Sangamon Sun

City of Auburn City Council met July 16.

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, Jason Garrett, Larry Hemmerle, Rod Johnson, Bill Karhliker, Joe Powell, Ben Royer and Tracy Sheppard, Attorney Rusty Reed

Absent: Julie Barnhill, Lori Basiewicz

Department Heads: Chief Dave Campbell, Superintendent Mike McCarthy, Assistant Superintendent TJ Henson, and City Office Manager Kristy Ponsler

Department Heads Absent: None

I. Mayor’s Comments

Mayor Berola requested in the absence of Clerk Barnhill that the council appoint Deputy Clerk Kristy Ponsler as the clerk for the night’s meeting. A motion was made by Alderman Johnson to appoint Deputy Clerk Ponsler as the Clerk for the 7/15/19 meeting, second by Alderman Sheppard. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

Mayor Berola also provided information on the Auburn Public Library Touch a Truck event to take place on July 20, 2019 from 1 pm to 3 pm on the city square. Because of an event at the community center as well as hair salons being open that day, the mayor requested that the library set up for the event on 4th Street from Madison to Adams and on Jefferson from 4th Street to just past the city office.

II. Visitors/Public Comments

a. Zoning Board – No report

b. Annette Brooks – requested permission from the city council to use the Veterans

Park ballfields for the annual Josh Brooks Memorial Tournament on August 2-3, 2019. Alderman Royer made the motion to all the Josh Brooks Memorial Tournament to use the Veterans Park ballfields on August 2-3, 2019 for their annual tournament, second by Alderman Sheppard. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

c. Connor Gillock – Provided an update on his Eagle Scout project at Veterans Park and thanked the council for the approval to proceed with work there.

d. Jamie Headen with Benton and Associates was on hand to discuss the potential of a pilot study with Zenner, which is one of the (3) meter manufacturers in which the city is considering as a part of their facilities plan. The pilot duration would be for 120 days and would be with 25 or more water and gas meters. Total up front cost for the pilot project is $7,750.00. Zenner has estimated a need for (1) collector and potentially up to (3) repeaters as a part of this pilot. Collector and repeater cost would be deferred until such time that the city decided what direction they would take in terms of meters for the facilities plan project. Jamie Headed indicated he would provide the agreement for review to the city attorney as there is some language that would need to be adjusted.

Alderman Royer expressed concern with the 900 MHz bandwidth that Zenner operated within. He stated there is a crowding issue in this spectrum and one of the larger users (Electric Company), routinely adjusts their power and channel setting for updates and has been known to cause conflicts in signal reliability for lower power users. Alderman Royer went on to say that he had previous experience with the assigned frequency band (450 MHz) and while slightly more costly, there were less likely to be interference in that network. While Alderman Royer felt that a study should be completed, he felt in the long run, the use of the 900 MHz could be a problem for reliability.

A motion was made by Alderman Johnson to move forward with the pilot project with Zenner at a cost not to exceed $7.750.00 and to be taken out of the meter charges, second by Alderman Karhliker. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

e. Lincoln Street Ownership – Alderman Powell has been working to secure the remaining easements needed for the facilities plan. He has had continued conversations with Sid Huber on an easement. Mr. Huber has requested that before an easement is signed, he would like the city to grant him a portion of the land by where he currently owns to the north of Casey’s by the football field. The city attorney Rusty Reed indicated that he felt a title search would cost a little more than $100.00. A motion was made by Alderman Johnson to conduct a title search to determine who actually owns the street before any vacation of the land is conducted, second by Alderman Garett. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

III. City Clerk’s Report – Ponsler A. July 1, 2019 Meeting Minutes

a. Deputy Clerk Ponsler presented the meeting minutes from July 1, 2019 for the Council’s review and approval. A motion was made by Alderman Sheppard to approve the minutes for July 1, 2019 minutes, second by Alderman Karhliker. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, and Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

IV. Treasurer’s Report –

A. Bills List July 2, 2019 to July 15, 2019

a. Treasurer Chris Warwick presented the Bills List from July 2, 2019 to July 15, 2019 for

the Council’s review and approval. A motion was made by Alderman Johnson to approve the Bills List from July 2, 2019 to July 15, 2019, second by Alderman Sheppard. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

b. Treasurer Warwick presented the June 2019 Cash Report for the Council’ review and approval. A motion was made by Alderman Sheppard to approve the June 2019 Cash Report, second by Alderman Johnson. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

V. Attorney’s Report – Reed

Attorney Reed stated there was an executive session regarding potential litigation. There were (2) separate individuals who were on the agenda, but did not come to the meeting as requested. Alderman Sheppard stated that further discussion and follow up will be done regarding these matters and no executive session would be needed to discuss at this time.

Alderman Johnson asked Attorney Reed about the status of the bidding ordinance. Attorney Reed had reviewed several other local ordinances similar to the city’s request, and will continue to review Alderman Johnson’s notes to move forward with the ordinance draft. Attorney Reed did ask the council to consider if any preference will be given to local bidders.

VI. Department Heads

A. Chief Dave Campbell

No report

B. Superintendent -- Mike McCarthy

MFT Bids and approvals will be covered under Alderman Karhliker.

