Meeting Minutes

Village Council Meeting Minutes

Village of Chapin

Minutes of Board of Trustees’ Meeting

June 8, 2011

Village President Bryce McCormick called the meeting to order at 7:00 p.m. The following trustees were present for the roll call: Drake, Hamilton, and Brockhouse. Village Clerk Bridgewater was absent. Also present were Village Treasurer Ellen Simons, assistant treasurer Wendy Bridgewater (arrived after roll call), Police Chief Ed Mohan, and Village Attorney, H. Allen Yow. Due to the absence of the Clerk, Attorney H. Allen Yow was unanimously approved to act as recording secretary for the meeting.

Minutes –

Minutes of the May 11, 2011 regular Board meeting and the May 24, 2011 special board meeting were reviewed. Trustee Brockhouse moved to approve the minutes as presented. Trustee Drake seconded the motion. The motion was approved by the unanimous vote of the trustees present and President McCormick.

Bills and Transfers –

President McCormick discussed the bills and transfers. Trustee Luttrell made a motion to approve the bills and transfers as presented along with the payment of Shane Carriger’s 2010 compensation ($600.00) for serving as the Chief of the fire department. Trustee Hamilton seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; President McCormick, yes; the motion carried 4-0.

Financial Report-

President McCormick and Wendy Bridgewater provided the financial report to the Trustees. It was decided to close the General Fund MMS account and deposit the existing funds of $4,528.20 into the Village’s General Fund and Chapin State Bank. It was also decided that upon the maturity of the Motor Fuel Tax certificate of deposit on June 10, 2011, to deposit the funds into the Village’s Motor Fuel Tax Fund at Chapin State Bank. Trustee Drake made a motion to approve the financial report as presented along with crediting the water and sewer account of 211 Superior Street the sum of $32.21. Trustee Hamilton seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; President McCormick, yes. The motion carried 4-0.

The trustees also directed the Village Attorney to prepare an application to obtain property tax exemption for the firehouse property.

Committee Reports :

Chapin Fire Department Report -

No report was provided to the trustees.

Public Safety-

Trustee Drake advised that the committee recently met and discussed the status of the loan owed by the Chapin Volunteer Fire Department to the Village of Chapin. The committee has recommended that the Village forgive the indebtedness of some $33,666.05. The Village’s attorney was directed to draft a resolution for the July Board of Trustees meeting. The committee has also discussed the need for the fire department to create a calendar setting for the annual training of the firemen. There was also a discussion regarding repairs to be made to the firehouse.

Water and Street Superintendent’s Report –

Water and Street Superintendent Todd Berry’s written report was reviewed by the trustees. He reported that (a) he recently sold old water meters for scrape and received $422.00; (b) the Village clean-up cost $1,793.99 and the Village saved over $600.00 by having the dumpsters picked up on Monday instead of Sunday; (c) the inspection and cleaning of the water tower can wait until 2012; and (d) the IEPA inspection of the plant went well.

There was a discussion regarding the Motor Fuel Tax projects for 2011. The Village will contact its engineers to begin the process of identifying the streets to be paved and to bid the project.

Trustee Brockhouse made a motion to approve the report. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; President McCormick, yes. The motion carried 4-0.

Police Report –

Chief Ed Mohan gave the police department report and also provided a written report. He reported that during the month of May 2011 the department worked a total of 61.5 hours bringing the total hours for the year to 341.75. The Village received three checks from the Morgan County Circuit Clerk’s office: $508.90 for citations paid during the month of April; $16.00 for E-Citation fees, and $80.00 for the Police Vehicle Fund.

Chief Mohan also discussed the possibility of hiring another part-time officer. President McCormick referred the issue to the Public Safety Committee for consideration. No action was taken by the trustees.

Trustee Brockhouse made a motion to approve the police report as presented. Trustee Drake seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; President McCormick, yes. The motion carried 4-0.

Chapin Rescue Squad Report –

President McCormick gave the report. He reported that (a) the 3-H-99 has had a new motor installed and will have a radio installed soon; (b) the Medicare packet has been completed and the license for billing should arrive soon; (c) the squad has responded to 46 calls so far in 2011; (d) the State of Illinois will soon mandate electronic billing and it will be necessary for the Village to purchase the equipment necessary to meet the mandate; and (e) he is in attempting to locate reasonably priced billing software.

Trustee Brockhouse made a motion to approve the Chapin Area Rescue Squad Report. Trustee Drake seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; and Brockhouse, yes. The motion carried 3-0.

Old Business

Water Project . John Calise of Benton & Associates provided a status report to the Board regarding Water Supply Project. By June 15, 2011, his office will submit the Village’s permit application to the IEPA.

IDOT Utility Relocation . John Calise reported that as of June 8, 2011, IDOT had not signed the Utility Relocation Agreement but is expected to do so soon. Easements for the project are being prepared. It was decided that President McCormick will circulate the easements to the landowners.

NPDES Permit. John Calise discussed the status of the discussions with the IEPA regarding the fecal coliform and dissolved oxygen permit limits for the Village. There was a discussion regarding a compliance schedule to be submitted to the IEPA. Trustee Brockhouse made a motion to approve an Engineering Services Agreement with Benton & Associates, Inc. related to the development and execution of a sampling plan to deal with the NPDES Permit issue at a cost of $3,500.00. Trustee Drake seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; and President McCormick, yes. The motion carried 4-0.

. Schoonover Property . The Village Attorney advised the trustees of the judgment that was entered in the case on May 25, 2011. No action was taken on this issue.

Recycling Bin . President McCormick advised that he is looking into the issue and will report back to the Board at the July meeting.

Non-Highway Vehicles . Trustee Hamilton made a motion to approve Ordinance No. 2011-3 entitled An Ordinance Establishing Rules for the Operation of Non-Highway Vehicles on Streets. Trustee Brockhouse seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; and President McCormick, yes. The motion carried 4-0.

