West Central Reporter

The village of Godfrey Finance Committee met Dec. 5 to consider fuel supply bids.

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

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

Finance Committee December 5, 2016 Godfrey Village Hall

Chairman Stewart called the Finance Committee Meeting of December 5, 2016 to order at 6:08 p.m.

Roll Call

Present Roll Call: Present Roll Call: Chairman Stewart, 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 Market Branding Joe Hughes, Budget Officer Craig Noble, Manager, EMC, Sewer Plant Tom Long, Village Attorney

Chairman Stewart asked for approval of the October 31, 2016 Finance Committee minutes. Approval was given with no objections from the Committee.

PUBLIC REQUEST: BENJAMIN GODFREY TRAIL – ZEKE JABUSCH Zeke Jabusch, President of the North Alton/Godfrey Business Council and Brett Stairwar, Executive Director of the Greater Alton Convention and Visitors Bureau presented the request for funding of $5,000 for the Benjamin Godfrey Legacy Trail Project. Trustee Johnes moved for the approval of the donation for the Benjamin Godfrey Legacy Trail to the North Alton/Godfrey Business Council in the amount of $5,000 from the 2016 Budget to be paid from the 2016 Budget if available or 2017 Budget in April 2017, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

PUBLIC WORKS DEPARTMENT: 2017 FUEL SUPPLY FOR PARKS AND STREET DEPARTMENTS

1. APPROVAL OR REJECTION OF BIDS 2. CONSIDERATION TO RE-SEEK BIDS FOR FUEL SUPPLY Trustee Johnes moved to reject all bids received for the 2017 Street and Parks Department Gasoline and Diesel Fuel Bids and to give authorization to Jim Lewis, Director of Maintenance to Re-Bid the 2017 Street and Parks Department Gasoline and Diesel Fuel Bids, seconded by Trustee Springman. Poll of Committee: Ayes-4, Nays-0, Absent-1. Motion carried.

APPROVAL OF PROPOSAL FOR SIGN ROOM ROOF REPAIR PROJECTS Trustee Stumpf moved to accept the lowest proposal received for the Sign Room Roof Repair Project from B & P Construction of Fieldon, Illinois at a cost of $9,605, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

DISCUSSION ON WEST WOODFIELD ROAD REPAIR Trustee Stumpf recused himself from the consideration, as he is an resident of the subdivision. Trustee Johnes moved to give authorization to Jim Lewis, Director of Maintenance to make street repair on West Woodfield Drive, seconded by Trustee Springman. Roll Call Vote: Ayes-4, Recused-1, Nays-0, Absent-0. Motion carried.

VILLAGE SEWER DEPARTMENT: AUTHORIZATION OF PAYMENT OF THE ILLINOIS ENVIRONMENTAL PROTECTION AGENCY – WATER REVOLVING FUND –WASTEWATER PROJECT AS PRE-PAID JANUARY 2017 Trustee Stumpf moved for the approval of January 2017 Accounts Payable Pre- Paid to the Illinois Environmental Protection Agency, Springfield, Illinois at a cost $27,013.18, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

AUTHORIZATION TO SEEK BIDS FOR THE MERCURY/VENUS SANITARY SEWER REPAIR PROJECTS Trustee Stumpf moved to give authorization to Craig Noble, Manager of the Sewer Treatment Facility to seek proposals for engineering services for the Mercury and Venus Sewer Line Repair Project, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF INVOICE FROM HENEGHAN & ASSOCIATES FOR SCOPE OF WORK FOR ADDITIONAL SURVEYING SERVICES OF SEWER CORRIDOR TO LEWIS AND CLARK APARTMENTS AUTHORIZATION OF FINAL PAYMENT TO HENEGHAN & ASSOCIATES FOR SURVEYING SERVICES. Trustee Stumpf moved for the approval of the Work Order for Surveying Services of Sewer Corridor from the Northeast Inceptor to Street Department /Godfrey Road to Grace Street to Lewis and Clark Apartments from Heneghan and Associates, P.C. of Godfrey, Illinois at a cost not to exceed $3,000, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF IMPELLER UPGRADE REPAIR OF THE FLYGT PUMP AT STANKA LANE – COST ADJUSTMENT Trustee Stumpf moved for the approval of the increase in the billing for the Impeller on the Flygt Pump at Stanka Lane from Vandevanter Engineering of Kansas City, Missouri in the amount of $160.00 for additional shipping cost for a total cost of $4,482.41, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

