Village of Stanford

09-20-12 Regular Meeting Minutes

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VILLAGE OF STANFORD

100 W. BOUNDARY

STANFORD, IL  61774

 

PRESIDENT AND BOARD OF TRUSTEES

THURSDAY, September 20th, 2012

REGULAR SCHEDULED MEETING OF THE BOARD OF TRUSTEES

 

Minutes of the Regular Scheduled Meeting of the Acting President and Board of Trustees for the Village of Stanford, held at the Village Hall at 6:30pm.

ROLL CALL:

 

Present: 3 – Acting President John Owen, Trustees Jim Bridgewater and Nydra Owen

Absent: 2- Trustees Smith and Pitcher

Also Present: Attorney Mark McGrath, Chief Ed Petrey, Randy Wilson and Accountant John Grimes.

 

Acting President John Owen moved, seconded by Trustee Bridgewater to suspend the meeting for a tour of the water plant at 6:35pm.

On roll call the vote was:

AYES: 3 – Acting President John Owen, Trustee Bridgewater and N. Owen.

NAYS: 0

ABSENT: Trustees Smith and Pitcher

There being 3 affirmative votes, the motion carried.

Trustee Pitcher arrived at 6:45pm

Started Regular Meeting at 7:00pm

 

APPROVAL OF CONSENT AGENDA:

 

Trustee Nydra Owen moved, seconded by Trustee Pitcher, to approve the consent agenda.

On roll call the vote was:

AYES: 4 – Acting President John Owen, Trustees Pitcher, N. Owen, and Bridgewater.

NAYS: 0

ABSENT: 1 Smith

There being 4 affirmative votes, the motion carried.

 

I.                       AUDIT REPORT FOR FISCAL YEAR ENDING APRIL 30, 2013:

 

Accountant John Grimes reported to Acting President John Owen and the Board of Trustees the Annual Financial Report for the year ended April 30th, 2012. Mr. Grimes explained pages B-1 thru B-3, and reported that most of the Village’s debt has been paid off. Mr. Grimes explained that we still have a gain with the sub-division lots that are for sale.

Trustee Nydra Owen moved, seconded by Trustee Pitcher to approve the Annual Audit Report ending April 30th, 2012, given by Certified Public Accountant John Grimes.

On roll call the vote was:

AYES: 4- Acting President John Owen, Trustees Pitcher, N. Owen and Bridgewater.

NAYS: 0

ABSENT: 1 Trustee Smith

There being 4 affirmative votes, the motion carried.

PUBLIC CONCERNS:

               

                Kevin Wonders with concerns about the four-wheeler running at large in town. Mr. Wonders also presented Clerk Phillips with a FOIA request.

 

II.                       EXECUTIVE SESSION CALLED @ 7:16PM

 

Acting President John Owen moved, seconded by Trustee Pitcher, to go into Executive Session pursuant to the exemption contained in 5ILCS 120/2 (c) (1) to discuss the appointment, employment, compensation, discipline performance, or dismissal of a specific employee or legal counsel for the public body and allow Attorney Mark McGrath, Treasurer Scott Eidenmiller, Chief Ed Petry and Randy Wilson to be present.

On roll call the vote was:

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen

NAYS: 0

ABSENT: 1- Trustee Smith

There being 4 affirmative votes, the motion carried.

 

III.                      RETURN OF EXECUTIVE SESSION @ 7:28PM ROLL CALL:

 

Acting President John Owen moved, seconded by Trustee Bridgewater to return from Executive Session at 7:28pm.

On roll call the vote was:

AYES: 4 – Acting President John Owen, Trustees Bridgewater, Pitcher and N. Owen.

NAYS: 0

ABSENT: Trustee Smith

ALSO PRESENT: Attorney Mark McGrath, Treasurer Scott Eidemiller, Chief Ed Petry and Randy Wilson.

There being 4 affirmative votes, the motion carried.

IV.                       TREASUERS REPORT:

 

Treasurer Scott Eidenmiller reported the following the Board of Trustees:

Treasurer Eidenmiller discussed the Village account balances with the Board, and presented the account balance sheet, check detail sheet and bills to be paid. Acting President John Owen and The Board of Trustees discussed and approved.

Acting President John Owen moved, seconded by Trustee Pitcher to approve the bills to be paid September 20, 2012.

On roll call the vote was:

AYES: 4- Acting President John Owen, Trustees Bridgewater, Pitcher and N. Owen.

NAYS: 0

ABSENT: 0

There being 4 affirmative votes, the motion carried.

Treasurer Eidenmiller presented the Board of Trustees a copy of the Annual Financial Report, fiscal year ending April 30, 2012. Acting President John Owen and the Board of Trustees discussed and approved the Financial Report.

