The village of Godfrey Finance Committee met Sept. 6 to consider changing the microsurfacing project plans.
Here are the meeting's minutes, as provided by the committee:
"The Godfrey Finance Committee provides fiscal management for the village."
Finance Committee September 6, 2016 Godfrey Village Hall
Chairman Stewart called the Finance Committee Meeting of September 6, 2016 to order at 6:52 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 Joe Hughes, Budget Officer Bethany Bohn, Deputy Clerk Craig Noble, Manager, EMC, Sewer Plant Tom Long, Village Attorney
Chairman Stewart asked for approval of the August 1, 2016 Finance Committee minutes. Approval was given with no objections from the Committee.
PUBLIC REQUEST: CONSIDERATION OF DCEO GRANT LIGHTING INCENTIVE MAINTENANCE
PROPOSAL Nate Keener, Chairman of Godfrey Climate Protection and Energy Efficiency Committee, addressed the Finance Committee with the request for the Lighting Project to upgrade the lighting system for the Village. A & D Electric Supply Inc. of Highland, Illinois presented the following information for the Energy Savings & Incentives for upgrading the lighting systems. The Village will supply labor for all lighting installation other than Homer Adams Parkway lighting.
Annual Energy Saving 73,441 kWh Estimated Annual $7,344 Total Fixture Cost $22,798 Estimated DCEO Incentive $11,730 Reduced Installed Cost $11,068 (after Incentive)
Trustee Johnes moved for the approval of the installation and fixtures for A & D Electrical Supply Inc. of Litchfield, Illinois for the Energy savings and incentives for proposed lighting for Village properties at a cost not to exceed $22,798 before the DECO incentive, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF SPORTSMAN’S ALTON-WOOD RIVER CLUB ADDITION TO RAFFLE LICENSE GAMES
Tom Long, Village Attorney, report on the consideration for Raffle License for the Addition to Sportsman’s Alton-Wood River Club for the Shake a Day Game. Mr. Long gave the opinion that the Village can provide a Raffle License for this type of game as a Raffle. The Ordinance reads: Net proceeds means the gross receipts from the conduct of raffles, less reasonable sums expended for prizes, license fees as provided in this article and other reasonable operating expenses incurred as a result of operating a raffle.
Raffle means a form of lottery, as defined in 720 ILCS 5/28-2(b), conducted by an organization licensed under the terms of this article, in which:
The player pays or agrees to pay something of value for a chance, represented and differentiated by a number or by a combination of numbers or by some other medium, one or more of which chances is to be designated the winning chance.
The winning chance is to be determined through a drawing or by some other method based on element of chance by an act or set of acts on the part of persons conducting or connected with the lottery, except that the winning chance shall not be determined by the outcome of a publicly exhibited sporting contest. Sec. 10-75. - Records.
Each organization licensed to conduct raffles and chances shall keep records of its gross receipts, expenses and net proceeds for each single gathering or occasion at which winning chances are determined. All deductions from gross receipts for each single gathering or occasion shall be documented with receipts or other records indicating the amount, a description of the purchased item or service or other reason for the deduction and the recipient. The distribution of net proceeds shall be itemized as to payee, purpose, amount and date of payment.
Each organization conducting raffles pursuant to this article shall have separate records of each raffle conducted pursuant to this article. The person who accounts for gross receipts, expenses and net proceeds from the operation of raffles on behalf of such organization shall not be the same person who accounts for other revenues of the organization. © Each organization licensed to conduct raffles shall report monthly to its membership, and to the village, its gross receipts, expenses and net proceeds from raffles, and the distribution of net proceeds itemized as required in this section.
(d) Records required by this section shall be preserved for three years, and organizations shall make available their records relating to operation of raffles for public inspection at reasonable time.
Trustee Stumpf moved for the approval to waive the bonding requirements for the additional raffle license for the Alton Wood River Sportsman Club 2016 and to waive the Raffle License fee for the Raffle, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
PUBLIC WORKS DEPARTMENT: CONSIDERATION OF CHANGE IN PLANS NO. 1 – 2016 MFT MICRO-SURFACING PROJECT Trustee Johnes moved for the approval of the 2016 MFT Microsurfacing Project Change in Plans No. 1 for the River Aire and Riverwoods Subdivisions by Missouri Petroleum Product Company, LLC of St. Louis, Missouri at a cost of $2,160.00, Seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried. Jo Emerick, Village Engineer, presented a schedule for the project dates.
