West Central Reporter

The village of Godfrey Finance Committee met July 5 to approve resurfacing requests for Fairmount and Calhoun drives.

"The Godfrey Finance Committee provides fiscal management for the village."

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

Finance Committee July 5, 2016 Godfrey Village Hall

Chairman Stewart called the Finance Committee Meeting of July 5, 2016 to order at 5:39 p.m.

Roll Call

Present Roll Call: Johnes, McAtee, Springman, Stumpf, Williams. Absent: None

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 William Catalano, Director of Economic Development and Brand Marketing Joe Hughes, Budget Officer Craig Noble, Manager, EMC, Sewer Plant Tom Long, Village Attorney - Absent

Chairman Stewart asked for approval of the June 6, 2016 Finance Committee minutes. Approval was given with no objections from the Committee.

PUBLIC COMMENTS: Nate Keener, Chairman of Godfrey Climate Protection and Energy Efficiency Committee, reported that the funding for lighting has been reinstated with the State of Illinois.

PUBLIC REQUEST: No Public Request at this time.

PUBLIC WORKS DEPARTMENT: CONSIDERATION OF RESURFACING PROJECT – FAIRMOUNT DRIVE, FIELDS, AND CALHOUN DRIVE Jim Lewis, Director of Maintenance, presented the consideration for Fairmount Drive, Fields, and Callahan Drive to the Mill and Overlay Project by the Village Public Works Department at a cost not to exceed $5,000. Trustee Stumpf moved for the approval of the Fairmount Drive, Fields, and Callahan Drive to the Mill and Overlay Project by the Village Public Works Department at a cost not to exceed $7,000, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

APPROVAL OF BIDS: 2016 MICROSURFACING – RIVER AIRE & RIVERWOODS SUBDIVISIONS

Jo Emerick, Village Engineer, reported that the bids came in under the Village Engineer’s estimate. Trustee Stumpf reported that Riverwood’s Subdivision street condition was acceptable for Micro-Surfacing. The Committee discuss that with the bidding process if would still be less expensive to continue with the Micro- Paving and check the street after for resurfacing at a later time. Trustee Stumpf moved or the approval of the lowest bid received for the 2016 Microsurfacing – River Aire and Riverwoods Subdivisions Project from Missouri Petroleum of St. Louis, Missouri at a cost of $171,441.40, contingent on Illinois Department of Transportation approval, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

2016 MILLING OVERLAY -ROCKGATE SUBDIVISION Trustee Stumpf moved for the approval of the lowest bid received for the 2016 Milling – RockGate Subdivision Project from Christ Brothers, Lebanon, Illinois at a cost of $139,493.71, contingent on Illinois Department of Transportation approval, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

VILLAGE SEWER DEPARTMENT: CONSIDERATION OF TOPOGRAPHICAL SURVEY – LEWIS AND CLARK APARTMENTS Trustee Stumpf moved for the approval of Surveying Services of Sanitary Sewer Corridor from Northeast Interceptor to Street Department/Godfrey Road to Grace Street to Lewis and Clark Apartments with Heneghan and Associates of Godfrey, Illinois at a cost not to exceed $19,000, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF APPROVAL OF EASEMENTS FOR NORTHEAST INCEPTOR SANITARY SEWER PROJECT AND TO GIVE AUTHORIZATION FOR VILLAGE TREASURER TO MAKE PAYMENT AS AN AUGUST 2016 PRE-PAID Trustee Stumpf moved for the approval of the two easements for the Northeast Interceptor Sanitary Sewer Improvements Project from Jersey Equity Group, LLC of Jerseyville, Illinois at a cost of $2,991.00 for Permanent Sewer Easement and $393.00 for Temporary Construction Easement and to give authorization to the Village Treasurer to make payment as an August 2016 prepaid, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF DESIGN BUILD PROJECT – GODFREY WASTE WATER TREATMENT PLANT – AMENDMENT #5 OPERATIONS CONTRACT AMERICAN

WATER Jeff Weber, Special Sewer Project Chairman, asked that this consideration to carried over to the next meeting August 1, 2016. American Water has offer to 0% loan for the project with the extension of their contract for 10 years. Tom Long, Village Attorney, has some changes for the contract, before presented to the Committee.

OTHER BUSINESS Jeff Weber and Craig Noble, Manager of Sewer Treatment Facility reported that the Village Vac truck was loaned to Brighton Sewer Department to help with an overflow problem over the weekend.

BUILDING AND ZONING DEPARTMENT: No request at this time.

PARKS AND RECREATION DEPARTMENT: CONSIDERATION OF APPROVAL TO PURCHASE NEW TRUCK FROM STATE BID

LIST –RECREATION SUPERVISOR Trustee Stumpf moved to give authorization to Kimberly Caughran, Director of

Parks and Recreation, to purchase a 2016 minivan off of the State of Illinois Bid List from Wright Automotive of Hillsboro, Illinois at a cost of $19,715, seconded by Trustee Williams. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION TO WAIVE BID REQUIREMENT TO PURCHASE A JUMPING

PILLOW Kimberly Caughran, Director of Parks and Recreation, presented the request waive the bidding requirements to allow the purchase of a Jumping Pillow from Farmtastic Fun Inc. of Spanish Fork, Utah in an amount not to exceed $16,000. Trustee Johnes moved to waive the bid requirements to allow the purchase of a Jumping Pillow from Farmtastic Fun Inc. of Spanish Fork, Utah in an amount not to exceed $16,000, seconded by Trustee Williams. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

AUTHORIZATION FOR VILLAGE HALL PARKING LOT REPAIR PROJECT Kimberly Caughran, Director of Parks and Recreation, reported on proposal received for the Village Hall Parking Lot Repair Project. The Committee asked for additional proposals for the project. Consideration held over to next meeting.

