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CITY OF MONMOUTH
COUNCIL MEETING MINUTES
MAY 7, 2007
I. CALL TO ORDER & PLEDGE TO THE FLAG
Mayor Rod Davies called the meeting to order and led the audience in the Pledge of Allegiance to the Flag.
II. ROLL CALL
Present: Aldermen Dave Rutledge, Dave Giles, Dave Smith, Bob Wells, Dan Heatherly, Rod Themanson, and Alderwoman Vicki McNamara Absent: Alderman Dan Burgland 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
A. Approval of April 16, 2007 Minutes
It was moved by Alderwoman McNamara and seconded by Alderman Rutledge to approve the minutes of the April 16 th meeting as presented. AYE: Aldermen Rutledge, Giles, Wells, Heatherly, Themanson, and Alderwoman McNamara PASS: Alderman Smith ABSENT: Alderman Burgland NAY: none MOTION CARRIED
IV. SWEARING-IN OF ELECTED COUNCIL MEMBERS – Judge Ron Tenold
Retired Judge Ron Tenold swore in the newly elected incumbent aldermen as follows:
1 st Ward – Alderman Dave Rutledge
2 nd Ward – Alderman Dave Smith
3 rd Ward – Alderman Bob Wells
4 th Ward – Alderman Dan Heatherly
V. Old Business
Alderman Dave Giles informed the Council that on Saturday, April 28 th, two groups of 6 th graders from Lincoln School, who were participating in Chores for Charity, did a fantastic job at Citizens Lake in cleaning up litter. The students bagged 7 bags of leaves at the campground along with 2 bags of trash and 17 bags of litter around the lake area.
1. Waste Management Fuel Surcharge and possible Approval of Contract
Dave Schaab, Municipal Manager for Waste Management in Central Illinois, addressed the Council to clarify questions that had been raised concerning the fuel surcharges included in the new contract with their firm. According to Mr. Schaab, there is an opening on an annualized basis for price change for those basically defined services. Waste Management asked for an annual re-opener on fuel surcharges due to the fact that since the first negotiated contract diesel fuel prices have gone from $1.49to the current price of $2.87. Obviously, this has an impact on the costs incurred by Waste Management. According to Mr. Schaab, the contract was based on $3.00 per gallon with an annual basis to review. Mr. Schaab also said that if the price of diesel fuel drops, the City will see an advantage and if it goes up to $3.18, the City will not see anythingIn response to Alderman Themanson's question as to whether the City will be able to ask for a decrease if the price of diesel fuel goes down, Mr. Schaab said that the City is certainly entitled to ask for a decrease just as Waste Management is allowed an annual review to ask for an increase. Waste Management always looks at the most cost efficient methods to deliver excellent service to its customers according to Mr. Schaab. It was moved by Alderman Giles and seconded by Alderman Wells to approve the new contract with Waste Management for the pickup of solid waste in the City of Monmouth AYE: Aldermen Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED. Alderman Heatherly added that he did a background study as to the original intent for a reserve fund in order to not have to raise rates as the costs of solid waste pickup increased. At the inception of the contract, the City was billing each unit $8.50, but was actually being charged $7.59 with the intent that the difference would be placed in a reserve fund for the above-stated reason; however, there was a discrepancy on what the City was billing and being charged due to multiple dwelling units that were only being charged for one unit; therefore, there was not enough money to create a reserve fund. This matter has been corrected and the count is accurate. Alderman Heatherly recommended that the Council consider building up several years of reserve beginning this year in order to not have to raise rates significantly in the immediate future.
2. Proclamation – National Nurses Week
Mayor Rod Davies read and presented a proclamation for National Nurses Week, which is May 6 th through the 12 th, to Joan Larson, RN.
