Codifiers’ website where there is access to all types of policies.

2) Consideration of an Ordinance to adopt a Sexual Harassment Policy – President Davis explained about a state mandate that all governments shall adopt an ordinance pertaining to a Sexual Harassment Policy.  There is a January 15, 2018 deadline.  A special meeting will be scheduled to adopt a policy for the Village.

F) Stone House Committee Pro Tem – No Report

NEW BUSINESS

A) Action on Ordinance to adopt a Sexual Harassment Policy as State Mandated – No action at this time.

B) Other – None

 

MONTHLY REVIEWS

A) Ordinance Violations – January 15, 2018 is the next date for shut-off notices to be sent to delinquent utility accounts.

B) Website – Nothing

C) Brainstorming – 1) Steve Stadel suggested that the Board look at the traffic flow on Clark Avenue from Franklin Street to Main Street. With the congestion there and safety concerns, maybe making it a one way street to the east would alleviate the chance of an accident happening. The Street Committee will look at the situation.

Minutes – Regular Meeting, December 26, 2017 – Page 3

2) Lindsey Duerr asked if a new business would be looking to locate in Scales Mound, would there be any land available to build on.  A short discussion was held.  Davis stated that if the business owner could not find an existing building to work with, they could always work with the property owners in the TIF District.

CLOSED SESSION – None

ADJOURNMENT – T. Townsend moved, J. Duerr seconded that the meeting be adjourned at 7:55 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

 

___________________________________

Village President

 

ATTEST:  _____________________________________

Village Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes for November 27, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

November 27, 2017

7:00 P.M.

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, November 27, 2017 by President Davis.  Members present were Art Morby, Thomas Townsend and Bernard Trebian.  Member John Duerr was absent.   Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Joe Lee and Ruth Foley.  Board Member Shannon Driscoll entered the meeting at 7:08 p.m. and Lindsey Duerr at 7:15 p.m.

T. Townsend moved, Morby seconded that the Minutes of the October 30, 2017 Regular Meeting be approved as read.  All voted aye.

Trebian moved, T. Townsend seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The November bills were reviewed.  T. Townsend moved, Morby seconded that the bills, with the addition of one in the amount of $60,031.97 to Civil for street repair and one to Joe Lee in the amount of $325.00 for the year for Zoning Administrator services be approved for payment.  On roll call vote, all voted aye.  Davis mentioned that the engineer is withholding an additional $6,000 from the payment to CIVIL for some minor repairs to the street work which did not meet his expectations.  Once the problems are rectified, payment will be made.

PUBLIC HEARINGS/CORRESPONDENC

A) Ambulance Board – Ruth Foley reported the following: 1) winter maintenance on the building is being completed; 2) there have been 512 ambulance calls in 2017; 3) training is ongoing; 4) protocols are being updated; and, 5) the Ambulance District’s website is being updated.

B) S.M. Chamber – Davis reported the Christmas lights are all up and the annual Chamber/Village Christmas party went well.  The weather was very favorable this year and it was an honor to have Mary Saam and Jim Laity “throw the switch” to light the tree.

C) Correspondence from Chuck Pedersen Regarding Tax Credit Bill for Flood Victims – Clerk Townsend read an email from Chuck Pedersen which relayed information that Governor Rauner, on November 16, 2017  “signed into law today a tax credit worth up to $750.00 for property owners in 18 Illinois counties where flood damages were sustained in July.”  “This creates a natural disaster credit that eligible, affected property owners may apply to their 2017 Illinois income taxes.”  Jo Daviess County is included on the list. Qualified properties include a taxpayer’s principle residence.  “The bill provides that township assessors shall issue eligibility certificates for appropriately requesting property owners, and that assessors shall certify to the IL Dept of Revenue listings of flood-damaged properties.”  Anyone affected should contact their township assessor for more information.

D) Other – Nothing

PUBLIC WORKS

A) Monthly Report – Ron Duerr reported there was a water main break today on the roadway at Davis Lumber.  Winter Plumbing is repairing it.  A boil order will be issued for those affected.

B) Operation/Maintenance/Streets Committee Report – The street project work is complete except for those minor issues which will be taken care of.

Minutes – Regular Meeting, November 27, 2017 – Page 2

C) Sewer & Water Operations Committee Report – 1) Discussion of Onsite Tour of Facilities – the committee toured the operating systems on November 8th.  The systems, their pitfalls, the condition of each and improvements needed on Well House 2 and the Blower Building were discussed. The electrical upgrades needed at the Blower Building were also looked at.

ZONING REPORT – Joe Lee presented building permits and fees from Stewart VanRaalte for an addition to a shed and Bret Hesselbacher for a garage.  He will work on getting a permit from Jeff Bader for a building already built after the first of next month.

POLICE REPORT – Darin Oberhart was unable to attend the meeting.  It was reported that a letter was sent to Ron Staver in regard to the cleanup of construction debris on his property at 106 Schuyler Avenue.  The cleanup is in process.

OLD BUSINESS

A) Purchase of SMFPD Polaris 6×6 – The utility vehicle which had been previously offered to the Village has now become available for purchase.  It was purchased and did come with a pump which can be used to spray weeds, etc.  The intent is that the daily use of this vehicle for the many short trips and starts and stops made throughout a day will save a lot of wear and tear on the truck.

B) Generator for Stone House – John Duerr has not turned in any additional quotes and Davis stated he has another source from which he will seek information.

C) Other – None

OTHER COMMITTEE REPORTS

A) Finance – 1) Review Proposed Tax Levy Ordinance – the proposed Levy was discussed.  Action was tabled to New Business on the Agenda.

B) Park & Special Projects – 1) Update on Park Project – Shannon is working with Bridgett Stocks on the details.

C) Public Events & Safety – No Report.

D) Trees & Sidewalks -Davis reported a number of Ash trees in the park have had to be removed because they are affected with the disease from the Emerald Ash Borer.  These trees will be replaced with shade trees.  He also reported he will talk to Jeremy Soppe and get the payment on the sidewalk at the Adami/Ohms residence settled.

