Meeting Minutes: April 2, 2024

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Meeting Minutes: April 2, 2024

Council called to order by Mayor Ron Searight on April 2, 2024 at 7:30 pm.

Prayer / Pledge of Allegiance –    Led by Mayor Searight.

Those present:   Marcas Heitkamp, Mark Heitkamp, Luke Stephenson,

Mary Beougher, Shane Young, Chris Heitkamp

Also attending:   Francis Schaffner, Robbie Peel, Chief Stetler, and Erin G of the Daily Standard, Ben and Brody Reigle, Jack and Gaye Ryf.

Motion Mary.  Second Chris  to accept the agenda with corrections to allow guests to speak in the designated areas of the meeting as orders of the day.

Marcas called for the question.   Mary = y, Chris = y, Marcas = y, Mark = y, Luke = y, Shane = y.  Passed 6 yes.

MotionMary.  Second Marcas to accept the minutes from the March 19, 2024 council meeting as presented.   Luke    called for the question.  Mary = y, Marcas = y, Luke = y, Mark = y, Shane = y, Chris = y.  Passed 6 yes.

Mayor’s Report and Correspondence: 

Attended a district meeting regarding state and district funding.  Held 2 staff meetings.   Thank you to Volunteers and those that made donations to the Shanes Park Easter Egg Hunt.   Thank you to the Parkway Ministerial Association for holding the Community Good Friday service.   

Keep in mind the spring weather activities –  baseball, softball, track now in season – support our local athletes.   Many outside activities also available especially at the park.    Let’s clean up the village after the winter season – working together we can make our town beautiful. 

Reminder – this weekend may see heavy traffic in the area because of the eclipse on Monday.  Please be reminded to purchase gas and supplies early so you have what you need before supplies can be replenished.  The EMA has put out some guidelines – if you need a copy they are on the village Facebook page.   Also note that internet and cell phone may have disruptions in services.

Upcoming Community information & events:

April 6 – Lions Club Quarter Auction – Community Building

April 13th – Rockford Fire Department – Pancake and Sausage day

April 28th  – Fox Family Purse Bingo – Community Building

May 4 – Chamber Spring Fling – Main St.    1 – 5 pm

June 14/15 – Community Days – Market St. / Shanes Park

Village Administrator’s Report – Aaron Temple  

Have reviewed the Franklin Street project plans – several minor adjustments and with our approval Access can proceed to the next step – going out to bid.   May see some work yet this Fall but the majority will probably be done next Spring and Summer.

Lead line survey – on hold for now.  Water plant issues need to be taken care of and want to make sure the WWTP is all good so we can get into several other projects.   

We will be installing new ceiling tiles at the Community Building and once that project starts we will need to stay on it until completion.    

Last council reported the tornado siren needed some repairs.  The repairs have been completed and is now working properly.  Will be having a meeting to discuss purchasing another siren so we have 2 – or  looking at other possible solutions to get warnings out to residents.

Duckweed at the WWTP is under control at this time.   The process worked well within 24 hours.

Committee Reports:

Finance Committee:  Shane Young

Motion Marcas to pay the bills as presented  $27,927.28.  Second Luke.  Chris       called for the question.  Marcas = y, Luke = y, Chris = y, Mark = y, Mary = y, Shane = y.  Passed 6 yes.

Motion Mark to approve the monthly financial reports.  Second Marcas.  Luke called for the question.   Mark = y, Marcas = y, Luke = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes.

Cash Summary by Fund, Appropriations report, Revenue Report,

Budget vs Actual activity report, Bank statement, comparison report for the water, sewer, and income tax.

Motion Chris to approve supplemental appropriations to date. Second Luke.  Marcas called for the question.   Chris = y, Luke = y, Marcas = y, Mark = y, Mary = y, Shane = y.  Passed 6 yes.

Motion Marcas to approve additional purchase order and 2nd Quarter BC.  Second Mark.  Luke called for the question.   Marcas = y, Mark = y, Luke = y, Mary = y, Shane = y,  Chris = y.  Passed 6 yes.

