City of Neoga City Council met July 27.
Here is the minutes provided by the council:
CALL TO ORDER
The meeting was called to order at 7:00 p.m. by Mayor Hartke. The Pledge of Allegiance was recited. Those present were: Commissioners Hakman, Edwards, Helm, and Mayor Hartke. Others present were City Clerk Brenda Evans, City Treasurer Diana Foor, Superintendent Shawn Durbin, Chief of Police Andy Schabbing, Building Inspector Jeff Morrison, Engineer Lee Beckman, Doug Baker, Alan Baker, and Neoga News Editor Billie Chambers.
MINUTES
After reviewing the regular and executive session minutes from July 13, 2020, Commissioner Edwards made a motion to approve the minutes as presented. The motion was seconded by Commissioner Helm. Ayes, Commissioner Edwards, and Helm. Commissioner Hakman, and Mayor Hartke abstained. Nays, none. Motion died due to lack of majority vote. This will be tabled until next meeting.
PUBLIC AFFAIRS, MAYOR HARTKE
RESOLUTION #04-07-20 A Resolution of Support for Varner & Rawlings Inc. Application for a Community Development Block Grant Program
Mayor Hartke explained to the Council that the resolution was to have the City apply for the Community Development Block Grant on behalf of Varner & Rawlings Inc. for $25,000. Hartke explained that the application has been reviewed by the Coles County Regional Planning and they thought the application was correct. Commissioner Edwards asked what the City’s responsibility was if the business did not comply with the regulations, and City Clerk Evans said that the City would be liability to repay the money back to the State. Commissioner Hakman said that he felt we should support the local businesses, so he and made a motion to accept the resolution as presented. The motion was seconded by Commissioner Edwards. Ayes, Commissioner Hakman, Edwards, Helm, and Mayor Hartke. Nays, none. Motion carried. 4-0.
RESOLUTION #05-07-20 A Resolution of Support for Baker Merchant Services Application for a Community Development Block Grant Program
After reviewing the resolution, Commissioner Edwards made a motion to accept the ordinance as presented. The motion was seconded by Commissioner Helm. Ayes, Commissioner Edwards, Helm, Hakman, and Mayor Hartke. Nays, none. Motion carried. 4-0.
RESOLUTION #06-07-20 A Resolution of Support for Flowers by Debbie Application for a Community Development Block Grant Program
After reviewing the resolution, Commissioner Hakman made a motion to accept the ordinance as presented. The motion was seconded by Commissioner Helm. Ayes, Commissioner Hakman, Edwards, Helm, and Mayor Hartke. Nays, none. Motion carried. 4-0.
RESOLUTION #07-07-20 A Resolution of Support for GRD of Neoga Inc., Application for a Community Development Block Grant Program
After reviewing the resolution, Commissioner Helm made a motion to accept the ordinance as presented. The motion was seconded by Commissioner Hakman. Ayes, Commissioner Helm, Hakman, Edwards, and Mayor Hartke. Nays, none. Motion carried. 4-0.
DONATION TO BOOSTER CLUB GOLF OUTING
Mayor Hartke told the Council that the Neoga Booster Club is holding their annual golf outing on August 9th, and would like the City to sponsor a hole for $100 as they did last year. Commissioner Edwards made the motion to donate $100 to the Neoga Booster Club for the annual golf outing. The motion was seconded by Commissioner Hakman. Ayes, Commissioner Edwards, Helm, Hakman, and Mayor Hartke. Nays, none. Motion carried 4-0.
FINANCE, COMMISSIONER GROVES
MONTHLY BILLS
After reviewing the bill list, Commissioner Edwards made a motion to pay the monthly bills as presented, in the amount of $152,986.66. The motion was seconded by Commissioner Helm. Ayes, Commissioner Edwards, Helm, Hakman, and Mayor Hartke. Nays, none. Motion carried. 4-0
Ordinance #979-07-20 An Ordinance Setting Forth a Budget of Estimated Receipts and Disbursements and Making Appropriations for City Purposes of the City of Neoga, Cumberland County, Illinois for the Fiscal Year 2021 Commencing on May 1, 2020 and Ending on April 30, 2021
After reviewing the ordinance, Commissioner Helm made a motion to accept the ordinance as presented. The motion was seconded by Commissioner Edwards. Ayes, Commissioner Helm, Hakman, Edwards, and Mayor Hartke. Nays, none. Motion carried. 4-0.
PUBLIC PROPERTY, COMMISSIONER HAKMAN
LEE BECKMAN, UPDATE ON PROJECTS
SEWER PLANT – The preliminary Engineering Report was sent to the IEPA on May 11, 2017. The IEPA has approved the concept. The schedule is being modified with the NPDES Permit update. The sewer application was funded at $500,000. They will plan to bid the project in the next 30 days. The IEPA plans and permits have been sent to the IEPA. Rural Development has approved the plans and specifications.
