Sangamon Sun

City of Auburn City Council met Oct. 7.

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, Larry Hemmerle, Joe Powell, Rod Johnson, Tracy Sheppard, Lori Basiewicz, Ben Royer, Jason Garrett, Bill Karhliker

Absent: Julie Barnhill

Department Heads: Chief Dave Campbell, Superintendent Mike McCarthy, Assistant Superintendent TJ

Henson, Attorney Rusty Reed and City Office Manager Kristy Ponsler

I. Mayor’s Comments

a. Due to Clerk Barnhill’s absence, Alderman Basiewicz made a motion to allow Deputy

Clerk Ponsler to take meeting minutes for October 7th council meeting, second by Alderman Johnson. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

b. Brewery on the square is having their Octoberfest on the square on Saturday, October 26th from 1 pm to 8 pm. Jefferson Street between 4th and 5th will be closed for vendors. Mike McCarthy and TJ Henson will check with the host to instruct on how best to connect power for those in need during the event.

II. Visitors/Public Comments

1) Dylan Kesslemayer and Hannah Barker – strip of land west of 201 S. 4th Street (city owned property)

Property owners Kesslemayer and Barker are inquiring about the strip of land west of their property at 201 S. 4th Street. Apparently, it is city owned property. Attorney Reed indicated the property would need to be appraised and then passed by ordinance to sell it by auction or by realtor. However, the current property owner adjacent to the property could be outbid by another individual or entity. The city could also lease the property, but no improvements could be made to it. Attorney Reed advised the property owners to think about the potential options proposed to them. No further action was taken on the property at this time.

2) Justin Cooper – Copper StreetSide Bistro

a. Asked to come to Labor Day Picnic and worked out specific details with the Auburn Activities Committee for electrical. They did ask for a (4) prong hook up, but City staff indicated that we only had (3) prong hook ups and therefore that was the only option used to hook up the food truck. Cords were plugged into a high traffic area. At the end of Friday evening, power went off in truck. Took transfer switch and moved power to run on the generator alone. Arrived on Saturday afternoon to find refrigerator and prep cooler was warm and smelled burned. Moved the product to another cord but was still not running right. Lights and fan motor also went off and had to leave event. Mr. Cooper stated that he was told by someone that the city would cover the cost of the expenses to fix what was damaged by attending the Labor Day event.

b. Alderman Garrett questioned the amount of power ran from truck to power source through the three different cords that were used to cover power.

c. Mayor Berola and Alderman Hemmerle stated that this was not a city sponsored event and therefore further follow up should be done with the Auburn Activities Committee as they submitted insurance coverage to the city for the event.

d. Auburn Activities Committee did not require any of the vendors to sign any hold harmless waivers for their participation in the event.

e. Lewis Electric did come after the event to inspect the electrical box to determine if there was any damages or issues.

f. The council determined there were a lot of various parts that came into play with the damages that may have occurred with the food truck vendor, therefore the city office will pull the insurance policy submitted by the Auburn Activities Committee and send to Mr. Cooper for further follow up.

g. The city council will also work with Attorney Reed on documentation for future events on city property when events are not hosted by the city. The city needs to specifically identify what is provided at each location to those hosting events. Waivers should then be established by the event host that specifically outlines what is available and holds the city harmless to any issues that may arise.

a. 402 S. 6th Street – Alderman Sheppard stated the site was rezoned to B-3 in March 2010. No timeline was given to have anything completed on that property. Clarification was made that the actual property up for discussion is 202 W. Jackson. Alderman Sheppard made the motion to revert the property back to R-1, second by Alderman Basiewicz. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

City Clerk’s Report – Ponsler

A. September 16, 2019 Meeting Minutes

Deputy Clerk Ponsler presented the meeting minutes from the meeting on September 16, 2019 for the Council’s review and approval. A motion was made by Alderman Royer to approve the minutes for September 16, 2019 minutes, second by Alderman Karhliker. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Karhliker NAY: Garrett PRESENT: None. ABSENT: None (7-1-0-0)

B. Bi-Annual Review of Executive Minutes

Deputy Clerk Ponsler indicated the Bi-Annual Review of Executive Minutes meeting will take place on October 21, 2019 at 6:30 p.m.