Motion Mary to switch health insurance carriers for this year – May 2024 – April 2025 renewal to PHP.  Second Marcas.  Luke called for the question.   Mary = y, Marcas = y, Luke = y, Mark = y, Shane = y, Chris = y.  Passed 6 yes.

Motion Luke to offer 2 plans – Regular and Health Savings Account.  Second Marcas.  Mark called for the question.   Luke = y, Marcas = y, Mark = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes.

Each employee will fill out a form for which plan is best for their family this renewal period.   (Can change each year)

Motion Chris to provide the max amount to each employee that chooses the Health Savings Account.    This would be a beginning start up and will not be the same amount each year.    Future years will be determined by costs and budgets.   Second Marcas.  Luke called for the question.  Chris = y, Marcas = y, Luke = y, Mary = y, Shane = y.  Passed 6 yes.

Rules Committee:    Mark Heitkamp

Jack Ryf addressed council regarding the subdivision covenants and the timeline regarding the notice of offset violations.   They have a signed petition from the neighbors in the subdivision.   They filled out a variance request and have submitted it to council.   They want to work with the village to get these issues taken care of one way or another.  There was no ill intent in the offset compliance.  The plans were changed with an overhang at the entrance and didn’t realize that it changed the offset requirements– which then became a compliance issue.  Want to resolve this in the best way possible. 

After some discussion the council asked Mr. and Mrs. Ryf to go back to their builder and designer and see what can be done to correct the problems with a reasonable solution.   We will table discussions until the next meeting when we have received their information.   

Thank you.

Service Committee:   Mary Beougher –

Class C & D liquor permits set to expire on June 1, 2024.   Must send notice by May 2nd if there are any objections to renewals.

Amy Joseph – Park Manager has 2 students interested in painting the public restrooms at Shanes Park.  They will be doing this with supervision from parents and/or park manager.   They are doing community service for National Honor Society.   The village will purchase the needed supplies. 

Motion Marcas.   Second Luke.  Shane called for the question to approve this park project.  Marcas = y, Luke = y, Shane = y, Mark = y, Mary = y,  Chris = y.  Passed 6 yes.

Brody Reigle addressed council with some plans and projected costs for a shelter house at Shanes Park pond.   Cost estimated at $30-37,000.  The size will be a 30 x 40 plan that will include a restroom and supply closet.    Stone columns in the photo are not included.  Will have a 1 foot over hang.   Picnic tables in the photo not included.  Bathroom will be ADA compliance.   The cedar design will go with the same theme as the gazebo and bridge.   

Placement and several other details to be worked out but the council agreed to approve the project.    Brody is able to proceed with his requests for community support and donations.

Motion Marcas.  Second Mark.  Luke called for the question.   Marcas = y, Mark = y, Luke = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes. 

Thank you  Brody — this will make an excellent and much needed addition to the pond area.

There will be a service committee meeting held this Thursday at 10 am to discuss placement options for shelter house and the need to schedule a meeting with the Rec Board in order to get help with restrooms at the park.

Safety Committee:     Chris Heitkamp

Economic Development Committee:  Marcas Heitkamp

RADC – Meeting was held on March 25th.    Discussed a RR crossing sign that has been donated and will be installed this spring at the train mural.  Also discussed the need to finish painting and closing in the back of the mural – as it wasn’t completely finished last fall.     

Public Utilities Committee:   Luke Stephenson

ELECTRIC —–  Letters received from Energy Harbor —- do nothing !   If you mail the card back you are OPTING OUT of the village aggregate rates.

Old Business:            

Mary thanked Amy Joseph, Sandy Schaffner and all the other volunteer and those that made donations toward the Shanes Park Easter Egg –  was a huge success !   Record breaking 100 baskets were donated and 3,000 eggs were set out.    Special thanks to the Parkway SMILE program for helping fill the eggs.

Estimated 250-300 children attended.

Visitors to Address Council:  

Jack and Gaye Ryf –  Subdivision

New Business:

Meeting adjourned 8:09  pm

_________________________                      _________________________

Mayor                                                              Fiscal officer