East Central Reporter

City of Olney Council met March 26.

Here is the minutes provided by the Council:

Agenda #1 “Call To Order” The March 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. Gary Wachtel led the group in prayer.

Agenda #3 “Roll Call” The following Council members were present: Morgan Fehrenbacher, Les Harrison, Belinda Henton, and Mark Lambird. John McLaughlin was absent. Also present were City Manager Allen Barker, City Clerk Kelsie Sterchi, City Treasurer Charles Sanders, 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 March 12, 2018”

4-B “Approve and Authorize Payment of Accounts Payable March 27, 2018” Pooled Cash $91,753.66, Manual Pooled Cash $13,651.39, Utility Refunds $1,787.05, Fire Pension $460.00, MFT $1,590.06, Police Pension $690.00

4-C “Raffle License: Richland Country Club”

4-D “Raffle License: Olney Eagles AERIE #2549

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

Agenda #6 “Consideration Of Consent Agenda” Councilwoman Fehrenbacher moved to approve the items on the consent agenda, seconded by Councilman Harrison. 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: Class V Liquor License for J&L Bestway Inc.” The Council was provided with a Class V Liquor License Application for J&L Bestway Inc., and a proposed ordinance that would amend the number of Class V liquor licenses to two.

Councilwoman Henton asked if J&L Bestway Inc., had any other locations. From the audience, applicant John Pelczynski replied that he and his wife owned two convenience stores in Dix, Illinois, and Ashley, Illinois. The store in Ashley also had video gaming. Additionally, the Pelczynskis were in the process of opening their first stand-alone video gaming establishment in Nashville, Illinois.

In order to be approved for a liquor license, applicants needed to be citizens of Olney. If not, then their manager would need to be a citizen. Councilwoman Henton noted that their application indicated that they would not have a manager, and the Pelczynskis were residents of Nashville, Illinois.

Since submission, Mr. Pelczynski had decided that his daughter would be the manager of the Olney location. His daughter was residing in Olney.

In that case, the Councilwoman noted that the manager would also need to fill out the second page of the application. Additionally, the City Attorney indicated that the answer provided on the application under 16(i) would need to be corrected if the Pelczynskis had establishments elsewhere with liquor licenses. Because of these reasons, it was recommended that the Pelczynskis amend their liquor license application and return at a later Council meeting.

The City Clerk would be in touch with Mr. Pelczynski.

8-B “Discussion/Possible Action: Summer Recreation Fees” The Council was provided with a listing of current Summer recreation fees. The daily admission fees for the swimming pool had been in effect since 2006, the punch card fees had been in effect since 2012, and the swimming pool rental fees had been in effect since 2010.

The fees for swimming lessons had been in place since 2007, however, in 2014, provisions were added for the fees to be one-half of the regular rate for classes held less than three days per week.

Mr. Barker told the Council that they could choose to keep rates the same or make adjustments.

Mayor Lambird asked Recreation Supervisor Frank Bradley if the current punch card system had been working well, or if it was easier to have a Summer pool pass. Mr. Bradley was unsure because the punch cards were managed only by the pool managers and employees.

Councilwoman Henton recalled that adult only swimming lessons had once been offered. She wondered if more Summer recreation classes could be created for adults, specifically water aerobics. Additionally, she wondered why adults were charged more than children on entry fees and punch cards. Mr. Bradley indicated that discussions on adult Summer recreation courses could certainly take place.

The Council then discussed why the City had gone from pool passes to pool punch cards. It was recalled that there had been some controversy with the pool passes because lines got blurred on what definitions of “family” were to be eligible for a pass.

Councilwoman Fehrenbacher asked if pool entry fees were comparable to surrounding communities. City Clerk Sterchi recalled that such information had been researched a year or so ago. The City of Olney’s fees proved to be low, but the City’s pool did not offer some of the same amenities of other area pools.

