Peoria Standard

Village of Swansea Village Board Committees met Dec. 7.

Here is the minutes provided by the committees:

Attendees: Board President Leopold, Trustees Lanter, McDonald, McGuire, Neumeyer, Parker & Wells, Treasurer John Walter, Building and Zoning (B&Z) Director Dallas Alley, Police Department (PD) Chief Steven Johnson, Fire Department (FD) Chief Chris Tell, Administrator Ben Schloesser, Director of Public Works Rick Tucker, HR Manager Kristina Essenpreis, Finance Manager Emily Voellinger, Clerk Lauren O'Neill. The public was invited to attend.

Motions: Trustees are presented with the individual that made the motion, followed by the person seconding the motion. Votes: Unless noted otherwise, votes are obtained by voice vote (roll call vote involves each voter stating their name and vote) and all votes are aye. Content of meeting is presented within the marks “***”.

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PERSONNEL COMMITTEE- Held from 6:00 to 6:11 pm

Co-Chairpersons: Trustees McDonald & Neumeyer : Trustees Lanter, McGuire, Parker, Wells

1. Draft Ordinance Replacing Employee Handbook / An Ordinance to Wholly Replace the Current Swansea Employee Handbook with the New Swansea Employee Handbook / It was noted that the draft ordinance was previously forwarded to the Board and incorporated changes requested. Trustee Wells was thanked for his time reviewing the handbook. Schloesser replied to Neumeyer indicating that her requested changes were also incorporated in the draft handbook.

2. Offer Letter to Hire (Denzel Jones) for Wastewater Class 4 Sewer Operator contingent on the completion of the background check without issues - It was reviewed that the offer would involve a rate of $21.81 per hour during the 6-month probationary hire period, with a $0.50 per hour raise to be implemented after the successful completion of the probationary period. It was noted that the hiring would be contingent on the background check being completed and the results of the background check revealing no issues that would prevent the hiring by Swansea. Motion to forward the item to the Board: McGuire, Neumeyer.

3. Promotion of (Dave Seger) to Foreman in the Public Works Department – Tucker reviewed that Dave Seger was recommended to be promoted to Foreman in the Department with an increase of $1.50 per hour and that the promotion would involve a 6-month probationary period. It was noted that Dave Seger has been instrumental in maintaining the Village of Swansea’s vehicles and that the promotion of Dave Seger would not detract from the fleets’ maintenance. It was reviewed that the Department employees do not typically address major vehicle maintenance issues, instead taking care of oil changes, tire rotations, break jobs, and other non-major vehicle maintenance. It was noted that many of the PD vehicles are under warranty to address major issues that might arise. Motion to forward the item to the Board: McGuire, McDonald.

4. Non-Agenda Item – Schloesser reviewed that the Village of Swansea recently received a one-time payment related to the review and request for COVID reimbursement. The payment of $450K was just recently received and this payment and any future payments of this nature will be deposited to the General Fund. Ben Schloesser, Kristina Essenpreis, and Emily Voellinger were thanked for their time and diligence seeking and obtaining the funds through literature reviews, phone calls, form completions and submittals, and follow up calls. Schloesser noted that there was a potential of another $100K to $105K of payments that may come to the Village of Swansea in the next few months. He also noted that after the first of the year the monies that are not paid to the various communities would go into a pool and the Village of Swansea may be provided some additional funds from this pool and that this one-time payment was not expected to occur until the first or second quarter of 2021.There was consensus that the efforts in obtaining the one-time payments are appreciated, especially in light of the expectation that tax revenues to Swansea may be lower than expected until the COVID vaccine is implemented and other steps are taken to allow the business community to open to the public without health conditions/restrictions. Inflationary concerns were reviewed.

5. Motion to Adjourn–Neumeyer, Wells

FINANCE COMMITTEE- Held from 6:11 to 6:39 pm

Chairperson: Trustee Lanter Members: Trustees McDonald, McGuire, Neumeyer, Parker, Wells

1. Draft Resolution Approving Retroactive Pay and Corresponding Pay Rate Increases for Village Employees for Fiscal Year 2021 as Prescribed by the Annual Budget and Attached Hereto and Incorporated Herein (in the Resolution) as Exhibit A – Leopold noted that he would not move forward with implementing the pay raises identified in the budget were it not for the recently received one-time payment of about $450K for COVID relief provided to the Village. The potential of another $100K to 105K one- time payment was noted too. Some trustees reviewed their concern of decreased revenues and other concerns resulting due to the COVID public health restrictions to business operations. It was noted that there were many previous and recent discussions that pay raises included on the budget might not to be implemented due to economic concerns. Repeatedly in the past, it was noted that there was concern that pay rate increases should be frozen at this time and the budgeted raises not implemented. There were some concerns noted regarding the rate of pay increases for some employees being too high with 5% increase for some employees that have full benefits and others not receiving a pay increase to reflect what they might expect or deserve. It was stressed that even when budgetary item(s) are passed, they can be changed at any time and implementation does not even have to occur. Leopold noted that the pay increases reflect rates that are as fair as possible, even with a few employees receiving a 4.5 or 5% increase, while others receive a lower percentage increase. It was reviewed that the pay increases are for non-collective bargaining employees of the Village. There was consensus that a correction for Sewer Plant Operator Kyle Wallace should be implemented to increase his hourly pay rate from $22.76 per hour in FY2020 to $26.15 per hour, instead of the proposed $24.31 rate, for FY2021. His service over the past 6-years and his pay being less than some non-certified Street Department employees was noted. Motion to forward the item to the Board, reflecting a pay rate increase to $26.15 for FY2021 for Kyle Wallace: McGuire, Wells.

