Sangamon Sun

The village of Chatham Committee of the Whole met Oct. 11 to purchase electric distribution material.

Here are the meeting's minutes, as provided by the committee:

The Chatham Committee of the Whole consists of all members of the village board, including the village president, six trustees and the city clerk.

Special Meeting with Action and Committee of the Whole (Tuesday, October 11, 2016)

Generated by Pat Schad on Tuesday, October 18, 2016

Trustee Schatteman moved, seconded by Trustee Lindhorst that Trustee Kimsey preside because Mayor Gray was absent. The Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, Schatteman yes.

A. Call to Order (Trustee Kimsey)

1. Moment of Silence

2. Pledge of Allegiance

3. Roll Call - Board Members Present - Trustees: Clayton, Kimsey, Fountain (Remote), Lindhorst, Mau, and Schatteman. Absent - Mayor Gray.

Others present: Village Administrator Pat McCarthy, Vilage Attorney Jeff Jurgens, and Deputy Clerk Elaine Moran.

B. Public Comments - Andrea Parker stated she wished the utility billing cycle was consistently the same number of days in the period. She also distributed a hand-out to the Board regarding maintenance of existing public buildings. She was concerned about 3 Lakeside Drive in Chatham where the water tank is located. It's rusting. Bonnie Bileck thinks the $513,000 HVAC truck is too costly to purchase and is a waste of money to the Village. Laura Churchill said she received her utility bill on the 6th or 7th of the month with it being due on the 15th. It was explained to her that there is only one (1) meter reader in the village that reads the meters. Debbie Drennan wanted to know the names of people who are on the Chatham Investment Advisory Board. She can do a FOIA search. Kirk Allen from the watchdog group said he submitted a FOIA regarding the investment policies in place in Chatham. Most of the information he obtained was regarding the Police Pension Fund. Attorney Jeff Jurgens will look into whether the Village adopted an Investment Policy. Jim Michael stated there have been no water main breaks during the Flushing Program. During the flushing process there were 10 valves that have been closed that should have not been closed. Flushing process is still on-going.

C. Discussion and Action Items

1. Approve Minutes from September 13, 2016

Trustee Lindhorst moved, seconded by Trustee Kimsey, to put the Consent Agenda on the table for Action. There being no discussion the Consent Agenda was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, Schatteman yes.

2. Payment of Warrants Resolution 43-16

Trustee Mau moved, seconded by Trustee Schatteman to make a motion to approve Warrants Resolution 43-16. There being no discussion the Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, and Schatteman yes.

3. AN ORDINANCE AUTHORIZING CONTRACTS WITH SANGAMO CONSTRUCTION AND KINNEY CONTRACTORS, INC. FOR SIDEWALK CONSTRUCTION WITHIN THE VILLAGE OF CHATHAM Ordinance 16-52

Trustee Mau moved, seconded by Trustee Kimsey to make a Motion to approve Ordinance 16-52 for Sidewalk Construction. There being no discusssion the Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, and Schatteman yes.

4. AN ORDINANCE AUTHORIZING THE PURCHASE OF ELECTRIC DISTRIBUTION MATERIAL Ordinance 16-53

Trustee Schatteman moved, seconded by Trustee Mau to approve Ordinance 16-53 for the purchase of electric distribution material. There being no discussion the Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent

as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, and Schatteman yes.

D. Committee of the Whole

1. Review Cable Television Franchise Agreement by and between the Village of Chatham, IL. and COMCAST OF Illinois/Indiana/Ohio, LLC. (On Hold) No discussion (Expires in 2018)

2. Review Final Plat Spartan Valley Plat One (Staff) Some information given by Jim Michael, engineer from CMT, was about the water drainage system for the subdivision and how the details are being worked out. There will be a drainage swale and drainage monitors will be put in the fields to monitor. A fence will be put in for the pond. There will be a safe shelf under the water plus a mobile walkway around the pond above the water. There will be a maintenance agreement in place for Woodland Trail Road. The draft of the agreement is already finished, but some clarifications are still needed. The utilities for the subdivision have been installed and inspected. The pond is yet to be excavated. The Final Plat Spartan Valley Plat One will be on the agenda for the next Village Board meeting in October.

