Minutes for June 25, 2018 Meeting

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

June 25, 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, June 25, 2018 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby and Bernard Trebian.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Ruth Foley, Joe Lee, Darin Oberhart and Ron Staver.

 

Clerk Townsend asked that the Agenda be corrected as follows:  Item X. C – change to: Adopt Ordinance #2018-002 an Ordinance for Keeping Chickens; Item X. G – add: Generator.  L. Duerr moved, Driscoll seconded that the Agenda be corrected as stated.  All voted aye.

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

L. Duerr moved, Driscoll seconded that the Treasurer’s Report be accepted as read and placed on file.  All voted aye.

The June bills were reviewed.  Davis stated that the meter recently received will be returned as the one that we had on hand was okay to use.  Morby moved, Trebian seconded that the June bills, with the addition of one to J. Turpin for welding – $60 – (corporate), and one to Ron Duerr for postage – $3.75 (water), be approved for payment.  On roll call vote, all voted aye.

 

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley stated that the meeting is this week so report will be next month.

B) S.M. Chamber – No Report

C) Letter/Jo Daviess County Clerk & Recorder re: Change in fee Schedule – Clerk Townsend reported that effective August 1, 2018 there will be an increase in the recording fees. A standard document will now be $72.00 and all other fees have increased accordingly.

D) Other – Nothing

 

PUBLIC WORKS

A) Monthly Report – 1) Update on Street Name Signs – Still waiting for signs. 2) Ron reported Gary Saam Construction has begun scarifying the specified streets today.

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

C) Sewer & Water Operations Committee Report – It was agreed to place “discussion on Well House Repairs” on the July Agenda.

ZONING REPORT

Joe Lee, Zoning Administrator presented the following:  1) Brian Bussan – fees and paperwork for privacy fence and swimming pool and a temporary building; 2) Bob Wachter – permit fee for a roof over a cement pad; and 3) Wyatt Anderson – temporary building.  All proposals met the required specifications.

POLICE REPORT

Officer Oberhart reported he spoke with Molitors regarding an unregistered vehicle in the back of their property.  They will either get it registered or get it out of there.  They were given a month to

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

comply.  Also, there was a hit and run accident on Saturday evening of the celebration.  The assailant was captured.  Multiple charges have been filed.

OLD BUSINESS

A) Accept bid for 2018 Street Maintenance Program – At the bid opening on Tuesday, July 12, 2018, three bids were received and opened. Those bids were from Louie’s Trenching Service, Inc., A.C. Pavement Striping Co.; and, Civil Constructors, Inc. Duerr moved, Morby seconded to accept the low bid of Louie’s Trenching Service, Inc., in the amount of $112,463.50.  On roll call vote, all voted aye.  Louie’s will be notified and construction dates determined.

B) Repeal Ordinance #2017-002 – An Ordinance for Keeping Chickens; and C) Adopt Ordinance #2018-002 – An Ordinance for Keeping Chickens – After a short discussion on the opinion received from Attorney Kurt regarding correct procedure in this matter, and hearing no objections or concerns from anyone present, J. Duerr moved, Morby seconded to repeal Ordinance #2017-002An Ordinance for Keeping Chickens and to adopt Ordinance #2018-002An Ordinance for Keeping Chickens. On roll call vote, L. Duerr, aye; Trebian, nay; Driscoll, aye; Morby, aye; J. Duerr, aye. Motion carried.  Ordinance #2018-002 is now in effect.

D) Update on issue of water in the basements along North Avenue – Art Morby reported that he met with Carrie Stier to discuss the issue of the excess water being pumped onto the Village street. He informed her that the Village did inspect the main tube that runs between the Distler building and her building and drains under the street, and that Distler’s are pumping into that tube and are willing to allow Stier’s to use that tube as well. Kevin Stier has agreed to reroute the pump in his basement so as to utilize that main tube.  It appears at this time that the problem of pumping of water onto North Avenue will soon be alleviated.  The Board expressed their thanks to Art for handling this matter.