E) Policy Committee – No Report

F) Stone House Committee Pro Tem – No Report

NEW BUSINESS

A) Action on Tax Levy Ordinance –  T. Townsend moved, L. Duerr seconded to pass and approve the Tax Levy Ordinance for the levy and assessment of taxes for the current fiscal year in the amount of $31,168.80.  On roll call vote, all voted aye.  The ordinance will be posted and filed with the County Clerk as required.

B) Jo Daviess County Contract for Animal Control Services – The contract this year is being offered to the Village at not cost and the requirement that the animal needs to be contained before they will come and pick it up is no longer in effect.  They will take pickup requests only from 8:00 a.m. until 3:00 p.m. Monday through Friday.  T.  Townsend moved, Driscoll seconded to enter into the contract with Jo Daviess County Animal Control Department for the period December 1, 2017 through November 30, 2018.  All voted aye.

Minutes – Regular Meeting, November 27, 2017 – Page 3

C) Illinois Bicentennial Flag Raising Ceremony – A Proclamation endorsing the efforts of Illinois Bicentennial and encouraging all citizens to participate and celebrate in the upcoming year was read and signed by President Davis.  It was agreed to host a flag raising ceremony in conjunction with other participating communities on Monday, December 4, 2017 at noon in front of the Stone House.  United Airlines has provided the flags for the events and it is noted that the IL Municipal League is also a significant partner in the 200th Birthday celebration.

D) Consideration of an Ordinance Pertaining to Solicitation – In light of recent instances of solicitation for various causes (electricity providers is one) President Davis asked the Board to consider putting together an ordinance pertaining to Solicitation. The Policy Committee will look at policies from other communities and decide if it is something that would be advantageous to the Village.

E) Christmas Bonuses – Trebian moved, T. Townsend seconded to pay Scales Mound Chamber Bucks as follows:  Ron Duerr – $250.00; Steve Stadel – $200.00; Margaret Townsend – $150.00; Joe Lee, Zoning Administrator – $50.00; Ruth Foley, Ambulance Board Rep. – $50.00; Darin Oberhart – $50.00.  On roll call vote, all voted aye.

F) Other – S.M.H.S. Post Prom Request – Driscoll moved, L. Duerr seconded to donate $100.00 in Scales Mound Chamber Bucks to the Post Prom event.  On roll call vote, all voted aye.

MONTHLY REVIEWS

A) Ordinance Violations – Nothing

B) Website – Nothing

C) Brainstorming – 1) Clerk Townsend mentioned that she has been observing the street name signs.  She is suggesting looking into replacing them as many are faded and not in good shape.  It was agreed to have Ron Duerr look into costs.  2) Also mentioned was the lighting on the front of the Stone House. Presently there is none.  Tony Edwards Electric has been contacted in this regard.  3) It was agreed to purchase a rubber stamp with the Village’s name and address.

CLOSED SESSION – None

ADJOURNMENT – T. Townsend moved, Morby seconded that the meeting be adjourned at 8:04 p.m.  All voted aye.

These Minutes are subject to approval at the nest Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

__________________________________________

Village President

ATTEST: ____________________________________

Village Clerk

Minutes for October 30, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

October 30, 2017

7:00 P.M.

 

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, October 30, 2017 by President Davis.  Members present were John Duerr, Lindsey Duerr, Shannon Driscoll, Art Morby and Thomas Townsend.  Member Bernard Trebian was absent.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Darin Oberhart and Ruth Foley.

J. Duerr moved, L. Duerr seconded that the Minutes from the September 25, 2017 Regular Meeting and the October 18, 2017 Special Meeting be approved as read.  All voted aye.

L. Duerr moved, Morby seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.  Discussion was held on the utility bills.  Davis will check with Attorney Kurt to see if there are any legalities involved if the Village were to offer a discount if a bill is paid in advance.  It was also discussed that January is the shut off date for delinquent water bills.

The October bills were reviewed.  T. Townsend moved, J. Duerr seconded that the October bills, with the addition of one from Pat’s Country House Grocery be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported: 1) they are continuing to review policies and procedures; they are seeing an average of about 50 calls a month; they now have one new driver and two people in the First Responders Class who are interested in going on.  As a reminder, she stated they are always looking for recruits.  They recently ran an ad in the ARC booklet which came out in the Galena Gazette.

B) S.M. Chamber – No Report

C) Mediacom – Two Notifications – The first letter was a “Notification of Equal Employment Opportunity/Affirmative Action Obligations” and the second was a notice that around October 23rd, they will drop the Chiller TV Channel (298) and will add the Olympic Channel (175/664HD).  A digital Converter or cable card is required to view the Olympic Channel.

D) Other – None

PUBLIC WORKS

A) Monthly Report – Ron Duerr reported on the condition of the truck.  Recently a valve was replaced, there is a leak in the transmission line, it needs back brakes and also needs to be lined up.  He is in the process of getting these things fixed.

B) Operations/Maintenance/Streets Committee Report – 1) Update on Street Project – Brian Nott has informed Davis that the work should be started any day.

C) Sewer & Water Operations Committee Report – It was agreed to set up a committee meeting for Wednesday, November 8th at 1:00 p.m. at the Stone House.  From there Ron will give a tour of the sewer and water operations to familiarize the committee with the daily operation of the facilities and also show them what repairs are needed.

ZONING REPORT – No Report

Minutes – Regular Meeting, October 30, 2017 – Page 2

POLICE REPORT – Officer Oberhart reported that Petsche and Wills are working on their properties to correct the Ordinance violations.  He also stated he will be patrolling the streets during the “Trick or Treating” hours on Tuesday.

OLD BUSINESS

A) LP Contract/Summer Fill Update – the Village has a credit with Mulgrew Oil Company so will continue to work with that.

B) Update on Proposed Facebook Page – the page is up and running.  It worked well for posting a notice that the information in the Galena Gazette regarding the time for “Trick or Treating” in the Village was incorrect and what the correct time was.

C) Generator for Stone House – Prices – John Duerr presented an estimate of $6078 for a liquid cooled generator. That price does not include installation.  No action was taken at this time.