Councilwoman Henton asked if the swimming pool rental fee of $125.00 per hour, with a minimum of two hours, covered the expenses incurred to host a rental. Mr. Bradley indicated that the fees did cover costs incurred for hosting. City Treasurer Sanders pointed out that each year, general swimming pool operations came in about ($10,000.00) unfavorable to revenues.

Councilman Harrison moved to keep all Summer recreation fees the same for the 2018 season.

Noting that daily admission rates had not increased since 2006, Councilwoman Fehrenbacher wondered if chemical prices had increased since that year. Mr. Sanders indicated that in fiscal year 2012/2013, pool chemicals cost $8,500.00. Mrs. Guinn added that the current fiscal year anticipated $12,000.00 to be spent on chemicals.

The motion died due to lack of a second.

Councilwoman Fehrenbacher recommended to table the topic until the next Council meeting. The Council agreed.

8-C “Discussion/Possible Action: Free Swim Days at Musgrove Aquatic Center” Pursuant to an agreement with the Carrie Winter Trust, the City Council must provide two free swim days each year at the Musgrove Aquatic Center. Mr. Barker recommended that the Council consider Memorial Day and Independence Day as the free swim days for 2018.

Councilwoman Henton moved to designate Memorial Day and Independence Day as free swim days at the Musgrove Aquatic Center for 2018, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

8-D “Discussion/Possible Action: Proceed with Application to Use CDAP Funds for Repairs to the S. Elliott Street Bridge with Greater Wabash Regional Planning Commission as the Administrator” Mr. Barker reminded the Council that CDAP funds had been returned to the State, so the City could start the process of re-applying for the funds. The City had been notified by the Greater Wabash Regional Planning Commission (GWRPC) that repairs to the S. Elliott Street bridge would be an eligible project for the CDAP funds. If the City wished to proceed with the project and re-application for funds, action would need to be taken to give the GWRPC the authority to proceed with the process. The City could receive back $260,000.00 for the project.

The GWRPC would have an administrative fee of seven percent. An estimate on the total project had been given at $375,000.00.

If repaired, Mayor Lambird asked how long the S. Elliott Street bridge could last without any more additional repairs. City Engineer Charleston felt that the bridge would last another 30 years without needing more work.

The Mayor then asked if the S. Elliott Street bridge would be able to hold more weight and take more traffic off of the S. East Street bridge. Mr. Charleston replied that the weight limit could possibly increase, and that the S. Elliott Street bridge could then handle more traffic.

Councilwoman Fehrenbacher moved to approve the S. Elliott Street bridge repairs for the returned CDAP funds, and to authorize employment of the GWRPC as administrators of the grant, seconded by Councilwoman Henton. A majority affirmative voice vote was received.

8-E “Discussion/Possible Action: Submit Application to IDOT for Funding from the FY 2020 Local Safety Improvement Program to Construct Sidewalks on Route 130” Mr. Barker reminded the Council that an application had been submitted last year for funding through the FY 2020 Local Highway Safety Improvement Program for sidewalks along Route 130. The application was not awarded last year, however, the City was encouraged to resubmit its application in 2018.

The grant would require a local match of 10%, so it was estimated by the City Engineer that the City’s share could be approximately $165,000.00. Mr. Charleston noted that only $15,000,000.00 was available through the entire state.

Councilwoman Fehrenbacher moved to approve submission of an application to IDOT for funding from the FY 2020 Local Safety Improvement Program to construct sidewalks on Route 130, seconded by Councilman Harrison. A majority affirmative voice vote was received.

8-F “Resolution: Amend the 2017/2018 Budget in the Street Department by Transferring Funds to Capital Outlay for the Approved Purchase of a Cutter Head for the Asphalt Zipper” The Council was provided with a proposed resolution that would amend the 2017/2018 budget in the Street Department by transferring funds to Capital Outlay for the approved purchase of a cutter head for the asphalt zipper. At the March 12, 2018, Council meeting, the Council had accepted a quote and waived the formal bidding procedures for the cutter head. The Street Department had funds available in their budget for the purchase, but the cutter head for the asphalt zipper should be reflected as a capital expenditure.

