VILLAGE OF SCALES MOUND
Regular Meeting of the Board of Trustees
Stone House
January 27, 2025
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 27, 2025. The members present were Nicole Winter, Ruth Foley, Scott Ohms, Kristy Hesselbacher, Garrett Hillary. Janet Werner was absent. Village Clerk Deven Morgensen, Village Treasurer Marissa Marquith, Elizabeth Korte, Zach Winter, Jerry and Fran Edwards, and Jill Peppin were also present.
APPROVAL OF MINUTES – REGULAR MEETING DECEMBER 23, 2024, OPEN AND CLOSED; SPECIAL MEETING JANUARY 8, 2025, OPEN AND CLOSED; SPECIAL MEETING JANUARY 15, 2025, OPEN AND CLOSED.
Ohms moved; Foley seconded that the minutes of the Regular Meeting December 23, 2024, Open and Closed; Special Meeting January 8, 2025, Open and Closed; Special Meeting January 15, 2025, Open and Closed be approved as read. All voted aye.
APPOINTMENT OF TRUSTEE
A) President Winter introduced Elizabeth Korte as an appointed trustee to fill the vacant board seat. Foley moved; Hillary seconded to appoint Elizabeth Korte to the open board seat. On roll call vote, all voted aye. Elizabeth Korte was sworn in by President Winter.
TREASURERS REPORT
The Treasurer’s Report was reviewed. Ohms moved; Hillary seconded to accept the Treasurer’s Report as presented and to place it on file. On roll call vote, all voted aye.
APPROVAL OF BILLS
The monthly bills were reviewed. Hesselbacher moved; Ohms seconded that the January bills be approved for payment. On roll call vote, all voted aye.
SCALES MOUND SCHOOL DISTRICT – CONNOR RAY
Connor Ray requested to be on the agenda but was not present for the meeting.
COMMUNITY FUNDING PLANNING SERVICES (CFPS)
- Access to Records Ordinance #7-4-1 – Foley moved; Ohms seconded to approve access to records ordinance #7-4-1. All voted aye.
- Authorizing Loan Ordinance – Water – Hesselbacher moved; Hillary seconded to approve authorizing loan ordinance – water. All voted aye.
- Authorizing Loan Ordinance – Sewer – Hesselbacher moved; Hillary seconded to approve authorizing loan ordinance – sewer. All voted aye.
- Resolution Authorizing a Representative to Sign Loan Documents – Public Water Supply Loan – Foley moved; Hesselbacher seconded to approve the resolution authorizing a representative to sign loan documents – public water supply loan. All voted aye.
- Resolution Authorizing a Representative to Sign Loan Documents – Water Pollution Control Loan – Foley moved; Hesselbacher seconded to approve the resolution authorizing a representative to sign loan documents – water pollution control loan. All voted aye.
- Certification of Information on all Loan Application Documents – Public Water Supply Loan – Foley moved; Ohms seconded to approve the certification of Information on all Loan Application Documents – Public Water Supply Loan. All voted aye.
- Certification of Information on all Loan Application Documents – Water Pollution Control Loan – Foley moved; Ohms seconded to approve the certification of Information on all Loan Application Documents – Water Pollution Control Loan. All voted aye.
- CFPS, Inc Loan Administration Contract – Public Water Supply Loan – Foley moved; Hesselbacher seconded to approve the CFPS, Inc Loan Administration Contract – Public Water Supply Loan. All voted aye. CFPS, Inc Loan Administration Contract – Water Pollution Control Loan – Foley moved; Hesselbacher seconded to approve the CFPS, Inc Loan Administration Contract – Water Pollution Control Loan. All voted aye.
CITIZENS COMMENTS/COMMUNICATIONS
A) Citizens Comments – 1) FOIA Requests – FOIA request received from NW Illinois News requesting documentation regarding The Village of Scales Mound ICE Involvement. The Village of Scales Mound responded, but did not have any documentation to provide.
B) S.M. Chamber – None.
C) Contact Us Submissions – None.
D) Other – Foley thanked those who removed the Christmas lights in a timely manner.
ORDINANCE VIOLATIONS/ADMINISTRATIVE LAW REPORT
1) None.
PUBLIC WORKS
A) Monthly Report – 1) President Winter reported that Mark Travis had to respond to a couple alarms this month. 2) President Winter set up an email for Mark Travis.
