The village of Godfrey Finance Committee met Dec. 5 to consider fuel supply bids.
Here is the meeting's agenda, as provided by the committee:
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.
pg. 2
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 PrePaid
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
pg. 3
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
pg. 4
SHRED-IT OF ST. LOUIS, MISSOURI FOR CLERK’S OFFICE DISPOSAL
Trustee Stumpf moved for the approval of January 2017 Accounts Payable PrePaids:
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,
pg. 5
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
pg. 6
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
pg. 7
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.
pg. 8
Pamela E. Whisler, MMC
Village Clerk
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