Sangamon Sun

City of Auburn City Council met Nov. 5.

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, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard.

Absent: Attorney Raylene Grischow

Department Heads: Chief Dave Campbell, Superintendent Mike McCarthy and City Office Manager

Kristy Ponsler.

I. Mayor’s Comments

A. Auburn High School Student Council

Auburn High School Student Council and their sponsors led the City Council in the

Pledge of Alliance.

B. County Dispatch Cost

Mayor Berola shared the estimated cost of $27,779.02 for the Sangamon County Dispatch Cost to the City of Auburn with the Council. This expense will be payable in December.

II. Visitors/Public Comments

A. 2019 Auburn Carnival Dates – Brandy Brown

Auburn Carnival Coordinator Brandy Brown approached the Council to approve the dates of May 9, 10 and 11, 2019 for the Annual Auburn Carnival that takes place on the Auburn Square. A motion was made by Sheppard to approve the May 9, 10, an 11, 2019 dates for the Annual Auburn Carnival; second by Hemmerle. Voice Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

III. City Clerk’s Report – Barnhill

A. October 15, 2018 Meeting Minutes

Clerk Julie Barnhill presented the meeting minutes from the meeting on October 15, 2018 for the Council’s review and approval. A motion was made by Johnson to approve the October 1, 2018 minutes, second by Powell. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

Clerk Barnhill informed the Council that she would need to leave at 7:30 p.m. for a work related conference call.

IV. Treasurer’s Report – Warwick

A. Bills List October 16, 2018 to November 5, 2018

Warwick presented the Bills List October 16, 2018 to November5, 2018 for the Council’s review and approval. A motion was made by Powell to approve the Bills List from October 16, 2018 to November 5, 2018, second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

V. Attorney’s Report – Ponsler and Warwick

A. First Reading, ordinance 1459-18, Tax Levy

City Office Manager Kristy Ponsler and Treasurer Warwick, in the absence of Attorney Grischow, presented the First Reading, Ordinance 1459-18, Tax Levy to the Council for their review. A motion was made by Garrett to approve striking Section 1 and leaving Section 2 of the Ordinance 1459-18, Tax Levy, second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson and Tracy Sheppard. NAY: Vince Nadalini and Joe Powell. PRESENT: None. ABSENT: None (6-2-0-0).

B. First Reading, Ordinance 1460-18, Amendment to Sexual Harassment Policy

Ponsler and Warwick presented the First Reading, Ordinance 1460-18, Amendment to Sexual Harassment Policy to the Council for their review.

C. First Reading, Resolution 79-18 – Mayor to Sign Farm Lease

Ponsler and Warwick presented the First Reading, Resolution 79-18 – Mayor to Sign Farm Lease to the Council for their review.

D. First Reading, Resolution 80-18 – Natural Gas Agreement

Ponsler and Warwick presented the First Reading, Resolution 80-18 – Natural Gas Agreement to the Council for their review.

E. Executive Session – Labor Negotiations

An executive session has been requested at the end of the regular council meeting regarding Labor Negotiations. No action will be taken.

VI. Department Heads

A. Chief Dave Campbell

Chief Campbell – No Report

B. Superintendent Mike McCarthy

Superintendent McCarthy – No Report

C. City Office Manager Kristy Ponsler

1) Grant Update

Office manager Kristy Ponsler updated the Council with information regarding the Safe Routes to School grant. Ponsler will continue to provide updates throughout the process.

VII. Committee Reports

A. Administration – Johnson

Alderman Johnson – No Report

B. Public Works/Public Utilities – Johnson/Hemmerle

1. Committee Meeting – October 24, 2018

A. UGM Gas Discount Program

Mike McCarthy provided an update on the UGM gas discount program contract agreement and resolution required to be approved by the city council. Participating within the program will reduce the cost of gas purchased by the city. Council action will be required to pass on any discount to the city’s gas customers.

1. Contract and resolution must be approved by November 19, 2018.

2. Key contract details:

2.1. Contract length = 30 years, but can opt out of the program after the initial 5-7 year term

2.2. Discount of $0.25 - $0.35/dth for volumes committed to the program after any and all fees (dth = dekatherm is equal to 10 therms or 1,000,000 British Thermal Units (MMBtu)

Example: For the month of August, the city used 2174 MMBtu’s at a cost of $6520.00. Under this discount program, the savings for the purchase of 2174 MMBtu’s would have been at least $521.76 ($0.25 discount).

2.3. This is a pre-pay program, but requires no upfront cost to the city

B. Badger Meter Update

TJ Henson and Jamie Headen from Benton & Associates provided an update with respect to the water main replacement project. Specifically, the replacement of the remaining water meters and meter heads that have yet to be replaced. The public works committee initiated the replacement of the water meter heads by approving the purchase of the first 100 Badger water meter radio read heads during the March 23, 2016 committee meeting. Since, approximately 300 Badger water meter radio read heads have been purchased for installation. Jamie indicated that to complete the water meter head replacements with the same Badger water meter radio read head will not be possible since Badger has discontinued the production of this meter head and the availability of this radio read head has become limited.

