Archive for category: Minutes

VILLAGE OF SCALES MOUND

Regular Meeting of the Board of Trustees

Stone House

August 27, 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, August 27, 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 and Blake Ellinor of O’Connor Brooks PC.

Driscoll moved, L. Duerr seconded that the Minutes of the July 30, 2018 Regular Meeting, Open Session, be approved as read.  All voted aye.  Discussion/approval of the Closed Session Minutes was tabled to Closed Session on the Agenda.

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

The August bills were reviewed.  A bill from Genesis Power for work done for the water department in the amount of $449 was added.  Stadel explained that in some instances, a bill that comes in right before or at a meeting and gets approved at that meeting will not show on the list for that month but will show up on the next month’s list.  The bill in the amount of $75 for Darin Oberhart was pulled as he is on administrative leave without pay.  J. Duerr moved, Morby seconded to approve the bills as corrected for payment.  On roll call vote, all voted aye.

PUBLIC HEARINGS/CORRESPONDENCE

A) O’Connor, Brooks & Co. Audit Report Presentation – Blake Ellinor gave a brief overview of the Audit Report for the FY ending April 30, 2018. All Financial Statements submitted were accurate. The Segregation of Duties was again pointed out as a material weakness for the same reason, which is that there is not enough staff to satisfy the Auditing requirements.  Blake also stated that they would like to see a more specific Budget other than or in addition to the Appropriation Ordinance.  Blake was thanked for the completion and presentation of the Audit.

B) Ambulance Board – Ruth Foley stated the Ambulance Board is going to go to the County Board to ask that the limiting levy be raised. The County Board will set a Public Hearing regarding the request. It was clarified that the Ambulance operation is a Special Service Unit Taxing District, therefore it is not affected by the Tax Cap.

C) M. Chamber – No Report

D) O’Connor, Brooks & Co. Invitation to 30^th Anniversary Celebration – Clerk Townsend read the Invitation. It will be on Thursday, September 6^th at their Galena Their “Celebration Business After Hours” will be from 4:00 p.m. to 7:00 p.m. with a ribbon cutting at 5:00 p.m.

E) Notice from Sinnissippi Centers Re: Opioid Overdose Prevention Training Program – The program covers 5 counties and is designed to “bring light to this growing epidemic through prevention and awareness.” The trainings are 1 hour and can be completed by anyone. There is a phone number listed if anyone is interested in an in-service/training.

F) Mediacom Letter – Price Increase – On or about September 1, 2018, Mediacom will be implementing rate changes which will be a $10.00 increase in most packages.

G) Other – Nothing

Minutes – Regular Meeting, August 27, 2018 – Page 2

PUBLIC WORKS

A) Monthly Report – Ron Duerr reported the parts are here now for the meter replacement and plans are to do the work this coming Saturday. The pump/well will be down two to three hours, however the tower will be filled prior to that so there will be no shortage of water.

B) Operation/Maintenance/Streets Committee Report – Ron stated: 1) he will call Louie’s Trenching in regard to sweeping up the excess gravel; 2) the streets that were ripped up, graveled and sealed turned out well. The consensus of the Board was that all of the streets turned out very nicely. Fehr-Graham will send a paper saying the project is done and if the Board considers it satisfactory, the final bill to Louie’s can be paid.  As some extras were added to the original plan, the Committee will look at the bill before it goes to the full Board.  Thank you and congratulations to the Board for completing this project!!

C) Sewer & Water Operations Committee Report – Robbie Robbins (Genesis Power) has been able to straighten out a few problems with the sewer and water operations. Discussion was held on the maintenance programs he offers for generators. He offers three different levels. Level 2 is inspection/maintenance once a year for $775.    Duerr moved, L. Duerr seconded to enter into the Level 2 program at a cost of $775 a year.  On roll call vote, all voted aye.

ZONING REPORT – Administrator, Joe Lee presented a Building Permit and fees from Matt Dittmar for demolition of a garage and building a new garage.

POLICE REPORT – None

OLD BUSINESS

A) Discussion on Pump House/Well #2 – Art Morby stated the intention is to build the shell of the Pump House inside during the winter and then put it in place when the weather is good which should hopefully be in March or April. Some electrical work also needs to be done.

B) Other – None

OTHER COMMITTEE REPORTS

A) Finance – No Report

B) Park & Special Projects – Update on Park Project – Shannon Driscoll reported everything is completed except for the lights. The list of things completed is: electrical is buried, upped to 200 amp service, two 100 amp services installed, one to bandstand and one to pavilion; removed pole in the middle where the Christmas Tree is placed, now the center is all open. A special thank you to Art Morby for helping to build the pedestals for the electrical service.  Ron Duerr stated he may have to bring in dirt to fill in the ruts made by the cement truck.

C) Public Events & Safety – the Committee is working on plans for a gathering at the Town Hall after Trick or Treating. They are thinking of maybe a 1 hour event.

D) Trees & Sidewalks – Dave Davis would like to replace the sidewalk on the west side of his building at 219 North Avenue. Bernard Trebian and President Davis will meet with him regarding the specifications.

E) Policy Committee – Consideration of an Ordinance Pertaining to Solicitation – Davis stated he has forwarded the draft of the ordinance to Attorney Kurt and is waiting for his opinion. Davis will get back with the committee once he receives that opinion.

F) Stone House Committee Pro Tem – Generator Update – the pad for the generator should be poured before the next Board meeting.

G) Subdivision/TIF Committee Pro Tem – Nothing further – item will be removed from Agenda for the time being.

Minutes – Regular Meeting, August 27, 2018 – Page 3

NEW BUSINESS

A) LP Contract/Summer Fill – President Davis will secure a price with Saam Propane.

B) 2019 Consolidated Election Information – Clerk Townsend stated she has the materials for the April 2019 Election. There will be three 4-year Trustee positions and the Village President position on the ballot. Petitions can be picked up after September 18, 2018 and must be filed with the Village Clerk between December 10^th and December 17^th, 2018.

C) Other – ComEd – President Davis stated he met with ComEd to discuss service to Scales Mound. They stated they have moved our area to the top of their list. They are committed to improving the infrastructure starting in 2019.

D) Other – Nicor Gas – Davis stated he met last week with Blackhawk Hills personnel regarding an interest by Nicor Gas to install natural gas in Scales Mound. The consensus of the Board was to proceed with the preliminary studies.

MONTHLY REVIEWS

A) Ordinance Violations – A concern was received about plastics being burned at Wills Garage. John Duerr will speak with Vernon Wills regarding this.

B) Website – Nothing

C) Brainstorming – Nothing

CLOSED SESSION

Morby moved, J. Duerr seconded to enter into Closed Session at 9:15 p.m. to discuss personnel and possible litigation as allowed by Open Meetings Law, Sec 2(C) 1 and Sec 2(C) 11.  On roll call vote, all voted aye.

Morby moved, J. Duerr seconded to return to Open Session at 9:30 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 accept the corrected Minutes of the July 30, 2018 Closed Session.  On roll call vote, all voted aye.

ADJOURNMENT

J. Duerr moved, Trebian seconded that the Meeting be adjourned at 9:35 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

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 #2017-002 – An Ordinance for Keeping Chickens and to adopt Ordinance #2018-002 – An 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 165^th 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

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 9^th.

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) Mediacom – Annual 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 Report – Update 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 1^st 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 165^th Birthday Celebration of the Village is scheduled for June 22, 23 and 24^th. 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: (1^st 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

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 10^th thru June 24^th (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

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 8^th. 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 165^th 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