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Please note that the minutes presented on this page are unofficial and subject to change until they are adopted by council at the following month's meeting.
Council Minutes
February 5, 2019

Meeting was called to order at 7:00pm followed by the pledge.
Attendance: John Boroff, Pete Van Arsdel, April Grunden, Randy Severns, Kristina Boroff, Kayle Heckler, Matt Grunden, Craig Knapke, Kris Hughes, Seth Seibert, Terry Seibert, Leslie Gartrell

Craig Knapke was present to discuss the water tower and well projects.  The estimate for the new logo and flag that council had chosen came in very high.  Craig recommends going with the black lettering and no flag.  Other projects can benefit from that money.  Council agreed.  There was a motion by April with a second by Seth to put Mendon in block letters on both sides of the new water tower, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea. 
Pete sent out a check and the easement letter to the property owner for the new well.  Craig will get the bids out to the well diggers in the area.  He will also send out the bids for the water tower demo.  There was a motion by Kris with a second by April to put the well project out to bid, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.  There was a motion by April with a second by Kayle to put the water tower demo project out to bid, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.
Craig presented two invoices for payment approval.  There was a motion by Seth with a second by Kris to authorize the payment of $24,840 to Phoenix for engineering the water tower and $10,000 to Access engineering for preparing the water tower and well bids and other paperwork, and authorizing the necessary signatures, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

The Mayor asked for nominations for council president.  Kris volunteered to serve as president this year.  There was a motion by Terry with a second by April to appoint Kris Hughes as council president, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

Joint Meeting with the Township:
Matt Grunden was present to discuss any items that involve both the village and the council.  He was interested in the update on the water tower project.  He presented council with the insurance invoice that we split.  There was some discussion about liability insurance.

Street Commissioner:
Randy reported that the replacement cost for the town hall furnace was $1,830, while the bathroom wall heater was replaced at a cost of $130. 
Mr. Miller has offered to remove the walnut tree on Main Street on his property at no cost to the village.  The tree is located in the tree lawn and is the responsibility of the village.  Pete questioned whether the contractor that will remove the tree has liability insurance and that the village may want to pay Mr.  Miller $1 to have the tree removed.  Randy will check the insurance status.  There was a motion by Kris with a second by April to approve letting Mr. Miller have the tree removed, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.
Randy reported on an issue with the storm sewer project that caused a sump pump leak at Mr. Etgen's home.  When the tree was removed, it caused an issue with the sump pump drain tile.  It has been repaired.
There was a motion by April with a second by Kayle to approve the report, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

New Business:
There was a motion by Terry with a second by Seth to approve the payment for the new furnace installation at the town hall in the amount of $1,830, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

There was a motion by Kris with a second by April to approve the weather siren maintenance contract for $450, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

There was some discussion about installing security cameras in and around the town hall for the safety of our staff and our residents.  An issue arose with a resident that led to this decision.  Pete suggested installing intercoms at the water plant office as well.  The BPA had discussed the cameras at their meeting as well.  Darrell asked Randy to call NuWave to get some estimates.

Kris asked about cars and trailers that are left parked on the street and how we could get them moved to help with the snow plowing.  There was some discussion about the zoning code and the amount of time a vehicle can remain on the street.  This has been an ongoing issue for village council.

There was some discussion about the issue with the easement on Dutton Street, and the junk in the yard.  Pete plan to address this issue in the spring.

Old Business:
The Mayor is going to borrow a scale so that the bottle caps can be weighed and then we can determine how many benches to purchase.  Any extra caps can be donated to Rockford's bench project.

There is a vacant council seat.  Anyone village resident that is interested and has lived in the village at least one year should plan to attend the February 26 council meeting.

The property at 101 South Main Street has a new owner and they plan to fix up the property.  No further action will be taken at this time.

Legislation:
There was some discussion with Pete Van Arsdel about him filling the role as village solicitor.  There was a motion by Terry with a second by Kayle to approve passage of resolution 2019-01, appointing Pete Van Arsdel as village solicitor for 2019 and setting compensation, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

Solicitor:
Pete stated that he had some out of pocket expenses to get the well easement paper work completed.  There was a motion by Terry with a second by Kris to reimburse Pete Van Arsdel $500 for the work completed on the well easement project, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

Pete asked for an update on zoning and to have the inspector attend the meetings occasionally to update council.  There are a couple building projects in the village right now. 

There was a motion by April with a second by Kris to approve the checks and purchase orders, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.  There was a motion by Seth with a second by Kayle to approve the financial reports, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.
There was a motion by Kayle with a second by Kris to approve the mileage, roll call: April - yea, Kris-yea, Terry-yea, Seth-yea, Kayle-yea.

There was a motion by Kris with a second by Seth to adjourn.

Next meeting is February 26, 2019.