2. Draft Firefighter Pay Increase / Draft Resolution - A Resolution Approving Pay Rate Increase for Village Volunteer Firefighters from $10.00 Per Call (Hour) to $10.50 Per Call (Hour) – It was estimated that increasing the paid on-call hourly rate from $10.00 to $10.50 would cost the Village of Swansea about $2K annually. It was noted that it had been about three and a half years since the rate was raised from $8.00 or $9.00 to the current $10 per hour rate. Increase the hourly paid on call rate to $11.00 was proposed and there were no objections. Motion to forward the item to the Board increasing the Fire Fighter Paid on Call rate to $11.00 per hour – Neumeyer, Parker.

3. Draft Ordinance to Establish Tax Levies / An Ordinance of the Village of Swansea, St. Clair County, Illinois, Establishing Tax Levies for All Corporate Purposes to be Levied Against All Property Subject to Taxation Within the Village of Swansea, Illinois for the Purpose of Providing Funds for the Fiscal Year Commencing May 1, 2021 and Ending April 30, 2022. – The recent one time receipt of the approximate $450K for COVID reimbursement was reviewed and the potential of putting these funds aside to reserve them for future or unforeseen requirements that might arise. Concerns regarding the economy and decreased revenues to the Village due to the continue COVID public health concerns were noted. Recent inflationary rates experienced in some industries (significant changes in lumber costs) were noted. It was suggested that should the Village require the tax revenues, then the applicable dollars needed should be specified and the resulting rate implemented. It was also suggested that an increasing tax burden to the community might be difficult to bear and the increased rate should be kept just under the 5% increase rate. A tax increase of 5% or more would require additional reviews and hearings. There was consensus that the rate should be kept under 5%. Not fully funding the Village’s portion of the IMRF contributions for the employees would result in the rate being just under 5%. This change would entail funding contributions at levels that have occurred in the past. It was noted that Rollie Thouvelnot is continuing to review and prepare the supporting details regarding Sewer rate charges and any increase is not expected to occur this year. The numbers and recommendations for the Sewer rate change might not occur until the second quarter of 2021. There is a potential that the Sewer rate changes might be implemented just before the Village’s next fiscal year. It was reiterated that it might be appropriate to put the $450K funds and the pending $100K-$105K of funds aside, not allocating or earmarking them currently for any specific use. It was also suggested that with a rate just under 5% for the upcoming tax levy, the Village should work to control costs so that the following year’s levy rate could be much lower. It was noted that the Village had raised taxes a number of years. Motion to forward to the item to the Board with the IMRF retirement fund tax revised to $99,960 from the suggested amount on the report this evening of $143,820 – Lanter, Wells. Lanter noted that he would read the Property Tax Leven Estimate/Announcement at the Board meeting this evening.

4. Bank Loan – Walters reviewed that the IEPA loan has a rate of about 2.5 percent and would be replaced with a loan from the Bank of Springfield that involved a rate of 1.34 percent. The IEPA loan involved semiannual payments and would be replaced with the Bank loan that involved monthly payments for the same remaining loan period. This would be another means of reducing the principal. The bank waived the appraisal on the Sewer plant, noting comfort with the Village’s financial situation supporting loan repayment needs. It was estimated that an appraisal of the Sewer plant could cost an estimated $10K to $15K. The Bank of Springfield also waived some closing costs, estimated at about $500. It was noted that most refinancing of this type might occur through a bond issuance, which could contain significantly more fees (estimated at $10K to $15K). Motion to forward this item with the Draft Resolution emailed, rather than included in the evening’s packet material (A Resolution Authorizing the President of the Board of Trustees and Village Clerk to affix their signatures to a loan agreement with the Bank of Springfield, 1717 North Illinois St., Swansea, IL 62226, for $9,387,981.38 to pay off the Village’s IEPA loans for the Wastewater Treatment Plant) – Wells, Neumeyer.

5. Motion to Adjourn–Lanter, Wells

JUDICIARY COMMITTEE - Meeting not held

Chairperson: Trustee Wells Members: Trustees Lanter, McDonald, McGuire, Neumeyer, Parker

COMMUNITY & ECONOMIC DEVELOPMENT- Meeting not held

Chairperson: Trustee McDonald Members: Trustees Lanter, McGuire, Neumeyer, Parker, Wells

PUBLIC SAFETY COMMITTEE- Held from 6:39 to 6:56

Chairperson: Trustee Parker Members: Trustees Lanter, McDonald, McGuire, Neumeyer, Wells

1. Discussion Fall Burn Schedule – Tell noted that two complaints were received related to burning after hours or on non-burn days and the complaints had been addressed/handled. The Fall Burn schedule involved Wednesdays and Saturdays from 9 am – 4 pm between 12/1/20 and 12/16/20. Rain was noted as being in the forecast for this weekend and the inclement weather might result in burning not being allowed during the last previously allowed burn day of 12/12/20. Code Red announcements would be issued, should weather not allow for burning. The burn schedule would not be extended should there be a need to disallow burning.