D) Other – None

OTHER COMMITTEE REPORTS

A) Finance – The Committee is working on the Tax Levy Ordinance which is due before the last Tuesday in December.

B) Park & Special Projects – Nothing new

C) Public Events & Safety – 1) Report on October 27th Halloween Party – the party was very successful with over 100 children in attendance.  A special Thank You was given to Lindsey and Shannon for putting it all together.  They did mention that they have made notes of a few things they will do differently next year.   2) Reminder – Halloween “Trick or Treat” is scheduled for Tuesday, October 31st from 5:30 p.m. to 7:30 p.m. – turn your outside lights on if you want the children to stop.

D) Trees & Sidewalks – No Report

E) Policy Committee – No Report

F) Stone House Committee Pro Tem – No Report

NEW BUSINESS

A) 2018 IL Municipal Handbooks – Clerk Townsend stated the handbooks are available and was given permission to order 2 or 3.  This comprehensive guide provides answers to commonly asked questions from both newly elected and “seasoned” Board Members.

B) Proposed Resolution Celebrating Illinois Bicentennial – Clerk Townsend presented information from the IL Municipal League regarding the Illinois Bicentennial – the official birthday is December 3, 2018.  They are proposing that each municipality adopt a resolution to celebrate the 200th birthday of the state.  There is more information available on the Illinois Bicentennial if you visit the following website: http://www.illinois200.com.  You can view events planned throughout the state which take place from December 3, 2017 until December 3, 2018.  If any communities are planning any events for the occasion, they can be posted in the IML Review magazine.

C) Other – Nothing

MONTHLY REVIEWS

A) Ordinance Violations – Nothing

B) Website – Nothing

Minutes – Regular Meeting, October 30, 2017 – Page 3

C) Brainstorming – 1) Clerk Townsend brought up the fact that there is a lack of any lighting on the front of the Stone House.  Davis will talk to Tony Edwards Electric about it.

2) Reminder – the Chamber/Village annual Christmas Party will be held November 26th at the Town Hall from 3 p.m. to 5 p.m.

3) Clerk Townsend reported she received the updates from Scales Mound School which they have made to the Emergency Operations Plan.

CLOSED SESSION – None

ADJOURNMENT – J. Duerr moved, Driscoll seconded that the meeting be adjourne3d at 7:50 p.m.   All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

____________________________

Village President

ATTEST:  ______________________________________

Village Clerk

 

 

 

 

Minutes for September 25, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

                                            Stone House

September 25, 2017

7:00 P.M.

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, September 25, 2017 by President Davis.  Members present were Lindsey Duerr, Shannon Driscoll, Art Morby, Thomas Townsend and Bernard Trebian.  Member John Duerr was absent.  Also present were Emily Doland for Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Ruth Foley, Ambulance Board Rep., and Darien Oberhart.

The Minutes of the August 28, 2017 Regular Meeting were amended to read that Board Member Bernard Trebian was present.  T. Townsend moved, L. Duerr seconded that the Minutes be approved as amended.  All voted aye.

L. Duerr moved, T. Townsend seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The September bills were reviewed.  T. Townsend moved, Trebian seconded that the September bills be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley had previously emailed the Minutes from the Ambulance Board of Directors August 24th.  She stated that the next meeting will be Thursday, September 28th.

B) S.M. Chamber –  Chamber meeting is scheduled for October 4th at Dittmar Farms, Elizabeth, IL.

C) Governor’s Announcement of SBA Assistance for Jo Daviess County for July Floods – an email was received from Chuck Pedersen which gave details on the availability of assistance from the SBA in the form of low-interest, long-term loans for recovery from the floods.  Persons can contact the SBA at (800)659-2955, emailing disastercustomerservice@sba.gov or visiting SBA’s website at http://www.sba.gov/disaster.  It is the belief of the Village Board that no business in the Village suffered an amount of damage which would necessitate this assistance.

D) Other – Nothing

PUBLIC WORKS

A) Monthly Report – Ron Duerr reported: 1) he has gotten the last load of cold patch for the year and is using it to patch the streets; 2) the new bucket for the skid loader has been installed.

B) Operation/Maintenance/Streets Committee Report – Davis stated he met with Brian Nott of Fehr Graham and the bid opening for the previously discussed level binder work will be on Tuesday, October 10th at 10:00 a.m. at the Stone House.  Board Members are invited to attend.  A Special Board Meeting may be required to accept a bid and approve the work to be done.  Davis will take care of posting the meeting and notifying Board Members if necessary.

C) Sewer & Water Operations Committee Report – Ron Duerr stated the committee needs to meet to discuss work to be done on the second pump house.

Minutes – Regular Meeting, September 25, 2017 – Page 2

ZONING REPORT 

A) Update on Building Permits – Bader – Joe Lee was not present at the meeting so there was no input on Building Permits.  B) Other – None

POLICE REPORT

Officer Oberhart reported he continues to work with Mark Petsche and Vernon Wills on the ordinance violations.

OLD BUSINESS

A) Updates to Committees – President Davis presented the updated appointments to the committees as follows:  Streets/Maintenance – John Duerr, Chair, Art Morby, Thomas Townsend; Sewer/Water – Art Morby, Chair, Bernard Trebian, John Duerr; Finance – Thomas Townsend, Chair, Lindsey Duerr, Art Morby; Public Events/Safety – John Duerr, Chair, Shannon Driscoll, Bernard Trebian; Trees/Sidewalks – Bernard Trebian, Chair, Thomas Townsend, Shannon Driscoll; Parks/Special Projects – Shannon Driscoll, Chair, Lindsey Duerr, Art Morby; Ordinance/Policy – Lindsey Duerr, Chair, John Duerr, Art Morby.   Davis suggested that when any big projects are being proposed, local contractors be made aware of the opportunity to bid on the work.

B) Update on Proposed Facebook Page – Davis stated he talked with Attorney Terry Kurt regarding the Village having a Facebook Page.  Kurt does not foresee any issues with this and suggested that it be presented as an informational tool.  Driscoll and L. Duerr will work on getting the page put together.

