Sangamon Sun

City of Auburn City Council met March 19.

Here is the minutes provided by the Council:

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

Present: Mayor Berola, Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Chris Warwick

Absent: Vic Devos, Jr., Julie Barnhill

Department Heads: Mike McCarthy, Kristy Ponsler; Josh Sheppard (For Police Department)

City Attorney: Raylene Grischow.

I. Mayor’s Comments – Closing Streets for Miles for Music 5K Race on April 21, 2018

This is an annual race held for the Tri-M group at Auburn High School. Mayor Berola stated that he will provide to Sergeant Sheppard the exact parade route for that day. Office Manager Ponsler will place on the city calendar and provide a reminder to the city garage for barricades to be available for the event.

II. Visitors/Public Comments – Ben Boesdorfer

Ben Boesdorfer was present to discuss the detention pond that is not draining in the Woodland Estates Subdivision. The storm sewer backs up after a heavy rain causing the field to not drain and creates standing water. There is a drainage pipe from the pond that is clogged and/or has collapsed. Mr. Boesdorfer has inspected the south end of the tile and observed that it is broken on both the left and right sides. Mr. Boesdorfer asked the council to consider repairing the first 400 feet south of the pond to the first manhole.

Alderman Johnson wants to do some research on Woodland Estates to see plats of the area. Superintendent McCarthy is going to pull plat map and see who engineer was at the time and potentially review if the property was deeded to anyone and what portion the city may actually be responsible for.

Alderman Johnson asked Deputy Clerk Ponsler to add this item to the next council meeting agenda on April 2, 2018.

III. City Clerk’s Report –Barnhill

A. Amended February 20, 2018 Meeting Minutes

Deputy Clerk Ponsler presented the amended meeting minutes from the February 20, 2018 council meeting for review and approval. The junior alderman votes were mistakenly entered into the total count of votes for each motion made at the meeting. Their votes are taken on each motion, but should not have counted in the overall total count of votes. Alderman Johnson made the motion to approve the amended February 20, 2018 meeting minutes, second by Powell. Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Jones, Devine,Anaya NAY: None. PRESENT: None. ABSENT: Vic Devos, Jr. (7-0-0-1)

B. March 5, 2018 Meeting Minutes

Deputy Clerk Ponsler presented the meeting minutes from the March 5, 2018 council meeting for review and approval. Alderman Basiewicz asked that a correction be made to the meeting minutes in reference to Chief Centko’s weapon. It was referred to as a revolver and needs to be changed to “duty weapon.” Alderman Williams made the motion to approve the March 5, 2018 meeting minutes with corrections, second by Sheppard. Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Jones, Devine, Anaya NAY: None. PRESENT: None. ABSENT: Vic Devos, Jr. (7-0-0-1)

C. Deputy Clerk Ponsler reminded the council that the Sangamon County Vital Records

Mobile Unit will be at city hall on Monday, April 2, 2018 from 5:30 pm to 6:30 pm.

D. Mayor Berola also asked Deputy Clerk Ponsler to post an agenda for the Biannual Review of Closed Session Meeting Minutes for Monday, April 2, 2018 at 6:45 p.m.

IV. Treasurer’s Report – Warwick

A. Treasurer Warwick presented the February 2018 cash report for the council review and approval. Alderman Sheppard made the motion to approve the February 2018 cash report, second by Johnson. Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Jones, Devine, Anaya NAY: None. PRESENT: None. ABSENT: Vic Devos, Jr. (8-0-0-1)

B. Treasurer Warwick presented the bills list from March 6, 2018 to March 19, 2018 for review and approval. Alderman Powell made the motion to approve the bills list from March 6, 2018 to March 19, 2018, second by Johnson.. Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Jones, Devine, Anaya NAY: None. PRESENT: None. ABSENT: Vic Devos, Jr. (8-0-0-1) Mayor Berola asked Superintendent McCarthy to inspect a tree by the Mayor’s house on 6th Street. A tree is all broke off at the top and it needs to be made more secure. The garage crew will inspect this tree and determine if they are able to reach with the bucket truck or will need to get bids.

C. Treasurer Warwick also presented to the council the video gaming report for the month of December that was just received in February for their review.

V. Attorney’s Report – Attorney Grischow asked for an executive session at the end of the meeting to discuss labor negotiations, personnel, and imminent litigation.

VI. Department Heads

A. Sergeant Sheppard on behalf of the police department Bids on squad cars is still being sought for the police department. Alderman Williams asked Sergeant Sheppard to place the speed sign at the corner of Red Bud and Pine Lane. He indicated he had received some complaints about speeding down that road and wanted to have it monitored for a short time.