SAFE ROUTES TO SCHOOL – IDOT recommended an application extending the previous ITEP Grant. The new SRTS to school application was submitted on November 19, 2018 and was not funded.
BRIGHTON CABINETS – The bid letting was held on March 18, 2020 with the low bidder being DARAD Inc. The Pre-Construction Conference was held on May 18, 2020, and the contractor has started. The company has completed the highway bore and will be doing the rest of the project in the next couple of weeks. Weather has been an issue, and there is a conflict with a phone line. Pay Estimate #1 for $18,787.88 has been approved. Change Order #1 for an increase of $2,865.54 was presented for approval.
CDAP WATER GRANT – DCEO had a grant writing workshop in February with grants due on September 30th. Beckman handed out a map showing the proposed grant application area. This grant will be applied for this year. The new DCEO guidelines do not require income surveys. They will need photos, letters, etc. to document the health and safety issues.
STATE GRANT ($100,000) – The state has “reactivated” the grant again. Quarterly Reports are now being completed. This money will be used with the RLF project. Milano & Grunloh has scheduled the bid opening for August 10, 2020.
ITEP – The City applied for a $1,014,960 grant with $253,740 in leverage. The project map and estimate were handed out. Grant applications were submitted on December 1, 2017, and the project received partial (small) funding in the amount of $26,400 (PE 1). Before future ITEP applications are submitted, all engineering must be completed. Based upon current ITEP information, only PE 1 will be required. The previous two statements have been changed. With additional funds coming from gas taxes, gaming, marijuana, etc., IDOT has stated the applications will be due in November 2020. The joint agreement has been approved and executed by the City and approved by IDOT. IDOT is holding webinars for the ITEP funding. One was held in July, with one in August and September.
RLF PROJECT – a map and estimate for the Revolving Loan Funds (RLF) project was handed out. The City has secured administration and engineering services. The grant agreement has been executed and is back from DCEO. Design has started with the field survey, and plans completed. Plans and permits have been sent to the IEPA. The railroad permit has been requested. The project has a bid opening on August 10th.
Commissioner Edwards asked Beckman that once the wastewater treatment plant is completed, how often would the city have to haul sludge? Beckman said that there are several stipulations, but it shouldn’t have to be hauled for 10 to 15 years.
STREETS AND ALLEYS, COMMISSIONER EDWARDS
PURCHASE OF M-F 3680 TRACTOR
Superintendent Durbin gave the Council an estimate to purchase a used 1990 Massey- Ferguson 3680 Tractor with duals and 180hp engine. Durbin explained that the tractor had 3,000 hours which was half what the old city tractor had. Mr. Durbin said that Buening Implement Inc., had the tractor for $25,000 but would give us $8,000 for our tractor as a trade-in. Durbin said the cost to repair the old tractor was estimated at $15,000. Superintendent Durbin said the tractor would be used to haul sludge, bush hog around town, and plow snow if needed. After a lengthy discussion, Mayor Hartke asked for a motion but none was made.
CHANGE ORDER #1 FOR RT. #45 DRAINAGE PROJECT
The council reviewed the change order and after no discussion, Commissioner Edwards made a motion to accept the change order in the amount of $2,865.54. The motion was seconded by Commissioner Hakman. Ayes, Commissioner Edwards, Helm, Hakman, and Mayor Hartke. Nays, none. Motion carried. 4-0.
HEALTH AND SAFETY, COMMISSIONER HELM
Commissioner Helm told the Council that the Public Works department has been spraying for mosquitos and putting larvicide in the areas that hold water
PUBLIC COMMENTS
Building Inspector Jeff Morrison told the Council that the Zoning Board met for a public hearing regarding the rezoning of the property located at 669 Chestnut Avenue from C1 to R1. Morrison also said that the Board reviewed the proposed changes to the zoning ordinance which will be sent to the council later.
Police Chief Schabbing gave a report to the Council for June 2020, which showed that they had 70+ calls in June. Schabbing also said the department was awarded a camera grant in the amount of a little under $5,000.
Superintendent Durbin thanked the Council for hiring a part time person for his department to mow. Since Mr. Moore started working, his department has started ditching, replacing tin horns, and completed other small projects. Durbin also told the council that the bridge on Jennings Avenue will need to be replaced or repaired soon, but he will bring it back to the Council first.
ADJOURNMENT
Commissioner Edwards made a motion to adjourn the meeting at 7:51 p.m. The motion was seconded by Commissioner Hakman. Ayes, Commissioner Edwards, Helm, Hakman, and Mayor Hartke. Nays, none. Motion carried. 4-0.
https://neoga.org/sites/neoga.org/files/meetingminutes/July%2027%2C%202020.pdf
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