C) Generator for Stone House – Prices – Davis sated the pricing he obtained for a 17 KW generator would be approximately $5,000 plus installation.   He also stated John Duerr has been looking into prices and since he was absent from this meeting, the subject was tabled to the October Regular Board Meeting.

D) Other – None

OTHER COMMITTEE REPORTS

A) – Finance – Emily Doland reported the IL Department of Revenue is not going to recoup the Personal Property Tax as they had previously proposed.

B) Park & Special Projects – Discussion was held on the proposed Splash Pad regarding where to locate it, liability, and vandalism.  Also discussed was picking parts of the project which could be completed yet this fall and making sure local people are aware of the project so they can bid on it.  The things that could be done now are burying the electrical throughout the park, putting a second electrical entrance near the pavilion and any sidewalk work.  Shannon will discuss all of this with Bridgette Stocks in order to get the bidding process started.

C) Public Events & Safety – Trick or Treat will be held on Tuesday, October 31st,  from 5:30 to 7:30.  This will be a change in start time from 6:00 to 5:30.  The committee is also planning to hold a Halloween Party on Friday evening, October 27th at the Town Hall.  Information on the party will be posted on Facebook, in The Weekly Visitor, at school and in local businesses.

D) Trees & Sidewalks – The Methodist Church personnel have presented a bill for the Village’s share of the sidewalk which was replaced this summer.

E) Policy Committee – No Report

F) Stone House Committee Pro Tem – Davis stated he has a call in to Jim Baranski but has not yet heard back from him.

Minutes – Regular Meeting, September 25, 2017 – Page 3

NEW BUSINESS

A) Red Cross Storm Damage Clean Up Kits Returned – Clerk Townsend informed the Board she contacted Chuck Pedersen of the County Emergency and offered to return the majority of the buckets the Red Cross had provided so if need be, they can be sent to the hurricane/flood victims in Texas.  Pedersen did come and take all but 3 or 4 of the buckets.

B) LP Fall Contract/Summer Fill – A contract was received from Saam Propane for LP.  The price is $1.04.  Davis will find out how many gallons were used last season and then contract accordingly.

C) Other – Nothing

MONTHLY REVIEWS

A) Ordinance Violations – Discussion was held on the list of delinquent utility bills.  It was agreed to notify the four residents that are over 90 days delinquent on Tuesday, September 26th that their water will be shut off that day.  They need to pay their bill, in full, at Steve Stadel’s office before the service will be turned back on.

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION – None

ADJOURNMENT

L. Duerr moved, T. Townsend seconded that the meeting be adjourned at 7:55 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.   Minutes are also available online at www.scalesmound.com

_____________________________________                                    Village President

ATTEST:  ___________________________________                                                          Village Clerk

Minutes for August 28, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

August 28, 2017

7:00 P.M.

 

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, August 28, 2017 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, and Thomas Townsend.  Member Art Morby was absent.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Joe Lee, Darin Oberhart and Ruth Foley.

Duerr moved, T. Townsend seconded that the Minutes of the July 31, 2017 Regular Meeting be approved as read.  All voted aye.

Townsend moved, L. Duerr seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The August bills were reviewed.  T. Townsend moved, Trebian seconded that the August bills be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reviewed the report she had previously emailed to the Board, stating that they are reviewing policy.   She also stated there will be a First Responder course held in Elizabeth and asked if anyone knew of someone who might be interested in becoming a First Responder to let her know as they can always use help in recruiting new people.

B)  S.M. Chamber – No Report

C) Letter from IL Department of Labor regarding Updated Rate Schedule – A letter was received stating the Prevailing Wage Rate schedule for Jo Daviess County has been updated and the update can be found online at the link: Current Prevailing Wage Rates.  These updated rates will be effective on and after Friday, September 1, 2017.

D) Invitation from Fehr Graham to IML Conference Client Reception – Officers and Trustees received an invitation to attend Fehr-Grahams’ client reception at the IL Municipal League’s Fall Conference on Friday, September 22nd, 2017 at the London House in Chicago.  RSVP’s are due by September 15th.

E) Other – None

PUBLIC WORKS

A) Monthly Report – Ron Duerr began his report by wishing a very Happy Birthday to Mayor Davis.  He then reported that the skid loader bucket has a hole worn in it and found that a new replacement bucket would cost $762.60.   After discussion, J. Duerr moved, Trebian seconded to purchase a new skid loader bucket from K & L Bobcat in Darlington for $762.60.  On roll call vote, all voted aye.

B) Operation/Maintenance/Streets Committee Report – 1) Update on Street Project – Ron stated that he feels it is getting too late to put out bids for this season, however, because the work has been put off so many times, some of the streets are getting really bad.  He is getting cold patch from Shullsburg and patching the edges of some of the streets.  Davis stated that Brian Nott was going to let out the bids but Civil was already finishing up their work in this area for this year.   The estimate for blacktopping the proposed areas would be $86,000.  Davis asked the Board for permission to put out a bid for level binder work (by the school and on the truck route) and if they come in too high, the work will be put off until 2018 at which time the County would be asked to put our work in with theirs for a better price.  J. Duerr moved, Trebian seconded to instruct Fehr Graham to bid out the level binder portion of the street project with the County.  All voted aye.

C) Sewer & Water Operations Committee Report – 1) EPA Letter regarding Deficiencies – Davis reviewed the letter from the EPA which indicated this was a non compliance advisory, not a violation letter and the Village is allowed 45 days to reply.  Concerns included: 1) no master water meters – there is one functioning meter and a new one on standby; trying to purchase a transmitter for the functioning meter; need to determine how much is pumped from each well.  Dale Roberts has someone coming to help out.  Right now the wells are pumping intermittently and the hope is to get the problem addressed so that it is not an every day manual event.  Concern #2 – Need to exercise the distribution valve – will get some sort of program in place.  Concern #3 – the generator was previously installed (without a permit).  Davis spoke with the EPA representative and got him to okay the way it was done.  It was also stated that using LP to run the generator was the proper way to go. Overall, the deficiencies have been addressed and should be corrected soon.

