VILLAGE OF SCALES MOUND
Regular Meeting of the Board of Trustees
August 28, 2023
The Regular Meeting of the President and Board of Trustees was called to order at 7:00 p.m. on Monday, August 28, 2023. Members present were Nicole Winter, John Duerr, Ruth Foley, Garrett Hillary, Scott Ohms, and Janet Werner. Also present were Steve Stadel, Village Treasurer, Ron Duerr, Margaret Townsend, Eva Koehn, Dave Carscallen, Kim Fosler, and Sandy Frank.
Village President, Nicole Winter, disclosed the recording of the meeting. The floor was opened for comments to the citizens present. No citizen comments presented.
Werner moved, Foley seconded that the minutes of the July 31, 2023, regular meeting be approved as read. All voted aye.
The Treasurer’s Report was reviewed. Duerr moved, Ohms seconded to accept the Treasurer’s Report as presented and to place it on file. All voted aye.
A) Anything New on Delinquent Audits – Stadel updated missing information for a 2021 item. B) Update Regarding O’Connor – Nicole spoke with Scott Roberts and he will be completing the final report by the end of the current week. Scott Roberts will present at the September Village Board Meeting. C) Mulgrew Contract –Stadel advised the contract has been completed. D) Water Bill Payment Portal – Stadel spoke with the town of Elizabeth, and they did not have contact information for the company they utilize. However, Utlipay has been very responsive and helpful. Ohms moved, Duerr seconded to proceed with implementing Utilipay as a portal for residents to pay their water bills.
Stadel noted bills for ComEd were off this month as some came early and were paid last month. The Village Clerk payroll is also missing as Stadel needs a W4 for the new Village Clerk, Morgensen. An invoice also needs to be sent to the family for the donated bench in memory of Raymond and Maryann Stadel in the park.
Werner moved, Hillary seconded that the July bills be approved for payment. On roll call vote, all voted aye.
A) Front Porch on Stone House – Update from Ruth Foley – Foley advised has been in contact with Dave Carscallen to provide a photo of the enclosed porch.
C) Other Stone House Repairs – Update from Scott Ohms – Ohms is still looking into the wiring.
D) Lights and Electrical at Park Pavilion – Ohms indicated the structure itself looks good, but would like to make some power modifications.
E) Approval 2022 Audit & TIF Packet – Approval will be completed once the audit has been presented to the Village Board by Scott Roberts
F) Country House Grocery Store Street Dance – Neighborhood Approval – Approvals received. President Winter contacted Danielle Cline for approval due to the new business and residence.
B) Display Plaque for outgoing President Davis, Clerk Townsend & Zoning Administrator Lee – Potentially a welcome station, a floating shelf, or corner shelf to display the plaque.
A) S.M. Chamber – Next meeting will take place after the Country House Grocery Store Street Dance. Bands are lined up for June 8, 2024. The Christmas Party will likely be held the Sunday after Thanksgiving. Winter noted that Melissa Dittmer requested a way for residents to provide ideas/questions/concerns to the Village Board if they are unable to attend meetings. President Winter and Clerk Morgensen will create and advertise on the Village Facebook.
C) Other – None
A) Monthly Report – Ron Duerr requested to purchase a weed eater for $387.99 and a snow bucket for $2,350. Ohms moved, Foley seconded to approve Duerr purchase both the weed eater and snow bucket. On roll call vote, all voted aye.
B) Operation/Maintenance/Streets Committee – No Report. Meeting time needs to be set for this committee.
C) Sewer & Water Operations Committee – 1) Service Line Material Identification Project – No Report.
A) Report – President Winter explained that each permit should have two sets of eyes including the Zoning Administrator and the Zoning Liaison prior to approval. Each permit should be provided to the Village Clerk and Village Treasurer. Each permit should be provided at the monthly Village Board meeting. Discussion regarding a potential portal for permit status.
