July 19, 2021 Minutes

A meeting of the Stratton Village Board of Trustees was held on Monday July 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 S. Hanes, Trustee J. Griffiths, Utilities Superintendent K. League, Clerk T. Hedrick, Deputy Clerk D. Burk, Pool Manager Laura Bybee, members of the Library Board Roberta Loescher, Julie Burnt and Janet Felt, and members of the public Jens Karney, Chet Bridge, Jennifer Reynolds, Kory League and Christina League.

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

OPEN FORUM:

Comments were made regarding the new lettering on the exterior office and Library building. Complements were given to Trustee S. Hanes for coming up with the idea.

Superintendent League informed the board that a new transformer will be needed for the renovations at the lift station, however this amount was included in the budget and will be covered with funds for the wastewater project.

Richard Frakes left a message with the Village Office and wished to pass on his thanks for the quick and quality service last month when the power went out at the motel he owns in town.

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

UNFINISHED BUSINESS:

The complaint regarding the destruction of a tree on Railway Street was addressed. Kory League submitted pictures of the tree, tire tracks on his property and screen shots of texts sent from the Utility Superintendent’s work phone to Kory’s personal phone. Kory requested that the Board do something to stop the harassing text messages and allowing Utilities Superintendent League to do whatever he wants regardless of the rules. He also requested that he doesn’t enter onto his private property. The board advised Kory that the situation was being addressed with Superintendent League and that he would still enter the property as needed to complete his job, but no more than that.

A proposed Ordinance regarding fences was reviewed. Jennifer Reynolds voiced her objection to the ordinance and submitted the objection in writing to the Village Clerk. Reynolds stated that she believes the ordinance is solely there in order to benefit the land dispute that a Board Trustee is involved in. Clerk Hedrick reminded the public that the proposed Ordinance has been on the agenda since August 2020, well prior to the prior mentioned Trustee being elected to the Board. Due to two of the Trustees being absent from this meeting the item will be postponed until the next regular meeting.

NEW BUSINESS:

Pool Manager Laura Bybee gave a report on the status of the pool. Bybee stated that they are averaging 20 patrons each day. The pool hours have been extended from prior years. They have been open seven days a week with a midnight swim once per week. This has been possible due to having seven lifeguards to cover the shifts. Bybee stated that with her not having her lifeguard certification there has been a few times when only one lifeguard was on duty. The Board expressed that even though according to state regulations this would be sufficient they would still like to see two certified lifeguards on duty at all times. Bybee stated that the pool has been selling concessions for the first year and it has been going well and they have seen a good profit. Bybee also stated some of the patrons of the pool are completing a couple fundraisers to raise funds for new equipment and other supplies for the pool. There is a 50-50 raffle currently taking place and have plans for a free will hot dog feed and a Poker Run later in the summer.

The Library Board members submitted their proposed budget to the Village Board. Library Board member Janet Felt noted that the current Librarian would be retiring and becoming a substitute only as of August 1, 2021. The current substitute Librarian would be taking the positon of the Librarian. Felt also informed the board that Clerk Hedrick was currently assisting them with applying for grant funding to purchase two laptops and three tablets for the public to check out for use. The Library will also be hosting a new event on Thursday afternoons called Coffee and Conversation. 

Motion made by S. Hanes and second by J. Griffiths to approve Pay Application #3 for the Wastewater project. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Motion made by S. Hanes and second by J. Griffiths to approve CDBG 19WW001 Drawdown #11 for the Wastewater project. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Quotes gathered for the cost of materials for a new fence to place in the lot south of the Village Office and Library building were reviewed. Motion made by J. Griffiths and second by S. Hanes to purchase a vinyl privacy fence from League Builder’s Supply in Stratton and have the Village utility department install the fence along the west lot line south of the Village Office and Library Building. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Discussion was held regarding tree removal under existing utilities at 105 and 115 Howard Street. Many of the trees are growing into the powerlines and also growing into the alley preventing access to the powerlines and other utilities. Superintendent League stated that due to these trees being in the way he would have to enter onto the private property at 105 Howard anytime work was needing completed at this location. This resident had made a prior complaint regarding damage caused on his property due to the bucket truck accessing the powerlines via his front yard. Motion made by J. Griffiths and second by S. Hanes for Utilities Superintend League to remove the trees and tree branches to allow access by the Village to the utilities. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Clerk Hedrick advised the board that the Village had received the first half of the ARPA funds and we would need to decide on our chosen project that the money would be spent on. Superintendent League will meet with Miller and Associates and create a list of qualifying projects that could be completed with this funding.