New Business

Summer Sewer Rates . Trustee Drake made a motion to approve the Village’s summer sewer rates to be reflected on customer billing statements for the months of July, August, September and October. Trustee Hamilton seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; and President McCormick, yes. The motion carried 4-0.

Prevailing Wage Ordinance . Trustee Drake made a motion to approve the Prevailing Wage Ordinance (Ordinance No. 2011-4). Trustee Brockhouse seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; and President McCormick, yes. The motion carried 4-0.

Trustee Drake made a motion to adjourn the meeting at 9:15 p.m. Trustee Hamilton seconded the motion. On a roll call vote, the following votes were cast: Drake, yes; Hamilton, yes; Brockhouse, yes; and President McCormick. The motion carried 4-0.

The meeting was adjourned at 9:15 p.m.

Respectfully submitted,

H. Allen Yow, Recording Secretary

Village of Chapin

Minutes of Board of Trustees’ Meeting

May 11, 2011

Village President Bryce McCormick called the meeting to order at 7:00 p.m. The following trustees were present for roll call: Hamilton, Drake, Brockhouse and Hummer, Luttrell. Also present was Village Treasurer Ellen Simons and Assistant Treasurer Wendy Bridgewater. Guests include John Calise from Benton & Associates, arriving around 8:00 p.m.

President McCormick then read the results as given to him from the county clerk. Only two people were seeking the three open trustee positions, resulting in Trustee Brockhouse and Trustee Hamilton both being reelected. The election results in an open trustee position. Since the Village currently has no clerk, President McCormick gave Trustee Hamilton and Trustee Brockhouse the oath of office. Wendy Bridgewater was then appointed to temporary Village Clerk until a replacement could be found.

Minutes –

Minutes from both the April regular meeting and executive session minuets were reviewed with no additions or corrections. Trustee Brockhouse made a motion to approve the regular meeting minutes and executive session minutes from April 14, 20ll. Trustee Hamilton seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

Trustee Luttrell made a motion to approve the bills and transfers as presented with additional credit to Barb Mattes in the amount of $9.27 for a water leak that did not infiltrate the sewer. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Financial Reports –

President McCormick presented the financial reports to the trustees. It was noted that at the time of the meeting there was only one account more than three months behind on payment. It was also discussed to add Ellen to the signature card, while keeping Wendy on as well as a backup. This would leave Bryce McCormick, Ken Drake, Ellen Simons and Wendy Bridgewater all able to sign for the Village of Chapin for financial documents.

Trustee Brockhouse made a motion to approve the financial reports as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Committee & Department Reports –

Water & Street Superintendent Report –

Superintendent Todd Berry gave his report via written report. Gave details on the work being done on the plow truck and that the replacement of the South Lift stations pumps quote was forthcoming.

Discussion on summer mowing help was conducted, as well as selling the older of the two mowers at the end of this year’s mowing season. Jim Criss donated soil to the Village, and will be stored at the Village Hall until needed. Trustee Drake made a motion to approve Superintendent Berry’s report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Police Department Report –

Village President McCormick gave the police report via written report. The department worked a total of 71 ¾ hours in April. Discussion was given to training needs if Village President McCormick were to remain administrative chief of the department. It was then decided the Village would promote Patrolman Ed Mohan to Acting Chief and given a review period to measure performance. Trustee Luttrell made a motion to approve the police department report as presented and name Ed Mohan Acting Chief. Trustee Brockhouse seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Fire Department Report –

Fire Chief Shane Carriger presented the report via written report. The regular meeting of the Department was held in April, with members discussing past calls and working on equipment.

The public safety committee held a meeting with the Fire Department to discuss various items from training, vehicles, and building maintenance. No items were brought up for action at this time. Village President McCormick felt that the public safety committee was better suited to interact with the Fire Department, and would only conduct the annual review of the department based on the Village Ordinance. The Public safety committee would meet with the FD to ensure the needs of both firefighters and the Village were being met. Trustee Drake made a motion to approve Fire Department report as presented and Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Rescue Squad Report –

Bryce McCormick, Chief, presented the rescue squad report, since the squad was responding to a call at the time of the meeting. The squad has 40 calls year to date. The 2007 ambulance was still having warranty work being completed at Crossroad’s Ford in Springfield. The CARS was awarded a matching grant of $100.00 cash to purchase 4 gas detectors from the Park Forest Fire Department. The total cost on these detectors is $200.00. Additional discussion was given to in house billing. Information will be given to the public safety committee for their review. Trustee Luttrell made a motion to approve report as presented and purchase the gas detectors. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Public Safety Committee –

The committee met with the fire department, and will continue to meet with the FD on a regular basis, as discussed in the FD report.

Crisis and Emergency Management –

Board President Bryce McCormick reported that TrueLine Communication would like to change the outdoor warning siren batteries for $200.00 when putting in the new radio. Discussion found that these batteries should be changed every 2 years, and that this purchase was necessary. Both GTSi and TrueLine will be onsite June 17 th to reprogram village radios to narrow band compliance.

Old Business – Water system upgrade/utility projects –

John Calise from Benton & Associates reported that they have met with IDOT and IEPA on upcoming projects. Village President McCormick was also in attendance at the meetings. President McCormick discussed his concerns with safety at the new exit into the village and how the road would dead-end at the current gas station. IDOT felt these issues had been approved by past Village officials, and no change was going to be made. IDOT would like the Village to take over roads from the Village to the Chapin Cemetery to the Bethel once the new road is complete through jurisdictional transfers. Taxation for revenue of these roads was discussed, with Attorney Yow’s input being needed before an answer could be given.

Mr. Calise would like to have a meeting to work on an engineering service agreement for the utility relocation project, NPDES project update, and WTP project on may 24, 2011 at 6:00 p.m. at the Village Hall. This date worked for all those present, and with no other discussion, the next order of business was presented.

