East Central Reporter

City of Olney Council met February 26.

Here is the minutes provided by the Council:

Agenda #1 “Call To Order” The February 26, 2018, meeting of the Olney City Council was called to order at 7:00 p.m. in the Council Chambers of the Olney City Hall located at 300 S. Whittle Avenue, Olney, Illinois, with Mayor Mark Lambird presiding.

Agenda #2 “Pledge Of Allegiance To The Flag-Prayer” Council members and visitors joined in the pledge of allegiance to the flag. Mayor Lambird led the group in prayer.

Agenda #3 “Roll Call” The following Council members were present: Morgan Fehrenbacher, Les Harrison, Belinda Henton, John McLaughlin, and Mark Lambird. Also present were City Manager Allen Barker, City Clerk Kelsie Sterchi, Assistant City Treasurer Jane Guinn, City Attorney Bart Zuber, and City Engineer Charleston.

Agenda #4 “Presentation Of Consent Agenda”

4-A “Approve Minutes of Council Meeting on February 12, 2018”

4-B “Approve and Authorize Payment of Accounts Payable February 27, 2018” Pooled Cash $35,810.28, Manual Pooled Cash $5,079.48, Tourism $38.82

4-C “Raffle License: VFW”

4-D “Raffle License: Olney Little League”

Agenda #5 “Removal Of Items From Consent Agenda” No items were requested for removal from the consent agenda.

Agenda #6 “Consideration Of Consent Agenda” Councilman McLaughlin moved to approve the items on the consent agenda, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

Agenda #7 “Consideration Of Items Removed From Consent Agenda” No consideration was necessary since no items were removed from the consent agenda.

Agenda #8 “Presentation Of Ordinances, Resolutions, Etc.”

8-A “Request/Possible Ordinance: Handicap Parking Near 131 S. Boone Street” The Council was provided with an aerial map of the intersection of S. Boone and E. Chestnut Streets. Brock Zerkle, representing Rob David/David Rentals was present to speak on the topic.

Mr. Zerkle told the Council that a new doctor’s office would be leasing David Rentals’ building at that location. Due to this, they were requesting one handicap parking space, on the east side of the building, to accommodate handicap patients.

Councilman McLaughlin moved to approve Ordinance 2018-13, seconded by Councilman Harrison. A majority affirmative voice vote was received. The ordinance would be created.

Additionally, Mr. Zerkle wondered if curb work could be done there to accommodate a wheelchair ramp. The City Manager replied that the area would be looked at to see what could be done. Mr. Barker would call Mr. Zerkle later in the week.

One other point Mr. Zerkle brought to the Council’s attention was that the south side of the building had parking spots that would flood over even during moderate rain showers. He was not sure if something could also be done to alleviate that issue.

8-B “Ordinance: Authorize Execution of Lease Between the City of Olney and the Richland County Farm and Fair Association” The Council was provided with a proposed ordinance to execute a lease with the Richland County Farm & Fair Association (Fair Board), and a copy of the proposed lease. Fair Board President Mark Doris was present to speak on the topic.

Mr. Doris reminded the Council that in February of 2017, he had approached the Council because the State changed requirements, mandating that the Fair Board have a lease with a term minimum of 20 years. Having a lease longer than 20 years would be burdensome to the City, so the agreement was that the Fair Board would come to the Council each February to renew their lease in order to keep them in the 20 year compliance. He pointed out that the proposed lease the Council had in their packets had no changes other than the date of expiration.

Councilman McLaughlin moved to approve Ordinance 2018-14, seconded by Councilwoman Henton. A majority affirmative voice vote was received.

8-C “Resolution: Support SWAN Grant Application” The Council was provided with a proposed resolution to support a grant for which SWAN was applying. Representing SWAN, Linda Bookwalter was present to speak on the topic.

Ms. Bookwalter reminded the Council that for the past few years, the City would create a resolution of support in effort to endorse SWAN’s grant application for funds through the Emergency Solutions Grant Program from the Illinois Department of Human Services. The funds would go towards their program for the homeless.