COUNCIL MINUTES
FEBRUARY 26, 2019

Meeting called to order at 7 pm followed by the pledge.
Attendance: April Grunden, Kris Hughes, Kayle Heckler, Pete Van Arsdel, John Boroff, Seth Seibert, Terry Seibert, Kristina Boroff, Brian Webb, Lannie Emmitt, Randy Severns, Craig Knapke, Steve Hughes, Leslie Gartrell

Craig Knapke gave an update on the grant projects.  Phoenix is working on the foundations.  The erection crew should arrive in late March.  The easement work for the well project is complete - thank you Pete.  We have a bid of $88,050 from Ortman Drilling.  Craig also reviewed our project budget to date.  There is not enough grant funding to cover everything on our wish list.  Council and the Board will meet to discuss how to proceed.  What village funding can be used and which projects we want completed.  Craig needs to have an answer by the March 26 council meeting.  He will also email the low bid for the water tower demo.  There was one invoice presented for payment.  There was a motion by Kris with a second by Seth to approve the payment of $1,805 to Dixon Engineering and authorize the necessary signatures, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.
Craig presented an option for the town hall upgrades.  The Targets of Opportunity program has funding available for projects just like this.  Craig will need a list from council of items that need to be addresses.  He will then gather pricing and see what the program can offer us.  This can be submitted in June 2019.  The program requirements will be updated March 1, 2019. 

Mr. Emmitt was present to ask about a property that needs some attention.  There is junk and other items in the yard.  Pete advised him to go Celina Municipal Court and file a complaint.  The Mayor explained our limits when it comes to that type of issue.  Mr. Hughes expressed frustration with the county website where complaints can be filed, it is not functioning.  Pete stated that the council could draft a letter to the property owner.  This property has been problematic. 

Brian Webb and Steve Hughes were present to observe the meeting and express an interest in the vacant council seat.  John, Kayle, and April will meet with each of them this month and make a decision at the next meeting.  If anyone in the village is interested in the seat, please contact us.
 
There was a motion by Terry with a second by Kayle to waive the reading of the minutes, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.  There was a motion by April with a second by Kris to approve the minutes, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.



Street Commissioners report:
A vehicle ran over the decorative light on 707.  Progressive Insurance Company will be sending a check to the village to cover the entire cost of the replacement, $3,195.
Young Construction is working on an estimate to replace 240 feet of storm sewer on North Wayne Street.
There was a motion by Terry with a second by Kayle to approve the report, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.

Old Business:
The BPA approved the purchase of the security cameras at the town hall.  The cost is under $4,000.  The BPA agreed to pay for the cameras as the issues have arisen from the utility department.  The cameras are for the safety and security of village staff and residents.  Council would like to review security at the water plant as well.

We need a scale for the bottles caps.

The Mayor will have the fire department investigate the bell tower.

There was further discussion about the town hall improvement project.  Structural items need to come first on the list, along with roofing, and finally cosmetic items.  The Mayor will ask Craig for the name of a contractor that can help us determine which items to address first.

New Business:
There was a great discussion about hiring a part time constable to enforce our village ordinances.  Someone who can write tickets.  Several ideas were discussed.  April will meet with Chief May from Rockford to get more ideas and ask questions.  The village would possibly need a levy to support the hiring of such an individual.

Mayor:
The Mayor stated the he might not run for the mayor seat at the end of his term.  His seat expires in 2019.  He wants to devote more time to his family while his children are still in school.  He encourages any one that is interested, to run for the position in the November election. 

There was a motion by Terry with a second by Seth to approve the check and purchase orders, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.  There was a motion by Kris with a second by April to approve the financial statements, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.  There was a motion by Kayle with a second by Kris to approve the mileage, roll call: Terry -yea, Kris - yea, April -yea, Kayle - yea, Seth -yea.
There was a motion by Kayle with a second by Kris to adjourn.

Next meeting is March 26 at 7pm.




COUNCIL MINUTES
MARCH 26, 2019

The meeting was called to order at 7:00 pm.
Attendance: Amber and Kaitlyn from WOCAP, Leslie Gartrell, Lannie Emmett, Craig Knapke, four other guests, Kayle Heckler, April Grunden, John Boroff, Kris Hughes, Steve Hughes, Pete Van Arsdel, Terry Seibert, Seth Seibert, Kristina Boroff

The committee proposed the selection of Steve Hughes to the vacant council seat.  There was a motion by April with a second by Kayle to appoint Steve Hughes to the vacant council seat, roll call: Terry - yea, Seth-yea, Kayle-yea, April-yea, Kris-yea.

WOCAP gave a very informative presentation on fair housing, financial literacy, home ownership, and personal credit counseling.  They also spoke about the CHIP program for Mercer County.  This is a wonderful program that offers repair and rehab assistance for homes in Mercer County.  They also offer a lead abatement program.  Council plans to have more information for residents soon. 

