Sangamon Sun

City of Auburn City Council met Sept. 8.

Here is the minutes provided by the council:

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

Present in Council Chambers: Tom Berola, Julie Barnhill, Chris Warwick, Lori Basiewicz, Jason Garrett, Larry Hemmerle, Rod Johnson, Bill Karhliker, Joe Powell, Ben Royer, Tracy Sheppard and Attorney Greg Moredock.

Absent: None

Department Heads in Council Chambers: Superintendent TJ Henson

Department Heads Absent: None

Present via ZOOM Teleconferencing: Chief Dave Campbell and City Office Manager Kristy Ponsler

I. Mayor’s Comments

A. Liquor Commission Meeting – September 8, 2020

Hearing to discuss violation of liquor ordinance

Mayor Berola shared that a Liquor Commission Meeting was held prior to the Council meeting regarding Benderz violating the liquor ordinance. The City Council agreed to a warning for Benderz due to the fact of patrons still being on premise after the 1:30 p.m. ordinance allows. Benderz was informed that the next time this happens fines to be handed down.

B. Farm Land Lease

Mayor Berola indicated that he did not ask for this to placed on the agenda.

Alderman Basiewicz indicated that she asked for this to placed on the agenda due to the fact that the land lease is coming up on renewal. It was stated that the current lessee would need to be contacted to see if they are wanting to renew or give up the lease.

C. Trick or Treating

Mayor Berola again stated that he did not add this to the agenda. Alderman Basiewicz stated that she added so that people were aware of the City’s intentions.

Alderman Sheppard indicated that she very much would like to see Trick or Treating happen in Auburn. Mayor Berola indicated that he didn’t want to make any decision until the guidelines were released from the Illinois Department of Public Health. The hours had previously been set for October 30 and 31 from 5-8 p.m. each night.

II. Visitors/Public Comments

III. Zoning

Alderwoman Sheppard informed the Council that the upcoming Zoning meeting scheduled for September 9, 2020 was once again cancelled.

IV. City Clerk’s Report – Barnhill

A. August 17, 2020 Meeting Minutes

City Clerk Julie Barnhill presented the August 17, 2020 meeting minutes for the Council’s review and approval.

Motion by Sheppard second by Basiewicz to approve the August 17, 2020 meeting minutes. (8-0-0-0)

AYES: Basiewicz, Garrett, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: None

ABSENT: None

V. City Treasurer’s Report – Warwick

A. Bills List August 18, 2020 to September 8, 2020

City Treasurer Chris Warwick presented the Bills List for August 18, 2020 to September 8, 2020 to the Council for their review and approval.

Motion by Sheppard second by Basiewicz to approve the Bills List for August 18, 2020 to September 8, 2020. (8-0-0-0)

AYES: Basiewicz, Garrett, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: None

ABSENT: None

B. August 2020 Cash Report

Treasurer Chris Warwick presented the August 2020 Cash Report for the Council’s review and approval.

Motion by Johnson second by Sheppard to approve the August 2020 Cash Report. (7-1-0-0)

AYES: Basiewicz, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: Garrett

ABSENT: None

Treasurer Warwick also provided an update on the Census. Alderman Karhliker stated that it would nice if it was placed on the electronic sign on 104.

VI. Attorney – Moredock

A. Second Reading: Ordinance 1486-20 – An Ordinance Making Supplemental Appropriations of Sums of Money

Attorney Moredock presented the Second Reading of Ordinance 1486-20 – An Ordinance Making Supplemental Appropriations of Sums of Money for the Council to review and approve.

Motion by Royer second by Sheppard to approve Ordinance 1486-20 – An Ordinance Making Supplemental Appropriations of Sums of Money. (8-0-0-0)

AYES: Basiewicz, Garrett, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: None

ABSENT: None

B. Covid-19 Policy

Attorney Moredock shared with the Council the proposed Covid-19 Policy for the City of Auburn will be shared with Mayor Berola for implementation.

VII. Department Heads

A. Police Department – Campbell

Chief Campbell shared with the Council that Officer Lavin will graduate on December 22, 2020.

B. Public Works – Henson

Superintendent TJ Henson informed the Council that they have received 11 applications to fill the vacancy left by Mike Lavin.

Alderman Karhliker asked Henson if the oil and chip was completed. Henson indicated that the oil and chip has been completed for this year.

C. City Office – Ponsler

City Office Manager Kristy – No Report.

VIII. Committee Reports

A. Administration – Johnson

1. Electronic Devices

Alderman Johnson informed the Council that the Administration Committee met on August 25, 2020 to discuss the purchase of electronic devices for the City Council. Johnson recommended to the Council for their review and approval the purchase of 11 MAC Book Airs at $969 each, forego the AppleCare and purchase protective covers for the devices. These purchases will not exceed $11,200.