AUTHORIZATION TO SEEK BIDS FOR THE VILLA MARIE/ WICKMOR SUBDIVISION TELEVISING INSPECTION OF SEWER LINES. Trustee Stumpf moved to give authorization to Craig Noble, Manager of the Sewer Treatment Facility to seek bids for the Villa Marie/Wick-Mor Subdivision Sewer Line Televising and Inspection Project, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF PAYMENT FOR 100 ST. ANTHONY DRIVE REPAIR PROJECT WITH MAUL EXCAVATING, INC. OF BRIGHTON, ILLINOIS Trustee Stumpf moved for approval of the emergency repair for 100 St. Anthony Drive from Maul Excavating at a cost of $2,582.41 and to give authorization to the Village Treasurer to make payment as January 2017 Pre-Paid, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

OTHER BUSINESS – SEWER DEPARTMENT Chairman Weber of the Special Projects Sewer Committee reported that the consideration of Engineering services for design of the Northeast Inceptor Project will be submitted in January 2017 for consideration.

BUILDING AND ZONING DEPARTMENT: AUTHORIZATION TO ALLOW THE ASSISTANT VILLAGE ATTORNEY TO REVIEW THE SIGNAGE ORDINANCE Trustee Johnes moved to give authorization to Laura Dixon, Building and Zoning Administrator, Eldon Williams, Trustee and the Assistant Village Attorney to review the Signage Ordinance and amend the sections that are not enforceable or need reclassification, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

PARKS AND RECREATION DEPARTMENT: APPROVAL OF BILLING DECEMBER 2016 ACCOUNTS PAYABLE FARMTASTIC FUN OF SPANISH FORK, UTAH FINAL PAYMENT Trustee Stumpf moved to give authorization to the Village Treasurer to make payment in the December 2016 Accounts Payable for the Farmtastic Fun of Spanish Fork, Utah for final payment of the Jumping Pillow at a cost of $ 6,284.20, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

APPROVAL OF PRE-PAID FOR DECEMBER 2016 ACCOUNTS PAYABLE

NOLAN’S PETTING ZOO OF CARROLLTON, ILLINOIS FOR THE SNOWFLAKE FESTIVAL WILLIAMS OFFICE PRODUCTS, INC. OF ALTON, ILLINOIS CLERK’S PRINTER MAINTENANCE SHRED-IT OF ST. LOUIS, MISSOURI FOR CLERK’S OFFICE DISPOSAL Trustee Stumpf moved for the approval of January 2017 Accounts Payable Pre- Paids:

Nolan’s Petting Zoo of Carrollton, Illinois at a cost $450.00 for the Snowflake Festival. Williams Office Products Inc. of Alton, Illinois at a cost of $123.61 Monthly Maintenance Clerk’s Printer Shred-It of St. Louis, Missouri at a cost of $121.54 for Clerk’s Office Shredding Services 2016

Seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0.

Motion carried.

VILLAGE ECONOMIC DEVELOPMENT DEPARTMENT DISCUSSION ON BUSINESS DISTRICT II William Catalano, Director of Economic Development and Market Branding, presented the proposals During the discussion of the boundary modification for the Business District, several inquiries were made about the possibility of expansion of the Business District west of Village Hall. The predominant reason provided for this expansion was for funding and development of Lars Hoffmann Crossing to the west (Pierce/Airport Intersection). After research and discussion with Keith Moran of Moran Development, the option of creating a separate district, with the sole purpose of financing the completion of the roadway (to the intersection) and the extension of other infrastructure (i.e. sanitary sewers) was discussed. While there would be no current sales tax producing entities located in the proposed District #2, statute allows contiguous districts to share revenues. This would facilitate/fund the planned natural traffic connection to Pierce & Airport Roads. Depending on the estimated costs of completion, the project could be financed over the 10 to 15 years and open more opportunities to secure grant funding to offset construction costs. The total fee for these services are not to exceed $11,900, plus reimbursable expenses, not to exceed $900). Legal description preparation services by Heneghan and Associates of Godfrey, Illinois to be negotiated. The total cost of both will not exceed $15,000