Craig Knapke gave an update on the water tower and well project.  The water tower foundation is complete.  Phoenix will start welding on the frame tomorrow.  Craig presented three pay requests.  There was a motion by April with a second by Kris to approve the pay requests for Phoenix Fabrication for $267,273.80, Access Engineering for $10,000.00, and Dixon Engineering for $500.00, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea.
Craig reviewed the outstanding cost estimate of $70,560.00 to be paid by the village.  The Board of Public Affairs met earlier in the month and allocated the funds to cover these expenses.  There was a motion by Seth with a second by Kris to approve the bids from Iseler Demolition for $9,765.00 and Ortman Drilling for $88,050.00 for the well and to authorize the necessary signatures, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea. 
Craig stated that the grant program that he spoke about last month is capped at $250,000.00.  The Mayor and Craig will meet with Randy and get the list completed for the town hall projects.  Council can submit an application in July for this funding. 

Guests:
Several community members were present to express their concern about the trash in the village.  Council acknowledged that works needs to be done and that they have been discussing a plan.  Pete met with the concerned parties separately to discuss procedures. 

Two gentlemen were present to discuss a new home construction on a lot in the village.  The Zoning Inspector said they would need a variance for the project.  Pete and council will be happy to help them with the variance procedure to see if the project can begin.  The gentlemen stated that Mendon is a neat little town and he wants to see new construction and more people in the village to help the economy of the community.  The Mayor thanked him and stated that we always appreciate interest in our village. 

There was a motion by Terry with a second by Seth to waive the reading of the minutes, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea.  There was a motion by April with a second by Kris to approve the minutes, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea.

Street Commissioner: Nothing to report.

New Business:
The Mayor said that it was time to start planning the village cleanup day.  The Fiscal Officer said that we would set it for the Saturday after the community garage sales, TBA.  The village will get up two dumpsters and Hughes Enterprises will get a third dumpster.  The Fiscal Officer will ask the Church of God if they want to get the fourth dumpster again this year. 

Council had a great discussion about community outreach for the village.  They would love to offer a CHIP class.  The church would be a great location for the class.  We would like to have application available at the town hall.  Steve offered to contact Kaitlyn about setting up the class. 
Council discussed getting the area youth groups together to help with village clean up.  Council decided to do a brush and limb cleanup for spring.  A notice will go on the utility bills.  Village residents can place their brush and limbs by the curb, not on the street please, to be picked up Saturday morning, April 13 at 9:00am by village staff.
 
Old Business:
April met with Chief May to discuss how they handle ordinance violations in Rockford.  He had lots of great information for her.  He would be happy to attend the next council meeting to discuss our situation.  The Mayor thanked April for meeting with Chief May and stated that we would like to have him attend our meeting.

Council discussed the plan for ordering the bottle cap benches.  The citizens did an amazing job of collecting over 1,700 pounds of bottle caps.  We also received a generous donation of 1,100 pounds of caps from the Fremont Company in Rockford.  After some discussion, council decided to order seven benches.  The village will purchase three benches, the fire department will purchase two, 24Fit Mendon will purchase one, and Made From Scratch will purchase one.  It takes 200 pounds of caps to make a six-foot bench with a back at a cost of $250.  The village will donate the extra caps to other organizations that are collecting.

There was a motion by Terry with a second by Kayle to approve the checks and purchase orders, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea.
There was a motion by Kayle with a second by Kris to approve the financial statements, roll call: Terry - yea, Seth-yea, Kayle-yea, Steve - yea, April-yea, Kris-yea.

There was a motion by Seth with a second by Kayle to adjourn.



COUNCIL MINUTES
APRIL 30, 2019


Meeting was called to order at 7:00 pm.
Attendance: Pauline Miller, Craig Knapke, Niel Loll, Lanny Hammitt, Pete Van Arsdel, Steve Hughes, John Boroff, April Grunden, Kris Hughes, Terry Seibert, Seth Seibert, Kayle Heckler, Kristina Boroff, Leslie Gartrell

Craig Knakpe gave an update on the grant project.  The welding is complete on the water tower and painting should begin soon.  There was a motion by Steve with a second by Kris to approve the payment of $78,659.40 to Phoenix Fabrication and $1,400.00 to Dixon Engineering and authorize the necessary signatures, roll call: Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea. 
Craig reported that Wellman Brothers were willing to give a quote on the necessary town hall repairs for a cost of $1,400.00.  This is the first step necessary to apply for the grant.  It will give us an idea of what needs done and how far the money would stretch if it were awarded to us.  There was much discussion about the cost.  Council requested that Craig ask if that $1,400 would come of the total repair cost if the contract were awarded to Wellman.  There was a motion by April with a second by Seth to approve Wellman Brothers to give a quote on the work at a cost of $1,400.00, roll call: Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- no. 

