Sangamon Sun

Village of Sherman Village Board met March 21

Here are the minutes provided by the board:

VILLAGE BOARD IN ATTENDANCE 

Trevor J. Clatfelter, President; Sean Bull, Trustee; Pam Gray, Trustee; Bret Hahn, Trustee; Brian Long, Trustee; Krista Sherrock, Trustee.

Excused Absence: Kevin Schultz, Trustee

OFFICIALS IN ATTENDANCE 

Michael Stratton, Deputy Clerk & Village Administrator; Tiffany Penley, Deputy Treasurer; Craig Bangert, Chief of Police; Mike Moos, EMA Director

Byron Painter, Media

PUBLIC IN ATTENDANCE (From Sign-In Sheet) 

No one signed up to address the Board.

OPENING 

1. Roll Call. Deputy Clerk Stratton conducted roll call of the Village Board of Trustees. President Clatfelter noted Trustee Schultz had an excused absence and announced that a quorum was present to conduct Village business.

2. Pledge of Allegiance. Theodore Clatfelter, Adeline Clatfelter and Eli Penley led the group in the Pledge of Allegiance.

3. Set Agenda. President Clatfelter asked the Board for non-action items to be added to the agenda. There being none, President Clatfelter requested a motion to set the agenda. Motion by Gray, seconded by Trustee Hahn. Voice Vote with the Ayes having it 5/0. Motion passed.

CLERK’S REPORT 

1. Presentation of Minutes of the February 21, 2023 Board Meeting Minutes. Minutes of the February 21, 2023 Regular Board Meeting of the Sherman Village Board of Trustees were presented for approval. President Clatfelter asked if there were any additions or corrections. There being no additions or corrections, President Clatfelter requested a motion to approve. Motion to Approve the minutes of the Regular Board Meeting of February 21, 2023 as presented by the Deputy Clerk was made by Trustee Gray, seconded by Trustee Hahn. Roll Call Vote Ayes having it 5/0 with Trustee. Motion Passed. 

2. Presentation of Bills for Approval. President Clatfelter asked if there were any questions of the Board on the Warrants presented by the Clerk. There being no questions, President Clatfelter called for a motion to approve the warrants as presented. Motion to Authorize the warrants as presented by the Deputy Clerk was made by Trustee Bull, seconded by Trustee Long. Roll Call Vote Ayes having it 5/0. Motion Passed. 

TREASURER’S REPORT 

1. Presentation of Treasurers Reports – December 31, 2022 and January 31, 2023. President Clatfelter presented the Treasurers reports for December 31, 2022 and January 31, 2023 and asked if there were any comments or questions by staff or the Board. There being none, President Clatfelter requested a motion to accept the Treasurers reports for December 31, 2022 and January 31, 2023 as presented. Motion by Trustee Gray, Second by Trustee Hahn. Roll Call Vote. Ayes having it 5/0. Motion Passed. 

ENGINEERING REPORT 

No Engineering Report

LEGAL REPORT 

No Legal Report.

VILLAGE ADMINISTRATOR & ECONOMIC DEVELOPMENT REPORT No Administrator’s Report.

PRESIDENT’S REPORT. 

1. Ordinance RE: Ceding Request by CIEADA for Unallocated Volume Cap. President Clatfelter addressed the Board and requested a brief presentation by Administrator Stratton on the annual request. Administrator Stratton addressed the Board noting the annual request. Motion to approve Ordinance 23-03 as presented by the acting Clerk was made by Trustee Gray, seconded by Trustee Long. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

2. Resolution RE: CY2018 MFT Close Out. President Clatfelter requested Administrator Stratton provide brief presentation on the resolution. Administrator Stratton addressed the Board on the resolution. President Clatfelter asked if there were any questions. There being none, President Clatfelter requested a Motion to approve Resolution 23-03 CY18 MFT Close Out as presented was made by Trustee Long, second by Trustee Hahn. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

3. Resolution RE: Approving Pay Request #2 Sangamo Construction for Old Tipton School Road Path Project. President Clatfelter addressed the Board about the pay request as presented by the Village Engineer recommend payment to Sangamo Construction in the amount of $3,178.39 and asked if there were any questions of the Board. There being none, President Clatfelter requested a Motion to Approve Res #23-04 approving payment to Sangamo Construction in the amount of $3,178.39 for work performed on Old Tipton School Road Path project. Motion by Trustee Hahn, Second by Trustee Bull. Roll Call Vote with Ayes having it 5/0. 