CONSIDERATION OF CHANGE IN PLANS NO. 1 – 2016 MFT MILLING AND OVERLAY PROJECT Trustee Johnes moved for the approval of the 2016 Milling and Overlay Project Change in Plans for Rockgate Subdivision by Christ Brothers at a cost of $19,620.35, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
VILLAGE SEWER DEPARTMENT: CONSIDERATION OF PROPOSAL FOR STANKA LANE LIFT STATION –FLYGHT PUMP REPAIR Trustee Stumpf moved for the approval of the proposal from Vandevanter Engineering Company, St. Louis, Missouri for 1 Flyght NP 3156.090 Pump for the Stanka Lane Lift Station at a cost not to exceed $4,322.41, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF PROPOSAL FOR CLARIFIER (2) UNIT INSPECTION AND REPAIR WASTE WATER TREATMENT PLANT Trustee Stumpf moved for the approval of the proposal for Professional Services #16-128 from Process Equipment Repair of West Bend, Wisconsin for the Peabody- Wells Clarifier Maintenance at a cost not to exceed $20,500.00 for labor and materials, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
LAKESIDE DRIVE AN MITCHELL LANE – SANITARY SEWER INVESTIGATION Trustee Stumpf moved for the approval of the Engineering Agreement for Sanitary Sewer Investigation with Juneau Associates Inc. of Edwardsville, Illinois for Preliminary and Final Design Phases, and Construction Engineering for Lakeside Sewer Line Replacement Project at a cost not to exceed $35,300, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
ROCKGATE SANITARY SEWER MANHOLE IMPROVEMENTS/VILLA MARIE INTERCEPTOR SEWER CONNECTION Trustee Stumpf moved for the approval of the Engineering Agreement for Rockgate Sanitary Sewer Manhole Improvement and Villa Marie Interceptor Sewer Connection Projects with Juneau Associates Inc. of Edwardsville, Illinois for Preliminary and Final Design Phases, and Construction Engineering for Rockgate Manhole Improvement at a cost of $12,300. And Villa Marie Interceptor Project at a cost of $7,300, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF EXTENSION OF THE OPERATIONS AGREEMENT BETWEEN THE VILLAGE OF GODFREY AND AMERICAN WATER Trustee Stumpf moved to give authorization to Mayor McCormick, Village Attorney Tom Long and Budget Officer Joe Hughes and Craig Noble, manager of Sewer Treatment Facility to negotiate with American Water Representatives for the extension of the contract with the loan for the Design Build for Sanitary Sewer Treatment Facility, seconded by Trustee Williams. Poll of Committee: Ayes- 5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF PURCHASE OF TRACTOR/LOADER/ROTARY CUTTER – WM. NOBBE AND COMPANY, JERSEYVILLE, ILLINOIS Trustee Stumpf requested that the Rotary Cutter be removed for reconsideration of Bat- Wing Arm Mower that both the Sewer and Street Department could use together. Trustee Stumpf moved for approval to accept the purchase of a John Deere 5085E Utility Tractor and Loader from the State Bid List from Wm Nobbe and Company, of Jerseyville, Illinois at a cost not to exceed $53,345.69 with trade in of 1978 Ford 340 Tractor for the Sewer Department, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
BUILDING AND ZONING DEPARTMENT: CONSIDERATION OF WAIVING BUILDING AND ZONING FEE FOR NEW CONSTRUCTION William Catalano, Director of Economic Development and Brand Marketing, presented the consideration to waive the Building Fees for new construction of new buildings for residential and commercial to help stimulate the housing developments to promote grow in Godfrey. Chairman Stewart reported that he submitted this consideration for the agenda to open discussion to stimulate the housing market in Godfrey. After some discussion, the Board asked Laura Dixon, Building and Zoning Administrator, for her input. Ms. Dixon reported that she was not informed of this consideration to waive the permit fees. Trustee Stumpf moved to waive the Building Permit fees for new residential homes and commercial buildings. Motion died for