Village of Swansea Committee met March 20.
Here is the agenda provided by the Committee:
Attendees: Board President Mueller. Trustees Lanter, McGuire, Neumeyer, Pulley, Ruocco & Wells, Treasurer Mike Leopold, Village Attorney Tony Gilbreth, Police Department (PD) Chief Steve Johnson, PD Deputy Chief Craig Coughlin, Fire Department (FD) Chief John McGuire, Street Department Chief John Budde, Waste Water Treatment Plant (WWTP) Chief Rick Tucker, Code Enforcement Officer Randy Tedesco, Administrator Lyndon Joost, Park Board Chairman Mike Koeneman, Village Clerk O'Neil (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, and the support of the members includes those present. The items outlined below were discussed.
Personnel Committee 6:00 - 6:25 pm (Wells, McGuire, & the members supported adjournment.)
Marilyn Neumeyer; Chairperson Katherine Ruocco Matt Lanter Brian Wells Brian McGuire Original Ordinance forwarded to Board on 3/6/17 - Draft of An Ordinance Amending Chapter 4, Employees, Part 1, Employee Rules and Regulations of The Swansea Municipal Code and to Amend the Swansea Employee Personnel Handbook, To Enact State Mandates Related to the Use of Sick Leave Benefits and Suggested Amendment to above Ordinance-Employees not covered by a collective bargaining agreement commented that the draft imposes limitations on sick leave not previously imposed on them. It was noted that the recent stateman dates related to updates to the definition of family (employee's child, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent) prompted the ordinance draft. It was suggested that the draft ordinance be re-written and simplified. The Village Attorney will revise the draft to include language to allow the draft to remain current when mandated state revisions occur from time to time in the future. It was discussed that Village of Swansea employees are allowed to use sick time to go to the doctor or to take a family member to the doctor and there was no desire to take this benefit away from employees. it was touched upon that there were already policies in place to coordinate sick leave and document absence needs.
Judicial Committee 6:25 - 6:27 pm (McGuire. Neurnever, & the members supported adjournment. Brian Wells; Chairperson Brian McGuire Stephen Pulley Katherine Ruocco Marilyn Neumeyer Update Codification - A hard copy draft has been reviewed. There were no additional changes requested. Motion by Wells, Pulley, and members' votes supported mailing a copy of the draft so that it could be finalized in the codes. Update Wallen & Varady v. Swansea -Their motion to certify the class is expected to be heard on 4/4/17.
Finance Committee 6:27- 6:41 pm (Wells, Pulley, & the members supported adjournment.)
Matt anter, Chairperson Brian Wells Marilyn Neumeyer Brian McGuire Stephen Pulley General Fund Analysis - A hardcopy report with recent updates was provided and reviewed. Revenues are close to budget. Expenses are down slightly more than revenues and expenses are down compared to budgets. Total expenses decreased more than revenues, resulting in $174K positive overall impact. Sewer expenses exceed revenues by $178K. Police expenses are down about $103K. However, there are some capital equipment purchases that are not presently being pursued due to collective bargaining agreement, 911 dispatch Consolidation, and other uncertainties regarding expenses. A Draft Ordinance Amending the Annual Municipal Budget of the Village of Swansea, IL for Fiscal Year 2017, May 1, 2016 - April 30, 2017 - it was noted that this draft cleans up the budget and makes some changes prompted with the placement of items on the appropriate budget line. Motion by Lanter, Pulley, and members supported forwarding the draft to the Board. Review FY 2018 Tentative Budget, first draft -The draft was delivered at meeting and discussed. The multi-page front and back report includes details and notes on the fiscal year (FY) 2016 and FY 2017 actuals, budgets, and estimates for FY 2018. The General Fund green highlighted revenues, blue highlighted expenses and cash balances were reviewed. The middle section shows calculations and notes with highlights in green in this section representing that the numbers have been checked, while highlights in yellow indicate additional reviews need to occur. Revenues come into the 01 accounts. Capital items are put in the 97 Fund, and in a given year outlays for capital items may exceed the funds inflow or a conscious decision may be made to cut down on expenditures. The various 01 and 97 balances for FY 2017 and Budgeted for FY2018 were reviewed. Some anomalies were pointed out, such as the FY 2017 outlays related to catching up on prior years' reimbursements per recent invoice requests related to the agreement with Rural King. It was noted that other items are impacting the actual to budget comparison such as the weather. Snow plowing was lower than expected due to the weather. For road oiling, oil is bought with money from the General Fund. The approximate 50K used for the General Obligation Bonds was touched upon and the impact of this decision on property taxes. TF1 and 2 reflect actuals over the years. It was suggested that the draft be reviewed at the leadership meeting tomorrow, and that this be the first step in the review discussion. There may be a need for a special meeting on the budget next week.
