Board Meeting Minutes 10/14/2025

Village of Hammond – Board Meeting Notes Date: Tuesday, October 14, 2025 Time: 7:00 p.m. Location: Village Hall, 105 East 1st St, Hammond, IL 61929 1) Call to Order Meeting called to order at 7:00 PM 2) Roll Call John Drummond, President – Present Trustee - open seat Billie Larkins, Trustee – Present Trustee –open seat Josh Bartley, Trustee – Present Kristina Bjordahl, Trustee – Present Pam Thompson, Trustee - Present Kelsey Wells, Clerk/ Treasurer- Present Ron Miller, Water Superintendent- Absent 3. Pledge of Allegiance All people in attendance did the Pledge of Allegiance. 4. Acknowledgment of Videographer Mellissa Was Videoing 5. Adopt Agenda Motion was made by Billie to adopt the agenda for the board meeting of October 14th, 2025. Motion: __Billie | Second: _Kristina | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied 6. Ross Munsterman, Village Attorney Ross made a brief statement that he was here to answer any questions that any villager board member may have. 7. Consent Agenda – Meeting Minutes (September 9, 2025, September 15, 2025) Approve Minutes of Monthly Board Meeting (September 9th 2025, and September 15th, 2025, both meetings) A motion was presented to the board to accept the consent agenda for the Board meeting minutes of September 9, 2025, along with the Special Events Committee and Economic Growth Committee meetings held on September 15, 2025. Motion: __Billie | Second: _Kristina | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied 8. Consent Agenda – Financials Kelsey reviewed the financials for September 2025 and the funds already received for October 2025, and asked the board members if they had any questions. There were no questions asked at that time. • A motion was made for the consent agenda of the financials to be approved for September 2025 bills that were paid and to pay bills for October 2025. Motion: __Kristina | Second: _Billie | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied 9. Reports Village Clerk / Public Works Superintendent / Animal Control Village Clerk Report- kelsey Kelsey went over the shut-off list and stated that there was not one for the month of October. Kelsey also informed the board that the list of violations was included at the end, to be reviewed during the executive session if they wished to examine it Public Works- Ron Ron went over being able to shut off the water had the old office and public works shop building, and that the water is connected to the current community building and office at this time, and he will have to dig out the water line to be able to cap it off, and that he's working on getting that done at this time. Ron also informed the board that he went around and put paint on the worst of the sidewalks that were buckling up as a temporary fix until they can look at other options Ron suggested that the MFT CD that will come to be renewed the following year possibly be taken out to get some of the major sidewalk work done if that's something that the board approves but he thinks that he would be able to take the money from the CD to be able to complete a majority of the sidewalks that need to have some of the work completed. Ron would also like to work on allocating a small portion of the MFT budget each year to improve more of the sidewalks, particularly those with two on each street. Those who are in better shape, working, and focusing on those to fix. Ron explained that some trees will have to come down, along with the sidewalk work, which will add to the cost of the sidewalk repair. Ron went over the lift stations or the sewer part of the water station that needs to be fixed sooner rather than later, and he was able to secure quotes from the company that put the lift stations in and also comes out to maintain them. In total, all three lift stations will cost $54,730.43 to be repaired. Ron suggests that we work on getting them repaired before they break, as it would be an emergency situation that would then cost the village more money. Currently, there is sufficient money in the sewer fund to replace all of this. Run this by the board to see if they would like to do only one at a time. He suggests getting the big one knocked out of the way, which costs the most money, as it is the larger one and needs to be repaired first, making it the most important. John asked Ron if there would be a way to cut us a break if they were able to do all three at once and give us a discount. Ron informed the board that he would follow up with them to be able to find out if we would be able to get a discount if we were able to do all three. Ron went over that he's still working on getting the pilot cleaned up, getting everything ready for all the leaves that will be coming from fall. Christina asked Ron where we were with the water meters and how many were left to get changed out. Ron informed the board that there are about 3 small meters, two of which are in people's houses and will need to eventually be moved outside, and there are 6 big ones left, and they cost $1000 to $1500 per meter. Run talk to the board that he still would like to replace one to two fire hydrants each year and we still have around 20 old hydrants that will need to be replaced. John asked about if he was able to get up with the Rex roads about getting all the scrap cleaned out of the old building and down to the pile. Running from the board that he has been working with them to get it set up so they can get it and start getting some of this crap taken out. Ron wanted to know about the change in rock price. At this current time, it's $23 a ton, and we charged $25 a ton. Rock prices are going to be going up to $25 what the village gets charged, and what they would like to charge. The board started talking, and they agreed to raise it from $25 to $27.00 a load. Billie made a motion to change the load per rock price from $25 to $27.00. Motion: Billie | Second: Josh | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Billie made a motion for the lift station work for all three to be covered out of sewer up to $60,000 in total and including the roughly $1000 that they're going to have to take to have the lift stations sucked out. All money will come out of sewer. Motion: Billie | Second: Pam | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied A motion was made to table the rest of the sidewalks till March of 2026 to revisit after the winter weather. Motion: __Billie | Second: _Kristina | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied 10. New Business Discussion/action re: updating the trustee contact information to be used as e-mail instead of phone number. Billy brought it to the board's attention