Sangamon Sun

City of Auburn City Council met April 1.

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, Lori Basiewicz, Vic Devos, Jr., Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard.

Junior Alderman Attendance: Carter Evans

Absent: Chris Warwick

Junior Alderman Absent: Brooklyn Danner

Department Heads: Chief Dave Campbell, Superintendent Mike McCarthy, City Office Manager Kristy Ponsler and Attorney Rusty Reed

I. Mayor’s Comments

Mayor Berola shared with the Council that due to Brooklyn Danner, Junior Alderman, being ill this evening, she will be sworn in at the next Council meeting.

II. Visitors/Public Comments

A. Stefanie Vaughn

Stefanie Vaughn, a citizen that moved to Auburn approximately 3 years ago, addressed the Council with her comments and concerns regarding the City of Auburn. Vaughn addressed the following:

1) The City of Auburn needs to have a comprehensive plan for cleaning up the town. Vaughn feels that the town is too messy and would like to see a community effort to help each other out where needed.

2. Police Force – Vaughn is constantly hearing that the Auburn Police is very negative to work with in the community. She feels that the Police Department should have more of a presence in the community and do more community outreach. She did volunteer to help wherever she can be needed.

3. Leaves - Vaughn indicated that she really doesn’t have a preference of burning vs. non-burning but she feels that their needs to be more enforcement of rules of burning.

III. City Clerk’s Report – Barnhill

A. March 18, 2019 Meeting Minutes

Clerk Barnhill presented the meeting minutes from the meeting on March 18, 2019 for the Council’s review and approval. A motion was made by Alderman Garrett to approve the minutes for March 18, 2019, second by Sheppard. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

B. Biannual Review of Closed Session Minutes – April 1, 2019 (6:30 p.m.)

Clerk Barnhill presented the summary of the Biannual Review of Closed Session Minutes that took place prior to tonight’s Council meeting in Executive Session. A motion was made by Alderman Basiewicz to proceed with opening the following Executive Session minutes: 12/4/17 and a portion of 3/5/18; second by Johnson. VOICE Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8- 0-0-0)

C. Statement of Economic Interest

Clerk Barnhill once again reminded the Council members that they need to have their Statement of Economic Interest completed prior to May 1, 2019. Mayor Berola informed the Council that they do fine you if it is not completed by the deadline.

Treasurer’s Report –

A. Bills List March 19, 2019 to April 1, 2019

Clerk Barnhill, in the absence of Treasurer Chris Warwick, presented the Bills List from March 19, 2019 to April 1, 2019 for the Council’s review and approval. A motion was made by Alderman Sheppard to approve the Bills List from March 19, 2019 to April 1, 2019, second by Johnson. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

B. MFT CD Renewal

City Office Manager Kristy Ponsler shared information regarding the renewal of the MFT CD. The CD is currently at United Community Bank (UCB) and is offering .30% for a 6 month term. Alderman Garrett indicated to the Council that he called UCB and asked them the rate for extending the CD and Wayde Rathgeber indicated that a 2.25% could be done for a 15 month term. Alderman Garrett asked the Council why we wouldn’t go with a longer term for a higher interest and make more money. After discussing this issue, Alderman Powell indicated to the Council the Treasurer can move on it without Council approval. The council asked Office Manager Ponsler to obtain information from UCB about potential terms and rates for further consideration.

IV. Attorney’s Report – Reed

A. Second Reading, Ordinance 1464-19 – Zoning Ordinance Revisions

Attorney Rusty Reed provided the Council Ordinance 1464-19 – Zoning Ordinance for their review and approval. A motion was made by Alderman Sheppard to approve Ordinance 1464-19 – Zoning Ordinance; second by Johnson. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

B. Second Reading, Resolution 82-19 – Installation of Street Light at 102 S. Second

Attorney Rusty Reed provided the Council Resolution 82-19 – Installation of Street Light at 102 S. Second for their review and approval. A motion was made by Johnson to approve Resolution 82-19 – Installation of Street Light at 102 S. Second; second by Nadalini. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

C. First Reading, Ordinance 1465-19 – An Ordinance Adopting an Expense Reimbursement policy

Attorney Rusty Reed presented the first reading of Ordinance 1465-19 – An Ordinance Adopting an Expense Reimbursement Policy to the Council for their review. Alderman Johnson indicated that this needs to be done in the Administration Committee and will be reviewed at the Administration Committee’s next meeting.