The new Village Insurance was reviewed. Board members expressed an interest in getting new quotes from other companies to compare rates. Clerk Hedrick will do further research on this and request bids for insurance. Meanwhile the Village will continue with EMC for the insurance coverage.

Motion made by S. Hanes and second by J. Griffiths to renew time deposit certificate 141042. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

The proposed Land Bank for the area was discussed. Board members were unable to attend the meeting in McCook regarding more information on the subject. Board members discussed that the program did not seem to have any benefit to the community of Stratton, nor did they believe that we had the need to justify the cost of the program.

A new work order form was discussed. The form was postponed until the next regular meeting when other board members could be present.

The benefits of having a procedural manual in writing was discussed. Motion made by S. Hanes and second by J. Griffiths to have employees draft a procedural manual for their routine tasks. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Clerk Hedrick requested to attend and have funded an online training course regarding Parliamentary Procedure. Motion made by J. Griffiths and second by S. Hanes to pay for and allow Clerk Hedrick to attend training on Parliamentary Procedure.  Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

The issues with getting correct reading on the water meters was discussed. Clerk Hedrick presented a list of customers that she is aware of that are not getting water readings for lack of access or inoperable meters over the past year. Clerk Hedrick informed the board she had a call this morning from a customer regarding their water bill. The water reading had been being estimated however Clerk Hedrick was unaware as there was always a reading in the meter book. This created confusion when speaking with the customer and when an actual reading was obtained. This customer as well as many other customers have been very upset regarding not having a correct reading for their billing for months or years. The board agreed that all meters should be getting a correct reading and not be estimated. Superintendent League was instructed to notate when a reading was an estimate and Clerk Hedrick will notate on the bill sent to the customer that this was not an actual reading. This should prevent any surprises to the customer once an actual reading is obtained by creating better communication. Superintendent League was also instructed to fix water meters as his schedule and budgeting allowed.

A dog complaint on Scarber Street was discussed. The board found no Ordinance Violation in the complaint. Superintendent League stated he would speak with the complainant and advise them to turn in a new complaint if any further issues arise.

Upgrading the current security cameras at the Village Office was discussed. Motion made by J. McDonald and second by J. Griffiths to keep the current security cameras as they are now. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

The cleaning of the Village Office and Library Building was discussed. During the last regular meeting the board had made the decision to have volunteers or current staff to clean the building. Janet Felt, Roberta Loescher and Dolores Burk spoke on the need to have a designated employee hired for the cleaning. Due to lack of volunteers current employees were doing the cleaning at a rate higher than what they would pay for a cleaner. There are also concerns about time to add the new duties without causing overtime hours. Applications submitted last month were reviewed. Motion by S. Hanes and second by J. Griffiths to hire Jo Dee Stout at the rate of $10.00 per hour to clean the Library and Village Office Building. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

Training and review of the board members were discussed. Griffiths discussed a review and feedback form to be completed by employees. Other board members agreed that training would be helpful, however evaluations on the elected officials doesn’t seem helpful as they agreed they could discuss any problems or needed training with each other. Superintendent League stated he would contact the League of Municipalities regarding training they did in the past for board members.

Streets, Alleys, & Landfill Committee Report: Superintendent League gave an update on maintenance items for street repairs. Jens Karney spoke about the benefits of volunteers to help with some of the labor.

Electricity Committee Report: Nothing new to report.

Water & Sewer Committee Report: Superintendent League again reviewed the new transformer needed for the wastewater project.

Finance Committee Report: Clerk Hedrick reminded the board of the Budget Workshop on Thursday. As there are three Trustees that will be gone Clerk Hedrick will reschedule the workshop.

Health & Welfare Committee Report: Superintendent League again reviewed trees and limbs that need trimmed and removed.

Park & Recreation Committee Report: Superintendent League stated that he put more chemicals on the park and may need to take soil samples to be tested and find the problem with the dead spots in the grass.

Motion made by J. Griffiths and second by S. Hanes to adjourn the meeting at 8:59pm. Roll call: Ayes: J. Griffiths, J. McDonald, S. Hanes. Nays: None. Absent M. McDonald and T. Jones. Motion Carried.

The next regular meeting of the Village Board of Trustees will be held on Monday August 16, 2021 at 7:00 pm at the Village Office.