City of Olney City Council met Aug. 14.
Here are the minutes provided by the council:
AGENDA #1 “CALL TO ORDER” The August 14, 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. Mayor Lambird 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 24, 2023”
5-B “Approve and Authorize Payment of Accounts Payable August 15, 2023” Pooled Cash $557,908.40, Manual Pooled Cash $101,896.34, Adjustments $92.61, Foreign Fire $2,178.11, MFT $16,304.80, IMRF $21,239.22, Tourism $5,500.00, Route 130 TIF $474.50,
5-C “Ordinance: Amend Section 2.24.010 (Department Established) of the City of Olney Municipal Code” 2023-20
5-D “Resolution: Amend the 2023-2024 Budget for Police Later Transfer Sign On Bonus” 2023-R-52
5-E “Raffle License: Richland Co. HEA”
5-F “Raffle License: Olney Junior Football League”
5-G “Payment Request: Glenwood & Franklin Waterline Replacement”
5-H “Payment Request: Soil-Cement Project”
5-I “Ordinance: Authorize the Sale of Items of Personal Property Owned by the City of Olney – Miscellaneous Scrap Metal from Water Distribution” 2023-21
AGENDA #6 “REMOVAL OF ITEMS FROM CONSENT AGENDA” No items were requested for removal from the consent agenda.
AGENDA #7 “CONSIDERATION OF CONSENT AGENDA” Councilman McLaughlin moved to approve the items on the consent agenda, seconded by Councilwoman Fehrenbacher. 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: Sponsorship of Rotary Oktoberfest on October 7, 2023” Representing the Olney Rotary Club, Lauren McClain was present to speak to the Council. She reminded the Council that the local Rotary Clubs had been hosting an Oktoberfest event in Rotary Park for the past few years. Each year, the City had authorized sponsorships for the event. Mrs. McClain was again requesting a sponsorship in the amount of $2,500.00.
Councilwoman Fehrenbacher asked how much money the event generated last year. Mrs. McClain believed that the profit was slightly over $10,000.00. They gave half of those proceeds to local organizations. For the future, the Rotary Clubs had decided to save all profits in order to make improvements at Rotary Park.
Councilwoman Fehrenbacher recalled that granting of event sponsorships was to help new events gain traction until they became self-sufficient. Mrs. McClain said that she did not recall that ever being stated.
Councilman Eyer agreed with Councilwoman Fehrenbacher. The pull-back on funding for established events would allow opportunities for other projects.
Because generated funds from the event would be going towards Rotary Park improvements, Mrs. McClain asked if the City would rather donate a smaller amount of $2,500.00 per year versus having the Rotary Clubs come to the Council in the future to ask for substantial contributions for improvements. Councilwoman Fehrenbacher felt that if improvements were of great scale, then the Rotary Clubs would be asking for contributions anyhow. Mrs. McClain stated that was not the intention of the Rotary Clubs.
Overall, the Council supported the Oktoberfest event, but recognized that it may not need the same support as years prior.
Councilwoman Fehrenbacher moved to approve a $1,500.00 sponsorship for the 2023 Oktoberfest from the Tourism Fund, seconded by Councilman Eyer. Councilman Eyer, Councilwoman Fehrenbacher, and Mayor Lambird voted yes. Councilman McLaughlin and Councilwoman Eichhorst abstained. The motion carried.
9-B “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 approve a quote for a hydrovac trailer, waive formal bidding procedures, and amend the budget. The Council was also provided with quotes from Vermeer Midwest and Utility Supply Company.
At the last Council meeting, the Council discussed the purchase of a hydrovac trailer with Water Distribution Supervisor Brandon Williams. Because Mr. Williams was interested in having the hydrovac come with a boom, and because the dealer did not recommend adding a boom at a later date, the Council requested that Mr. Williams provide a quote at this meeting that included all features.
Mr. Williams explained that the quotes provided were the same as at the last meeting except for the one that now included all features. The Vermeer quote for this hydrovac trailer came in at $108,025.00. An amount of $65,000.00 was originally budgeted for this trailer.
Councilman Eyer asked if a boom would be available on a smaller machine. Mr. Williams was not sure, but the smaller machines would not be the best fit for the department.
Councilman Eyer was also concerned with the fact that the machine only came with a one year warranty. Mr. Williams felt that was standard.
Councilman Eyer asked if Mr. Williams had verified that the City had a truck capable of pulling the trailer. Mr. Williams confirmed.