C. City Office Manager Kristy Ponsler

No Report

VII. Committee Reports

A. Administration – Johnson

No report

B. Public Works – Karhliker

a. Review 2019 MFT bids received and approve Acceptance of Proposal/Approval of Award for Seal Coat – Alderman Karhliker provided details for the seal coat bid received from IRC in the amount of $38,940.00. A motion was made by Alderman Johnson to approve the bid from IRC for seal coat in the amount of $38,940.00, second by Alderman Karhliker. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

b. Review and Acceptance of 2019 MFT Request for Quotation for stockpiling aggregate – Alderman Karhliker provided a quotation from Crown Trucking, Inc. for stockpiling aggregate in amount of $11,787.30 for the council’s review and approval. A motion was made by Alderman Sheppard to approve the quotation of stockpiling aggregate from Crown Trucking, Inc. in the amount of $11,787.30, second by Alderman Johnson.

VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

c. Review and Acceptance of 2019 MFT Request for Quotation for Pavement Striping – Alderman Karhliker presented a quotation for review and approval from Varsity Striping and Construction Company on 7th Street all the way to Casey’s including the crosswalks by the school in the amount of $11,986.00. A motion was made by Alderman Johnson to approve the quotation for pavement striping from Varsity Striping and Construction Company in the amount of $11,986.00, second by Alderman Karhliker. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

It was asked if flashing lights/signs could be installed or provided to show there is a stoplight ahead to warn individuals of the new stoplights. A few accidents have taken place at the four way intersection where the new stoplights have been installed and concern has been raised that individuals simply are not paying attention and having an alert to watch ahead may be needed. Chief Campbell will see if the city can get signs from the state.

C. Public Utilities – Alderman Johnson

No Report

D. Health & Safety – Alderman Sheppard

No report

E. Health & Housing – Sheppard

No executive session needed at this time. Further discussion to take place with city attorney.

VIII. Parks – Hemmerle

a. Committee meeting was held prior to the council meeting to discuss (2) agenda items.

i. City has received two quoted to replace the Merritt Field fence. Amco and Goodman Fence Company provided quotes with Amco only 20.00 higher than Goodman. Yellow plastic on the top of the fence will be removed and purchased from Springfield Plastics. The garage staff will replace the yellow plastic once the fence is installed. A motion was made by Alderman Sheppard to accept the fence quote from Goodman fence at a cost of $5,460.00, second by Alderman Powell. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0-0-1)

ii. Update on East Park Projects – nothing firm to discuss at this time.

IX. Economic Development Committee – Basiewicz

Matt Brown, Chairman of the EDC, was in attendance to discuss with the council some recommendation from the committee a.) Business Directory Creation – Proposed a new directory that would be regularly updated and include brief city approved narratives provided by the businesses, links to social media pages and contact information for the business. E-mails to be sent to businesses on a regular basis to ensure all content is current.

b.) Community Resources/Business Resources – Provide business resources to local businesses such as city regulations, state and federal laws, educational materials, grant opportunities and potentially a job board.

c.) Grand Opening/Ground Breaking Events – A written standard or form should be developed to be consistent.

d.) Proposed ordinances and business incentives – Request that the city perform a review business related ordinances to ensure they are up to date and effective. Approval processes to potentially be streamlined or review periods to be shorter. Potentially provide incentives to new business ventures such as fee or permit waivers, reduced service costs, or infrastructure upgrades.

e.) Zoning – Request the process to be designed around applicant’s successful approval.

f.) Communications with corporate business partners – There are corporate interests in Auburn and routine communication with them may ensure positive outcomes when

decisions can impact our community.

g.) Business meet and greet on city square to be held in the fall of 2019

Alderman Garrett posed a few questions including:

1.) What are incentives or rebates that can be allowed, and;

2.) What buildings are vacant that can be utilized for future business?

Further development of recommendations and communication with the council will continue as the EDC furthers their business discussions that impact the local economy.

X. Other Business

Ward II Town Hall Meeting Expense

Alderman Garrett and Alderman Royer will be hosting a Town Hall Meeting on July 23, 2019 beginning at 6 pm at the community center. Both alderman worked together to prepare a post card that will be mailed out (EDDM – every door direct mail). Because they believe this is a function of their role as alderman on the Auburn city council, they are requesting the city reimburse their postage expenses of $273.25.

Alderman Johnson did not believe this was an expense that should be reimbursed by the city. The city council meets twice a month and visitors are welcome to attend.

Alderman Karhliker also questioned why the city budget should cover such an expense.

A motion was made by Alderman Garrett to request reimbursement for postage expenses for the Ward II town hall meeting in the amount of $273.25, second by Alderman Royer. VOICE Vote Aye: Ben Royer, Jason Garrett NAY: Larry Hemmerle, Joe Powell, Rod Johnson, Bill Karhliker PRESENT: Tracy Sheppard. ABSENT: Lori Basiewicz (7-0-0-1)

Alderman Royer shared concerns regarding the recent increase in break ins and theft at the storage units. He requested the Health and Safety committee to look into an idea of a portable camera system that could be placed on a trailer and moved from place to place. This type of unit could also be used at sporting events. Alderman Royer indicated he will do some more research on the idea and Chief Campbell stated he would also check through LESO and MOCIC for lending/leasing options.

Motion to adjourn at 9:00 p.m. was made by Alderman Powell and second by Alderman Johnson. VOICE Vote Aye: Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Ben Royer, Jason Garrett, Bill Karhliker. NAY: None. PRESENT: None. ABSENT: Lori Basiewicz (7-0- 0-1)

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