E) Report from Joint Review Board Meeting – Davis reported the meeting was held on Tuesday, June 6, 2018 at 1:00 p.m. at the Stone House. Superintendent Caron had previously notified Davis that he would be unable to attend. No one else showed up for the meeting.  Davis explained that the Annual TIF meeting requirement had been met.  He will prepare minutes.

F) Update on Wills Utility Bill – Art Morby stated he took the figures the Board approved to show exactly what is owed for the utilities and discussed them with Vernon. Vernon and family will discuss the matter and get back to the Board with their decision. Thanks to Art for handling this matter.

G) Other – Generator – After a short discussion, J. Duerr moved, L. Duerr seconded to purchase the Generac 16kw Generator for up to $3960 through the Generac Company and to have President Davis order same. On roll call vote, all voted aye. It was agreed to contact Tony Edwards Electric and/or Robbie Robinson for installation and upkeep.

OTHER COMMITTEE REPORTS

A) Finance – Preliminary Appropriation Ordinance for Review – the Appropriation Ordinance will be prepared for and acted on at the July Regular Board Meeting.

B) Park & Special Projects – Update on Park Project – Shannon Driscoll reported that the Committee met on June 13, 2018 to review the change order and to reassure that everyone involved, the Committee, the Village Board, the Contractor and the Engineers has a complete understanding of the changes being made to the project and what the finished project will be. In order to satisfy the grant, the work needs to be completed by September. She will confirm that the lights are ordered.

Minutes – Regular Meeting, June 25, 2016 – Page 3

C) Public Events & Safety – A comment was made that the 165th Celebration held by the Recreation Association went well.

D) Trees & Sidewalks – A question was asked about the status of the addition to the sidewalk at the Veteran’s Park. No new information was available.

E) Policy Committee – Consideration of an Ordinance Pertaining to Solicitation – No Report

F) Stone House Committee Pro Tem – No Report

G) Subdivision/TIF Committee Pro Tem – Update – No Report

NEW BUSINESS

A) Action on Prevailing Wage Ordinance – Clerk Townsend presented the Prevailing Wage Ordinance with the rates as established by the State attached. Duerr moved, Morby 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, Ordinance #2018-003. On roll call vote, all voted aye.  Appropriate notice of the ordinance will be posted.

B) Other – Nothing

MONTHLY REVIEWS

A) Ordinance Violations – Clerk Townsend was asked to send letters to the following for ordinance violations: Matt and Roberta Ware and Barron Petraitis (Old School Saloon) for grass and weed violations; to Melisa Pehl – to apply for a permit for keeping chickens and to comply with the newly adopted ordinance regarding keeping chickens; to Ron Staver for weed violation at 106 Schuyler Ave.

B) Website – Nothing

C) Brainstorming – Nothing

ADJOURNMENT

J. Duerr moved, L. Duerr seconded that the meeting be adjourned at 8:00 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 29, 2018 Meeting

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

May 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 Tuesday, May 29, 2018 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby and Bernard Trebian.  Also present were Emily Stadel Doland for 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 April 30, 2018 Regular Meeting be approved as read. All voted aye.

A question was asked regarding the TIF balance on the Treasurer’s Report.  Davis explained there is a $28,000 balance in the TIF account and also there are funds available in the Economic Development Fund which can be used for TIF development.  He also explained that the minus “Fund Balance” that you see is shown so that if there is a balance left after the TIF is over, the Village can claim those funds for its share of the development.  L. Duerr moved, Trebian seconded to accept the Treasurer’s Report as presented and to place it on file.  All voted aye.

The May bills were reviewed.  J. Duerr moved, Morby seconded that the May bills with the addition of one to Rolf Gustus in the amount of $105.00 for LED light bulbs for the park fixtures be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported everything is being handled pretty well. She also stated that the busy season for the ambulance service is approaching.

B) M. Chamber – President Davis reported the Chamber, in an effort to promote fellowship in the Village, is sponsoring free ice cream in the Village park every Wednesday evening in June from 6 to 8 p.m.

C) CCP Railroad – Petition to ICC for Extended time to complete Crossing Safety Work – The CCP railroad was granted an extension to December 2019 to complete the crossing project.

