Sangamon Sun

At a recent meeting, the Sherman Village Board discussed emergency-siren software issues.

Below are the minutes for this meeting, as provided by the board.

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Meeting Minutes - Village of Sherman

DATE: Tuesday, July 5, 2016

LOCATION: Sherman Village Hall ? 401 St. John Drive ? Sherman, Illinois

TIME: 6:00 p.m.

TYPE: Regular Meeting of the Sherman Village Board of Trustees

VILLAGE BOARD IN ATTENDANCE: Kevin Schultz, Trustee; Krista Sherrock, Trustee; NancyZibutis, Trustee; Jay Timm, Trustee; Brian Long, Trustee and Trevor J. Clatfelter, President.

OFFICIALS IN ATTENDANCE: John Swinford, Administrator; Mike Moos, Deputy Village

Administrator & EMA Director; Angela Fyans-Jimenez, Legal Counsel; Kevin Kuhn, VillageEngineer; Craig Bangert, Chief of Police; Bruce Beal, Public Works.

PUBLIC IN ATTENDANCE: Ryan Keith, Sandy Walden, Chris Walden, John Miller, Byron Painterand Dennis Shackelford.

OPENING:

1) Clerk: Roll Call – quorum was established by President Clatfelter with Trustee Hahn havingan excused absence.

2) Pledge of Allegiance lead by Chief Bangert.

3) Set Agenda – President Clatfelter asked for the Agenda to be set through a motion. Motionfrom Trustee Zibutis and a second from Trustee Schultz. Unanimous Aye voice vote. Motionpasses.

CLERK’S REPORT:

1) President Clatfelter presented minutes for review and approval:

a) Minutes of June 21, 2016 Regular Meeting. Motion by Trustee Sherrock to approve,

second by Trustee Timm. Roll Call vote with trustees Schultz, Sherrock, Zibutis, Timm

and Long voting yes. Motion passed.

b) Minutes of June 21, 2016 Committee of the Whole (FY17 Budget). Motion by Trustee

Sherrock to approve, second by Trustee Zibutis. Discussion: Jay indicated his name was

spelled wrong. Roll Call vote with trustees Schultz, Sherrock, Zibutis, Timm and Long

voting yes. Motion passed.

2) Presentation of Bills for Approval. Motion by Trustee Schultz to approve, Trustee Long

seconded. Discussion: President Clatfelter asked Treasurer Stuenkel if there were any billsthat should be highlighted. Treasurer Stuenkel indicated nothing was out of the norm otherthan the Illini bill from Cleanup Day. Staff will hold that check to confirm the amountindicated was accurate. Roll Call vote with trustees Schultz, Sherrock, Zibutis, Timm andLong voting yes. Motion passed.

TREASURER’S REPORT: Treasurer Stuenkel indicated he had nothing to report.

ENGINEERING REPORT: Village Engineer Kuhn indicated he had nothing to report.

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LEGAL REPORT: Village Attorney Angela Fyans-Jimenez indicated she had nothing to report.

ZONING OFFICER REPORT: Trustee Zibutis indicated she had nothing to report.

VILLAGE ADMINISTRATOR/ECONOMIC DEVELOPMENT COORDINATOR REPORT: AdministratorSwinford indicated he had nothing to report.

PRESIDENT’S REPORT:

1) A Resolution appointing an Acting Clerk – President Clatfelter indicated that this was

emailed out from Legal Counsel Jeff Jurgens. The resolution is needed as the Village Clerkhad resigned to start another career. We are without an official clerk so as a temporarymeasure we should adopt this resolution making John Swinford Acting Village Clerk. TheResolution would give John authority to go to the bank and have signature authority to signchecks. Checks need to be signed by multiple persons. Kevin asked about separation ofduty and this needs to be thought through. Legal will double check options in regards toconflict of interest. President Trevor read into the record the Resolution. If passed theResolution would be effective immediately. Motion by Trustee Zibutis and seconded byTrustee Sherrock to pass the Resolution as entered into the record. Roll Call Vote withSchultz, Sherrock, Zibutis, Timm and Long voting yes. Motion passed.

