East Central Reporter

City of Olney City Council met July 24.

Here are the minutes provided by the council:

AGENDA #1 “CALL TO ORDER” The July 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. Gary Wachtel led the group in prayer.

AGENDA #3 “ROLL CALL” The following Council members were present: Mark Lambird, John McLaughlin, Morgan Fehrenbacher, Jack Eyer, and Julia Eichhorst. 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 July 10, 2023”

5-B “Approve and Authorize Payment of Accounts Payable July 25, 2023” Pooled Cash $431,662.81, Manual Pooled Cash $8,016.18, Utility Refunds $1,147.10, Unemployment $1,125.56, Tourism $10,000.00, Route 130 TIF $5,409.31

5-C “Request: Closure of Main Street, from Fair to Walnut, on October 7, 2023, from 8:00 a.m. Until 12:00 a.m. for the American Legion Post #30’s 2nd Annual Car Show”

5-D “Raffle License: Olney Memorial VFW Post #4226”

5-E “Raffle License: American Legion Post #30”

5-F “Resolution: Waive Formal Bidding Procedures for the Purchase of a 2017 Dump Truck” 2023-R-50

AGENDA #6 “REMOVAL OF ITEMS FROM CONSENT AGENDA” No items were requested for removal from the consent agenda.

AGENDA #7 “CONSIDERATION OF CONSENT AGENDA” Councilwoman Fehrenbacher moved to approve the items on the consent agenda, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

AGENDA #8 “CONSIDERATION OF ITEMS REMOVED FROM CONSENT AGENDA” No items were requested for removal from the consent agenda.

AGENDA #9 “PRESENTATION OF ORDINANCES, RESOLUTIONS, ETC.”

9-A “Request: Change Date of Previously Approved Tournaments for the RCHS Bass Team” At the July 10, 2023, meeting of the Council, one of the actions taken for the RCHS Bass Team tournaments in 2024 was early reservation of April 6 and 7, 2024, at East Fork Lake. Mayor Lambird said that after that meeting, it was brought to their attention that the dates approved would be around the time of the eclipse. Because of this, it was unlikely that RCHS’ tournaments would be successful, so they were requesting to change the approved dates from April 6 and 7 to April 13 and 14 of 2024.

Councilman McLaughlin moved to change the dates of the previously approved tournaments for the RCHS Bass Team from April 6 and 7 to April 13 and 14 of 2024, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-B “Ordinance: Amend Section 5.12.070 (Restriction on Number of Licenses Authorized) of the City of Olney Municipal Code” The Council was provided with a proposed ordinance that would amend Section 5.12.070 (Restriction on Number of Licenses Authorized) of the City of Olney Municipal Code.

Also at the July 10, 2023, Council meeting, the Council took action to approve what they thought was an entity name change only for Rockstar Gaming. Mayor Lambird told the Council that since that time, Mr. Arora explained that what he was actually needing was an additional liquor license. He would then be holding 2 liquor licenses until his entity of Richland Gaming LLC. would close its Whittle Avenue location to re-open under the new entity name at Olney Plaza.

Councilman Eyer wanted to be certain that Rockstar Gaming would not be running two locations concurrently. Mayor Lambird confirmed and added that once the location at Olney Plaza opened, the license on Whittle Avenue would be immediately revoked.

Councilwoman Fehrenbacher moved to approve Ordinance 2023-19, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received with Councilman McLaughlin voting no.

9-C “Resolution: Accept the Qualifications Statement for Engineering Services for the Main Street & Whittle Avenue Streetscape Project” The Council was provided with a proposed resolution that would accept a qualifications statement for engineering services for the Main Street & Whittle Avenue Streetscape Project.

Mr. Barker told the Council that requests for qualifications were sent to four engineering firms. Charleston Engineering Inc., and Hampton, Lenzini & Renwick Inc. were the only firms that submitted qualifications statements for consideration.

The qualifications were reviewed and ranked on July 12, 2023, with Charleston Engineering receiving the high score. The proposed resolution would accept the qualifications statement as presented by Charleston Engineering Inc.

Councilman McLaughlin moved to approve 2023-R-51, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-D “Discussion/Possible Action: Permanent Increase in Fireworks Contribution” The Council was provided with a copy of Council minutes from March 28, 2022.

In March of 2022, the Council authorized an increase in the City’s fireworks contribution to the Richland County Farm & Fair Association (Fair Board) from $2,000.00 to $5,500.00 for the 2022/2023 budget year. It was unknown at that time if the additional contribution would be needed in the future. Mayor Lambird told the Council that the Fair Board would like for the City to continue contributing $5,500.00 each year due to the increased costs of putting on the display. Additionally, Mayor Lambird felt that the fireworks display had improved.

Councilman Eyer recalled that the Fair Board had hoped that increased contributions may not be needed if they had a successful Fair season. He wondered how the Fair had been in 2022. Mayor Lambird replied that the 2022 Fair was a struggle due to 3 separate rain cancellations.

Councilman Eyer understood that prices on almost everything had greatly increased. He noted that if the City had also been contributing $2,000.00 for several years, then an increase in contributions could be overdue. He then asked where the funds would be paid out of the budget. Mayor Lambird replied that the contribution came out of the Tourism budget.

Councilman Eyer stated his approval on an increase for the 2023/2024 year, but wondered if the Council should authorize a permanent increase. Councilman McLaughlin felt it would be difficult to reduce the contribution and agreed that prices had drastically increased. He supported the Fair Board’s willingness to put on a fireworks show for the community and felt that the increase was warranted.

