Village of Smithton Board of Trustees met June 6.
Here are the minutes provided by the board:
Mayor Mike Smallwood called the meeting to order at 7:30 pm. Everyone recited the Pledge of Allegiance. Trustees Jason Becherer, Charlie Rogers, Jim Elbe, Jim Mourey, Tim Hopkins and Todd Reyling answered roll call. Also present were Clerk Annette Parker, Engineer Scott Saeger, Chief Jason Neff, and Supervisor Dean Klein. Attorney Durso was absent. State Representative Kevin Schmidt and his Legislative Assistant, Monica Gard, Jenna Dauer, Smithton Librarian, as well as several residents from the Autumn Ridge Subdivision were guests in attendance.
CLERK’S REPORT – A motion was made by Trustee Becherer which was seconded by Trustee Rogers to approve the minutes from the Board Meeting held on May 16, 2023. Roll call was taken: Trustee Becherer, yes; Trustee Rogers, yes; Trustee Elbe, yes; Trustee Mourey, yes; Trustee Hopkins, yes and Trustee Reyling, yes. The motion was carried.
TREASURER’S REPORT – No report.
GOOD OF THE VILLAGE – State Representative Kevin Schmidt was in attendance to introduced himself. Joe English with Autumn Ridge Subdivision was also in attendance to request the subdivision hold their annual “Ridge Stock” with outside music on August 26. A motion was made by Trustee Mourey which was seconded by Trustee Rogers to allow the Autumn Ridge neighborhood Ridge Stock event and to issue a permit for outside music for August 26, 2023. Roll call was taken: Trustee Mourey, yes; Trustee Rogers, yes; Trustee Becherer, yes; Trustee Elbe, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
POLICE CHIEF’S REPORT – Chief Neff reported that there were 104 calls for service for the month of May with 92 traffic stops and one resulting in a warrant arrest. The Chief thanked the Public Works Department and Don Barkau for doing a great job finishing the shooting range.
ENGINEER’S REPORT – ENGINEER SCOTT SAEGER
ISSUED BUILDING PERMITS – There have been 7 building permits issued since the last meeting.
159 TURN LANE STU APPLICATION – No update.
ENGINEERING ASSISTANT – Engineer Saeger stated that he plans to have better direct on this by the next meeting.
NORCOM 2000 EQUIPMENT ON THE WATER TOWER– There are 2 options for the water tower painting. One is to go with the original paint specifications containment system, but the equipment has to be removed. This is not in our contract with Norcom. Another option is to go with a dry fall painting system. There would not need to be containment. They would hand sand the existing finish to give some etching so that the dry fall system will bind. The paint manufacturer says that this method is not adequate, and they won’t honor their paint warranty if this is done. The Contractor who would be responsible for the maintenance of the tower for the next 12 years that he will make sure that if any paint falls off, he will be back to patch it up at his cost. There would be a cost savings of $25,000 for the 1st 3 years with the dry fall paint system. There are 130 subscribers to Norcom 2000. Norcom2000 contract is up in 6 months. It was asked who is responsible for telling the Norcom 2000 customers that the contract is up at the end of this year and Norcom 2000 is not interested in renewing their contract.
1 N. MAIN – October 3 is the due date for the owner.
DOUGLAS SANITARY SEWER STUDY – Engineer Saeger received a proposal from Volkert to do a study to run the sewer to the Douglas area. Attorney Durso has reviewed the contract and has a few minor revisions. We will have a revised contract for review by the next meeting. This will be discussed further at the next Committee as a Whole meeting.
3774 STATE RTE 159 (Kunevich entrance and sewer) – It was determined that the Village should vacate the entrance and give cross easement rights. The Board gave Engineer Saeger direction that he should get everything together to vacate this property.
3 ACRES AT THE SOUTHEAST CORNER OF DOUGLAS ROAD AND STATE RTE. 159 (FULFORD PROPERTY) DISCUSSION AND SEWER – No update.
402 S. JULIA (HYDAC PROPERTY) FENCE AND STORAGE – Engineer Saeger has met with the Manager of Hydac, and they came up with a proposal for a new layout for the fence that will be presented to the Zoning Board at the next hearing on June 19.
FRANKLIN STREET ALARM RELOCATION – The sewer lines on Franklin Street were upgraded a year ago and since then we have not had any alarms sounding at the corner of Franklin and Main Street. There is a dialer at Stonegate liftstation that is broken and needs to be replaced. Engineer Saeger is requesting to take the Franklin Street dialer and move it to Stonegate and not have an alarm at Franklin Street. The light will stay at the Franklin Street location, but there will not be a dialer.