Trustee Brockhouse made a motion to approve Amendment No. 3 to Agreement for Engineering Services Related to Water System Improvements. The lump sum cost of Engineering Services to be provided as authorized by this Amendment is $110,000. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Recycle Bin –

President McCormick reported that Busters had not returned phone calls about that project at this time.

Ordinance Approving the Operation of Non-Highway Vehicles-
Discussion on the proposed ordinance included reducing the fee to $75.00 and allowing any motor type to be allowed. Minimum insurance would be at least $150,000 for liability. These changes would be placed in the ordinance for consideration at the next meeting.

New Business –

Water/Sewer rate Increase –

In accordance with the Water and Sewer Ordinance, the annual 3% increase was discussed by the trustees. Trustee Drake made a motion to increase both rates by the 3% outlined in the Village Ordinance. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes. Motion carried 5-0.

Correspondence –

A letter was received from the FCC discussing the need for narrow banding of all radio frequencies. The Village is already prepared for this mandate, thus no action is needed.

Trustee Drake made a motion to adjourn the meeting. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, yes; Hamilton, yes and McCormick, yes. Motion carried 6-0.

The meeting was adjourned at 9:15 p.m.

Respectfully submitted,

Bryce McCormick, Village President

Village of Chapin

Minutes of Board of Trustees’ Meeting

March 9, 2011

Village President Bryce McCormick called the meeting to order at 7:00 p.m. The following trustees were present for roll call: Hamilton, Drake, Brockhouse and Hummer. Trustees Luttrell and Bridgewater were absent. Also present Village Clerk Marsha Homer, Village Treasurer Wendy Bridgewater, Village Attorney Allen Yow and Rescue Squad Assistant Chief Zach Price. Guests include John Calise from Benton & Associates.

Minutes –

It was noted that March 3, 2011 was date stated at last meeting for Schoonover trial. The actual date was March 4, 2011. Trustee Brockhouse made a motion to approve the regular meeting minutes and executive session minutes from February 9, 20ll, as well as special meeting minutes from March 3, 2011. Trustee Drake seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

Trustee Brockhouse made a motion to approve the bills and transfers as presented with additional bill to Rid-All Pest Control for $60.00 from general fund. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Financial Reports –

President McCormick presented the financial reports to the trustees. Two certificates of deposit are coming due in March. One will be renewed for six months and the other will be renewed for 12 months. President McCormick also reported that several certificates will be coming due in April and that the board would need to review options to renew or redeem depending on upcoming water project costs.

A request for portion of sewer bill to be reduced from resident at 719 Morgan was denied. Trustee Hummer made a motion to approve the financial report as presented. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Committee & Department Reports –

Water & Street Superintendent Report –

Superintendent Todd Berry gave his report via written report. Berry inquired about using phone dialer to notify him when water tower got below a certain point.

Todd would like to check on the cost to replace the old pumps at the south lift station. He stated no engineers would be needed. The four-wheel drive on plow truck will be fixed and not sure if we need another plow truck. On February 28, 20ll work to replace bad boards, scraping and painting began on picnic tables. Todd will be receiving some parts to hook the pilot up to raw water for two weeks and get some data on that. Then the pilot testing will be over. Trustee Drake made a motion to approve Superintendent Berry’s report as presented. Trustee Hummer seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Police Department Report –

Chief Martin Coad presented the report via written report. The department worked a total of 62.5 hours in February. This brings the total for the year to 140.5 hours. Martin has the final copy of Policy and Procedures manual. There will be a copy on the computer for the officers to read, print and sign a form that they have received the manual. Trustee Hummer made a motion to approve the police department report as presented. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Fire Department Report –

Fire Chief Shane Carriger presented the report via written report. The regular meeting of the Department was held February 9, 2011. Mike Guinn and Clint Beams were re-elected as Assistant Chiefs. The chain of command discussion was tabled until a later date. The current captains are retained for the time being.

Training/Firefighter II class is scheduled for March 10, 2011 and March 23, 2011. GTSI will be at the firehouse June 17, 2011 to bring the radios up to narrow band compliance. It was noted that the tanker truck had been backed into a wall doing damage to the wall. There was discussion on getting the wall repaired. It was decided to have an insurance adjuster look at the damage before any action is taken. Trustee Drake made a motion to approve Fire Department report as presented and Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Rescue Squad Report –

Zach Price, Assistant Chief, presented the rescue squad report. The squad has twenty-five calls year to date. The 2007 ambulance was taken to Bill’s Service to be serviced. He found a problem that may still be under warranty because of a recall. The squad was taken to dealer and fixed under warranty. The two front tires also need to be replaced. The department will get bids for the tires. The department needs to adopt Americas billing schedule. Trustee Brockhouse made a motion to approve report as presented and adopt new billing schedule so it is the same as Americas. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Public Safety Committee –

The committee is working on hiring a Police Chief to replace Martin Coad.

Crisis and Emergency Management –

Board President Bryce McCormick presented quotes from GTSI and Trueline for narrow band radios. He will check to see if storm siren is already compliant.

Old Business –Water system upgrade/utility projects –

John Calise from Benton & Associates reported that they have spoke with IDOT on jurisdictional transfer issues.

Mr. Calise presented the board with proposed design schedule. The red blocks on the schedule indicate dates that the Board of Trustees will need to meet with Bentons. A tentative meeting date has been set for March 31, 2011 at 6:00 p.m.

There was discussion on the emergency interconnect with Exeter/Merritt Water Coop. The Village Attorney will begin drafting a water purchase agreement.

Recycle Bin –

President McCormick reported that he plans to have a representative from Waste Management, Busters and Allied to discuss recycling issue at next regular board meeting.