2. Draft Ordinance Surplus Property / An Ordinance Declaring Personal Property Owned by the Village of Swansea and Used by the Police Department as Surplus, Specifically a 2011 Ford Crown Vic, VIN 2FABP7BV8BX, and a 2011 Ford Crown Vic, VIN 2FABP7BV0BX173002, and Authorizing them to be sold. – It was reviewed that this draft ordinance had previously been forwarded to the Board. Vote on the item would occur at the Board meeting this evening.

3. Draft Resolution / A Resolution purchase two police cars / A Resolution Authorizing the President of the Board of Trustees and Village Clerk to Accept the State Bid of $78,690.00 for the Purchase of Two 2020 Ford Police Interceptor Utility Hybrids from Morrow Brothers Ford, 1242 Main Street, Greenfield, IL 62044, for the Swansea Police Department. / The hybrid vehicle was estimated to use about two-thirds of the gas required in the non-hybrid PD vehicle. One hybrid vehicle was previously purchased for the PD and has not been outfitted with the required PD equipment yet. “Hybrid” in large print or other identifiers will call attention to the environmental green features of the Swansea PD vehicle. The Springfield PD has a significant fleet of hybrid vehicles and the Swansea PD advocates slowly converting their fleet to hybrid vehicles. The PD Chief noted that he would consider recommending that a PD detective vehicle be purchased next year or at the next opportunity and that it be a hybrid vehicle. The PD Chief noted that he views the warranties on the vehicles as positive. It was noted that Ford addressed the different idling mechanism and uses in building the hybrid vehicle. The PD often requires idling when operating vehicles. The PD fleet of vehicles was reviewed and it was noted that an older model utility vehicle in the fleet might often be parked to thwart violations and discourage crimes from occurring in the area. The Swansea does not count in their fleet the vehicles provided for use to the Village by the Drug Tactical team. The Village does not have to pay for or maintain these provided vehicles.

4. Discussion Item Consultation Regarding Funding Options for SCBA – It was noted that five units of the breathing apparatus needed by the FD have an estimated cost of about $33K to $35K. Borrowing from the bank or otherwise immediately purchasing from the General Fund the needed apparatus could result in the Village of Swansea not being able to be reimbursed for the items from the expected and pending approximate $260K expected from the State of Illinois. The FD Chief noted that there was an estimated lead-time of 90 days from placement of the order until the Village of Swansea received the equipment for an order placed now or within the next 1 to 2 weeks. The item was recommended to be placed on the next meeting agenda to allow for a vote.

5. Motion to Adjourn – Neumeyer, McDonald.

PUBLIC WORKS COMMITTEE - Held from 6:56 to 6:59

Chairperson: Trustee McGuire Members: Trustees Lanter, McDonald, Neumeyer, Parker, Wells

1. Draft Resolution to purchase a new snow plow / A Resolution Accepting the Price Quote of $7,345.00 from Woody’s Municipal Supply Co. P.O. Box 432, Edwardsville, IL 62025 for the Purchase and Installation of a Western Snowplow Package Model UTPP90, 9 FT Pro-Plus for the Swansea Public Works Department / Motion to forward the item to the Board – Lanter, McDonald.

2. Discussion Item Agreement with TWM for STP Application for Gilbert Reconstruction – Dallas reviewed that a significant amount of time has been addressed to discuss Gilbert. The item in question involves an approximate $4,200 agreement, which Schloesser can approve, as long as there are no objections from the Committee. There were no objections. When the agreement with TWM is approved/finalized, then work on the scope of the re-paving for Gilbert will occur. The scope is not expected to involve the full length of the street.

3. Motion to Adjourn–McGuire, Lanter.

CULTURAL COMMITTEE- Meeting not held

Chairperson: Trustee Wells Members: Trustees Lanter, McDonald, McGuire, Neumeyer, Parker

SWANSEA REPORT COMMITTEE- Held from 6:59 to 7:00

Chairperson: Trustee Neumeyer Members: Trustees Lanter, McDonald, McGuire, Parker, Wells

1. Swansea Report January Articles – The front page is reserved to address the Tax Levy for citizen awareness of the tax components, dates, rate, and impact to property owners. Other items are expected to involve a thank you to the Rotary and other thank you notes related to the operation of the Santa House. About 60 kids have visited with Santa at the Swansea Santa House to date this year. Protective and social distance measures were incorporated in the Santa House. The PD Chief in his article noted an upcoming retirement of Officer Cheryl Venorsky.

2. Motion to Adjourn – Neumeyer, McGuire

https://www.swanseail.org/ArchiveCenter/ViewFile/Item/1410