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CITY OF MONMOUTH
COUNCIL MEETING MINUTES
JULY 2, 2007
I. CALL TO ORDER & PLEDGE TO THE FLAG
Mayor Rod Davies called the meeting to order in the Council Chambers at City Hall, 100 East Broadway, Monmouth, Illinois at 7:00 p.m. and led the audience in the Pledge of Allegiance to the Flag.
II. ROLL CALL
Present: Aldermen Dan Burgland, Dave Rutledge, Dave Giles, Dave Smith, Bob Wells, Dan Heatherly, Rod Themanson, and Alderwoman Vicki McNamara Also Present: Mayor Rod Davies, City Clerk Susan S. Trevor, City Attorney Marcum Spears, Fire Chief Jim Conard, Police Chief Brad Zeigler, EMC Public Works Director Andy Jackson, Cemetery/Zoning Administrator Chuck Talley, and members of the Press.
III. APPROVAL OF MINUTES
It was moved by Alderwoman McNamara and seconded by Alderman Rutledge to approve the minutes with the correction to be made, under Community Development, Peterson Development – Sewer hookup, to add a zero to make the cost estimate read $21,000 instead of $21,00. AYE: Aldermen Burgland, Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara NAY: none MOTION CARRIED.
IV. PRESENTATION TO THE COUNCIL
A. Old Business
1. Public Safety Building Discussion – Chief Zeigler
Chief Zeigler referred to an update, which was included in the packets, on the proposed Public Safety Building. Chief Zeigler called attention to several adjustments in the original design that would help reduce the cost from the low bid of $4,421,000. The adjustments he mentioned are as follows:
1. The reduction of the square footage
2. Substituting split face block for brick would reduce the cost from 8 to $10,000.
3. Removal of the lower level to save approximately $450,000, which would mean the reduction of office space on the ground floor and eliminating the booking area and the cells used for lockup.
4. Build the basement, but not finish it would have savings around $250,000.
5. Downsize the Secure Area, which would allow for some reduction in the Surveillance and Access Control of the building; however it is unknown what the savings would be from the original $170,000.
Chief Zeigler listed the cost per month for borrowing 2.5 million at 4.27% for 25 years and 2.0 million at 4.47% for 25 years. He also addressed the telecommunications tax received by the City to date, which is a period of 9 months. The monthly average is currently $19,758, but does fluctuate according to Chief Zeigler. If the monthly average continues to be that quoted amount, then the yearly income should be around $237,096. This income would be adequate to pay the debt service for the Public Safety Building and have monies left for police pensions according to Chief Zeigler. He also pointed out that the construction costs are in line with the other large projects being built in the City.
In addition, the Mayor and Chief Zeigler have been looking into low cost loans for rural communities and a USDA Grant.
In conclusion, Chief Zeigler emphasized that there is a timeline on two issues:
1. The bids are good for 60 days after opening
2. Inflation in construction has been around 10 percent per year
He asked the Council for their input as to what they wanted to do and a cost figure for constructing the Public Safety Building that they would feel comfortable approving.
Alderman Wells asked the Mayor if the current figures for the construction of the Public Safety Building as currently designed and proposed is possible. Mayor Davies responded that he felt that was something that the Public Safety Building Committee and the Finance Committee should sit down and work out. He was not sure that there was enough room in the budget to cover the proposed Public Safety Building; our pension fund obligations; the debt service, and still leave a margin for error. Mayor Davies also said that at 2 million being withdrawn from the Capital Reserve Fund and borrowing 1 million, the City probably would be fine, but that he was not convinced that an additional 1 million having to be borrowed would be in the best interests of the City. During the ensuing discussion, several different aspects were explored such as extending a loan out longer, the amount of the tax levy used to fund the pensions, the amounts coming in from the telecommunications tax, and the different avenues that the Mayor is exploring to see if there are funds available in grants or low interest loans. Mayor Davies explained that he would get some data by the end of the week in order for the Council to review a revenue and expenditures schedule, and an amortization schedule. Alderman Heatherly said that he would meet with any of the Finance Committee, Kathy Johnson, City Accounts Manager, and the Mayor to put some figures together to give to the Council in order for them to determine how they want to proceed.
