East Central Reporter

City of Olney City Council met Oct. 25.

Here are the minutes provided by the council:

AGENDA #1 “CALL TO ORDER” The October 25, 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. Steve Wingert led the group in prayer.

AGENDA #3 “ROLL CALL” The following Council members were physically present: Greg Eyer, Morgan Fehrenbacher, John McLaughlin, and Mark Lambird. Also present were City Manager Allen Barker, City Treasurer Jane Guinn, City Attorney Bart Zuber, City Engineer Mike Bridges, and City Clerk Kelsie Sterchi. 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/video was Councilwoman Belinda Henton.

AGENDA #4 “PRESENTATION OF CONSENT AGENDA”

4-A “Approve Minutes of Council Meeting on October 11, 2021”

4-B “Approve and Authorize Payment of Accounts Payable October 26, 2021” Pooled Cash $202,052.16, $4,230.11, 1,130.25, Police Pension $2,600.00, Unemployment $842.83, Tourism $2,074.45, Christmas Light Display $8,858.56, Route 130 TIF $10,000.00

4-C “Appointment: Amy Keck & Denyse Eagleson to Library Board”

4-D “Approval: Payment Request for the Elliott Street Bridge Rehabilitation Project”

4-E “Raffle License: Olney Memorial VFW Post #4226”

4-F “Raffle License: Olney USBC”

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. Councilmen Eyer, McLaughlin, Councilwomen Fehrenbacher, and Henton voted yes. Mayor Lambird abstained. The motion carried.

AGENDA #7 “CONSIDERATION OF ITEMS REMOVED FROM CONSENT AGENDA” No items were requested for removal from the consent agenda.

AGENDA #8 “PRESENTATION OF ORDINANCES, RESOLUTIONS, ETC.”

8-A “Discussion/Possible Action: Application for Two Grants on Behalf of the White Squirrel Pickleball Association” The Council was provided with a memo from the White Squirrel Pickleball Association (WSPA) and draft grant applications to the Carrie Winter Charitable Trust and to the Mary Heath Foundation.

Trevor May was present to speak on the request. Mr. May explained that he was requesting a partnership between the WSPA and the City of Olney in applying for two grants. If awarded, the grants would go towards the Pickleball Complex Project in Musgrove Park.

Councilwoman Fehrenbacher was aware that the City did not typically apply for grants on behalf of another organization. She had concerns with the City’s obligations and liabilities if they did apply for the grants on behalf of others.

Mr. Zuber believed that any grant reporting requirements would be the responsibility of the City. He stated that the City could receive private contributions for the project and then transfer those funds to the WSPA upon receipt of their 501(c)(3), but that the City could not transfer grant money to the WSPA at any time.

Mr. May clarified that the WSPA was not asking for the City to turn over grant funds to them. They were with the understanding that grant funds would stay with the City, and that the City would pay invoices from those grant funds.

Councilwoman Fehrenbacher was still frustrated that the WSPA kept needing the City to “hold its hand” for something that was not a City project and was rather a WSPA project. She added that the grants being applied for had awards every six months. She felt that the WSPA should wait until it received its 501(c)(3) in order to apply for these grants so that the City was not involved in the management.

Mr. May indicated that one of the grant deadlines was coming up, and the WSPA was interested in applying for every funding opportunity that it could.

Councilwoman Henton felt that the WSPA could fill out the required reporting and then the City could review the report and submit it from that point.

Mr. May said that filling out the reporting would be fine, similar to how the WSPA had done the heavy lifting on filling out the grant applications. The City would simply submit the applications.

Mr. May also felt that the pickleball project was, in fact, a joint project. The City had dictated where the complex should be placed, and made other decisions in regards to the project. This evening, the WSPA was asking for continued partnership on this request.

Mr. May then added that the WSPA had asked the Richland County Recreation Council (RCRC) to apply for the grants instead of the City, but that opportunity was not granted for a number of reasons. The WSPA felt the next best step would be to ask the City for assistance.

Councilman McLaughlin recalled that the City had partnered with other groups in their efforts on projects. He gave examples that included the Musgrove Park ball diamonds and the Together We Play Park.