IV. Treasurer’s Report – Warwick

A. Bills List September 17, 2019 to October 7, 2019

Treasurer Warwick presented the Bills List from September 17, 2019 to October 7, 2019 for the Council’s review and approval. Alderman Royer had a question pertaining to AFLAC as he thought those were covered by city employees who elected that coverage. Deputy Clerk Ponsler indicated the city pays the overall bill, but monthly deductions are taking out of employees checks to reimburse that expense. A motion was made by Alderman Sheppard to approve the Bills List from September 17 to October 7, 2019, second by Basiewicz. Vote VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Karhliker NAY: Garrett. PRESENT: None. ABSENT: None (7-1- 0-0)

B. Treasurer Warwick then presented the September 2019 Cash Report for the Councils review and approval. A motion was made by Alderman Johnson to approve the September 2019 Cash Report and second by Sheppard. VOICE Vote Aye: VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Garrett, Karhliker NAY: Royer. PRESENT: None. ABSENT: None (7-1-0-0)

V. Attorney’s Report – Reed

a. Intergovernmental Agreement with Illinois Comptroller’s Office Local Debt Recovery Program

The program will offer the city an opportunity to utilize the resources of the Comptroller’s Office to collect unpaid debt such as parking and red light tickets, utility bills, traffic fines, ordinance violations, court fees, or tuition and student fees. The Comptroller withholds the unpaid debt from state-issued checks such as income tax refunds, state employee paychecks, or vendor contracts. It simply becomes another way for the city to attempt to collect, at no charge, unpaid debt owed. Alderman Johnson made the motion to enter into the Intergovernmental Agreement with the Illinois Comptroller’s Office to utilize the Local Debt Recovery Program, second by Hemmerle. Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

b. Alderman Garrett asked for council approval to direct the city attorney to review liability policy in terms of the use of city electricity. The city needs to ensure protection from claims. The city not only needs to protect themselves but we also need to ensure that what is available is being used properly. Mayor Berola thought it would help to draft some sort of waiver on behalf of the city to hold the city harmless. Alderman Hemmerle spoke about doing a checklist once a year on all city property that would outline specifics available at each location and provide to various entities hosting events. Alderman Johnson agreed with establishing a waiver, but also providing checklist to vendors on what can and cannot be used and what the city offers.

VI. Department Heads

A. Chief Dave Campbell

Still reviewing options for signs at the high school on 7th Street. The students are paying little to no attention when walking out and there is poor signage alerting traffic. Alderman Garrett sent information on lighted signs to the Chief. Will continue to get prices for signs and bring to the council for approval. Also informed the council about a civil court meeting with Divernon and Pawnee at Divernon Junior High School on October 29, 2019 at 6 pm. The group will look at costs and discuss what is expected should it move forward. Additional items will be covered under Alderman Sheppard’s committee report.

B. Superintendent -- Mike McCarthy

Switches for storm pump at sewer plant

Vandaventer did the annual inspection and found issues with switches for storm pumps at sewer plant. They are currently working, but could go out on high rain events. Superintendent McCarthy received (2) different prices on the replacement of those switches. Alderman Johnson made the motion to approve the purchase to replace the switches at a cost of $1580.00 with B&B Electric, second by Sheppard. Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

Televised Inspection of Jefferson Street Storm Tile

Assistant TJ Henson reported that flooding on West Jefferson has been an issue since the 1970s and increased loading of water has added to the issue. He spoke with Jamie Headen at Benton and Associates and believes a televised inspection of the piping in question would be a valuable next step. The televised portion would be a distance of approximately 700’ at a cost of $2.00 per foot. To check all of the piping in question, the city would need to televise an additional 1250’ of pipe between the inlet on State Route 4 and manhole A which is behind the homes on Jefferson and the homes along Pine Lane. Alderman Johnson made a motion to approve Petersburg Plumbing to televise the storm sewer down Jefferson Street and Red Bud, second by Karhliker. Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: Basiewicz (7-0-0-1)

TJ Henson also provided the council with a quarterly report of projects currently being undertaken by the garage.

C. City Office Manager Kristy Ponsler

No Report as Local Debt Recovery Program was covered under Attorney Reed.

VII. Committee Reports

A. Administration – Johnson

Alderman Johnson indicated there will be a committee meeting on October 9, 2019 to discuss insurance renewal options with employees.

B. Public Works – Karhliker

Alderman Karhliker informed the Council that he received a letter from the Illinois Department of Transportation on the Divernon Road Bridge. He will address at the next council meeting

C. Public Utilities – Alderman Johnson

There was a committee meeting held prior to the council meeting to discuss meter system/software upgrade review. The result of that is to look further into the Sensus brand of meters and get more details with regards to pricing. The trial for the Zenner meters will be on hold. We will get the information from Jamie Headen at Benton and Associates and proceed with approval.