New Business –

522 Superior –

There was general discussion on the property at 522 Superior. The structure is not locked and secure. Trustee Drake made a motion to send letter to owner of property declaring property to be in violation of nuisance ordinance. Trustee Hummer seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Hummer, yes; Luttrell, absent and Bridgewater, absent. Motion carried 4-0.

Trustee Hamilton left meeting at 8:30 p.m.

Correspondence –

A letter was received from Village Clerk Marsha Homer asking the board to accept her resignation. She will work until the end of the fiscal year.

At 8:35 p.m., Trustee Drake made a motion to go into executive session to discuss pending litigation. Trustee Hummer seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Brockhouse, yes; Hummer, yes; Bridgewater, absent; Luttrell, absent; Hamilton, absent and McCormick, yes. Motion carried 4-0.

At 9:00 p.m., President McCormick called the Board back into open session. On a roll call the following trustees were present: Drake, Brockhouse, Hummer. Village Clerk Marsha Homer and Attorney Allen Yow were also present. No further action was taken.

Trustee Hummer made a motion to adjourn the meeting. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Brockhouse, yes; Hummer, yes; Bridgewater, absent; Luttrell, absent; Hamilton, absent and McCormick, yes. Motion carried 4-0.

The meeting was adjourned at 9:04 p.m.

Respectfully submitted,

Marsha Homer, Village Clerk

February 9, 2011

Village President Bryce McCormick called the meeting to order at 7:10 p.m. The following trustees were present for roll call: Hamilton, Luttrell, Drake, Brockhouse and Hummer. Trustee Bridgewater was absent. Also present Village Clerk Marsha Homer and Chief of Police Martin Coad. Guests include Clista Hoots, Doris Portwood and Robert Miller.

Minutes –

Trustee Luttrell made a motion to approve regular meeting minutes as presented. Trustee Brockhouse seconded the motion. The motion was approved by a unanimous vote of the trustees present. Trustee Brockhouse made a motion to approve executive session minutes as presented and Trustee Hummer seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

Trustee Hamilton made a motion to approve the bills and transfers as presented with additional bills to Todd Berry for $2.41 from water fund for postage reimbursement, Farm Plan for $29.99 from general fund for purchase of jack and $38.10 from rescue squad fund for oxygen. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Financial Reports –

President McCormick presented the financial reports to the trustees. The MMS Police Fund was closed and transferred to Police Fund checking account to avoid bank service fees due to balance requirements. Trustee Hummer made a motion to approve the financial report and approve $14.42 sewer credit to resident at 411 Superior due to water leak. Trustee Brockhouse seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Committee & Department Reports-

Water & Street Superintendent Report –

Superintendent Todd Berry gave his report via written report. Berry thanked the board for the help he was given during the snowstorm. The board discussed the recent snowstorm and what can be done to be better prepared in case of another big snow. The four-wheel drive is not working on the plow truck and will be repaired. There was general discussion on the need for a different plow truck and the need for a 50-gallon transfer fuel tank so that if gas station is not open we have a fuel supply. Quotes for a 50-gallon transfer tank will be presented at next regular board meeting. Kent Aufdenkamp helped push back some snow and opened some roads the village plow truck could not get open. Superintendent Berry suggested the Village compensate Kent for fuel. President McCormick asked that we make a note to discuss purchasing chains for current plow truck if a different plow truck has not been purchased by fall and to also look into getting some snow fence at the September, 2011 meeting.

A fuel pump for the gen set has been ordered and water has been pumped at the plant with both of the generators. Trustee Brockhouse made a motion to approve Superintendent Berry’s report and to approve $100.00 to Kent Aufdenkamp for his assistance plowing snow. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Police Department Report –

Chief Martin Coad presented the Police Department Report. He reported that during the month of January the department worked a total of 78 hours. The Village received two checks from the Morgan County Circuit Clerk’s office: $40.00 for the police vehicle fund and $933.87 for fines collected during the month of December 2010.

Chief Coad thanked the board for everything they have allowed him to do to bring the Department up to date and advised the board that his last day with the department would be May 1, 2011. He will be going back to work with the South Jacksonville Police Department. He said he would help find and train a replacement. The Public Safety Committee will set a meeting date to discuss Chief Coad’s replacement. Trustee Drake made a motion to approve police department report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Fire Department Report –

Fire Chief Shane Carriger presented the report via written report. Shane reported that Assistant Chief Clint Beams and himself had met with Village President Bryce McCormick to discuss several issues including the need for additional training hours and better documentation of training. In the spring, hydrant testing will take place. The hydrants will be painted according to the amount of water the hydrant flows.

Information for the formation of a Fire Protection District has been received.

A few bids have been received for reworking the furnace system in the firehouse. The board would like to see some more quotes and efficiency reports. Trustee Drake made a motion to approve Fire Department Report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Rescue Squad Report –

Trustee Hummer presented the rescue squad report. The squad has nineteen calls to date for the year and had first transport to Sprinfield in January. New officers for the year have been selected. The squad would like to add EMT-B Amy Archer to roster.

A thousand dollars was received from the Louis Floyd Estate. The squad would like to use this along with $500.00 received from Cargill to purchase the following supplies: K-12 saw $1,000.00, broselow bag $400.00, and clipboard $50.00. Trustee Brockhouse made a motion to approve adding Amy Archer to roster, the purchase of the requested supplies and the report as presented. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

Old Business –

Schoonover property – A trial date has been set for March 3, 2011.

Village President McCormick gave a brief update on the new water system, interconnects with Exeter Merritt and utility projects. A meeting has been set for March 3, 2011 at 7:00 p.m. at Chapin Village Hall with IDOT to discuss final plans and what expenses the Village will be responsible for.

The recycle bin was tabled until next month because no new information has been received.

President McCormick presented Mediacom quotes for Internet and phone lines. The board would also like to get quotes for Frontier package.