Councilwoman Henton moved to approve 2018-R-13, seconded by Councilman Harrison. Councilman Harrison, Councilwomen Henton, Fehrenbacher, and Mayor Lambird voted yes. There were no opposing votes. The motion carried.

8-G “Resolution: Appoint Jane Guinn as City Treasurer as of May 1, 2018” The Council was provided with a proposed resolution that would appoint Jane Guinn as the City Treasurer as of May 1, 2018.

Mr. Barker explained that due to the resignation of City Treasurer Sanders, his last day of employment with the City would be April 30, 2018. If approved, Mrs. Guinn would be appointed to Mr. Sanders’ unexpired term as City Treasurer through April 30, 2021.

Councilwoman Henton moved to approve 2018-R-14, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

8-H “Appointment: Jane Guinn to the Fire Pension Board as of May 1, 2018” Due to the resignation of City Treasurer Sanders, his last day of employment with the City would be April 30, 2018. Because of this, Mr. Sanders would no longer be serving on the Fire Pension Board. It was recommended to appoint Mrs. Guinn to Mr. Sanders’ unexpired term on the Fire Pension Board through April of 2020.

Councilwoman Henton moved to appoint Jane Guinn to the Fire Pension Board as of May 1, 2018, seconded by Councilman Harrison. A majority affirmative voice vote was received.

Agenda #9 “Reports From Elected And Appointed Officials”

9-A “Status Report-City Manager” The Council was provided with a Status Report from the City Manager. Mr. Barker noted that after this evening’s meeting, Mr. Sanders would be attending only one more City Council meeting as the City Treasurer.

9-B “RCDC Report” RCDC Executive Director Courtney Yockey mentioned that the Richland County CEO trade show would take place on April 25, 2018, at The Holiday Motel & Restaurant.

9-C “Chamber of Commerce Report” Councilman McLaughlin was not present.

9-D “Parks & Recreation Board Report” The Parks & Recreation Board had cancelled their April meeting, so there was nothing to report.

9-E “Tourism Board Report” Councilwoman Henton told that the Tourism Board would soon be conducting a job review on the Executive Director of the ILLINOISouth Tourism Bureau.

Agenda #10 “Public Comments/Presentations” No one from the public wished to speak.

Agenda #11 “2018/2019 Budget Discussions”

11-A “General Corporate” Earlier, the Council had been provided in their mailboxes with copies of the projected 2018/2019 budgets for General Corporate.

Mrs. Guinn began by telling the Council that the Treasury Department had balanced the General Corporate proposed budget that had previously been negative.

In Administrative, income would stay flat. An income of $400,000.00 was removed from the current year because the Housing Rehab Grant would be rolling into the 2018/2019 fiscal year instead.

Legislative, Industrial Commission, City Clerk, Legal Services, Engineering Services, Recycling, and Band budgets would remain relatively flat.

The Board of Fire and Police Commissioners’ budget was much lower than the previous year due to no anticipated required testing.

In Administrative, $600,000.00 was removed from the Pacific Cycle Roof line item, and Contingencies were lessened by $50,000.00.

The Sanitary Hauling income and expense reflected the new recently approved rates.

Under City Treasurer, the increased amounts in Audit Tax income were due to accrual audit requirements for the next audit. The only Capital item listed was for upgrades to the InCode program.

The Code Enforcement budget’s only Capital item was $1,200.00 for a computer and printer.

RCDC Executive Director budget’s incomes and expenses would be the same, and cancel out one another.

Under City Hall Maintenance, $50,000.00 had been removed for parking lot repairs, however the $35,000.00 had remained for roof repair.

For Fire Department, an increase in Donations was expected, as well as a revenue of $7,922.00 from a public safety grant from the City’s worker’s compensation carrier. In Capital, $42,800.00 had been removed for Building Improvements, and $14,000.00 removed for Air Pack Cylinders. An amount of $25,000.00 remained for the purchase of a drone.

Not much had changed in the way of Revenue for the Police Department. In Capital, both requested squad cars had been removed.

