City of Olney City Council met April 24.
HHere are the minutes provided by the council:
AGENDA #1 “CALL TO ORDER” The April 24, 2023, meeting of the Olney City Council was called to order at 6:00 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. Tim Loomis led the group in prayer.
AGENDA #3 “ROLL CALL” The following Council members were physically present: Mark Lambird, John McLaughlin, Belinda Henton, and Greg Eyer. Attending by teleconference was Morgan Fehrenbacher. Also present were City Manager Allen Barker, City Treasurer Jane Guinn, City Engineer Mike Bridges, City Attorney Bart Zuber, and City Clerk Kelsie Sterchi.
AGENDA #4 “PUBLIC COMMENTS/PRESENTATIONS” No one from the public wished to speak.
AGENDA #5 “PRESENTATION OF CONSENT AGENDA”
5-A “Approve Minutes of the Council Meeting on April 10, 2023”
5-B “Approve and Authorize Payment of Accounts Payable April 25, 2023” Pooled Cash $199,923.17, Manual Pooled Cash $60,364.71, Utility Refunds $764.87, Unemployment $5,823.80, Tourism $4,172.60, Route 130 TIF $15,099.36
5-C “Resolution: Support SWAN Grant Application” 2023-R-27
5-D “Re-Appointment: Jane Guinn to Fire Pension Board”
5-E “Appointment: Bradford Williams to Board of Appeals”
5-F “Raffle License: Olney Elks #926 (1)”
5-F “Raffle License: Olney Elks #926 (2)”
AGENDA #6 “REMOVAL OF ITEMS FROM CONSENT AGENDA” Councilman Eyer requested to remove item 5-E from the consent agenda.
AGENDA #7 “CONSIDERATION OF CONSENT AGENDA” Councilman McLaughlin moved to approve the remaining items on the consent agenda, seconded by Councilwoman Henton. A majority affirmative voice vote was received.
AGENDA #8 “CONSIDERATION OF ITEMS REMOVED FROM CONSENT AGENDA” Councilman Eyer noted that the Board of Appeals was a governing board that issued actions that did not need to be approved by the Council. He was not familiar with the Mr. Williams proposed to be appointed to the Board of Appeals. He asked if any members of the Council were familiar with Mr. Williams. Mayor Lambird and Councilman McLaughlin replied that they knew Mr. Williams well.
Councilman Eyer asked if Mr. Williams was a resident of Olney. Mayor Lambird confirmed that Mr. Williams was a resident and business owner with children in the public chool system.
Councilman Eyer asked if Mr. Williams was related to any member of the Council. Mayor Lambird replied that there was no relation.
Councilman Eyer asked if Mr. Williams had any experience in public service. Mayor Lambird indicated that Mr. Williams had worked on the City’s Dodransbicentennial Commission, assisted with the 2012 lighting upgrades in one of the parks, and helped to raise money for the ball diamonds.
Councilman McLaughlin moved to approve the appointment of Bradford Williams to the Board of Appeals, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.
AGENDA #9 “PRESENTATION OF ORDINANCES, RESOLUTIONS, ETC.” 9-A “Resolution: Amend the City of Olney Annual Budget for Fiscal Year 2022-2023 in Police, Street, & Business District” The Council was provided with a proposed resolution that would amend the Police, Street, and Business District budgets for the 2022-2023 fiscal year.
Mrs. Guinn told the Council that the resolution would help to tie up the end of the current fiscal year. The amendment for the Business District would reflect the first receipt of Business District tax revenue. The amendment in the Police Department would transfer $105.00 from the Office Computers line item to the Police Vehicles line item to cover the purchase of the new squad vehicle. Lastly, the amendment in the Street Department would reflect the State’s reimbursement of $57,404.00 for the Route 130 Sidewalk Project.
Councilwoman Henton moved to approve 2023-R-28, seconded by Councilman Eyer. A majority affirmative voice vote was received.
9-B “Resolution: Designate Funds for Capital Improvement Projects” The Council was provided with a proposed resolution that would designate funds for capital improvement projects.