New Business –

Chapin Big Country Days –

Clista Hoots and Doris Portwood informed the board that Chapin Big Country Days will be held August 12 th & 13 th. They also told the board that Ameren would not restore power to a meter base that is used during Big Country Days because it is in need of repair. There was general discussion on this issue and it will be looked into to see what cost of repair will be.

Correspondence –

A letter was received from Village Treasurer Wendy Bridgewater asking the board to accept her resignation. Her last day will be April 29, 2011.

At 8:55 p.m. Trustee Drake made a motion to go into executive session to discuss department evaluations. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Hummer, yes and Bridgewater absent. Motion carried 5-0.

At 9:40 p.m. President McCormick call Board back into open session. The following trustees were present for roll call: Hamilton, Luttrell, Drake and Brockhouse. Trustees Bridgewater and Hummer were absent. Village Clerk Marsha Homer was also present. No further action was taken.

Trustee Drake made a motion to adjourn the meeting. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, absent and Hummer, absent. Motion carried 4-0.

At 9:41 p.m. the meeting was adjourned.

Respectfully submitted,

Marsha Homer, Village Clerk

Village of Chapin

Minutes of Board of Trustees’ Meeting

January 12, 2011

Village President Bryce McCormick called the meeting to order at 7:05 p.m. The following trustees were present for roll call: Hamilton, Luttrell, Drake, Brockhouse, Bridgewater and Hummer. Also present Village Clerk Marsha Homer, Chief of Police Martin Coad, Fire Chief Shane Carriger and Village Treasurer Wendy Bridgewater.

Minutes –

Trustee Brockhouse made a motion to approve regular meeting minutes as presented and amend special meeting minutes to Trustee Luttrell was present for roll, not Trustee Brockhouse and Trustee Luttrell seconded the motion to adjourn, not Trustee Brockhouse. Trustee Hummer seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

Trustee Luttrell made a motion to approve the bills and transfers as presented with additional bills to Bill’s Parts & Service for $63.06 from Police Fund, Farm Plan for $63.98 from Water Fund and $315.00 to Zumbahlens from General Fund. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Trustee Drake made a motion to adjust sewer portion of Charles Cochran bill per written request from Charles Cochran due to outside faucet left on. Account will be credited $122.08. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Financial Reports –

President McCormick presented the financial reports to the trustees. Water Surplus/Depr certificate of deposit will come due this month. The certificate will be renewed for three months. Future distributions to the Martha Allen Fund from US Bank Trust Department will be sent ACH. A motion by Trustee Brockhouse seconded by Trustee Hamilton was made to approve the report as presented. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Committee & Department Reports –

Water & Street Superintendent Report –

Superintendent Todd Berry gave his report via written report. Berry reported the air compressor on the pilot program keeps blowing fuses. The old gen set has been wired and was taken to the tower to be exercised. It worked great. He is still working to fix the fire hydrant leak on Superior Street. Dick has started the 2011 inventory.

Todd made a request for a jack for the trailer, a fuel pump and paint for the Village Hall.

Trustee Luttrell made a motion to approve Superintendent Berry’s report and approve purchase of paint and jack not to exceed $250.00 and the ability to replace fuel pump. Trustee Hummer seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Police Department Report –

Chief Martin Coad presented the Police Department report. He reported that during the month of December the department worked a total of 97.5 hours. This brings the total hours worked for 2010 to 1410.5. The Village received two checks from the Morgan County Circuit Clerk’s office: $85.00 for the police vehicle fund and $854.94 for fines collected during the month of November.

Chief Coad met with Dave Fellows from Illinois Law Enforcement Alarm System. They would like for the department to join for $50.00 per year. This is a mutual aid agreement. Martin also presented the board with two bids to replace the lights on the side of the squad car to be compliant with federal guidelines. He also informed the board that he had received via email the resignation of Don McIntire effective immediately.

Trustee Luttrell made a motion to approve the purchase of lights from TrueLine Communications, Inc. for $350.00. Trustee Hummer seconded this motion. . On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

A motion by Trustee Drake seconded by Trustee Brockhouse was made to accept the resignation of Don McIntire. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Trustee Drake made a motion to approve the police department report as presented and approve $50.00 fee to enter into ILEAS mutual aid agreement. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Chapin Fire Department Report –

Fire Chief Shane Carriger presented the Fire Department report. Chief Carriger reported that bids have been received for the heating system in the firehouse and that the fire department has been actively looking at engines to replace Engine 2. Prices are across the board from $80,000.00 for a used engine to $230,000.00 for a new engine. He asked the board for guidance on this issue.

Training/Firefighter II class is scheduled for January 13, 2011 and January 26, 2011. Trustee Drake made a motion to approve report as presented. Trustee Bridgewater seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Crisis and Emergency Management Report –

President McCormick reported the all Village radios must be band compliant by June 2011. Trustee Drake made a motion to approve report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Chapin Area Rescue Squad –

Trustee Hummer gave the CARS report. He reported that the squad had a total of seventy-three calls last year, with sixteen of them being transport. The squad purchased a Lifepack 12 for $50.00. It will need to be locked into defib mode for now. Wendy Bridgewater has completed fifty pages of the Medicaid /Medicare paperwork. The squad has postponed election of officers until next months meeting and has two new members, Nick Gregory and Kathy Miller for the Board of Trustees approval.

Trustee Hummer made a motion to approve the report as presented, approve Nick Gregory and Kathy Miller as new squad members and approve servicing of Lifepack 12 so that it is locked in defib mode not to exceed $650.00. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

Old business –

Schoonover property – A trial date has been set for March 3, 2011.

There was general discussion on the water system upgrade.

Trustee Bridgewater attended meeting with IDOT representatives. IDOT will not being doing much to help with the Village’s drainage issues. They suggested that we get in contact with whoever gets awarded job and see about getting permit to add culvert under road.

The recycle bin was discussed and tabled.