D) Other – Clerk Townsend mentioned she received an email from Blackhawk Hills regarding the BHRC Annual Meeting/Spring Summit at Livengood’s Barn in Chadwick, IL on June 11. The speaker will be Aaron Kennedy, the founder of Noodles & Company. Anyone interested in attending can contact her for more information.

PUBLIC WORKS

A) Monthly Report – 1) Update on Street Name Signs – Duerr reported the signs have been ordered. 2) A discussion was held on the water being pumped onto the street from the basements in buildings on North Avenue. The consensus of the Board was to go ahead and do whatever needs to be done to avoid this happening in the future.  A fire truck will be used to attempt to pump out the pipe between the Distler house and the Stier building.  There are several options being considered to fix the problem.

B) Operations/Maintenance/Streets Committee Report – 1) Fehr Graham Letter – Bid Date & Time/Street Maintenance Program – Notice was received from Fehr Graham that the bid date and time has been set for Tuesday, June 12, 2018 at 10:00 a.m., at the Stone House.

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

C) Sewer & Water Operations Committee Report – Ron Duerr reported that the new water meter is here and he is waiting for someone to come and install it. The wells are fixed and the blower building is working as it should.

 ZONING – Joe Lee was unable to attend this meeting but should be available for the June meeting.

POLICE – Officer Oberhart reported on several ordinance violations he has been working on.

OLD BUSINESS

A) What Action the Board wants to take on the Pehl Legal Issue – After discussion, it was agreed to send a certified letter to Melisa Pehl informing her that the Board will be repealing and re-adopting An Ordinance for Keeping Chickens at the June Regular Board Meeting, and, that there is a time provided on the Agenda for Public Comments if she so desires to discuss it with the Board. A copy of the ordinance will be included with the letter.

B) Fill Board Vacancy or wait for 2019 Election – After discussion, the consensus of the Board was that since the seat has not been filled to date, it is advisable to wait for the April 2019 Election to fill it.

C) Joint Review Board Meeting set for June 6, 2018 – Clerk Townsend reported the JRB meeting has been set for 1:00 p.m. on Wednesday, June 6, 2018 at the Stone House.

D) Discussion on Wills Water/Wastewater Charges – Davis reported that after reviewing the information provided by the Village Treasurer, it was discovered Wills was mistakenly not charged for garbage service since May of 2016, therefore the actual amount owed to the Village is over $2200 as opposed to the amount listed on the Over Due Accounts list. After discussion, it was agreed that the Board would accept the $1,648.50 listed plus $153.00 for lien release fees and the $50.00 fee established to turn the water service back on. Art Morby agreed to speak with Vernon Wills on this matter.

E) OtherBack up Generator for Stone House – a representative from Kohler gave an estimate of $6500 for an air cooled generator, installed. Davis stated a Generac generator would be cheaper and he will check with them for an estimate.  John Duerr will check with Farm and Fleet on a Generac.  Further discussion will be held at the June Regular Board Meeting.

F) Other – Notices should be sent to those with delinquent utility bills that the shut off date is July 15.

OTHER COMMITTEE REPORTS

A) Finance – Discussion on Auditor Contract for 2018 – After discussion it was agreed to keep with the O’Connor & Brooks firm for the pending audit. Driscoll moved, J. Duerr seconded to enter into the contract with O’Connor & Brooks for the FY 2017 Audit. On roll call vote, all voted aye. B) Park & Special Projects – Update on Park Project – Driscoll reviewed the contract documents from PCI for the park project. Driscoll moved, L. Duerr seconded to accept the Agreement with PCI and the Notice to Proceed. All voted aye.

C) Public Events & Safety – No Report

D) Trees & Sidewalks – No Report

E) Policy Committee – Consideration of an Ordinance Pertaining to Solicitation – L. Duerr and Jim Davis are putting information together.

F) Stone House Committee Pro Tem – No Report

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

Board Member Driscoll left the meeting at 8:15 p.m.