Jamie provided a spreadsheet of an initial estimate of two new water meter heads to be considered by the committee/council for use in replacement of ALL water meter heads due to the change in meter reporting technology requiring the recently replaced radio read heads to be replaced yet again. The two water meter head systems provided for consideration are the Badger and Sensus systems. Some discussion was held between Jaime and those council members in attendance regarding the differences between the two systems and the benefits/amount of effort required to obtain monthly meter readings. The new meter reporting technology involves reporting meter readings to a centralized location such as the city utility office eliminating the need for city garage employees to walk the city to obtain meter readings. In conjunction with this new centralized reporting technology, the replacement of the natural gas meter heads were introduced into this discussion as well. Jamie’s initial estimates include the replacement of the natural gas meter heads as well. Jamie indicated that the cost of the natural gas meter head replacements can be added to the total loan amount from USDA. Estimates for the complete replacement of water and gas meter heads using Badger or Sensus meter heads are $799,970 and $809,750 respectively. Approximate cost of the natural gas meter heads for either system is approximately $180,000.

A short discussion was held on the ongoing/maintenance/operational costs associated with both systems. The consensus of the council members in attendance was to have Jamie do further research into both systems to finalize costs and report back to the council on the total cost associated with each system.

b. Solar Panels

No new information was introduced or discussed with regards to solar panels. Rod indicated he would reach out to a couple separate solar panel companies other than Keystone Power Holdings, LLC to obtain some more information with respect to possible benefits to the city for using solar power. Two new solar power companies mentioned were API Solar and the solar panel/power company Al Bailey works for located out by the interstate by the truck stop and pressure washer warehouse.

C. Health & Safety –

1. Alderman Nadalini shared information regarding the October 24, 108 Committee Meeting.

a. Recognition of Officer Crissey for 10 years of service to the police department.

Mayor Berola recognized Officer Crissey for his 10 years of service to the Auburn Police Department.

b. Replacement of Full-Time Officer – Kennedy

Alderman Nadalini presented that Officer Kennedy has resigned from the Auburn Police Department. Nadalini presented that the Health & Safety Committee recommends that Officer Todd transition from part time to full time and will be making that recommendation for approval at the November 19, 2018 Council meeting.

c. Police Radios

Alderman Nadalini presented that STARCOMM has been down twice recently. This is an issue that originates with Sangamon County but the City of Auburn Police Department is not receiving any satisfying resolution from its county contacts. For reasons of officer safety, STARCOMM is needed in the officer’s squad cars. Resolving the issues with STARCOMM is currently more important than replacing the portable radios. Current portable rations are 9-10 years old and something must be done about them within a year. Radios will eventually have to be Band 2 compliant. Chief Campbell has located a source of free radios that are not Band 2 compliant. Chief Campbell will locate VHF band radios for the interim while he continues to do research. Chief Campbell has made the decision to pursue long antennas on the radios.

The City of Auburn Police Department currently only has 3 portable radios. Alderman Powell who is also the Chief of the Auburn Fire Department, indicated the fire department might be able to loan the police department radios for the time being.

d. Bullet Proof Vests

Alderman Nadalini presented information that Chief Campbell plans to purchase vests that are one threat level up from the current bullet proof vests. His research indicates Gall’s has the best prices at $454/vest and the need to purchase 6 vests. A motion was made by Basiewicz to purchase 6 Gall bullet proof vests not to exceed $2800 in cost, second by Sheppard. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

e. Equipment Requirements per FOP contract

Alderman Nadalini shared information that Chief Campbell reported the police officer want to file a grievance because the equipment the City of Auburn is required to supply to the officers per the FOP contract has not be provided. At Chief Campbell’s request, the officers have agreed to give him time to work on remedying the situation. Campbell would like to meet with the Health & Safety Committee to go over the equipment list. Given the fact the uniforms issued to the officers have changed, the list of equipment in the FOP contract needs to be updated to reflect the new style of uniforms.

f. Officer Follow-up

Alderman Nadalini shared with the Council that all officers were informed that they are to be current in LEADS systems with reports.

g. Officer’s reports/paperwork

Alderman Nadalini shared that all reports and paperwork for the City of Auburn Police Department is current but storage for police paperwork is inadequate due to environmental and accessibility concerns. Chief Campbell is considering using a locked cage in the city garage instead.

h. Updating Car Equipment – Cameras and Radar

Alderman Nadalini presented that Chief Campbell has received paperwork for a new IDOT grant. The City of Auburn will be responsible for paying for office and the government would then pay back to the City.

g. Trick or Treating at City Office – October 31, 2018

Alderman Nadalini presented that around 50 people attended the Trick or Treating at the City Office and it was very well received.

H Alderman Nadalini asked the Council to please be careful while speaking as information regarding the FOP contract has been leaked.

D. Health & Housing – Sheppard

a) 412 N. 1st Street (Jencore, LLC)

Alderman Sheppard informed the Council that she did speak to Ray Landers and she wants to order articles of incorporation.

E. Parks – Hemmerle

Alderman Hemmerle -- No Report.

F. Sidewalks -- Garrett

Alderman Garrett asked all the Aldermen to look in their own wards and invite residents on Facebook to seek recommendations for where sidewalk updates are needed.

G. Economic Development Committee – Basiewicz

Alderman Basiewicz shared with the council that they are working on re-building the committee. Letters of resignation from member’s no longer wanting to participate have been requested.

VIII. Adjournment

Motion to adjournment from public meeting to executive session at 8:46 p.m. by Hemmerle and seconded by Sheppard. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

Motion to adjournment out of executive session was made at 9:11 p.m. by Garrett and seconded by Johnson. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

Motion to come back in regular meeting from executive session was made at 9:41 p.m. by Hemmerle and seconded by Garrett. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

IV. Other Business

Motion to adjournment at 9:42 p.m. was made by Sheppard and seconded by Hemmerle. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Rod Johnson, Vince Nadalini, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

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