100 W. Boundary

Stanford, IL 61774

Minutes of the regular meeting of the President Pro Tem and Board of Trustees of the Village of Stanford, held at the Stanford Village Hall at 7:00 P.M.

3. INTERNAL AUDITOR’S REPORT:

Trustee Nydra Owen did not have a report at this time.

4. TREASURER’S REPORT:

Trustee Nydra Owen moved, seconded by Trustee Alwes, to approve the Treasurer’s Report as presented.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen and Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

*Attorney McGrath arrived at 7:05pm**

Trustee Nydra Owen moved, seconded by Trustee Alwes, to approve the Financial Report as presented.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen and Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

6.  MONTHLY DISBURSAL:

Trustee Nydra Owen moved, seconded by Trustee Alwes, to approve the Monthly Disbursal as presented and authorize the Treasurer to pay the bills.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen &Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

7.  APPROVAL OF MINUTES:

Trustee Nydra Owen moved, seconded by President Pro-Tem Geurts to approve the November 19, 2009 Regular Scheduled Minutes as amended with correction of spelling error.

All in Favor. AYE.

8.  TRUTH IN TAXATION HEARING AT 7:15PM

A Truth in taxation hearing was held for public imput to the Board about the proposed Tax Levy increase. A hearing must be held if the Tax Levy increases more than 5%.

The majority of the increase was attributed to the lease purchase of equipment, insurance and raising the capital expense for a possible new building for maintenance/Villlage Hall/Police Department.

Dave Phelps of 116 E. Main, had questions about the site of a possible new building.  The maintenance building located on Boundary/Armstrong has structural issues with the foundation/walls. If a new building was built a possible location would be the Village owned property on E. Main Street. Another possibility is to consolidate the Village Hall/Maintenance/Police Department into one location. There will be no option for a public vote the board makes the final decision.

President Pro-Tem Geurts also explained that the income for the Village is not going up and there are several repairs/maintenance issues that need to be addressed with the Village properties. Motor Fuel Tax pays for roadwork and there is no money at this time for drainage issues. 

Lynn Westhoff, owner of 106 W. Boundary, asked what a budget was for a new building. Trustee Johnalee Alwes stated that she has been in contact with Marty Vangas with the Economic Development Council for Federal/State assistance. Alwes stated that Vangas would like to tour the Village and get the public’s input on issues. 

9.  PRESENTATIONS:

A.  Steve Myers with the Farnsworth Group was present to answer questions about the Facilities Plan for the sewer project. 

Trustee Alwes requested of the Board to make a decision on which option, gravity or grinder, and accept the proposal so it may be turned into the IEPA. Once approved by IEPA for permitting more grants and possible Federal funds may be sought.

Myers suggested that since the DCEO grant application has already been turned in, see if we receive anything from them, then approve the Facilities Plan and in the mean time go after other grants such as STAG grants before decision is made.  

B.  Brad Bode, Water Operator, gave the annual water report from the IEPA’s routine inspection on November 10, 2009. The board reviewed the report and stated their response to be returned to the IEPA before the deadline.

10.  PUBLIC CONCERNS:

There were no public concerns.

A. Streets: 

1. President Pro Tem Geurts reported that the backhoe lease will expire in December 2010 not 2009 as previously reported.

2.  President Pro Tem Geurts stated that a resident has voiced a concern about a Village tree that hangs over their garage. Street Superintendent Boitnott has called B&W Tree Service for an estimate. B& W gave an estimate for some other trees that may need trimming in the near future.

Trustee Nydra Owen moved, seconded by Trustee Natasha Owen, to approve B & W tree service to cut/trim the tree at 400 W. Main street at $600.00; others on the list will be placed on the agenda.

On roll call the vote: 

AYES: 4 - President Pro Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried. 

B.  Drainage:

1. President Pro-Tem Geurts gave an itemized list of costs for the drainage issue from E. Main south to Boundary. The final costs would be approximately $17,785.00 for materials only, no labor or design, using an 18" culvert and $24,320.00 for materials only, no labor or design, using a 24" culvert. This is for informational use only and the consensus of the Board is there is not enough money at this time for this type of project.

2.  President Pro-Tem Geurts stated that Street Superintendent Boitnott, Trustee Chase and himself would re-evaluate the site on Circle Lane to try and correct their drainage issues. He also stated that he spoke with Jack Brand about draining unto his field. Brand stated he would speak with his father, the other owner of the land. This issue will remain on the January agenda.

C. Water:

Trustee Nydra Owen reported for water. 

1.  Trustee Nydra Owen reported that the electrical problem on well #4 has been repaired and is now working.

Layne Western has sent a quote for 1.) Removal, Inspection and Re-installation of well #4 and 2.) Repair and Rehabilitation of well #4. The Village has chosen Layne Western for this because they specialize in Municipal well work and has extensive knowledge of our wells because of previous work they have done. Also, there are limited contractors who are as specialized in this field of work.

Trustee Nydra Owen moved, seconded by Trustee Alwes to hire Layne-Western to scope, remove, inspect and reinstall well #4 not to exceed $11,500 plus per-diem, to wave bidding requirements due to Layne Western’s prior work history for the Village and for Layne-Western to furnish another quote for repair and rehabilitation after the scope has been completed.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen and Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.  

3. Lynn Westhoff, owner of 106 W. Boundary, was present to request partial payment be made by herself for a water bill that was left in her name by a  previous tenant.

President Pro-Tem Geurts moved, seconded by Trustee Nydra Owen, to waive the penalties of $39.49 from the water bill, but owner would be responsible for the remaining $257.84 as stated in the Municipal Code.

On roll call the vote was:

AYES: 3 - President Pro-Tem Geurts, Trustees Natasha Owen & Nydra Owen.

