City of Olney City Council met Jan. 11
Here is the minutes provided by the council:
AGENDA #1 “CALL TO ORDER” The January 11, 2021, 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 physically present: Mark Lambird, Morgan Fehrenbacher, and Greg Eyer. John McLaughlin was absent. Also physically present were City Manager Allen Barker, City Treasurer Jane Guinn, City Clerk Kelsie Sterchi, and City Engineer Mike Bridges. Several State of Illinois Executive Orders allowed for attendance to take place via video, audio, and/or telephonic means as the COVID-19 crisis continues. Attending by audio were Councilwoman Belinda Henton and City Attorney Bart Zuber.
AGENDA #4 “PRESENTATION OF CONSENT AGENDA”
4-A “Approve Minutes of Council Meeting on December 14, 2020”
4-B “Approve and Authorize Payment of Accounts Payable December 29, 2020, & January 12, 2021” Pooled Cash $184,430.21, Manual Pooled Cash $113,414.26, Petty Cash $101.71, Utility Refunds $1,538.71, Downstate Small Business Grant $25,000.00, Fire Pension $42,306.56, MFT $3,260.03, IMRF $97,281.18, Tourism $2,000.00, Christmas Light Display $1,070.77, Route 130 TIF $91.00
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 Eyer. Councilman Eyer, Councilwomen Fehrenbacher, Henton, and Mayor Lambird voted yes. There were no opposing votes. The motion carried.
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 “Discussion/Possible Action: Suspension of Future Facility Reservation & Special Event Applications” Mrs. Sterchi reminded the Council that at the November 23, 2020, meeting, the Council had taken action to suspend park facility reservations and special events through the end of 2020. The Council would now need to decide whether or not to allow for park facility reservations at this time in relation to the pandemic. Currently, Tier 3 mitigations were still in place.
Councilman Eyer was aware that some regions in the State would have the Tier 3 mitigations removed on January 15, 2021. It was believed that Region 6 would not be one of the regions to have the restrictions removed, mainly because of the factor that would require having a greater than 20% ICU and hospital bed availability for three consecutive days.
Councilman Eyer asked if it would be easier to always reflect the State’s mandates for Region 6. Mayor Lambird pointed out that the Council had been mirroring such recommendations anyhow.
Mr. Barker wondered what would happen if a reservation was scheduled a month out but mitigations were in place. Councilman Eyer felt that the City should cancel any reservations if it was apparent that State mandates would restrict such use for the reservation date.
Councilwoman Henton agreed with the State’s current mitigations. She felt that the local cases of COVID-19 were too high and that the City needed to be cautious.
Mrs. Sterchi stated that simply going along with the State’s mandates would be easier for her office.
Councilman Eyer moved to follow State mandates that would affect park reservations and special events until further notice.
Councilwoman Fehrenbacher asked if the Council could make a change to that action in the future. For example, she wondered if the Council could reconsider if Richland County was having low COVID-19 positive cases compared to other counties in the Region. The Council believed so. Mrs. Sterchi indicated that Councilman Eyer’s motion would be the direction that City Hall would follow until she was asked to place the topic on the agenda again for discussion.
Mr. Zuber clarified that availability of park reservations would be based on the date of the reservation and not the date that the reservation was made.
Councilwoman Fehrenbacher seconded the motion. Councilwomen Fehrenbacher, Henton, Mayor Lambird, and Councilman Eyer voted yes. There were no opposing votes. The motion carried.
8-B “Resolution: Amend the Fiscal Year 2020-2021 Budget for Fire Department Air Pack Cylinders” The Council was provided with a proposed resolution that would amend the 2020-2021 budget for Fire Department air pack cylinders.
Mr. Barker explained that the Fire Department needed to replace 15 air pack cylinders that had expired. Interim Fire Chief Rusty Holmes wished to purchase new cylinders and amend the capital budget by moving funds from the Portable Radios and Bunker Gear line items to the Air Pack Cylinder line item.
Councilwoman Fehrenbacher asked if air pack cylinders had been budgeted previously. Mrs. Guinn replied that there had been funds in a line item for the air pack cylinders, but the prior Fire Chief had amended the budget to move funds out of that line item. The current Interim Fire Chief wished to go a different route.
Councilwoman Fehrenbacher moved to approve 2021-R-01, seconded by Councilman Eyer. Councilwomen Henton, Fehrenbacher, Mayor Lambird, and Councilman Eyer voted yes. There were no opposing votes. The motion carried.
8-C “Resolution: Accept Donation from The Carle Foundation for Police Department Vests & Amend the Fiscal Year 2020-2021 Budget” The Council was provided with a proposed resolution that would accept a $500.00 donation from The Carle Foundation for Police Department vests and would also amend the 2020-2021 budget.
Mr. Barker commented that the budget amendment would allow the City to receipt the donation.
Councilwoman Fehrenbacher moved to approve 2021-R-02, seconded by Councilman Eyer. Mayor Lambird, Councilman Eyer, Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.