Based on possible sources of revenue, concentration will be on General Revenue, specifically Building & Grounds, Building Repairs/Removal for $10,000. The remaining could come from water/equipment or splitting between water/equipment and sewer/equipment line items.

Motion by Johnson second by Garrett to approve the purchase of 11 MAC Book Airs and protective covers not to exceed $11,200. (8-0-0-0)

AYES: Basiewicz, Garrett, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: None

ABSENT: None

Clerk Barnhill indicated that she had information regarding software packages for recordings and clerk. Alderman Johnson indicated that they had allowed $15,000 for these purchases so the remaining funds will go to the purchase of clerk software.

2. Executive Session – Personnel

Alderman Johnson presented a recommendation from the Administration Committee of providing a 6% pay increase for Superintendent TJ Henson beginning on September 4, 2020 for the Council’s review and approval.

Motion by Johnson second by Hemmerle to provide a 6% pay increase for Superintendent TJ Henson beginning on September 4, 2020. (8-0-0-0)

AYES: Basiewicz, Garrett, Hemmerle, Johnson, Karhliker, Powell, Royer and Sheppard

NAYES: None

ABSENT: None

B. Public Works – Karhliker

Alderman Karhliker indicated that the ReBuild Illinois Funds are available until July 2025.

C. Public Utilities – Johnson

1. RECC Franchise Agreement

Alderman Johnson indicated that REA has contacted him providing a comparison of franchise fees for Ameren and RECC. The request from RECC was for the City to re-evaluate the current franchise fee that RECC pays the city annually. The franchise fee cost per customer for the two electric providers was provided as follows:

RECC = $4000/$167 customers = $24.84/customer

Ameren = $14,780/1742 customers = $8.48/customer

The latest Ameren franchise agreement was not determined by the city, but the city was told by Ameren what they were going to pay as the franchise fee based upon the total years determined in the agreement.

Alderman Garrett questioned why the city would consider lowering the current rates as we had spent time on two previous matters that would only raise revenues for the City. This would be taking a step backwards.

After a lengthy discussion and some conflicting numbers in terms of what the actual franchise fee amount was being paid to the City by Ameren, this subject was tabled until additional information and Attorney Moredock had a chance to review the information.

2. Committee Meeting – September 2, 2020

a. Phase I Pre-Construction for the facilities plan

Alderman Johnson indicated that MB Construction has been hired to replace the meters. MB Construction is hoping it will take 100-150 days to complete.

Alderman Powell asked about when the new fees would go into effect for the consumer. Johnson indicated 1st payment is not due until 6 months after construction is complete. Construction is estimated to take 1 year. Original schedule was for construction to have started in August and collection of fees would begin after the first of the year, but since construction has not started, initial collection of fees will not begin until sometime after January/February 2021.

D. Health & Safety – Sheppard

Alderwoman Sheppard indicated that she did not have a report but has scheduled a Health & Safety Committee meeting for Wednesday, September 16, at 6:30 p.m.

E. Health & Housing – Sheppard

Alderwoman Sheppard informed the Council that the Electronic Recycling Event will happen on Saturday, September 19, 9 a.m. until 12 noon at the Firehouse on Jackson Street. The cost will be approximately $200 to the city and there is a small fee associated with larger electronics, ie. Projection tv could be $20. Any fees associated with bringing in items that have a fee will be paid for by those bringing the item and not the City. Alderman Powell indicated the city should consider an ordinance that would require fire damaged homes to be handled in a timelier manner. There is a residence (north grand) that is a total loss that has been sitting vacant for more than a year with no improvement to the property. The surrounding neighbors are starting to question what/if any action will take place.

F. Parks – Hemmerle

1. Leonard Field Repairs -- Bids

Alderman Hemmerle informed the Council that he will need to revisit the previous bids received for repairs that need to be made at Leonard Field.

2. East Park Clean Up

Alderman Hemmerle indicated that Aldermen Royer and Garrett helped clean up the East Park, along with some of the Boy Scouts. Royer indicated that additional trees need to be trimmed up but so far, the work is looking good at the park.

3. Continued planning from survey results

Alderman Hemmerle said that the Parks Committee will continue to review the survey results.

4. Speaker for the City Square

Alderman Hemmerele indicated that they are still looking into purchasing a speaker for the City Square. Alderman Royer informed the Council that he has been working with SunDown and they are really backlogged with work right now.

G. Economic Development Committee – Basiewicz

Alderwoman Basiewicz -- no report.

IX. Other

X. Adjournment

Motion by Garrett second by Sheppard to adjourn the meeting at 8:09 p.m. Passed by voice vote.

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