Village of Stanford
08/24/2016 Regular Meeting Minutes
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VILLAGE OF STANFORD

100 W. BOUNDARY

STANFORD, IL  61774

 

PRESIDENT AND BOARD OF TRUSTEES

Wednesday August 24th, 2016

REGULAR BOARD MEETING OF THE BOARD OF TRUSTEES

 

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

I.                   ROLL CALL:

Present:  5– President John Owen, Trustees Dee Miller, Nydra Owen, Jeremiah Pitcher, and Jim Bridgewater

Absent: 2- Rodney Colclasure and Homer Smith

 Also present:  Police Chief Ed Petrey, Officer Dustin Carter, Scott Eidenmiller Rowanna Robles, John Grimes and Attorney Mark McGrath. 

II.               APPROVAL OF MEETING MINUTES:

The Board reviewed the July 21st, 2016 regular meeting minutes and August 2nd, 2016 special meeting.

Trustee Bridgewater moved, seconded by Trustee Pitcher to approve the July 21st, 2016 regular meeting minutes and August 2nd, 2016 special meeting minutes.

All in favor: 4- Trustees N. Owen, Pitcher, Miller and Bridgewater.

 

NAYS: 0

 

ABSENT: 2- Trustee N. Owen and Smith

 

There being 4 affirmative votes the motion carried.

 

 

 

III.            TREASURERS REPORT/ACCOUNT BALANCES/FINANCIAL REPORT:

Treasurer Eidenmiller reported the following to the Board:

  • The village auditor John Grimes presented the board with the annual financial report fiscal year ending April 30th, 2016, along with a management letter. Mr. Grimes summarized the report for the board. Mr. Grimes said everything looked good.

     

    Trustee Pitcher moved, seconded by Trustee N. Owen to accept John Grimes annual audit report ending April 30th, 2016.

     

        On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

     

    Trustee Pitcher moved, seconded by Trustee N. Owen to accept the management letter provided by John Grimes.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

     

  • Treasurer Scott Eidenmiller reported to the board while he was reconciling the bank accounts he notice a deposited that was made into our account, which was not the villages. Scott will go to the bank to have the deposit corrected. The board reviewed the financial report, account balances, and treasurer report.  

     

    Trustee Bridgewater moved, seconded by Trustee Miller to accept the financial report, account balances and treasurer’s report.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

     

IV.         III:      MONTHLY DISBURSAL:

  • The Board reviewed the monthly disbursal and account balances.

     

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

On roll call, the vote was:

 

AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

 

NAYS: 0

 

ABSENT: 2- Trustee Colclasure and Smith

 

There being 4 affirmative votes the motion carried.

 

V.                APPOINTMENTS:

No appointments at this time.

 

VI.             PRESENTATIONS:

No presentations at this time.

VII.         PUBLIC CONCERNS:

Rowanna Robles at 202 S. Grant still has concerns about the blind spot the fence the laborer’s erected has created. Her husband almost hit a child with their van, while trying to back out of their driveway. The child was simply walking down the sidewalk, and could not see that the van was exiting the driveway. Rowanna wondered if the fence was considered a structure. Attorney McGrath does not believe the fence is considered a structure. Attorney McGrath noted that the fence has caused a safety issue. Attorney McGrath suggested this may have to go back to the zoning board to possibly make some changes to the zoning rules. President Owen will contact the Laborer’s tomorrow about the fence, to see what can be done.

VIII.      EXECUTIVE SESSION MINUTES: 

               

The board reviewed the executive minutes on file. They would like to keep all the executive minutes closed at this time.

Trustee N. Owen moved, seconded by Trustee Bridgewater to approve the executive session minutes and to keep them closed.

 

On roll call, the vote was:

 

AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

 

NAYS: 0

 

ABSENT: 2- Trustee Colclasure and Smith

 

There being 4 affirmative votes the motion carried.

IX.             COMMITTEE REPORTS:

X.                STREETS/FINANCIAL:

Trustee Pitcher reported the following to the Board:

  • Trustee Pitcher has reviewed the DECO grants for the building and water meters.

  • Trustee Pitcher passed out the quarterly water audit. The board reviewed it. He will have the next audit done by October.

  • All other agenda 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:

 

  • The radio read programing has been completed. All the 2014 meters are working correctly with the radio reads. The 2003 meters that Mueller Systems said would work with the radio reads, do not work. The radio read is not compatible with the older meters. Trustee N. Owen will contact Illinois Rural Water is see if the can help install the rest of the meters. All the 2003 meters that was installed will have to be removed and replaced with the 2014 meters.