G) Subdivision/TIF Committee Pro Tem – Possible Approval of Engineering Costs for Proposed TIF Development – Lindsey Duerr stated that after discussion with Fehr Graham and the TIF Attorney, it is estimated that the engineering fees are about 7% of the proposed costs of the project. Other things mentioned: if it is built on private property, the developer would not have to pay prevailing wage; the project has to be done so that it will be accepted by the Board; there would need to be a signed agreement with the Developer and the Board; it would have to be inspected by the Engineers before it is turned over.  President Davis explained that there actually is a way to extend the TIF from 23 to 35 years.  He stated that the Il General Assembly gets involved and it is a long process.  He mentioned also that after the first 23 years you could do another TIF on just the property someone wants to develop but that also is a long almost impossible thing to do.  Lindsey agreed to talk with Dan Davis on what she has come up with so far.

NEW BUSINESS – None

MONTHLY REVIEWS

A) Ordinance Violations – 1) Any Results Regarding last month’s Legal Issues – already discussed. 2) List of violators of grass and vehicle ordinances – Officer Oberhart is working on this.

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION

Morby moved, Trebian seconded to enter into Closed Session at 8:45 p.m. as allowed by Open Meeting Law, Sec 2 (c) 11 to discuss possible litigation.  On roll call vote, all voted aye.

Morby moved, Trebian seconded to return to Open Session at 9:00 p.m.  On roll call vote, all voted aye.

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

ADJOURNMENT

J. Duerr moved, Trebian seconded that the meeting be adjourned at 9:05 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 April 30, 2018 Meeting

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

April 30, 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, April 30, 2018 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby and Bernard Trebian.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk, Ron Duerr, Ruth Foley, Darin Oberhart, Joe Lee and Attorney Terry Kurt.

Driscoll moved, J. Duerr seconded that the minutes of the March 26, 2018 Regular Meeting and the April 17, 2018 Special Meeting be approved as read.  All voted aye.

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

The April bills were reviewed.  J. Duerr moved, Morby seconded that the March bills and the April electric bills received today be approved for payment.  (The April electric bills will be on the May listing of bills.)  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley reported the EMR class has started and will end the middle of June. She also responded to a question that yes, Bill Bingham is the interim Coordinator.

B) S.M. Chamber – the next meeting for the Chamber will be Wednesday, May 9th.

C) IMLRMA Notification on 2019 Rates – Clerk Townsend stated she received notice from the Risk Management Association that there will be no increase in the insurance rates for 2019.

D) MediacomAnnual Customer Service Report – a letter was received from Mediacom stating that they, as required by state statue, were enclosing a copy of the annual customer service report which may or may not be specific to our area and may not contain any information directly related to our community.

E) ComEd Notification – Change in Electric Supplier – consensus was that this information does not relate to the Village Electric Supplier but instead pertains to the County Electric Supplier.

F) ComEd Notification of ICC filing regarding Annual Rate Update – Information was received that as a result of the annual ComEd rate update filed with the ICC, the average residential electricity delivery bill could be reduced by about $0.50 per month, starting in January 2019. Also stated in the letter was that ComEd’s schedule for completion of the installation of 4 million smart meters is projected for October 2018 which is 3 years ahead of the original schedule.

G) Other – None

PUBLIC WORKS

A) Monthly ReportUpdate on Street Name Signs – Ron has not heard back from the County at this time.

B) Operation/Maintenance/Streets Committee Report – Ron reported the information on the street project has been sent to IDOT and upon approval, Fehr Graham will prepare the paperwork and then let the bids.

C) Sewer & Water Operations Committee Report – Ron has been in contact with Fehr Graham and someone will come up to work on blower motors for the ponds and do some inside work in the pump house.

Minutes – Regular Meeting, April 30, 2018 – Page 2

ZONING

A) Bader Building Permit – Joe Lee presented a copy of the approved Building Permit and Fee in question, dated January 22, 2018 from Jeff Bader. Also discussed: 1) Shannon Driscoll stated she has tried to obtain several forms from the website but has been unable to find and print them.  Lindsey Duerr volunteered to speak with Craig Raymon to look into and correct that problem.  2) Nathan Wills asked about allowable roofing materials and siding requirements.  He was informed to speak with Joe Lee, Zoning Administrator on the regulations.

