City of Olney City Council met Sept. 25.
Here are the minutes provided by the council:
AGENDA #1 “CALL TO ORDER” The September 25, 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. Steve Wingert led the group in prayer.
AGENDA #3 “ROLL CALL” The following Council members were present: Mark Lambird, Morgan Fehrenbacher, Jack Eyer, and Julia Eichhorst. John McLaughlin was absent. 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 September 11, 2023”
5-B “Approve and Authorize Payment of Accounts Payable September 26, 2023” Pooled Cash $145,651.98, Manual Pooled Cash $4,505.10, Utility Refunds $1,248.94, Fire Pension $6,067.15, Police Pension $3,224.45, IMRF $6,806.41, Route 130 TIF $62,171.36, Christmas Light Display $7,500.00
5-C “Request: Closure of a Portion of Main Street After the Halloween Parade, from Fair Street to Whittle Avenue, for the American Legion Auxiliary Trunk or Treat”
5-D “Appointment of Andrea Puckett to the Library Board”
5-E “Appointment of Herman Zuber as member of the Community to the Joint Review Board”
5-F “Payment Request: Glenwood & Franklin Waterline Replacement Project”
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 Eichhorst moved to approve the items on the consent agenda, seconded by Councilman Eyer. 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 “Bid Openings: Sale of 410 E. Main Street, 926 W. Elm Street, 602 E. Lafayette Street, and 509 W. Butler Street” On August 14, 2023, the Council took action to authorize solicitation of bids on the sale of these 4 properties. Notices were published for 3 consecutive weeks, as required, and bids were accepted until 4:00 p.m. today. Of all the properties, bids were only received for 509 W. Butler Street.
City Clerk Sterchi opened the bids. The first bid was in the amount of $3,127.00 from Rodney and Mackenzie Zuber. The second bid was in the amount of $1,000.00 from Jeffrey Skelton. The third bid was in the amount of $1,001.00 from Brendan Heffron.
9-B “Ordinance: Authorize the Sale of Public Real Estate Owned by the City of Olney” Councilman Eyer moved to approve Ordinance 2023-26 which would accept the $3,127.00 bid from Rodney and Mackenzie Zuber and authorize the sale of 509 W. Butler Street to the Zubers, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received. The City Attorney will create the ordinance.
9-C “Update/Possible Action: Future City Cleanup Events” Councilwoman Eichhorst updated the Council that since setting the bulk trash drop off dates of October 20 and 21, 2023, a large amount of positive feedback had been received. City staff would help assist with the event on October 20, and she had secured volunteers to help on October 21.
9-D “Resolution: Accept Bid for Storm Sewer & Culvert Relining Project” The Council was provided with a proposed resolution that would accept a bid for the Storm Sewer & Culvert Relining Project.
Mr. Barker explained that on September 20, 2023, bids were opened for this project. Four bids were received. Culy Contracting of Winchester, Indiana, bid $ 76,608.00. MCSP of Cincinnati, Ohio, bid $246,640.00. Inliner Solutions of Bedford Park, Illinois, bid $297,560.00. SAK Construction of O’Fallon, Missouri, bid $388,640.00.
Mayor Lambird asked why there was such a drastic difference in price between the low bidder and the other bidders. Mr. Bridges replied that Culy was the only responsive contractor that actually came to look at the sites. Additionally, another bidder said they did not have the proper equipment to spin cast so they would need to work out another method. Mr. Bridges did confirm with Culy that nothing was missed when submitting the bid, and they were looking to begin work as soon as possible.
Councilwoman Fehrenbacher moved to approve 2023-R-64, seconded by Councilman Eyer. A majority affirmative voice vote was received.
9-E “Resolution: Accept Bid for Demolition of 434 E. Lafayette Street” The Council was provided with a proposed resolution that would accept a bid for demolition of 434 E. Lafayette Street.