8-D “Resolution: Amend the Fiscal Year 2020-2021 Budget for Hill’s Solutions, Inc., Downstate Small Business Grant” The Council was provided with a proposed resolution that would amend the 2020-2021 budget for the Hill’s Solutions, Inc., Downstate Small Business Grant.
Mrs. Guinn explained that the $25,000.00 Downstate Small Business Grant money for Hill’s Solutions, Inc., had been received. A budget amendment was now needed to show the receipt of the money, as well as the expense of the money being transferred to the Hills.
Councilwoman Fehrenbacher moved to approve 2021-R-03, seconded by Councilman Eyer. Mayor Lambird, Councilman Eyer, Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.
8-E “Resolution: Amend the Budget for Fiscal Year 2020-2021 for Part-Time Fire Department Personnel” The Council was provided with a proposed resolution that would amend the 2020-2021 budget for part-time Fire Department personnel.
Mr. Barker stated that the budget amendment was needed to move funds from the Permanent Employees line item to the Part-Time line item.
Councilman Eyer moved to approve 2021-R-04, seconded by Councilwoman Fehrenbacher. Councilwomen Fehrenbacher, Henton, Mayor Lambird, and Councilman Eyer voted yes. There were no opposing votes. The motion carried.
8-F “Resolution: Amend the Fiscal Year 2020-2021 Budget for the Local CURES Relief Funds” The Council was provided with a proposed resolution that would amend the 2020-2021 budget for the Local CURE Program funds.
Mrs. Guinn told the Council that all Local CURE Program funds had been received. The budget amendment was needed to record the acceptance of the funds and to transfer the Library’s portion of $963.99.
Councilwoman Fehrenbacher moved to approve 2021-R-05.
Councilman Eyer reminded the Council that he disagreed with applying for the Local CURE funds for Fire and Police salaries. However, he had recalled conversation about a special account being created to hold the funds. The proposed resolution seemed to him that the funds were going into General Corporate.
Mrs. Guinn clarified that a special bank account was set up under the General Fund. Since the funds were received as income, a budget amendment would be needed to record the receipt. So essentially, there was no special fund although the funds were restricted. Rather, a special bank account had been created to hold the funds. Additionally, the Council had agreed that part of the application for funds would include the Library in the amount of $963.99.
Councilman Eyer also recalled that most of the CURE funds received were for reimbursement of Fire and Police salaries. He wondered if the CURE funds would be used to pay for those salaries. Mayor Lambird replied that had yet to be determined. Councilman Eyer stated that he felt using the funds for salaries would be important.
Mrs. Guinn added that funds were currently being held in case of an audit. At some time in the future, the Council would make decisions on how to spend the funds.
Councilman Eyer seconded Councilwoman Fehrenbacher’s motion. Councilwomen Henton, Fehrenbacher, Councilman Eyer, and Mayor Lambird voted yes. There were no opposing votes. The motion carried.
8-G “Discussion/Possible Action: Jasper/Lincoln Waterline Replacement Project & Solicitation of Bids” Mr. Barker told the Council that the Jasper/Lincoln Waterline Project, funded with CDBG grant funds, was ready to go out for bids. The City was working with the Greater Wabash Regional Planning Commission in the administration of the project. Mr. Barker was seeking permission from the Council to move forward with going out for bids.
Councilwoman Fehrenbacher moved to authorize solicitation of bids for the Jasper/Lincoln Waterline Project, seconded by Councilman Eyer. Mayor Lambird, Councilman Eyer, Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.
8-H “Resolution: Authorize a Bank Account for CDBG Grant Funds for the Jasper/Lincoln Waterline Project” The Council was provided with a proposed resolution that would authorize a bank account for CDBG grant funds for the Jasper/Lincoln Waterline Project.
Mrs. Guinn stated that a non-interest bearing bank account was needed for the CDBG grant funds that were received from the State for the Jasper/Lincoln Waterline Project.
Councilman Eyer moved to approve 2021-R-06, seconded by Councilwoman Fehrenbacher. Mayor Lambird, Councilman Eyer, Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.
8-I “Discussion/Possible Action: Authorize Solicitation of Bids for Materials for the Construction of the Multi-Use Trail at the Olney City Park” Mr. Bridges told the Council that bid specifications were complete for the materials for the construction of the multi-use trail at the Olney City Park. He was requesting permission to move forward with the solicitation of bids.
Mr. Barker also wished to point out that DNR was supposed to deposit a quarter of grant funds into the City’s bank account three months ago, but the City had yet to receive those funds. As of today, Mr. Barker had received notice that the City Park Improvements Project was expected to continue. Mr. Barker was aware that the State had limited future projects, but since this project had already been approved, it was believed to continue.
In planning for the project, the City had pledged its own labor and use of TIF funds for materials as its portion of the grant match. Even if the State decided to cancel funding of the project, the City could still use TIF funds to pay for materials and also use its own labor to construct the multi-use trail and place new roofs on pavilions. If the State did not follow through, then the rest of the project could be postponed or cancelled.