the lack of a second. Trustee Johnes moved to give authorization to the Mayor, Laura Dixon, Building and Zoning Administrator, and William Catalano, Director of Economic Development and Brand Marketing to negotiate the waiving of the Building Permit Fees for new construction for residential and commercial buildings, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF PURCHASE OF OFFICE PRO4 SOFTWARE AND EQUIPMENT BUNDLE Trustee Stumpf for the approval to purchase Office Pro4, Software and Printer for Occupancy Permit with one year Protection Warranty for the Building and Zoning Department from Williams Office Products, Alton, Illinois at a cost of $2,073, seconded by Trustee Johnes. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
PARKS AND RECREATION DEPARTMENT: APPROVAL OF BILLING: SEPTEMBER 2016 ACCOUNTS PAYABLE:LOGO IT OF ALTON, IL FOR SOCCER UNIFORMS; ALTON WINLECTRIC OF ALTON, IL FOR OUTDOOR LIGHTING; FARMTASTIC FUN OF SPANISH FORK, UT FINAL PAYMENT JUMPING PILLOW Trustee Stumpf moved for the approval of the following billings for September 2016 Accounts Payable: Logo It of Alton, Illinois for Soccer Uniforms - $2,508.71; Alton Winlectric of Alton, Illinois for outdoor lights Parks Maintenance – $2,520.00; Farmtastic Fun of Spanish Lake, Utah for final payment Jumping Pillow - $7,819.00, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
APPROVAL OF PRE-PAID FOR OCTOBER 2016 ACCOUNTS PAYABLES ELITE EVENT SERVICES, LLC OF EDWARDSVILLE, IL FALL FESTIVAL; BEBE THE CLOWN PRODUCTIONS OF ST. LOUIS, MO FALL FEST, BIRTHDAY PARTY Trustee Stump moved for the October 2016 Pre-Paid Accounts Payables as follows: Elite Event services, LLC of Edwardsville, Illinois for Fall Festival- $912.00; BeBe the Clown Productions of St. Louis, Missouri for Fall Festival and Village Birthday Party at a total cost of $1,025.00, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
ECONOMIC DEVELOPMENT DEPARTMENT: CONSIDERATION OF PROPOSAL FOR MARKETING ANALYSIS: BUSINESS DISTRICT; UPDATE HOTEL STUDY William Catalano, Economic Development and Brand Marketing Director, asked that this consideration be held over to next meeting.
CONSIDERATION OF BUSINESS DISTRICT ADMINISTRATION FEE William Catalano, Economic Development and Brand Marketing Director, asked that this consideration be held over to next meeting.
APPROVAL FOR INTERNATIONAL COUNCIL OF SHOPPING CENTERS CONFERENCE – SEPTEMBER 2016 Trustee Stumpf moved for the approval for William Catalano, Director of Economic Development and Brand Marketing to attend the International Council of Shopping Centers Conference in Chicago, Illinois for registration, lodging, food and transportation at a cost not to exceed $1,100.00 and to give authorization for the Village Treasurer to make payment as an October 2016 Prepaid, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION FOR 3014 GODFREY RD. FACADE APPLICATION William Catalano, Economic Development and Brand Marketing Director, presented the Façade application of Gerard Fischer for parking lot improvement. The consideration will be consider at the next meeting
CONSIDERATION FROM MORAN DEVELOPMENT OF EDWARDSVILLE, IL FOR BUSINESS DISTRICT MODIFICATIONS William Catalano, Economic Development and Brand Marketing Director, asked that this consideration be held over to next meeting.
CONSIDERATION OF SOLARIZE GODFREY OUTSIDE BUSINESS DISTRICT INCENTATIVE Chairman Stewart recused himself from this consideration. Trustee Stumpf presented the request to consideration of Solarize Godfrey outside Business District Incentative. Trustee Johnes moved to accept the proposal to extend Solarize Godfrey Incentives Program for outside the Business District and to be funded from the General Fund with a cap of funding of $9,000 with the incentive expiring with the Solarize Godfrey Program as of September 30, 2016, seconded by Trustee Springman. Poll of Committee: Ayes-4, Nays-0, Absent-0, Recused-1.\ Motion carried.