2) An Ordinance establishing Sewer Rates and Charges – This item was tabled.

3) Approval of Park Bench Purchases – Trustee Sherrock briefed the Board on the Park BenchDonation Program and costs. She asked, through a motion, if the Village would sponsor onebench. Trustee Zibutis seconded the motion. Roll Call Vote with trustees Schultz, Sherrock,Zibutis, Timm and Long voting yes. President Clatfelter also indicated an Aye vote for therecord. Motion passed.

COMMITTEE / DEPARTMENT REPORTS:

1) Building Permit Update - Trustee Zibutis indicated she had no update.

2) For the Good of the Order - Trustee Long indicated that a local resident Kelsey Hickman,daughter of past Board member Ron Hickman has a song on the radio and asked forcommunity support to call in and request it.

3) Fireworks – Trustee Sherrock complemented this year’s fireworks show. Board membersdiscussed view ability of low vs high shots. There was also a question of who also hadsimultaneously fireworks from private areas. Ch20 had contacted the Mayor about

Fireworks and it was speculated that the high turnout may have been contributed to othershows being canceled and Ch20 talking about our show. There was a point where the policedepartment had to stop public entry into the venue because we were at capacity. Staff isplanning to post a thank you to our sponsors on our web and social media sites.

SHERMAN POLICE DEPARTMENT REPORT: Chief Bangert reported – that all the Part-TimePolice Officers in training will graduate July 14th and he has already received their StateCertifications. The Fourth of July traffic detail counted approximately 567 cars attending thevenue and noted there were many other vehicles parked in surrounding area streets. Finally,the Chief indicted that he is working on preparations for the Chamber Homecoming Event.

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EMERGENCY MANAGEMENT AGENCY REPORT: Director Moos discussed that the sirensoftware has been reviewed by an IT specialist and indicted that we may be able to make itwork with Windows 7 PC in the EOC. He then discussed the activities involved with thenumerous days of a Boil Order and how we have had an influx of residents signing up for eLert.

Finally, he discussed the work that is being prepared for the Chamber Homecoming with IAPdevelopment and the use of a State Unified Command Post vehicle for central operations.

DEPARTMENT OF PUBLIC WORKS REPORT: Bruce Beal indicted that they are busy with normalactivities and assisting in the setup for the Chamber Homecoming Event.

NEW BUSINESS: No new business to report

OLD BUSINESS: Board members discussed the need to meet so they can have the budgetfinalized by the next meeting on July 19th. Decision was to meet at 5:30 to 6:30 at Village Halland have the regular scheduled board meeting at 6:30 but locate that at the Farm Creditbuilding due to some recognitions that will be made. There was consensus to do so.

CIVIC ORGANIZATION: No organizations to report.

PUBLIC COMMENT: No members of the public signed in to make comment.

EXECUTIVE SESSION: President Clatfelter announced that the Board was going to go to

Executive Session and read the following: “Discussion and approval of closed session minutesand semi-annual review of closed session minutes pursuant to 5 ILCS 120 Section (2) (21).” Hethen indicated no decisions will be made and the only thing that will be happening after comingback into Regular Meeting is to adjourn. He asked for a motion to go to Executive Session.Trustee Schultz made the motion with Trustee Sherrock making a second. Unanimous voicevote – Motion passed. At this point he asked that the Village Board room be vacated except forauthorized persons.

Resolved to executive session at 6:45 with record who is in attendance. Executive Session

discussion concluded at 6:47 with a Motion by Trustee Schultz to adjourn Executive Session,second by Trustee Timm. Unanimous voice vote. Motion passed. Back to regular meetingsession at 6:47.

ADJOURNMENT: Motion to go back into regular meeting session made by Trustee Schultz,second by Trustee Zibutis with unanimous voice vote. Motion passed. Motion to adjourn wasmade by Trustee Timm, seconded by Trustee Schultz. Motion Passes.

The next regular meeting of the Sherman Village Board is scheduled for July 19, 2016 at 6:30 atFarm Credit in Sherman. The public in invited and encouraged to attend.

Respectively Submitted by:

Michael P. Moos, Deputy Village Administrator