ZONING
A) Report – 1) Zach Winter reported that there was one (1) permit issued for Josh Winter. 2) Zach Winter also turned in Zoning Compliance Forms. 3) Zoning received a question from Melissa Soppe regarding the size, lighting, damage or destroyed ordinance, zoning, and permit status of the new Methodist Church sign. Zach Winter advised that the church is in a single-family residential district but is a nonconforming entity. The sign was neither damaged nor destroyed—only rebuilt, which falls under “General Maintenance and Upkeep,” not “Damaged or Destroyed.” The sign’s lighting does not pose a traffic hazard. No permit was issued, as Dave and Zach agreed it was unnecessary for an existing sign being rebuilt.
OLD BUSINESS
A) Portable Building Placement Agreement with Art Morby – The agreement has not been received by the lawyer as she has been in contact with Art Morby to finalize the agreement.
B) Repeal of the Grocery Sales Tax – The State of Illinois is repealing the 1% grocery sales tax in January 2026. The village has the option to pass an ordinance to impose the 1% after that date.
C) Water Main Replacement – Bids have not been requested. President Winter discussed with Origin who advised the project could not be added to the project plan timely. Hesselbacher moved; Hillary seconded to replace the water main near the fire house with current funds and bid it out. On roll call vote, all voted aye.
D) Village Maintenance Job Posting – The Village had an active job posting at the time of the meeting.
E) Set Date for TIF Joint Review Board Meeting – President Winter suggested having the TIF meeting thirty (30) minutes prior to the Regular February meeting on February 27, 2025, at 6:30 PM.
OTHER COMMITTEE REPORTS
A) Street/Maintenance – None.
B) Sewer/Water – None.
C) Finance – None.
D) Park & Special Projects – None.
E) Public Events & Safety – 1) Easter Party Planning – The Village Easter Party date is to be determined.
F) Trees & Sidewalks – None.
G) Ordinance/Policy – None.
H) Development – None.
NEW BUSINESS
- Review Closed Session Minutes from the Past 6 Months/Recordings from 18 Months – Foley moved; Ohms seconded to keep the closed session minutes from the past 6 months/recordings from 18 months closed. All voted aye.
- Statement of Economic Interest – Clerk Morgensen advised that the County will be sending out the State of Economic Interest forms for completion. Upon completion, the bottom slip needs to be turned into Clerk Morgensen.
- Five Year Project Plan – The board discussed the five-year project plan. Foley moved; Ohms seconded to approve the five-year project plan as presented. All voted aye.
- February Meeting Date – Due to scheduling conflicts, the board moved the Regular February meeting to February 27, 2025.
- Hire Maintenance Employee – Hesselbacher moved; Hillary seconded to approve hiring John Rudd as the new Village Maintenance Employee. On roll call vote, all voted aye.
- Maintenance Employee Duties – The board discussed duties and responsibilities for the maintenance employee along with proposed checklists.
- Other – President Statement: Since our last board meeting, we had an inquiry from a residence owner/local business owner regarding our previous decision to hire seasonal employees without an official job posting. I’d like to clarify the situation and recent developments. Village snow removal is typically done by the village maintenance employee. In October of 2024, our maintenance employee gave his notice, and the open position was posted online and printed in local newspapers. As of December, we still had not hired anyone and had no pending applications from qualified individuals. At that point it became clear that we would need to make temporary arrangements for snow removal so as to avoid the logistical consequences and safety concerns of being caught unprepared. The seasonal employees were hired for the purpose of handling snow removal until a full-time maintenance employee was hired. Those positions were not posted due to the immediate and urgent necessity and the hired temporary employees expressed interest in temporarily helping based on the maintenance position posted. We have since hired a full-time maintenance employee, who will start on February 3, 2025. The services of the previously hired seasonal employee will not be needed as of that date.
BRAINSTORMING – 1) The board discussed that once the ground is soft enough, the wreath at the memorial will need to be removed. 2) Zach Winter will check on the flag at the Four-Corners as it will need a bucket truck to be fixed.
CLOSED SESSION – None.
ACTION FROM CLOSED SESSION – None.
ADJOURNMENT – Ohms moved; Hesselbacher seconded that the meeting be adjourned at 8:48 PM. 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.