West Central Reporter

The Godfrey Finance Committee provides fiscal management for the village. The committee met Monday, April 4.

Finance Committee

April 4, 2016

Godfrey Village Hall

Chairman Stewart called the Finance Committee Meeting of April 4, 2016 to order

at 6:22 p.m.

Roll Call

Present Roll Call: Johnes, McAtee, Springman, Williams

Absent: Stumpf

Department Heads Present:

Michael J. McCormick, Mayor

Laura Dixon, Building and Zoning Administrator

Kimberly Caughran, Director of Parks and Recreation

Josephine Emerick, Village Engineer

Jim Lewis, Director of Maintenance

Joe Hughes, Budget Officer - Absent

Craig Noble, Manager, EMC, Sewer Plant

Tom Long, Village Attorney

Chairman Stewart asked for approval of the February 29, 2016 Finance

Committee minutes. Approval was given with no objections from the Committee.

PUBLIC REQUEST:

AMERICAN LEGION POST 354 WAIVER FOR ROAD BLOCK ON MAY 7 &

OCTOBER 8, 2016 - NORTH ALBY

Trustee Johnes moved to waive the fee for the following Road Blocks at the North

Alby Road or Tolle Lane Intersections: American Legion Post 354 – May 7, 2016 &

October 8, 2016, seconded by Trustee Springman. Poll of Committee: Ayes-4,

Nays-0, Absent-1. Motion carried.

ALTON WOOD RIVER SPORTSMEN’S CLUB WAIVER OF BOND REQUIREMENT

AND RAFFLE FEES FOR RAFFLES LICENSES FOR 2016 YEAR

Trustee Williams moved to waive the bond requirement for the Alton Wood River

Sportsmen’s Club for 2016 Raffle Licenses (Queen of Hearts and Gun Raffle) and

waive the filling fee, contingent upon receiving the required paperwork, seconded

by Trustee Johnes. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion

carried.

PUBLIC WORKS DEPARTMENT:

CONSIDERATION OF DRAINAGE EASEMENT – VERMONT DRIVE – BELMONT

VILLAGE

Jim Lewis, Director of Maintenance, reported that Trustee Stumpf asked that the

drainage easement for Vermont Drive, Belmont Village be placed on the agenda.

The Committee lay-over the discussion to the next meeting.

pg. 2

CONSIDERATION OF 2714 GERSON AVENUE CULVERT DRAINAGE PROBLEM

Chairman Stewart reported that he was able to find the existing culvert on

Gerson Avenue. Jim Lewis, Director of Maintenance, and Jo Emerick, Village

Engineer, review the area to find options for the drainage problems.

CONSIDERATION OF PURCHASE OF NEW SKIDSTEER

Jim Lewis, Director of Maintenance, presented the request for authorization to

seek bids for the purchase of a new skidsteer with the option to purchase a

Milling Head for Public Works Department. Trustee Johnes moved for the

approval to give authorization to Jim Lewis, Director of Maintenance, to prepare

specifications and seek bids for the purchase of a new skidsteer with the option to

purchase a Milling Head for Public Works Department, seconded by Trustee

Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF MILLING AND OVERLAY – NORTHPORT

Jim Lewis, Director of Maintenance, presented the proposal for Northport

resurfacing project. The following cost for the mill and overlay project on

Northport as follows: Milling contract with CSR Asphalt, Godfrey, Illinois at a

cost of $3,000 per day; rental of drum roller from CSR Asphalt, Godfrey, Illinois at

a cost of $300 per day; rental of two trucks from Rexing Trucking Company,

Godfrey, Illinois at a cost of $85 per hour for each; and striping $1,000 and

sealing $1,050 with Advantage Asphalt, Godfrey, Illinois. Trustee McAtee for the

approval of the mill and overlay project on Northport as follows: Milling contract

with CSR Asphalt, Godfrey, Illinois at a cost of $3,000 per day; rental of drum

roller from CSR Asphalt, Godfrey, Illinois at a cost of $300 per day; rental of two

trucks from Rexing Trucking Company, Godfrey, Illinois at a cost of $85 per hour

for each; and striping $1,000 and sealing $1,050 with Advantage Asphalt,

Godfrey, Illinois, seconded by Trustee Springman. Poll of Committee: Ayes-4,

Nays-0, Absent-1. Motion carried.

