Swansea Committee of the Whole met Monday, Dec. 19.
Here are the minutes as provided by Swansea:
MINUTES of COMMiTTEE MEETINGS - December 19, 2016 1444 Boul Avenue, Swansea, ill 62226 6:00 to 7:27 p.m." - Discussion Times are in brackets below.
Attendees: Board President Mueller, Trustee Lanter, McGuire, Pulley, & Ruocco, Village Attorney Mark Rohr, Police Department (PD) Chief Steve Johnson, Deputy PD Chief Craig Coughlin, Street Department Chief John Budde, Administrator Lyndon Joost, Waste Water Treatment Plant (WWTP) Chief Rick Tucker, Fire Department (FD) Chief John McGuire, Village Clerk Lauren O'Neill (prepared minutes), other community members. The Trustee names in motions are presented with the individual that made the motion listed first, followed by the individual that seconded the motion, Support of members refers to those present for the meeting. The items outlined below were discussed. Absent: Treasurer Mike Leopold, Trustees Wells & Neumeyer.
PERSONNEL COMMITTEE 6:00 - 6:26 prin's Lanter, McGuire, & the members supported adjournment.
Marilyn Neumeyer; Chairperson Katherine Ruocco Matt Lanter Brian Wells Brian McGuire Non-Agenda item - Recognition Awards for Years of Service (Barb Kimutis -10 years and Douglas iller - 15 years) were presented. Closed Session Discussion of the Termination of Probationary Paid on Call Firefighter-per Open Meetings Act Exception: "The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity." 5 ILCS 120/2(c)(1). - the Executive Session was held" from 6:02 - 6:12 p.m. with motions supported by all members to hold the meeting in closed session (Lanter, McGuire) and then re-open the meeting (Lanter, McGuire). In open session, a motion by Lanter, McGuire supported forwarding to the Board the recommendation to pursue the termination of Probationary Paid on Call Firefighter Sarah Cantrell. Recommendation for Hiring Breanna Wilson as a Full-Time Telecommunicator - PD staff and Breanna Wilson's background, work experience, and willingness to volunteer to gain additional experience with Swansea systems supported her being at a Grade 7 Step 1 of $19.02 per hour, and upcoming certification class expectations were discussed. Motion by McGuire, lanter, and members supported forwarding the recommendation to the Board. Recommendation for Hiring Bailey Feather as a Full-Time Telecommunicator - Recommendations supporting the hiring, Bailey Feather's certifications, background, and work experience, including more than a year performing well working part-time in stressful situations with the Swansea PD, were discussed. She was recommended for the full-time position at a Grade 7 Step 5 of $21.56 per hour. Motion by Lanter, McGuire, and members supported forwarding the recommendation to the Board.
Possible participation in SIUE MPA internship program-it was noted that projects that could be researched and moved along with the assistance of an intern, which would be provided to Swansea on a contract basis through SUE. There would be 2 payments, and the total support cost for the approximately 4 months or 17 weeks were noted. There are potentially 3 candidates to be interviewed for the support expected to start 1/15/17. Prior use of interns for Swansea grant and other projects were discussed. There was uncertainty noted as to whether anything could be done to replace an intern that does not work out. Motion by McGuire, Lanter, and members supported forwarding to the Board the recommendation to pursue 20 hours per week intern support at a total cost not to exceed $5400.
Worker's Compensation Hearing of Kathy Thomas - it was noted that the insurance carrier that no longer works for Swansea recommends settling, and wants approval for limited settlement authority from Swansea. The injured employee was referred to a doctor and the process of an injured employee being seen by a doctor following injury was discussed. It was reviewed that without settlement, a hearing could result. Swansea's insurance rates recently increased, and recent settlement requests may be a factor. Motion by Lanter, McGuire, and members supported forwarding the request for approval settlement authority to the Board.