In Parks & Cemeteries, Income was expected to remain the same. An amount of $14,000.00 would be moved from the Christmas Light Display budget to fund approximately one-half of the cost needed to purchase a lift. In Capital, funds for a pick up truck had been removed and added to the remaining balance needed for the lift purchase. Also in Capital still remained $15,000.00 for a mower and $10,000.00 for Musgrove House Demolition. Since the last Council meeting, an amount of $1,500.00 had also been included for signage at the East Fork Trails. This addition was at the request and recommendation of the Parks & Recreation Board.

For Recreation, the Revenues were expected to stay the same. In Capital, funds were removed for the Swimming Pool Heater and Concrete Deck.

The Street Department Revenues also stayed the same. In Capital, funds had been removed for Dump Trucks, Bucket Truck, S. East and S. Elliott Street Bridges, and the reconstruction of the 300 block of E. Cherry Street.

The only change in the Mechanics budget was the removal of Capital funds for the purchase of a new “school car.”

The Library’s requested amounts for funding were proposed to be granted in the amount of $8,600.00 for Utilities and $7,000 for Books.

General Corporate expenses for 2017/2018 were proposed at nearly $5,803,665.00. Projected for 2018/2019, General Corporate expenses would be $5,997,828.00.

Mrs. Guinn then pointed out that the budget showed an unfavorable ($20,000.00), but reminded the Council that was due to the funds that had been designated for the housing rehabilitation grant.

Mayor Lambird was not certain that removing the Police Department’s squad cars from the budget would save the City money in the long run. The next squad car to come out of the fleet was a 2011 model with over 119,000 miles. The vehicle also had front end problems, steering problems, and the dash lights were not operable.

Councilwoman Henton asked the present Department Supervisors if there were any items that were desperately needed that the Council should consider adding back to the budget.

Street Department Supervisor Tyler Kocher indicated that his department could really use a new or gently used dump truck. The Department was wanting to take a 2000 model out of service because of its poor condition. Mr. Kocher felt that if all the Department could be given was a used dump truck in better condition, it would be helpful. Used dump trucks were typically purchased within a range of $40,000.00 to $45,000.00. The Department could also use new plows as most of theirs had good-sized holes in them. Plows could cost approximately $11,000.00.

Councilwoman Henton understood how a drone could be helpful, she also thought that dump trucks were very helpful to the City. She wondered if there were other ways to finance the drone. Fire Chief Hill replied that the Olney Firefighters Association handled all fundraising. The Association already had a major upcoming purchase scheduled from proceeds of the gun raffle. He then reminded the Council that the drone purchase was the only requested capital expenditure from the Fire Department in the new fiscal year.

Mayor Lambird then asked any of the other Department Heads if they could use a drone for any purposes. No one indicated a use for a drone.

Mayor Lambird recalled a leak in the front wall of the Fire Department. He wondered if any of the $42,800.00 that had been removed for Building Improvements would have been used to remedy the problem. Chief Hill confirmed that some of the funds would have been used for that purpose. He estimated about $6,840.00 would be needed to repair the wall. The amount would include power washing, primer and painting.

Code Enforcement Officer Mike Mitchell commented that the leaking wall was not a good situation to have continue, and that the wall had been leaking for about five years already.

Chief Hill commented that if any other department had use for the public safety grant funds, he would be willing to trade that amount out for some of their Capital.

Councilwoman Henton recalled that the City had over $300,000.00 in an escrow fund for repairs to the Pacific Cycle roof. She wondered if any smaller repairs could be made using that money. Mr. Barker replied that discussions were taking place on that topic. He was set to speak with Pacific Cycle again soon about repairs.

Mr. Sanders reminded the Council of the remaining budget timeline. The next day, Mrs. Guinn would be giving a preliminary budget to the City Clerk. A Notice of Public Hearing would then be published to make the public aware of the upcoming April 9, 2018, public hearing regarding the 2018/2019 budget. The public would also be able to inspect the preliminary budget before the hearing. Because of this, Mr. Sanders recommended that any changes to the budget be made at this evening’s meeting.