APPROVAL OF IDOT TRAFFIC SIGNAL MAINTENANCE COSTS ST.

AMBROSE/HOMER ADAMS PARKWAY

Trustee McAtee moved for the approval of payment April 2016 Accounts Payable

from Motor Fuel Tax Funds for Traffic Signal Repairs from Electrico Inc. of

Millstadt, Illinois at cost of $2,974.35, seconded by Trustee Springman. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF PURCHASE OF RUBBER TIRE ROLLER FROM MADISON

COUNTY

Jim Lewis, Director of Maintenance, presented the consideration of purchase of a

Rubber Tire Roller from Madison County Highway Department at a cost of

$3,500. Trustee Johnes moved for the approval of purchase of Rubber Tire Roller

from Madison County Highway Department at a cost of $3,500, seconded by

Trustee Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion

carried.

pg. 3

VILLAGE SEWER DEPARTMENT:

CONSIDERATION FOR CHANGE IN SCOPE FOR NE INTERCEPTOR EASEMENT

SERVICES

Jeff Weber, Chairman of the Special Projects Sewer Committee, presented the

Change in Scope of Services for the Northeast Inceptor Sanitary Sewer –

Easement Services with Heneghan and Associates, PC at a cost not to exceed

$8,500, which was for services researching for easements. Trustee McAtee

Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION FOR APPROVAL EASEMENTS FOR NE INTERCEPTOR

PROJECT AND FUNDING SOURCE

Trustee McAtee moved for the approval of 4 easements from Joehl’s Alfalfa Queen

Farm, LLC for two Temporary Construction and two Sewer Easements for the

Northeast Inceptor Sanitary Sewer Improvements Project at a total cost of 14,020

to be paid from the Business District Funds, seconded by Trustee Johnes. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF APPROVAL FOR EMC CONTRACT EXTENSION 2016-2020

Jeff Weber, Chairman of the Special Projects Sewer Committee, presented the

consideration of the approval for the EMC Contract Extension 2016-2020.

Trustee Springman moved to give authorization for extension of the Agreement for

Contract Operations of the Village of Godfrey Wastewater Treatment System from

May 2016 to May 1, 2020 to ratify the EMC (American Water) agreement

extension, which will otherwise expire on May 1, 2016, with recognition that the

ratification is not technically due until the first Board meeting in May, seconded

by Trustee McAtee. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion

carried.

CONSIDERATION OF STORM WATER PUMP – WARREN LEVIS LIFT STATION

Jeff Weber, Chairman of the Special Projects Sewer Committee, presented the

consideration of the Storm Water Pump – Warren Levis Lift Station. The

consideration is for a new system instead of rebuilding the old system. Trustee

Johnes moved for the approval for the Warren Levis Stormwater Pump- Motor

Replacement with Vandeventer Engineering of St. Louis, Missouri at a cost of

$75,930, seconded by Trustee Williams. Poll of Committee: Ayes-4, Nays-0,

Absent-1. Motion carried.

CONSIDERATION OF APPROVAL OF PAYMENT FOR WATER REVOLVING LOAN

PIASA HILLS SANITARY SEWER – MAY ACCOUNTS PAYABLE

Trustee Johnes moved for the approval of May 2016 Accounts Payable Pre-Paid to

the Illinois Environmental Protection Agency, Springfield, Illinois – Piasa Hills

Sanitary System billing at a cost $68,072.97, seconded by Trustee McAtee. Poll

of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

pg. 4

CONSIDERATION OF PAYMENT FOR SLUDGE HAULING FROM REXING

TRUCKING AS PRE-PAID FOR MAY 2016

Trustee Johnes moved for approval of payment for Sludge Hauling from Rexing

Trucking Inc., Godfrey, Illinois at a cost of $5,634, seconded by Trustee

Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

APPROVAL OF ACCOUNT PAYABLE PRE-PAID FOR MAY 2016

AMERICAN WATER – APPROVED AGREEMENT FOR SODIUM HYPOCHLORITE

/LIFT STATION DESIGN BUILD ENGINEERING - $10,000

Trustee McAtee moved for the May 2016 Pre-Paid Accounts Payables as follows:

American Water, O’Fallon, Illinois for Design Build Project at a cost of $10,000,

seconded by Trustee Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1.