Councilman Harrison moved to approve 2018-R-03, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.

8-D “Discussion/Authorization: Payment of Fiscal Year 2017/2018 Annual Contribution to the U.S. Route 50 Four-Lane Coalition” The Council was provided with a contribution request of $2,350.00 from the U.S. Route 50 Four-Lane Coalition.

Mayor Lambird did not feel that he was yet ready to take action on this topic, but indicated that the Council could vote to approve the expense if they wished to do so. The Mayor explained that the Coalition still had some questions and concerns they were trying to work out with IDOT.

Councilman McLaughlin asked for an update on the four lane project. Mayor Lambird replied that for a long time, the project was put on hold due to lack of funds. Additional studies had also been conducted, but the outcomes were not yet determined. The next step would hopefully be designation.

From the audience, RCDC Executive Director Courtney Yockey indicated that more public hearings would be scheduled regarding the Phase 1 Report. He continued that a contribution request was not made in the prior year due to the project’s inactivity. Because the wheels were turning this year, contribution requests were being made.

The Council took no action on the contribution request at this meeting.

8-E “Resolution: Amend the 2017/2018 Budget for a Wet Well Pump at the Sewer Plant” The Council was provided with a proposed resolution that would amend the budget in the Sewer Department, and a quote from Straeffer Pump & Supply Inc.

Mr. Barker told the Council that Sewer Department Supervisor Jeff Lathrop had some leftover funds in his Chemicals line item. The #5 wet well pump needed to be replaced, so Mr. Lathrop was proposing to transfer $9,000.00 from Chemicals to the Filter Building Wet Well Rehab line item for the project. Straeffer Pump & Supply Inc., had quoted $8,981.00 for the pump.

Councilwoman Henton moved to approve 2018-R-04, seconded by Councilwoman Fehrenbacher. Mayor Lambird, Councilwomen Fehrenbacher, Henton, and Councilmen Harrison and McLaughlin voted yes. There were no opposing votes. The motion carried.

8-F “Discussion/Ordinance: Policy for Fire Hydrant Testing” The Council was provided with a memo from Fire Chief Hill, and a copy of the Chief’s proposed policy for fire hydrant testing.

Chief Hill told the Council that the Department had a recent ISO review. The results had not yet come in, but he was made aware that the Department would lose points because of not having an active program for hydrant testing. In talks with the ISO representative, a written program would be the solution.

Because the proposed program would also involve the Water Distribution Department, Chief Hill had consulted with Supervisor Brandon Williams, and they both agreed that the program was appropriate. Chief Hill proposed that those interested in hydrant testing would need to fill out an application, and a $50.00 fee would apply. The applicant would also need to take care of paying any necessary publications.

Councilman McLaughlin moved to approve Ordinance 2018-15, seconded by Councilwoman Fehrenbacher. Councilwomen Fehrenbacher, Henton, Councilmen Harrison, McLaughlin, and Maqyor Lambird voted yes. There were no opposing votes. The motion carried.

8-G “Resolution: Amend the 2017/2018 Budget for Fire Department Phone System and Bunker Gear” The Council was provided with a proposed resolution that would amend the budget in the Fire Department, and a memo from Chief Hill.

Chief Hill requested that funds be transferred from his Travel & Training line item to accommodate different purchases. Because the two full-time firefighters that were hired were already trained, no funds would need to be spent for that purpose. Instead, the Chief requested to transfer $3,800.00 for a new telephone system at the Department, and to transfer $6,300.00 for the purchase of three sets of firefighter bunker gear.

Chief Hill explained that the Department’s phone system was quite old and would need to be replaced in the near future. The bunker gear would be for new paid-on-call firefighters that would soon be certified, needing gear.

Councilwoman Fehrenbacher moved to approve 2018-R-05, seconded by Councilwoman Henton. Councilmen Harrison, McLaughlin, Councilwomen Henton, Fehrenbacher, and Mayor Lambird voted yes. There were no opposing votes. The motion carried.

