Sangamon Sun

City of Auburn City Council met June 4.

Here is the minutes provided by the Council:

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

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

Junior Alderman: Carter Evans, Olivia Grider, and Samantha Wheeler

Department Heads: Chief Dave Campbell, Mike McCarthy, City Office Manager Kristy Ponsler

Absent: Julie Barnhill

I. Mayor’s Comments

Church of the Nazarene

Mayor Berola approved the request from the Church of the Nazarene to block off Monroe Street between church and street every Wednesday night throughout the summer. They plan to have events during the summer for youth group and felt it would be easier to have street blocked off for those who may be walking or riding bicycles.

II. Visitors/Public Comments

Dawna Edie, Chairman of Auburn Activities Committee was in attendance to request street closures for the Labor Day Parade that will take place on Saturday, September 1, 2018. Parade line up will begin at 9:00 am with the parade beginning at 10:00 a.m. The parade will follow the homecoming route used in the past. The council requested that the parade route potentially end at the same location as the homecoming parade. Did not feel the parade route should at any point cross the railroad tracks due to safety concerns. Ms. Edie was asked to work with Chief Campbell on arrangements for the day of the parade.

III. City Clerk’s Report – Deputy Clerk Ponsler

A. May 21, 2018

Deputy Clerk Ponsler presented the meeting minutes from the meeting on May 21, 2018 for the Council’s review and approval. A motion was made by Sheppard to approve the May 21, 2018 minutes, second by Johnson. 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)

IV. Treasurer’s Report – Warwick

A. Bills List May 22, 2018 to June 4, 2018

Warwick presented the Bills List from May 22, 2018 to June 4, 2018 for the Council’s review and approval. A motion was made by Sheppard to approve the Bills List from May 22, 2018 to June 4, 2018, second by Williams. 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)

Treasurer Warwick informed that council that it was late in the year to be requesting bids for conducting the city audit as the audit with the current accountant has been scheduled. Warwick will work with Office Manager Ponsler to solicit bids in the fall for the upcoming audit next year.

V. Attorney’s Report – Grischow

A. Ordinance 1452-18 – Mobile Food Truck Ordinance

Attorney Grischow had not yet received any details pertaining to updates to be made regarding the Mobile Food Truck Ordinance for the council meeting. Alderman Garrett indicated that an update on the ordinance will be presented in the Health and Safety Committee Meeting minutes later in the agenda.

B. Second Reading, Resolution 72-17

Additional time to discuss the Resolution further was requested by Mayor Berola.

A motion was made by Garrett to table Resolution 72-17; second by Johnson. 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).

C. First Reading, Ordinance 1454-18, Franchise Fee Payments

Due to a new law passed, all franchise fees currently being paid to a municipality would be eliminated. The only way to continue receiving such payments would be for a municipality to impose fees to cable franchise through an ordinance passed by the city council.

Alderman Garrett addressed current deficiencies in coverage with the current franchise. Attorney Grischow stated that a letter had been sent to New Wave Cable about such deficiencies, but no response had yet been received.

Additional contacts were provided to Attorney Grischow for New Wave and she will follow up with them on letter previously sent.

D. First Reading, Ordinance 1455-18, Appropriations Ordinance

Office Manager Ponsler will provide a draft in Dropbox for review by the council before the next meeting.

E. Release of Lien – 520 N. 6th Street (Nina Walker

This property was sold in a county Sheriff’s sale. It has since been remodeled and is on the market and slated to be sold later this month. Realtor requested release of lien as all outstanding monies owed to the city have been written off by the sheriff’s sale. A motion was made by Garrett to release the lien at 520 N. 6th Street, second by Williams. 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)

VI. Department Heads

A. Chief Dave Campbell

All items to be discussed will be taken care of by the Health and Safety Committee pertaining to the police department.

Mayor Berola stated that a previous part time staff member on the Auburn Police Department, Dan Skaggs, had passed away this past week. Mr. Skaggs was a well-respected officer and thoughts will be with his family during this difficult time.

B. Mike McCarthy

1) Huntington Road Street Light

Superintendent McCarthy stated to the council that all documentation had been received for the street light request on Huntington Drive. They are scheduling with a line crew to install.

2) Kinney Contractors is slated to be completed with the patching on Route 4/104 on Tuesday, June 5th or Wednesday, June 6th.

3) Pads for the bike racks and grills to be installed will be completed within the week.

4) Curb and gutters will be cleaned by city garage staff this week as Alderman Devos had approached Superintendent McCarthy about concerns he had on curb and gutters in various locations. Alderman Johnson stated that it is customary that all requests made by Alderman come through the appropriate committees, with final recommendations and voting to be conducted by the entire council.

C. Ponsler

1) Payroll ACH module is set up through the software company and has been used on the latest payroll

2) Credit Card module that links the credit card machine to the software will be set up in the office on June 6th

3) Payroll Time and Entry module is being developed. All documentation including union contracts and personnel code have been submitted to incorporate into the parameters.

4) Group cast is up for renewal in July. The city will be exploring ways to connect more to residents through e-mail and text message.

5) Shut off procedure for the office can now be conducted through the software with less margin for error and less double entry by staff. The new process should assist in form creation and provide a report to the guys in the garage for those properties that need to be shut off for non-payment.

