Sangamon Sun

City of Auburn City Council met November 20.

Here is the minutes provided by the Council:

Mayor Berola called the meeting to order at 7:00 p.m.

Present: Tom Berola, Julie Barnhill, Chris Warwick, Lori Basiewicz, Vic Devos, Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard and Seth Williams.

Absent: Larry Hemmerle , Bruce Centko and Mike McCarthy

Department Heads: Sergeant Josh Sheppard, TJ Henson, and Kristy Ponsler. City Attorney: Raylene Grischow.

I. Mayor’s Comments

A. Auburn Township Park Contribution

Mayor Berola presented the Auburn Township Park Contribution for the Council’s review and approval. A motion was made to approve a $500 contribution to the Auburn Township Park Contribution by Powell, second by Garrett. Vote Aye: Lori Basiewicz, Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard and Seth Williams. Nay: None. Present: Vic Devos. Absent: Larry Hemmerle (6-0-1-1)

Mayor Berola informed the Council that John Edie’s ESDA Weather Siren Plan was in drop box and Berola felt he did a great job on the plan. In the plan it calls for 3 portable radios but he will defer that to Alderman Johnson to discuss in his report.

II. Visitors/Public Comments

No Report.

III. City Clerk’s Report – Barnhill

A. November 6 Meeting Minutes

Clerk Julie Barnhill presented the meeting minutes from the meeting on November 6, 2017 for the Council’s review and approval. A motion was made to approve the November 6, 2017 meeting minutes as amended by Powell, second by Devos. Vote Aye: Lori Basiewicz, Vic Devos Jr, Rod Johnson, Joe Powell, Tracy Sheppard and Seth Williams. Nay: Jason Garrett Present: None. Absent: Hemmerle (6-1-0-1)

IV. Treasurer’s Report – Warwick

A. Bills List November 7, 2017 to November 20, 2017

Warwick presented the Bills List from November 7, 2017 to November 20, 2017 for the Council’s review and approval. A motion was made by Johnson to approve the Bills List from November 7, 2017 to November 20, 2017, second by Powell. Vote Aye: Lori Basiewicz, Vic Devos Jr., Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: Jason Garrett. Present: None. Absent: Larry Hemmerle (6-1-0-1)

B. August Cash Report

Warwick presented the Council with information regarding video gaming revenue. He informed them that it is up 48% this fiscal year compared to last year.

V. Attorney’s Report –

Second Reading, Ordinance 1442-17 – An Ordinance Levying and Assessing Taxes for the City of Auburn for the Year Ending December 31, 2017

Attorney Grischow presented the Council for their review and approval of Ordinance 1442-17 – An Ordinance Levying and Assessing Taxes for the City of Auburn for the Year Ending December 31, 2017. A motion was made by Sheppard to approve Ordinance 1442-17 – An Ordinance Levying and Assessing Taxes for the City of Auburn for the Year Ending December 31, 2017, second by Johnson. . Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

Second Reading , Ordinance 1443-17 – Prevailing Wage Ordinance

Grischow presented the Council for their review and approval of Ordinance 1443-17 Prevailing Wage Ordinance. A motion was made by Johnson to approve Ordinance 1443-17 – Prevailing Wage Ordinance, second by Powell. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

Second Reading, Ordinance 1437-17 – Vacating An Alley

Attorney Grischow presented to the Council for their review and approval Ordinance 1437-17 – Vacating an Alley. The Council had to place it back on the table because it was tabled at the last meeting. A motion was made to place Ordinance 1437-17 back on the table for review and approval by Johnson, second by Garrett. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

Then, Attorney Grischow presented the Council for their review and approval of Ordinance 1437-17 – Vacating an Alley. A motion was made by Johnson to approve Ordinance 1437-17 – Vacating an Alley, second by Williams. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

Intergovernmental Agreement Between Auburn and SCCDS

Grischow presented the Council for their review and approval of the Intergovernmental Agreement Auburn and SCCDS. A motion was madeby Johnson to table the Intergovernmental Agreement between Auburn and SCCDS until the December 4, 2017 Council meeting, second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

A&A Telemessaging Contract-

Grischow presented the Council with the A&A Tele messaging Contract. Grischow will ask for changes regarding training and liability in the contract. After a discussion, the Council decided to table.

VI. Department Heads

A. Sergeant Josh Sheppard

No Report.

