Board Meeting Minutes Sep 9, 2025

1 VILLAGE OF HAMMOND BOARD MEETING MEETING NOTES Date: Tuesday, September 9th, 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 Melanie Adcock, Trustee – Absent Billie Larkins, Trustee – Present Nathan Tavoletti, Trustee –Absent Josh Bartley, Trustee – Absent Kristina Bjordahl, Trustee – Present Pam Thompson, Trustee - Present Kelsey Wells, Clerk/ Treasurer- Present Ron Miller, Water Superintendent- Absent Rob Larkins, Animal Control Officer- Present 3) Pledge of Allegiance Led by: John Drummond 4) Acknowledgment of Videographer Notes: None 5) Adopt Agenda Motion was made by Billie to adopt the agenda for the board meeting of September 9th 2025. Motion: __Billie | Second: _Kristina | Vote: 4 yes, 0 no, and 2 people Absent Vote: X Approved ☐ Denied 2 6) Public Comment Public Present: David England, Sharon Robertson, Jason Painter, Tom Sanders, Doug, Mike, Freda Pantier, Paul Thompson. Summary of Comments: Sharon wants to know why so many people have quit or left the board. John reassured her and the rest of the present people that it was their choice to leave the board; some left for personal reasons, and some left for other reasons. And the goal is to get a permanent board and to fill in the remaining seats. Jason would like a copy of the rules and procedures, and wants to know if there are options to be able to get them. And what rules in regulations does the village follow? John followed up with his question and informed him that state and federal laws are what the village must abide by but then also that they are allowed to set their own ordinances and pass them for the village. Paul had asked about where the village was in possibly getting law enforcement into the village. John followed up on the question and informed them that we are still working at this time for them to be able to find ways to fund the village having a police presence with our own village officer. Doug asked a question about sidewalks and why they are so bad, and if we could paint them or pull them out or put something in there so that they aren't such a trip hazard. John followed up with the question and information that we may be able to paint the sidewalks temporarily until we can look at other options or avenues to repair some of the sidewalks that are hazardous. 7) Consent Agenda Approve Minutes of Monthly Board Meeting (August 14, 2025) A motion was put before the board to accept the consent agenda for the Ford meeting minute notes of August 14th, 2025. Motion by: Billie Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 8) Consent Agenda Approve Financials – Treasurer’s Report (August 2025) and Pay Bills (September 2025) Kristina motion to accept the treasurer's report for August of 2025 and to pay the bills for September of 2025. Motion by: Kristina Second by: Billie 3 Roll Call Vote: Billie, yes, Nathan absent, Josh Absent, Pam yes, Kristina yes, John Yes, Melanie, Absent Vote: X Approved ☐ Denied 9) Department Reports Village Clerk Report: Kelsey went over the shutoff list for the month of September 2025, and there were no villagers with their water shut off for that list. Kelsey also informed the board that there was an ordinance violation listed along with a litigation listing in the packet of papers. at this time, the work on the roof for the community building has been finished. I thought they might change out some of the tin on the front of the building, just to offset it a little bit. If that's something the board would like to do at no extra charge, it is something that Keith thought about doing. Calcium from the board at this time she's still waiting on the insurance to give her the numbers for the new cost to the insurance with the changes that were made per their request to make sure that we are fully covered since some of the insurance things have not been updated yet and once that information is released Kelsey will give it back to the board for them to be able to review. The audit team came out and is asked to make a few changes in their office on the day-to-day things reports that are printed for them, and a few other things, and they will be able to go into more detail once the audit is fully complete and they come back to give their report to the board. At this time Kelsey is still working on the MFT audit that has been ongoing for a while Kelsey is asked for help from anybody on the board that would like to come in and help go through files to find the documents that has been requested at this time we still have to get the files out of the other building and go through them completely to be able to know what we are missing Kelsey tried to get some of this stuff from the bank and they only go back so many years and records and is unable to get them so we have to provide what we have and hopefully in the files that are in the old office building were able to find all the paperwork that is necessarily needed to finish the audit. Kelsey informed the board that in their packet she had given some quote for work that we're done and that she is working with the USDA on some of the funding that we have from them and an account that is able to be used for water and emergency situations once all of that is submitted they will give the full approval of yes we can use the money to help pay for some of the cost or no we can't at this time we are just waiting for some more information from the USDA to figure out if it has been approved or not at this time. Kelsey went over options and the cost value of possibly looking at switching from the current use way of doing water bills to possibly looking at postcard options Kelsey has met with and talked to other clerks in the surrounding villages and what they use Kelsey will get some price points and bring back to the board for the following month to make a full decision on what they would like to do if possible if they would like to change anything at all. Public Works Superintendent Report: Kelsey went over Rons report and stated that at this time they have several hydrants that are left over from when they change