that she wanted to look at options of changing contact information from phone numbers to emails that will be provided by board members, of which they prefer. This way, when somebody contacts a board member directly, there is a paper trail that can be followed. Kristina said that she would rather have an email than a phone number and liked the idea. Kristina made a motion do you change the contact information for board trustees from phone numbers to emails. Motion: Kristina | Second: Josh | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied Discussion /action re: Acceptance of quick deed of property at 101 E 1st St. in Hammond IL Kelsey went over that the village of Hammond had been quick deeded this property and it was already turned over to the village and after a further look into it the property had no liens and it is already attached to the building of the village owns their property is in the same state as the other half of the building and the roof is caving in and would need to come down as well. The board discussed and decided to go ahead and accept the quick deed. A motion was made by Billy to accept the quick deed for the property at 101 E 1st St. in Hammond IL. Motion: Billie | Second: Pam | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion/ action re: Special events committee meeting update John talked about the special events committee, and they had discussed closing down the road for Halloween from Don Ryan and 1st all the way to D St. Due to possible unknown weather, the tentative plan is to have Halloween at the baseball diamond, but if the weather does not permit that, they will move it inside to the village hall. The committee also recommended that all leftover candy and any items that could be reused be used and given away for free at Halloween trick-or-treating, including candy, hot dogs, popcorn, and soda. If the Weather permits, bounce houses will also be put up. The committee has also chosen a date of December 13th for a Christmas parade and possibly a movie night for the kids at the village hall, depending on whether we can work with the library to resolve the licensing issue for the movie. A motion was made by Kristina to close the road and use all leftovers for trick-or-treating. Motion: Kristina | Second: Josh | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion/ action re: economic growth committee meeting update John over the economic growth wanting to look at options for different things to bring to the village to help with revenue wanting to get back into bringing food trucks possibly having trivia nights bingo nights other types of games or things that they may be able to do the board is open for any ideas of what may excite the community along with things for kids and adults. The board discussed, and we'll meet again to possibly start this in February of 2026, after the holidays. There will be another economic growth committee meeting set at a later date to be able to discuss more. Discussion/ action re: Approval for creating a purchase order system To help track orders that may need to be made between the office and public works, and any of the board members, a purchase order form has been set up and could possibly help keep track better if things are bought and what they are for prior to work or purchases happening. Kristina talked about liking the idea and thinking it was a good idea to help track all purchases going in and out of the office. The motion was made by Billie text Sept the purchase order form for all purchases. Motion: Billie | Second: Josh | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion /action re: update on website renovations Billie mentioned that she and Kelsey have been working to update the website at this time. They wanted to inform everybody that it is taking time to rework the village website and move things around some stuff may not have moved around automatically and some things may still need to be added it's a trial and error at this time and will also be looking into other options that are available text.Gov reach out to the village about a possible phone system that they have that does look pretty interesting but it is quite expensive it would cost the village around 15 to $1800 a year and could go up after the first three years contract that they would ask us to sign to be able to start the service that would go along with our website as well. John asked if there were other options out there. Kelsey informed John that there is uncertainty at this time, but we could also explore other options, such as different types of systems. As far as the website it does take some time to get everything transferred and we'll be under maintenance but we'll still keep trying to add new things as they come along with all the things that have been on there getting them moved around if things go missing please feel free to reach out to the office to be able to get that information that you were needing until the website is fully updated. Discussion /action re: changing the water billing printing system . Kelsey then reviewed the various options that had been submitted to the village for a new water billing system. Kelsey went over the cost of the system itself to get it started and was able to break down the math, informing the board that the initial start-up cost for the machine was roughly $ 3,700. Once we purchase it, it will be ours. Along with nine months of bills that require some items to be pre-printed on them, it was only $216 when you broke down the cost difference between buying envelopes and printer paper, roughly every month to every other month, it will save money in the future. Along with time and other supplies required to print. A question was asked about the monthly newsletter and how it would be distributed. Kelsey informed the board that these are self-sealing letters and that they could not go out with the self-sealed water bills, but we could still put them on social media, the post office, village hall, and in the other places that we can post around the town for other residents who may want to see the newsletter every month. A motion was made to spend the $ 4,000 that was needed, split between the water and sewer funds, to initiate the new water billing system. Motion: __Kristina | Second: _Billie | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion /action re: fuel options for public works Kelsey brought it to the board's attention, highlighting all the problems we've had with Casey not sending the invoices and the delays that have occurred despite numerous phone calls, issues, and forms being sent. Casey's account has finally been fixed, and the invoices are being received correctly. This