City of Fairview Heights Operations Committee met May 3
City of Fairview Heights Operations Committee met May 3.
Here is the agenda as provided by the committee:
Alderman Denise Williams, Chairman
1. Request for Temporary Employee(s) – Public Works Department
Alderman Pat Baeske, Chairman
1. Olinda Drive – Construction Contract
2. Concrete Supply for the City
3. Trucking Services for the City
4. Fire Alarm System Design – Woolpert Contract
5. Single Axle Dump Truck Purchase
6. Boom Mower Purchase
7. Toro Mower Purchase
8. Project Updates
The City of Fairview Heights
Operations Committee Minutes
Wednesday, April 5, 2017 - 7:00 p.m.
City Council Chambers
10025 Bunkum Road, Fairview Heights, IL
Committee Members in attendance – Dennis Baricevic, Roger Lowry, Pat Baeske, Harry Zimmerman, Denise Williams
Committee Members absent – None
Other Aldermen and Elected Officials in attendance – Frank Menn, Patricia Peck, Bill Poletti, Brenda Wagner, Mayor Mark Kupsky, Clerk Karen Kaufhold
Staff in attendance: Human Resource Coordinator Dana Mehrmann (left at 7:55 p.m.) Public Services Director John Harty, Lt. Jim Krummrich, City Attorney Katherine Ann Porter
Recorder – Jill Huffman
Approval of Minutes, March 8, 2017
Correction on page 8, Other Aldermen and Elected Officials in attendance – Change Mike
Gough to Justin Gough.
Motion and second to approve corrected said minutes were made by Aldermen
Baeske/Zimmerman. The motion carried by voice vote and was unanimous.
Alderman Harry Zimmerman, Chairman
The Human Resource Coordinator presented revisions to the Force Level Resolution.
Full Time Commissioned
One (1) Drug Tactical Unit (not staffed and no longer tied to an
Two (2) COPS Grant (grant expired and no longer necessary to retain
Full Time Civilian
Supervisor of Support Services
(Positions no longer needed as they related to telecommunicators (dispatch).)
Telecommunicator – Part Time Bank (position no longer needed).
Civilian Police Aide – Part-time Bank
Increase Hours from 11,208 per year to 12,100 per year (to help with duties
since dispatch moved to O’Fallon including the following: increase safety for
personnel in the building, assist in monitoring city grounds cameras including
City Hall, Library, Public Works Garage, and the Parks, and also to insure a
high level of customer service for people entering the building). This increase
is included in the upcoming budget. This position helps to alleviate the
previously mentioned concerns while awaiting the results of the staffing study.
It was relayed that the Department may have to hire an additional part-time
person due to the hour breakdown. This employee works an average of 20
hours per week.
Change Apprentice Mechanic to Laborer (position is currently vacant and job
description is being reviewed).
Discussed that there are now 34 patrol officers in the Police Department.
Motion and second to forward a Resolution to City Council recommending that the City amend
the Force Level Resolution effective May 1, 2017 by Aldermen Baricevic/Baeske. The motion
carried by voice vote and was unanimous.
Personnel Code Review
The Human Resource Coordinator presented revisions to the Personnel Code.
Previous code stated employees hired prior to May 1, 1976, however the City’s
longest employee was hired in 1980. Therefore, expired information was deleted.
$20,000 cap for tuition reimbursement for a full-time employee throughout
employee’s tenure with the City. This change will be effective after May 1, 2017.
This does not affect the union contracts. Relayed that the City has paid over
$20,000 to individuals in tuition reimbursement. The Mayor stated that tuition
reimbursement is for employee selected advanced education. If training is required
in a particular position, the City will pay for the training which is different from tuition
reimbursement. The Human Resource Coordinator stated that once an employee
has obtained a Bachelor’s Degree, he/she cannot obtain a Master’s Degree utilizing
Discussed that tuition reimbursement is not meant for training for the employee’s job.
Under Item C. it was discussed that rental of books is not the property of the student.
It was decided to change the verbiage to “….as they are the responsibility of the
The Coordinator stated that under B., change for 12-20 years of continuous service
that previously stated 20 days of vacation (180 hours) to (160 hours).