3. Mayoral Appointments to Boards, Commissions, Standing Committees, and Department Heads
Mayor Davies proposed the following individuals to fill positions as detailed:
1. Bob Hawk, Board of Police and Fire through August 2009
2. Al McGuire, Plan Commission through May 2010
3. David Noel, Zoning Board of Appeals through May 2012
4. Dennis Rhodes, to replace George Brinkman, Zoning Board of Appeals through May 2012
5. Judge Ron Tenold, to replace Lowell Neal, Zoning Board of Appeals through August 2011
6. Ryan Bingman, to replace John Kennedy, Plan Commission through September 2009
7. Kathy Johnson, Affirmative Action Officer, 2007-2008
8. Brad Zeigler, Chief of Police, 2007-2008
9. Jim Conard, Fire Chief, 2007-2008
10. Marcum Spears, Corporate Counsel, 2007-2008
11. Chuck Talley, Zoning Administrator, 2007-2008
It was moved by Alderman Giles and seconded by Alderwoman McNamara to approve the above-stated Mayoral appointments as presented. AYE: Aldermen Giles, Smith, Wells, Heatherly, Themanson, Rutledge, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
Mayor Davies proposed the following appointments to the Standing Committees of the Council as follows:
Community Development
Dave Giles, Chairman (2), (3)Vicki McNamara, (1) Dave Rutledge, (4) Dan Heatherly
Committee Finance Committee
(4) Dan Heatherly, Chairman, (2) Dave Giles, (1) Dan Burgland, (3) Vicki McNamara
Public Safety Committee
(1) Dan Burgland, (4) Rod Themanson, (3) Bob Wells, (2) Dave Smith
Public Works Committee (2) Dave Smith, Chairman, (4) Rod Themanson, (1) Dave Rutledge, (3) Bob Wells
It was moved by Alderman Giles and seconded by Alderwoman McNamara to approve the Mayoral appointments to the Standing Committees as presented. AYE: Aldermen Giles, Smith, Wells, Heatherly, Themanson, Rutledge, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
4. Partial Abatement of Bond
It was moved by Alderman Wells and seconded by Alderman Heatherly to approve the Partial Abatement of Taxes heretofore levied for the payment of General Obligation Bonds, Series 2007. AYE: Alderman Wells, Heatherly, Themanson, Rutledge, Giles, Smith, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
5. Employment of Search Firm Contract for Search of New Administrator
Mayor Davies explained that the City basically has two options:
1. The City can conduct the search themselves and use the assistance of the "Range Riders" from the IML. The only costs incurred would be the cost of bringing in different candidates and what costs they would be reimbursed.
2. The City could employ an Executive Selection Professional firm, which would advertise and search for qualified candidates. This firm would review the candidate's resumes and would then send the best candidates to fit the City's needs to be interviewed.
During the ensuing discussion, Alderman Heatherly and Alderman Smith said that based on their experience when the City hired their first administrator, that hiring a professional search firm would be the best method to find a new administrator. It was moved by Alderman Heatherly and seconded by Alderman Rutledge to approve the contract with The Mercer Group, Inc. to conduct an executive search for a new City Administrator with the cost of the contract to be $13,500 plus not-to-exceed expenses of $8,000. AYE: Alderwoman McNamara, Aldermen Heatherly, Rutledge, Giles, Smith, and Wells ABSENT: Alderman Burgland NAY: Alderman Themanson MOTION CARRIED.
VI. COMMITTEE REPORTS
A. Public Works – Chairman Rod Themanson
1. Approval of Minutes – April 16, 2007
It was moved by Alderman Wells and seconded by Alderman Rutledge to approve the minutes as presented. MOTION CARRIED by unanimous voice vote.
B. Public Safety – Acting Chairman Dave Giles
1. Hours to Burn
It was moved by Alderman Wells and seconded by Alderman Heatherly to direct the City Attorney to draw up an Ordinance to change the hours to burn within the City limits to be from Noon to 8:00 p.m. seven days a week. AYE: Aldermen Themanson, Rutledge, Giles, Smith, Wells, Heatherly, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
After continued discussion concerning the burning hours, it was moved by Alderman Smith and seconded by Alderman Themanson to amend the previous motion to allow no burning on Sunday and the hours to be from Noon to 8:00 p.m. Monday through Saturday. AYE: Aldermen Giles, Smith, Wells, Themanson, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: Aldermen Rutledge and Heatherly MOTION CARRIED.
