East Central Reporter

City of Olney City Council met Nov. 25.

Here are the minutes provided by the council:

AGENDA #1 “CALL TO ORDER” The November 25, 2024, rescheduled 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 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 November 12, 2024”

5-B “Approve and Authorize Payment of Accounts Payable November 26, 2024” Pooled Cash $141,547.98, Manual Pooled Cash $4,831.11, Utility Refunds $1,558.44, Adjustments $94.04, Dog Park $2,916.84, Sewer Capital Improvement $44,203.50, MFT $1,581.75, IMRF $122.66, Christmas Light Display $7,450.00

5-C “Appointment: Brandt Patterson to the Plan Commission”

5-D “Payment Request: Sanitary Sewer CIPP Lining Rehabilitation Project”

5-E “Raffle License: Olney Memorial VFW Post #4226 (1)”

5-F “Raffle License: Olney Memorial VFW Post #4226 (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” 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 “Resolution: Amend the 2024-2025 Police Department Budget” The Council was provided with a proposed resolution that would amend the Police Department budget, and they were provided with a quote from Rahn Equipment Co, of Danville, Illinois.

An amount of $49,000.00 was included in this year’s budget for the purchase of a new squad and necessary equipment, but an additional $10,000.00 was still needed. The budget amendment could utilize funds from the Firing Range Improvements line item.

Mr. Barker explained in the past, such equipment was included in the price of the invoice for the squad vehicle. The Police Department was now using a new vendor and was unaware that the equipment cost was not included.

Councilman McLaughlin moved to approve 2024-R-92, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-B “Resolution: Accept Proposal for Sewer Department SCADA Systems, Waive Formal Bidding Procedures, & Amend the 2024-2025 Budget” The Council was provided with a proposed resolution that would accept a proposal for Sewer Department SCADA systems, waive formal bidding procedures, and amend the budget. The Council was also provided with proposals from Municipal Equipment Company, Inc., of Earth City Missouri, and Vandevanter Engineering, of Fenton, Missouri.

Mr. Barker reminded the Council that an amount of $50,000.00 had been budgeted to start replacing the alarm notifications systems on lift stations. These systems are known as SCADA. However, it has been found to be much more cost-effective to go ahead and replace the systems in each station all at once.

Municipal Equipment offered a 12.5% discount if all 20 were purchased and installed at the same time. Their proposal totaled $84,503.30. Vandevanter Engineering’s proposal totaled $106,253.50.

If approved, the budget amendment would take funds out of Sewer Department reserves.

Councilwoman Eichhorst moved to approve 2024-R-93, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-C “Resolution: Accept Quote for Server Upgrades, Waive Formal Bidding Procedures, & Amend the 2024-2025 Budget” The Council was provided with a proposed resolution that would accept a quote for server upgrades, waive formal bidding procedures, and amend the budget. The Council was also provided with a $30,226.46 quote from Kemper Technology Consulting, of Robinson, Illinois.

City Hall and Police Department offices functioned off of the same server. Recently, the offices were experiencing problems and it was discovered that the server was full and could no longer operate. Mrs. Guinn indicated that Kemper Technology temporarily moved files to different places, but this was a critical issue and files were not being backed up as needed. If approved, funds would come out of Contingencies.

Councilman Eyer moved to approve 2024-R-94, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

9-D “Presentation: Firefighters Pension Required Reporting to Municipality” The Council was provided with a copy of a Firefighters Pension Required Reporting to Municipality as prepared by Mrs. Guinn. This presentation was required by State statute.

Mrs. Guinn reported that as of April 30, 2024, the actuarial value of assets in the Firefighters Pension Fund totaled $2,723,249.00. Last year’s actuarial value was $2,592,323.00.

This year, the Fund gained $253,998.00 from investments. The goal was to receive an investment return of 7.125%, but the return instead came in at 10.22%. The prior year gained $21,691.00 with a 0.92% return.

The Firefighters Pension Fund’s funded ratio was now at 75.9% compared to the prior year’s ratio of 69.28%. The funded ratio would need to hit 90% by 2040. This left unfunded liability at $863,316.00 compared to the prior year’s unfunded liability of approximately $1,180,000.00.

Mrs. Guinn cautioned that this report was created when the Fire Department had only three active employees. The Department now had five active employees which may show less progress next year.

Councilman Eyer asked if the City would hit the 90% unfunded liability goal by 2040. Mrs. Guinn replied that the City should hit that goal if contributing at least the minimum amount dictated by the State each year. The City had been in the habit of making additional contributions over the past several years.

Councilman Eyer moved to accept the Firefighters Pension Required Reporting to Municipality, seconded by Councilman McLaughlin. A majority affirmative voice vote was received.