Councilwoman Fehrenbacher had some reservations about soliciting bids before receiving money from the State. Mr. Barker replied that the timeline of the project warranted the solicitation of bids. In addition, TIF funds had already been committed as was manpower. Councilman Eyer clarified that the City Park Improvements Project could essentially be split into two parts; a portion that the City could complete and a portion that may not be completed without the State assistance.
Mr. Barker reminded the Council that the bids would only be for materials. Once received, bids would be presented to the Council to either approve or deny. Mr. Bridges added that the bids could be held for 60 days.
Councilman Eyer moved to authorize the solicitation of bids for materials for the construction of the multi-use trail at the Olney City Park, seconded by Councilwoman Fehrenbacher. Councilwomen Fehrenbacher, Henton, Mayor Lambird, and Councilman Eyer voted yes. There were no opposing votes. The motion carried.
8-J “Resolution: Authorize Representatives for the N.P.D.E.S. Construction General Permit & Other Documents Related to the IEPA Stormwater Permit for the Multi-Use Trail Project at the Olney City Park” The Council was provided with a proposed resolution that would authorize representatives for the N.P.D.E.S. Construction General Permit and other documents related to the IEPA Stormwater Permit for the Multi-Use Trail Project at the Olney City Park.
Mr. Bridges explained that a Stormwater Permit was required by the IEPA for the Multi Use Trail Project at the Olney City Park. The proposed resolution would authorize City
Treasurer Guinn to be the signatory for the N.P.D.E.S. construction General Permit Application Notices of Intent, and Notifications of Termination. The proposed resolution would also authorize the City Engineer to be the inspector and signatory for inspection reports required by the N.P.D.E.S. Construction General Permit.
Councilman Eyer moved to approve 2021-R-07, seconded by Councilwoman Henton. Councilwomen Henton, Fehrenbacher, Mayor Lambird, and Councilman Eyer voted yes. There were no opposing votes. The motion carried.
8-K “Discussion/Possible Action: Authorize Solicitation of Bids for a Grinder for the Sewer Department” Mr. Barker told the Council that the Sewer Plant housed two dimminutors (grinders) that grinded out debris. One of the grinders had been down for quite some time. Mr. Barker and the Sewer Department Supervisor agreed that it was too risky to only run on one grinder that could also go down without a backup. Permission was needed to out for bids to replace one of the grinders.
Mr. Barker also pointed out that the replacement had been budgeted for in the current fiscal year. Because of the income concerns related to COVID-19, it had been stated during the budget planning process that the Council would be allowed to grant permission on such projects before they took place, in case of restricted funding.
Councilwoman Fehrenbacher moved to authorize the solicitation of bids for a grinder for the Sewer Department, seconded by Councilman Eyer. Mayor Lambird, Councilman Eyer, Councilwomen Fehrenbacher and Henton voted yes. There were no opposing votes. The motion carried.
AGENDA #9 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS” 9-A “Status Report-City Manager” Mr. Barker reported that rip rap work on the drainage ditch in the Olney City Park had begun that day. He also pointed out that the Greater Wabash Regional Planning Commission was administering the CDBG grant for the Jasper/Lincoln waterline.
9-B “RCDC Report” Lauren McClain had recently been hired as the new Executive Director of RCDC. Mrs. McClain told the Council that she did not have much to report, but was looking forward to the opportunity to work with the City. She indicated that some exciting things were in the “hopper” already.
9-C “Chamber of Commerce Report” Councilwoman Fehrenbacher reported that the Chamber of Commerce was moving forward with plans for Ladies Night on March 11, 2021.
9-D “Parks & Recreation Board Report” There was no report.
9-E “Tourism Board Report” Councilwoman Henton told the Council that the ILLINOISouth Tourism Bureau was currently working hard on the annual Visitors Guide. The guide should go to print in March and would be available in print or online. Also, Councilwoman Henton stated that the ILLINOISouth Tourism Bureau offices were back open after being closed due to COVID-19.
Mayor Lambird again expressed his pleasure with the 2020 Christmas Light Display. He estimated that about 100,000 people visited the display in the 27,778 vehicles that were counted. Additionally, almost $43,000.00 had been raised in donations. He thanked the Park Department for their excellent work. He was pleased that Olney was able to provide something in 2020 that felt traditional and normal.
AGENDA #10 “PUBLIC COMMENTS/PRESENTATIONS” No one from the public wished to speak.
AGENDA #11 “CLOSED SESSION: SALE OR LEASE PRICE OF REAL PROPERTY; ACQUISITION OF REAL PROPERTY; APPOINTMENT, EMPLOYMENT, COMPENSATION, AND PERFORMANCE OF SPECIFIC EMPLOYEES” No closed session was needed.
AGENDA #12 “RECONVENE OPEN SESSION” Because no closed session was needed, there was no need to reconvene.
AGENDA #13 “ADJOURN” With no further business to discuss, Councilwoman Fehrenbacher moved to adjourn, seconded by Councilman Eyer.
The meeting adjourned at 7:28 p.m.
https://www.ci.olney.il.us/cc%20JAN%2011%202021.pdf