July 2020 Minutes

A meeting of the Stratton Village Board of Trustees was held on Monday July 20, 2020 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 P. 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 F. Priddy, Trustee J. McDonald, Trustee J. Richardson, Trustee T. Jones, Superintendent K. League, Clerk T. Hedrick, Dale Schilke with Engineering International, David Blau with Miller and Associates, Library Board member Roberta Loescher and Andy Forney with D.A. Davidson.

The meeting was called to order at 7:00 pm.

OPEN FORUM

No public comments were made.

Motion by F. Priddy and second by J. McDonald to approve the previous minutes, treasurers’ report and claims. Roll call: Unanimous Ayes. Motion Carried.

UNFINISHED BUSINESS:

An update was given from Dale Schilke with Engineering International regarding the Library/Village Office building that is being constructed at 409 Bailey. Schilke reported that the current schedule is still on track to meet the deadline for the project. Schilke stated that the electrical installation will be beginning soon. A question was raised regarding the square footage of the Library portion of the new building. Schilke confirmed that the square footage from the reduction came from the removal of the board room and a south hallway and that the Library footage remained the same from the original plans. The new Library budget was briefly reviewed and Loescher stated that they have just enough money in their savings account and from a grant that was just received to pay for all of the new shelving and desks for the new facility. The old shelving from the existing building will be moved into the workroom and archive and a children’s table was donated from a local church. Loescher explained that they will be asking for local donations to help with the cost of shelving and retain some money in their savings for future purchase needs. Hedrick stated that there was a matching grant awarded for the building up to the amount of $10,000. In order to take full advantage of the grant the Village will be hoping to plan a fundraiser in the near future.

NEW BUSINESS:

David Blau reviewed the 1 & 6 year plan with the Board members. Motion made by T. Jones and second by J. Richardson to pass the resolution of adoption to approve the 1 & 6 year street plan as presented. Roll call: Unanimous Ayes. Motion Carried.

Motion made by T. Jones and second by J. McDonald to approve drawdown #8 for 17HO33085. Roll call: Unanimous Ayes. Motion Carried.

Motion made by F. Priddy and second by J. Richardson to approve drawdown #9 for 17HO33085. Roll call: Unanimous Ayes. Motion carried.

Motion made by J. Richardson and second by J. McDonald to approve project status report and risk analysis on 17HO33085. Roll call: Unanimous Ayes. Motion carried.

Motion made by T. Jones and second by J. Richardson to approve program income report on 17HO33085. Roll call: Unanimous Ayes. Motion carried.

Andy Forney with D.A. Davidson reviewed bond options available to the Village to finance the construction of the new Library and Village Office building. Terms were reviewed and the process was discussed. Motion made by F. Priddy and second by J. McDonald to sign Resolution 486 declaring the Village intent to enter into a lease or lease-purchase financings for the acquisition, construction, improvement and equipping of certain municipal facilities for use by the Village and authorizing certain officials to take any and all necessary action relating thereto. Roll call: Unanimous Ayes. Motion carried.

The special assessment was reviewed with David Blau with Miller and Associates and information from Superintendent League. Motion made by F. Priddy and second by J. Richardson to approve the presented assessment correction on Scarber Street Paving District No. 2019-1. Roll call: Unanimous Ayes. Motion carried.

NMPP contacted the Village via email regarding offering AMI services for electrical and water meters. After reviewing the information the board feels this would be beneficial to the efficiency and tracking of utility usage however was agreed that the cost of the service is too high at this point in time.

Motion made by J. Richardson and second by T. Jones to declare 981 Railway a nuisance property. Roll call: Unanimous Ayes. Motion carried.

The property at 309 Hamilton was discussed. A letter had been sent on a prior occasion and discussions with the property owner has taken place regarding the new residence. A reminder letter will be sent to the owner regarding the safety issues with the electrical cords, the violation of setback ordinances and the usage of public alleys and posting on Village poles.

A complaint was reviewed involving 512 Barton. Clerk Hedrick will contact the owner and instruct them that the Village has no authority over tree limbs overhanging from neighboring property unless it interferes with the electrical services or access to the water or sewer services. Clerk Hedrick will also contact the neighboring owner to address the nuisance violation regarding metal, wood and other miscellaneous scrap items.

Superintendent League reviewed electrical repairs on a damaged pole. The electrical connection was moved and a new pole was placed. The board agreed that all poles are owned by the Village and therefore the Village would pay for the cost of the repairs with the exception of the wire that was needed to connect the residence with the electrical connection.

A request from US Cellular regarding use of Village land was received. Superintendent League will be meeting with a representative later in the week to discuss more details and will report back to the board.

Clerk Hedrick presented a list of past due accounts to the board members. The list was reviewed and Clerk Hedrick will start the process for small claims on those accounts that are able to be pursued.

Employee Magley’s 90 day evaluation was reviewed. Motion made by F. Priddy and second by J. McDonald to approve a $1 per hour wage increase for employee Magley. Roll call: Unanimous Ayes. Motion carried.

Streets, Alleys, & Landfill Committee Report: Private use of an alley off Scarber Street was discussed.

Electricity Committee Report: Superintendent League continues to work on repairing the main street lights.

Water & Sewer Committee Report: Nothing new to report.

Finance Committee Report: Hitch and Hay transport informed the board that they would not be requiring a local matching fund this year due to extra funding they received. Superintendent League requested to look into a different cell phone plan that provides unlimited data. The board would like to see prices and compare the plans desired.

Health & Welfare Committee Report: The board expressed concerns on possible weed nuisance violations. Superintendent League will review properties.

Park & Recreation Committee Report: Nothing new to report.

Chairman P. McDonald declared the meeting adjourned at 9:05 p.m.

Peggy McDonald, Chairperson

Tara Hedrick, Village Clerk

The next regular meeting of the Village Board of Trustees will be held on Monday August 17, 2020 at 7:00 pm at the Village Office.