April 18, 2022 Minutes

A meeting of the Stratton Village Board of Trustees was held on Monday, April 18, 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 S. Hanes, Trustee T. Jones, Assistant Utilities Superintendent D. Magley, Clerk T. Hedrick, member of the public Kyle Sutton.

The meeting was called to order at 7:04 pm.

OPEN FORUM:

Trustee Jones addressed concerns and benefits of future project by Great Plains Communications.

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

UNFINISHED BUSINESS:

Assistant Utilities Superintendent Magley gave an update on the status of the available generators for the water and sewer systems.

Chairman Griffiths requested that Magley set up a time this week to interview for the position of Utilities Superintendent.

Applications for Assistant Utilities Superintendent was tabled until the status of Utilities Superintendent was decided.

Applications for park and recreation were reviewed. S. Hanes disclosed that applicant Carsyn Hanes was his immediate family member. Motion by S Hanes and second by T. Jones to hire Lillian Wiese, Carsyn Hanes and Tanner McLain for swimming pool lifeguards. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried. Motion by T. Jones and second by J. McDonald to compensate Lillian Wiese as swimming pool manager at the rate of $10.00 per hour, Carsyn Hanes as assistant manager at the rate of $9.50 per hour and Tanner McLain as lifeguard at the rate of $9.00 per hour. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried. Motion by T. Jones and second by S. Hanes to hire T. McLain as seasonal park maintenance at the rate of $9.00 per hour. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.  Discussion was held regarding Carsyn Hanes completing swimming lessons. With no objection C. Hanes will be completing swimming lessons at a time convent to her schedule.

NEW BUSINESS:

Motion by S. Hanes and second by T. Jones to accept certificate of substantial completion from BSB Construction on wastewater facility improvements project number 227-D1-002. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Motion by J. McDonald and second by S. Hanes to approve change order number 2-Final with BSB Construction for wastewater facility improvements project number 227-D1-002. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Motion by S. Hanes and second by T. Jones to approve Pay Application number 5 from BSB Construction on wastewater facility improvements project number 227-D1-002. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Motion by T. Jones and second by J. McDonald to approve Drawdown number 13 on CDBG 19WW001 on wastewater facility improvements project. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Armor coating project was discussed. Magley stated that he has been in contact with companies to complete the projects. Streets needing maintenance were reviewed.

Magley presented a quote for maintenance on the overhead doors at the public works building. The board would like to see more quotes from different companies.

The need for a metal detector to locate water and sewer connections was discussed. Motion by J. McDonald and second by S. Hanes to authorize purchase of a metal detector at a cost not to exceed $1500. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

A complaint regarding vehicles parked on Village streets was discussed. Clerk Hedrick has already sent out a letter to one of the property owners. Discussion was held regarding the lack of ability to enforce violators without a significant expense to the Village. Motion by S. Hanes and second by J. McDonald to send letters to all property owners with non-compliant vehicles and reminders posted for all residents. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Earned compensatory time versus overtime pay was discussed. Clerk Hedrick reminded the board that the source of concern has terminated employment with the Village and stated that she believes compensatory time allows for more flexibility with employees personal time off. Magley suggested putting a limit of earned compensatory time prior to switching to overtime pay. Motion by T. Jones and second by S. Hanes to allow for employee to accrue up to 24 hours compensatory time off in lieu of overtime. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Motion by S. Hanes and second by T. Jones to authorize request cost of safety harness and safety vests for the LARM safety grant. Roll call: Ayes: S. Hanes, J. Griffiths, T. Jones, J. McDonald. Nays: None. Absent M. McDonald. Motion carried.

Clerk Hedrick reported that she had spoken with an individual from LARM insurance and non-employees would be covered under the insurance policy as long as it was covered under an organized event. With no objection the board agreed to have a board approval process of all passengers prior to having them in Village vehicles. Trustee J. McDonald also stated this should apply to personal pets as well.

Trustee M. McDonald, whom was absent from the meeting, had requested Clerk Hedrick to remind the board that employees are subject to drug testing at the time of employment and randomly during the course of employment.

The use of work order requests has been implemented and being used for any non-emergency items. Clerk Hedrick inquired if that applied to Trustees requesting Village work completed as well. With no objections the board agreed that any work request from a trustee should have board approval prior to the start of the task by employees.

Streets, Ally and Landfill Report: The need of repair of potholes on Scarber Street was discussed.

Electricity Committee Report: Nothing new to report.

Water & Sewer Committee Report: Magley presented a quote for radio read water meters. Clerk Hedrick will work Magley to determine how many meters could be updated using the ARPA funds.

Finance Committee Report: Nothing new to report.

Health & Welfare Committee Report: Nothing new to report.

Park & Recreation Committee Report: Magley stated the sprinklers would be started soon at the park as well as routine maintenance.

With no objection Chairman Griffiths declared the meeting adjourned at 8:36pm.

The next meeting of the Village Board of Trustees will be held on Monday, May 16, 2022 at 7:00 pm at the Village Office.