Leland Grove City Council reviews departmental reports
The Leland Grove City Council met Jan. 24 to review departmental reports.
Here are the meeting's minutes, as provided by the council:
M I N U T E S City Council of Leland Grove Regular Meeting Minutes November 22, 2016 6:00 PM Instructional Resource Center 2000 Chatham Road Leland Grove, IL 62704
The Honorable Mayor Jill Egizii called the meeting to order promptly at 6:00pm and the Pledge of Allegiance was taken by those present.
THE ROLL CALL was taken by Clerk Klokkenga and a quorum was present. The following members were Present (P) or Absent (A) as indicated: Jill Egizii, Mayor (P) Brian Miller, Treasurer (A) Steve Klokkenga, Clerk (P) Saul Morse, Legal Counsel (P) Diana Hetherington, Alderman Ward 1, (P) Jan Creasey, Alderman Ward 1, (A) Nick Williams, Alderman Ward 2, (P) Jim Moll, Alderman, Ward 2, (P) Donald LoBue, Alderman Ward 3, (P) Mary Jo Bangert, Alderman Ward 3, (P)
Also Present were: City Administrator, Tyler Lanier City Engineer, Micky Mann
Guest: Tom Fagan, Azavar Government Solutions.
APPROVAL - A motion was made by Alderman Hetherington and seconded by Alderman Williams to pass the October 24, 2016 Regular Meeting Minutes as amended. The motion passed unanimously.
PUBLIC COMMENTS - Tom Fagan with Azavar Government Solutions (Audit and Tax company) gave a presentation to the Council on how his company can help Leland Grove find lost assets and or acquire additional revenues. Mr. Fagan provided background material (hard copy) for the Council to review and it was entered into the official record. In addition, Mr. Fagan answered questions and presented additional information with regards to helping municipalities maximize their revenues with Azavar's proprietary software. Alderman Moll, in an attempt to focus on aspects relevant to the City, asked the Council what specific collections or taxes Azavar could help with? Attorney Morse responded that Leland Grove gets a franchise fee from Comcast Cable. Leland Grove also gets a telecommunications fee for what land lines are left and also cell phones with monies collected and distributed by the IL Dept. of Revenue. Leland Grove only gets sales tax on one business operating in the City.
If Leland Grove chooses to use Azavar, Mr. Fagan indicated they will first conduct a 6 month analysis of the city's revenues. In addition, Azavar will send the City a 4 minute demo of its tax application for the council to review. Alderman Lobue asked about billing by Azavar. Is the billing amount the amount Leland Grove actually received or a bill on what should have been received? The billing process does not begin until The Department of Revenue and the provider have made the appropriate changes. Until Leland Grove gets the money, Azavar will not bill the City. If money is found on fees that are quarterly, Azavar would collect their share for each quarter for the three year term for each item they find. Azavar would bill monthly. Any contract with Azavar would be for 36 months with an "Out clause" possibly without a penalty. If they find nothing, they get nothing. (*)Azavar software can also look at what Leland Groves receives from the Townships to make sure it is getting all the money it should be and where it is coming from in detail. Alderman Hetherington has a sample of the contract for review.
TREASURER'S REPORT - Administer Lanier presented the Financial Statement for review and discussion. A motion was made by Alderman Hetherington and seconded by Alderman Williams to approve the Paid Warrants from the General Fund P-11-416 in the amount of $39,476.95. The motion carried unanimously. A motion was made by Alderman Hetherington and seconded by Alderman Williams to approve Unpaid Warrants MFT P-11-415 in the amount of $1,840.34. The motion carried unanimously. A motion was made by Alderman Hetherington and seconded by Alderman Williams to approve Unpaid Warrants from the General Fund P-11-414 in the amount of $66,635.80. The motion carried unanimously.
CITY ADMINISTRATOR'S REPORT Update from City Administrator Lanier One dead tree was cut down on Sylvan. Three more trees are being cut down on Wiggins and Pine streets. The City received six bids for the work and it was given to the lowest bidder.
The City crew is taking normal measures to prepare for snow in the upcoming winter. This year, the City will use a gravel/salt mix and will be judicious in its application.
A Personnel matter was mentioned where a part-time employee has requested being placed on full-time with the City. Mayor Egizii moved this question to the Personnel Committee for evaluation to determine if it is feasible.
Administrator Lanier presented the Council with a list of 2017 Meeting dates for Approval. After brief discussion, a motion was made by Alderman Hetherington and seconded by Alderman Williams to approve the Council meeting dates for 2017. The motion carried unanimously. They will be posted accordingly to the City website.
The 2017 MFT Budget was mentioned and will need to be approved next month and needs to be put on the December 2016 Agenda.