Mrs. Guinn reminded the Council that at the end of each fiscal year, fund balances were reviewed to see what could be set aside for future capital projects. Mrs. Guinn proposed setting aside $250,000.00 for capital projects in the Sewer Fund, $100,000.00 in the Water Fund, and $500,000.00 for the Main Street Resurfacing Project.
Councilwoman Henton moved to approve 2023-R-29, seconded by Councilwoman Fehrenbacher.
Councilman Eyer asked where the funds would come from to reserve for the Main Street Resurfacing Project. Mrs. Guinn stated that the funds would be from money left over from the 2022-2023 budget that had not been spent.
Councilman McLaughlin asked if those funds could be used for any purpose, such as roads. Mrs. Guinn said that would depend on the amount and use.
Councilman McLaughlin said that the Business District tax revenue should generate millions of dollars to be used on specific roads such, as Main Street. He felt that when the City had extra money that could be used on other projects, then residential road work should be considered.
Mrs. Guinn told the Councilman that what she had this evening was a proposal. The Council could certainly re-allocate those funds, or simply leave them in the General Fund.
Councilman Eyer was aware that the Main Street Resurfacing Project would be a very large project. Contingencies would likely be a factor. He was in favor of reserving funds for the project to assure that Main Street would be addressed in the quickest and most efficient manner.
Councilman McLaughlin and Councilwoman Fehrenbacher agreed, but Councilman McLaughlin felt that Business District tax funds should be used first on this project.
A majority affirmative voice vote was made to the motion above.
9-C “Discussion/Possible Resolution: Authorize Entering Into a Self-Service Kayak Rental Agreement Between the City of Olney and Rent.Fun” The Council was provided with a proposed resolution and proposed agreement between the City of Olney and Rent.fun.
At the last Council meeting, Councilwoman Henton said that she would be doing some additional research on the option of self-service kayak rentals. She had looked into other companies but had not found any others that would be full-service. With others, the City would need to purchase the locker system, kayaks, paddles, life vests, etc., and would be responsible for all maintenance. Additionally, the other options on the kayak storage would make the kayaks more susceptible to the sun, weather, and vandalism.
Regarding the Rent.fun $18,000.00 activation fee, Councilwoman Henton had spoken with the Rent.fun representative on other options. Another option would be for the City to have a $12,000.00 activation fee, but the City would then only receive 20% of the revenue instead of 50%.
Mayor Lambird added that Rent.fun would offer future expansions at no additional cost. Councilwoman Henton confirmed and stated that no other company that she found would offer the same.
Councilman McLaughlin was in favor of the agreement with Rent.fun. He felt that the City would see a return on its investment within five to six years. He also felt that the kayaks would be used frequently.
It had been proposed that the $18,000.00 activation fee be paid for out of the Tourism Fund. Councilman McLaughlin asked if the revenue received would go back into that same fund. Mrs. Guinn felt it would be better to receive the revenue into the General Fund. Councilwoman Henton offered that the revenue could then be allocated to the Lake Department.
Councilwoman Henton moved to approve 2023-R-30, seconded by Councilman McLaughlin. A majority affirmative voice vote was received with Councilman Eyer and Councilwoman Fehrenbacher voting no.
9-D “Resolution: Approve 2023-2024 Fiscal Year Budget” The Council was provided with a proposed resolution that would approve the 2023-2024 fiscal year budget. The Council was also provided with a budget overview that included updates since the budget review.
At the last Council meeting, Mrs. Guinn had detailed some additions to the proposed budget. Since that time, $10,000.00 had been added for chemicals at the Water Plant. Additionally, an amount of $25,712.00 was deleted out of the MFT budget because of an invoice received and paid in the current fiscal year for the East Street Bridge. Because of the Council’s recent approval of the self-service kayak rental agreement, Mrs. Guinn pointed out that $18,000.00 would need to be added into the Tourism budget for that purpose.
