VILLAGE OF SCALES MOUND
Regular Meeting of the Board of Trustees
April 25, 2016
The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, April 25, 2016 by President Davis. Members present were John Duerr, Ruth Foley, Karen Kelly, Ken Plat, Chris Schultz and Carrie Stier. Also present were Steve Stadel, Village Treasurer,
Margaret Townsend, Village Clerk, Ron Duerr, Darin Oberhart, Joe Lee, Matt Dittmar and Brian Nott of Fehr-Graham.
Stier moved, Foley seconded that the Minutes of the March 28, 2016 Regular Meeting, both Open and Closed Session be approved as read. All voted aye.
Steve Stadel, Treasurer stated that the Village’s share of the overpayment of Personal Property Replacement Tax is $221.22. He also stated that the Village does receive Motor Fuel Tax funds directly, they do not go through the County. J. Duerr moved, Kelly seconded to accept the Treasurer’s Report as presented and to place it on file. All voted aye.
The April bills were reviewed. Schultz moved, Foley seconded that the April bills, with the following additions, be approved for payment: Joe Lee, Zoning reimbursement, $95.67; Law Enforcement Systems, Inc., $97.00; and, IEPA for water testing, etc., $942.30. On roll call vote, all voted aye.
A) Ambulance Board – No Report
B) S.M. Chamber – Next meeting is scheduled for Wednesday, April 27, 2016.
C) Sheila Ohms – Request to Close Portion of Street Saturday, September 3, 2016 – Sheila requested permission to close the portion of Main Street for their annual Customer Appreciation Dinner. Action was tabled to New Business on the Agenda. She also presented the fee for renewal of the liquor license for Country House Grocery.
D) Letter from ComEd – Updated Charges Effective January, 2017 – A letter was received from ComEd which informed the Board that they have filed with the ICC their annual update which if approved, will increase their delivery service charges about $2 on the average monthly residential bill starting in January, 2017. The letter and report will be placed on file.
E) Other – None
At this time, President Davis skipped to the Zoning Report to allow Matt Dittmar to hear the results of his Zoning request. 1) Administrator Joe Lee stated that at the meeting of the Zoning Board of Appeals, there was a 100% positive vote in favor of the request. There were 6 members at the meeting. Joe presented a positive recommendation for the roofing request to the Village Board. Stier moved, J. Duerr seconded to approve the recommendation. On roll call vote, all voted aye. Matt will need to obtain a building permit as well.
2) Lee also presented a compliance form from Randy Goodwin of Gary Saam Construction for their building project. A check for reimbursement of the Environmental Bond will be issued to Goodwin.
A) Monthly Report – Ron Duerr reported that he attended the IEPA dinner and ceremony in Springfield and received a “Certificate of Recognition of Nomination by the IEPA for the IL Association of Water Pollution Control Operators Plant of the Year Award – 2015 Group 4”. Ron has received this recognition 2 out of the last 3 years. Congratulations, Ron!
B) Operation/Maintenance/Streets Committee Report – 1) Report from meeting 04/14/16 – the committee met and discussed what has been done to date and what the future plans are. Brian Nott recommended that the Village continue with seal coating. This week, Duerr and Brian Nott did an onsite inspection of the streets to determine what areas should be done this year. Nott recommends using a hot mix patch on some of the worse areas this year. Also this year, edge repairs and base repairs as well as sewer trenches across the streets should be done. A surface treatment of designated streets would be done the following year. The year difference would allow the patches to set in and the oil to dry up. He estimates the costs for this year would be $60-70,000. After further discussion, the consensus of the Board was to proceed with the 2 year project. Engineering fees are mandated by MFT, the preliminary engineering fee is 5% of the project and the onsite fee is 6% of what the contractor comes in at.
Foley moved, J. Duerr seconded to let bids for base and edge repairs for this year and have the bids come due to act on at the May Regular Board Meeting, and to adopt a “Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code at an appropriated sum of up to $70,000 from Motor Fuel Tax fund”. All voted aye. Brian Nott agreed to stay on top of the 2 year project and start the bids in November for the resurfacing portion of the project.