some out and would like to know if the board would like to sell them or what they would like to do the 4 option was brought up that we could sell them for $30 apiece and put that money back towards special events if anyone would like to buy them please come to the village hall and we would be able to get them since they are just priced at scrap pricing for them since there's no good one will be given to the fire department since they have asked for one. Kristina made a motion to sell the fire hydrants at $30 apiece. Billie seconded. Motion by: Kristina Second by: Billie Roll Call Vote: Billie, yes, Nathan absent, Josh Absent, Pam yes, Kristina yes, John Yes, Melanie, Absent Animal Control Report: rob did not have much of A report to give on animal control issues at this time he is in a position where until he receives training he cannot do much we also still have to be able to find a place for him to be able to take cats or dogs if they are picked up or trapped and where they would need to go Kelsey has been reaching out to some of the surrounding animal control to talk to them about what a possible option could be. Messages have been left or emails have been written and still waiting on some responses back to figure out a plan of if we have stray cats that are trapped what we could do with them along with talking to other villages surrounding us to see what they do in the situation especially here in Pike County since we don't really have an animal control facility at this time. Billie made a motion to accept the village clerk's report, the public works Superintendent's report, along with the animal control report. Pam seconded. Motion by: Billie Second by: Pam Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 10) New Business Accept the resignation of Melanie Adcock John went over that Melanie had put in a letter of resignation and that the board did approved her resignation at this time. Kristina made a motion to approve Melani’s resignation from the board. Bille seconded the resignation. Motion by: Kristina Second by: Billie 5 Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Purchase of a new office phone Brought to the board's attention a couple of options that she had found for the possibility of getting a new office phone that is 1 and whole and possibly able to have somebody press 1 to be able to reach who they were trying to reach, other than just leaving a voicemail on the office phone. Kristina had asked about options for who we had just gotten the printer through, and if it's something that they would possibly do, or if we could look at other options. Kelsey will look over some other options and see what there could be out there, and if we need to just get a new phone like we have, since the one in the office cuts in and out quite a bit, and we have an interim machine and a phone, and if we could get one that goes together as well. Kristina made a motion to table this till the following month. Seconded by Pam. Motion by: Kristina Second by: Pam Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Purchase of a new printer and maintenance contract Council over the possibility of the three options that were laid before the board for the three different printer options and what they all each did Kelsey informed the board that the second option was the best and it would be $98.00 a month and that would include ink then up to so many copies that we would use every month any maintenance that was required they would have a 24 to 48 hour turn around to be able to get the printer fixed and if for some reason they were not able to get it fixed they would give us a loaner printer to be able to use while ours was getting worked on if that is something we choose to do. The board chose the option for the $98, roughly a month for the printer from GFI Digital. Was made by Kristina to approve the printer contract that was sent over from GFI Digital to get a new printer for the office. Bille seconded Motion by: Kristina Second by: Billie Roll Call Vote: Billie, yes, Nathan absent, Josh Absent, Pam yes, Kristina yes, John yes, Melanie Absent 6 Vote: X Approved ☐ Denied Purchase of a new printer for Ronnie’s office Because he talked to the board about the fact that Ron’s printer doesn't work sometimes, and that he will need a new one to the temporary one that was in the office will work for Ron. Kristina made a motion to move the printer that was previously used to Ron’s office once the new printer comes in from the village. Billie seconded the motion. Motion by: Kristina Second by: Billie Roll Call Vote: Billie, yes, Nathan absent, Josh Absent, Pam yes, Kristina yes, John yes, Melanie Absent Vote: X Approved ☐ Denied Adding a Duck Library in the Village Establishment of Tom Sanders' rate of pay Talked about the fact that they had changed Tom's rate of pay, but due to what the system says for pay, and we have not been able to find it in any notes from any previous board meeting, they needed to decide what they wanted to do for Tom's pay. Kristina said what brought up the idea to kind of mimic what we pay Rob for animal control, and to go into the same route $25 a call, and backdate that to January 1st, so that he gets paid correctly for the entire year, since he has yet to get paid for this year. Kristina made a motion to have Tom Sanders' rate of pay as a building inspector to $25 per call, backdating it to January 1st, so that he is able to get paid for each call for this year. Seconded by Pam. Motion by: Kristina Second by: Pam Roll Call Vote: Billie, yes, Nathan absent, Josh Absent, Pam yes, Kristina yes, John yes, Melanie Absent Vote: X Approved ☐ Denied Next special event From the board that they need to set any special events committees meetings that they have currently ongoing so that they are able to schedule any events and talk about the options and bring them to the board for the next board meeting and preferably if they're wanting to 7 do something for Halloween they need to get it scheduled and have everything ready for the meeting for October the 14th two meetings were set