Village of Stanford
10/02/17 Special Meeting Minutes
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VILLAGE OF STANFORD

100 W. BOUNDARY

STANFORD, IL  61774

PRESIDENT AND BOARD OF TRUSTEES

Monday October 2nd, 2017

SPECIAL BOARD MEETING OF THE BOARD OF TRUSTEES

 

Minutes of the Special Board Meeting of the President and Board of Trustees for the Village of Stanford, held at Village Hall @ 7:00pm.

I.                   ROLL CALL:

Present: 4– President Jeremiah Pitcher, Trustees Lisa Eidenmiller, Homer Smith, and Normadee Miller.

Absent: 2- Trustees Josh Scott and Nydra Owen

Also Present: Treasurer Scott Eidenmiller

II.               Financial Audit (John Grimes):

  • The board reviewed the management letter and the financial audit reported prepared by CPA John Grimes.

     

    President Pitcher moved, seconded by Trustee Miller to accept the management letter prepared by John Grimes (CPA).

    On roll call, the vote was:

     

    AYES: 4- President Pitcher, Trustees Eidenmiller, Smith and Miller

     

    NAYS: 0

     

    ABSENT: 2- Trustees Scott and N. Owen

     

    There being 4 affirmative votes the motion carried.

     

    President Pitcher moved, seconded by Trustee Eidenmiller to accept the annual financial report prepared by John Grimes ending April 30th, 2017.

     

    On roll call, the vote was:

     

    AYES: 4- President Pitcher, Trustees Eidenmiller, Smith and Miller

     

    NAYS: 0

     

    ABSENT: 2- Trustees Scott and N. Owen

     

    There being 4 affirmative votes the motion carried.

III.            Zoning Board Resignation:

  • The board received a resignation letter from Josh Phillips for the zoning board.

     

    President Pitcher moved, seconded by Trustee Eidenmiller to accept the resignation from Josh Phillips for the zoning board.

     

    On roll call, the vote was:

     

    AYES: 4- President Pitcher, Trustees Eidenmiller, Smith and Miller

     

    NAYS: 0

     

    ABSENT: - Trustees Scott and N. Owen

     

    There being 4 affirmative votes the motion carried.

IV.             IML intergovernmental cooperation contract:

  • The board reviewed the intergovernmental cooperation contract presented by Illinois Municipal League. At this time the board would like to table this matter until more research is done.  

V.                Committee chairs:

  • President Pitcher would like to table the committee chair selections until he can have further discussion with the new board member Josh Scott.

VI.             Town-wide clean-up day:

  • The board reviewed the quotes received from Neville Trucking and Republic Trash Services. Neville quoted $650.00 a truck for the clean-up day, they will not take appliances, tires, and construction materials. Republic quoted 4 laborers with 2 trucks at $3,450.00 and $1,700.00 for any additional trucks. They also will not pick up appliances, tires or construction materials. More research needs to be done on the matter. The board would like to start saving for the project to be completed in the spring. This matter has been tabled.

VII.         Christmas decorations:

  • Trustee Miller has been checking into the street light banners. Trustee Miller has received some flyers from decoration companies and she has been reviewing them. Trustee Miller needs to check with Mike Boitnott on the sizes of banners that is needed. Treasurer Eidenmiller informed that Mackinaw orders their banners in March when they are on sale. This matter has been tabled.

     

VIII.      HVAC for 206 W. Main:

  • The board reviewed the quote received from Josh Phillips for the repairs and moving of HVAC system from the current village hall to the new building. The quote is for all the attic repairs to duct work and line sets. Also for the removal of the new HVAC system at the current village hall to the new building. This also includes moving the generator to the new building and inspection of the attic exhaust fans.

     

    President Pitcher moved, seconded by Trustee Smith to approve the HVAC quote from Josh Phillips at $5,600.00.

     

    On roll call, the vote was:

     

    AYES: 4- President Pitcher, Trustees Eidenmiller, Smith and Miller

     

    NAYS: 0

     

    ABSENT: 2- Trustees Scott and N. Owen

     

    There being 4 affirmative votes the motion carried.

IX.             Roof at 206 W. Main (New Village Hall):

  • The board reviewed the roof quotes received from Campbell Construction, Wolf Roofing and Collins Roofing.

    Collins: Shingled Roof $11,995.00 plus $30.00 per additional pieces of OSB that may be needed.

    Wolf Roofing: Shingled Roof $13,500.00 for Landmark Shingles and $14,800.00 for the Landmark Pro. Shingles.

    Campbell Construction: Steel roof $14,645.00 and Shingled $10,800.00.

 

Trustee Smith moved, seconded by Trustee Eidenmiller to accept the roof quote from Campbell Construction for a steel roof at 206 W. Main at $14,645.00.

On roll call, the vote was:

 

AYES: 4- President Pitcher, Trustees Eidenmiller, Smith and Miller

 

NAYS: 0

 

ABSENT: 2- Trustees Scott and N. Owen

 

There being 4 affirmative votes the motion carried.

 

 

President Pitcher moved, seconded by Trustee Miller to adjourn at 8:10pm.

All in favor, AYE.    

 

Recorded and prepared by Clerk Megan Phillips

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