Alderman Johnson is in the process of drafting a letter for the mayor’s signature with regards to the flooding on Jefferson to be sent to the District Engineer for IDOT. Trying to make it very aware that we had issues because of the interchange and the work done at Route 4/104. Alderman Johnson is asking for information on what IDOT looked at in terms of design and improvement to see what they may have reviewed to determine what this might do to our current flooding issue and how they might rectify that or detain that.

Alderman Royer asked if we currently had anything in our zoning ordinance that would prevent a company from coming and putting in pavement. Alderman Johnson stated there was nothing in ordinance at this time to address that. There is nothing on file pertaining to a storm water management plan. It is something that the city will want to look at as things are developed into the future.

Alderman Johnson has a storm water ordinance through his work that he is going to review and make some revisions and provide to the council to look at in a committee meeting to discuss further.

Mayor Berola had a meeting with Reggie Benton from Benton and Associates pertaining to the outstanding debt for the engineering fees incurred for the work done on the facilities plan. The current engineering fees left to pay are around 230,000. The goal is to potentially pay half of that now and the rest can be paid when we receive the loan. Once the loan is received, the city could reimburse the costs we have incurred for the expenses we have paid for engineering fees. Office Manager Ponsler stated that she has spoken with Alderman Johnson as well as our auditor pertaining to the payment of these expenses. The water budget would need restructured to account for the additional expenditures (supplemental appropriation ordinance) if additional funds were to come out of savings. The city budgeted (in its regular budget) 30,000 to cover engineering fees this fiscal year. The city has already paid 10,000 of that and could pay the remaining 20,000 now until such time that the supplemental appropriation is approved by the council and an additional check could be written to cover or come close to paying off half of what is still owed on engineering fees. The council asked Office Manager Ponsler to do supplemental appropriation ordinance for review at next council meeting that appropriates additional water savings fund to pay down engineering expenses. That will be added to the next council meeting agenda. The council can then determine if it can have first and second reading at the next meeting and consider an emergency given it concerns funds owed for a project.

D. Health & Safety – Alderman Sheppard

Part Time Hiring

Alderman Sheppard stated that she received information from the Chief that November 2, 3, 9th and 10th is the next firearms training. October 26th is physical agility test. Classes will begin 1/11/20 and graduation is set for September 2020. The Chief is getting applications together and the committee will meet on October 9th for interviews and a recommendation will be made to the council at the next meeting on October 21st.

New Police Truck

Dodge was having a problem with parts. They did offer a 2020 work truck, cost would be $450.00 more than original price, with a spray in bed liner and hitch. Same truck, but more heavy duty suspension.

Police Patch

The Chief asked for suggestions on the police patch before he takes to the art class at high school. Alderman Royer advised of the history that is on website and maybe a flag, double decker bandstand or Trojan would be nice to have on patch.

In Car Radios and Updates

The Chief provided quotes and discussed options. Alderman Powell had advised of doing a tower study. Alderman Royer will reach out to contact at Motorola in regards to repeater on our tower.

Computer Software Upgrade

Windows 10 will need to be installed on all in car computers as current operating platform is no longer going to be supported in new calendar year.

Last item discussed at the committee meeting on 10/1/19 was a brief executive session on personnel.

E. Health & Housing – Sheppard

No report

F. Parks – Hemmerle

Alderman Hemmerle had a Parks Committee Meeting on September 23, 2019.

High School Baseball

They were seeking approval to do additional work on Trojan Field. They would like to work on the infield to improve drainage. They have also requested that once work is completed, to have permission to lock up the fields so there isn’t anyone hiding in dugouts or tearing up the field. The committee found no issue with that request.

Cooper StreetSide Bistro

Mr. Cooper presented information to the council earlier in the meeting and has been instructed to follow up with the Auburn Activities Committee.

East Park

A lot of work needs to be done in this park. There is still work to be done inside the cook shack, concrete work on both the patio area and basketball court. The group relies on the city garage staff a lot to do as much as possible to keep the costs down, however, there are other projects of higher priority that come first and it pushes the park projects down on the list of to do. Some of the items to do, like the cook shack doors need strong braces to prop them up and the committee will seek bids to either repair or replace them. More discussion was held on the steel beam that needs repaired and future work on the electrical.

The committee also discussed about working towards making the park more ADA accessible. They committee agreed that this should be a high priority. Alderman Royer did provide information to the committee about a vendor he met at the IML Conference that sold ADA approved surfaces. Alderman Royer also had information about picnic tables and other equipment that could fit into the scope of work.

Redbud Park

Alderman Basiewicz started the conversation with a PowerPoint presentation not only on Redbud Park, but all parks within the city. She provided details on the expense of the park, how the cost has grown over the years, and what the funds have been used for over the years. Alderman Royer stated that we need to get creative when we move forward on deciding how to proceed.

