East Central Reporter

The Auburn City Council met Sept. 19 to ask if a community group would adopt Union Park.

Here is the meeting's agenda, as provided by the council:

September 19, 2016 Page 1 of 5

City of Auburn

Council Minutes

September 19, 2016

Mayor Stamer called the meeting to order at 7:00 PM.

Present: Barb Stamer, Tom Appelt, Chris Warwick, Julie Barnhill, Tom Berola, Vic Devos, Jr., Matt Gillock,

Larry Hemmerle, Ed Madaus, Rod Johnson, and Seth Williams. Absent: None.

Department Heads: Bruce Centko, Bill Karhliker (Absent), and Kristy Ponsler (Absent). City Attorney:

Raylene Grischow (left 8:04 PM).

I. Mayor’s Comments

a. Tim Seifert spoke about a possible idea of dumping leaves on the ground that the City

owns on Kennedy road. Seifert’s concerns were sticks, branches and household waste.

He thought this was very doable but there would need to be controls to make sure no

waste is dumped. Leaves and grass clippings are tillable and easy to manage. The idea

will be discussed at the next Public Works committee meeting so the details can be

worked out. Seifert noted that he will have the field harvested by October.

b. Calla Patton the Library Director will be coming to the 1st council meeting of the month

to report out issues or make requests of the council.

c. Stamer asked if a community group would adopt Union Park. It is the only part that has

not been adopted so far.

d. Stamer mentioned that even though Ponsler was not present, the need to upgrade the

website software quickly. Berola asked about Chris Bridges taking up the website

updates, it was noted that he is too busy to take on website administration. Berola

compared our website against several other municipalities and he felt our site has more

information. The council will look into the issue further; another idea is to get Ponsler

more website training. Stamer asked about using Facebook, Grischow strongly

recommended against the City using Facebook because of Open Meetings Act and FOIA

issues.

II. Visitors

a. Zoning Board

i. Madaus reported that the Zoning Board recommended the re-zoning of 231

West Jackson Street from B2 to B3. The Clousers want the ability to sell trailers

at their business. It was the feeling of the Zoning Board that the change should

have been made in 1991 when the B3 zoning was set. Madaus made a motion

to change the zoning at 231 West Jackson from B2 to B3, second by Hemmerle.

AYE: Julie Barnhill, Tom Berola, Vic Devos, Jr., Matt Gillock, Larry Hemmerle,

Ed Madaus, Rod Johnson, and Seth Williams. NAY: None. PRESENT: None.

ABSENT: None. (8-0-0-0).

September 19, 2016 Page 2 of 5

ii. Madaus made a motion based on the Zoning Board discussions that the $300

zoning change fee be waived because the land should have been zoned B3 when

the B3 zoning district was set in 1991, second by Johnson. AYE: Julie Barnhill,

Tom Berola, Vic Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod

Johnson, and Seth Williams. NAY: None. PRESENT: None. ABSENT: None. (8-

0-0-0).

iii. Madaus reported that while the comprehensive plan was being completed

there were strips of land, only a couple of feet in width. Warwick ask how many

parcels are in question, Madaus replied 33 parcels/strips of land and

approximately 5-10 large parcels, that are not in the city’s corporate limits, they

are surrounded by the city and are referred to as donut holes. It was the Zoning

Board’s recommendation that the city work on annexing the parcels in.

Grischow would need to work on drawing up the annexation ordinances.

Madaus made a motion to authorize Grischow to start the process of drawing

up the annexation paperwork and start the process of annexation for the

parcels, second by Berola. AYE: Julie Barnhill, Tom Berola, Vic Devos, Jr., Larry

Hemmerle, Ed Madaus, Rod Johnson, and Seth Williams. NAY: Matt Gillock.

PRESENT: None. ABSENT: None. (7-1-0-0).

b. Public Works

i. Johnson reported that there were questions about the about the building

materials used by the different bidders. It was reported that Morton Buildings

uses a proprietary thickness for their buildings so no other bidders could match

that thickness. All of the other builders submitted the same thickness so all

other bidders specs should be comparable.

ii. Johnson made a motion to retract the original bids for the City Garage, second

by Madaus. AYE: Julie Barnhill, Tom Berola, Matt Gillock, Larry Hemmerle, Ed

Madaus, Rod Johnson, and Seth Williams. NAY: None. PRESENT: Vic Devos, Jr.

ABSENT: None. (7-0-1-0).

iii. Williams asked if it was an issue using the plans from Morton Building for our

bid specifications. Grischow noted that Morton Building did not mark their

specs as confidential so there should not be an issue. Johnson noted that

Morton Building did lower their bid when the project was re-bid. Williams also

asked if thinner materials were used is there an insurance issue. Johnson noted

that if there is an insurance increase to cover the thinner metal the cost

difference over time would favor the higher insurance over the life of the

building. Barnhill commented that in the future we should set the bid

specifications and follow those specifications.