Mr. Barker told the Council that bids for this demolition were opened on September 21, 2023, with 4 bids received. Robert Petty of Olney, Illinois, bid $6,500.00. Hemrich Excavating of
Noble, Illinois, bid $6,700.00. Daughterty Excavating & Repair of Bridgeport, Illinois, bid $8,360.00. Travis Excavating of Olney, Illinois, bid $33,545.00.
Additionally, Mr. Barker reported that asbestos removal would be needed in the amount of $7,676.00.
From the audience, Carla Barber approached the Council. Ms. Barber was the owner of 434 E. Lafayette Street. She asked if she could show some photos to the Council, and Mayor Lambird agreed.
Ms. Barber explained that the house had fallen prey to arson in April of this year. She asked for the Council not to demolish the property because she felt that an empty lot would not be worth anything. She requested that the Council to give her more time to remediate and explained difficulty in finding appropriate contractors.
Councilman Eyer recognized that Ms. Barber was making an effort and felt inclined to lend her more time. He then asked if the home was occupied prior to the arson. Ms. Barber replied that it had not been occupied.
Councilwoman Fehrenbacher asked for the opinion of Code Enforcement Officer Dallas Colwell. Mr. Colwell explained that he had to deal with Ms. Barber’s properties frequently and that she typically “kicked the can down the road.” Historically, Ms. Barber would never work on cleaning up a property unless there was a threat of demolition. Currently, Ms. Barber had two properties that had not seen any improvement and one of those properties was about to collapse.
Mr. Colwell continued to explain that he continuously received complaints from neighbors about 434 E. Lafayette Street. Additionally, Ms. Barber’s current contractor would need to re-do most of the work because they did not cut out any of the charred timbers.
Councilwoman Fehrenbacher asked Ms. Barber how much time she would need to come into compliance. Ms. Barber was unsure but felt that 30 days may be sufficient.
Councilwoman Fehrenbacher asked how long the City had to consider the bids. Mr. Colwell indicated that the demolition timeline, according to State statute, was more of a problem. The property would need to be demolished by mid-November or else he would have to start the entire process all over again. He felt that further delays would cut it too close due to how far out the asbestos abatement contractor was scheduled. Another 30 days would kill the process altogether.
Councilman Eyer asked Ms. Barber if she could clean up the property in less than 30 days. Ms. Barber said she could do her best.
Mr. Colwell added that the house had been vacant since 2012 and that Ms. Barber had been using it for storage.
Councilman Eyer asked for Mr. Zuber’s opinion. Mr. Zuber stated that the City would spend at least $14,000.00 on this property and that each time he had to answer a phone call or e-mail, that would only increase the attorney fees. He felt it would be wise for the City to cut its losses.
Councilman Eyer moved to approve a resolution that would accept the low bid from Robert Petty for the demolition of 434 E. Lafayette Street. The motion died due to lack of a second.
Mayor Lambird asked Mr. Colwell if waiting until October 9, 2023, would present a timeline problem. Mr. Colwell said he could try to get the asbestos abatement and demolition completed in time, but he could not guarantee that would work.
Mayor Lambird asked if Ms. Barber could complete the necessary work by October 9. Ms. Barber would do her best.
Mr. Zuber cautioned that the property would need to be up to the approval of Mr. Colwell. Simply boarding up a vacant, burned building for eternity would not be ideal. He felt that if Ms. Barber could not complete the necessary work by October 9, then she should not waste any further money in trying.
Ms. Barber did not believe that any work she would do would be approved by Mr. Colwell.
The Council encouraged Ms. Barber to contact the City as soon as possible if she changed her mind about being able to complete the work before October 9.
Mr. Colwell stated that he would be happy to meet any contractor that Ms. Barber had in order to explain exactly what would be needed.
9-F “Discussion/Possible Action: Park Hours & Restroom Access” This topic was tabled due to Councilman McLaughlin’s absence.
9-G “Resolution: Authorize a Road Project Bank Account & Transfer Funds from the General Fund to the Road Project Bank Account” The Council was provided with a proposed resolution that would authorize a road project bank account and transfer of funds from the General Fund to the road project bank account.