B. TJ Henson

No Report

C. Ponsler

Office Manager Ponsler presented the bids that she had received for the review and approval of the Council. Office Manager Ponsler provided a breakdown of the cost and the lack of funding budgeted for these type of improvements. Her concern was that funding was not available at this time to support the upgrade and asked to possibly table until next budget year. A motion was made by Garrett to approve the Lewis Electric bid not to exceed $1870 and will be based on prevailing wage, second Williams. Vote Aye: Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracey Sheppard And Seth Williams. Nay: Lori Basiewicz. Present: None. Absent: Larry Hemmerle (6-1-0-1)

VII. Committee Reports

A. Administration – Johnson

Committee Meeting – Next Steps For Police Department, City Garage, And City Office

Following Move To Sangamon County Dispatch:

Purpose of this meeting was to discuss the steps going forward with the reassignment of duties from dispatch to those individuals/services who will be responsible for the various tasks including non- emergency police calls, utility emergency calls, etc. The document authored by Lori Basiewicz and co authored by Tracy Sheppard was used as a guideline to cover Dispatch’s responsibilities and the reassignment of those responsibilities to the new individual/organization/agency. Jason questioned the current status of the contract between Sangamon County Dispatch and the City of Auburn. Tom indicated that a draft version of the contract has been created by Sangamon County and needs to be added to the November 20th

Council Meeting agenda for passage. Justin Riechert is the attorney for Sangamon County Dispatch who has drafted the contract. Discussion was held with respect to costs. Joe indicated that the cost to the City may not be determined until the end of our fiscal year which will allow Sangamon County to assess the call volume produced by Auburn and determine the subsequent cost to handle Auburn’s dispatching needs.

1.Dispatching Police Officers:

Sangamon County Dispatch

2. Officer Safety:

Status checks by Sangamon County Dispatch, hourly unless answering a call/inquiry, then every 3-5 minutes until call is completed.

Public Works On-Call Safety:

In the event of a call-out, the on-call public works employee will notify the on-duty officer that they are going on a call. The on-call employee will notify the on-duty officer once the call/job is completed. If for any reason they cannot reach the on-duty officer prior to going on the call, the on-call employee will contact TJ and notify him that they are going on a call.

3. Non-emergency Calls:

Calls to the City’s non-emergency number (438-3351) will be answered by the automated answering machine which will give the options addressed on the attached sheet created by Chief Centko.

4. Walk-ins to the Auburn Dispatch Center/Police Department:

To be addressed in the same manner as Pawnee has done in the past. Leave the east door open/unlocked to the Police Department vestibule and have accessible a stationary phone only capable of dialing 911.

5. After Hour Utility Calls:

All calls after normal business hours will be answered by A & A Telemessaging Center, Inc. located in Springfield, IL. A & A has agreed to work with the City of Auburn and participate in gas call answering training to be given by USDI. The City attorney will need to review and discuss the release of liability statement on the A & A contract listed as items 8 and 9.

Rod made a motion to recommend to the Council to allow Mike to proceed with scheduling the gas call answering training with A & A to be given by USDI. Jason seconded. Ayes: Rod, Larry, Jason, Lori; Nays: None

Johnson presented the council for their review and approval that gas call training with A&A telemessaging (assuming that the contract will be approved on December 4, 2017). A motion was made by Johnson to approve the gas call training with A&A telemessaging (will the approval of the A&A contract on December 4, 2017), second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard and Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

6 Utility Service Alarms:

The SCADA alarms for both the sewer lift stations and the water tower are self-sufficient and have already been re-directed to cal the on-call employee for any alarms. If for some reason the on-call employee cannot be reached, the SCADA will call TJ’s phone.

7. After Hour Utility Service Turn-ons:

Will no longer be offered in the future. Pubic Works/Public Utilities Committee meeting will be scheduled sometime in the future to address this issue and update city policy/ordinances as needed.

8. Late Payments:

Late payments will no longer be accepted after normal business hours in conjunction with no longer offering after hour utility service turn-ons.

9. Cameras:

School cameras will no longer be watched by the city. Park cameras will remain in the police department on recorders. Discussion was held regarding the installation of a camera in the vestibule of City Hall to allow the employees in the city office to monitor incoming traffic to the city utility office.

10. Weather Sirens:

Weather sirens will be activated by the City of Auburn ESDA coordinator. Weather sirens will be activated either from the police department or remotely by radios which are programed to activate the sirens. John has obtained a bid to purchase 3 radios for himself, a backup person, and a secondary backup person to be able to activate the weather sirens remotely. Price for the 3 radios is $1500.