Internet and phone lines – President McCormick still has not received bids. No action was taken.

New Business –

Adoption of Water Purchase Agreement with Village of Concord

Trustee Luttrell made a motion to accept Water Purchase Contract between the Village of Chapin, seller and the Village of Concord, purchaser and to Adopt Ordinance 2011-01, An Ordinance Approving New Water Purchase Contract With The Village Of Concord For The Village Of Chapin, Morgan County, Illinois. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

At 8:50 p.m. Trustee Luttrell made a motion to go into executive session to discuss Department Evaluations. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, yes. Motion carried 6-0.

At 9:45 p.m. President McCormick called Board back into open session. The following trustees were present for roll call: Hamilton, Luttrell, Drake, Brockhouse, Bridgewater. Trustee Hummer was absent. Village Clerk, Marsha Homer was also present.

Trustee Brockhouse made a motion to give Village Water & Street Superintendent, Todd Berry, a 4% 2010-year end bonus ($1262.60). Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes and Hummer, absent. Motion carried 5-0.

Respectfully submitted,

Marsha Homer, Village Clerk

Village of Chapin

Minutes of Board of Trustees’ Meeting

December 8, 2010

Village President Bryce McCormick called the meeting to order at 7:00 p.m. The following trustees were present for roll call: Brockhouse, Bridgewater, Drake and Hamilton. Trustees Hummer and Luttrell were absent. Also present Village Clerk Marsha Homer, Chief of Police Martin Coad, Village Water Superintendent Todd Berry and Village Attorney Allen Yow. Guests included Wayne and Mary Ann Hayes, Jim Deboer and John Calise from Benton & Associates.

Recognition of guests –

Jim Deboer inquired about the future of the recycle bin. There was general discussion on the options the Village has for recycling. No action was taken.

Minutes –

Trustee Brockhouse made a motion to approve the minutes from the previous meeting as presented. Trustee Drake seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

Trustee Bridgewater made a motion to approve the bills and transfers as presented with additional bills: $92.00 to Hannel Oil Co and $30.78 to Wade & Dowland from general fund, $62.99 to Hannel Oil Co. from sewer fund, $214.67 to Hannel Oil Co. and $62.37 to Wade & Dowland from police fund, $79.12 to Hannel Oil Co. from water fund. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Financial Reports –

President McCormick presented the financial reports to the trustees. Trustee Drake gave Financial Task Force report. The State of Illinois is behind in sending money to the Village. The Task Force will be looking at ways to cut costs. Salary transfers from the water & sewer funds to the general fund were evaluated and increased. Trustee Bridgewater made a motion to approve the financial report and the financial task force report as presented. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Committee & Department Reports –

Water & Street Superintendent Report –

Superintendent Todd Berry gave his report. He reported that forty meters have been replaced in 2010. He requested that the village purchase ten more meters. The pilot program is going good and Pall Corporation reported that the results they are sending to the EPA look great. Todd will be taking test for B water license in February. Todd also reported that he had checked on a 5500-watt troy- built gen set $699.00.

Trustee Brockhouse made a motion to approve Superintendent Berry’s report and approve purchase of ten meters and the purchase of mole poison to address mole problem at lagoon. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Police Department Report –

Chief Martin Coad presented the Police Department report. He reported that during the month of November the department worked a total of 113.25 hours. This brings the total hours worked for the year to 1313 out of 1400 allowable hours. He asked that the board extend total amount of hours to 1500. The village received two checks from the Morgan County Circuit Clerks office: $60.00 for the police vehicle fund and $981.18 for fines collected during the month of October 2010.

Chief Coad reported that he is trying to be compliant with federal guidelines on lighting of police cars, so he would like to update the lights that are on the side of the squad car. He presented a quote from GTSI. Martin is to get second quote for squad car lights and this will be discussed at committee meeting.

Trustee Drake reported that the Public Safety Committee had met and did not want to increase yearly hours to 1500, but would approve extra hours if needed to finish the 2010 year. The committee also decided not to send anyone to part-time officers training at this time. Trustee Hamilton made a motion to approve police report as presented. Trustee Bridgewater seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Chapin Area Rescue Squad Report –

A special account to be used as account for pending billings for ambulance calls to be set up at United Community Bank in Springfield, Illinois. Trustee Drake made a motion to approve billing account and report as presented. Trustee Bridgewater seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Chapin Fire Department Report –

No report or minutes from November were presented at this time. The department did send a revision to the Department minutes from October. The department’s 10-13-2010 minutes originally stated: It was noted during the cleanup day the steam table has been potentially sold if it is in working condition. An individual opening a restaurant picked it up and if found to be functional, he will make a donation to the fire department. The minutes have been revised to the following: during the cleanup day, a steam table that was owned by the Chapin Firemen was potentially sold if it was found to be in working condition. An individual opening a restaurant picked it up and if found to be functional, he will make donation to the Chapin Firemen.

After receiving Fire Department minute revision, the Village minutes from November need to be amended to state that the steam table is owned by Chapin Firemen and not Village of Chapin. An ordinance to allow sale is no longer needed.

Trustee Drake made a motion to approve purchase of four new fire helmets not to exceed $640.00 and to approve revision to October minutes. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

Old Business –

Schoonover Property-

The next trial date is set for January 7, 2011.

Water System Upgrade –

John Calise from Benton & Associates reported that pilot study numbers are good. The agreement with the Village of Concord continues to be worked out. He reported that Jack Cosner had called inquiring about status of emergency interconnects. The Village needs to begin working on this process.

Other engineering issues included that a meeting has been set up with IDOT to discuss utility agreement and drainage issues. Trustee Bridgewater will attend meeting.

West City Limits Drainage Project –

This will be tabled until after IDOT meeting.

Internet and Phone Lines –

No quotes were available at this meeting.