Lanny Hammitt was present to ask about the progress on the property on High Street.
Pauline Miller asked about lawn mowing in the village and getting people to mow.

Niel Loll was present at the request of Pete.  He wanted to discuss having Niel become the zoning violation officer, which would allow him to write tickets for violations and submit them to the prosecutor for a determination.  There was an in depth discussion about zoning code versus ordinance.  A few people are interested in speaking with Chief May about how Rockford handles this. 
Niel also stated that the zoning code could use an update.  He also stated that he would be interested in helping point people in the right direction to get violations taken care of.  The Mayor encouraged everyone to go online and review our zoning code.  Pete feels that it is not a good idea for us to try to fix the code ourselves.  There are firms that handle this sort of thing.  Niel asked if the first step in siting a violation could be asking the resident to fix the problem or if they need assistance.  Then if they refuse, we could file the complaint.  Let's start by being neighborly.  There was some discussion about the best way to handle this, a letter or face to face?  Council decided to send a flyer to the Mendon area residents to advertise the details of cleanup day.

There was a motion by Terry with a second by Kris to waive the reading of the minutes, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea.  There was a motion by April with a second by Kayle to approve the minutes, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea. 

Street Commissioner's report:
The village storm sewers experienced no problems with the recent flooding events.  The improvements have definitely helped.  There was a motion by Terry with a second by Seth to approve the report, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea. 

Zoning:
One of our problem properties was discussed.  Council has received several complaints. 

New Business:
There was a motion by Steve with a second by Kris to vote on passage of Resolution 2019-02 to approve the Mercer Waste District Plan, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea. 

Old Business:
Steve contacted Sara about having a CHIP (Community Housing Improvement Program) class in the village.  She is available Monday, May 20 at 6:00pm.  Steve just needs to tell her a location.  The Mendon First Church of God will offer the space for this event.  There is funding assistance available to help with housing improvements.  This information will be added to the flyer.

Clean up day is set for Saturday, May 11 at 8 am at the water plant.

The Mayor will be driving tomorrow to pick up our benches from the bottle cap project.  We will be reimbursing him for gas. 

There was a motion by Terry with a second by April to approve the checks and purchase orders, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea.    There was a motion by Kayle with a second by Kris to approve the financial statements, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea.    There was a motion by Terry with a second by Seth to approve the mileage, Kayle - yea, Seth - yea, Terry - yea, Kris - yea, April -yea, Steve- yea. 

The May meeting will be held as scheduled, but we will need to move the June meeting. 

There was a motion by Seth with a second by Kayle to adjourn.




COUNCIL MINUTES
MAY 28, 2019

Meeting was called to order at 7:00 pm
Attendance: April Grunden, Kayle Heckler, Seth Seibert, Terry Seibert, Steve Hughes, Kris Hughes, Kristina Boroff, Pete Van Arsdel, John Boroff, Lanny Hammitt

Water Tower updates:
The interior of the tower is 100% complete, now they will begin on the exterior.  There was a motion by April with a second by Seth to approve a payment of $60,450.00 to Phoenix Fabrication and to approve and authorize the necessary signatures, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea. 

There was a brief discussion about a property.  Our Zoning inspector, Niel Loll, spoke to the resident and helped him with his lawn.  A big thank you to Niel for his great help. 

There was a motion by Terry with a second by Kris to waive the reading of the minutes, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea.  There was a motion by April with a second by Seth to approve the minutes, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea.

Street Commissioner:

There were many thanks to our village staff and residents for cleaning out the shelter house for the weekend events.

Zoning:
There was a brief discussion about the sale of a property in the village.

Old Business:
There was some discussion about a constable.  We will start by reviewing the budget to see what we can afford and what hours will be required.

The bottle cap project is complete.  Thank you to the Mayor for picking up the seven benches that have been placed around the village.  We were able to donate 19 barrels of caps to the Rockford Legion for their project.  Thank you to everyone that helped us collect caps, we are finished collecting them now.

The WOCAP meeting went well.  Several people attended to get information about grants for home rehabilitation and repair.  The flyers were a success.  Terry thank the Fiscal Officer and her children for folding and preparing the flyers for mailing. 

Village cleanup day was a success.  Thank you so much to all the Village officials, staff, and volunteers for their help with this event.  All four dumpsters were full.  Many of our residents took advantage of this great opportunity.

There was a motion by Terry with a second by April to approve the checks and purchase orders, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea.  There was a motion by Kris with a second by Kayle to approve the financial statements, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea.
There was a motion by Terry with a second by Kayle to approve the mileage, roll call: Kris- yea, Terry -yea, Seth-yea, Kayle-yea, Steve-yea, April - yea.
There was a motion by Kris with a second by Kayle to adjourn.

Next meeting is June 18 at 7pm.




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