July 2019 Minutes
July 19, 2019
A meeting of the Stratton Village Board of Trustees was held on Monday July 15, 2019 at 7:00 pm CT at the Village Clerk’s Office. Notice of the meeting was posted and availability of the agenda was communicated in the advance notice. A poster of the “Open Meetings Act” was clearly visible on the office wall, and Chairwoman J. McDonald directed the attention of those present to the poster. All proceedings hereafter shown occurred while the meeting was in session. Present: Chairwoman P. McDonald, Trustee J. Richardson, Trustee J. McDonald, Trustee T. Jones, Superintendent K. League, Clerk T. Hedrick, Brandon Loughrin with Miller and Associates, Dale Schilke and Matthew Clause with Engineering International and Fay Unger.
The meeting was called to order at 7:00 pm.
OPEN FORUM: Fay Unger addressed several complaints regarding her driveway being blocked by a stopped car, smoke from a burn pit and nuisances offensive to the senses. The board heard the complaints and Chairwoman P. McDonald advised Mrs. Unger that we would consult with our ordinances and Village attorney and get back to her with the findings.
Utility Superintendent informed the board of the need for a flatbed trailer and advised them he would be checking prices and purchasing one when able.
Motion by T. Jones and second by J. McDonald to approve the previous minutes, treasurers’ report and claims. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
UNFINISHED BUSINESS:
Dale Schilke and Matthew Clause with Engineering International reviewed ground site and setbacks for the proposed location of the future Library and Village Office. They also presented an adjusted floor plan. Board members voiced their concerns of the new plan and the coordination of a future community building with the existing plans. Mr. Schilke addressed the issue of meeting requirements for occupancy limits and the need of GeoTech results before knowing where they could place the building. Engineering International will make the requested adjustments and present the plans at the next board meeting.
NEW BUSINESS:
Motion made by T. Jones and second by J. Richardson to excuse F. Priddy from the meeting. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Brandon Laughrin with Miller and Associates reviewed bids received from July 11th and presented his recommendation. Due to lack of quorum no decision was made on the 11th. Brandon advised that the bid from BSB Construction out of Curtis Nebraska came in 6.62% below the Engineer’s Opinion of Probable Construction cost. The board discussed current options and possible outcomes of rebidding the project.
Motion made by T. Jones to reject all current bids. Motion was withdrawn.
Motion made by J. Richardson and second by J. McDonald to accept the base bid from BSB Construction. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Proposals submitted for providing the geotechnical engineering services for the proposed Library and Village Office Building were reviewed by the board. Dale Schilke presented the board with a recommendation from Jeff Tidyman with Engineering International. Dale stated that GSI Engineering in Grand Island came in with the lowest bid while still meeting the requirements such as nine bore holes to a depth of 15’.
Motion made by J. McDonald and second by J. Richardson to accept the proposal from GSI Engineering. . Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by T. Jones and second by J. McDonald to approve drawdown #2 on 17HO33085 for general admin fees for general grant management and record keeping for owner occupied rehabilitation project. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by T. Jones and second by J. McDonald to approve drawdown #3 on 17HO33085 for housing management fees for initial inspections, soft cost, lead based paint inspections and assessments and rehab cost for owner occupied rehabilitation project. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by J. McDonald and second by T. Jones to approve semiannual project status report and performance review for owner occupied rehabilitation project. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by J. McDonald and second by T. Jones to approve program income report for owner occupied rehabilitation project. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by J. McDonald and second by T. Jones to approve drawn down #2 for 18PW012 for survey and schematic design completed by Engineering International. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Motion made by J. McDonald and second by J. Richardson to renew CD 141042. Roll call: Unanimous Ayes. Absent- F. Priddy. Motion Carried.
Discussion regarding structure erected at 612 County Avenue and if a building permit is required. The board members agreed that the cart port did meet the requirements for a building permit and requested that the owner of the residence be contacted and informed of the correct process for a building permit. Utility Superintendent League will check into setbacks and see if the building will need to be moved to be in compliance.
Motion made by J. McDonald and second by T. Jones to approve building permit for 510 Scarber Street. Roll call: Ayes- P. McDonald, J. McDonald, T. Jones. Abstain- J. Richardson. Absent- F. Priddy. Motion Carried.
Streets, Alleys, & Landfill Committee Report: Utility Superintendent League discussed issues with non-approved items being found at the tree dump. The process for customers to take tree limbs to the dump will become stricter to prevent future problems. The option of purchasing a camera to place at the dump was discussed.
Utility Superintendent League updated the board on several street projects including work done at the Hamilton and Boyle intersection and the removal of tree limbs on Beaver Avenue.
Electricity Committee Report: Utility Superintendent League discussed several project completed to upgrade meter cans at residences.
Water & Sewer Committee Report: Due to triggering a Level II Assessment at Well One the Village has begun disinfecting the water. Utility Superintendent League and Clerk Hedrick have been working to better inform the public about backflow prevention. The possibility of offering to sell backflow prevention devices to the public was discussed. More information will be distributed to the public when available.
Finance Committee Report: Clerk Hedrick addressed returns of customer deposits via USPS. The board agreed if the return deposit is less than the cost of postage then the deposit will only be available for pick up at the office.
Health & Welfare Committee Report: There have been complaints regarding a vicious dog. Village employees have also had issues with the same dog when completing the meter reading route. The dog owner will be requested to put up a fence or other restraint to keep the dog from leaving the residence area.
A complaint about notice of nuisance properties was reviewed. Clerk Hedrick will reply back and explain the process of nuisance letters and why they are received by an occupant.
A second complaint regarding a nuisance property was reviewed. Another letter will be sent to the owner regarding items that haven’t been addressed by the owner.
Park & Recreation Committee Report: Nothing new to report.
The meeting adjourned at 10:00 p.m.
A special meeting of the Village Board of Trustees will be held on Wednesday July 24, 2019 at 5:00 pm at the Village Office to review building plans for the proposed Library and Village Office building.
A budget workshop will be held on Wednesday July 24, 2019 at 5:30 pm at the Village Office.
The next regular meeting of the Village Board of Trustees will be held on Monday, August 19, 2019 at 7:00 pm at the Village Office.