4. Resolution RE: Approving Reciprocal Agreement with IDOR for Exchange of Information. President Clatfelter requested Administrator Stratton briefly address the Board about the resolution before the Board. President Clatfelter asked if there were any questions of the Board. There being none, President Clatfelter requested a Motion to Approve Res #23-05 a Reciprocal Agreement with Illinois Department of Revenue for the Exchange of Information. Motion by Trustee Gray, Second by Trustee Sherrock. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

5. Resolution RE: Approving Agreement with J&M Fireworks Display for July 4th Fireworks  Spectacular Event at Sherman Village Park. President Clatfelter addressed the Board about the annual display for its July 4th Fireworks Spectacular for same or better display than prior year. President Clatfelter noted that local and area business’ have been very supportive financially of the event to reduce the overall costs. President Clatfelter asked if there were any questions of the Board. There being none, President Clatfelter requested a Motion to Approve Res #23-06 to authorize the President to sign agreement with J&M Fireworks display in the amount of $15,000 for its annual Fireworks Spectacular to be held on July 4, 2023. Motion by Trustee Bull, Second by Trustee Hahn. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

6. Resolution RE: Authorizing Permit with IDOT Highway to Purchase & Install Screening on  Fence at Railsplitters Rest Stop along Zimmerman Drive, Sherman. President Clatfelter requested Administrator Stratton brief the Board on the resolution before the Board. President Clatfelter asked if there were any questions of the Board. After discussion the Board agreed that a privacy screening would be appropriate, but the amount should not exceed $3,000. There being no further questions or discussion, President Clatfelter requested a Motion to Approve Res #23-07 to authorize the President to sign and submit permit to IDOT Highway Office to install privacy fencing slats or screening along the fence line installed by IDOT at the Railsplitters Rest Stop in an amount not to exceed $3,000. Motion by Trustee Gray, Second by Trustee Hahn. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

7. Resolution RE: Approval of Contract with Amco Fence Company to Purchase and Install  Fencing for the new Softball Field at Waldrop Park. President Clatfelter addressed the Board requested Administrator Stratton brief the Board on the project scope and estimated cost. President Clatfelter asked if there were any questions of the Board. Board discussed adding to the project enclosure of the dug outs in fence and to limit the total to $35,000. There being no further discussion, President Clatfelter requested a Motion to Approve Res #23-08 to authorize an agreement with Amco Fence Company in an amount not to exceed $35,000 for the purchase and installation of softball backstop, line fencing and dugout fencing at Waldrop Park. Motion by Trustee Sherrock, Second by Trustee Long. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

8. Resolution RE: Approval of Contract with Amco Fence Company to Purchase & Install  Fencing at Sherman Village Park. President Clatfelter addressed the Board about the site improvement program at Sherman Village park that included 6 ft tall decorative fencing for concert and related events at the Amphitheater. President Clatfelter asked if there were any questions of the Board. Board discussed type of fence desired and chose the flat rail style. There being no further questions, President Clatfelter requested a Motion to Approve Res #23-09 to authorize an agreement with Amco Fence Company in an amount not to exceed $250,000 to purchase and install decorative fencing at Sherman Village Park. Motion by Trustee Bull, Second by Trustee Gray. Roll Call Vote with Ayes having it 5/0. Motion Passed. 

9. FY21 Audit Presentation. President Clatfelter addressed the Board noting the FY21 Audit has not been completed nor presented by the Auditors after all information has been provided by staff. President Clatfelter noted that he will speak directly to the auditing firm to determine the best course of action to address getting FY21 completed and how to address start of FY22 and future audits.

10. WHS Vocal Music Scholarship Request. President Clatfelter addressed the Board about the annual request by WHS Vocal Music Scholarship of $500 split between Williamsville and Sherman for an amount of $350. President Clatfelter requested a motion to approve the expenditure of $250 to WHS Vocal Music Scholarship in amount of $250. Motion by Trustee Long, Second by Trustee Bull. Roll Call Vote with Ayes having it. Motion Passed.

COMMITTEE REPORTS 

No Committee Reports.

SHERMAN POLICE DEPARTMENT REPORT 

Chief Bangert addressed the Board about some changes in the drop off program for unused or expired Prescription Medication to make it more user friendly and efficient for residents and the program.

EMERGENCY MANAGEMENT AGENCY REPORT 

Director Moos addressed the Board about numerous items including the completion of the Natural Hazard Mitigation program with the County and other agencies, updates to the shelter plan, GIS mapping software initiatives, noted April is Emergency Preparedness Month, Siren repair updates, recently attended weather seminar, EOC digital mapping and updates to the Village Website.

DEPARTMENT OF PUBLIC WORKS REPORT 

No Report.

NEW BUSINESS 

No new business.

OLD BUSINESS 

No old business.

CIVIC ORGANIZATIONS 

No Organizations Scheduled.

PUBLIC COMMENT 

President Clatfelter noted no one signed up to address the Board.

EXECUTIVE SESSION 

No Executive Session was called.

ADJOURNMENT 

President Clatfelter noted there were no further matters to come before the Board requested a motion to adjourn the public meeting. Motion by Trustee Long; seconded by Trustee Gray. Voice Vote with Ayes having it 5/0. Motion Passed. Public Meeting was adjourned at 7:12pm.

https://www.shermanil.org/resources/65da8904-3e6f-45e2-a931-1374d83803b9/2023%203%20(march)%2021%20board%20minutes.pdf?trackid=2023%203%20(march)%2021%20board%20minutes.pdf