ZONING

A) Update on Building Permits – 1) paperwork was submitted showing Shari Grindey has completed her garage project and the environmental bond will be returned to her.  2) Building permit and appropriate fees received from Davis Farm Supply for a house to be built at 706 Jackson Street.

B) Other – Steve Stadel told the Board he received a letter from Joe Lee stating he has a non-compliance situation where he has an apartment on the main level in a Business District.  Stadel stated that when Zoning went into effect, the front room of the area had a desk which was used by a business; however there was still a kitchen, living room and bathroom.  Davis explained that the use is the determining factor and that Zoning is meant to be a gradual elimination of non-compliance.  Stadel argued that obviously there are ways to get around this as it has already been done by changing a lot just up the street to residential and also that his building is surrounded by residences.  He further stated that he would like to apply for a Special Use Permit for the apartment.  He will need to work with Joe Lee, Zoning Administrator to get that process started.

POLICE REPORT

Officer Oberhart reported the following:  1) Ms. Pehl has been cited for harboring chickens without obtaining a permit.  A citation has been filed with the County.  He stated he informed her that she should apply for a permit, but to date, she has not.  2) He continues to work with Vernon Wills on bringing his properties on Braymen Avenue into compliance with the ordinances.  3) He is also working with Mark Petsche.  Currently the lawn is being kept mowed and the camper has been moved out of the front yard.  It is obvious that the piles of building materials in the back yard are not for residential use and must be removed.  4) He will be attending a training session by Lt. Col Dave Grossman at the Crossroads Building in Galena on October 11th.  There are two sessions, “Safe Schools & Healthy Students” and “The Bullet Proof Mind”.  The training is open to Law Enforcement, School Administrators, Teachers, Probation Officers, Youth Counselors, School Resource Officers, Fire, EMS and All First Responders.

OLD BUSINESS

A) Updates to Committees/Ambulance Board Rep – Davis had corresponded with Ruth Foley and she agreed to accept the appointment to the Ambulance Board and will report to the Board monthly, either in person or electronicalLy.   Davis stated he will have the remainder of the appointments ready for approval at the September Regular Board Meeting.

B) Update on Proposed Facebook Page – Driscoll and L. Duerr stated the page is not fully up and running as they were waiting to hear what Davis found out from Attorney Kurt on the legalities

C) Other – Generator for Stone House – Davis stated the generator has not yet been ordered.  Davis and J. Duerr will both look into prices to bring back to the September Regular Board Meeting.  Davis will also check with Joe Lee on zoning regulations on generators.

OTHER COMMITTEE REPORT

A) Finance – the Finance Committee met on August 21st to discuss finances, appropriations and begin the preliminary work on the Tax Levy Ordinance which must be adopted on or before the last Tuesday in December.

B) Park & Special Projects – 1) Update on Park Project – The committee met with Bridgette Stocks on August 7th to continue working on the remainder of the proposed project.  Items discussed were a proposed Splash Pad, where to place it, what happens if it floods, etc.; burying current overhead electrical supply; and, another electrical entrance to feed the pavilion.  They have a list of 10 things to work on; Fehr Graham will get bids.  Suggestions made were that the committee be sure to let local contractors know of the work to be bid, try to get some of the things done by winter, get bids for the painting of the bandstand (in colors to match the new playground equipment), and, the “old jail” needs to be painted, door repaired or replaced and just made to look better in general.

C) Public Events & Safety – Nothing

D) Trees & Sidewalks – If anyone asks about sidewalk replacement, the Village pays $2.00 a square foot.

E) Policy Committee – Nothing

F) Stone House Committee Pro Tem – Nothing

NEW BUSINES – A) Red Cross Storm Damage Clean Up Kits – Clerk Townsend reported Chuck Pedersen, Jo Daviess County Emergency Manager delivered over 20 Clean Up Kits to the Stone House.  The kits are available to anyone who received storm damage in late July.  Townsend will put out notices and also a notice in the Weekly Visitor that these kits are available and are free.  Residents can contact her or Jim Davis to obtain a kit.

B) Other – Townsend also presented a notice she received today from Chuck Pedersen stating that Jo Daviess County area does not qualify for FEMA assistance for the damage caused by the recent floods.  He will continue to work with IEMA to see if any other assistance is available.

MONTHLY REVIEWS

A) Ordinance Violations – Nothing further

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION – None

ADJOURNMENT

J. Duerr moved, L. Duerr seconded that the meeting be adjourned at 8:35 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting. Minutes are also available online at www.scalesmound.com

____________________________________

Village President

 

ATTEST:  _________________________________

Village Clerk

Minutes for July 31, 2017 Meeting

/in /by

                              VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

July 31, 2017

7:00 P.M.

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 P.M. on Monday, July 31, 2017 by President Davis.  Members present were Shannon Driscoll, Lindsey Duerr, Art Morby and Thomas Townsend.  Member John Duerr was absent.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Joe Lee and Bernard Trebian.

Townsend moved, Driscoll seconded that the Minutes of the June 26, 2017 Regular Meeting, both Open and Closed Session be approved as read.   All voted aye.

Townsend moved, L. Duerr seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The July bills were reviewed.  T. Townsend moved, Morby seconded that the July bills be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – No Report

B) S.M. Chamber – No Report

C) Mediacom Letter Regarding Franchise Fees – Clerk Townsend reported she had received correspondence from Kate Hotle, Senior Manager, Government Relations for Mediacom informing the Village they have the opportunity to impose a franchise fee on resident’s bills which would be collected by Mediacom and then paid to the Village.  She explained that the Village did not collect a franchise fee when there was a local franchise and now this is a state franchise so the Village could do so. The Board needs to determine if they would like to impose a franchise fee.

D) Other – Rock River Energy Letter – Davis explained that Rock River Energy is the consulting company that handles the electrical aggregation for the Village.  Their job is to shop for the best possible price for residential electricity.  Now they are giving the Village the option to choose aggregation for the street lights at a discount rate, lower than ComEd; or, a second option would be to combine with another entity in the search.  It was agreed to have Davis sign the documents and send them in to see what they come up with.  A decision will be made at that time as to whether or not participate.