C) Sewer & Water Operations Committee Report – No Report
Officer Oberhart brought the Board up to date on the ordinance violations stating they are progressing favorably.
A) GIS Orthophotography Proposal for Village – Clerk Townsend reported that a total of 4 tiles would cover the Village, the cost per tile is $24.49. Foley moved, J. Duerr seconded to enter into an “Intergovernmental Agreement for Cooperative Jo Daviess County Digital Orthophotography Project for a total cost of $97.94”. All voted aye.
B) Report on Joint Review Board Meeting – President Davis reported the meeting was held on Thursday, April 14, 2016 with Dr. Caron, Superintend of Scales Mound Schools and himself in attendance. Davis brought Dr. Caron up to date on the TIF Project and the Annual TIF Report was reviewed. In regard to the TIF Project, Ruth Foley commented that she would like to see active solicitation for the Village in the future.
C) Action on Park Equipment Project – Karen Kelly had the answers to the questions previously asked by the Board regarding the equipment and the rules of the company regarding installation. Stier moved, Plath seconded to authorize Karen to move forward with the project, entering into a contract
with Team REIL, Inc. in an amount up to $35,000. All voted aye. Karen was thanked for all the work she has put into getting this project off the ground.
D) Other – None
OTHER COMMITTEE REPORTS
A) Finance – No Report
B) Park & Special Projects – Nothing further
C) Public Events & Safety – No Report
D) Trees & Sidewalks – No Report
E) Stone House Committee Pro Tem – Nothing has been heard from the Governor’s Office regarding the grant monies.
A) Liquor License Renewals – Davis has been issuing the licenses as the annual fees come in.
B) Action on Ohms Request to Close Portion of Street – Foley moved, J. Duerr seconded to allow the Ohms’ to close a portion of Main Street providing they receive written signatures from the neighbors that there are no objections. All voted aye.
C) Annual Appointments, Set Meeting Place, Dates & Time, Designate Depository – President Davis made the following appointments: Depository – Apple River State Bank, Scales Mound;
Village Attorney – Terry Kurt; Village Clerk – Margaret Townsend; Village Treasurer – Steve Stadel; Zoning Administrator – Joe Lee; Chief of Police – None at this time; Ambulance Board Representative – Ruth Foley.
Committee Appointments: (First name on each is committee chair) – Streets/Maintenance – John Duerr, Ruth Foley, Carrie Stier, Ken Plath; Sewer/Water – Chris Schultz, John Duerr, Carrie Stier; Finance – Ruth Foley, John Duerr, Karen Kelly; Public Events/Safety – Carrie Stier, Chris Schultz, Karen Kelly; Trees/Sidewalks – Ken Plath, Ruth Foley, Karen Kelly; Parks/Special Projects – Karen Kelly, Ken Plath, Chris Schultz.
Meeting Time: 7:00 P.M.; Meeting Location – The Stone House, 309 North Avenue, Scales Mound, IL; Meeting Dates: Tuesday, May 31, 2016 (due to Memorial Day Holiday); Monday, June 27, 2016; Monday, July 25, 2016; Monday August 29, 2016; Monday, September 26, 2016; Monday, October 24, 2016 (due to Halloween on Monday, October 31); Monday, November 28, 2016; Monday, December 26, 2016; Monday, January 30, 2017; Monday, February 27, 2017; Monday March 27, 2017; Monday, April 24, 2017; Tuesday, May 30, 2017 (due to Memorial Day Holiday). Stier moved, Foley seconded to accept the appointments, meeting dates, etc. All voted aye.
D) Reminder – May Regular Board Meeting is scheduled for Tuesday, May 31, 2016 due to the Memorial Day Holiday on Monday the 30th.
E) Other – None
A) Ordinance Violations – No further report
B) Website – Nothing
C) Brainstorming – Nothing
CLOSED SESSION – None
Plath moved, Schultz seconded that the meeting be adjourned at 8:15 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