Acting President John Owen moved, seconded by Trustee Pitcher to approval and publish the Annual Financial Report, fiscal year ending April 30, 2012 in pamphlet form.

On roll call the vote was:

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

NAYES: 0

ABSENT: 1- Smith

There being 4 affirmative votes, the motion carried.

Treasurer Eidenmiller went over the account balances with the Board, and explained the changes that need to be made with the account. Treasurer Eidenmiller would like to open new savings accounts or CD’s for the different account that need to be split. The land sale money needs to be deposited in a new account savings or CD, as well as the sewer money like they should have already been. Treasurer Eidenmiller also discussed the accounts that the Village currently holds with Illinois Funds. Treasurer Eidenmiller explained that when the Village opened the accounts with the Illinois Funds the interest rates were better. Treasurer Eidenmiller recommended that new accounts be opened at Stanford Community Bank, and the money that is held in Illinois Funds be transferred to the new accounts. Treasurer Eidenmiller recommends that Illinois Funds accounts that handles the E-pay is left open, and money from the account will be transferred to the Stanford Community Bank accordingly.

Acting President John Owen moved, seconded by Trustee Pitcher to allow Treasurer Eidenmiller to make the recommended changes to Village accounts, and authorize Treasurer Eidenmiller and Clerk Phillips to sign any necessary paperwork to make these changes.

On roll call the vote was:

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

NAYES: 0

ABSENT: 1- Trustee Smith

There being 4 affirmative votes, the motion carried.

Treasurer Eidenmiller discussed the over payment on water accounts and water account credits. Treasurer Eidenmiller wanted to know how the Board feels about accounts holding credits. Acting President John Owen and the Board of Trustees do not feel like there is a problem with water customers having account credits, and Clerk/Collector Phillips can continue to take over payments for water.

Treasurer Eidenmiller discussed with the Board the possibility of paying off the loan the Village carries for the plow truck/squad car. In the discussion, the fact that there is a tax levy involved, and the levy may weigh out what we owe. This matter will be tabled until the levy amount can be check on.

Acting President John Owen, asked for Treasurer Eidenmiller to set a savings account marked new equipment, after we have a handles on the current accounts.

 

V.                       APPOINTMENTS:

 

Acting President John Owen appointed Clerk Megan Phillips as the Village of Stanford Freedom of Information Officer (FOIA).

 

 

V:        COMMITTEE REPORTS:

 

A.                 Streets:

Trustee Smith was absent, Acting President John Owen reported:

·         Acting President John Owen discussed with the Board the problems that Mike Boitnott has been having with the Village dump truck. The hinges broke on the dump bed, this is the second time we have had this problem has happened. Mike Boitnott thinks the truck was not set-up right to begin with. The original company that installed the bed is no longer is business. Acting President inquired with Attorney Mark McGrath on what steps we should take to get this issue resolved and if the company that sold us the truck should be held responsible to fix the defective parts. Attorney McGrath suggested that Acting President John Owen talk to the owner at Quality Trucks.

Mike Boitnott has got quotes for fixing the dump truck:

            Quality for fix- $2340.00

            Quality for complete replace- $3760.00

B.                 Drainage:

Trustee Pitcher reported the following to the Board:

·         Trustee Pitcher reported that the 2012 DECO grants information and surveys have been released. There are possibly bond grants up to $30,000 for info structure.  Trustee Pitcher has received all the grant information and surveys. Trustee Pitcher explained to the Board that these are not standard DECO, and they are grants. There is a possible of a straight $30,000 with no match. Trustee Pitcher will be talking with Tony Dowiatt to get some help with the grants. 

C.                 Water:

Trustee Nydra Owen reported the following to the Board:

·         Trustee Nydra Owen reported that the red water pit was cleaned out, and the pump is working again.

·         Trustee Nydra Owen would like to table the Tonka service agreement, internal water tower cleaning, and red water pit issues until next regular meeting.

·         Trustee Nydra Owen discussed with the Board the policy for adjustments for water leaks. Trustee N. Owen thinks there is too many grey areas with this policy, and that we may need to make some changes or re-write the policy.

 

                       

D.                Health/Beautification/Welfare:

Acting President John Owen reported the following to the Board:

·         Acting President John Owen set a date for the public hearing for the trash referendum concerning the garbage for October 24, 2012 at 6:30pm, to be held at the Township Building. 

 

E.                 Community Development:

 Trustee Bridgewater reported the following to the Board:

·         Trustee Bridgewater discussed the utility rebates for the sub-division lots. There are no extensions agreements for the utility rebates. The rebates will only be good until 2017. Attorney Mark McGrath believes that the rebate amounts are listed on the agreements.

·         Trustee Bridgewater is still checking on different options for the Home Way Home raffle.