MARKETING – WELCOME MS BIKE SIGNAGE Trustee Stumpf moved to give authorization to William Catalano, Director of Economic Development and Brand Marketing, to purchase signage for the MS Bike Ride Event from Sign Magic, Godfrey, Illinois at a cost of $500 and to give authorization for the Village Treasurer to make payment as a October 2016 Prepaid, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
VILLAGE ENGINEER: UPDATE AND CONSIDERATION OF INGHAM LANE RIGHT-OF-WAY SURVEYING Jo Emerick, Village Engineer, reported that the Village will need to consider an agreement for professional land surveying with Juneau Associates Inc. P.C. for the Right-of-Way for the Rao Trust Agreement. The Board will consider at the next Board meeting.
VILLAGE CONSIDERATIONS: ACCOUNTS PAYABLE – 2016 Chairman Stewart presented for the approval of the Accounts Payable for the month of September 2016 General Fund $ 529,229.98 and the Motor Fuel Tax Fund $ 120,146.11; and the Street Department $ 29,943.69. Trustee Stumpf moved for the approval of the Accounts Payable for the month of September 2016 General Fund $ 529,229.98 and the Motor Fuel Tax Fund $ 120,146.11; and the Street Department $ 29,943.69, seconded by Trustee McAtee. Poll of Board: Ayes- 5, Nays-0, Absent-0. Motion carried.
PAYROLL – AUGUST 2016 Chairman Stewart presented for the approval of the Payroll Account for the period of 07/01/2016 to 08/20/2016 for the Village for a total payroll of $ 103,751.36 mileage of $ 133.65 and payroll taxes of $ 17,196.75. Trustee Johnes moved for the approval of the Payroll Account for the period of 07/01/2016 to 08/20/2016 for the Village for a total payroll of $ 103,751.36 mileage of $ 133.65 and payroll taxes of $ 17,196.75. Seconded by Trustee Springman. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.
APPROVAL OF SUPPLEMENT 27 MUNICODE FOR VILLAGE CODIFICATION Trustee Johnes moved for the approval of Supplement 27 for Ordinance Codification from Municipal Code Corporation of Tallahassee, Florida at a cost of $1,281.00, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF NEW COMPUTER FOR CLERK’S OFFICE Trustee Johnes moved to give authorization to Clerk Whisler to purchase a new computer from Williams Office Products in Alton, Illinois at a cost of $1989, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
APPROVAL OF CLERK’S TRAINING – MCI INSTITUTE AND ACADEMY OCTOBER 9-4, 2016 Trustee Stumpf moved to give authorization to Bethany Bohn, Deputy Clerk to attend MCI Institute, October 9 through 14, 2016 in Springfield, Illinois to include registration, lodging, food and transportation not to exceed $1,500, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF GOV 311 PHONE APP Trustee Johnes moved to give authorization to Mayor McCormick to enter into an Mobile Application Customer Agreement with Gov311 of Springfield, Illinois for Gov311 Public Participation Simplified System with setup of $2,000 and $1,200 Annual Service Fee, and to give authorization to the Village Treasurer to make payment as a October 2016 Pre-Paid, seconded by Trustee McAtee. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.
CONSIDERATION OF SURPLUS INVENTORY BIDS Trustee Stumpf moved for approval of the bid received for the Surplus Inventory as follows: 2003 Dodge Carryall John White,1123 Logan Street, $250.and to give authorization to the Village Clerk to deposed of additional Surplus Inventory properly, except for the 2003 Dodge Carryall which received no bids, seconded by Trustee Johnes. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.
PUBLIC COMMENTS: Resident asked if what decision had been made on Gerson Avenue drainage problem. No report at this time.
Trustee Johnes moved to adjourn the meeting at 7:40 p.m., seconded by Trustee Springman. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.
Pamela E. Whisler, MMC Village Clerk
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