Village of Stanford
06/16/2016 Regular Meeting Minutes
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VILLAGE OF STANFORD

100 W. BOUNDARY

STANFORD, IL  61774

 

PRESIDENT AND BOARD OF TRUSTEES

Thursday June 16th, 2016

REGULAR BOARD MEETING OF THE BOARD OF TRUSTEES

 

Minutes of the Regular Board Meeting of the Board of Trustees for the Village of Stanford, held at the Village Hall at 7:00pm.           

I.                   ROLL CALL:

Present:  7– President John Owen, Trustees Dee Miller, Jeremiah Pitcher, Jim Bridgewater, Homer Smith, Rodney Colclasure and Nydra Owen.

Absent: - 0

 Also present:  Police Chief Ed Petrey and Brad Hinch

II.               APPROVAL OF MEETING MINUTES:

The Board reviewed the May 19th, 2016 regular meeting minutes. Trustee Pitcher had one typo that needed corrected.

Trustee N. Owen moved, seconded by Trustee Pitcher to approve the May 19th, 2016 regular meeting minutes, with correction.

On roll call, the vote was:

 

AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

 

NAYS: 0

 

ABSENT: 0

 

There being 6 affirmative votes the motion carried.

 

 

 

III.            TREASURERS REPORT/ACCOUNT BALANCES/FINANCIAL REPORT:

Treasurer Eidenmiller reported the following to the Board:

  • Treasurer Eidenmiller reviewed and discussed the account balances with the board. Treasurer Eidenmiller informed the board that the sewer transfer for last month was not made. The transfer was made today to correct the account. 

     

    Trustee Pitcher moved, seconded by Trustee Colclasure to approve the treasurer’s report and account balance, with the transfer to sewer.

     

        On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

IV.         III:      MONTHLY DISBURSAL:

  • The Board reviewed the monthly disbursal and account balances.

     

    Trustee Pitcher moved, seconded by Trustee Bridgewater to approve the monthly disbursal. 

     

        On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

V.                APPOINTMENTS:

No appointments at this time.

 

VI.             PRESENTATIONS:

Brad Hinch discussed the demolition of 310 N. Kathleen Street with the board. He will bring in his large equipment and trucks for the job. Most of the cost of the project will be the costs of the landfill for the removed material. He could either break up all the concrete and fill in with top soil or break up and remove all materials to the landfill. The cost would go up if everything is trucked off to the landfill. If the concrete is buried, it must be buried at least five feet down to properly cover the concrete. Brad will send the village a quote with total removal, but the cost can be changed if the village helps with the project, hauling concrete off and hauling dirt in etc., if possible. To remove and haul away whole thing, he was thinking around $10,000.00, the cave in fill in would run $6,000.00. Brad will be sending the village quotes for the project. Mike Boitnott is checking with the county on the septic system.

VII.         PUBLIC CONCERNS:

No public concerns at this time.

VIII.      BUDGET APPROPRIATION

The board reviewed and completed the budget appropriation worksheet.  Clerk Phillips will send the worksheet template to McGrath’s Law Office so the ordinance can be created and ready for next month’s meeting.

IX.             COMMITTEE REPORTS:

X.                STREETS/FINANCIAL:

Trustee Pitcher reported the following to the Board:

 

  • The board discussed the electric service at the old maintenance building. All of the electric service is located at the on the south end of the building, the part of the building that needs to be demolished. The service needs to be moved into the other part of the building.

     

    Trustee Pitcher moved, seconded by Trustee Bridgewater to accept the quote from Koener Electric for electric service at old maintenance building, with the cost of Ameren hook up to be included.

     

    On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried

     

  • Trustee Pitcher will start the water account audit next week.

  • The board discussed the rental of a larger John Deere tractor with a bat-wing for mowing ditches. Martin-Sullivan quoted $3,500.00 for rental ending November 15th, 2016, not to exceed 50 hours. The board wanted to know what the rental time frame is because if we approve this tractor, we will not have delivery until almost July. Trustee Pitcher will contract Martin-Sullivan for the rental terms.

     

    Trustee N. Owen moved, seconded by Trustee Miller to approve the tractor from Martin-Sullivan for $3,500.00, based on Trustee Pitcher approval.

     

    On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

  • All other agenda items are tabled.

XI.             DRAINAGE:

          Trustee Bridgewater reported the following to the board:

  • All agenda items have been tabled.

XII.         Water:

Trustee N. Owen reported the following to the Board:

 

  • Trustee N. Owen reported that a few more meters have been installed.