8-H “Discussion/Ordinance: Mitigation, Remediation and Removal of Hazardous Substances Within and Outside of the Corporate Limits of the City of Olney (Spiller Pays Ordinance)” The Council was provided with a memo from Chief Hill, and copies of Spiller Pay ordinances from the City of Effingham, the Warrenville Fire Protection District, and the MABAS Division 54.

Chief Hill explained that such an ordinance was commonly put in place for hazardous materials incidents. Similar to charging those outside of City limits for fire aid, the Spiller Pays ordinance would allow for charges incurred from a hazardous materials incident to be recouped. The City of Olney was one of only two or three in the MABAS Division that did not have such an ordinance.

Referencing a recent hazardous materials incident in December of 2017, Mayor Lambird asked what costs were incurred during that remediation. While Chief Hill did not have the exact numbers, costs were incurred for materials, containment, personnel, etc. Assistant City Treasurer Guinn pointed out that a $192.00 payment had been received only for materials used during the incident.

Councilman Harrison moved to authorize a Spiller Pays ordinance, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

Councilman McLaughlin asked if a City ordinance had been drafted. City Clerk Sterchi replied that an ordinance had not yet been drafted, but example ordinances were included in their packet. The Councilman asked if the Council would be able to approve the final draft first. The City Manager confirmed. The ordinance will be placed on the Consent Agenda for the March 12, 2018, City Council meeting.

8-I “Resolution: Amend the 2017/2018 Budget for Swimming Pool Vacuum” The Council was provided with a proposed resolution that would amend the budget in the Recreation Department, and copies of two quotes received for a swimming pool vacuum.

Mr. Barker told the Council that extra funds were available in the Recreation Department’s Chemicals line item that would not be used in the current fiscal year. The proposed budget amendment would allow a swimming pool vacuum to be purchased this fiscal year instead of next.

Two quotes were received for a swimming pool vacuum. W.M. Smith & Associates Inc., of Ellensburg, Washington, quoted $4,781.25, and Lincoln Aquatics of Concord, California, quoted $4,435.00. The budget amendment would transfer $4,500.00 from the Chemicals line item for the purchase.

Councilwoman Henton moved to approve 2018-R-06, seconded by Councilwoman Fehrenbacher. Councilmen McLaughlin, Harrison, Mayor Lambird, and Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.

8-J “Resolution: Accept Bid for the Parkside Plaza 8” Waterline Extension & 8” Sanitary Sewer Extension” The Council was provided with a proposed resolution to accept a bid for the Parkside Plaza 8” waterline and 8” sanitary sewer extensions.

Mr. Barker explained that bids for the project were opened on February 22, 2018. Three bids were received. Followell Construction Company Inc., bid $138,777.00, Wayne Lapington Trucking & Excavating bid $105,169.20, and Kieffer Brothers Construction Company Inc., bid $95,223.00. The project would be paid for out of the TIF.

Mr. Barker reminded the Council that the bids were for the City’s portion of the lines up to the property line. Mr. Barker recommended accepting the low bid from Kieffer Brothers Construction Company Inc., of Mt. Carmel, Illinois, in the amount of $95,223.00.

Councilwoman Henton asked if the low bid was in line with what the City Engineer had estimated for the project. Mr. Charleston replied that the bid was lower than anticipated.

Councilman Harrison moved to approve 2018-R-07, seconded by Councilman McLaughlin. Mayor Lambird, Councilwomen Fehrenbacher, Henton, and Councilmen Harrison and McLaughlin voted yes. There were no opposing votes. The motion carried.

8-K “Ordinance: Amend Section 8.16.110 (Rates for Garbage Collection) of the Olney Municipal Code” The Council was provided with a proposed ordinance that would amend Section 8.16.110 (Rates for Garbage Collection) of the Olney Municipal Code.