Johnson presented the radio plan of 3 portable radios in the amount of $1500 for the Council’s review and approval. A motion was made for the approval of 3 portable radios not to exceed a total of $1500 by Johnson, second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle (7-0-0-1)

11.Ambulance/EMS:

Dispatched by Sangamon County Dispatch Center

Fire Department:

Dispatched by Sangamon County Dispatch Center

13. Vacation Watches:

Vacation watch request information will be added to the City of Auburn website. Citizens may request a vacation watch by calling the city office (438-6151) or by sending their request by e-mail to an e-mail address created for this purpose.

14. Council Chamber Access:

Council chamber access by members of the City Council, Zoning Board, or other groups wishing to use the council chamber for meeting purposes will schedule access through the city utility office similar to reserving the Auburn Community Center. Key(s) must be picked up from the city utility office prior to 4 pm.

15. Golf Cart Registrations:

No changes proposed to this procedure. (Auburn PD will continue to handle all golf cart registrations).

16. Bicycle Registration:

No longer conducted per Officer Sheppard. No changes proposed.

17. Stray Dogs/Animals:

This item needs additional investigation with respect to whether the person currently listed as the City of Auburn dog catcher (Shane Butler) wishes to continue his role as the dog catcher.

18. SafeZone:

No safe zones have been designated at this time. Possible alternatives are welcome.

Transition Date:

Discussion was held to the exact date at which Auburn Dispatch will be closed. The general consensus of those in attendance was to close dispatch by the end of November (November 30th). Based on the topics discussed during this meeting between all department heads, most if not all parties involved in taking over the responsibilities of dispatch are nearly ready to begin including Sangamon County Dispatch. Once the recommendation is made from the Admin committee to the Council to allow Mike to schedule the gas- call answering procedures with A & A Telemessaging and approved by the Council, all dispatch’s responsibilities will be addressed.

Police Department Paperwork Responsibilities:

Discussion was held regarding the possibility of adding additional work duties to Becky Pisarek’s job description to allow for her to address the paperwork needs of the Auburn Police Department. This assessment has been made per Becky’s recent work duties as a daytime dispatcher while completing her responsibilities as payroll clerk in the city office. It is believed that the amount police paperwork is not provisionally sufficient to require the hiring of a part-time employee to complete police paperwork. An Administration Committee meeting will be required to finalize the revision to the Payroll Clerk’s work description and subsequent increase in hourly wage.

A motion was made by Johnson to approve a 1.00 hourly increase for Becky Pisarek for the additional responsibilities that she is taking on, second by Devos. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, And Tracy Sheppard. Nay: Seth Williams. Present: None. Absent: Larry Hemmerle. (6-1-0-1)

B. Public Works/Public Utilities – Johnson

Alderman Johnson ------No Report

C. Health & Safety – Williams

Alderman Williams ---- No Report

D. Health & Housing – Sheppard

Alderman Sheppard ---- No Report

E. Parks – Williams

Alderman Williams – No Report .

F. Library -- Garrett

IMRF Overpayment Mark Nannini, a representative of IMRF, attended the Council meeting, presented and answered questions regarding the overpayment of the estimated $204,000. He informed the Council that they will have 3 options available to them. 1) refund; 2) leave in pension or 3) some cash and some refund. He also informed the Council the unfunded liability was increased by 7.5%. If the City decides to leave the overpaid monies in it would hoped to be at a 10.9% but if the City decides to take money out it will be looking at a 12.31% potentially. Final figures and rates will not available for a couple of weeks, depending on the way the city decides to proceed. The library has only been in the IMRF system for around 4 years so they are thinking they will take their monies out. But decision will need to be made soon.

VIII. Adjournment

Motion to adjournment into executive session was made by Johnson at 9:26 p.m.; second by Sheppard. Voice Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle. (7-0-0-1)

Motion to come back in regular meeting from executive session was made byBasiewicz at 10:28 p.m.; second by Garrett. Voice Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle. (7-0-0-1)

Additional Business

A motion was made by Powell to allow Kyle Freligh to complete his full time status with dispatch and allow him to hold secondary employment, second by Basiewicz. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle. (7-0-0-1)

A motion was made by Johnson to allow a separation allowance, to serve as compensation and additional duties to assist at the winding up of the dispatch until December 30, 2017 – per the Ordinance and calculated based on the Ordinance. Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: Larry Hemmerle. (7-0-0-1)

Motion to adjournment was made by Basiewicz at 10:38 p.m.; second by Williams. Voice Vote Aye: Lori Basiewicz, Vic Devos Jr., Jason Garrett, Larry Hemmerle, Rod Johnson, Joe Powell, Tracy Sheppard And Seth Williams. Nay: None. Present: None. Absent: None. (8-0-0-0)

http://auburnillinois.us/wp/wp-content/uploads/November-20-2017.pdf