April 19, 2021 Minutes

A meeting of the Stratton Village Board of Trustees was held on Monday April 19, 2021 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 wall, and Chairman J. McDonald directed the attention of those present to the poster. All proceedings hereafter shown occurred while the meeting was in session. Present: Chairman J. McDonald, Trustee T. Jones, Trustee J. Griffiths, Trustee M. McDonald, Trustee S. Hanes, Superintendent K. League, Clerk T. Hedrick, Library Board members Janet Felt and Roberta Loescher and member of the public Joel Richardson.

           

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

 

OPEN FORUM: No comment s were made.

 

Motion by T. Jones and second by M. McDonald to approve the previous minutes, treasurers’ report and claims. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

UNFINISHED BUSINESS:

The sign for the front of the new Library and Village Office building was discussed. Clerk Hedrick had a quote from Swanson Sign Co and Trustee Griffiths presented some ideas of the design of the sign. The board would like to see more quotes prior to making a decision on the purchase. Clerk Hedrick will contact more companies for a quote. Superintendent League stated he would contact someone to finish pouring cement in front of the building and Clerk Hedrick will look into purchasing benches to place in the same location. The Board of Trustees and the Library Board would like to have an open house and invite the public to view the completed building. Clerk Hedrick and the Library board will make arrangements to have the open house on May 29, 2021. Placement of the Veteran’s Plaque from the VM Hall was discussed. It was decided that the best location to display this would be the east hallway of the building. Superintendent League will have this hung when he is able. 

 

Motion by M. McDonald and second by J. Griffiths to pass Resolution 495 declaring miscellaneous personal property surplus and directing disposal of the same. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried. Clerk Hedrick will advertise and take sealed bids on the property to be dispose of.

 

Motion by J. Griffiths and second by M. McDonald to pass Resolution 496 with corrections declaring Ford 800N tractor surplus and directing disposal of same. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried. Clerk Hedrick will advertise and take sealed bids on the property to be dispose of.

 

Motion by J. Griffiths and second by M. McDonald to pass Rates Resolution 497 revising its rate schedule to reflect equipment rental rates. Specifically the addition of Dump Trailer $60.00/hour plus any associated actual tonnage disposal fees and Skid Steer $75.00/hour. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: M. McDonald. Motion Carried.

 

NEW BUSINESS:

Motion made by M. McDonald and second by T. Jones to reject offer made on property at 311 Bailey. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

Motion made by T. Jones and second by M. McDonald to wave the three readings on Ordinance 204 regarding sale of real estate located at 502 Bailey. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

Motion made by T. Jones and second by M. McDonald to adopt Ordinance 204 regarding sale of real estate located at 502 Bailey. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

Motion by T. Jones and second by M. McDonald to approve CDBG 18-PW-012 Drawdown #19. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

Motion by T. Jones and second by M. McDonald to approve Performance Review and Risk Analysis Compliance Checklist for CDBG- 18-PW-012. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried. Performance Review and Risk Analysis Compliance Checklist was signed by Chairman J. McDonald.

 

Motion made by J. Griffiths and second by M. McDonald to purchase Cat mower attachment with floating desk for $7100. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

There has been concerns regarding the speed of vehicles on the highways through Stratton. Quotes regarding the purchase of LED speed display were reviewed. It was also noted that the speed limit signs are incorrectly positioned. Superintendent League will be in contact with the Department of Roads to discuss the placement of these signs. Purchase of speed display will be discussed at a later time after the placement of speed limit signs has been addressed.

 

The maintenance on the trash truck was reviewed. There have been several items needing repairs recently. Trustee Griffiths presented a quote for a new trash truck. The trash truck is currently in working order and maintenance will be monitored more closely and reviewed if any major repairs are needed. 

 

Motion made by M. McDonald and second by S. Hanes to approve building permit for 511 Baxter. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

The tree dump has been found unsecured on several occasions even when the key has not been checked out to the public. There was discussion to replace the current lock with new keys. Superintendent League will check the gate more often and be in communication with Clerk Hedrick when keys are checked out to the public. The game camera at this location will also be monitored more closely.