B) Discuss Fence Zoning Document – President Winter brought forward the idea to have a guide available to go with each permit application to show the resident what they may need to proceed with a project. Ordinance/Policy Committee to meet and develop a policy and have clarification on Chain Link Fencing. Permit documents to be discussed at the Regular September meeting.
ORDINANCE VIOLATIONS/ADMINISTRATIVE LAW
Process appears to be functioning. Fry has taken care of most items besides around the propane tank. Hoftender has some violations to be addressed. Staver property on Schuyler needs mowed.
OTHER COMMITTEE REPORTS
A) Finance – No Report
B) Park & Special Projects – Werner and Duerr met regarding location of new park bench.
C) Public Events & Safety – Halloween Trick or Treating – Date set for 10/31/2023 from 5:30-7:30. President Winter to post on Facebook closer to.
D) Trees & Sidewalks – Foley indicated she is waiting to hear back from Mr. Redfern. Removal of old tree to be done once new trees are received.
E) Ordinance/Policy – Meeting was set for 9/06/2023 at 6PM the Stone House to discuss all applications, types of fencing, and a policy to adopt.
F) Other – Restructuring of committees to be completed.
A) Date Change of September Meeting – Regular September Village Board Meeting moved to Wednesday, September 20, 2023, due to schedule conflicts.
B) Approval of New Laptops for President and Clerk – Clerk Morgensen requested a new laptop as the current one is slow, freezes up, and does not print. President Winter requested a laptop as there is currently not a Village Laptop issued to the President. President Winter requested Microsoft Suite, Adobe, and an Anti-Virus for both laptops. Foley moved, Ohms seconded that the Clerk and President order new laptops with Microsoft Suite, Adobe, and an Anti-Virus. On roll call vote, all voted aye.
C) Village Clerk Salary – President Winter proposed an increase in the Village Clerk salary to $350 per month. Duerr moved, Werner seconded that the Village Clerk salary be increased to $350 per month. On roll call vote, all voted aye. Village Clerk to be issued a credit card.
D) Review Current Permit Forms – Forms will be reviewed by the Ordinance/Policy Committee at their next meeting.
E) CN Rail Safety – CN requested the Village support them in their efforts in rail safety by signing the declaration. Village to sign and return.
F) Approval of IML Conference Attendance – Werner and Winter to attend Thursday September 21, 2023. Foley moved, Hillary seconded the approval of the attendance of Winter and Winter at the conference. On roll call vote, all voted aye.
G) Appointment of Village Attorney – Hailey Wills with Richardson & Nack came recommended from Joe Nack. Foley moved, Werner seconded the approval of Hailey Wills as Village Attorney. On roll call vote, all voted aye.
H) SMRA Public Meeting at the Stone House on Tuesday, September 12, 2023 – There were no objection to SMRA hosting their public meeting at the Stone House.
A) ATF Outreach regarding Remm Outdoors – Firearms – No objections to President Winter responding to ATF.
CLOSED SESSION – Duerr moved, Foley seconded to move into closed session to discuss appointment of Village Board Vacancy & Zoning Board Vacancy at 8:52. On roll call vote, all voted aye. Foley moved, Ohms seconded to move out of closed session and back to open session at 9:17. On roll call vote, all voted aye.
APPROVAL OF APPOINTMENT OF VILLAGE BOARD MEMBER AND ZONING BOARD MEMBER – Foley moved, Hillary seconded to appointment Kristy Schueller to fill the Village Board Vacancy. On roll call vote, all voted aye. Foley moved, Ohms seconded to appointment Dave Hoftender to fill the Zoning Board Vacancy.
ADJOURNMENT – Duerr moved, Foley seconded that the Meeting be adjourned at 9:19. All voted aye.
These Minutes were prepared by Village Clerk, Deven Morgensen.
These Minutes are subject to approval at the next Regular Board Meeting. Minutes are also available online at www.scalesmound.com.