At 7:35 p.m. Alderman Johnson made the motion to go into Executive Session, Williams second. 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)

Motion to come back into regular meeting at 8:40 p.m. by Alderman Johnson; second by Garrett. 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)

Alderman Johnson reiterated to the council that the zoning board is required to meet monthly (second Wednesday of the month). If the board determines there will be no meeting in a given month, they must cancel the meeting and should post the cancellation to the public.

VII. Committee Reports

A.        Administration – Johnson

Hire Cleaning Staff:

A committee meeting was held prior to the June 4th council meeting to discuss the cleaning position for the city office and community center. The previous cleaning staff indicated an interest in the position should the hourly wage and hours be refigured. Alderman Johnson made the motion to offer the position back to Jessica Waterkotte at a rate of $12.00/hour, not to exceed $5500.00 in the fiscal year; second by Williams. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Tracy Sheppard, and Seth Williams. Nay: Joe Powell Present: None. Absent: None (7-1-0-0).

B. Public Works/Public Utilities – Johnson

Alderman Hemmerle stated that a Public Works/Public Utilities committee meeting will be scheduled at a later date. There were no pressing issues at this time.

C. Health & Safety – Williams

Due to Alderman Williams absence at the committee meeting on May 30, 2018, Alderman Garrett provided an update on the items discussed at the committee meeting.

Food Truck Ordinance:

The committee determined that the ordinance offered by the attorney was meant for a larger community. The committee felt a template for our city in a scaled down version was needed. Alderman Basiewicz was asked to craft language that would be better suited for our community. She has agreed to do so and will work with Alderman Sheppard on this ordinance.

Part Time Officers:

Police Chief Campbell recommended Nick Todd and Jeff Hart as part-time officers to assist taking shifts created by vacations and time off requests. Both officers would be hired at $15.00/hour. Both officers would work with the Chief until released to work on their own. Alderman Garrett made a motion to approve the hiring of Nick Todd and Jeff Hart as part-time police officers at a rate of 15.00/hour with their release date on their own to be determined by the Chief. The city would provide uniforms and they would provide their duty weapon; second by Sheppard. 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)

Medical Release:

Chief Campbell will be in contact with Officer Carrigan regarding his medical release as the city office and police department do not have record of the document.

Uniforms:

Chief Campbell was authorized to spend $4,600.00 for uniforms, and as of today, he has made the purchase for only $2,770.45, which saves the city $1,830.00 with that price locked in for one year. The next item to be reviewed will be police badges.

Training:

Chief Campbell also recommended should the city send anyone through the academy, that the employee be required to work for the city a minimum of 3 years if the city paid for the training. No further action taken at this time.

New Police Car:

Motion by Garrett to approve the purchase of a 2015 Dodge Charger from the Missouri Highway Patrol not to exceed $19,500; second by Basiewicz. 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)

Striping of Police Cars:

Discussion took place about spending $300.00 for stripping and striping squad cars to make them updated and more uniform. No motion made at the meeting.

Police Car Inspections:

Police cars will begin to be inspected by Chief Campbell to make sure all cars are maintained and cleaned.

D. Health & Housing – Sheppard

Attorney Grischow asked that the property located at 412 N. 1st Street be added back to the agenda for further discussion by the council. At the June 4th meeting, the council declared this address to be a dangerous property and asked that that structure be removed. According to Attorney Grischow, if the structure is not removed by the property owner, the city is liable for demolishing the structure and assuming all costs with the demolition. Attorney Grischow stated that the city could declare the property a nuisance once again and outline specific conditions and assess a fine if not remedied by a given date.

A motion was made by Sheppard to declare the property at 412 N. 1st Street (parcel #229-016) a nuisance and give one week from date of letter to remedy or there will be a fine of $100 per day; second by Basiewicz. 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). The owners will be asked to make an appearance at the next City Council Meeting scheduled for Monday, June 18, 2018.

E. Parks – Hemmerle

Alderman Hemmerle – No Report.

F. Sidewalks -- Garrett

Alderman Garrett informed the Council that 6 of the 7 trees are down and the only remaining tree left is the largest one located on Jefferson Street. Dave Loyd has already began to grind the stumps even though no official word was provided to him to proceed. The stump grinding was discussed prior to the end of the fiscal year, but was determined by the council to wait and pay for that out of this new fiscal year budget. Alderman Garret made a motion to accept the stump grinding bid from Dave Loyd for all 7 trees at a cost not to exceed $675.00; second by Sheppard. 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).

Superintendent McCarthy stated trees were taken down across from UCB bank on 5th Street and asked Alderman Garrett to determine a price for grinding those stumps as well.

Sidewalks on 5th Street to begin now that summer help has started with the city.

G. Economic Development Committee – Basiewicz

Alderman Basiewicz introduced Matt Brown. Mr. Brown was recently appointed as the Chairman of the Economic Development committee. Mr. Brown thanked the council for the opportunity to serve in this role and wants the committee to work together to create a strategy for viable business activities within the city. He wants to focus on future business opportunities that will be sustainable.

VIII. Other Business

IX. Adjournment

Motion to adjournment was made by Johnson at 9:16 p.m.; second by Williams. 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)

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