Mayor Berola stated that when he met with Reggie Benton that would be more than happy to assist us with the overall plans and applying for grants in the construction of Red Bud Park.

All in attendance had a positive discussion on potential next steps and felt things were best served to move forward, but also wanted to take time to go over information presented and work on tasks to be completed and estimates for the work. An additional parks committee meeting was discussed to be held on October 28th at 6:30 pm to further discuss next steps.

Alderman Garrett was concerned about the numbers presented in the PowerPoint presentation. He had asked Alderman Basiewicz about the numbers. Felt the numbers used were so high. It was recorded that 45% of the money received was used for maintenance purposes (utilities, electricity, insurance and trash). The detailed bills list from last year was reviewed by Alderman Garrett to determine if that high of a percentage was accurate in the maintenance expense for the parks. He did not believe it to be accurate and estimated the percentage to be around 20% of the actual funds received were spent on maintenance.

Alderman Garrett did state that council members have indicated that they are tired of talking about the parks. For the last seven years, this issue has been discussed with the notion that it will be discussed, but it never gets discussed. Alderman Garrett’s recommendation was to sell the land or give it to the economic development committee to entice business of some sort to move the project down the road. Alderman Garrett believes that the parks could be taken care of by revenue from the farm ground or possibly rental of facilities we have such as the community center.

Alderman Hemmerle reiterated the main theme of the committee meeting was that nothing could be done about the past, and conversations should discuss next steps moving forward.

Mayor Berola stated that this is not a shovel ready project. You can come back to review it every so often. He stated he is not in favor of selling the property unless the city is in absolute dire straits. The parks committee reviewed it, what happened in the past is the past and the council should move forward.

Alderman Royer thought the key element was that the public wants to see something happen. The decision that has to be made is do we take action now to build the park or do we take action now to adjust how the council handles the funds moving forward.

VIII. Economic Development Committee – Basiewicz

October 12, 2019 – Roasted Bean Grand Opening at 10 am

Alderman Basiewicz invited all council members to attend this event to show support for this local business.

September 26, 2019 Meeting with the Businesses

Got feedback from the few businesses that were there to discuss next steps and how to incorporate more business involvement.

IX. Other Business

a. IML Conference Review

Alderman Royer had e-mailed the council a detailed copy of the conference and sessions in which he attended. He was impressed with the conference and had good conversations with those in attendance.

b. Approval of mulch expense for city square clean-up day – Monarch Landscaping provided mulch to put around trees to decorate square. 7 yards of mulch at 25% discount and free delivery. Alderman Sheppard made a motion to approve the payment of the mulch from Monarch Landscaping not to exceed $190.00, second by Basiewicz. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

c. City Square Clean Up Day – had multiple vendors contribute to the event with water, cookies, and music. Civic organizations helped with the overall clean up. Painted light poles and railing and city will put a second coat of paint on the bandstand. Sandy Jones and the high school student council had previously adopted the city square and would like to be more involved in the upkeep.

d. Committee Appointment – Alderman Royer requested that he be placed on the Parks Committee as an additional member. Alderman Garrett made a motion to appoint Alderman Royer to the Parks Committee, Sheppard second. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (7-0-0-0) Alderman Royer abstained from the vote.

e. Notice of Public Meeting (Alderman Garrett) – As far as notice of public meeting, we need to post a notification to show agenda, location and time. Because we post in hallways and online, people do not have free access to the agenda. The city needs to ensure that when the building is locked, we need to have the agenda visible to those outside of normal working hours.

f. Right to address the council (Alderman Garrett) – The city council currently has a 5 minute limit on addressing the council. Advised that the council may want to revisit the ordinance and be specific when it comes to topics so it at least provides the council a way to limit time on certain issues. Otherwise, the way the ordinance reads now is everyone that chooses to comment will each have 5 minutes. This could lead to a very lengthy meeting with comments.

g. Executive Session – Material in and Out (Alderman Garrett) – no executive session material. In the session at IML, it was stated that councils need to discuss only items that are allowed to be discussed in executive session. If the topic of discussion should change to something that could be discussed in open session, there must be an adjournment out of executive session and further discussion can take place on those other topics.

X. IX. Adjournment

Motion to adjournment at 8:57 p.m. was made by Alderman Johnson and second by Basiewicz. VOICE Vote Aye: Hemmerle, Powell, Johnson, Sheppard, Basiewicz, Royer, Garrett, Karhliker. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0)

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