D. First Reading, Ordinance 1466-19 – Amendment to Chapter 14, Licenses

Attorney Rusty Reed presented the first reading of Ordinance 1466-19 – Amendment to Chapter 14 Licenses for the Council to review.

E. First Reading, Ordinance 1467-19 – Amendment to Chapter 8, Buildings

Attorney Rusty Reed presented the first reading of Ordinance 1467-19 – Amendment to Chapter 8, Buildings for the Council to review.

V. Department Heads

A. Chief Dave Campbell

Chief Campbell informed the Council that Officers Todd and Marques have both completed the appropriate training. Campbell indicated that he is placing a hold on digital tickets until additional information is worked out. He also informed the Council that he is working on software currently for the Police Department.

B. Superintendent -- Mike McCarthy

Superintendent Mike McCarthy informed the Council that Steve Sims, worker for Craig Ladage, will be working on siding on the Office Building within the next couple of days. McCarthy also informed the Council that he has spoken to IDOT and they will be working on sidewalks and seeding soon and that the traffic lights could arrive in May.

C. City Office Manager Kristy Ponsler

City Office Manager Kristy Ponsler informed the Council that the Office will be offering a texting option for participating citizens for city alerts. She is hoping to have it available at the beginning of the new fiscal year. Ponsler also indicated that the timekeeping software was not up to speed and they are still having issues with timecards and timekeeping. The Council indicated that the software company should be able to support our needs. Alderman Garrett will be contacting the software company for further information in order to provide some additional details to the council at the next meeting.

Committee Reports

A. Administration – Johnson

Alderman Johnson informed the Council that an additional Administration Committee Meeting will need to be scheduled to discuss all final revisions to the budget before the start of the next fiscal year.

B. Public Works/Public Utilities – Johnson/Hemmerle Facilities Plan Update

Aldermen Johnson provided the following:

1. Facilities Plan Update:

Jamie Headon from Benton & Associates was invited to the meeting on March 20, 2019 to provide an update to the committee on the status of the proposed water main replacement project. Jamie passed out two handouts, one titled “Opinion of Probable Cost” attached to a new updated project schedule dated March 2019 and the second titled “Project Funding Options - City of Auburn – Water System Improvements - IEPA/USDA-RD Comparison - March 2019”.

The first handout titled “Opinion of Probable Cost” provides a breakdown of construction costs which have been separated into two construction phases, Phase 1 and Phase 2. The purpose of separating the project into two phases is due to a recent development with IEPA funding which includes possible multiple loan forgiveness amounts. For example, it may be possible to receive two equal dollar amounts of loan forgiveness ranging from $1.5 million to $500,000 for each phase of the construction (one loan per each phase of construction). Jamie has separated the construction into two phases, Phase 1 estimated at $2,596,000 and Phase 2 estimated at $1,710,500. The second handout titled “Project Funding Options - City of Auburn - Water System Improvements - IEPA/USDA-RD Comparison - March 2019” was a spreadsheet providing a comparison of USDA-RD and IEPA/State Revolving Fund funding sources for the project. The spreadsheet provides various loan terms ranging from 38 years to 20 years. The council quickly shot down any possibility of securing a loan with a term of more than 20 years. Jamie then focused his discussion on those 20 year term loans from USDA-RD and IEPA. Securing a single 20-year term loan from USDA-RD with a grant amount of $930,000 towards the loan amount of $4,897,250, assuming an interest rate of 3.375% spread over 1910 customers results in a monthly cost of $13.61 per customer. With funding through the IEPA / State Revolving Fund for two 20-year term loans in the amounts of $2,651,000 and $2,343,500 (total $4,994,500) per the Opinion of Probable Cost Sheet and assuming $1.5 million in principal forgiveness per loan, assuming an interest rate of 1.6875% spread over 1910 customers results in a monthly cost of $5.83 per customer. If the principal forgiveness is reduced to $500,000 per loan assuming all other factors remain the same, the monthly cost per customer increases to $11.68.