Motion carried.

BRANDON SINCLAIR – SLUDGE DISPOSAL AGREEMENT – SPRING 2016

Trustee Johnes moved or the May 2016 Pre-Paid Accounts Payables as follows:

Brandon Sinclair, Jerseyville, Illinois 2016 Spring Sludge Disposable Application

at a cost of $5,000, seconded by Trustee Springman. Poll of Committee: Ayes-4,

Nays-0, Absent-1. Motion carried.

BUILDING AND ZONING DEPARTMENT:

No considerations at this time.

PARKS AND RECREATION DEPARTMENT:

FIREWORKS DISPLAY – GLAZEBROOK PARK

Kimberly Caughran, Director of Parks and Recreation, presented the request for

consideration of insurance and contract for the July 4, 2016 Glazebrook Park

Fireworks:

APPROVAL OF INSURANCE FOR EVENT & APPROVAL OF CONTRACT FOR

CENTRAL FIREWORKS OF ILLINOIS

Trustee Johnes moved for the approval for the approval of IMLRMA from

Springfield, Illinois Fireworks Liability Coverage for the July 4, 2016 Fireworks

Display at Glazebrook Park at a cost of $100 and to give authorization to

Kimberly Caughran, Director of Parks and Recreation, to contract with Central

States Fireworks Inc. from Athens, Illinois for the July 4, 2016 Fireworks Display

at a cost of $ 7,000, seconded by Trustee Springman. Poll of Committee: Ayes

4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF ACCOUNTS PAYABLE APRIL ACCOUNTS PAYABLE

INSPECTOR PLUMBER – CLIFTON TERRACE RESTROOM REPAIRS

Kimberly Caughran, Director of Parks and Recreation, presented the repair billing

from Inspector Plumber from Alton, Illinois for Clifton Terrace Park at a cost of

$3,006. Trustee Johnes moved for the approval of payment April 2016 Accounts

Payable for Inspector Plumber from Alton, Illinois – Clifton Terrace Restroom

Repair at a cost of $3,006, seconded by Trustee Springman. Poll of Committee:

Ayes-4, Nays-0, Absent-1. Motion carried.

pg. 5

CONSIDERATION OF PRE-PAID – ACCOUNTS PAYABLE –MAY 2016

ELITE EVENT SERVICES, LLC – INFLATABLES FOR ARBOR DAY

Kimberly Caughran, Director of Parks and Recreation, Elite Event Services, LLC

from Edwardsville, Illinois –Arbor Day Bounce House at a cost of $625. Trustee

Johnes moved for the approval of May 2016 Pre-Paid Accounts Payables as

follows: Elite Event Services, LLC from Edwardsville, Illinois –Arbor Day Bounce

House at a cost of $625, seconded by Trustee McAtee. Poll of Committee: Ayes-

4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF PURCHASE OF 2 EXPRESSION SWINGS AND SOLO

FRAMES FROM CUNNINGHAM RECREATION OF CHARLOTTE, NC

Kimberly Caughran, Director of Parks and Recreation, presented the request to

give authorization to waive the bidding requirements to purchase two Expression

Swings from Game Time c/o Cunningham Recreation from Charlotte, North

Carolina with additional charges $518.14 for shipping, for a total cost of

$4,918.14. The Godfrey Women’s Club will be paying $4,400 the swings and will

consider the shipping at their next meeting in April.

