East Central Reporter

City of Olney City Council met Aug. 12.

Here are the minutes provided by the council:

AGENDA #1 “CALL TO ORDER” The August 12, 2024, 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. Joel Harrison 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 Engineer Mike Bridges, City Treasurer Jane Guinn, 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 22, 2024”

5-B “Approve and Authorize Payment of Accounts Payable August 13, 2024” Pooled Cash $222,876.56, Manual Pooled Cash $350,661.34, Petty Cash $204.59, Utility Refunds $1,547.91, Adjustments $323.94, Foreign Fire $4,256.75, MFT $20,706.92, IMRF $22,876.41, Tourism $3,230.00

5-C “Appointment: Kristy Geltz to the Tree Board”

5-D “Raffle License: Olney VFW (1)”

5-E “Raffle License: Olney VFW (2)”

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 “Proclamation: Richland County Farm & Fair Association Day” The Council was provided with a proposed proclamation that would declare August 21, 2024, as Richland County Farm & Fair Association (Fair Board) Day.

Mayor Lambird told the Council that Freedom 92.9 would be hosting an appreciation dinner for the Fair Board. He felt it would be nice to join in the appreciation due to the volunteers’ hard work putting on a great Fair this year. Mayor Lambird then signed the proclamation.

9-B “Discussion/Possible Ordinance: Rezone 630 W. Mack Avenue from R-1 (Single Family Residence District) to C-2 (Commercial District)” This topic was removed as a written withdrawal had been received.

9-C “Request/Possible Action: Donation to Richland Heritage Museum Foundation” The Council was provided with a request letter from Richard L. Germer (Vice President of the Richland Heritage Museum Foundation), a flyer for the Richland Heritage Museum Foundation, Blood, Sweat and a Few Tears – The Story of the Heritage House Restoration by Paul Wirth, and a copy of the Heritage House’s guest book from 2022 through July of 2023. Mr. Germer was present to speak with the Council.

Mr. Germer told the Council that the Heritage House was in great need of new windows. The House was also a National Historic Landmark, so the windows would need to comply with those requirements. The cost estimate for one window renovation was $2,400.00, and 9 windows needed renovation.

The Foundation had received several suggestions from the community regarding other ways of funding, and Mr. Germer stated that those ideas would be explored. Any monetary assistance that the City could provide would be appreciated.

Mr. Germer went on to tell the Council how he felt that the local museums were very important to the community and tourism. Visitors attended from out of town, the Foundation hosted tours to local fourth graders, and a recent request for tours had been received from Edwards County schools. Additionally, the Foundation hosted a public ice cream social on Independence Day and also held an open house around Christmas.

Mayor Lambird asked if the City had provided any money for assistance. Mr. Germer replied that following a mailed solicitation earlier in the year to assist with maintenance of the grounds, $100.00 had been received. The Mayor then asked if the City had ever made a more substantial contribution. Mr. Germer did not believe so.

Councilwoman Fehrenbacher asked if a donation for this purpose could come from the Tourism Fund. Mayor Lambird and Councilwoman Eichhorst believed so.

Councilman McLaughlin asked if the Tourism Fund was in good shape. Mrs. Guinn indicated that the Fund currently held about $344,000.00.

Councilwoman Eichhorst asked if the Foundation had any funds set aside for maintenance and upkeep. Mr. Germer replied that all funds went towards maintenance and upkeep.

From the audience, Foundation Treasurer Brian Hout detailed how quickly funds were spent. Recently, a great deal of money had to be spent to refurbish the McsBurg Schoolhouse, paint the Carriage House, repair the roof of the Carnegie Library, and repair the inside of the Carnegie Library from water damage. The Heritage House had also received a new furnace.

Councilman McLaughlin moved to make a one-time $20,000.00 donation from the Tourism Fund to the Richland Heritage Museum Foundation, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

9-D “Resolution: Authorize a Five-Year Subscription Agreement with Omnigo Software, LLC. & Waive Formal Bidding Procedures” The Council was provided with a proposed resolution that would authorize a five-year subscription agreement with Omnigo Software, LLC. an waive formal bidding procedures. The Council was also provided with a copy of the proposed agreement and an e-mail from Police Chief Bloomer.

Chief Bloomer told the Council that the Police Department needed to have a records management program and needed to be able to access the National Crime Information Center (NCIC). The program that the Department had been using was accessed through the State, but the State had now discontinued with the program. Omnigo was the suggested replacement per the Department’s specific needs.

The City could pay an annual subscription fee, but paying this way would have the City pay an annual increase of approximately 10% to 15% each year. If the City entered into the 5- year agreement, the annual cost increases would only be approximately 5%.

Councilwoman Eichhorst noted that this subscription was needed for the Department to function.

Councilwoman Fehrenbacher asked if there was a chance that Omnigo would also be discontinued. Chief Bloomer did not believe so.

Councilwoman Eichhorst moved to approve 2024-R-67, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.