JUDICIARY COMMITTEE 6:26 - 6:32 on McGuire, Pulley, & the members supported adjournment.)l
Brian Wells; Chairperson Brian McGuire Stephen Pulley Katherine Ruocco Marilyn Neurneyer Codification - Suggested changes applicable to the PD were incorporated and emailed to Swansea. Update Rauckman v. Swansea-lt was noted that Swansea is waiting on the judge, and there are no other updates. Update Trentman, Wallen & Warady v. Swansea - Discovery responses were received and are being reviewed. Draft Ordinance Amending Chapter 9, Liquor Control, Part 3, Regulations of The Swansea Municipal CodeThis item should appear on the second January 2017 meeting agenda to allow for review time required. Draft Ordinance Establishing Regulations with Respect to Allowable Travel, Meal And Lodging Expenses For Employees, Officers And Elected Officials Of The Village of Swansea - This item will appear on the first January 2017 meeting to allow for review time. 3/2/17 is the effective date applicable to the pending ordinance, and prior to this time, even without the ordinance being in place, applicable reimbursements could be made.
FINANCE COMMITTEE 6:32 - 6:40 pm (Lanter, McGuire, & the members supported adiournment.)
Matt Lanter; Chairperson Brian Wells Marilyn Neumeyer Brian McGuire Stephen Pulley General Fund Analysis - Revenue and expense categories are less than budgeted. Department heads are watching expenses, and it was expressed that overall Swansea is in good financial shape. Draft Resolution of the Board of Trustees of the Village of Swansea Authorizing the President of the Board of Trustees to Accept the Proposal and Execute All Documents Necessary for Credit Card and On-Line Bill Payment Service Fees to be Absorbed by the Customer and Collected and Provided by Payment Service Network, incorporated - it was noted that when paper checks are generated by customers a $0.40 fee is passed on to Swansea, and this draft, which refers to the original agreement, will eliminate this charge to Swansea. It was discussed that VISA has an agreement with cardholders that without advance customer authorizations fees will not be charged to their customers. It was noted that agreements are not all tied to the term of the mayor and this agreement is one example. Motion by Lanter, Pulley, and members supported forwarding the resolution to the Board.
COMMUNITY & ECONOMIC DEVELOPMENT 3:40 - 7:02 pm (Pulley, McGuire, & the members supported adi olurnment)
Stephen Pulley, Chairperson Brian Wells Brian McGuire Katherine Ruocco Marilyn Neumeyer Use of Public Property as Economic Development Incentive - it was reviewed that attracting local entrepreneurs to propose a concept with the incentive of the public property was a legitimate use of public property per attorney TEW8W. ** Proposed Task Order #1: Economic Development Services Contract with Moran Economic Development LLC -The task involves Moran's assistance preparing a solicitation and reviewing proposals received related to use and map concept for Boul Avenue areasilots. Motion by McGuire, Pulley, and members supported forwarding the item to the Board.
Review of Rural King Business District Redevelopment Project - Accounting of Expenses and Payments - A handout was provided and reviewed. Moran looked at costs and eligible items for reimbursement, expenditures to date, reimbursements completed and balances to be reimbursed. Swansea is presently in arrears on reimbursements. Based on the revenue streams generated there is a need for caution on the part of Rural King projects, otherwise they may end up fronting monies with reimbursements limited by the available balances. Swansea needs to amend the budget for the payments that were not expected at the time of budget creation. After the arrears payment, invoices, balances, and reimbursement requests will be reviewed on a quarterly basis.
Possible Spring Clean Up Event - A potential one-day recycling-disposal event was discussed which would allow for hazardous waste, woodlimbs, scrap metal, electronics, clothing, large items, and other items to be collected from community members that may drop them off to a site. St. Clair County, the Salvation Army, and other organizations may be invited to assist with the recycling event. A community-wide yard-sale preceding this event, and the Swansea Report used to gauge interest was discussed. It was reported that Republic Recycling is willing to pick up and recycle paint cans with dried paint in them. Non-Agenda Item - The Mayor noted that a reputable packaged liquor entity might be seeking a liquor license in the near future.
PUBLIC SAFETY COMMITTEE 7:02 - 7:11 pm (Lanter, Pulley, & the members supported adiournment.)