Councilwoman Fehrenbacher said that the City’s involvement on those projects was simply paying invoices from donations received. For this project, the City was taking on more responsibility and creating ongoing work for the City Treasurer.

Councilman McLaughlin then pointed out that eventually, the pickleball courts would be the City’s because they were being placed on City property. He also did not believe that there would be much reporting required for these two grants. Mr. May agreed and noted that each requested a report nine months out from receipt of funds.

Mr. Zuber also noted that the grant funds being requested would be spent very quickly versus larger grants that would take more time for the funds to be spent.

City Treasurer Guinn understood everyone’s statements. Her concern was that if the grant had the City’s name attached, and guidelines were not completely followed, then the consequences could hurt the City in the future.

Councilman Eyer would have felt better about the application if it was from the WSPA in care of the City of Olney. Mr. Zuber disagreed and felt that would actually be a worse option.

Councilman Eyer was also concerned with the WSPA’s current funding amount. Mr. May replied that the group still had six months before the expected groundbreaking.

Councilwoman Fehrenbacher was worried that if this request from the WSPA was granted then other organizations would request the same. Mayor Lambird pointed out it would only be for organizations that were wanting to spend money in City parks.

Councilwoman Fehrenbacher also felt that there would be no point for the WSPA to get a 501(c)(3) designation if the City was going to handle most of the fundraising management.

Councilman McLaughlin felt that the City should be involved in management. He stated that it was the City’s responsibility to make park improvements, but noted that the City did not have that luxury due to lack of funds. The City was going to be receiving a $400,000.00 complex for only $100,000.00.

Even so, Councilwoman Fehrenbacher still felt that the WSPA should be bearing the responsibility of the project as an outside entity that had started this process. She believed that the WSPA should be working with the City, but only in the same manner that other organizations had regarding park projects.

Councilman McLaughlin said that the City had been much more willing to work with those other organization than the WSPA. Mr. May thanked the Councilman for his observation.

Councilman Eyer disagreed and pointed out that the City had granted land and funding. Councilwoman Fehrenbacher agreed.

Mayor Lambird had recalled some concern earlier in the conversation in regards to grant reporting. The two grants hoping to be applied for had limited reporting requirements. He pointed out that the OSLAD grant reporting for the Musgrove Aquatic Center was still taking place. He did not see what the problem was with the WSPA’s request.

Mayor Lambird asked Mr. May for a reminder as to what dollar amount the WSPA was to have raised before the City released its funds. Mr. May said there was nothing officially in writing, but noted that 75% of funds would be raised by the WSPA.

Councilman Eyer asked when the WSPA expected to receive its 501(c)(3) status. Mr. May was unsure, but hoped to receive that designation by the end of the year. He did not believe that the designation would be received during the current grant cycles. Councilwoman Fehrenbacher remembered that the WSPA had reapplied for a 501(c)(3) even before the last meeting. She wondered why Mr. May thought that they would not receive the designation in this grant cycle. She stated that the WSPA could very well receive their designation letter the next day. Mr. May agreed that the letter could be received the next day, but that he did not work for the IRS and could not guarantee that.

Councilman McLaughlin moved to approve the City to apply for a Carrie Winter Charitable Trust grant and a Mary Heath Foundation grant on behalf of the WSPA with the City keeping any awarded grant funds and paying invoices through the City’s payable system, seconded by Councilwoman Henton. Councilwoman Henton, Councilman McLaughlin, and Mayor Lambird voted yes. Councilwoman Fehrenbacher and Councilman Eyer voted no. The motion carried.

8-B “Discussion: Boat Permit Fees” The Council was provided with a listing of current boat permit fees, proposed boat permit fees from May of 2021, a listing from Councilwoman Henton of boat permit fees from area lakes, and boat permit pricing and class proposals from Councilwoman Henton and Councilwoman Fehrenbacher.

Councilwoman Fehrenbacher explained that her proposal included seven classes based on horsepower. Rates were also determined by City, County, Out of County, and Daily categories. Her daily permit prices were created with the thought that boating in Olney more than five times in a given year should constitute the need for an annual permit.