Discussed that new hires, after six months, could utilize half (1 week) of their
vacation. After one year of employment, the employee then could utilize his/her
The Coordinator stated that under A., the first sentence of the second paragraph the
verbiage should be changed to read: “This vacation time must be used at any time
between the employee’s vacation award date and December 31st after the
employee’s first anniversary date subject to the employee’s right of carryover in
accordance with the following eligibility guidelines.” This item will be further
The Coordinator stated that under H., clarifying that permanent part-time employees
must work a minimum of seven hundred hours each year in order to be eligible for
The Coordinator stated that permanent part-time employees receive their vacation
on their anniversary date. However, when a part-time employee accepts a full-time
position, he/she has earned their prorated vacation from being part-time plus he/she
will receive additional vacation on January 1 from original hire date. Discussed that it
may be better to pay an employee prorated vacation at their part-time hourly rate or
use the vacation time before he/she becomes a full-time employee.
The Coordinator stated that under B., it now states employees hired prior to May 1,
2017 and employees after May 1, 2017. She explained that if an employee is hired
May 1, and on his/her five-year anniversary on May 1 the employee would receive
additional vacation which would need to be used before December 31. In the
revision that was passed in 2014, it was stated that you did not receive the additional
vacation until January of the following year, however, this was not executed by the
The Coordinator stated that under B., it now reads that full-time employees will
accrue sick leave benefits at the rate of ten hours per month. Under the old policy, it
stated 1 ¼ days. She also relayed that it states employees will continue to accrue
sick leave while off work due to holidays, sick leave, vacation, compensatory time,
worker’s compensation, authorized leave of pay and without pay if 10 days or less in
Discussed half-hour sick leave increments and perhaps changing to one-hour
Under G, 7 – 9, the Coordinator stated that she reviewed other codes that have the
option to donate sick leave. If an employee donates sick leave to another employee
who dies or is terminated, those sick leave hours are considered spent.
Motion and second to forward the revised Personnel Code to City Council by Aldermen
Lowry/Baeske. The motion was carried by voice vote and was unanimous.
Public Services Committee
Alderman Dennis Baricevic, Chairman
Union Hill/Longacre Signals – Parking Lane
The Director of Public Works stated that parking will need to be eliminated on the west side of
Union Hill Road from Liberty Road to Longacre Drive to allow for straight through traffic and left
turn lane to Longacre Drive. In the near future, residents will be notified of this. Five residents
will be affected. Alderman Lowry requests that he receive replies from the residents. The
Chairman requested that anyone travelling Union Hill Road to forward information regarding the
amount of on-street parking in that area.
Cypress Lane – R.O.W. Vacation
Letters of commitment have been received by the Department from the residents who live
adjacent to the Cypress Drive right-of-way. Staff will contact utilities in the area – Caseyville
Township Sewer for sewer, Ameren for overhead electric, and the City has storm sewer – all
who will have to negotiate with these residents for easements. The City will need sell the rightof-way
to each resident for $1. The Director suggests that the residents incur the platting costs
which could be approximately $700. The City currently maintains this right-of-way, but would no
longer when vacated.
Skid Loader Trailer Purchase
The City previously purchased a skid loader, however, in order to move it, a single axle or
tandem axle dump truck needs to be used versus a 3/4 ton or 1 ton truck. The low bid was just
under $12,000 for the trailer which could be used by one of the smaller trucks thus freeing the
larger dump trucks for other work. There is approximately $44,000 remaining in the current CIP
vehicle replacement budget which would be utilized to purchase the trailer. It was questioned
why the quoted trailer has a remote control tilt versus using ramps to which the Director replied
he will review and relay information at the next Finance meeting. The Director stated that the
bids did not exceed the $20,000 threshold purchase so this does not require City Council
Public Works Director's Report – Project Updates
The Director of Public Works presented his written report to the elected officials for their review.
Olinda Drive – Plans and specifications are 90% complete. Project will be advertised April 12
for a bid opening of April 27. This project is in the new budget. Olinda will receive an asphalt
surface. The Chairman relayed that a resident from Minter inquired about it becoming a city
street. The street is 30 feet wide by 200 feet long and has five residents. This could be for
Bonita Boulevard – Sewer replacement started on April 4 at Hollandia and Bonita and will take
approximately three weeks. In discussion with Caseyville Township Sewer District and the
contractor, a temporary rock run-around was installed on the City’s right-of-way to connect the
end of Hollandia with Linda for residents to use.
Wilshire Drive – Right-of-way is being staked to relocate utility poles. The roadway will be
constructed in the summer months.
The Mayor thanked Dennis Baricevic, Chairman, for his service for the last two years as this will
be his last meeting. The Public Works Director added since he is a new director, Dennis made
preparation for committee meetings easy.
Adjournment 8:10 p.m.