iv. Grischow noted that if the council is OK with a different gauge/lower gauge then

they must go with the lowest bidder. If they are not OK with the lower gauge,

and want the same gauge of steel used by Morton in their bid specifications

then they should accept the Morton bid. Johnson noted that price of metal is

going up and the bids are only good for 60 days. The question came up about

September 19, 2016 Page 3 of 5

prevailing wage, the city pays the bids based on prevailing wage, and it is up to

the bidders to pay their employees the prevailing wage. Johnson made a

motion to approve the bid from Wicks Building for a new City Garage in the

amount of $468,750.00; second by Madaus. AYE: Julie Barnhill, Tom Berola, Vic

Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson, and Seth

Williams. NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

v. Johnson made a motion to enter into an agreement with UCB Bank for

$468,750.00 for a 10 year note at 3.95% interest. AYE: Julie Barnhill, Tom

Berola, Vic Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson,

and Seth Williams. NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

vi. Grischow left the meeting. Johnson reported that he spoke with Kinney

Contractors and Benton & Associates about the façade issue at Dr. Weisgerber’s

building. Kinney Contractors will get the façade repaired.

III. City Clerk’s Report – Warwick

a. Warwick noted that the Bi-Annual Review of Closed Sessions has been moved to

Monday 10/03/16 at 6:30 PM.

b. Warwick presented the 09/06/16 meeting minutes for the Council’s review and

approval. A motion was made by Gillock to approve the meeting minutes and destroy

the recorded copy, second by Barnhill. Voice Vote: AYE: Julie Barnhill, Tom Berola, Vic

Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson, and Seth Williams.

NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

c. Warwick reported that packets for those seeking local office will be available starting

Tuesday 09/20/16.

IV. City Treasurer’s Report - Appelt

a. Appelt presented the Bills List from 09/03/16 to 09/19/16 for the Council’s review and

approval. A motion was made by Williams to approve the Bills List, second by Gillock.

Voice Vote: AYE: Julie Barnhill, Tom Berola, Vic Devos, Jr., Matt Gillock, Larry

Hemmerle, Ed Madaus, Rod Johnson, and Seth Williams. NAY: None. PRESENT: None.

ABSENT: None. (8-0-0-0).

b. Appelt presented the August Cash Report ending 08/31/16 for the Council’s review and

approval. A motion was made by Williams to approve the August Cash Report, second

by Gillock. Voice Vote: AYE: AYE: Julie Barnhill, Tom Berola, Vic Devos, Jr., Matt

Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson, and Seth Williams. NAY: None.

PRESENT: None. ABSENT: None. (8-0-0-0).

V. Attorney – Grischow

a. No report.

VI. Department Heads

a. Centko

i. Centko reported that he did not need a short Executive Session at the end of the

meeting.

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ii. Centko reported that there have been complaints about other people’s dogs

pooping on their lawns and not picking up the remains. We do not have a fine

and an exact ordinance to enforce. He would like it added to the next meeting.

b. Karhliker

i. Johnson reported that the sidewalk proposal from IDOT that connect across

Route 4 to the Football Field has been moved to next month.

ii. Johnson reported that the railroad crossing arms at Jackson Street don’t meet

specifications and Ameren will need to install new poles to meet requirements.

Two 90 foot poles will be installed at the end of October and the crossing will be

closed for 4 days.

c. Ponsler

i. Ponsler was absent, no report given.

VII. Committee Reports

a. Administration

i. Berola reported that there will be an Administration Meeting on 09/27/16 at

6:30 PM to discuss the Health Insurance renewal and options.

b. Public Works

i. Previously covered earlier in the meeting.

c. Public Utilities

i. Hemmerle reported that a meter was not working at the Turney Household at

314 North Iris Street. There were not meter readings for 3 months so Turney

was charged the monthly minimum which totaled $36.45. When the meter was

reviewed at the water pit, Turney was charged but the previously paid

minimums were not backed out of the charges. Hemmerle made a motion

based on the recommendation of the Public Utilities Committee to credit Turney

$36.45 on his next bill, second Johnson. AYE: Julie Barnhill, Tom Berola, Vic

Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson, and Seth

Williams. NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

ii. Hemmerle reported that the Myers Household has had water leak or something

causing a large amount of water to be used. They had a large water bill a few

months back. Ms. Myers worked with the City on payment plan to cover the

large amount that she is currently paying. Just recently 48,000 gallons was used

causing a $721 bill. The problem seems to have ceased and the city will

continue to monitor the situation between now and the next month. Hemmerle

made a motion based on the Committee’s recommendation to have Ms. Myer

to continue to pay $120 per month over the next 4 months and then review the

situation in one month’s time, second by Madaus. AYE: Julie Barnhill, Tom

Berola, Vic Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod Johnson,

and Seth Williams. NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

d. Health & Safety

i. No report.

e. Health & Housing

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i. Berola reported that all of the properties that were sent letters have been

addressed.

f. Parks

i. Hemmerle announced there will Parks meeting on Monday 09/27/16

immediately following the Administration meeting.

VIII. Adjournment

a. A motion to adjourn was made by Johnson at 8:26 PM; second by Berola. Voice Vote AYE:

Julie Barnhill, Tom Berola, Vic Devos, Jr., Matt Gillock, Larry Hemmerle, Ed Madaus, Rod

Johnson, and Seth Williams. NAY: None. PRESENT: None. ABSENT: None. (8-0-0-0).

Respectfully Submitted,

Christopher Warwick

City Clerk