Peoria Standard

Village of Swansea Board of Trustees met July 15.

Here is the minutes provided by the board:

Attendees: Board President Leopold, Trustees Lanter, McDonald, McGuire, Neumeyer, Parker, & Wells, Treasurer John Walter, Police Department (PD) Chief Steven Johnson, Fire Department (FD) Chief Chris Tell, Building and Zoning (B&Z) Director Dallas Alley, Street Department Acting Superintendent / Waste Water Treatment Plant (WWTP) Superintendent Rick Tucker, Administrator Benjamin Schloesser, Clerk Lauren O'Neill, other community members. Absent: PD Deputy Chief Craig Coughlin

Motions: Trustees are presented with the individual that made the motion, followed by the person seconding the motion. Votes: Aye and voice votes unless otherwise noted (roll call (with each member stating their name and vote)). Content of meeting is presented within the marks.

I) CALL TO ORDER

II) PLEDGE ALLEGIANCE TO THE FLAG

III) ROLL CALL

IV) APPROVAL OF MINUTES – Motion to accept the minutes, which included items 2 and 3: Wells, McDonald. It was reviewed that there were no Personnel Executive Session Minutes (Item 1). The meeting was held in open session only. An executive session wasn’t required. This information was reflected in the Committee Minutes (item 3).

1) Personnel Executive Session Minutes July 1, 2019 (Not applicable)

2) Board Minutes July 1, 2019

3) Committee Minutes July 1, 2019

V) ACCEPTANCE OF MINUTES OF ADVISORY BOARDS/PLACE ON FILE – Motion to accept the minutes: Wells, McDonald

1) Planning & Zoning Minutes June 11, 2019

VI) MAYOR’S ANNOUNCEMENTS/CORRESPONDENCE – None were heard.

VII) VILLAGE ATTORNEY COMMENTS (NONE) /VILLAGE ADMINISTRATOR-DEPARTMENT COMMENTS

1) Administrator – TIF1 doesn’t have transfer language or language that specifically prohibits transfers. Case law may be limited due to the limited number of similar TIF agreements related to the Villages’ TIF1. Attorney advice is being sought before action is taken. TIF2 does have language that allows for transfer of funds. Care is being taken before funds are used for the PD build or other needed projects. TIF reviews/meetings continue.

2) PD – Stats were provided. PD responses were reviewed. PD staffing was touched upon.

3) FD – Calls, training, and FD response stats were provided. The changed report format was driven by the new software used by the FD. Multi Company drills/trainings with other neighboring FDs were reviewed. There are about 6 new divers training for the FD dive team. New FD trucks are expected to be received on schedule in mid to late September. A recent motor vehicle incident was reviewed. FEMA grant notices may be available in the future.

4) B&Z – The new inspector, Dan Jackson, was introduced.

5) Street – Follow up on the closing of Lewellyn Road near the local Swansea subdivisions was reviewed. Park grass mowing is time consuming and potential use of a volunteer to assist with the work will be follow up on. A potential volunteer that wants to spray chemicals will be told that their assistance is not allowed or authorized. A potential volunteer project offering related to painting guard rail(s) was touched upon. Grass mowing, road, storm drainage, and other items were noted. Overlay road work has been slightly delayed due to recent rains. It was noted that there was no new information regarding the erosion problem due to a storm drain pipe collapsing near the IL 159 roadway by the CKL of I grounds or any indication that the Village has any obligation or authority related to the issue. Reviews indicate that the Village does not have authority or obligation related to the issue.

6) WWTP – Flows, pressed sludge, water quality, WWTP modules/components were discussed. EPA reports are due Friday. There is an issue with equipment that is being reviewed. There is not definite answer at this point in time. The Blower motor was rebuilt once and is now out of warranty. The resolution is yet to be determined.

VIII) TREASURER’S REPORT of 6/30/19 - Motion to accept the report by: Wells, Neumeyer (roll call).

IX) PARK BOARD CHARIMAN REPORT – A written report was read. The Spooktacular event is schedule for 10/26/19 in Melvin Price Park. On 9/28/19 the fundraiser evening in the Clinton Hills Park is scheduled. The event is expected to raise funds for aerator lake equipment, bench, and other items for the new park.

X) PUBLIC COMMENT – None was heard.

XI) REPORT OF COMMITTEES

A) Personnel Committee – No Comments

B) Judiciary Committee – See Below Comments

1) Ord No. 1862: An Ordinance Amending Chapter 32 Of The Swansea Municipal Code Regarding The Officials And Organizations - Deputy Clerk(s) / – Motion to read: Wells, Lanter. Motion to accept: Wellls, Lanter (roll call).

2) Discussion: Park Rentals Rules & Regulations – No comments

C) Finance Committee Report – See Below Comments

1) General Fund Analysis – No Comments

2) Approval Of Bills – Motion to approve the bills in the amount of $336,584.68 and pay them from the proper accounts: Lanter, Wells (roll call). Motion to temporarily withhold from payment the Township bill in the amount of $24,222,67 to allow for review of the item, including the lack of required documentation being provided by the Township: Wells, Neumeyer (roll call). It was reiterated that the Mayor would be reviewing the item with the Village’s attorney too. There were no objections.