Councilwoman Fehrenbacher added her concern with the Fire Department building, especially if it had already been leaking for years. She asked if just the problematic portion of the wall could be repaired instead of the whole wall. Chief Hill was not sure, due to aesthetics. Mr. Mitchell also did not recommend treating only one portion of the wall.

Police Chief Kevin Paddock indicated that he would be willing to trade out some of his capital for some of the public safety grant funds. He explained that he could use the funds towards the purchase of items such as Tasers and radar guns.

A majority of the Council felt that repairing the wall at the Fire Department should be done sooner rather than later.

The Fire Chief then commented that if given a choice, he would much rather have his building get needed repairs instead of starting the new drone program.

Mr. Barker then introduced a new street striping proposal that would save the City $10,000.00 per year because once striped, the lines would last six years. Mr. Barker had received an estimate from a contractor for $36,269.63 that would stripe S. Whittle Avenue, N. East Street, S. East Street, Main Street, N. and S. Walnut Street, and N. and S. Fair Streets.

Mayor Lambird asked which other streets also had striping. Mr. Kocher replied that other streets would include E. Butler, Radio Tower Lane, E. Make Avenue, E. Hall Street, and a portion of N. Silver Street. The Council wondered if all of the striped streets should be re-striped using new method. Mr. Kocher and Mr. Barker pointed out that the City would see the most savings if they striped as many streets as possible.

Councilwoman Fehrenbacher asked where the estimated $36,000.00 would come from for the striping. Mr. Barker replied that the money would come from the General Fund, but would appear unfavorable in the 2018/2019 budget, if included.

Mayor Lambird asked if the money could come out of the MFT Fund. Mr. Sanders felt that would not be likely because the MFT Fund was in such poor condition. The Mayor then suggested that perhaps the City could pay back the MFT Fund if it did all of the striping at once. Mr. Sanders replied that there were ways that the funds could be paid back; usually through loans, equipment rental, or labor.

Councilwoman Fehrenbacher moved to add $7,000.00 to the Fire Department budget for repairs to the north wall, seconded by Councilman Harrison. A majority affirmative voice vote was received.

Moving back to the topic of a new squad car for the Police Department, City Mechanic Roger Fulk told the Council that having replacements scheduled on a yearly basis was very helpful. Chief Paddock agreed.

Councilwoman Henton stated that she would be in favor of removing the $25,000.00 for the drone, but thought the program should still be pursued. If donations were received in that amount, there would not be much issue with amending the budget to accommodate the purchase.

The Council was still torn with the pleas from the Street Department for a dump truck and the Police Department for a squad car. Mr. Fulk was asked which item, in his opinion, was most in need. Mr. Fulk could not answer the question.

Mr. Barker told the Council that the replacement dump truck was hoped to be an automatic, which was hard to find. He suggested that if in the future a deal could be found on such a dump truck, that a portion of the cost could come from the Water Fund, and some from the General Fund.

Councilman Harrison moved to add funds to the Police Department budget for the purchase of a squad car, seconded by Mayor Lambird. Councilman Harrison, Councilwoman Henton, and Mayor Lambird voted yes. Councilwoman Fehrenbacher voted no. The motion carried.

Councilwoman Henton moved to remove $25,000.00 from the Fire Department budget for a drone, to deduct $11,000.00 from the Fire Department’s Donations line item, to move the $7,922.00 public safety grant funds from the Fire Department to the Police Department for qualifying purchases, and transferring $7,922.00 from the Police Department’s budget to the Fire Department’s budget for repairs to the building’s north wall, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

Councilman Harrison moved to add $36,000.00 from the General Fund to the Street Department’s budget for striping.

Mayor Lambird again commented that he still was in favor of having the MFT Fund pay back the General Fund for the striping work.

Mr. Sanders commented that the Whittle Avenue project had drained the MFT Fund. The City would need to infuse $200,000.00 from the General Fund to the MFT Fund in April to make ends meet.