  • Trustee N. Owen is still looking into the well repairs that need completed.

  • The red water pit will be needing new media soon. Trustee N. Owen will look into this.

  •  All other agenda items have been tabled.

XIII.      Health, Welfare and Beatification:

Trustee Miller reported the following to the Board:

  • All agenda items tabled at this time.

XIV.       COMMUNITY DEVELOPMENT:

Trustee Smith was absent.

  • All agenda items tabled at this time.

XV.          POLICE:

         Trustee Coclasure was absent, Chief Petrey reported the following to the Board:

  • Chief Petrey presented the Board with a monthly report dated: 07/19/2016 to 08/18/2016.

  • Chief Petrey has been working on the inoperable vehicle ordinance. He has sent a draft to Attorney McGrath. Attorney McGrath and Chief Petrey will continue to work on this ordinance. 

  • Chief Petrey asked the board to make a grant to the McLean County Sheriff’s Reserves for the help during Good Old Days weekend. They has four officers on duty. Chief Petrey would like to grant $150.00 to them.

     

    Trustee Bridgewater moved, seconded by Miller to grant the McLean County Sheriffs Reserves for the amount $150.00 for their help at Good Old Days.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

     

  • All other agenda items have been tabled.

XVI.       LEGAL:

Attorney Mark McGrath reported the following to the Board:  

  • The contract with Norman Cockran on 114 W. Main Street expires in September. The board does not want to continue the contract with Mr. Cochran.

  • 310 N. Kathleen has been demolished. A dumpster need to be brought in so all the trash in the garage of the property can be removed.

  • 407 W. Boundary, the board asked for Clerk Phillips to research the property, to see where it stands and what bank now has control over the property.

  • 408 S. Division, still has not planted the trees required by the covenants. Trustee Pitcher will try to contact the property owner.

  • The board reviewed the gas contract agreement drafted by Attorney concerning Olympia Estates and Henderson-Weir. The contract states that the village will pay the remaining portion of the gas hook-ups for Olympia Estates if the lots are not sold by April, 2017.

     

    Trustee Pitcher moved, seconded by Trustee Bridgewater to approve the gas contract agreement for the letter of credit furnished by Henderson-Wier.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

  • The Homestead program changes were tabled.

  • The board discussed the zoning changes for 200 S. Grant that were recommended by the zoning board on April 30th, 2013. This recommended change was over looked on the village board agenda dated May 16th, 2013: “accepting the zoning board of appeals recommended to re-zone 200 S. Grant to F-Industrial”.

     

    Trustee N. Owen moved, seconded by Trustee Pitcher to accept the zoning change at 200 S. Grant to be zoned as F-Industrial.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

 

  • The board discussed the building supplies that will need to be purchased to finish the maintenance building. President Owen would like to purchase the supplies while Menards has their 11% sales running. The board would like to extend the spending authority to $10,000.00 a month for President Owen and Mike Boitnott until December 31st, 2016, for maintenance building purchases only. All receipts are to be approved by Trustee Pitcher.

     

    Trustee Pitcher moved, seconded by Trustee Miller to authorize President Owen and Mike Boitnott to make maintenance building purchases not to exceed $10,000 a month and for Trustee Pitcher to approve all receipts.

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

    NAYS: 0

     

    ABSENT: 2- Trustee Colclasure and Smith

     

    There being 4 affirmative votes the motion carried.

XVII.   NEW BUSINESS:

 

  • The board reviewed the bid from Williamson for the septic system for the new maintenance building. It’s $5,519.00 for a 750 gallon tank and $275.00 more for a 1,500 gallon tank.

     

    Trustee N. Owen moved, seconded by Pitcher to approve the bid from Williamson for the maintenance building septic, giving President Owen the authority to choose the tank size.

     

    On roll call, the vote was:

     

    AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

     

           NAYS: 0

          ABSENT: 2- Trustee Colclasure and Smith

          There being 4 affirmative votes the motion carried.

  • The board reviewed bid from Campbell Construction for the new maintenance building concrete work. The bid is for $14,050.00 to complete and finish the concrete.

Trustee Pitcher moved, seconded by Trustee Bridgewater to approve the bid from Campbell for the concrete installation and finishing.

On roll call, the vote was:

 

AYES: 4- Trustees, Miller, Bridgewater, N.Owen and Pitcher.

                        NAYS: 0

                        ABSENT: 2- Trustee Colclasure and Smith

                        There being 4 affirmative votes the motion carried.

  • All other agenda items tabled.

There being no further business to discuss, Trustee Pitcher moved, seconded by Trustee Bridgewater, to adjourn @8:52pm.

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