Tax Levy –

There was general discussion on the tax levy. No action was taken. Another meeting date will be set up this month to make decision on this issue so tax levy can be filed with the Morgan County Clerk’s office before December 28, 2010.

New Business:

The 2011 meeting dates were set. The meeting dates will be sent to the Jacksonville Journal Courier for publication and posted on the Village web site.

Trustee Drake made a motion to adjourn the meeting. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Drake, yes; Brockhouse, yes; Bridgewater, yes; Luttrell, absent and Hummer, absent. Motion carried 4-0.

The meeting was adjourned at 9:52 p.m.

Respectfully submitted,

Marsha Homer

Village of Chapin

Minutes of Board of Trustees’ Meeting

October 13, 2010

Village President Bryce McCormick called the meeting to order at 7:35 p.m. The following trustees were present for roll call: Hamilton, Luttrell, and Brockhouse. Trustee Bridgewater arrived at 7:45 p.m. Trustee Hummer was absent. Also present Village Clerk Marsha Homer, Village Treasurer Wendy Bridgewater, Village Attorney H. Allen Yow. Guests included Ken Crews, Bob Miller and Brian Wilson.

Minutes –

Trustee Luttrell made a motion to approve the minutes from the previous meeting as presented. Trustee Hamilton seconded the motion. The motion was approved.

Trustee Luttrell made a motion to approve the executive session minutes as presented. Trustee Hamilton seconded the motion. The motion was approved.

Bills and Transfers –

Treasurer Bridgewater reported that transfers to invest property tax income from general fund would be made. $10,000.00 to open new Money Market Savings at Chapin State Bank and $10,000.00 to six month Certificate of Deposit at Chapin State Bank. A motion to approve the bills and transfers as presented with additional bills to Rexx Battery $59.95, Frontier $35.42, and Ameren $274.22 from Fire Protection Fund. Trustee seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Financial Report –

President McCormick provided the financial reports to the Trustees. The financial task force had a meeting and has set another meeting. Three certificates of deposit come due in October. They are to be renewed at Chapin State Bank as follows: General Fund for six months, Water Surplus Fund for three months and Sewer System Surplus for six months. Trustee Brockhouse made a motion to approve the financial report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Guest concerns -

Ken Crews expressed his concerns about abandoned vehicles and the cat nuisance in the Village.

Robert Miller inquired about the drainage problem of the field from the west and crossing Oak Street. The Village is looking into options.

Committee & Department Reports – Water/ Street Superintendents Report –

Superintendent Todd Berry gave his report via written report. The flushing of hydrants and the exercising of valves is complete. The village used five trash dumpsters and one metal dumpster during city wide clean up. Summer help, Travis Lowe, is done for the year. Trustee Brockhouse made a motion to approve Superintendent Berry's report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Police Department Report –

Chief Martin Coad gave the Police department report via written report. He reported that during the month of September the department worked a total of 121 hours. This brings the total hours worked for the year to 1053.50. The Village received three checks this month from the Morgan County Circuit Clerks office: $60.00 for the Police Vehicle fund, $23.50 on a fine and $767.12 for fines collected in August. Training for Jeff Clatfelter is complete.

Chief Coad requested that the department be allowed to rejoin the Law Enforcement Support Organization 10-33 Program for $150.00 per year. This program allows department to get surplus property by just paying shipping. Trustee Brockhouse made a motion to approve the Police Department report as presented and approve $150.00 to rejoin the LESO 10-33 Program. Trustee Bridgewater seconded the motion the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Village Clerk Marsha Homer swore Police Officer Brian Wilson into office.

Fire Department Report –

Chief Shane Carriger gave the fire department report via written report. Member Bryce McCormick has resigned from the department. The Department expressed gratitude to Mr. McCormick for all he has done for the department. Probationary Member Nick Gregory was elected to the open Captain’s position. The department would like to request that Justin McGee be placed on the roster as a probationary member.

During training on Thursday, September 9, 2010, Engine 2 was used. There was a problem with water flow from the nozzle. This needs to be tested further.

Trustee Luttrell made a motion to approve the report as presented and approve Justin McGee as a probationary member after a medical evaluation. Trustee Hamilton seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Chapin Area Rescue Squad Report –

President McCormick gave the Rescue Squad report. Transport licensing is in. The squad is waiting on final approval so transport can begin. The squad would like to request that Bill Ranson, a state licensed EMT, be approved as a probationary member of CARS. Trustee Brockhouse made a motion to approve report as presented and approve Bill Ranson as a probationary member after a background check is completed. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Old Business –

Schoonover Property –

The inspection of property has been done. Trial date set for November 15, 2010.

Water System Upgrade Project –

The pilot study is going well. President McCormick attended Village of Concord board meeting to discuss water supply agreement between the two villages. The Concord Village Board had a couple of concerns with draft ordinance. Attorney Yow will email President McCormick another draft ordinance to take to Village of Concord.

Cooper Street Drainage –

There was general discussion about the drainage issue. No action was taken.

Recycle Bin –

There was discussion on recycle bin and the cost required for repairs. It was noted that Chapin Village Residents could use the Jacksonville Recycling Program Monday – Friday from 8:00 a.m. to 4:30 p.m. This was tabled until next month’s regular meeting.

New Business –

Fireproof Filing Cabinets –

The Village has an opportunity to purchase fireproof filing cabinets at a cost of $150.00 per cabinet and has the need for several. Trustee Brockhouse made a motion to purchase five fireproof filing cabinets for $150.00 per piece. Trustee Bridgewater seconded the motion. On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

Trick or Treating in the Village will be Saturday, October 30, 2010 and Sunday, October 31, 2010 from 6:00 p.m. to 9:00 p.m.

The Village received notice from Morgan County Animal Control stating that there will be an increase in contract fees charged by Morgan County for the Morgan County Animal Control Program.