was put on the agenda before all of this was completed, but it could still be an option if they wanted to consider getting a fuel tank for gas, since we already have one for diesel. Josh mentioned that gas is significantly harder to maintain in a fuel tank than diesel, and would probably be best to leave it as is if all the issues have been resolved. The board ultimately decided that there were no issues at this time and decided to leave it as is. Discussion /action re: security options for the village regarding cameras, what options are available? Kelsey brought to the board's attention that, at this time, we have cameras that are not currently operational for the burn pile. However, we have two different types of camera systems in use at the village. Currently, one is at the water station, and one is at the community building. The board members discussed and would like to look at options that could be out there for other cameras to put for the pile on and also at the session stand. A motion was made to table this until the next meeting when they can gather more information. Motion: Billie | Second: Pam | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied 11. Old / Unfinished Business Discussion /action re: purchasing a new office phone Kelsey informed the board that at this time, the phone systems that they were looking into for the village are just not big enough, and thinks it's best just to order a new office phone since the other one keeps cutting out and getting an office phone that has just a voicemail system in phone in one instead of having multiple boxes. Kristina asked what would be best and how much would be needed just to purchase a new phone. Kelsey provided them with a list of options that had been identified for basic office phones, which ranged in price from $40 to $100. Kristina made a motion to spend up to $80 on a phone for the office, which is to be covered by the general fund. Motion: Kristina | Second: Billie | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion /action re: following up on insurance for the village Kelsey reviewed all insurance plans that have been brought back to the village and are due for 2026. At this time, the total is approximately $26,000 and is currently due. All necessary adjustments have been made. They made sure to incorporate adjustments to the ball diamond to update some of the necessary information, along with the old community building. They then asked the board if they had any questions, and they did not. Discussion /action re: village social media and rules for harassment, bullying, etc., and set new rules and regulations and consequences. John talked about the issues that they are having and with Ross being there wanting to go over this issue it was discussed by Ross that it's just for those things that crosses some lines on one side and some lines on the other and it would be best just not to make an ordinance about this or have any written state rule the board ultimately decreed that it did not need to go anywhere. Discussion /action re: veteran signs added to the village ball field park cost and funding for it review of new estimate received. John asked if there were any updates on the veteran memorial on the signs that we're wanting to do with the baseball field at this time. Kelsey informed the board that there was no further information that had been given. The board decided to table this until the next meeting to see if they had any updates. A motion was made by Billy to follow up in the month of November at the next board meeting. Motion Billie: | Second: Kristina | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied Discussion /action re: passing of new ordinance #20 25-09 “an ordinance that allows cannabis establishments within the village of Hammond” After going over the ordinance and understanding there are a lot of components that have to be adjusted since it was kind of a blank draft that was given to us, this is going to be tabled until after the first of the year, when they are able to go over the ordinance and more detail and make adjustments to set ordinance. A motion was made by Billie to table the ordinance until after the first of the year, allowing them more time to review it. Motion Billie: | Second: Kristina | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied 12. Public Comment Tom had written a letter to the board asking if his pay could be changed back to what it was previously stated in any meeting from the following year. After digging through and able to find it. He would like to have yearly pay of $ 250 and a $25 per-call pay. Donna asked if the ball field could be used for an event gathering area for anyone, since it is village property. She only wants to use a grass field next to the ball diamond. Transformed her just like using the community building, just to contact the office to make sure that it is not being used for another event at that time. David England stated that South High Street had some patches that were completed and some that were not, and wanted to know if any further adjustments would be made to the patches to address the issues, as some are staying in place while others are already falling apart. John informed him that he would follow up with Ron and have an answer to him after speaking with Ron. Melissa talked about lighting on N 50th or on the curves and the young kids that are running around on motorbikes and worried about if they our seed and what they are doing. John talked to Melissa about their options for lighting, and possibly could explore options for flashing signs or similar features. They would have to see what is available and follow up about it. 13. Executive Session (5 ILCS 120/2 (c)(11) & (1)) 14. Discussion / Action re: Executive Session A motion was made to enter executive session at 9:43 pm by Billie Motion: Billie | Second: Josh | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied A motion was made to exit executive session at 10:21 PM Motion: pam | Second: Josh | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied A motion was made to continue litigation Motion: Kristina | Second: Billie | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied a motion was made 2 have Tom Sanders pay a $250 yearly and $25 a call. Motion Billie: | Second: Kristina | Roll Call Vote: Billie- yes, Kristina- yes, Pam-Yes, Josh- Yes Vote: X Approved ☐ Denied 15. President / Trustee Comments None at this time. 16. Adjournment A motion was made to close the meeting at 10:29 PM Motion: Kristina | Second: Josh | Vote: 4 yes, 0 no, and Vote: X Approved ☐ Denied ______________________________ ______________________________ Village President Village Clerk