SAFETY COMMITTEE – There will be a Safety Committee Meeting July 6, 2023, at 10:00am if needed.
ZONING BOARD REPORT –
JUNE 8 – 118 N. SMITH VARIANCE REQUESTS. Engineer Saeger reported that this hearing will be for a fence and room addition.
JUNE 19 – 402 S. JULIA VARIANCE REQUEST CONTINUED FROM MAY 4 HEARING. Engineer Saeger stated that the new plan would be 5 feet back from both streets, 5 feet from the private property to the south and then 20 feet bevel on the corner that is cutting off diagonally cutting off the fence at the corner for 20 ft so there’s better sight at the stop sign.
SUPERVISORS REPORT – Supervisor Klein reported that they finished the shooting range with the help of Don Barkau. They also jetted a bunch of sewer mains and washed 2 of the lift stations with the hydro vac truck. They started with the replacement of the 2nd last storm sewer at the Park. Tentatively the milling of the current trail will start on June 19. Supervisor Klein was asked when the trail would be finished, and he replied hopefully by the end of June.
712 LUNCH ROAD DITCH – Engineer Saeger stated that he wrote a work order to clean out the ditch and open the culvert and sweep up the loose rock on the road.
304 EUGENIA PIPE REPLACEMENT – This is on hold until the park trail widening is complete.
FIRE HYDRANT FLOW TEST AGREEMENT – Mayor Smallwood met with the Smithton Fire Department Board last week and discussed the agreement. It was agreed that we will flow test 50% of the hydrants each year. The cost per hydrant will be $35. A contract will be written up and Village employees will flow test the hydrants. The Fire Department has a software package to track this work and they will share this with us.
A request was made to clean off brush and debris from a fire hydrant in Ledgestone across from Rockledge Trail. Mayor Smallwood asked Supervisor Klein to take care of this.
ATTORNEY’S REPORT – Attorney Durso was absent.
Trustee Becherer made a motion which was seconded by Trustee Rogers to accept the Officer’s reports. Roll call was taken: Trustee Becherer, yes; Trustee Rogers, yes; Trustee Elbe, yes; Trustee Mourey, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
COMMITTEE AS A WHOLE – Mayor Smallwood reported on the Committee As a Whole meeting from May 23. The items will be discussed further under Committee Reports. Trustee Becherer made a motion which was seconded by Trustee Rogers to approve the minutes from the Committee As a Whole meeting on May 23. Roll call was taken: Trustee Becherer, yes; Trustee Rogers, yes; Trustee Elbe, yes; Trustee Mourey, yes; Trustee Hopkins, yes and Trustee Reyling, yes. The motion was carried.
FINANCE & INSURANCE COMMITTEE – TRUSTEE BECHERER
No report.
STREET & UTILITY COMMITTEE – TRUSTEE ROGERS
SOUTH MAIN PROPERTIES – Trustee Rogers reported that the parking lot is currently being worked on so it could be soon that the sidewalk is discussed.
POLICE COMMITTEE – TRUSTEE ELBE
POLICE VEHICLE – No report.
POLICE PERSONNEL – Trustee Elbe made a motion which was seconded by Trustee Mourey to pay Ryne Fithian $6524.00 for his fee for the Police Academy and in turn we will submit to the State for reimbursement. Roll call was taken: Trustee Elbe, yes; Trustee Mourey, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
POLICE EQUIPMENT - Trustee Elbe made a motion which was seconded by Trustee Reyling to purchase police equipment not to exceed $15,000. Roll call was taken: Trustee Elbe, yes; Trustee Reyling, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Mourey, yes; and Trustee Hopkins, yes. The motion was carried.
HY-DAC PROPERTY –The update was given earlier in the meeting.
TORNADO ALARM SYSTEM – No update.
PARK & CEMETERY COMMITTEE – TRUSTEE MOUREY
SMITHTON LIBRARY STORY WALK IMPLEMENTATION PLAN – Jenna, the Smithton Librarian, was in attendance to explain the proposed story walk at the Park. There would be 25 stations that are a metal pole with a flat area attached that is closed and locked for the story to be displayed inside. Trustee Mourey made a motion which was seconded by Trustee Rogersto approve $3000 from the Village towards the Smithton Library Story Walk. Roll call was taken: Trustee Mourey, yes; Trustee Rogers, yes; Trustee Becherer, yes; Trustee Elbe, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
PARK RETAINING WALL SAFETY CONCERNS–The concerns have been discussed.