 

There was discussion regarding the lack of availability to locally purchase dyed diesel. Superintendent League suggested that the Village purchase a storage container to hold dyed diesel for the Village equipment use. The storage will be on camera view and have the ability to meter the diesel. Motion made by M. McDonald and second by S. Hanes to purchase a storage container for dyed diesel. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

There have been several violations of Village Ordinance 189 prohibiting chickens, ducks, geese, turkeys, guineas, ostriches, peacocks or other fowl. Letters have been sent to the violating residences reminding them of the ordinance and asking for the removal of the prohibited animals. The properties to this date are still in violation of the ordinance. There was a verbal complaint made regarding the noise of one of the violating animals. The board would like to see more written complaints and documentation on the subject. Superintend League will speak with the individual with the complaint to request the complaint in writing and will also obtain more documentation on the violations.

 

Superintendent League discussed the problem with individuals hooking up water meters that had been off for the winter without informing the Village. The concerning meter is for a lawn sprinkler system only. Superintendent League stated that this was an older meter and would need replaced if removed from the pit. The board instructed Superintendent League to take the old meter out this fall when disconnection is requested and replace the meter with a new meter next year when reconnection is requested, then they would no longer be able to reconnect without a request to the Village.

 

The status of the property at 308 Bonner was discussed. Chairman J. McDonald will be in contact with the owner of the property to inquire about his intentions. If there are no plans to remedy the situation Superintend League will begin the cleanup process for the property.

 

A customer complaint regarding water service was reviewed. The customer stated that she had to contact a plumber to work on the water lines and believed the issue was on the Village side of the meter and requested the Village to pay her bill to the company she had contacted. Superintendent League stated that he viewed the meter the night of the complaint and the Village meter was not frozen. The board stated that the amount of the bill was the result of the customer requesting a plumber to look at the water lines and the bill was a result of this service. Motion made by J. Griffiths and second by M. McDonald to deny the payment of the requested service bill. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

A customer complaint regarding a prohibited dog was reviewed. Superintendent League had spoken with the complainant to gather further information on the identification of the animal. The individual was unable to properly identify the animal in question. The board is unable to pursue the complaint without a positive identification.

 

The applications for the position with the park and recreation department were reviewed. Superintendent League was directed to arrange for interviews with the top three candidates. Chairman J. McDonald and or Trustee M. McDonald advised they could be available for the interviews.

 

The applications for the positions available at the Swimming Pool were reviewed. It was discussed that reimbursement of training and certification will be completed with half the total amount due in July and the remaining amount at the end of the summer. Motion made by T. Jones and second by J. Griffiths to hire Laura Bybee as swimming pool manager at the rate of $8.50 per hour contingent upon gaining the proper certification, and $1.00 per hour in addition to the hourly rate if she also obtains her lifeguard certification. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried. There was discussion regarding hiring assistant swimming pool manager. It was decided to allow the pool manager make a recommendation from the lifeguards hired as to whom they would recommend as assistant manager. Motion made by T. Jones and second by M. McDonald to hire Taylor Hubl, Katrina Lunk and Lillian Wiese at the rate of $6.50 per hour as lifeguards contingent upon gaining the proper certification. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

Streets, Alleys, & Landfill Committee Report: Trustee J. Griffiths stated that she believes there needs to be a children at play sign or other notice for traffic to slow on Beaver Avenue south of Howard Street. Superintendent League stated that he has already ordered signs to be placed in this location.

 

Electricity Committee Report: Superintendent League informed the board that an electric pole that was hit by farm equipment will be eliminated and wires will be rerouted to account for the removal.

 

Water & Sewer Committee Report: Superintendent League stated that the wastewater project is on track and gave updates on the progress.

 

Finance Committee Report: Clerk Hedrick advised the board that a recent insurance claim regarding a customer complaint of damage to a fence was denied. Trustee J. Griffiths inquired on whether the finance committee ever reviews the finances in the office in person. She stated a finance committee member should be checking to ensure what is being entered into QuickBooks is correct and balances with the checks written. Clerk Hedrick reviewed the current process of checks and balances within the office and stated that reports on checks written by one employee and a separate bank reconciliation completed by a different employee is included in the monthly board packets. There is also a report included regarding the yearly totals of funds spent in each class. The board agreed that this process along with the annual audit would be sufficient. Clerk Hedrick also stated that if any board member had questions on a specific item they were welcome to come to the office to view receipts and/or reports regarding the item.

 

Health & Welfare Committee Report: Nothing new to report.

 

Park & Recreation Committee Report: Nothing new to report.

 

Motion made by J. Griffiths and second by S. Hanes to adjourn the meeting at 9:41pm. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion Carried.

 

The next regular meeting of the Village Board of Trustees will be held on Monday May 17, 2021 at 7:00 pm at the Village Office.