LEGAL UPDATE AND ACTIONS
Legal Memo Update - Attorney Morse Opinion on AirBNB in Leland Grove - Zoning ordinances which declares Leland Grove has a residential district prohibiting using properties as hotels, bed and breakfasts, etc. already exists. Therefore, Counsel's view is that Air Bed N Breakfasts (Air BNB) would be unlawful. The Council should submit a Cease and Desist Letter to the Air BNB Owner in question. This shows the City is acting in good faith to notify the owner. Alderman LoBue agreed the Council needs to send a letter. If the City does not act, this may magnify within the City and it may create a larger problem in the future. Attorney Morse is not aware of the City of Springfield having an ordinance regarding Air BNB. In addition, Attorney Morse will send the Air BNB owner a letter asking for response within 30 days. Furthermore, this item need placed on the agenda for January, 2017.
Zoning ordinance - The new ordinance takes effect in January, 2017. Alderman Bangert asked if the Council needs to notify all citizens of Leland Grove about this new zoning ordinance. Attorney Morse indicated reasonable steps were taken to notify people of the ordinance. Attorney Morse does not believe we are required to notify the individual residents of the zoning changes. Contractors will be notified when they come into the City for a permit. They can then notify the resident they are working with at that time.
DigiTicket -Nothing new to report.
Administrative Hearings - Hearings set for 6pm on the third Monday of each month seem to work for most partied involved. This will become effective with the third Monday in January, 2017 as the first hearing date.
Ordinance on Tax Levy - This must be filed at the County Clerks office by the end of December. Attorney Morse explained how he came to the numbers indicated in the ordinance. A motion was made by Alderman Hetherington and seconded by Alderman Williams to approve the Annual Tax Levy Ordinance. The motion carried unanimously.
Kent Gray Violations - At present time, there has been no response regarding the letter sent to resident Kent Gray. The next step would be to issue a penalty against resident Kent Gray for construction of a fence in violation of a city ordinance - failure to properly apply for a fence which has now led to his failure to pay fines associated with the violation. This has been ongoing for the better part of a year and the fines will continue to accumulate until paid. It was discussed that the City cannot issue an order for an arrest at this time. The City has the ability to file a lawsuit against resident Kent Gray, but city expenses would not be able to be included in the final disposition. Alderman LoBue stated that the City should not be afraid to enforce ordinances. Sending the fines over to a Collection Agency was also brought up and could be an option but it would be a new process the City would have to undertake. Alderman Williams asked about sending it to an Administrative Hearing which could be another option.
Alderman LoBue would like to check to see what the neighbors of Kent Gray did with regards to the fence. At this time, the Council agreed that it should move forward with the fines for Kent Gray, put a lien against the property and send the whole thing to an Administrative Hearing.
Ordinance on Travel Regulations - The City is required to have this ordinance in effect by January 1, 2017. Only one reading is required for this Ordinance. A motion was made by Alderman LoBue and seconded by Alderman Bangert to approve the Travel Regulations Ordinance as written. The motion carried unanimously.
Ordinance of Plat Officer - The Council previously voted twice. This is the third and final reading. A motion was made by Alderman Moll and seconded by Alderman LoBue to approve the Plat Officer Ordinance as written, along with authorizing Mayor Egizii to enter into an agreement with Sangamon County. The motion carried unanimously.
Finance and Revenue - Alderman Hetherington - Resident Karen Witter would like the city to have citizens recycle Christmas lights. People could bring their Christmas lights to the City Office and BLH in Springfield could recycle. Administrator Lanier and Alderman Hetherington will discuss further.
Health, Sanitation and Environment - Nothing to Report.
Police and Public Safety - Alderman Williams - In addition to the Chief's report in the packet, the Department has received a share of drug money received in June by the State. (Apx. $2,200) The money was used for the purchase of a bullet-proof helmet. A vehicle has been seized in the City (Chevy Malibu) and will be processed accordingly. Dec 12 is the Annual Council Christmas Party at Illini Country Club.
Human Resources - Alderman LoBue - Health Insurance will be going out for Bids. Alderman LoBue wants to take a wait and see approach before doing anything.
Public Ways and Property - Alderman Moll - The power pole at Illini and Laurel was removed. Chatham Road overlay is postponed with no date in mind at this time.
Building Permits and Zoning - Alderman Bangert - More detailed report coming next month.
State Representative Sara Jiminez contacted Mayor Egizii about any "Wish Items" they City may have in case there is a Capital Bill that gets passed at the State Level. Jill gave her a few ideas including purchasing property behind the School to turn into a Park area. Alderman Williams mentioned that the Illinois Department of Natural Resources has grant money available for parks if the City would like to apply.
OLD BUSINESS Stop Sign Grant - Micky Mann, City Enginee, has been going around with contractors and is still preparing final estimate for costs that would not be covered by the Grant, but would be at the contractors price. Total cost for 29 signs would be under $1,500. The City will go ahead and approve putting them in. Regarding "Do Not Enter" signs on Huntleigh, a change modification had to be made in the size of the sign.
NEW BUSINESS Upcoming Elections Update - Clerk Klokkenga Mary Jo Bangert is running in Ward 3 and her paperwork has been received. Don LoBue is running for re-election in Ward 3 and his paperwork has been received. The deadline to submit petitions to run in the Spring Consolidated elections is Close of Business on Monday, November 28, 2016 and must be filed at the City Office.
ADJOURNMENT By consensus, the Council agreed to adjourn.
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