TRAIL PHASE 1 –PARK TRAIL UPGRADES – On June 19, the existing trail will be milled and removed to be used at the shooting range for a parking lot. Asphalt for the new trail will follow.
TRAIL PHASE 2 – A Committee has been formed to discuss the trail.
SMITHTON BALL FIELDS 3 AND 4 LIGHTS – This will be discussed further at the next Committee as a Whole meeting.
ORDINANCE COMMITTEE – TRUSTEE HOPKINS – No report.
ANNEXATION & BUILDING COMMITTEE – TRUSTEE REYLING
VILLAGE HALL SIGN – It was discussed that language needs to be added to the contract that states that if any work is not finished by the 90 days, then a fine of $100 per day will be assessed. We will get a revised contract to Mr. Sprengel.
BRIA BUILDING & PROPERTY – This will be discussed during Executive Session.
SMITHTON SENIOR CENTER – Trustee Reyling made a motion which was seconded by Trustee Elbe to approve the contract with Hunter Construction for $11,307 to replace the drop ceiling at the Senior Center. Roll call was taken: Trustee Reyling, yes; Trustee Elbe, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Mourey, yes; and Trustee Hopkins, yes. The motion was carried.
ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (ITEP) FUNDING AND PLANNING – Trustee Reyling and Engineer Saeger will be attending a meeting on June 21 to meet with IDOT and assist with further planning. We would like to work on updating the downtown (Main Street) area.
VILLAGE HALL WALL REPAIR – We will be getting another bid for the repairs.
BILLS AND PAYROLL - Trustee Becherer made a motion which was seconded by Trustee Rogers to authorize Clerk Parker to pay the bills and payroll from April 29, 2023 through May 12 2023 and May 13, 2023 through May 26, 2023 Roll call was taken: Trustee Becherer, yes; Trustee Rogers, yes; Trustee Elbe, yes; Trustee Mourey, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
COMMUNICATIONS –Southwestern Illinois Council of Mayor’s meeting to be held in O’Fallon June 22.
UNFINISHED BUSINESS – None.
NEW BUSINESS – Trustee Mourey made a motion which was seconded by Trustee Elbe to allow CJ’s Pub and Grill to play outside music for June 9, 10, 11, 16 & 17. Roll call was taken: Trustee Mourey, yes; Trustee Elbe, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
Trustee Hopkins made a motion which was seconded by Trustee Mourey for the Village to donate $1000 to the Smithton Booster Club for the Smithton baseball team. Roll call was taken: Trustee Hopkins, yes; Trustee Mourey, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Elbe, yes; and Trustee Reyling, yes. The motion was carried.
EXECUTIVE SESSION – Trustee Mourey made a motion which was seconded by Trustee Elbe to suspend the regular meeting. Roll call was taken: Trustee Mourey, yes; Trustee Elbe, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
Trustee Mourey made a motion which was seconded by Trustee Elbe to go into Executive Session. Roll call was taken: Trustee Mourey, yes; Trustee Elbe, yes; Trustee Becherer, yes; Trustee Rogers, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
Trustee Elbe made a motion which was seconded by Trustee Rogers to adjourn Executive Session. Roll call was taken: Trustee Elbe, yes; Trustee Rogers, yes; Trustee Becherer, yes; Trustee Mourey, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
Trustee Elbe made a motion which was seconded by Trustee Rogers to go back to regular session. Roll call was taken: Trustee Elbe, yes; Trustee Rogers, yes; Trustee Becherer, yes; Trustee Mourey, yes; Trustee Hopkins, yes; and Trustee Reyling, yes. The motion was carried.
Trustee Hopkins stated that Daryl Koderhandt had a zoning hearing a year ago to build a shed on his property. The zoning hearing was approved, but he never got a building permit because he was diagnosed with cancer and has been fighting it for a year. He is now at a point where he would like to build his shed, but by Ordinance his zoning hearing is only valid for 12 months. It was suggested that he come to the next regular Board meeting.
Trustee Elbe made a motion which was seconded by Trustee Rogers to adjourn the meeting. All Trustees were in favor. The motion was granted to adjourn at 9:04 pm.
https://smithton-village.com/wp-content/uploads/2023/06/Minutes-6-6-23.pdf
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