Sewer Debt Write Offs-Motion by Wells, Neumeyer, and members supported forwarding the list of write-offs to the Board.
Adjournment
Stephen Pulley; Chairperson Brian Wells Brian McGuire Katherine Ruocco Marilyn Neumeyer Findings of Fact Updated Preliminary Plat for the Villas at Ravenel Subdivision - The Planning & Zoning (P&Z) Board recommended approval with contingencies (a sewer easement be granted by the owner/developer) for a pending sewer project with the location pending and expected to be located at the South property line between the Villas at Ravenel Subdivision and the Manors at Woodfield Subdivision. This infort nation is specified in an Exhibit A of the Preliminary Plat. Should the Village expand the sewer line, an easement would be available. It was noted that originally a 72-unit multifamily plat was approved. Now the plat involves 26 single-family structures. Motion by Wells, Neumeyer, and members supported forwarding the item to the Board. A Draft Resolution Approving the Preliminary Plat for the Villas at Ravenel Subdivision in Accordance with the Subdivision Regulations of the Village of Swansea-Motion by Lanter, Wells, and members supported forwarding the draft to the Board. Authorize issuance of RFP for Redevelopment of 1500 Boul Avenue - This item involves 3 buildings and associated parking lots. A new deadline of 5/1717 for submittal with some financial disclosure information was discussed, it was suggested that a similar format could be used for empty businesses with the Village proceeding forward on its own and including appropriate information on the website to pursue interest and activity for empty spaces. Motion by Neumeyer, McGuire, and members supported forwarding the authorization for this item to the Board.
Public Safety Committee 6:45 - 6:56 pm (Pulley, Neunever, & the members supported adjournment.
Matt Lanter; Chairperson Marilyn Neumeyer Stephen Pulley Katherine Ruocco Brian Wells Update Consolidation of 9-1-1 Dispatching Services - A draft interagency agreement is being expedited and there may be a need for a special meeting on this subject. The Belleville PD is reviewing and their comments on the interagency agreement proposed/drafted by Swansea are expected this week. When the Belleville response is received, it will be forwarded via email to the Board members. St. Clair County has requested a 90-day window for the transfer and the present time table was discussed. Status Possible Changes to Fire Department Ordinances - This information will be included in the next meeting or after the revised copy is received from the Village Attorney and provided for Board review. A Draft Resolution Accepting the Bid Submitted by American Fire Training Systems Inc., 15200 New Avenue, Lockport, IL 60441, for the Design, Build, and Construction of a Fire Training Facility at Fire House #2,144 Huntwood Road, for a Bid Price of S162,331.25- The Village will pay for this and the Village will be reimbursed by the Foreign Fire Fund. It was noted that the Village Attorney reviewed the draft and there were no issues with the draft presented. Motion by Ruocco, Wells, and members supported forwarding the draft resolution to the Board, noting that the Foreign Fire Fund will provide reimbursement. A Draft Resolution Authorizing Acceptance and Execution of an Engagement Letter with Lowenbaum Law, 222 South Central Avenue, Suite 900, St. Louis, MO 63105, for Representation of the Village of Swansea in Labor Relations and Collective Bargaining Matters - it was noted that the subject line could be more detailed adding "for collective bargaining" so that there isn't miscommunication regarding the representation. It was noted that the content on the first page of the engagement letter made the purpose clear. The subject line was noted as no longer being an issue. The issue with the engagement letter was the listing of various rates and the right reserve to adjust the rates upward should the firm implement rate increases. It was suggested that future rate increases should not be imposed on the Village with regard to this contracted engagement. Corey Franklin as the main attorney and his rate were reviewed. It was noted that 2 other attorneys and paralegals with lower rates would be used to the greatest extent practicable. Motion by McGuire, Neumeyer, and members supported forwarding the draft resolution to the Board to be reviewed at the Fire Board meeting. Motion by Lanter, Pulley, and members, with the exception of Wells and Ruocco's no votes, supported forwarding the draft to the Board.