3. A RESOLUTION ESTABLISHING AN AD HOC COMMITTEE TO DEVELOP A TRANSITION PLAN FOR THE AMERICAN WITH DISABILITIES ACT (Fountain) Terry Fountain commented via phone communication. He stated a resolution is needed to establish the committee. The committee needs to include some of the public to be involved and a trustee, also to make sure the sidewalks meet ADA requirements. Joe Schatteman stated he would like to see a staff liaison for the committee. For the committee to begin the process it would be necessary to do a self-evaluation and determine which areas meet standards or are sub-standard. Then they need to gather the information and see where the more immediate needs are located. Mark Clayton suggested advertising to get some people interested in this project. This item will be on the agenda for the next Village Board meeting in October.

4. AN ORDINANCE AMENDING THE VILLAGE OF CHATHAM PERSONNEL CODE RELATING TO ANTI-NEPOTISM AND REVOLVING DOOR PROHIBITIONS (Fountain) This ordinance needs some re-wording before it can be passed. Attorney Jeff Jurgens will look at the Personnel Handbook and find what changes need to be made, especially the revolving door policy. Mr. Jurgens also needs to check with the Union. This item will be on hold until the next Committee of the Whole meeting in November.

5. Action Plan Presentation Village of Chatham (Lindhorst) Nina Lindhorst met with Jewel Brant, Dave Kimsey, and Jeff Jurgens to compile some goals for the Board in regards to the Chatham Water Plant and the Sangamon Soil and Water Commission. A handout was given to the Board members and anyone else present who wanted a copy of it. There were some short term goals and also longer term goals designed to keep all involved informed about different matters regarding the water quality, etc. Also, it will keep the public informed about any legal action that will proceed if necessary.

6. Update on Status of Chatham Annexation Project (Staff) The attorneys will be setting a date to meet by the end of the year. No other information available.

7. Cannabis Civil Citation Ordinance (Staff) A law was passed to decriminalize possession of 10 grams or less of cannabis. It is not determined to be a civil offense which includes a citation and a fine, plus it will not go on a citizens record. There would be no criminal proceedings. Police Chief Foli wants the Village to take that option. The Village would be eligible to get money back. There will be an ordinance on the agenda at the next Village Board meeting.

8. Net Metering Policy - This policy involves connecting into the electric grid in Chatham for billing purposes. This would include wind power and solar power. The attorneys are looking this policy over. There will be a Public Hearing before the final verbage is done. The item will be on the agenda for the next Village Board meeting in October.

9. CEMA Training Update - Matt Bryan said there will be a CEMA Training session to be held in Chatham (October 31) and will be a 2 hour Functional Event. There will many groups in Chatham involved, such as the Ball Chatham School District, the Fire District, the Chatham Police Department, etc.

Trustee Schatteman moved, seconded by Trustee Mau, to go into Closed Session. The Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, Schatteman yes.

E. Closed Session

1. Personnel under 2(c)(1)

2. Litigation under 2(c)(11)

3. Collective Negotiating Matter (2)(c)(2)

Trustee Schatteman moved, seconded by Trustee Mau, to Reconvene the Open Session. The Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, Schatteman yes.

F. Schedule of Meetings

1. October 20 Planning Commission 6PM Municipal Hall

2. October 25 Regular Village Board 6PM Municipal Hall

3. November 8 Special Meeting with the following Action and Committee of the Whole items 6PM Municipal Hall.

G. Closing

1. Adjournment - Trustee Schatteman motioned, seconded by Trustee Mau to adjourn the Committee of the Whole meeting. Motion was approved by Roll Call vote 6 yes, 0 no, 0 absent as follows: Clayton yes, Kimsey yes, Fountain yes, Lindhorst yes, Mau yes, Schatteman yes. Meeting adjourned at 9:49 PM.

Respecfully,

Elaine Moran

Village Deputy Clerk