POLICE

Officer Oberhart deferred any comments to the time when Attorney Kurt will address the board.

OLD BUSINESS

A) Attorney Terry Kurt/Legal Issues/Questions – Attorney Kurt addressed the Board stating his belief was that he was at the meeting to discuss: 1) the Zoning issue with Steve Stadel’s Apartment Building; 2) the ongoing issue of the Pehl vs. Village legal issues/chicken keeping; and, 3) properties being occupied which are without water and wastewater service.

Animal Control – In court, Judge Ward ruled that the Village needed to send a certified notice to Ms. Pehl before the Ordinance was passed, which they did not do; therefore the case was dismissed as she was not properly notified.  To correct the situation, the Board could send a certified notice to her which would include a copy of the ordinance that the Board intends to pass, inviting her to come to a meeting and allow her to speak regarding the ordinance and her situation.  Then the original Ordinance could be rescinded, a public hearing held regarding the same ordinance under a new number, and then passing the new ordinance.  President Davis stated that there are additional issues in this matter, one being that a building permit was never applied for the structure that is considered to be housing for the chickens.

Properties being occupied which are without water and wastewater service – there are several options the Board has in this situation.  One would be to contact the County Public Health Department as they have the authority to come in, do an inspection, do a report and then give them so much time to get water and wastewater service.  If they don’t cooperate, then the matter would go to the State’s Attorney.  A second option would be for the Village police officer to issue an ordinance violation citation under Village Code.  The third option is that the Board could have Attorney Kurt send a letter citing that section of the Village Code which states they must have water and wastewater service.  At this time, Vernon Wills and several members of his family asked if the Board would verify or itemize the outstanding bill against Wills Garage.  Vernon stated that he feels he has been being overcharged ever since the water was shut off.  Treasurer Stadel stated he will check into the billing since the time he became Treasurer.  Davis stated he is happy Wills’ are willing to work with the Board.  In regard to a second instance of a house without water and wastewater service being occupied, the Board agreed to have Attorney Kurt send a letter informing the owner of the violation.  In this instance, the account is paid current but the water service has been shut off for quite some time.

Stadel Zoning – Attorney Kurt stated he read the Zoning Ordinance in regard to this situation to see if there was the possibility of a Special Use for the building and determined that it is pretty specific that there is not as the intent is to preserve the Business District.  The Ordinance would have to be amended to allow that type of special use to be grandfathered in.  Kurt suggested the Board allow Stadel additional time for him to decide what he is going to do – go to the Zoning Board of Appeals or cease using it as an apartment living space.  Stadel stated he will go before the Zoning Board of Appeals

Minutes – Regular Meeting, April 30, 2018 – Page 3

and tell them why he thinks it should be a special use or a change.  Attorney Kurt was thanked for coming to the meeting and putting forth his opinions and determinations.

B) Fill Board Vacancy – Lindsey Duerr stated she has the name of someone willing to fill the board vacancy. Davis asked Clerk Townsend to check into residency requirements for an appointee. Further discussion was tabled to the May Regular Board Meeting.

C) Statement of Economic Interest filing date is May 1, 2018 – Clerk Townsend reminded Board Members that they need to file on or before Tuesday, May 1, 2018 to avoid a penalty.

D) Other – None

OTHER COMMITTEE REPORTS

A) Finance – 1) The Committee was reminded that the Appropriation Ordinance needs to be adopted before the end of the 1st quarter of FY 2018 which will be July 31, 2018. 2) Davis presented a proposed contract for the audit for the year ended April 30, 2018. It was decided to table any action until the May Regular Board Meeting.

B) Park & Special Projects – 1) Update on the Park Project – Driscoll reported the bid from PCI has been accepted, and, the Committee needs to meet with the contractor. It was noted that things are progressing. Clerk Townsend asked Shannon to obtain an insurance certificate from the contractor naming the Village as “additional insured.”

C) Public Events & Safety – The Recreation Association sponsored 165th Birthday Celebration of the Village is scheduled for June 22, 23 and 24th. Davis will see that a copy of the list of events is given to Officer Oberhart who will be present during the celebration hours.