Public Works (6:56 - 7:00pm (McGuire, Lanter, & the members supported adjournment.)
Brian McGuire; Chairperson Matt Lanter Katherine Ruocco Brian Wells Marilyn Neumeyer Discuss Pay request in the amount of S30,855.11 to Haier Plumbing & Heating Inc. for Schae Fries Drive Sanitary Sewer improvements - it was noted that the Village Engineer Vicki Wade brought this item to the Board's attention, and that retainage is being maintained to allow any issues to be appropriately addressed. Motion by Wells, Lanter, and Thembers supported forwarding the request to the Board. A Draft Resolution Accepting the Price Quote of $3,198.62 From Kaeser Compressors Inc., of 322 Fee Fee Road, Maryland Heights, MO 63043, for the Purchase of Compressor Repair Parts for the Swansea Waste Water Treatment Plant-Motion by Wells, Lanter, and members supported forwarding the draft resolution to the Board.
Proposed Modification in Scope and Budget for DCEO Smelting Works Road Grant 13-203248-It was reviewed that the State awarded a $100K grand for engineering and right of way land acquisition on Smelting Works Road. The grant funds were frozen by the state, and now it is possible to use about $25K for actual construction, drainage repairs, and asphalt overlay work. Motion by Ruocco, Neumeyer, and members supported forwarding the proposed scope modification to the Board.
Cultural Committee 7:00 - 7:01pm (Lanter, Ruocco, & the members supported adjournment.)
Stephen Pulley Katherine Ruocco; Chairpersons Brian Wells Brian McGuire Matt Lanter Request from Wolf Branch School to use Pavilions A & B in Schranz Park on Thursday, May 4, 2017 for the Annual School Celebration with additional request for inflatables - The inflatables are to be manned by someone from the company, insurance coverage is to be provided, and with these stipulations the recommendation is to forward this request to the Board. Motion by McGuire, Wells, and members supported forwarding the item to the Board.
Swansea Report Committee 7:01 - 7:07 pm (Lanter, Ruocco, & the members supported adjournment.)l
Marilyn Neumeyer, Chairperson Matt Lanter Brian McGuire Stephen Pulley Katherine Ruocco Brian
Wells Proposed Articles for the April Swansea Report issue - The draft involved information on the 4/4/17 Election for Swansea Officials, 4/22/17 (4/29/t 7 rain date) Community Wide Yard Sale, Landscape Waste Options beginning 4/1/17, Trash Sticker Price increase beginning 5/1717, the Fire Training Facility, the 4/5/17 Rotary scholarship application deadline, the fiscal year 2018 Village Budget, request from organizations and businesses to support the Swansea Report, PD awards recognitions of staff and citizens, invasive Plant Clean up recap recognizing the volunteer effort that occurred on 3/4/17. Some additional items might be added to the report, summer help to address park mowing and other needs, recycling and local organizations that accept plastic bags for recycling. Space might also be used to speak to the appropriate house, apartment, and business address numbering being clear and visible from a safety standpoint.
http://swanseail.org/ArchiveCenter/ViewFile/Item/682
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