Mr. Barker reminded the Council that the new rates for sanitary hauling would go into effect on March 1, 2018. The Council would need to decide whether or not to set a new administrative fee and if so, the amount of the fee. With the current effective rate of $7.00 per month, per customer, $0.35 of that amount was kept by the City as an administrative fee. In a year’s time, that administrative fee totaled about $11,034.00 and went into the General Fund. The funds could be used for any purpose.

The proposed ordinance would set the City’s administrative fee at $0.50, making the total fee for sanitary hauling per customer, per month at $11.75. The flat rate in the ordinance would stay in place whether or not Republic Service’s rates ever increased. The administrative fee was to recoup costs associated with setting up new service, phone calls, and general management on the City level.

Councilman McLaughlin stated that he would be in favor of keeping the fee at $0.35. Councilwoman Henton felt she would like to see the fee lowered.

Mr. Barker pointed out that the City’s cost of doing business was also increasing, and also feared that the curbside recycling numbers would decrease.

Councilman McLaughlin moved to keep the City’s administrative fee for sanitary hauling at $0.35.

Councilwoman Henton wondered if the City had an administrative fee on bulk pick up. At the time, neither the City Clerk nor the Assistant City Treasurer could recall.

Councilwoman Henton then reminded the Council that the utility bills already had a billing fee included. The administrative fee for sanitary hauling would be a separate charge.

Councilman Harrison asked how much bulk items were taken per month. Mrs. Sterchi indicated that 10 items per month was not unusual. The fee for bulk pick up was $10.00 per item.

Councilwoman Henton felt that she would rather have an additional fee placed for bulk pick up instead of regular, residential sanitary hauling. Councilwoman Fehrenbacher disagreed, fearing that a charge more than $10.00 per item might actual deter people from getting rid of such items.

Councilman McLaughlin’s motion died due to lack of a second.

Councilman Harrison moved to approve Ordinance 2018-16, with a City administrative fee of $0.25 per customer, per month, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.

Agenda #9 “Reports From Elected And Appointed Officials”

9-A “Status Report-City Manager” Mr. Barker had nothing to report.

9-B “RCDC Report” RCDC Executive Director Courtney Yockey stated that a business workshop would be held at the RCDC office on March 5, 2018, from 6:00 p.m. until 9:00 p.m. The topic would be Financial Statement Basics.

9-C “Chamber of Commerce Report” Councilman McLaughlin told the Council that the Chamber’s Ladies Night Out would be held on March 6, 2018, at The Holiday Motel & Restaurant. Tickets for the event were almost sold out.

9-D “Parks & Recreation Board Report” The Parks & Recreation Board had nothing to report.

9-E “Tourism Board Report” Councilwoman Henton had nothing to report.

9-F “Citizens’ Road Committee Report” Councilman McLaughlin indicated that the Citizens’ Road Committee was finalizing road study information to present to the Council at the next meeting.

Agenda #10 “Public Comments/Presentations”

10-A “Brian O’Neill” Mr. O’Neill was not present.

Agenda #11 “Closed Session: Sale Or Lease Price Of Real Property; Acquisition Of Real Property; And Appointment, Employment, Compensation, And Performance Of Specific Employees” Councilman McLaughlin moved to adjourn to closed session to discuss sale or lease price of real property; acquisition of real property; and appointment, employment, compensation, and performance of specific employees, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

Councilmen Harrison, McLaughlin, Councilwomen Fehrenbacher, Henton, Mayor Lambird, Assistant City Treasurer Guinn, City Attorney Zuber, and City Clerk Sterchi left the Council Chambers at 7:25 p.m.

Agenda #12 “Reconvene Open Session” Upon return of those who were in closed session to the Council Chambers, Councilwoman Henton moved to enter back into open session, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received. Open session resumed at 8:04 p.m.

Agenda #13 “Adjourn” With no further business to discuss, Councilwoman Fehrenbacher moved to adjourn, seconded by Councilwoman Henton. A majority affirmative voice vote was received.

The meeting adjourned at 8:05 p.m.

http://www.ci.olney.il.us/cc%20Feb%2026%202018.pdf