Trustee Luttrell made a motion to adjourn the meeting. Trustee Hamilton seconded the motion. . On a roll call vote the following votes were cast: Hamilton, yes; Luttrell, yes; Brockhouse, yes; Bridgewater, yes; Hummer, absent; Drake, absent. Motion carried 4-0.

The meeting was adjourned at 9:25 p.m.

Respectfully submitted,

Marsha Homer, Village Clerk

Village of Chapin

Minutes of Board of Trustees’ Meeting

September 8, 2010

Village President Bryce McCormick called the meeting to order at 7:00 p.m. The following trustees were present for roll call: Drake, Luttrell, Hamilton and Hummer. Trustees Bridgewater and Brockhouse were absent. Also present Village Clerk Marsha Homer, Village Treasurer Wendy Bridgewater, Village Attorney H. Allen Yow and Chief of Police Martin Coad. Guests included David and Diana Luttrell, John Calise from Benton & Associates and Jeffrey Clatfelter.

Minutes –

Trustee Luttrell made a motion to approve the minutes as presented. Trustee Drake seconded the motion. The motion was approved by a unanimous vote of the trustees present.

Bills & Transfers –

A motion to approve the bills and transfers as presented with additional bills to Hannel Oil: $412.35 from general fund, $285.28 from police fund, $49.62 from fire protection fund, $85.14 from water fund and $85.15 from sewer fund was made by Trustee Luttrell. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Financial Report –

President McCormick provided the financial reports to the Trustees. A transfer for $27,000.00 was made from the water fund to new MMS water fund account for the balance of water fund CD that was cashed in to pay bills. Trustee Drake made a motion to approve the financial report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Modular Home –

David Luttrell inquired about putting a modular home on property where David is now residing.

They were told to have property surveyed and the procedures required for going forward. This will be put on agenda for the regular October meeting.

Committee & Department Reports – Culture/Recreation Committee –

There was general discussion about the ball field lights.

Water & Street Superintendents Report –

Superintendent Todd Berry gave his report via written report. The pilot program is up and running. The department will start replacing old meters this month and exercising valves. Todd reported that a leaf blower was purchased for the cemetery and tires on the pickup were replaced.

Work on cleaning out the ditch behind the gas station to help with drainage has been started. He will keep the board updated on this project. Oil & chipping of the streets was done August 31, 2010.

Trustee Drake made a motion to approve Superintendent Berry’s report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Police Department Report –

Chief Martin Coad gave the Police department report. He reported that during the month of August the department worked a total of 126.45 hours. The Village received two checks this month from the Morgan County Circuit Clerks office: $522.86 for fines collected in July and $120.00 for the police vehicle fund.

Chief Coad reported that Officers McIntire and Clatfelter have entered into an agreement with the Village to have the Village purchase their guns. McIntire and Clatfelter will pay the Village back through payroll deduction. This agreement was made with President McCormick approval.

Village Clerk Marsha Homer swore Police Officer Jeffrey Clatfelter into office.

Trustee Drake made a motion to approve the Police Department report as presented. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Chapin Fire Department Report –

Chief Shane Carriger gave the fire department report via written report. The hamburger stand at Chapin Big Country Days was a success. Firefighter II class is scheduled for September 9, 2010 and September 22, 2010. Trustee Luttrell made a motion to approve the report as presented. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Chapin Area Rescue Squad Report –

Trustee Hummer gave the rescue squad report. The squad has had 41 calls to date. The rescue squad will be receiving $500.00 from Cargill to go toward the purchase of needed rescue equipment. Grain bin rescue equipment will be purchased.

The new ambulance has arrived. Many of the squad members volunteered to clean and reorganize the firehouse to help make room and also helped to stock the new rig.

The Rescue squad will be working with Arenzville Fire and Rescue for an EMS open house in October or November. Trustee Luttrell made a motion to approve the report as presented. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Old Business – Water system upgrade project –

John Calise from Benton & Associates reported Compliance Commitment Agreement schedule revisions. Pilot testing: membrane unit was successfully delivered and installed on August 30, 2010. Start-up and training performed on Wednesday, September 1, 2010.

President Bryce McCormick attended the last Village of Concord meeting to discuss water supply agreement between the two villages. Village Attorney Allen Yow is to draft an ordinance to be presented at the Village of Concord October board meeting.

Trustee Drake made a motion to approve a water purchase agreement between the Village of Chapin and the City of Jacksonville and approve Ordinance 2010-8, an Ordinance Approving New Water Service Agreement With The City Of Jacksonville, Illinois. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

John Calise also reported on other engineering issues. He gave preliminary opinion of probable costs for IDOT utility relocation for US Rte 67 and pre-IDOT submittal relocation map. He also updated the board on sewer treatment NPDES “draft” notice letter from IEPA.

Recycle Bin –

The monthly cost of the recycle bin and the cost of maintenance needed were discussed. It was decided to store the bin for a few months until repairs could be made.

At 8:45 p.m. Trustee Luttrell made a motion to go into executive session to discuss pending litigation. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

At 8:58 p.m. President McCormick called the Board back into open session. On a roll call the following trustees were present: Drake, Luttrell, Hamilton and Hummer. Trustees Brockhouse and Bridgewater were absent. Also present were Village Clerk Marsha Homer and Attorney H. Allen Yow.

Trustee Drake made a motion to approve agreement with Hutchison Engineering for current estimate of $1,428.00 plus .50 per mile mileage to inspect the property at 313 Poplar, Chapin, Illinois. Trustee Luttrell seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

Trustee Luttrell made a motion to adjourn the meeting. Trustee Drake seconded the motion. On a roll call vote the following votes were cast: Drake, yes; Lutttrell, yes; Hamilton, yes; Hummer, yes; Bridgewater absent; Brockhouse, absent. Motion carried 4-0.

The meeting was adjourned at 9:03 p.m.

Respectively submitted,