Councilman Eyer moved to authorize a permanent increase in the City’s fireworks contribution to $5,500.00, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

9-E “Resolution: Accept Quote for a Hydrovac Trailer, Waive Formal Bidding Procedures, & Amend the 2023-2024 Budget” The Council was provided with a proposed resolution that would accept a quote for a hydrovac trailer for the Water Distribution Department, waive formal bidding procedures, an amend the 2023-2024 budget. The Council was also provided with quotes received from Vermeer Midwest and Utility Supply Company.

Water Distribution Supervisor Brandon Williams was present to speak on the request. An amount of $65,000.00 had been budgeted for a hydrovac trailer, but Mr. Williams was requesting a budget amendment to $88,895.00 that would allow the department to purchase a trailer that would be a better fit for their uses. Mr. Williams explained that his department would utilize the trailer for a variety of purposes as it would vacuum out debris during their projects.

Mayor Lambird felt that the hydrovac trailer would improve safety. Mr. Williams agreed and added that the trailer would also help with efficiency.

Councilwoman Fehrenbacher noticed that the quotes provided were not all for the exact same machine. Mr. Williams agreed. Utility Supply had quoted a smaller machine without CFM information. The $88,895.00 quote from Vermeer Midwest on the VX50-500 was essentially twice the machine.

Mr. Barker indicated that Mr. Williams would also be interested in a boom for the trailer. Mr. Williams confirmed. The addition of a boom could cost an additional $15,000.00 but would also be a desired safety feature. Mr. Williams thought the boom attachment could be added later, but Vermeer would not recommend waiting.

Councilman Eyer asked if the City’s mechanic would be able to maintain the machine. Mr. Williams replied that he had spoken with the City’s mechanic, and he said that he would be able to maintain the machine and also recommended Vermeer. The machine should have a life span of about 20 years.

Councilman Eyer asked about how the difference in cost would be handled. Mrs. Guinn pointed out that enough funds were in the Water Main Replacement line item to cover the cost. Each year, the City usually budgeted $100,000.00 in this line item for emergency repairs. In years past, that full amount had not been used.

Mr. Williams then pointed out that another helpful feature of the hydrovac trailer would be less risk of hitting underground lines such as fiber. If a fiber line was hit, it would be very expensive to repair. He felt that the City could purchase two hydrovac trailers for the amount it would cost to repair a fiber line.

Councilman McLaughlin moved to approve a resolution that would accept Vermeer’s $88,895.00 quote, waive formal bidding procedures, and amend the 2023-2024 budget.

Councilwoman Fehrenbacher asked for clarification on the boom.

Mr. Barker recommended that the boom not come later. Mr. Williams agreed.

Because of these recommendations and the fact that the boom was not included in the quote, the Council could not approve the hydrovac trailer with boom attachment.

Councilman McLaughlin rescinded his motion.

Mayor Lambird asked if the City had a truck capable of pulling a hydrovac trailer. Mr. Williams believed that the leak truck could pull the trailer. Councilwoman Fehrenbacher felt that Mr. Williams should be certain that there was a truck capable of pulling the equipment. Mr. Williams clarified that if his department’s leak truck could not pull the trailer, then the Street Department did have a one-ton truck that could be used.

9-F “Discussion/Possible Action: Authorize Solicitation of Bids for the Re-Lining of Culverts at the Intersection of Monroe & Whittle and at the City Park” Mr. Bridges told the Council that two culvert pipes needed to be re-lined. One was at the City Park near the tennis courts and the other was near the intersection of Whittle and Monroe. Mr. Bridges believed that the best option for re-lining would be to utilize spin casting. Both projects were included in this year’s budget.

Councilman McLaughlin moved to authorize the solicitation of bids for the re-lining of culverts at the intersection of Whittle and Monroe, and also at the City Park, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

AGENDA #10 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS”

10-A “Status Report-City Manager” Mr. Barker had nothing to add.

10-B “RCDC Report” There was no report.

10-C “Chamber of Commerce Report” Councilwoman Fehrenbacher said that the Chamber’s golf outing would be held the coming Friday on July 28.

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

10-E “Tourism Board Report” Councilwoman Eichhorst said that she would be attending a Tourism Board meeting on July 26.

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 Eichhorst 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 Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

The meeting adjourned to closed session at 6:21 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 7:25 p.m.

12-A “Discussion/Possible Action: Temporary Hiring Incentives” Mr. Barker had summarized discussion on a hiring incentive program for lateral transfer hires in the Police Department.

A signing bonus of $10,000.00 had been discussed that would have $5,000.00 paid in the officer’s first payroll and the remaining $5,000.00 paid after 18 months of employment. If the lateral transfer officer was separated from employment as an officer for any reason prior to completing 3 years of regular, full-time work, then he or she would be required to reimburse the City on whatever had already been paid out on the incentive. The officer would also be responsible for any tax implications related to repayment. Any repayment amount would be withheld from any final compensation due to the officer at separation, not including accrued leave payouts. If sufficient funds were not available to deduct the full repayment, the officer would be responsible for the remaining balance.

Councilman McLaughlin moved to authorize a lateral transfer hiring incentive program for the Police Department based on the details listed above, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

Councilman McLaughlin then told the Council that a cow had gotten loose out of the fairgrounds the prior evening. A few years ago, the City had removed the dilapidated fencing at the City Park along Route 130. The Fair Board and the 4-H Board had mentioned to him that they would be interested in contributing funds to get a new fence put up along the highway. If so, the Councilman suggested a decorative-type of fence.

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

The meeting adjourned at 7:28 p.m.

https://cms2.revize.com/revize/olneynew/cc%20July%2024%202023.pdf