Trustee Stumpf moved to give authorization to William Catalano, Director of Economic Development and Brand Marketing, to enter in an agreement with Moran Development of Edwardsville, Illinois for the (Business District II at a cost of $11,900, plus reimbursable expenses, not to exceed $900 and Legal Description Preparation for Heneghan and Associates of Godfrey, Illinois at a total cost not to exceed $15,000, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF RETAIL MARKET ANALYSIS/STUDY – UPDATE (BUXTON OR PGAV) William Catalano, Director of Economic Development and Market Branding, presented the proposals from PGAV and Buxton Company. On October 12, Trustee Stewart, Mayor McCormick, and myself met with Buxton representative,

Lisa McKay. Attached is a proposal from Buxton regarding the services they can provide for both retail market analysis and retail business recruitment. Previously, I presented the idea of having PGAV Consultants complete a study with the same characteristics as a study they completed for the City of Effingham, Illinois. The purposes this type of study was to determine and thus market, the true trade area Godfrey’s location provides by identifying “non-Godfrey” shoppers. Buxton offers an additional layer of service; identifying potential retailers and their contacts. Buxton has provided names of other communities they have worked with. However, the characteristics of these other communities are not an apples-to-apples comparison. The proposal from PGAV is $20,000 (plus reimbursable expenses) for one report, analysis, and strategies. The proposal from Buxton is $50,000 annually (year-to-year agreement). Both options are Business District eligible.

Trustee Johnes moved to give authorization to William Catalano, Director of Economic Development and Brand Marketing, to enter in an agreement with Buxton Company of Fort Worth, Texas for Retail Market Analysis and Retail Business Recruitment Study at a cost to be negotiated of $50,000 per year or removal of the 10% cancellation fee, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF SOLAR GRANT REIMBURSEMENT FOR SMART CHOICE AUTO SALES, 1503 W. DELMAR AVENUE Trustee Stumpf moved for the approval of the Solarize Business Grant for Smart Choice Auto Sales at 1503 West Delmar in the amount up to $3,000 and subject to providing all support documentation., seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

VILLAGE ENGINEER: UPDATE ON PIERCE LANE, NORTH OF RIDGEFIELD-MUD ON ROAD Jo Emerick, Village Engineer, explained that the property owner was not willing to take any of their property out of service for the drainage control. Trustee Stumpf suggested that the Village contact the farmer to maintain berm soil control. The Village Engineer, Jim Lewis, Director of Maintenance and Trustee Stumpf will contact the farmer to negotiate with him on the maintenance of the berm soil control for the Village.

POTENTIAL 2017 STREET PROJECTS TO BE BID OUT Jo Emerick, Village Engineer, asked the Committee for suggestions for 2017 Street Projects for the Village to bid in the spring. After some discussion, the Committee requested that the Engineering Department review the Bethany Lane Culvert Project and Winter Lane Culvert Project. Trustee Stumpf suggested that the Village take the year to review the Micro-Paving Project on two different road surfaces and if they are going to hold up before any other Micro-Paving projects are considered.

STREET SPECIFICATIONS REVIEW BY URS

Trustee Stumpf asked that this consideration be table to a later meeting.

INGHAM LANE RIGHT OF WAY AND EASEMENT PURCHASE FROM THE MS RAO TRUST Trustee Stumpf moved for the approval of the proposal for $5,000 for purchase of Right Of Way and Construction Easement from the MS Rao Trust and subject to Village Engineer approval to give authorization to the Village Treasurer to make payment as a January 2017 Pre-Paid, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

UPDATE ON LARS HOFFMAN PROJECT Trustee Johnes moved for the approval of Resolution 2016-22, A Resolution approving the Lars Hoffman Crossing Phase 1B Project of 1,000 feet to the west of the existing end of pavement to be funded with the Illinois Department of Transportation High Priority Project (HHP) funds of $329,000 and Transportation, Community and System Preservation (TCSP) funds of $101,300 for a total of $430,000 and the balance of the total Project cost estimated to be $ 600,000 to $ 900,000 being funded as an appropriation from the Village General Fund. The Board gives authorization to Jo Emerick, Village Engineer to notify IDOT of the Village intent to proceed with the Lars Hoffman Crossing Phase 1B Project, seconded by Trustee Stumpf. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