Trustee Johnes moved to give authorization to waive the bidding requirements to

purchase two Expression Swings from Game Time c/o Cunningham Recreation

from Charlotte, North Carolina with the Village paying for additional charges

$518.14 for shipping if needed, for a total cost of $4,918.14, seconded by Trustee

McAtee. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF PROPOSALS FOR THE HEATER PURCHASE AND

REPLACEMENT AT THE GLAZEBROOK PARK CONCESSION STAND

to accept the proposal from Barrett Heating and Cooling Inc. for the purchase

and replacement of Heater for the Glazebrook Park Concession Stand at a cost of

$3,237. Trustee Springman asked if there was a more efficiency unit for the

facility. Ms. Caughran will ask the company if there is a more efficiency unit for

facility. Trustee Johnes to accept the proposal from Barrett Heating and Cooling,

Inc. for the purchase and replacement of Heater for the Glazebrook Park

Concession Stand at a cost of $3,237, seconded by Trustee McAtee. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

AUTHORIZATION TO KIMBERLY CAUGHRAN, DIRECTOR OF PARKS AND

RECREATION, TO APPLY FOR THE 2016 OSLAD GRANT WITH THE

DEPARTMENT OF NATURAL RESOURCES AND AMEREN GRANT TO ASSIST IN

LIGHTING THE BALL FIELDS

Trustee Johnes moved to give authorization to Kimberly Caughran, Director of

Parks and Recreation, to apply for two Grants 2016 OSLAD Grant and Ameren

Grant for baseball field lighting, seconded by Trustee McAtee. Poll of Committee:

Ayes-4, Nays-0, Absent-1. Motion carried.

CONSIDERATION OF ESTABLISHING A FOUNDATION FOR PARKS AND

RECREATION DEPARTMENT

Kimberly Caughran, Director of Parks and Recreation, presented the request to

establish a Foundation for the Village of Godfrey Parks and Recreation. The

pg. 6

Village Attorney and Ms. Caughran will review the bylaws for the Foundation.

Trustee Johnes moved to give authorization to the Village Attorney and Kimberly

Caughran, Director of Parks and Recreation, Department to review the draft

bylaws for a Godfrey Parks Foundation, seconded by trustee McAtee. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

VILLAGE ENGINEER:

APPROVAL OF MS4 ENGINEERING CONTRACT – GONZALEZ ENGINEERING –

MAY 2016

Trustee Johnes for the approval of the Madison County MS4 Co-Permittee Group

of Gonzalez Companies, LLC from Belleville, Illinois for Consulting Engineering at

a cost of $1,050, seconded by Trustee McAtee. Poll of Committee: Ayes-4, Nays-

0, Absent-1. Motion carried.

APPROVAL OF PURCHASE OF HP DESIGNJET T2530 MULTIFUNCTION

PRINTER WITH TRADE-IN

Trustee Johnes moved to give authorization to John Uhl, Village Engineer

Technician to purchase a Multifunction Printer with trade-in and additional

supplies with Rotolite of St. Louis, Missouri at a total cost of $7,619.40, seconded

by Trustee Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion

carried.

ECONOMIC DEVELOPMENT DEPARTMENT:

CONSIDERATIONS FOR BUSINESS DISTRICT

VILLAGE BANNERS APPROVAL AND AUTHORIZATION TO SEEK PROPOSALS

Trustee Johnes moved for the approval of the design for the 25th Anniversary and

Godfrey Banners as presented, seconded by Trustee McAtee. Poll of Committee:

Ayes-4, Nays-0, Absent-1. Motion carried.

AUTHORIZATION TO PURCHASE AMERICAN FLAGS FOR DISPLAY WITH

BANNERS

Trustee Johnes moved to give authorization to William Catalano, Director of

Economic Development and Brand Marketing to seek proposal for the production

of the Banners and purchase of Flags for the Business District promotion to be

paid from the Business District Funds, Poll of Committee: Ayes-4, Nays-0,

Absent-1. Motion carried.

VILLAGE CONSIDERATIONS:

ACCOUNTS PAYABLE – 2016

Chairman Stewart presented for the approval of the Accounts Payable for the

month of April 2016 General Fund $ 404,957.04 and the Motor Fuel Tax Fund $

27,179.41; and the Street Department $ 21,035.60. Trustee Johnes moved for the

approval of the Accounts Payable for the month April 2016 General Fund $

404,957.04 and the Motor Fuel Tax Fund $ 27,179.41; and the Street

Department $ 21,035.60, seconded by Trustee McAtee. Poll of Committee: Ayes-

4, Nays-0, Absent-1. Motion carried.

