February 23, 2022 Minutes

A meeting of the Stratton Village Board of Trustees was held on Tuesday, February 23, 2022 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 board room wall, and Chairman J. Griffiths directed the attention of those present to the poster. All proceedings hereafter shown occurred while the meeting was in session. Present: Chairman J. Griffiths, Trustee J. McDonald, Trustee M. McDonald, Trustee S. Hanes, Trustee T. Jones, Utilities Superintendent K. League, Clerk T. Hedrick, Deputy Clerk D. Burk, Michael Hoback with AMGL, member of the public Wade Hanes.

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

OPEN FORUM:

Chairman J. Griffiths reminded the board members to carefully review the checks that are being approved each month. Clerk Hedrick reminded the board that they are responsible for overseeing and approving these purchases and if they have any questions about the claims list the invoices are available for inspection as well as a summary of the purchases on each check stub.

Motion by J. McDonald 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:

Employee cafeteria plan was discussed. It was determined that it would not be beneficial to the employee nor the Village to continue with this benefit. Motion made by T. Jones and second by S. Hanes to discontinue the cafeteria plan and offer a health insurance stipend in the amount of $545 to each full time employee. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion carried. Clerk Hedrick advised that she would be unable to take advantage of this stipend as the benefit would affect her total income increasing her insurance premium and would end up being a waste of Village money for the same benefit.

Utilities Superintendent League presented prices for different tubes available for the property access on Hartford Street. He also advised that he had been in contact with the Village engineer who was looking into the situation. Options of who would be responsible for payment of materials was discussed. Wade Hanes reminded the board that he had advised last month that due to the decision on the access taking so long from the board that he had changed his plans and didn’t need the access at this time. No further action was taken.

Motion made by M. McDonald and second by J. McDonald to approve resolution 508 declaring Victor safe surplus and directing disposal of same by taking sealed bids. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, J. McDonald, T. Jones. Nays: None. Motion carried.

NEW BUSINESS:

Michael Hoback with AMGL reviewed the Village audit results and financials for the prior year. Hoback stated that every small municipality will have issues with segregations of duties which is why carful board oversite is necessary. He also reminded the Village to continue watching utility rates as they may need increased periodically, specifically water and trash rates. The audit found several missing receipts from the credit card statements. Hoback suggested in the future to help ensure receipts are turned in to not approve claims without receipts and hold the employee responsible for the charges. Hoback also suggested an update on payroll by having employees use a time clock and have approval of hours prior to pay. Hoback reviewed financial spending and income and cash reserves.

With no objection Public funds resolution updating signature cards was passed and all members and employees signed.

Chairman J. Griffiths reminded the board of information received from Attorney Schroeder the prior month regarding board ethics suggestions. Clerk Hedrick highlighted some of the main points of the articles.

Employee hours reporting and time off requests was reviewed. One employee has not been using the Time station app and was directed to begin using it. Clerk Hedrick stated that the use of the app should help with the issue of hours not being claimed off due to lack of reporting. Superintendent League disagreed with the effectiveness of the app. Clerk Hedrick also addressed the abuse of sick time. Board members agreed to allow the use of sick time while employee was on vacation however directed employee to get authorization for future changes in requests of time off.

Employee spending limits and use of credit card was discussed. Motion by M. McDonald and second by S. Hanes to authorize purchases up to $500.00 and require a board member’s approval for any single purchase $500.01 and more. Roll call: Ayes: M. McDonald, S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Motion carried.

Employee wages for Utilities Superintendent League were discussed. Board members would like more information on the difference between salary and hourly wages and the effect on the budget. Wages were tabled until the next regular meeting.

Trustee M. McDonald questioned as to why the generator was not connected at the water wells. Utilities Superintendent League stated that they were either waiting on parts or an electrician to complete the hook up for the past four years. Trustee M. McDonald stated he would like to see the work completed by the next month. League was directed to contact an electrician and gather information on the cost and ability to complete the work to discuss at the next board meeting.

Streets, Ally and Landfill Report: Street repairs and options where discussed.

Electricity Committee Report: The committee meeting with members from Southwest Public Power District was discussed.

Water & Sewer Committee Report: Information on water testing was reviewed. A new sewer connection request on County Avenue was reviewed. Engineers will be looking into options and a sewer district may need to be created.

Finance Committee Report: Donation money is still available for spending. New Christmas decorations were considered. Clerk Hedrick will do more research on what is available for the amount of funds donated.

Health & Welfare Committee Report: Nothing new to report.

Park & Recreation Committee Report: Clerk Hedrick advised that she would be advertising for swimming pool employees.

With no objections Chairman J. Griffiths declared the meeting adjourned at 9:14pm.

The next meeting of the Village Board of Trustees will be held on Monday, March 21, 2022 at 7:00 pm at the Village Office.