Jamie provided an updated project schedule dated March 2019 (copy attached). Jamie is continuing to work with the railroad in obtaining the necessary permits for the 3 water main railroad crossings. Jamie indicated a dollar figure was initially associated with each crossing by the railroad, but is continuing to work with the railroad to have these fees either reduced or eliminated altogether. With the possibility of securing funding through IEPA, the project timeline has been shifted back such that construction would begin one year later than last anticipated. Jamie noted important dates on the timeline which include the public hearing in September 2019, project out for bid in February-March of 2020, and construction beginning June-July 2020.

Budget Planning

During the last Public Works Committee meeting (December 12, 2018) while discussing the USDI Gas Rate & Meter Fee Recommendation, the committee directed Mike and TJ to generate a list of equipment which will need to be replaced and the anticipated cost associated with each. This was in part to determine if an increase to the meter fees is warranted as suggested by the city’s USDI gas representative, Lindsay Enloe, P.E. The list of equipment to be replaced, the cost associated with each, and the proposed replacement date is attached for reference. Rod had created a preliminary spreadsheet using the meter fee revenue collected annually while removing fees which have been earmarked for other projects (new garage annual payment = $46,965.69) and included the balance in each meter fee savings account as money available minus money set aside for earmarked projects ( future water tower painting/rehab expense = approx. $120,000) and carried this out on a year to year basis to determine the correlating balance of meter fee revenue with respect to the replacement date and cost of the equipment on Mike’s list. Currently, gas and water meter fees are set at $2 per meter which currently generates approximately $87,000 annually. Minus the annual payment of $46,965.69 for the new garage leaves $40,034.31. Of the remaining $40,034.31, replacement water meters, water meter radio heads, and gas meter heads were purchased annually at a cost of $34,700 leaving approximately $5,334.31. Due to the future replacement of all water meters and gas and water meter heads in conjunction with the water system improvement project, this will free up the $34,700 increasing the unallocated meter fees back to $40,034.31. Starting with the $40,034.31 and holding an arbitrary amount of $5,000 back in savings, the remaining $35,034.31 was then used as the annual increment to be added to the current gas meter savings amount of $126,031.82. With purchasing the first two trucks provisionally from gas checking (current balance of $524,714.90), Rod believes that the current meter fee rates will generate enough revenue in conjunction with the amount in gas meter savings to purchase the proposed equipment at the specified replacement times. The amount in the water meter savings account should be enough to fund the water tower repainting/rehab when the time comes to complete the work ($132,737.84 by 2026). It was also mentioned that the final payment for the new garage will be made in 2027 resulting in the full $87,000 being disposable income available for use in purchasing equipment if needed.

Alderman Johnson indicated that meter fees do need to be increased but he and Larry want to look at the usage again.

City Garage Pick Up Truck

Alderman Johnson indicated that they wanted to hold off until May for the approval to purchase a City Garage Pick-up Truck. Superintendent McCarthy indicated that he hopes a truck would be available if we waited. Johnson directed McCarthy to call and see if they can still have access to a truck and this item will be placed on the April 15 agenda.

Trench Box

Alderman Johnson informed the Council of the City Garage needing a trench box. Johnson asked McCarthy if the purchase of a trench box needed to be purchased with this year’s funds or 2020 funds. A decision will be made at the next Council meeting after reviewing additional budgeting figures.

Lawn Mower

Alderman Johnson presented to the Council a bid from Sievers for the purchase of a Kubota Tractor in the amount of $16,211 to be paid for with Buildings/Grounds Line and Water/Sewer Lines. A motion was made by Alderman Johnson to approve the bid from Sievers for a Kubota Tractor not to exceed $16, 211; second by Basiewicz. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None

(8-0-0-0)

Ice Dams for City Garage

Alderman Johnson indicated that it is the committee recommendation to wait until next fiscal year to purchase Ice Dams for the City Garage.