B. New Business
There was none to be considered.
V. COMMITTEE REPORTS
A. Public Works – Chairman Dave Smith
1. MFT Bid Results and Possible approval for 2007 MFT Project
Andy Jackson, EMC Public Works Director, reported to the Council that the MFT bids were opened at 10:00 a.m. this morning, July 2 nd, and Gunther Construction had the low and only bid at $486,489.96. It was moved by Alderman Rutledge and seconded by Alderman Smith to accept the afore-stated bid from Gunther Construction. AYE: Aldermen Burgland, Rutledge, Giles, Smith, Wells, Heatherly, Smith, and Alderwoman McNamara NAY: none MOTION CARRIED.
2. Approval of Minutes – June 18, 2007
It was moved by Alderman Themanson and seconded by Alderman Wells to approve the minutes of the June 18 th meeting as presented. MOTION CARRIED by unanimous voice vote.
3. Well #9 Update – Andy Jackson
Mr. Jackson informed the Council that last week EMC had an emergency pull of the motor in Well #9 as the thrust bearing in the motor failed. Fortunately, the City had a spare motor, which was installed after the failed motor was pulled, and Well #9 is back in service. Water Well Solutions, which is the company that pulled the failed motor and installed the spare motor, came up with a solution to repair and modify the failed motor in order to be able to use it as a backup motor for all the wells. Currently, the City doesn't have a spare motor that can be used for all the wells due to the differentials in horsepower in the motors that operate the different wells. Mr. Jackson also reported that EMC is 8 months into their fiscal year and is $20,000 over on their maintenance and repair budget. Part of the reason for the overage, according to Mr. Jackson, is the $30,000 that has been spent on tree removal due to dead boulevard trees and trees lost in the ice storm. Mr. Jackson also said that he has no new information on installation prices for the scales and he has received two prices for televising the sewer. One of the prices is per foot and the other price is per hour. He will compare these prices and come prepared to make a recommendation at the next Council meeting.
B. Public Safety – Chairman Dan Burgland
He asked Chief Zeigler as to his report concerning placement of a stop sign on West 6 th Avenue. Chief Zeigler said that he had studied the site and determined that due to the way the road is configured that a stop sign would not be a good solution. He said that if the police could be notified when the perpetrators are speeding, the department would certainly try to apprehend them. Alderman Burgland asked for an opinion as to the stop sign that is on South Main where the kids used to cross to go to school. He has had several people ask if that stop sign is still necessary. During discussion, several aldermen felt that there were still a large number of children crossing at that intersection and that it was important to leave the stop sign in place.
C. Community Development – Chairman Dave Giles
1. Reservation Policy and Dump Fee Adjustment for Campground
At Chairman Giles' request, City Clerk Trevor explained after talking with Fran Sells, the campground manager, other campers and staff, it was felt by all concerned that an adjustment might be necessary for the dump fees at the Campground. Currently, the City is charging non-site campers $15.00 and after checking with other campgrounds in the area, City Clerk Trevor discovered that the City was charging a much higher dump fee; therefore, she was proposing to change the dump fee to $5.00. City Clerk Trevor also proposed initiating a consistent reservation policy for the campground. The proposed policy would allow for advance reservations by calling the campground from around April 1 st through October 31 st and then calling City Hall during the months that the campground is closed. No refunds of fees paid for camp sites would be made during the actual camping season except in the case of a health emergency, death in the family, or a natural disaster. It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to approve the adjusted dump fee of $5.00 for non-site users along with the new reservation policy. AYE: Aldermen Smith, Wells, Heatherly, Themanson, Burgland, Rutledge, Giles, and Alderwoman McNamara NAY: none MOTION CARRIED.