D) Trees & Sidewalks – No Report

E) Policy Committee – 1) Consideration of an Ordinance Pertaining to Solicitation – Nothing new to report.

F) Stone House Committee Pro Tem – Nothing new to report.

G) Subdivision/TIF Committee Pro Tem – 1) Possible Approval of Engineering Costs for Proposed TIF Development – Lindsey Duerr reported that Dan Davis met with the engineers from Fehr Graham and from Dan’s drawings, they are to give a cost of engineering. Davis stated he had spoken with Bridgette Stocks of Fehr Graham and relayed to her that this should be a rough idea on engineering, not real detailed – how much for them to “roughly” look at the proposal and give the Board a “rough” idea. The number everyone is looking for is how much it would cost for the engineers to give some numbers to Dan.  The result would get Dan Davis to the point of deciding if he wants to go ahead with the project.  Hopefully the numbers will be available for the May Regular Board Meeting.

NEW BUSINESS

A) Liquor License Renewals – Driscoll moved, Trebian seconded to approve the 4 liquor licenses upon receipt of the fees.

B) Set Date and Time for TIF Joint Review Board Meeting – President Davis asked Clerk Townsend to set a date for the meeting and to distribute the proper paperwork and notices.

Minutes – Regular Meeting, April 30, 2018 – Page 4

C) Annual Appointments, Set Meeting Place, Dates & Time, Designate Depository – President Davis made the following appointments: Village Clerk – Margaret Townsend; Village Treasurer – Steve Stadel; Zoning Administrator – Joe Lee; Ambulance Board Rep. – Ruth Foley; Village Attorney – Terry Kurt.

Committees: (1st name on each is committee chair) Street/Maintenance – John Duerr, Art Morby, Bernard Trebian; Sewer/Water – Art Morby, Bernard Trebian, John Duerr; Finance – John Duerr, Lindsey Duerr, Art Morby; Public Events/Safety – Lindsey Duerr, John Duerr, Shannon Driscoll; Trees/Sidewalks – Bernard Trebian, Shannon Driscoll, TBA (to be announced);  Parks/Special Projects – Shannon Driscoll, Lindsey Duerr, Art Morby; Ordinance/Policy – Lindsey Duerr, John Duerr, Art Morby.

Meeting Time: 7:00 P.M.; Meeting Location: The Stone House, 309 North Avenue, Scales Mound, IL; Meeting Dates: Tuesday, May 29, 2018 (due to Memorial Day Holiday); Monday, June 25. 2018; Monday, July 30, 2018; Monday, August 27, 2018; Monday, September 24, 2018; Monday, October 29, 2018; Monday November 26, 2018; Wednesday, December 26, 2018 (due to Christmas and New Year’s Holidays); Monday, January 28, 2019; Monday February 25, 2019; Monday, March 25, 2019; Monday, April 29, 2019; Tuesday, May 28, 2019 (due to Memorial Day Holiday).

Depository: Apple River State Bank/Scales Mound.  J. Duerr moved, L. Duerr seconded to accept the appointments as listed.  All voted aye.

D) Reminder – May Regular Board Meeting is scheduled for Tuesday, May 29, 2018 – Meeting date was set to Tuesday due to the Memorial Day Holiday.

E) Other – None

MONTHLY REVIEWS

A) Ordinance Violations – 1) The question was asked for clarification of which months are designated to have the water service shut off; the answer was January and July. 2) A concern was brought up about a tree which fell into the ditch by the property at 916 Main Street. Joe Lee should be contacted about that.

B) Website – Nothing

C) Brainstorming – Clerk Townsend asked the Board to consider paying for replacement patriotic bunting for the gazebo at the Veteran’s Park. The consensus was to go ahead and replace it and the Board will cover the cost. Townsend also made a suggestion that in regard to Board vacancies, that the Board consider asking anyone interested to submit a letter stating their interest.