PUBLIC WORKS

A) Monthly Report – Storm Damage – Duerr reported that many of the alleys were washed out during the severe storms on July 19th through the 25th and have since been repaired and regraded.  There was no tree damage.  Davis stated that thousands of gallons of water were pumped through the wastewater system and a fire truck was used to help keep up.  He stated that the Board really needs to address the problem of floor drains going into the sewer.  The number of gallons pumped through the system puts a strain on the infrastructure and wears things out much faster than normal usage.

B) Operation/Maintenance/Streets Committee Report – 1) Update on Street Project – Davis presented a handout of the proposal of what will be done on which streets.  The intent is to use a level binder, reclaim, scarify, add gravel where necessary and then two layers of seal coat. The other option would be to blacktop, which, he stated, is cost prohibitive.  Davis then asked for permission to bid out the project as the committee set down; however, if the bids come in too high, the work will be postponed for this year and will be re-bid next year with the County. The hope is that it can be done yet this year.  T. Townsend moved, Morby seconded to bid the project as presented.  All voted aye.  A question was brought up about the 5-year plan Fehr Graham had done for the Board in a previous year.  Davis explained that the Village does not have and will not have the money to complete the project as they presented it in that study.

C) Sewer & Water Operations Committee Report – Davis reported Ron Duerr, Dale Roberts and himself are working on the updating requirements set forth by the EPA.

ZONING REPORT

Joe Lee reported:  1) the swimming pool project for Greg and Lindsey Duerr has been completed and the Environmental Bond should be refunded.  2) Keith and Brenda Jakel have applied for a permit for a new house at 411 Burrall Avenue.  3) He is working on an issue with an accessory building at Bader Cabinets being built without a permit.  4) He is also working on an issue of a commercial building being turned into a residential unit without being approved by the Zoning Board.  5) Jim Davis will work with Joe on a permit for a spec home he is proposing.

POLICE REPORT

Davis reported that Darin Oberhart had reported to him on the status of several ongoing ordinance violations and stated that the homeowners are cooperating with him in getting the matters cleared up.  He also stated that the property at 106 Schuyler Avenue has been sold and the new owner is aware of the requirements the Village has set forth to get the structure back into a safe environment.  The water bill will be sent to the new owner, which is in accordance with Village policy.

OLD BUSINESS

A) Appointment to Fill Board Vacancy – President Davis stated he would like to appoint Bernard Trebian to fill the Trustee vacancy. T. Townsend moved, Lindsey Duerr seconded to accept the appointment. Davis then administered the Oath of Office to Trebian.   (Welcome to the Board, Bernard!)

B) Possible Changes to Committees/Ambulance Board Rep.  – The final committee appointments were tabled to the August Regular Board Meeting.  A discussion was held in regard to the Ambulance Board Representative appointment.  Shannon Driscoll stated she would agree to the appointment of Ruth Foley if Ruth is still willing to hold the position. Davis will email Foley to ask her and remind her of the stipulation that the representative needs to get a report to the Board each month, either in person or by some other means.

C) Update on Doors on Restrooms in Village Park – Davis stated that the understanding was that the Township would take care of ordering and installing the doors and the Village would share the cost.

D) Update on Generator for Stone House – Davis is working on getting a generator and will incorporate the placement of it with the planned construction improvements to the rear of the Stone House.

E) Other – Nothing

OTHER COMMITTEE REPORTS

A)  Finance – Davis stated that the committee will need to work on preparing the Tax Levy Ordinance in the next few months.  The ordinance needs to be filed before the last Tuesday in December.

B) Park & Special Projects – 1) Update on Park Project – Driscoll reported she has spoken with Bridgette Stocks and they scheduled a meeting for Monday, August 7, 2017 at 6:00 p.m. at the Stone House to continue working on the Park Project.

C) Public Events and Safety – No Report

D) Trees & Sidewalks – No Report

E) Policy Committee – No Report

F) Stone House Committee Pro Tem – Davis reported he has not heard back from Baranski regarding the cost estimates for removing the old structure and framing the replacement structure.

NEW BUSINESS

A) Action on Mediacom Franchise Fees – After a brief discussion, L. Duerr moved, Driscoll seconded to notify Mediacom that the Board does not intend to collect a franchise fee.  All voted aye.  The consensus was that the Board doesn’t feel that they want to increase the amount customers pay for cable service.  Clerk Townsend will notify Mediacom of the decision.

B) Action on Appropriation Ordinance – The Appropriation Ordinance was reviewed.  Duerr moved, Morby seconded to pass and approve the Appropriation Ordinance for the fiscal year beginning May 1, 2017 and ending April 30, 2018 in the amount of $1,335,500.  On roll call vote, all voted aye.  Motion carried.  The ordinance will be filed with the County Clerk and posted as required.

C) Review Closed Session Minutes from past 6 months/Recordings for Prior 18 Months – Driscoll moved, Trebian seconded that the Closed Session Minutes from the past six months remain closed to the public and the appropriate recordings for the prior 18 months be destroyed.  On roll call vote, all voted aye.

D) Other – None

MONTHLY REVIEWS

A) Ordinance Violations – July Review of Delinquent Utility Bills/Any Disconnects – the list was reviewed; letters were sent to 4 accounts which were over 90 days delinquent.  If the accounts aren’t brought current, a lien will be placed against the property.

B) Website – Nothing

C) Brainstorming – Discussion was held regarding a Village Facebook page.  It was agreed that it would be useful to get things out to the public regarding events, emergencies as with the recent storm damage, etc.  The consensus was to proceed by having President Davis check with Attorney Kurt.  Duerr and Driscoll will work on putting a Facebook page together. Only one appointed person would be able to post to that page but it could be viewed by anyone interested.

CLOSED SESSION – None

ADJOURNMENT – T. Townsend moved, Driscoll seconded that the meeting be adjourned at 8:57 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

__________________________________

Village President

ATTEST: __________________________________

Village Clerk

Minutes for June 26, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

June 26, 2017

7:00 P.M.