during the discussion special events committee will be held on Monday September 15th at 6:30 PM along with an economic growth committee meeting which will be held at 7:15 PM on Monday the 15th of September as well. 11) Old / Unfinished Business Follow-up on insurance for the Village Kelsey went over at this time. We were still waiting to hear back from insurance, as was given in the clerk report, and we will have more information once they get us the final numbers for everything and then that we could follow up till then, Kelsey asked for a motion to table this until the insurance company gets back to them. Billie made a motion to table until the next meeting to see if we have any more updates. The motion was seconded by Kristina. Motion by: Billie Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Social media rules & harassment policy Also talked to the board about the fact that Ross had talked to her and said that he would like to address the board on this topic when he comes for the October meeting, and would like for them to ask any questions then that he can go over more of his concerns about this being a possible option. Kristina made a motion to table this until the October meeting, when Ross is available to answer any questions. The motion was seconded by Bille Motion by: Kristina Second by: Billie Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Backup water plan Was not at the meeting and Kelsey had no information on this at this time they have asked to table this until they are able to come up with a full emergency plan as a whole and not 8 just a backup water plan. The board would like to look more into the options of the village may have for all of emergencies at this time. Pam made a motion to table this until the next meeting, when they can have more options available. The motion was seconded by Kristina. Motion by: Pam Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Veteran Signs at Village Ball Field Park At this time, there is no current updates for the veterans' sign to be put at the village ball field. The board is asking Kelsey to reach back out to Linda brown to see if she has any updates at this time. A motion was made by Kristina to table this until the next meeting to see if we have any updates. Motion was seconded by Billie. Motion by: Kristina Second by: Billie Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Doors & handicapped ramp estimates Josh gave an estimate for the back to be more handicapped accessible, getting rid of the rock and pouring a concrete slab, along with the possibility of changing the doors. of this time, we need to be able to get more estimates to see what the best option is. Christina made a motion to table the list until the following month, so we can look at getting more estimates for the back handicap accessible door. The motion was seconded by Pam. Motion by: Kristina Second by: Pam Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 9 Ordinance #2025-09 (Cannabis Business Establishments) John talked about this ordinance being not just for businesses to come in if they would like to have a cannabis business in town but also that if vendors come in or if we can get possibly a gas station in town or something of that nature it's not just about cannabis it's about the THC and other products alike that may hinder them from wanting to come into the village there are no current plans to have any cannabis facilities here in the town at this time but there is no option at this point with the current way that it sits that they would be able to come into town which is why we're looking at what limits we're allowed to put in and what may need to be done if that is a possibility or if a vendor may come into town for an event that may sell something with that nature in it. A motion was made by Kristina to table this by the following month, once they can have a special committee meeting about this to look over the options, along with trying to look at some proposals, and then talking with the village attorney Ross to be able to go over to see if any changes will need to be made. Motion seconded by Billie Motion by: Kristina Second by: Billie Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Ordinance #2024-04 (Zoning Authorization) Billie discussed the fact that this ordinance is so big and it needs complete overhaul along with it has a couple other ordinances that may need to be looked at as well they have decided to table this until the next month and hopes that they can look at setting up something once new board members are also sworn in to have a meeting just to go over this ordinance along with possibly others to discuss the changes that need to be made since the ordinance is 34 pages long at this time. A motion was made to Billie to table this ordinance until next month, when they can look at options for setting up a board meeting just for ordinances to be able to go over. Motion was seconded by Kristina. Motion by: Billie Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 10 Pam made a motion to go into executive session at 9:33 PM. The motion was seconded by Billie. Motion by: Pam Second by: Billie Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 12) Executive Session Reason(s): ☐ 5 ILCS 120/2(c)(11): Litigation ☐ 5 ILCS 120/2(c)(1): Personnel Entered at: 9:33 PM Exited at:10:15pm Billie made a motion to come out of executive session at 10:15 PM motion was seconded by Kristina Motion by: Billie Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 13) Discussion/Action re: Executive Session Summary of Actions Taken: Kristina made a motion to continue any litigation don't need to on go at this time. Billie made a second to the motion. Motion by: Kristina Second by: Billie Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied 11 14) President / Trustee Comments President: None Trustee Comments: None 15) Adjournment Pam made a motion to end the meeting at 10:20 PM. Motion was seconded by Kristina. Motion by: Pam Second by: Kristina Vote: 4 yes, 0 no, and 3 people Absent Vote: X Approved ☐ Denied Time Adjourned: 10:20PM