CLOSED SESSION – None

ADJOURNMENT

J. Duerr moved, L. Duerr seconded that the meeting be adjourned at 9:30 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

 

 

Minutes for April 17, 2018 Special Board Meeting

VILLAGE OF SCALES MOUND

Special Meeting of the Board of Trustees

Stone House

April 17, 2018

6:30 P.M.

A Special Meeting of the President and Board of Trustees was called to order at 6:40 p.m. on Tuesday, April 18, 2018 by President Davis.  Members present were Shannon Driscoll, Lindsey Duerr, Art Morby and Bernard Trebian.  Board Member John Duerr was absent.  Also present were Ron Duerr, Joe Lee and Chris Schultz.

STREET PROJECTPresident Davis explained that the paperwork being acted on tonight for the street maintenance project is for the seal coat and double seal coat work to be done this year.  It does not include the tearing up and readying for seal coat in other areas.  Davis asked for a motion on the 2018 Street Maintenance Program as presented by Fehr Graham.

L. Duerr moved, Morby seconded to accept and execute an Agreement for Professional Services (engineering) with Fehr Graham for the street repair project, to adopt a “Resolution for Maintenance under the Illinois Highway Code” at an appropriated sum of up to $119,151.98, ($12,933.98 for Engineering and $106,218.00 for Maintenance work to be done and to authorize Fehr Graham to let the bids for the project.  All voted aye.

PARK PROJECT – Driscoll stated that the committee had met with Primary Contractors, Inc. (PCI) again in regard to their bid and some changes that need to be made.  Further discussion for clarification of the bid was held.  Morby moved, Driscoll seconded to accept the bid of PCI as presented in the amount of $109,359.00.  On roll call vote, all voted aye.

Driscoll will relay the information to Fehr Graham who will work with PCI in getting everything in order and get the work started.

LEGAL QUESTIONS/ATTORNEY KURT – At this time, President Davis announced that due to an overlapping of times, Attorney Kurt will be unable to make it to this meeting.  It was agreed to ask him to come to the April 30, 2018 Regular Board Meeting.

CLOSED SESSION – None required.

ADJOURNMENT – L. Duerr moved, Morby seconded that the meeting be adjourned at 7:05 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 March 26, 2018 Meeting

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

March 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, March 26, 2018 by President Davis.  Members present were Shannon Driscoll, John Duerr, Lindsey Duerr, Art Morby and Bernard Trebian.  Also present were Steve Stadel, Village Treasurer, Margaret Townsend, Village Clerk and Ron Duerr.

Clerk Townsend stated the Board needs to make a motion to add Steve Stadel to the Agenda under Zoning.  J. Duerr moved, Driscoll seconded to make the addition to the Agenda.  All voted aye.

Trebian moved, L. Duerr seconded that the Minutes of the February 26, 2018 Regular Meeting be approved as read.  All voted aye.

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

The March bills were reviewed.  Morby moved, L. Duerr seconded that the March bills, with the addition of one to the IEPA in the amount of $1,283.04 for water sample testing be approved for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) Ambulance Board – Ruth Foley was unable to attend the meeting so she submitted the following report by email: There is going to be a protocol review for Scales Mound Fire on April 7 from 9-3 put on by MercyHealth, Rockford; there is an EMR Program at Galena EMS garage starting April 10th thru June 24th (Tues-Thurs) 90 hours; Board is starting to work on FY 2018-19 Budget; met with LifeStar who does the billing for the service to review what they do; started to work on land purchase from Midwest Medical Center; appointed a new Treasurer; set the upcoming year’s meeting dates; and, approved an accounting firm for financial matters.

B) M. Chamber – No Report

C) ICC Approval of Improvements at various Railroad Crossings in County – Clerk Townsend reported that she has been receiving copies of the Railroad Safety Program Administrator of the ICC approved Resolutions for Improvements to Railroad Crossings for those crossings east of the Village. Construction should begin soon.

D) Other – None

PUBLIC WORKS

A) Monthly Report Update on Street Name Signs – Ron Duerr reported the list of street names has been given to Jim Goken of Jo Daviess County Highway Department. Goken will send them in to the company; they will do a proof and return it to us for review of spelling. Once they have the Village’s approval the signs will then be ordered.  The signs will be reflective.