Councilwoman Henton asked if the Street Department’s part-time personnel would decrease due to the new, contracted striping program.

Councilman Harrison amended his motion to have $36,000.00 added from the General Fund to the Street Department’s budget for striping, to reduce the MFT’s materials cost by $2,000.00, and to reduce the Street Department’s part-time labor cost by $8,000.00, seconded by Mayor Lambird.

Mr. Sanders indicated that funds had been set aside in a separate account for repairs to Main Street. He expected that an additional $50,000.00 would be placed into that account within the next month. He offered that instead of placing the full $50,000.00 into the account for Main Street repairs, perhaps $36,000.00 of that amount could be transferred to the Street Department for the striping.

Councilwoman Fehrenbacher asked when Main Street would need to be resurfaced. Mr. Charleston replied that Main Street would need the work within the next five to six years. Mr. Sanders added that an amount of $288,000.00 was currently in the designated bank account for the project. Mr. Charleston estimated that the resurfacing would cost a little over $1,000,000.00.

Councilwomen Henton, Fehrenbacher, Mayor Lambird, and Councilman Harrison voted yes. There were no opposing votes. The motion carried.

Councilwoman Hetnon then asked how much the City spent on its leaf collection program each year. Mr. Sanders thought that the program cost the City about $30,000.00 per year. The Councilwoman stated that she felt the City should charge for the service. Mr. Sanders replied that he knew a few other communities charged for leaf collection services, but that the process was cumbersome.

The Councilwoman felt that $30,000.00 was a lot to spend on a program that took the Street Department workers away from other projects during such a prime time.

11-B “Miscellaneous Funds” Earlier, the Council had been provided in their mailboxes with copies of the projected 2018/2019 budgets for miscellaneous funds.

Mrs. Guinn told that the MFT budget projected $234,000.00 in income for 2018/2019, and expected to spend $340,000.00. Mr. Sanders pointed out that the unfavorable budget was why infusions from the General Fund were recommended.

Mrs. Guinn continued that the Route 130 TIF projected $123,000.00 in income for 2018/2019. Compared to expenses, the Route 130 TIF budget was expected to be ($151,000.00) unfavorable. An amount of $304,000.00 was currently in the Route 130 TIF bank account.

Mr. Barker suggested that Route 130 TIF funds may be used towards the City’s matching funds for the sidewalk project.

Councilwoman Fehrenbacher asked where the Route 130 sidewalk would start and end. Mr. Charleston replied that the sidewalk would begin at the intersection with W. North Avenue and run north at least to the intersection of W. Parker Street. The goal would be to extend the sidewalk to the WalMart Supercenter, but the project would become extremely costly past the W. Parker Street intersection. Mayor Lambird had heard estimates that sidewalk work from W. Parker Street to the WalMart Supercenter would cost $1,000,000.00 alone.

Agenda #12 “Closed Session: Sale Or Lease Price Of Real Property; Acquisition Of Real Property; Appointment, Employment, Compensation, And Performance Of Specific Employees; And Collective Negotiating Matters” Councilman Harrison moved to adjourn to closed session to discuss sale or lease price of real property; acquisition of real property; appointment, employment, compensation, and performance of specific employees; and collective negotiating matters, seconded by Councilwoman Henton. A majority affirmative voice vote was received.

Councilman Harrison, Councilwomen Fehrenbacher, Henton, Mayor Lambird, City Treasurer Sanders, Assistant City Treasurer Guinn, City Attorney Zuber, and City Clerk Sterchi left the Council Chambers at 8:43 p.m.

Agenda #13 “Reconvene Open Session” Upon return of those who were in closed session to the Council Chambers, Councilwoman Fehrenbacher moved to enter back into open session, seconded by Councilwoman Henton. A majority affirmative voice vote was received. Open session resumed at 8:57 p.m.

Agenda #14 “Adjourn” With no further business to discuss, Councilwoman Fehrenbacher moved to adjourn, seconded by Councilman Harrison. A majority affirmative voice vote was received.

The meeting adjourned at 8:58 p.m.

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