NAYS: 1 - Trustee Alwes.

ABSENT: 2 - Trustees Chase and Robles.

There being 3 affirmative votes, the motion carried.

4.  Michael Roberts, potential buyer of 423 W. Boundary, was present to request from the Board to approve the recommendation of the Zoning Board to allow him to change the zoning of said property from "A" Single Family Residence to "E" Business, so he may build and operate a taxidermy shop from that location.

President Pro-Tem Geurts moved, seconded by Trustee Natasha Owen, to approve the Zoning Board recommendations according to their Minutes of their December 16, 2009 meeting.

On roll call the vote was:

AYES: 4- President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase & Robles.

There being 4 affirmative votes, the motion carried. 

D. Health, Beautification & Welfare:

Trustee Robles absent, no report at this time. 

E.  Community Development:

Trustee Alwes reported for the committee.

1.  Treasurer Jassman stated she has checked with IMLRMA and the EMA volunteers are eligible for workers compensation if hurt but they are not able for reimbursement because they are not on the payroll. Attorney McGrath stated that in regards to unemployment, if the IRS would audit, they would argue that reimbursement are wages.

Trustee Nydra Owen moved, seconded by Trustee Natasha Owen, that there be no reimbursement for fuel for any EMA volunteer because it is that, a volunteer position.

On roll call the vote was:

AYES: 4- President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.  

2.  Trustee Nydra Owen moved, seconded by Trustee Alwes, to approve Res. 08-09: A Resolution of the Village of Stanford adopting the National Incident Management System (NIMS).

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

3.  Trustee Alwes reported that Marty Vangas with the Economic Council would like to hold a Public Forum and tour the community to get input on the needs of the Village infrastructure. If this is completed in a timely manner, we may be eligible for 2011-2012 Federal Assistance.

Trustee Nydra Owen moved, seconded by Trustee Natasha Owen, to authorize Trustee Alwes to coincide dates with Marty Vangas for a possible Public Forum and to advertise, the cost not to exceed $100.00

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

F. Police: 

1. Chief Moser reported that he obtained information about a possible animal storage facility for the Village. The facility would have to be constructed of a concrete pad, fenced, provide housing and someone available for food/water and be inspected by the Department of Agriculture annually. Chief Moser also stated that we would have to hire our own "animal control" officer. Tickets could be issued for impoundment offenses of animals running/being at large, once they are captured.

It was the consensus of the Board to table this issue until the January meeting. 

2.  Treasurer Jassman reported that the Police Department’s fines, funds are already a separate item within the General Fund.

G.  Legal:

1. 114 W. Main - No new information. 

2. Chief Moser advised that a court date of December 23, 2009 has been set for the eviction of 309 N. Division by the owner’s of the property. 

3.  Attorney McGrath reported that the Horath’s have been found guilty of violating the animal ordinance on two counts. They were fined $300 and Court costs and required to pay filing cost by April 15, 2010.

4.  Trustee Nydra Owen moved, seconded by President Pro-Tem Geurts, to approve Ordinance 11-09:An Ordinance for the Levy and Assessment of taxes for the corporate purposes of the Village of Stanford, McLean County, Illinois for the fiscal year of May 1, 2009 through April 30, 2010.

On rolll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried. 

5.  Attorney McGrath reported that there is several changes in the FOIA/Open Meetings Act in the coming year, the first being the Village will have to appoint a FOIA officer for all Freedom of Information requests that come in to the Village.

President Pro-Tem Geurts moved, seconded by Trustee Alwes, to appoint Kara Streenz, Village Clerk/Collector, to be the FOIA officer and authorize training when available.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.

11. NEW BUSINESS:

A.  Trustee Nydra Owen moved, seconded by President Pro-Tem Geurts, to repeal Ordinance 12-09: An Ordinance amending the Village of Stanford Municipal Code to provide amendments relating to payment for use of the Village waterworks system.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.  

B.  Trustee Nydra Owen moved, seconded by Trustee Natasha Owen, to approve Ordinance 14-09: An Ordinance amending the Village of Stanford Municipal Code to provide amendments relating to payment for use of the Village waterworks system.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried. 

C. Trustee Natasha Owen moved, seconded by Trustee Alwes, to approve a grant of $500.00 to Kris Kringle.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried. 

D.  Trustee Natasha Owen moved, seconded by Trustee Alwes, to approve the Treasurer to work as the Clerk on Wednesday, December 30, 2009 from 8am-noon and be paid the Clerk’s pay for the hours worked.

On roll call the vote was:

AYES: 4 - President Pro-Tem Geurts, Trustees Alwes, Natasha Owen & Nydra Owen.

NAYS: 0

ABSENT: 2 - Trustees Chase and Robles.

There being 4 affirmative votes, the motion carried.  

E.  President Pro-Tem Geurts advised, that all Board members would need to come into the office during business hours to review the Executive Session minutes before the January meeting for the semi-annual review. 

F.  The Board discussed the Intergovernmental Agreement with McLean County animal control and different options that the Board may take towards animal control within the Village. Trustee Natasha Owen is going to check with area vetranarians about possibly housing animals that are running at large.

President Pro-Tem Geurts moved, seconded by Trustee Alwes, to approve the  Intergovernmental Agreement with McLean County Animal Control.

On roll call the vote was:

AYES: 2 - President Pro-Tem Geurts and Trustee Alwes.

NAYS: 2 - Trustees Natasha Owen and Nydra Owen.

ABSENT: 2 - Trustees Chase and Robles.

There being a tie vote, the motion did not pass.

There being no further business to discuss, Trustee Natasha Owen moved, seconded by Trustee Alwes to adjourn the meeting.

All in favor.

Prepared by:

Kara M. Streenz

Village Clerk/Collector