Councilwoman Henton’s proposal also included seven classes, but only reflected City, Non-Resident, and Daily fee categories. Her daily prices were based on a quarter of the annual permit fees for City residents.

Looking at the price comparison between the proposals and the fees for other lakes, Councilman McLaughlin felt that the City’s proposals were way too high. He did comment that he liked Lake Springfield’s 60-hour permit option.

Councilwoman Fehrenbacher reminded everyone that the reason the Council was discussing rate increases was to generate enough revenue to cover shoreline protection and repair.

Mayor Lambird also had concerns with the high prices. While he believed the proposed prices would not hinder visitors the first year, he was concerned that they may not return in subsequent years.

Councilman Eyer asked if anyone knew about how much would be required for shoreline maintenance. No one present knew the answer, but Councilwoman Fehrenbacher reminded everyone that maintenance needs would be ongoing.

Councilman Eyer was intrigued by the thought of special tournament fees. Councilwoman Fehrenbacher was not opposed, but felt it would be difficult to know who was or was not purchasing a permit for tournaments.

Councilwoman Henton was not in favor of City, County, and Out of County categories. She believed that pricing should be for City or Non-Residents only. She also had concerns with price points creating a problem with tourism. Councilwoman Fehrenbacher was not in favor of only City or Non-Resident pricing. She did not believe that a visitor from Chicago should be paying the same price as a resident in the Watergate Subdivision.

Mayor Lambird was aware of another community that had done away with the option for daily permits. As a result, the number of fishing tournaments fell drastically when boaters were required to purchase annual permits. He noted that the highest fee was also only $75.00 in that community. The Mayor felt that there was certainly room to raise prices, but he did not want the City to receive unintended consequences.

Councilwoman Fehrenbacher wondered if special tournament pricing would be feasible for Mrs. Sterchi’s office. Mrs. Sterchi stated that she felt that the proposals were getting way too complicated. Mayor Lambird agreed.

Councilman McLaughlin felt that five class types would be appropriate.

Mayor Lambird was still not in favor of the proposals. Councilwoman Fehrenbacher asked him where his suggestions were for the Council. Mayor Lambird felt that there should be four classes with the highest annual fee at $150.00.

The Council then discussed pricing differences between City, County, and Out of County boaters.

Councilman Eyer requested that this evening’s discussions be consolidated onto a new spreadsheet for the Council to consider. Councilwoman Fehrenbacher offered to create that spreadsheet.

Councilman Eyer asked if the members of the Council were interested in eliminating the need for a non-power boat permit. Most of the Council was interested in the suggestion.

8-C “Resolution: Accept Proposal for Police Department Policies & Procedures Manual, Waive Formal Bidding Procedures, and Amend the Budget for Fiscal Year 2021-2022” The Council was provided with a proposed resolution that would accept a proposal for a Police Department policies and procedures manual, waive formal bidding procedures, and amend the 2021-2022 budget. The Council was also provided with a solutions proposal from Lexipol of Frisco, Texas, as well as a listing of implementation policy tiers for law enforcement.

The manual currently being used by the Police Department was created in 2014 with its last revision in 2020. Both Police Chief Paddock and Deputy Chief Bloomer were in support of moving forward with this project. Mr. Zuber had also reviewed the proposal and believed that having an updated manual would reduce liability exposure, assist officers in better serving the community, and could help with grant funding.

Deputy Chief Bloomer was present and told the Council that several reform bills had created a need for the new manual in order for the Department to stay in compliance and provide the officers with more training.

Councilman McLaughlin moved to approve 2021-R-71, seconded by Councilwoman Fehrenbacher.

Mr. Barker pointed out that Lexipol would require an annual maintenance fee that would keep the manual constantly updated. The fee would be $8,000.00 per year.

Deputy Chief Bloomer added that the maintenance charge would provide services such as getting notified when new laws were passed and being provided with copies of the statute and an updated policy. The Department would then review, approve and/or make modifications to the policy. The Department would also have access to daily trainings that would keep officers in compliance.

Mayor Lambird asked when the new manual could be implemented. Deputy Chief Bloomer replied that as soon as the resolution was approved, the Department would give Lexipol a copy of their current manual and Lexipol would work on the manual for about six weeks.