B) Operation/Maintenance/Streets Committee Report – 1) Information from Committee Meeting March 7, 2018 – Brian Nott suggested doing additional base repair in some areas. The Committee recommended to the Board to do all the streets and do some needed base repairs on Lincoln Street. It was agreed that the Street Committee needs to meet again to consider the most recent information from Fehr Graham..

Minutes – Regular Meeting, March 26, 2018 – Page 2

C) Sewer & Water Operations Committee Report – No Report

ZONING REPORT

A) Bader Building Permit – Joe Lee, Zoning Administrator reportedly has the paperwork but has not yet submitted it to the Board.

B) Other – Steve Stadel – Steve presented a handout to the Board which explained his opinions and also some facts regarding the apartment in the lower level he has rented out in his building on North Avenue which is in a Commercial Zoned area. He believes the Zoning classification is incorrect and is asking the Board to “re-zone it to either Mixed Use (Commercial and Residential) or to Residential with a grandfathered clause for the West half of the downstairs”. President Davis explained the decisions made at the time the Zoning map was developed and stated that Zoning classification is put in place as a determination of not what was presently in that area but what was the best determination for the future so as to avoid spot zoning and to put each area into what best serves the Village plan.  It was meant to be a gradual elimination of what isn’t in the plan as set down at the time Zoning was implemented.

POLICE REPORT – In the absence of Officer Oberhart, Davis stated he has a list of properties which need to be cleaned up and brought into compliance with the ordinances which he will forward to Oberhart.

 OLD BUSINESS – None

 OTHER COMMITTEE REPORTS

A) Finance – No Report

B) Park & Special Projects – 1) Update on Park Project – After discussion of bids, it was agreed that the Committee should talk to PCI (bidder) about breaking down the bid before they speak with the Engineers again.

C) Public Events & Safety – L. Duerr reported that the Easter Party, after being rescheduled from Saturday to Sunday due to the weather went well with between 65 and 70 children in attendance.

D) Trees & Sidewalks – Trebian reported he and Jeremy Soppe again looked at the trees that are dying from the Ash Borers and that they will be removed as time and weather allows.

E) Policy Committee – 1) Consideration of an Ordinance Pertaining to Solicitation – No Report

F) Stone House Committee Pro Tem – No Report

G) Subdivision/TIF Committee Pro Tem – Driscoll reported they will use Fehr Graham Engineers as they feel they have the best interest of the Village at heart. This is in regard to the property Dan Davis has expressed an interest in developing. The consensus of the Board was to have the committee get an estimate from Fehr Graham for infrastructure.   Duerr will contact Bridgette Stocks regarding this matter.  Steve Stadel asked a question about TIF funding availability for the building he built on Jackson Street.  Davis explained that the building had already been built when Stadel first inquired about funding.  Davis also stated that the Village did move a fire hydrant and also changed the electric service location for Stadel’s convenience.

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

NEW BUSINESS

A) Jo Daviess County GIS Website Subscription – Approval to Renew – Renewal fee had already been approved with the April bills.

B) Accept Resignation from Thomas Townsend as Village Trustee – The Board received an email from Townsend stating that “due to his recent move to Dubuque, he was resigning as Trustee effective March 26, 2018”. Trebian moved, J. Duerr seconded to accept the resignation with regrets. All voted aye.  “Thank you Thomas for your time and expertise.”

C) Discussion on Filling Board Vacancy – L. Duerr stated that Adam Werner has said he in the process of moving back to the Village and is interested in being appointed to fill the vacancy. Davis asked the Board to bring that name and any additional names forward at the April Regular Board Meeting for possible appointment.

D) Other – None

MONTHLY REVIEWS

A) Ordinance Violations – a question was asked about burn barrels. Davis stated that it is against the Village Code to have an open burn barrel.

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION – None

ADJOURNMENT – J. Duerr moved, L. Duerr seconded that the Meeting be adjourned at 8:45 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 February 26, 2018 Meeting

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) FinanceNo 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 GazetteA 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

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

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 ReportInformation 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

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

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