2. Banner on Square – M-R Education Foundation
LuAnn Fry from the Monmouth-Roseville Education Foundation requested permission to display a banner (advertising their 15 th annual event on August 11, 2007 at 8:00 a.m.) in the Public Square from Sunday, August 5 th through Saturday, August 11 th. It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to approve the above-stated request by the M-R Education Foundation. AYE: Aldermen Wells, Heatherly, Themanson, Burgland, Rutledge, Giles, Smith, and Alderwoman McNamara NAY: none MOTION CARRIED.
3. Zoning Personnel – Chuck Talley
Mr. Talley explained to the Council that he had discussed with the Mayor that his department was in immediate need for a part-time employee to assist Mr. Talley with the junk and debris enforcement during the busy season. The hours would be from around 9:00 a.m. to 1:00 p.m. beginning April 1 st to the middle of November. The Council directed Mr. Talley to advertise the position and interview for a part-time zoning employee to handle observing and handling of junk and debris enforcement.
D. Finance/Audit – Chairman Heatherly
1. Approval of Bills
It was moved by Alderman Giles and seconded by Alderman Burgland to approve the bills as presented. AYE: Alderwoman McNamara, Aldermen Heatherly, Themanson, Burgland, Rutledge, Giles, Smith, and Wells.
NAY: none MOTION CARRIED.
VI. ORDINANCES
A. 1 st Reading
1. 07-017 – Authorizing Sale of Surplus Property – 1997 Ford Crown Victoria
It was moved by Alderman Themanson and seconded by Alderwoman McNamara to approve Ordinance 07-017 as presented. AYE: Alderman Heatherly, Themanson, Burgland, Rutledge, Giles, Smith, Wells, and Alderwoman McNamara NAY: none MOTION CARRIED.
2. 07-018 – vacating Portions of College Place, E. Boston, and E. Clinton It was moved by Alderman Smith and seconded by Alderman Wells to approve Ordinance 07-018 as presented. AYE: Aldermen Themanson, Burgland, Rutledge, Giles, Smith, Wells, Heatherly, and Alderwoman McNamara NAY: none MOTION CARRIED.
VII. RESOLUTIONS
A. 07-003 – Sale of Surplus Real Estate – 521 West 6 th Avenue
Mayor Davies pointed out that he felt that the deadline for the submission of bids for the Western Stoneware Building at 521 West 6 th Avenue that is listed under TRACT II, Item 7, should be extended from July 30, 2007 to August 29, 2007. The bid opening would be at 4:00 p.m. that same day of August 29, 2007. It was moved by Alderwoman McNamara and seconded by Alderman Rutledge to approve Ordinance 07-003 with the extended submission deadline to August 29, 2007. AYE: Aldermen Burgland, Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara NAY: none MOTION CARRIED.
VIII. OTHER BUSINESS
A. Purchase of Boccuzzi Property
It was moved by Alderwoman McNamara and seconded by Alderman Wells to authorize the Mayor and City Clerk to enter into an agreement with John and Jane Boccuzzi to purchase Lot 16 in Block One of Oak Park Subdivision for no more than $10,000. AYE: Aldermen Rutledge, Giles, Smith, Wells, Heatherly, Themanson, Burgland, and Alderwoman McNamara NAY: none MOTION CARRIED.
B. Appeal of ZBA Decision – George Vanskike
Mr. Vanskike of 1025 South 6 th, asked the Council to overturn the ZBA's decision to deny him permission to have a trailer in which he desired to reside on his property located at 1229 S. Main Street. He stated that he felt that it would upgrade his property and help increase taxes in that area. Mr. Talley explained that the property was zoned B-2 not R-1 and therefore, Mr. Vanskike had to go for a use variance and the Zoning Board of Appeals denied his request. The Council supported the ZBA's denial.
IX. ADJOURNMENT
It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to adjourn the meeting at 8:10 p.m. MOTION CARRIED by unanimous voice vote.
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