  • Trustee N. Owen reported that the draw down on well # 4 cannot be completed at this time due to Early Bird quits running water.

  • The board reviewed the quotes received for the water plant roof. Three quotes were received. Collins Roofing, Casey Roofing and Wolf Roofing.

    Collins: $4,160.00 plus $30.00 per 4x8 sheet of OSB in needed

    Casey: $4,500.00 plus $1,500.00 if OSB needs replaced.

    Wolf: $6,120.00

     

    Trustee N. Owen moved, seconded by Trustee Pitcher to accept the quote from Collins roofing to replace the water plant roof.

     

    On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

  • The Board discussed the meter change out, and the procedure for non-complaint water customers. Non-compliant customers would be someone that refuses to let the village in their home to change the water meter out. The Board would like to implicate a $100.00 violation fee if this situation occurs. 

  • All other agenda items have been tabled.

XIII.      Health, Welfare and Beatification:

Trustee Miller reported the following to the Board:

  • Trustee Miller reported that the Village flower beds have been cleaned up and re-landscaped.

  • All agenda items tabled at this time.

XIV.       COMMUNITY DEVELOPMENT:

Trustee Smith reported the following to the Board:

  • All agenda items tabled at this time.

XV.          POLICE:

         Trustee N. Owen and Chief Petrey reported the following to the Board:

  • Chief Petrey presented the Board with a monthly report dated: 05/19/2016 to 06/16/2016.

  • The Board discussed body cameras for the police department, and the grant that was received for them. Chief Petrey received a grant for $5,473.86 to be used towards the purchase of the body cams.

     

    Trustee N. Owen moved, seconded by Trustee Colclasure to approve the purchase of the body cams with the grant money received, not to exceed $5,500.00.

     

     On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

  • All other agenda items have been tabled.

XVI.       LEGAL:

Attorney Mark McGrath was absent:  

  • No new changes with 114 W. Main Street.

  • 310 N. Kathleen, the board discussed the presentation by Brad Hinch on the demolition of the property.

     

    Trustee Pitcher moved, seconded by Trustee Bridgewater to accept the proposal from Brad Hinch on the demolition of 310 N. Kathleen, not to exceed $10,000.00.

     

    On roll call, the vote was:

     

    AYES: 5- Trustees Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    ABSTAIN: 1 – Trustee N. Owen (abstain goes with the majority)

     

    There being 6 affirmative votes the motion carried.

     

     

      

  • 408 S. Division has not planted trees, the tree’s planted are on the adjacent property.

  • President Owen reported that the maintenance building has been purchase from Menards. It will be delivered the week of July 4th.

  • President Owen discussed purchasing the blue prints for the new village hall/police station. He would like to construct a pole building on the current site that village hall is located at. This pole building would be finished with siding so its looks like a regular building.

     

    Trustee Pitcher moved, seconded by Trustee N.Owen to approve the purchase of the blue prints for the village hall/police station not to exceed $2,500.00.

     

        On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

  • The board reviewed prevailing wage ordinance 03-16.

     

    Trustee N. Owen moved, seconded by Trustee Pitcher to accept the prevailing wage ordinance 03-16.

     

    On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

     

     

XVII.   NEW BUSINESS:

 

Trustee N.Owen moved, seconded by Trustee Miller to approve flex hours for the Clerk from Memorial Day to Labor Day.

 

On roll call, the vote was:

 

AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

 

NAYS: 0

 

ABSENT: 0

 

There being 6 affirmative votes the motion carried.

 

  • The Board discussed the pork chop dinner meal voucher that the village provides the police officers with during Good Old Days. The board discussed extending the meal voucher to our state/federal legislators that attend Good Old Days.

     

    Trustee N. Owen moved, seconded by Trustee Pitcher to approve the meal vouchers for the on duty police officers and the legislators for the Good Old Days pork chop dinner.

     

     On roll call, the vote was:

     

    AYES: 6- Trustees N.Owen, Miller, Bridgewater, Colclasure, Smith and Pitcher.

     

    NAYS: 0

     

    ABSENT: 0

     

    There being 6 affirmative votes the motion carried.

     

  • All other agenda items have been tabled.

     

There being no further business to discuss, Trustee Pitcher moved, seconded by Trustee Bridgewater, to adjourn @9:11pm.

All in favor, AYE.

           

Recorded and prepared by: Megan Phillips, Clerk/Collector

*Meeting minutes are prepared by order of the agenda, not by the order of the meeting.