9-E “Resolution: Amend the 2024-2025 Budget for the Acquisition of 1440 N. Silver Street” The Council was provided with a proposed resolution that would amend the budget for the acquisition of 1440 N. Silver Street.

The City had recently purchased 1440 N. Silver Street, so a budget amendment was needed in order to reflect that purchase. Including closing costs, a $227,544.00 budget amendment was needed that would transfer funds out of reserves.

Councilman McLaughlin moved to approve 2024-R-68, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-F “Ordinance: Amend Chapter 2.56 (Personnel Rules and Regulations) of the City of Olney Municipal Code by Adding Section 2.56.110 (Savings Clause)” The Council was provided with a proposed resolution that would add Section 2.56.110 (Savings Clause) to the City of Olney Municipal Code.

Mr. Zuber explained that the savings clause would simply acknowledge the City’s compliance with the Paid Leave for All Workers Act, or any other State or Federal law related to personnel. Adding the clause to the Code would be for easy reference to current and future employees.

Councilman Eyer moved to approve Ordinance 2024-36, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

9-G “Resolution: Accept Quote for Musgrove Park Lighting Project, Waive Formal Bidding Procedures, & Amend the 2024-2025 Budget” The Council was provided with a proposed resolution that would accept a quote for lighting fixtures at the ball complex in Musgrove Park, waive formal bidding procedure, and amend the budget. The Council was also provided with a copy of the quote and two memos from Park Department Supervisor Frank Bradley.

Mr. Barker told the Council that the first phase of the lighting project had been completed with the light fixtures being replaced at Diamond #9. The next phase of the project would replace the fixtures at Diamonds #1 through #4.

The quote from Keystone Lighting, of Lansdale, Pennsylvania, was in the amount of $66,640.00. Mr. Bradley had expected that an additional $15,000.00 would also be needed for contracted labor.

Councilwoman Eichhorst moved to approve 2024-R-69, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.

9-H “Resolution: Accept Bid for the Elliott Street Bridge Retaining Wall Project” The Council was provided with a proposed resolution that would accept a bid for the Elliott Street Bridge Retaining Wall Project, and a copy of the bid tabulation.

Samron Midwest Contracting, of Murphysboro, Illinois, was the sole bidder in the amount of $318,850.00. An amount of $200,000.00 had been budgeted for the project. Since it was still unknown what engineering fees and CSX fees would be, a budget amendment would be presented at a future Council meeting.

Councilman Eyer wondered why the bid came in so much higher than what had been budgeted. Mr. Bridges had created a cost estimate back in February of this year and at that time, the project was actually estimated to come in less than $200,000.00. The East Street Bridge Project was let back in May. After that, it was clear that bids for this project would end up coming in higher than expected. Samron was also the only bidder on the East Street Bridge Project.

Councilman Eyer pointed out from the bid tabulation the high amounts of $34,000.00 for liability insurance and $38,000.00 for traffic control. Mr. Bridges confirmed that those were requirements of the railroad. Municipal insurance would not suffice.

Councilman Eyer felt that the project should not be delayed and noted that it would only get more expensive. Mr. Bridges agreed but also stated that if the City did not complete the work in a timely fashion, and then CSX would send a large bill to the City.

Councilman McLaughlin moved to approve 2024-R-70, seconded by Councilman Eyer.

Mayor Lambird commented that the highest line item on the bid tabulation was the $181,350.00 for sheet piling.

A majority affirmative voice vote was received to the motions made above.

AGENDA #10 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS”

10-A “Status Report-City Manager” The Council was provided with a Status Report from the City Manager.

Mr. Barker reported that CSX should be back in town around August 20th to finish the Whittle Avenue Railroad Project. The project continued to see delays because CSX was lacking flaggers.

The East Street and Elliott Street Bridges had their work scheduled for October.

Mayor Lambird asked if the contractor would be able to complete East Street Bridge work so late in the year. Mr. Bridges indicated that the full project would not be finished this Fall. Road work would take place in the Spring of 2025.

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

10-C “Chamber of Commerce Report” Councilwoman Eichhorst said that a soccer shootout would take place at OCC on August 17th. The White Squirrel Cruisers Car Club would

also be hosting a car show at the City Park that same day. The Bike Classic would also take place later this month. Additionally, Ladies Night was also being planned for the Fall, along with the Friends of Olney Scarecrow Contest. Past that, the Tree Lighting was also being discussed.

10-D “Tourism Board Report” Councilwoman Eichhorst stated that a new billboard promoting Olney had gone up at the I-55 and I-64 intersection.

AGENDA #11 “CLOSED SESSION: SALE OR LEASE PRICE OF REAL PROPERTY; ACQUISITION OF REAL PROPERTY; AND APPOINTMENT, EMPLOYMENT, COMPENSATION, AND PERFORMANCE OF SPECIFIC EMPLOYEES”

Councilman McLaughlin 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 Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

The meeting adjourned to closed session at 6:30 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 7:26 p.m.

AGENDA #13 “ADJOURN”

With no further business to discuss, Councilman Eyer moved to adjourn, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

The meeting adjourned at 7:27 p.m.

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