Mrs. Guinn reminded the Council that $300,000.00 had been budgeted for road projects. Because of how the bids came in, the Council decided to only focus on Ludlow Street. At that time, Councilman McLaughlin suggested setting up a separate bank account for road projects and to transfer the remaining funds to that account after completion of the Soil-Cement Project. The proposed resolution would accomplish this request.
Councilwoman Fehrenbacher moved to approve 2023-R-65, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.
9-H “Resolution: Waive Formal Bidding Procedures for Replacement of the Community Building Heating & Air System and Amend the City of Olney Annual Budget for Fiscal Year 2023- 2024” The Council was provided with a proposed resolution that would waive formal bidding procedures for replacement of the Community Building heating and air system and amend the budget.
Mrs. Guinn explained that the heating and air system at the Community Building had recently required immediate repair. This repair was not planned or budgeted, so the funds would need to come out of Contingencies. Because not all invoices had yet been received from Nettleton, it was requested to waive bidding up to the amount of $10,740.00.
Councilwoman Fehrenbacher moved to approve 2023-R-66, seconded by Councilman Eyer. A majority affirmative voice vote was received.
9-I “Resolution: Authorize Execution of a Joint Funding Agreement for the ITEP Grant – Improvements to Downtown Olney” The Council was provided with a proposed resolution that would authorize the execution of a Joint Funding Agreement for the ITEP grant and a copy of the proposed agreement.
Mr. Barker explained that this agreement stated that any preliminary engineering funds above $352,160.00 for this project would be the responsibility of the City. Federal and State funds would cover up to that amount.
Councilwoman Fehrenbacher moved to approve 2023-R-67, seconded by Councilman Eyer. A majority affirmative voice vote was received.
AGENDA #10 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS”
10-A “Status Report-City Manager” Mr. Barker stated that during discussions regarding the Whittle Avenue railroad crossing upgrades in 2019, it was briefly stated that Railroad Street would need to be closed at some point. Today, Mr. Barker had received word that CSX was ready to temporarily have Railroad Street closed on the Whittle Avenue side while the Fair Street entrance would still be open. This would allow them to safely get in and out with equipment and supplies. Upon total completion of the project, Railroad Street’s Whittle Avenue entrance would be fully closed for safety by utilizing a guardrail.
Councilman Eyer asked for the purpose of the permanent closure. Mr. Bridges replied it would be a CSX requirement for the signal pole.
10-B “RCDC Report” There was no report.
10-C “Chamber of Commerce Report” Councilwoman Eichhorst again thanked Councilwoman Fehrenbacher for her time served on the Chamber Board. Councilwoman Eichhorst recognized that she had big shoes to fill.
Additionally, the Scarecrow Contest was beginning and she would be attending a Tourism Board meeting within the next two weeks.
10-D “Parks & Recreation Board Report” There was no report.
10-E “Tourism Board Report” There was no report.
AGENDA #11 “CLOSED SESSION: SALE OR LEASE PRICE OF REAL PROPERTY; ACQUISITION OF REAL PROPERTY; AND APPOINTMENT, EMPLOYMENT, COMPENSATION, AND PERFORMANCE OF SPECIFIC EMPLOYEES” Councilwoman Eichhorst moved to adjourn to closed session to discuss the sale or lease price of real property; acquisition of real property; and appointment, employment, compensation, and performance of specific employees, seconded by Councilman Eyer. A majority affirmative voice vote was received.
The meeting adjourned to closed session at 6:24 p.m.
AGENDA #12 “RECONVENE OPEN SESSION” Councilwoman Eichhorst moved to enter back into open session, seconded by Councilman Eyer. A majority affirmative voice vote was received. Open session resumed at 6:45 p.m.
AGENDA #13 “ADJOURN” With no further business to discuss, Councilwoman Fehrenbacher moved to adjourn, seconded by Councilman Eyer. A majority affirmative voice vote was received.
The meeting adjourned at 6:45 p.m.
https://cms2.revize.com/revize/olneynew/cc%20Sep%2025%202023.pdf
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