Councilman McLaughlin moved to approve 2023-R-31, seconded by Councilwoman Henton. A majority affirmative voice vote was received.
9-E “Ordinance: Amend Section 2.04.240 (Rules of Decorum) of the City of Olney Municipal Code” The Council was provided with a proposed ordinance that would authorize governance of Council meetings through Robert’s Rules of Order Newly Revised.
At the last Council meeting, the Council discussed adopting Robert’s Rules of Order. Most of the Council voiced agreeance on the matter, so the official adoption was presented at this meeting.
Councilman Eyer recalled that he had brought up adopting Robert’s Rules of Order about a year ago, but the Council was not interested at that time. He wondered what had changed.
Mayor Lambird stated that he had been interested in Robert’s Rules of Order for quite some time. The problem with the adoption was that it would take quite a bit of understanding from the Council on how meetings would run. For example, before discussion could take place, motions would need to be on the floor.
Councilman Eyer moved to approve Ordinance 2023-08, seconded by Councilman McLaughlin. A majority affirmative voice vote was received with Councilwoman Fehrenbacher voting no.
AGENDA #10 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS” 10-A “Status Report-City Manager” Mr. Barker told the Council that it was likely that CSX would not begin work on the Whittle Avenue railroad crossing on May 1st, as originally expected. He had requested a 2-week notice before work began, and he had not been notified about a start time.
Mr. Barker then said that the contractor should be re-roofing the pool this week, and that City crews would begin painting the pool.
10-B “RCDC Report” There was no report.
10-C “Chamber of Commerce Report” There was no report.
10-D “Parks & Recreation Board Report” There was no report.
10-E “Tourism Board Report” Councilwoman Henton told the Council that both Julia Eichhorst and Debi Phillips were officially appointed to the Tourism Board by the County Board.
Mr. Barker then presented Councilwoman Henton with a plaque to commemorate her years of service on the City Council from 2015-2023. He and the Council congratulated the Councilwoman and thanked her for her service.
Councilwoman Henton stated her appreciation and felt that one of her best accomplishments while being on the Council was aiding in the hire of City Manager Barker.
AGENDA #11 “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”
Councilwoman Henton moved to adjourn to closed session to discuss the 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 Councilman Eyer. A majority affirmative voice vote was received.
The meeting adjourned to closed session at 6:19 p.m.
AGENDA #12 “RECONVENE OPEN SESSION” Councilwoman Henton moved to enter back into open session, seconded by Councilman Eyer. A majority affirmative voice vote was received. Open session resumed at 6:38 p.m.
Councilman Eyer wished to again discuss item 9-E. He asked if it was true that the public would not be required to state their name and address before speaking to the Council. Mrs. Sterchi indicated that the Council could ask for a person to state their name and address, but they did not have to provide that in order to speak.
From the audience, Marty Ellison wished to speak with the Council. Mr. Ellison had not yet arrived at the meeting when Public Comments & Presentations was called.
Mr. Ellison lived on a unique portion of Teddy Street and wanted his road fixed. He offered to help with funding and/or work if the City would be willing to cut him a break on property taxes.
The road that Mr. Ellison was speaking of was named as road but was constructed as an alley and only served as access to Mr. Ellison’s property.
Councilman Eyer asked if the Street Department Supervisor had been consulted. Mayor Lambird indicated so.
Councilwoman Henton thought that a solution might be to vacate that portion of Teddy Street and give it to Mr. Ellison. Mr. Ellison indicated that he did not want to accept ownership of that portion of the road even though it only serviced his property.
Councilwoman Fehrenbacher requested that this topic be placed on the next Council agenda so that the Council to take a look at the road.
12-A “Ordinance: Establish Wages for Employees of the City of Olney” No action was taken on this item.
AGENDA #13 “ADJOURN” With no further business to discuss, Councilman Eyer moved to adjourn, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.
The meeting adjourned at 6:49 p.m.
https://cms2.revize.com/revize/olneynew/cc%20Apr%2024%202023.pdf
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