ECONOMIC DEVELOPMENT DEPARTMENT CONSIDERATION OF PURCHASE OF VILLAGE STICKERS – PROMOTIONAL

ITEM Trustee Johnes moved for approval for of purchase of stickers from StickerYou, Inc. of Toronto, Canada at a cost not to exceed $1,200, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF APPROVAL FOR BILLBOARDS ADVERTISING William Catalano, Director of Economic Development and Brand Marketing, reported on the cost of billboards and art work for the advertising the Village of Godfrey. Trustee Stumpf moved to give authorization to William Catalano, Director of Economic Development and Brand Marketing to enter into a contract for Billboard marketing with DDI Media, St. Louis, Missouri for a 6 month period at a cost of $10,200; Mid-America Advertising of Springfield, Illinois for a 6 month period at a cost of $ 6,600 and funding for artwork and at cost of $1,200, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF ADVERTISING IN THE ILLINOIS BUSINESS JOURNAL Trustee Stumpf moved for the approval of placement of a “Business Card” for 6 publications within the Illinois Business Journal, In. of Edwardsville, Illinois at a cost of $510, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays- 0, Absent-0. Motion carried.

VILLAGE ENGINEER: UPDATE ON INGHAM LANE CULVERT PROJECT PAYMENT OF EASEMENT RAO TRUST Jo Emerick, Village Engineer, presented the report on the Ingham Lane Culvert Project. Trustee Stumpf moved to paid Rao Trust for Temporary Easement for the Ingham Lane Culvert Project as an August 2016 Pre-Paid in the amount of $2,500, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

PAYMENT OF BILLING FOR MUSSELMAN AND HALL Trustee Stumpf moved to give authorization to the Village Treasurer to make payment to Musselman and Hall of Weldon Springs, Missouri for Ingham Lane Culvert Project as an August 2016 Pre-Paid not to exceed $75,000 for the completed project, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

VILLAGE CONSIDERATIONS: ACCOUNTS PAYABLE – 2016 Chairman Stewart presented for the approval of the Accounts Payable for the month of July 2016 General Fund $ 464,027.29 and the Motor Fuel Tax Fund $ 43,947.17; and the Street Department $ 55,905.04. Trustee Stumpf moved for the approval of the Accounts Payable for the month of July 2016 General Fund $ 464,027.29 and the Motor Fuel Tax Fund $ 43,947.17; and the Street Department $ 55,905.04, seconded by Trustee Johnes. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.

PAYROLL – Chairman Stewart presented for the approval of the Payroll Account for the period for the approval of the Payroll Account for the period of 05/01/2016 to 06/11/2016 for the Village for a total payroll of $ 109,852.57, mileage of $ 80.19 and payroll taxes of $ 17,843.07. Trustee Stumpf moved for the approval of the Payroll Account for the period of for the approval of the Payroll Account for the period of 05/01/2016 to 06/11/2016 for the Village for a total payroll of $ 109,852.57, mileage of $ 80.19 and payroll taxes of $ 17,843.07, seconded by Trustee McAtee. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF MAINTENANCE AND IMPROVEMENT WEBSITE – SITEIMPROVE Clerk Whisler presented the proposal for Website Maintenance and Improvement for review of the website for points of assist to the Website. The Company will help locate problems on the website and inform the Village for repair. The cost of the service is $2,400 for one year. Trustee Stumpf moved for the approval of Website Annual Maintenance with Siteimprove Inc. of Bloomington, Minnesota at a cost of $2,400, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays- 0, Absent-0. Motion carried.

CONSIDERATION OF STRAIGHTUP SOLAR: EXTENSION OF DEADLINE FOR SOLARIZE GODFREY PROGRAM TO SEPTEMBER 30, 2016 Nate Keener, Chairman of Godfrey Climate Protection and Energy Efficiency Committee, presented the request to extend the deadline for the Solarize Godfrey Program for two additional months. Trustee Johnes moved for an extension of 2 months for the Solarize Godfrey Program to September 30, 2016, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF SOLAR PROPOSAL FOR VILLAGE HALL/POLICE STATION AND MADISON COUNTY GRANT Nate Keener, Chairman of Godfrey Climate Protection and Energy Efficiency Committee, presented two proposals for the Village Hall/ Police Station from the Solarize Program. Mr. Keener also reported on the deadlines for Madison County Grant which the deadline is July 31, 2016. After some discussion, the Committee suggested waiting on the solar system for the Village buildings.

Trustee Stumpf moved to adjourn the meeting at 7:10 p.m., seconded by Trustee Johnes. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.

Pamela E. Whisler, MMC Village Clerk