3) Res No. 1-2293: A Resolution For Additional Resurfacing To Be Done At Clinton Hills / A Resolution accepting a change order and authorizing the President of the Board of Trustees to add work to a previously executed contract with Christ Brothers Asphalt Inc. 820 S. Fritz St. Lebanon, IL 62254, in the amount of $49,820 for Clinton Hills Parking Lot Improvements. – Motion to read: Wells, Lanter. Motion to accept: Lanter, Wells (roll call). It was reviewed that Fletchers would be paying for their portion of the payment project in the amount of about $18K. Should they want to make payments over a 2-year period, then interest would be included in the reimbursement amount.

4) Discussion Item: Allocation of High Mount SRO Contributions – No Comments

5) Tuition Reimbursement for Ashley Robbins – Motion to authorize the reimbursement: Wells, McGuire (roll call).

6) Attend IML Conference Matt Lanter & Brian McGuire – It was reviewed that Board attendees would need to pay their own lodging and travel costs and that only conference fees would be paid. Motion to continue to only authorize the payment of conference fees for Village Board members: Wells, McDonald (roll call). Lanter and McGuire voted no. Parker noted that he voted to authorize the payment of conference fees only, but would support paying or reimbursing more of the training related costs.

D) Community & Economic Development – Comments

1) Findings of Fact: Variation To The Zoning Code, 2665 North Illinois – Motion to accept the finding of fact and place it on file: Wells, McDonald

2) Res No. 1-2294: A Resolution Approving The Variance Request For 2665 North Illinois Street In Accordance With The Zoning Regulations Of The Village Of Swansea – Motion to read: McDonald, Wells. Motion to Accept: Wells, McDonald (roll call).

3) Res No. 1-2295: A Resolution Approving The President Of The Board Of Trustees And The Village Clerk To Affix Their Signatures To A Lease Agreement With Heartlands Conservancy For The Lease Of Six (6) Acres Of Land Within The Swansea Clinton Hills Conservation Park – Motion to Read: McDonald, Wells. Motion to Accept: Wells, McDonald (roll call). The final layout will be brought before the board when buffer zones and other items are addressed.

4) Discussion: Cost Shares Of Business District Funds – It was reviewed that application guidance to receive business district funds to supplement business owner or operator projects does not indicate that funds will be fully covered. There is an expectation for those pursuing the projects and project funds to have some financial involvement in the project. No language change is required in the application/process literature. Reimbursement is on a case by case basis, and in the future, there is a desire that the recommendation brought before the board include a recommendation of the total cost and the cost to be supported by the Village and the project owner. For the recent complaint there were no objections that should the project owner attempt to complete some of the work himself to realize cost savings that the cost savings could benefit the project owner. More information may be presented at the next meeting.

E) Public Safety Committee – Comments

1) Police Department June Stats – Written report stats are provided for information only.  Actions are not required.

2) Request for Training/Travel Reimbursement for Ashley Robbins – Motion to authorized the reimbursement in the amount of $694.00: Parker, McDonald (roll call).

3) Discussion Item: Fire & Police Department Radio Equipment damage from Lightning Strike at Engine House 2 – The FD has switched to a back-up frequency with no issues related to this short-term solution, while the damage and potential insurance coverage is being investigated further. Parts are no longer available for the 3 radios damaged. The potential replacement cost may be about $30K. FD volunteer pager communication issues and work arounds were touched upon. There were no objections to the item being addressed as an emergency, coordinating in writing with the Mayor and Finance Chair and after the fact information presented to the Board regarding the resolution of the issue.

4) Discussion: Finance Police Department Build Out – Phase I – Electrical work is needed. An outside contractor would be available as early as Thursday, if the Village provided authorization soon for the work. The cost might be about $20K. The informal Phase I Committee (PD Chief, Mayor, Finance Chair, and Administrator) will come up with a plan for the payment to move the project forward. Motion to move Phase I forward authorizing the informal Phase I Committee to coordinate the funds to allow for payment, whether through a line of credit, funds transfer, or other means: Neumeyer, Parker (roll call).

F) Public Works Committee – Comments

1) Discussion: Vacating Public Right Of Way – It was reviewed that the property owner should in most cases pay for the legal documentation that supports the transfer of property from the Village to the Property owner. The property owner would benefit from the additional property obtained and therefore should not object to the legal costs.

G) Cultural Committee – Comments

1) Kickball At Melvin Price Park – There were no objections with the past use or the current use request for the timeframe between mid-July and the beginning of September 2019. Signed waivers, insurance papers, and other documents are in order.

H) Swansea Report Committee – Comments

1) Swansea Report Resident Request – A resident requested to buy advertising space related to a fundraiser. It was noted that residents may purchase advertising space. In this case the information is relevant to all residents and an article on organ donation will be included in the next issue and will note the known need of a resident and some information relevant to their needs.

2) August Swansea Report – It was noted that there will be a Special Park Board Meeting this Thursday evening at 7 pm. The meeting notice will be placed at the meeting site, the Village office, and on the website. Information about the upcoming park fundraiser may be featured in the August issue.

XII) OLD BUSINESS – There is no additional information regarding the Township lawsuit.

XIII) NEW BUSINESS – No comments

XIV) ANNOUNCEMENTS – No comments

XV) ADJOURNMENT - Motion to adjourn: Wells, McDonald

http://www.swanseail.org/ArchiveCenter/ViewFile/Item/1151