720 East Jackson Street – Water Leak

Mayor Berola informed the Council that he asked for this to be placed on the agenda. He was informed that the China Buffet building had broken pipes and water was running out the front and back doors for a substantial amount of time. With that said, it was a costly expense to Niemann Foods. Mayor Berola is recommending to the Council that as a good gesture, we should sell the water at cost to Niemann Foods at our cost from Otter Lake Water Commission and provide a sewer credit as already had been done. A motion was made by Basiewicz to charge Niemann Foods water at cost only and provide a sewer credit; second by Devos. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: 0 ABSENT: None (7-0-0-0) – Larry Hemmerle abstained from the vote.

Residential and Commercial Water Leaks

City Manager Kristy Ponsler placed Residential and Commercial Water Leaks on the agenda to hear the Council’s opinion on the subject. The Council agreed that they would like to deal with water leaks on a case by case basis.

Alderman Johnson also indicated that there would be a Public Works meeting prior to the next Council Meeting and for the members to watch their emails for date and time.

C. Health & Safety – Alderman Nadalini

Committee Meeting – March 19, 2019

Cameras

Alderman Nadalini provided a bid for 3 car radios and 1 bracket at a cost of up to $6700 for the installation and hardware. A motion was made by Alderman Sheppard for the purchase of 3 car radios and 1 bracket at the cost of up to $6700 for the installation and hardware; second by Basiewicz. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

Copier/Printer/Fax

Alderman Nadalini provided information to the Council for the purchase of a Copier/Printer/Fax machine for the Police Department in the amount up to $3200. A motion was made by Alderman Sheppard for the purchase of a Copier/Printer/Fax machine for the Police Department not to exceed $3200; second by Basiewicz. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None

(8-0-0-0)

Radar

Alderman Nadalini provided information to the Council for the purchase of 6 radar units, one per car at $1437 ($8622) and a 5 year warranty per radar unit at a cost of $275 per unit ($1650) for their review and approval. A motion was made by Alderman Garrett to purchase 6 radar units, one per car at $1437 ($8622) and a 5 year warranty per radar unit at a cost of $275 per unit ($1650) not to exceed $10,300; second by Basiewicz. Vote Aye: Lori Basiewicz, Vic Devos Jr, Jason Garrett, Larry Hemmerle, Vince Nadalini, Rod Johnson, Joe Powell, and Tracy Sheppard. NAY: None. PRESENT: None. ABSENT: None

(8-0-0-0)

D. Health & Housing – Sheppard

Alderman Sheppard indicated that she did not have a report at this time. Alderman Sheppard also wanted to make sure that minutes reflected that she did speak to Terry Painter and the house on North Street should be cleaned up by the end of April. Alderman Garrett also attested to this.

E. Parks – Hemmerle

Leonard Field changes/upgrades

Alderman Hemmerle informed the Council that Leonard Field fence will be moved in! Auburn School District will pay the expenses associated with moving the fence in and the City Garage employees will help install the new scoreboard.

Connor Gillock – Eagle Scout project

Connor Gillock has submitted an Eagle Scout project to put a new flagpole at Trojan Field. He will design it and install it. They are awaiting the answer to this project. He is hoping to have this completed by the time Regionals begin.

Repairs @ East Park

Alderman Hemmerle is working with TJ Henson on repairs needed at the East Park. Some of the repairs needed are the cook shack, maintenance and clean-up; updated electrical, etc.

F. Sidewalks -- Garrett

Alderman Garrett shared that after looking through town he is finding that 8th Street has a few tree issues. He would like to be able to get bids to remove some of these trees. Council gave him the go ahead to get bids from the local Tree contractors and bring them back to the Council.

G. Economic Development Committee – Basiewicz

Alderman Basiewicz indicated that she did not have a report.

VII. Other Business IX. Adjournment

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

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