9-E “Presentation: Firefighters Pension Board Formal Request for Tax Levy” The Council was provided with a Firefighters Pension Board formal request for tax levy.

Mrs. Guinn stated that the Firefighters Pension Board had met on November 12, 2024, and recommended for the Council to approve a tax levy of $201,795.00. Of that amount was the minimum contribution amount of $62,045.00, $14,750.00 in expenses, and an additional contribution amount of $125,000.00.

Last year’s tax levy amount was $215,409.00.

9-F “Presentation: Police Pension Required Reporting to Municipality” The Council was provided with a copy of a Police Pension Required Reporting to Municipality as prepared by Mrs. Guinn. This presentation was required by State statute.

Mrs. Guinn reported that as of April 30, 2024, the actuarial value of assets in the Police Pension Fund totaled $7,539,108.00. Last year’s actuarial value was $7,399,896.00.

This year, the Fund gained $660,640.00 from investments. The goal was to receive an investment return of 6.80%, but the return instead came in at 9.39%. The prior year gained $118,099.00 with a 1.80% return.

The Police Pension Fund’s funded ratio was now at 57.2% compared to the prior year’s ratio of 55.6%. The funded ratio would need to hit 90% by 2040. This left unfunded liability at $5,633,439.00 and was similar to the prior year’s.

Councilman McLaughlin moved to accept the Police Pension Required Reporting to Municipality, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

9-G “Presentation: Police Pension Board Formal Request for Tax Levy” The Council was provided with a Police Pension Board formal request for tax levy.

Mrs. Guinn stated that the Police Pension Board had met on November 13, 2024, and recommended for the Council to approve a tax levy of $654,797.00. Of that amount was the minimum contribution amount of $517,097.00, $19,700.00 in expenses, and an additional contribution amount of $118,000.00.

Last year’s tax levy amount was $636,129.00.

9-H “Discussion: Tax Levy” Earlier in the week, Mrs. Guinn had place tax levy options into the mailboxes of the Council members.

Mrs. Guinn explained that the County Assessor expected the EAV to increase by 8% again this year. Mrs. Guinn recommended a total tax levy amount, including the Library, of $2,384,132.11 compared to the prior year’s levy of $2,376,882.11.

Not including the Library’s levy, Councilman McLaughlin noted the City’s rate 2 years ago being at 1.72008%. He was pleased that it had decreased the next year to 1.62570% and now to 1.54198%.

AGENDA #10 “REPORTS FROM ELECTED AND APPOINTED OFFICIALS”

10-A “Status Report-City Manager” Mr. Barker told the Council that the Main Street Storm Sewer Project had begun. The sanitary sewer relining was also in its second week of work and going well.

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

10-C “Chamber of Commerce Report” Councilwoman Eichhorst said that a ribbon cutting had taken place the week prior at Mane Salon. The Friends of Olney Tree Lighting would also be held at 5:30 p.m. on November 27th with Mt. Gilead singing. The Mayor and Richland County Queen would be in attendance.

December 6th would be the evening of Moonlight Madness with 29 participating businesses. The Councilwoman then said that the Chamber’s next trivia night would be held in January.

The Christmas Light Display in the City Park would also begin the night of Thanksgiving.

Councilman McLaughlin reminded everyone that the Christmas Parade would be held on November 30th at 6:30 p.m.

10-D “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 Fehrenbacher 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 Eichhorst. A majority affirmative voice vote was received.

The meeting adjourned to closed session at 6:18 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 7:07 p.m.

12-A “Approve Minutes of Closed Sessions on November 12, 2024” Councilman Eyer moved to approve the minutes of closed session on November 12, 2024, seconded by Councilwoman Fehrenbacher. A majority affirmative voice vote was received.

12-B “Resolution: Authorize the Destruction of Closed Session Audio” The Council was provided with a proposed resolution that would authorize the destruction of closed session audio.

Councilman McLaughlin moved to approve 2024-R-95 and 2024-R-96, seconded by Councilwoman Eichhorst. A majority affirmative voice vote was received.

12-C “Resolution: Authorize Release of Closed Session Minutes” The Council was provided with a proposed resolution that would authorize release of closed session minutes. Action on this item was taken under Agenda Item 12-B.

12-D “Discussion/Possible Ordinance: Authorize Execution of Lease Between the City of Olney and Bedrock IL PV 10 LLC” Mr. Zuber stated that negotiations had finalized on this proposed land and lease agreement with clarifications being added to the documents.

Councilman McLaughlin moved to approve Ordinance 2024-42, seconded by Councilman Eyer. A majority affirmative voice vote was received.

The City Clerk would draft the ordinance.

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

The meeting adjourned at 7:15 p.m.

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