Matt Lanter; Chairperson Marilyn Neumeyer Stephen Pulley Katherine Ruocco Brian Wells fntergovernmental Agreement Between City Of Belleville And Village of Swansea For 9-1-1 Dispatching Services -This is still in the works and will be reviewed sometime in the future. Availability of National incident Management System (NIMS) Training-NMS training will be held 1126/17 at the Metro East Parks & Recreation District in Collinsville and 3/9/17 at the FD in O'Fallon. Training times of 6- 9 pm were noted. Proposed FD Training Facility - The FD Chief reviewed that the Foreign Fire Board has held fundraisers for a training facility to be located in the fenced in area behind Fire House 2. Shipping-container structures with burn-room insulation containing heat to the interior of the structure during a burn, first and second floors, reinforced black decking, drawings and aesthetics and other characteristics of proposed structure were reviewed, Though Village funds would not be required, the structure would be on Village property, and the Fire Funds account is audited by the Village. Appropriate use of the funds and bid procedures would be followed.
PUBLIC WORKS 7:11 - 7:23 pm (Lanter, McGuire, & the members supported adjournment.)
Brian McGuire; Chairperson Matt Lanter Katherine Ruocco Brian Wells Marilyn Neumeyer Boul Avenue Sidewalk Trail Options - A Boul Avenue area trail map handout was reviewed. TWMassisted in narrowing 3 options to 1 reasonable-cost option. The blue highlighted trail grant-eligible areas and green non-grant eligible areas on the map were reviewed. Potentially shifting Boul Avenue to the north when repaving, might allow for trail space on the Southside and reduce potential costs or right of way risks associated with the project. Swansea may seek and obtain approval from the state to pave and maintain Bout Avenue. Associated jurisdictional responsibility, dedications, and risks if Boul Avenue were ever to be closed were touched upon, with low risk associated with the road closing. The trailhead development involving a smallpark, and areas for cars to park and potential cost of $340K, possible use of TIF, Business District, General Funds, and grant monies were noted. Conduit allows for future lighting.
EPA inspection Report for the Swansea Wastewater Treatment Plant - No comments were heard. Draft Resolution Authorizing Execution Of A Contract With St. Clair County For Program Year 2016 CDBG Funding For The Sanitary Sewer Lining At IL Rte 161 And Roger Avenue Project - it was noted that this resolution will provide for the authority to sign the agreement. Motion by McGuire, Lanter, and members supported forwarding the item to the Board. Draft Resolution Accepting A Price Quote Of S26,440.00 From Morrow Brothers Ford, R.R. 2, Box 120, Greenfield, Illinois, and Authorizing The Purchase And Financing Of A New 2016 Ford F250 Crew Cab Pickup Truck With 8 Foot Bed-Motion by McGuire, Lanter, and members supported forwarding the item to the Board, Draft Ordinance Authorizing the President of the Board of Trustees and Village Clerk to Affix Their Signatures to a Loan Agreement with Bank of Springfield for the Financing of a 2016 Ford F250 Crew Cab PickupTruck with 8 Foot Bed-Motion by Lanter, McGuire, and members supported forwarding the item to the Board. It was noted that due to the additional terms and conditions associated with recent financing experience that resulted in about $400 of additional legal opinion costs, financing through Bank of Springfield has a lower expected total cost than financing through Bank of Belleville, despite the slightly lower interest rate quoted. Pay Request #2 Authorizing Payment of S104,355.11 to Haier Plumbing and Heating Inc. for the Schae Fries Sanitary Sewer improvement Project - The small retainage money still being held on the sewer project was touched upon. Motion by Lanter, McGuire, and members supported forwarding the item to the Board.
CULTURAL COMMITTEE 7:23 - 7:25 pinfanter, McGuire, & the members supported adjournment.
Stephen Pulley Katherine Ruocco; Chairpersons Brian Wells Brian McGuire Matt Lanter MEPRD Park Grant for Security Camera's Upgrade in Price Park - Authority to apply for the grant was requested, with 50% of the potential $10K total required also being noted. Motion by Ruocco, McGuire, and members supported forwarding the item to the Board.
SWANSEA REPORT COMMITTEE 7:25 - 7:27 pm (Lanter, Pulley, & the members supported adjournment,
Marilyn Neumeyer, Chairperson Matt Lanter Brian McGuire Stephen Pulley Katherine Ruocco Brian Wells Mockup of the January Swansea Report issue - A draft was provided, noting that photos from tonight's employee service recognitions, feelers for a community yard sale in the Spring, and prompts for advertisers might be added. The reason some current advertisers did not advertise in this issue was unknown,
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