B. Mike McCarthy

IDOT has asked the city to review the set of plans for the Route 4/104 project and mark every utility. TJ Henson and Superintendent McCarthy have looked at those plans and marked where they could. There is a lot to review and they have reached out to Benton and Associates to review to make sure all is clearly marked on the plans.

C. Ponsler

Office Manager Ponsler had previously spoken to Attorney Grischow about the potential of moving funds at the end of the year in various departments to build up savings for any projects in the future. Attorney Grischow had a memo that she had prepared but did not have a chance to provide to Office Manager Ponsler prior to the meeting. There are stipulations for placing money into savings that need to be addressed.

An Investment Policy needs to be drafted in order to move funds into savings. The Treasurer will then need to file reports every year and every month.

Attorney Grischow was not aware that there were savings account. The funds have to be money that has been appropriated but has not been used so then can be transferred to a savings account at the end of the year.

Mayor Berola asked Attorney Grischow to work on a draft of the Investment Policy so the city is in compliance with the statutes and present at a later council meeting.

VII. Committee Reports

A. Administration – Johnson – both items will be discussed in executive session before further discussion and/or action takes place.

a. Back pay for Utility Clerk coming off probation

b. Withdrawal of accrued vacation request for C. Powell

B. Public Works/Public Utilities – Hemmerle/Johnson

a. Committee meeting has been scheduled for March 20th at 7 p.m. to discuss the facilities plan, budget billing and budget planning for 2018-2019 budget year.

C. Health & Safety – Williams

a. Alderman Williams would like police car bids prior to the budget meeting on

March 26th.

b. Police Chief position has been posted and individuals can submit a resume to the city office until close of business on March 23, 2018.

c. Additional FOP negotiations have been scheduled for March 23, 2018. Alderman Williams asked Mayor Berola if he would like anyone else to attend the meetings with himself and the attorney. Alderman Basiewicz and Alderman Garrett have both offered to attend. Mayor Berola

D. Health & Housing – Sheppard

Alderman Sheppard was approached by residents for the city sign at the east end of town and its need to be repaired. The council stated that it was not a city sign to repair and Alderman Basiewicz stated that EDC is already focusing on it as well to repair.

Mayor Berola did inquire with Superintendent McCarthy about the status of getting the curbs by the school painted. Superintendent McCarthy is simply waiting on paint to arrive and will follow up with vendor in the next day or two. Also, waiting on some dry weather once the paint does arrive.

E. Parks – Hemmerle

Parks committee meeting has been scheduled for March 26, 2018 at 6:30 p.m. prior to the Administration Committee meeting.

F. Sidewalks – Garrett

Alderman Garrett witnessed cars driving through road closed signs when Whalen Tree Service took down tree on 7th and Madison. It put the crew in jeopardy as well as cars driving through signs because of the heavy equipment being used and large limbs coming down in the process. The crew finally had to put their trucks in the road to block traffic.

Alderman Garrett made a motion to accept the bid from Whalen Tree Service to cut down (7) trees that have been marked to remove for sidewalk repairs not to exceed $7400.00. The stumps will be ground down with the new budget. Second by Williams. Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Seth Williams, Jason Garrett, Jones, Devine, Anaya NAY: None. PRESENT: None. ABSENT: Vic Devos, Jr. (8-0-0-1) Alderman Garrett thanked the council for the consideration of this and taking a proactive instead of reactive approach to an issue that has been presented. He believes this to be a step in the right direction for the community.

G. Economic Development Committee – Basiewicz

Mayor Berola asked Alderman Basiewicz to send information regarding the Redbud Festival to Jordan Leaf at the Sangamon County Regional Leadership Council to post to a larger list serv.

Motion was made by Alderman Johnson to go into executive session at 7:58 p.m., second by Williams.

Motion by Alderman Hemmerle to come back into regular session at 8:25 p.m., second by Sheppard.

Alderman Johnson made the motion to approve back pay for Utility Clerk, Tami Travous. This would cover pay Ms. Travous should have received for coming off probation May 1, 2015 through May 1, 2016 in the amount of 1040.50. Deputy Clerk Ponsler asked two times for a second. With no second on the motion, the motion failed.

Alderman Garrett asked if everyone had a chance to review the documents placed in Dropbox pertaining to the vacation pay request from C. Powell and if any other council members had any questions pertaining to those documents. Attorney Grischow as well as Mayor Berola indicated the petitioner had withdrew the request. No further discussion on the topic was presented. Motion to adjourn was made by Alderman Williams at 8:27 p.m.; second by Johnson. Voice Vote AYE: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewcz, Seth Williams, Jason Garrett, Jones, Devine, Anaya NAY: None. PRESENT: None. ABSENT: Devos, Jr. (8-0-0-1)

Respectfully submitted,

Kristy Ponsler, Deputy Clerk

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