 

The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, June 26, 2017 by President Davis. Members present were Lindsey Duerr, Shannon Duerr and Art Morby. Members John Duerr and Thomas Townsend were absent.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr and Brenda Jakel.

 

Morby moved, L. Duerr seconded that the Minutes of the May 30, 2017 Regular Meeting, both Open and Closed Sessions be approved as read.  All voted aye.

Duerr moved, Driscoll seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

 

The June Bills were reviewed.  Morby moved, Driscoll seconded that the June bills be approved for payment.  On roll call vote, all voted aye.

 

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – No Report

B) M. Chamber – No Report

C) Other – Nothing

PUBLIC WORKS

A) Monthly Report – Ron Duerr and President Davis informed the Board that the Village had an EPA water inspection last week.  The results of that inspection were as follows:  1) the Village needs to send out a Cross Connection Survey to the residents and the EPA will need some sort of proof that they were sent.  2) Two generators were installed last year and the EPA is now requesting a permit for the generators even though they are already in place.  Davis will contact Fehr Graham regarding the permit.  The permit will be put on file for future inspections.  3) The second well needs to be active, not just there as a back-up, and an injection pump needs to be installed and used at that well site.  4) The water meter in the Lift Station needs to be put in operation.  Winter Plumbing will install it.

B) Operation/Maintenance/Streets Committee Report – 1) Update from Fehr Graham on Street Project Bids, etc. –  A Street Committee Meeting with Brian Nott of Fehr Graham is scheduled for Wednesday, June 28, 2017 at 7:00 p.m. at the Stone House.  If the possibility exists that the work can still be scheduled for this calendar year, the Board may need to hold a Special Meeting to work out the details.

C) Sewer & Water Operations Committee Report – No Report

ZONING REPORT

Lindsey Duerr stated they are finished with their swimming pool project.  She will contact Joe Lee in regard to paperwork requirements.

POLICE REPORT – Officer Oberhart was unable to attend the meeting.

OLD BUSINES

A) Appointment to Fill Board Vacancy – table to after discussion in Closed Session.

B) Possible Appointment of Committees, Ambulance Board Rep. – Davis stated he moved forward to appoint the remaining committees with the vacancies on the committees to be filled after the Board appointment (That position is listed as TBA or To Be Announced).  The Committees are as follows:  (First name on each is Committee Chair) Sewer/Water Committee – TBA/John Duerr/Art Morby; Finance – Art Morby, Lindsey Duerr, Tom Townsend; Public Events/Safety – Lindsey Duerr/Shannon Driscoll/TBA; Trees/Sidewalks – Thomas Townsend/Shannon Driscoll/TBA; Ordinance/Policy – John Duerr/Art Morby/TBA.   (Committees appointed in April were: Operation/Maintenance/Streets – John Duerr/Thomas Townsend/Art Morby; Park & Special Projects – Shannon Driscoll/Lindsey Duerr/Art Morby.)  Ambulance Board Representative – Shannon Driscoll.  Duerr moved, Driscoll seconded to accept the appointments as presented.   All voted aye.

C) Other – None

OTHER COMMITTEE REPORTS – A) Finance – 1) Tentative Appropriation Ordinance –Davis stated he will prepare the ordinance and if it is necessary to call a Special Meeting for making decisions on the street work, it can be approved at that time or it can be done at the July Regular Board Meeting.

B) Park & Special Projects – It was reported that Bridgette Stocks has been out of the office but she is in the process of getting estimates for the list of proposed items to be completed in the park.  Davis will check with Bridgette to see if it would be possible to get started on the lighting project and get the lights ordered.

C) Public Events & Safety – it was reported that attendance for the SMRA Run was low but over all, the weekend was a success.

D) Trees & Sidewalks – No Report

E) Stone House Committee Pro Tem – Davis needs to check with Baranski on what the next steps for the project are.

F) Policy Committee Pro Tem – Nothing

NEW BUSINESS

A) Action on Prevailing Wage Ordinance -Davis explained Prevailing Wage requirements.  Duerr moved, Driscoll seconded to comply with the Prevailing Wage Rate in Jo Daviess County on all projects which require compliance and to adopt, with regrets, the Prevailing Wage Rate Ordinance #2017-004.  On roll call vote, all voted aye.   Appropriate notice of the ordinance will be posted.

B) Discussion of Open Meetings Act Online Training – Clerk Townsend discussed the Open Meetings Act training and distributed an itemized list of instructions for completing the training online.

C) Other – IMLRMA Intergovernmental Cooperation Contract – Clerk Townsend explained that an updated Intergovernmental Cooperation Contract was included with the insurance renewal packet for 2018-19 and it needs to be acted on by the Board.  Driscoll moved, Morby seconded to enter into the agreement with the IL Municipal League Risk Management Association.  On roll call vote, all voted aye.

MONTHLY REVIEWS

A) Ordinance Violations – 1) 4 Certified Letters sent/only 1 picked up – Clerk Townsend is keeping in touch with Officer Oberhart on the status of the letters.

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION

Morby moved, L. Duerr seconded to enter into Closed Session at 8:00 p.m. as allowed by Open Meeting Law Section 2 ( C ) 1 to discuss personnel.  On roll call vote, all voted aye.

Morby moved, Driscoll seconded to return to Open Session at 8:37 p.m.  On roll call vote, all voted aye.

Davis stated that the Board has made a consensus on an appointment to fill the Board Vacancy and he will talk with that candidate to see if he is interested and willing to serve and if so, he will be appointed at the July Regular Board Meeting.

ADJOURNMENT

Duerr moved, Morby seconded that the meeting be adjourned at 8:42 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

________________________________________

Village President

ATTEST: _______________________

Village Clerk

 

 

 

 

 

Minutes for May 30, 2017 Meeting

/in /by

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

May 30, 2017

7:00 P.M.

 The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Tuesday, May 30, 2017 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby and Thomas Townsend.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Darin Oberhart, Ron Staver and Chris Schultz.

J. Duerr moved, T. Townsend seconded that the Minutes of the April 24, 2017 Regular Meeting, both Open and Closed Sessions be approved as read.  All voted aye.