 

F.                  Police:

Acting President John Owen reported the following to the board:

·         Acting President John Owen stated that will be working with Police Chief Petrey on the nuisance properties located at 411 W Pleasant & 103 S Kathleen.

·         Acting President John Owen discussed the problem that the Village has been having with four-wheelers on the Village streets. Four-wheelers are NOT allowed in the Village of Stanford. Golf carts or side-by-side four-wheelers are allowed with the proper permit or permit fee paid. Four-wheelers that ride in the Stanford Good Old Days parade must to trailered to parade site. The elevator and Early Bird must register there golf carts with the Village. Acting President John Owen will stop and drop off the permit forms for completion.  

·         Acting President John Owen discussed with the Board of Trustees Tweeker’s bar liquor license renewal. Acting President John Owen and the Board of Trustee asked Clerk Phillips to verify that the franchise fee for Last Stop Inc. has been paid, and to check to make sure their taxes have also been paid. Chief Petry is going to perform the back ground checks required for the liquor license.

 

Acting President John Owen moved, seconded by Trustee Bridgewater to approve Village of Stanford liquor license for Tweeker’s bar, pending verification of background check, verification of sales tax paid and verification of franchise fees paid.

 

On roll call the vote was:

 

AYES: 4- Acting President John Owen, Trustees Bridgewater, Pitcher and N. Owen.

 

NAYS: 0

 

ABSENT: 1- Trustee Smith

 

There being 4 affirmative votes, the motion carried.

 

·         Chief Petry presented the Board of Trustees with a sample part-time police officer ordinance. Acting President John Owen and the Board of Trustees discussed and approve this ordinance.

 

Acting President John Owen moved, seconded by Trustee Pitcher to approval ordinance 05-12, part-time police ordinance.

 

On roll call the vote was:

 

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

 

NAYS: 0

 

ABSENT: 1- Trustee Smith

 

·         Chief Petry discussed with the Board of Trustees ILEAS (Illinois Law Enforcement Alarm System). This is a system that helps in the event that Stanford has a disaster they would assist the Village Stanford with the mutual aid from other departments in the state. This service costs $25.00 a year.

 

Acting President John Owen moved, seconded by Trustee Pitcher to approve the ILEAS mutual aid agreement.

 

On roll call the vote was:

 

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

 

NAYS: 0

 

ABSENT: Trustee Smith

 

·         Chief Petry reported to the Board of Trustees that he had a meeting at Olympia High School on September 6th. Chief Petry was granted access to the school buildings.

·         Chief Petry discussed the bill for $40.00 for the radar certification labor that the Village of Stanford was sharing with the Village of Danvers. Chief Petry reported that this issue has been resolved.

·         Chief Petry reported to the Board that the handheld radar gun is not working. They are unable to fix it. A new radar gun costs $630.00. Acting President John Owen approved Chief Petry to order the new radar gun.

·         Chief Petry discussed with the Board that we need to sign-up for Mobile Service Team 8. The cost is $75.00 per officer. Mobile Service 8 Team offers CPR classes, law classes and some others.

·         Chief Petry reported that he has found another missing ordinance; this ordinance would be for open containers. Chief Petry also asked if we can have a copy of the ordinance book left at library. This will be table until the next meeting.

·         Chief Petry has asked the Boards approval to hire Kelly (Randy) Wilson as the Village of Stanford new part-time police officer.

 

Acting President John Owen moved, seconded by Trustee N. Owen to appoint Kelly (Randy) Wilson as a part-time police officer until April 30, 2013 at an hourly rate of $15.00, pending approval of current job.

 

On roll call the vote was:

 

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

 

NAYS: 0

 

ABSENT: 1- Trustee Smith

 

 

 

 

 

 

 

G.                 Legal:

Attorney Mark McGrath reported the following:

·         Attorney Mark McGrath reported to the Board of Trustees that there was no new information available for the listed nuisance properties.  

·         Attorney Mark McGrath discussed with the Board that he is still waiting for the fair market evaluation for the property located at 310 Kathleen Street.

·         Attorney Mark McGrath presented the board of Trustees the corrected ordinance 03-12 disorderly conduct.

 

On roll call the vote was:

 

AYES: 4- Acting President John Owen, Trustees Pitcher, Bridgewater and N. Owen.

 

NAYS: 0

 

ABSENT: 1 Trustee Smith

 

There being 4 affirmative votes, the motion carried.

I:  NEW BUSINESS:

 

·         Acting President John Owen approved the Trick or Treat hours to be Wednesday October 31st from 5pm-8pm.

ADJOURMENT:

 

There being no more business to discuss, Acting President John Owen moved, seconded by Trustee Pitcher, to adjourn at 10:30 PM.

ALL IN FAVOR

Prepared by:   Megan Phillips, Village Clerk/Collector