Councilwomen Henton, Fehrenbacher, Councilmen McLaughlin, Eyer, and Mayor Lambird voted yes. There were no opposing votes. The motion carried.

8-D “Discussion/Possible Action: Seek Bids for Sewer Project at Route 130 & Main Street” Mr. Barker told the Council that during preparation of the plans for the Route 130 Sidewalk Project, it was discovered that a sewer main located on the northwest corner of Route 130 and Main Street needed to be replaced with approved water main quality material. The material replacement would result in meeting the separation guidelines of water and sewer mains. Plans for the project had been approved by both the IEPA and IDOT. Mr. Barker was seeking the Council’s approval with moving forward on seeking bids for the project.

Councilman McLaughlin asked how much the project would cost. Mr. Bridges expected that it could cost about $20,000.00.

Councilwoman Fehrenbacher moved to approve the solicitation of bids for the sewer project at Route 130 and Main Street, seconded by Councilman Eyer. Councilmen McLaughlin, Eyer, Mayor Lambird, 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 told the Council that some work had been delayed due to weather. He hoped that the Camp Street resurfacing, City Park roads, Elliott Street Bridge approaches resurfacing, and the City Hall parking lot resurfacing could be completed later in the week.

9-B “RCDC Report” RCDC Executive Director Lauren McClain had nothing to report.

9-C “Chamber of Commerce Report” Councilwoman Fehrenbacher had nothing to report.

9-D “Parks & Recreation Board Report” There was no report.

9-E “Tourism Board Report” Councilwoman Henton told the Council that Mrs. Sterchi would be attending a digital marketing seminar the next day as hosted by the ILLINOISouth Touruism Burea.

Mrs. Sterchi had a question for the Council regarding Santa visits. Last year, in-person Santa visits did not take place due to the pandemic. Malls and big box stores were reinstating in person visits this year, but observing some precautions. Masks were asked to be worn, especially since vaccines for children were not yet readily available. In addition, plexiglass partitions would also be used so that no direct contact would be made.

Mrs. Sterchi had spoken with one of Santa’s “helpers” and she indicated that Santa was interested in in-person visits this year, however they were still concerned with the pandemic due to Santa’s age and some health concerns. They would be in favor of coming for in-person visits if plexiglass partitions were used as well as masks.

Mrs. Sterchi asked the Council if they would be comfortable in moving forward with in person visits this year in this manner.

A majority of the Council voiced their agreement.

AGENDA #10 “PUBLIC COMMENTS/PRESENTATIONS” Gene Brauer was present to speak on behalf of the Olney Tennis Community. Mr. Brauer thanked the Council for their support and cooperation on the tennis court resurfacing at the City Park. He also wished to thank the Park Department Supervisor for his assistance. Mr. Brauer then invited the Council to talk a walk around the tennis courts to see the great work. Mr. Brauer was also with the understanding that the RCHS boys tennis team was hoping to host the sectional championship. The updated courts would be beneficial in that effort.

As a token of appreciation, Mr. Brauer indicated that the Tennis Community wished to give the City an $8,000.00 donation in support of the resurfacing project. He again thanked the Council for their help and support, and handed the check to the City Treasurer.

AGENDA #11 “CLOSED SESSION: SALE OR LEASE PRICE OF REAL PROPERTY; ACQUISITION OF REAL PROPERTY; APPOINTMENT, EMPLOYMENT, COMPENSATION, AND PERFORMANCE OF SPECIFIC EMPLOYEES” Councilwoman Fehrenbacher 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, seconded by Councilman Eyer. Mayor Lambird, Councilmen Eyer, McLaughlin, Councilwomen Fehrenbacher, and Henton voted yes. There were no opposing votes. The motion carried.

The meeting adjourned to closed session at 8:04 p.m.

AGENDA #12 “RECONVENE OPEN SESSION” Councilman McLaughlin moved to enter back into open session, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received. Open session resumed at 9:01 p.m.

AGENDA #13 “ADJOURN” With no further business to discuss, Councilman McLaughlin moved to adjourn, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

The meeting adjourned at 9:02 p.m.

https://www.ci.olney.il.us/cc%20Oct%2025%202021.pdf