T. Townsend moved, Morby seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The May bills were reviewed.  L. Duerr moved, J. Duerr seconded that the May bills be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – After discussion of a Village representative to the Ambulance Board, Davis stated he would check with Ruth Foley to see if she is interested in continuing on in that aspect, or if she is not, Shannon Driscoll stated she would be willing to be the rep.

B) S.M. Chamber – Davis reported the Chamber met in April.  One of the items discussed was a different location for the Farmer’s Market.  Bridget Zurcher is the head of the Farmer’s Market and is working on a location that best fits the needs and doesn’t cause traffic congestion.  The Market will start in June.

C) Letter from IL Historic Preservation Agency Re: Stone House Renovation – The letter states that the project meets with the Secretary of the Interior’s “Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings” provided the three conditions listed in the letter are met.  Davis will respond to the Agency in regard to these conditions.

D) Mediacom Letter – Annual Customer Service Report/No Action Needed – This is a notice required by state statute.  The letter stated that the “report is not specific to your area and may not contain any information directly related to your community.”

E) Other – Nothing

 PUBLIC WORKS

A) Monthly Report – None

B)  Operation/Maintenance/Streets Committee Report – 1) Update from Fehr Graham on Street Project Bids, etc. – There was no Committee Meeting, however Ron Duerr reported that Brian Nott was in town today.  He was doing some more measuring and will come up with a plan within budget.  The results are expected soon and a special meeting may be needed to approve the plan.  It was stated that more leveling work needs to be done in some areas and when done, those areas should not be coated the same year.  So, some of the work may be a two year project.  Davis explained why it is much cheaper to do seal coat as opposed to blacktop in the State of Illinois.

Minutes – Regular Meeting, May 30, 2017 – Page 2

 C) Sewer & Water Operations Committee Report – None

 ZONING REPORT  – A building permit and fees were received from Sheri Grindey for demolition and replacement of a garage.  A question was asked as to whether Bader Cabinets had a building permit for a building recently built on their property on Provost Avenue.  Davis will check with Joe Lee, Zoning Administrator on this.

POLICE REPORT – Officer Oberhart presented a list of properties in violation of Village ordinances.  Clerk Townsend will send letters to the property owners. 

OLD BUSINESS

A) Appointment to Fill Board Vacancy – Tabled to Closed Session for further discussion.

B) Possible Appointment of Committees, Ambulance Board Rep. – Ambulance Board Rep was previously discussed.  Appointment of the remaining committees was postponed until such time the sixth Village Trustee position is filled.

C) Report on Joint Review Board Meeting – At this time, Davis explained to the Board what a TIF District is and discussed the status of the Scales Mound TIF District.  He stated that the meeting is something which is required to be held once a year.  Those in attendance this year were Dr. Caron, Steve Stadel, Marvin Schultz and Davis.  There were no new concerns presented at the meeting.

D) Other – Nothing

OTHER COMMITTEE REPORTS

A) Finance – Committee not yet appointed.  Discussion was held on the upcoming Appropriation Ordinance.  Steve Stadel offered to print out last fiscal year’s expenditures and appropriations to help in the preparation of the ordinance.  Davis will prepare the Ordinance.

B) Park & Special Projects – 1) Update from Committee Meeting May 23, 2017 – Chairperson Shannon Driscoll reviewed the minutes from the Committee Meeting held with Bridgette Stocks of Fehr Graham in attendance.  She stated the expiration of the grant will be in September of 2018 and there is approximately $11,823 of grant allotted funds remaining.  The next step is to get estimates on sidewalks, lighting, park benches and electrical work since these were included in the original grant.

C) Public Events & Safety – Committee not yet appointed

D) Trees & Sidewalks – Committee not yet appointed

E) Stone House Committee Pro Tem – Committee not yet appointed

F) Policy Committee Pro Tem – Committee not yet appointed

NEW BUSINESS

A) SMRA/Celebration of Village’s 165th Anniversary – Chris Schultz spoke with the Board regarding the fact that 2018 will be the 165th Anniversary of the Village.  He stated that the SMRA is willing to be in charge of the celebration and questioned if the Village’s insurance would cover the parade, etc.  He also stated that the dates would be June 22, 23rd and 24th in 2018.  T. Townsend moved, J. Duerr seconded to allow the SMRA to host the celebration event.  All voted aye.  Davis stated that the Village’s insurance allows for one such event a year.

B) Other – 1) Art Morby stated that Steve Koester has discussed with him that a wire that is attached to a pole on his property needs to be repaired or removed.  Davis stated Steve, as a home owner, should contact Frontier Telephone Company and have them come out and inspect the situation. 

Minutes – Regular Meeting, May 30, 2017 – Page 3

 2) John Duerr brought up the fact that the Emergency Planning Manuals need to be updated.  He will check with Ruth Foley to see if the information is still on her computer and could be readily updated.

MONTHLY REVIEWS

A) Ordinance Violations – Nothing further

B) Website – Nothing

C) Brainstorming – Davis stated he is still working on an attempt to bring in a better, less expensive WIFI package for residents of the Village. 

CLOSED SESSION

J. Duerr moved, Morby seconded to enter into Closed Session at 8:05 p.m. as allowed by Open Meeting Law Section 2 (c) 1 to discuss personnel.  On roll call vote, all voted aye.

J. Duerr moved, Morby seconded to return to Open Session at 8:25 p.m.  On roll call vote, all voted aye.

There was no action as a result of the Closed Session.

A question was asked as to the status of the ordinance violation by Melisa Pehl with the chickens.  Davis stated she had 60 days to comply with the ordinance which will be the end of June.  Melisa is said to be concerned with the number of chickens allowed.

ADJOURNMENT

J. Duerr moved, L. Duerr seconded that the meeting be adjourned at 8:30 p.m.  All voted aye.

These Minutes are subject to approval at the next Regular Board Meeting.  Minutes are also available online at www.scalesmound.com

 

                                                                                                 _________________________________

                    Village President

 

ATTEST: ______________________________________

                                         Village Clerk