VILLAGE CONSIDERATIONS: ACCOUNTS PAYABLE – December 2016 Chairman Stewart presented for the approval of the Accounts Payable for the month of December 2016 General Fund $ 548,608.74 and the Motor Fuel Tax Fund $ 21,555.11; and the Street Department $ 37,672.79. Trustee Stumpf moved for the approval of the Accounts Payable for the month of December 2016 General Fund $ 548,608.74 and the Motor Fuel Tax Fund $ 21,555.11; and the Street Department $ 37,672.79, seconded by Trustee Johnes. Poll of Board: Ayes- 5, Nays-0, Absent-0. Motion carried.

PAYROLL – Chairman Stewart for the approval of the Accounts Payable for the month of December 2016 General Fund $ 548,608.74 and the Motor Fuel Tax Fund $ 21,555.11; and the Street Department $ 37,672.79. Trustee Stumpf moved for the approval of the Accounts Payable for the month of December 2016 General Fund $ 548,608.74 and the Motor Fuel Tax Fund $ 21,555.11; and the Street Department $ 37,672.79, seconded by Trustee Springman. Poll of Board: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF 2016-2017 TAX LEVY

Chairman Stewart recommended that the Committee review the proposed Tax Levy for consideration at the Village Board Meeting.

Trustee Stumpf moved for the approval of AN ORDINANCE ADOPTING AND ESTABLISHING TAX LEVIES ON ALL TAXABLE PROPERTY WITHIN THE VILLAGE OF GODFREY, ILLINOIS AND PROVIDING FOR THE LEVY, EXTENSION, ASSESSMENT AND COLLECTION OF SUCH TAXES FOR THE YEAR 2016 AS PROVIDED BY LAW AT THE SAME DOLLAR AMOUNT OF 2015 TAX LEVY, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent- 0. Motion carried.

CONSIDERATION OF 2016-2017 SPECIAL SERVICE DISTRICT – PIASA HILLS Trustee Stumpf moved for approval of AN ORDINANCE ADOPTING AND ESTABLISHING TAX LEVY ON ALL TAXABLE PROPERTY WITHIN THE VILLAGE OF GODFREY, ILLINOIS SPECIAL SERVICE TAX AREA IN PIASA HILLS SUBDIVISION FOR THE YEAR 2016 AS PROVIDED BY LAW, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF WBGZ RADIO – CHRISTMAS MESSAGE Trustee Stumpf moved to give authorization to Mayor McCormick to purchase a Christmas advertising packets from WBGZ Radio of Alton, Illinois at a cost of $185.00, seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF EXTENSION OF ANIMAL CONTROL CONTRACT – SUSIE STEPHAN Trustee Stumpf moved for the renewal of the Animal Control Contract for February 1, 2017 with Susie Stephan at a cost of $62,000, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

CONSIDERATION OF INCREASE IN THE CONTRACT AGREEMENT WITH SICHRA CONSULTATION SERVICES, L.L.C. FOR FY2017- FY2019 Trustee Stumpf moved for the approval of the increase in the Consulting Fee for FY2017-FY 2018 with Sichra Consultation Services, LLC at a rate of $600 per month, seconded by Trustee McAtee. Poll of Committee: Ayes-5, Nays-0, Absent 0. Motion carried.

CONSIDERATION RBGA ANNUAL DINNER SPONSORSHIP – JANUARY 2016 Trustee Stumpf moved to give authorization to Mayor McCormick to purchase one table at cost of $ 650.00 for the Annual Dinner for the RiverBend Growth Association on January 26, 2017 and also additional seat if needed; and to give authorization to the Village Treasurer to pay as a January 2017 prepaid Accounts Payable., seconded by Trustee Springman. Poll of Committee: Ayes-5, Nays-0, Absent-0. Motion carried.

Chairman Stewart adjourn the meeting at 8:27 p.m.

Pamela E. Whisler, MMC Village Clerk