pg. 7

REVIEW OF PAYROLL – APRIL 2015

PAYROLL –

Chairman presented for the approval of the Payroll Account for the period of

02/01/2016 to 03/19/2016 for the Village for a total payroll of $ 90,004.13,

mileage of $ 134.19 and payroll taxes of $ 16,836.74. Trustee Johnes moved

for the approval of the Payroll Account for the period of 02/01/2016 to

03/19/2016 for the Village for a total payroll of $ 90,004.13, mileage of $ 134.19

and payroll taxes of $ 16,836.74, seconded by Trustee Springman. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

APPROVAL OF ADDITIONAL COST FOR SHRED-IT DAY – JUNE 18, 2016

Trustee Johnes for the approval of funding of $400 for Shred-It Day for two hours

on June 18, 2016 at the Village Hall, seconded by Trustee Springman. Poll of

Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

AN ORDINANCE AMENDING SECTION 60.302 “ANNEXED LAND” WITHIN THE

VILLAGE OF GODFREY, ILLINOIS APPENDIX A-ZONING ORDINANCE

Trustee Johnes recommended An Ordinance Amending Section 60.302

“Annexed Land” Within The Village Of Godfrey, Illinois Appendix A-Zoning

Ordinance for Village Board approval. The Ordinance will be given to the Board

for consideration at a later meeting.

CONSIDERATION OF BIDS RECEIVED FOR SURPLUS INVENTORY AND

AUTHORIZATION FOR DISPOSAL

Clerk Whisler presented the bids received for Surplus Inventory as follows:

Michael E. Harter

Lebanon, IL 62254

1996 Ford F350 $1,678.88

1996 Ford F150 $ 378.88

2003 Dodge Pickup $ 978.88

2006 Ford Crown Victoria $1,278.88

Total Bids: $4,315.52

Jerry Phelps

Godfrey, IL 62035

2 Karcher 2400 PSI Power Washers w/5 HP engine $76.50

1 Clarke Metal Worker Drill Press $57.50

1 Red Camper Shell – 2008 Dodge 8 ft. bed $61.50

1 4 x 8 Utility Trailer $65.50

1 200 gallon plastic portable water tank $27.50

Total Bids: $ 288.50

Barbara White

Alton, IL 62002

1 Brother Printer MFC-J6710DW $10.00

Trustee Johnes moved for the approval of the following bids received for the

Surplus Inventory Bid of June 4, 2016 as follows: Michael E. Harter

Lebanon, IL 62254

pg. 8

1996 Ford F350 $1,678.88

1996 Ford F150 $ 378.88

2003 Dodge Pickup $ 978.88

2006 Ford Crown Victoria $1,278.88

Total Bids: $4,315.52

Jerry Phelps

Godfrey, IL 62035

2 Karcher 2400 PSI Power Washers w/5 HP engine $76.50

1 Clarke Metal Worker Drill Press $57.50

1 Red Camper Shell – 2008 Dodge 8 ft. bed $61.50

1 4 x 8 Utility Trailer $65.50

1 200 gallon plastic portable water tank $27.50

Total Bids: $ 288.50

Barbara White

Alton, IL 62002

1 Brother Printer MFC-J6710DW $10.00

And to give authorization to the Clerk to dispose of additional Surplus Inventory

properly. Seconded by Trustee McAtee. Poll of Committee: Ayes-4, Nays-0,

Absent-1. Motion carried.

AUTHORIZATION OF MONTH PAYMENT CHARGE TO CREDIT CARD FOR

VILLAGE PHONE SYSTEM CHARGES MONTH – TOSHIBA

Trustee Johnes moved to give authorization to Village Treasurer to debit the

Village Credit Card for the recurring monthly charges for the Village Phone

System to Toshiba, St. Louis, Missouri in the amount of $732 per month

Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

PUBLIC COMMENTS:

Clerk Whisler reported that the Godfrey Women’s Club will be installing a

“Welcome to Godfrey” sign on the Hanley Industries property on Humbert Road.

Trustee Williams moved to adjourn the meeting at 7:12 p.m., seconded by Trustee

Springman. Poll of Board: Ayes-4, Nays-0, Absent-1. Motion carried.

Pamela E. Whisler, MMC

Village Clerk