Councilman McLaughlin moved to approve 2023-R-53, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.
9-C “Resolution: Support & Commitment of Local Funds for a CDBG Grant” The Council was provided with a proposed resolution that would support and commit $729,798.00 for a CDBG grant for the relining of sanitary sewer. The funds would come from the Sewer Fund.
Mrs. Guinn stated that in 2021, the City had applied for a $550,000.00 CDBG grant for the relining of 14,000 feet of sanitary sewer. Through no fault of the City, the State’s execution of the grant agreement had been delayed. During the delay, costs had increased. Originally, the City was obligated to utilize $582,151.00 from the Sewer Fund, but now the City would need to contribute $729,798.00. She noted that the capital improvement account currently held about $1,230,000.00, so enough funds would be available to honor this increase in commitment.
Councilman McLaughlin moved to approve 2023-R-54, seconded by Councilwoman Fehrenbacher.
Mayor Lambird asked how soon the project could begin. Mr. Bridges replied that would be dependent on the environmental review process. If all requirements were met soon, the project could go out for bid at the first of the year.
A majority affirmative voice vote was received to the motions made above.
9-D “Resolution: Commitment of Local Funds for a Rebuild Illinois Public Infrastructure Application” The Council was provided with a proposed resolution that would authorize a commitment of $2,839,210.00 for a Rebuild Illinois Public Infrastructure Grant for the replacement of existing brick storm sewer along Main and Walnut Streets.
Like the circumstances surrounding the prior resolution, the State’s delay in this grant agreement allowed for costs to increase greatly. Instead of $1,430,000.00, the City would now need to contribute $2,839,210.00 from the General Fund. Mrs. Guinn said that approximately $1,800,000.00 was set aside for this project, but additional funds would likely be needed out of the Business District revenues.
Councilman McLaughlin felt that the State should grant additional funds due to this delay. He was also concerned that future delays could continue to increase costs.
Mr. Bridges stated that about a year ago, the Greater Wabash Regional Planning Commission (GWRPC) had contacted him for a revised estimate. At that time, it was believed that the State might be able to provide additional funding, but Mr. Bridges believed that was no longer the case. If there were no more delays, this particular project could begin in 2024.
Mr. Bridges was also exploring the idea of utilizing less expensive materials that would not compromise the quality of the project.
Mayor Lambird felt that some other municipalities that received this grant would not be able to afford the increases. If so, he wondered if the State may be able to reallocate funds.
Councilman Eyer moved to approve 2023-R-55, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.
9-E “Resolution: Amend the City of Olney Annual Budget for Fiscal Year 2023-2024 for E Billing Capability” The Council was provided with a proposed resolution that would amend the budget for e-billing capability.
Mrs. Guinn explained that Tyler Technologies had discovered that the City did not already have certain software necessary to complete the e-billing addition. She had just recently discovered that the specific program Tyler Technologies was concerned about was a program that would make the e-bills look exactly like the City’s paper bills. Because the bills did not need to look identical, she believed that a less expensive program could work. She was unsure what that lower amount may be, but requested that the Council go ahead and authorize the $1,700.00 increase in the meantime.
Councilwoman Eichhorst moved to approve 2023-R-56, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.
9-F “Discussion/Possible Action: Refund of Johnsie Fiok Fildes Foundation Grant Funds for K-9 Officer” In 2022, the Council had given the Police Department authorization to apply for a grant from the Johnsie Fiok Fildes Foundation that would go towards the implementation of a K-9 officer for the Department. A $35,000.00 grant was received for this purpose from the Foundation. At the time of application, the Department was fully staffed and the County was rumored to be doing away with their K-9 officer.
Mayor Lambird said that the Council had several discussions on this topic. Due to the Department not being fully staffed at the moment, among other reasons, the Council felt it would be best to refund the grant funds. The topic could be revisited in the future.
Councilman McLaughlin moved to refund the $35,000.00 grant from the Johnsie Fiok Fildes Foundation, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.
9-G “Resolution: Adopt the Richland County Multi-Jurisdictional Hazard Mitigation Plan of August 2023” The Council was provided with a proposed resolution that would adopt the Richland County Multi-Jurisdictional Hazard Mitigation Plan of August 2023 and a hard copy of the Plan.
Mr. Barker explained that the City had worked with the Richland County Emergency Management Agency, the GWRPC, and the University of Illinois in the creatin of this Plan update for Richland County. This update to the Plan would make the City eligible for Mitigation Grant dollars from FEMA, should funding be requested.
Councilwoman Fehrenbacher moved to approve 2023-R-57, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.
9-H “Resolution: Accept Quote for Replacement of the Sewer Plant Main Breaker, Waive Formal Bidding Procedures, & Amend the 2023-2024 Budget” The Council was provided with a proposed resolution that would accept a quote to replace the main electrical breaker at the Sewer Plant, waive formal bidding procedures, and amend the budget. The Council was also provided with a quote from Springfield Electric Supply Company.
Mr. Barker explained that the main breaker at the Sewer Plant was failing and must be replaced. The breaker and electrical panel were both Square D. Because of this, Square D implements would be required in order to retrofit the breaker. The City’s regular electrician recommended utilizing Springfield Electric Supply to get the necessary equipment. The company quoted $36,452.00.
Councilman Eyer was originally surprised at the cost of the breaker. He did some research and found that such large breakers did cost that amount. He recognized that the City had no other choice than to make sure the breaker was in working order.
Councilman Eyer moved to approve 2023-R-58, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.
9-I “Resolution: Accept Quote for the Purchase and Installation of a Variable Speed Drive at the Sewer Plant & Waive Formal Bidding Procedures” The Council was provided a proposed resolution that would accept quotes for the purchase and installation of a variable speed drive at the Sewer Plant and waive formal bidding procedures. The Council was also provided with quotes from Wabash Valley Motor & Machine and Olney Quality Electric.
Mr. Barker stated that the Sewer Plant was also in need of a new variable speed drive for the blower motor. Not many operations handled this type of work. Wabash Valley Motor & Machine quoted $23,590.00 plus the cost of freight for the variable speed drive. There would be a separate electrician charge of $3,200.00 for installation. An amount of $33,000.00 had been budgeted.
Councilwoman Eichhorst moved to approve 2023-R-59, seconded by Councilman Eyer. A majority affirmative voice vote was received.
9-J “Discussion/Possible Action: Authorize Solicitation of Bids for the Sale of Real Property Located at 509 W. Butler Street, 602 E. Lafayette Street, 926 W. Elm Street, and 410 E. Main Street” The Council was provided with a listing of some surplus property and the cost that the City had incurred for each property. The Council was also provided with a memo that summarized statutory provisions to authorize the sale of City-owned real estate.
Mr. Barker said that the City should consider the sale of 509 W. Butler, 602 E. Lafayette, 926 W. Elm, and 410 E. Main. He recommended the solicitation of sealed bids.
Mr. Zuber indicated that an ordinance would be needed to direct the sale of each property. The ordinance would also need to include any conditions that the Council may desire. Upon receipt of bids, the City would not be required to accept the highest bid and could rather choose the best bid for the City.
Councilwoman Fehrenbacher asked if minimum bids should be required. She was especially interested in having a minimum bid amount for the sale of 410 E. Main due to the great expense the City incurred remedying that catastrophic failure.
Mr. Zuber said that if no appropriate bids were received, then the City could have the properties sold by a real estate agent, by a City employee, or by public auction.
The Council decided that 410 E. Main should have a minimum bid amount of $25,000.00
Councilwoman Eichhorst moved to approve Ordinance 2023-22, seconded by Councilman McLaughlin. 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” Mayor Lambird said that the Bicycle Classic was coming up on August 26, 2023.
10-D “Parks & Recreation Board Report” There was no report.
10-E “Tourism Board Report” Councilwoman Eichhorst said that the ad for the next edition of the Tourism Times was completed.
Councilwoman Fehrenbacher then told the Council that the splash pad had just passed its State inspection. Project Community would be having a small ribbon cutting on August 19, 2023, at 10:15 a.m., and they would likely have a larger celebration in the Spring.
Councilwoman Eichhorst asked if the splash pad would close up at the end of pool season. Councilwoman Fehrenbacher felt that decision could be made at the discretion of the City.
The Council expressed thanks to Project Community for the addition of the splash pad in Musgrove Park.
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 Fehrenbacher 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 Eichhorst. A majority affirmative voice vote was received.
The meeting adjourned to closed session at 6:41 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 7:12 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 7:13 p.m.
https://cms2.revize.com/revize/olneynew/cc%20Aug%2014%202023.pdf
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