2. Block Party for Monmouth Nursing Home
It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to approve the request by Monmouth Nursing Home to block off South H Street next to the Nursing Home to host a block party on May 16 th from 5:00 p.m. to 7:00 p.m. AYE: Aldermen Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
C. Community Development – Chairman Dave Smith
1. Banner Requests – Warren County Library & Security Savings
It was moved by Alderman Heatherly and seconded by Alderman Rutledge to approve the request by Warren County Library to place a banner in Central Park from May 8 th through June 5 th and by Security Savings to place a banner on the Northwest corner of the Highway 34 bypass and North 11 th Street from May 21 st through June 3 rd. AYE: Aldermen Giles, Smith, Wells, Heatherly, Themanson, Rutledge, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
D. Finance/Audit – Chairman Dave Giles
1. Approval of Bills
It was moved by Alderwoman McNamara and seconded by Alderman Themanson to approve the bills as presented. AYE: Aldermen Smith, Wells, Heatherly, Themanson, Rutledge, Giles, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
VII. RESOLUTIONS
A. 07-001 – 2007 MFT Resolution
Andy Jackson explained this is the annual resolution and engineering service agreement with the State that is passed each year to receive Motor Fuel Tax funds to overlay designated streets in the City. Alderwoman McNamara asked for an overlay schedule to which Mr. Jackson stated that he would place one in all of the Aldermen's boxes. It was moved by Alderwoman McNamara and seconded by Alderman Heatherly to approve the 2007 MFT Resolution. AYE: Aldermen Wells, Heatherly, Themanson, Rutledge, Giles, Smith, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
VIII. ORDINANCES
A. 1 st Reading
1. 07-010 – Granting a Variance 220 Pine Park
It was moved by Alderman Heatherly and seconded by Alderman Themanson to accept the recommendation of the Plan Commission and approve 07-010 as presented. AYE: Alderwoman McNamara, Aldermen Heatherly, Themanson, Rutledge, Giles, Smith, and Wells ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
2. 07-011 – Granting Change in Zoning – 515 E. Euclid Avenue
Mr. Talley, Zoning Administrator, reported that the Zoning Board of Appeals granted a change in zoning for the property of the old hospital at 515 E. Euclid Avenue in order to build a parking lot once the old hospital is demolished. Mr. Gladfelter from the college reported that there would be approximately 126 spaces in the lot. It was moved by Alderman Heatherly and seconded by Alderman Themanson to accept the recommendation of the Zoning Board of Appeals and approve 07-011 as presented. AYE: Aldermen Heatherly, Themanson, Rutledge, Giles, Smith, Wells, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
IX. OTHER BUSINESS
A. Appeal from Zoning Board of Appeals Discussion
Mr. Talley, Zoning Administrator, explained that the ZBA had a tie vote on the zoning variance requested by Mr. Chuck Fry for his business, Traditional Amish Hardwoods. It takes a concurrence of four members of the Board in order to approve the variance and the tie was three to three. City Attorney Spears told the Council that they could support the denial or with a 2/3 majority vote, they could overturn the denial. Mr. Chuck Fry, owner of Traditional Amish Hardwoods addressed the Council to ask for their support and explained that he wants to put a small addition on the North side of his existing building. With the addition, the building would come within two feet of the property line instead of the normally required 25 feet. He feels that this would be good for the community and would not be a safety issue, as the addition would line up across the street with the tanning business. When asked about adding onto his building to the South, Mr. Fry said that it's a separate piece of property and he has spent $50,000 on that particular piece of property and doesn't want to negate that. Mr. Smith, owner of S & S Garage at 105 W. Detroit, which is right next to Mr. Fry's business, felt that the addition would be a safety issue particularly for his customers trying to get in and out of his shop. It will also cause problems with his customer's parking. Mr. Smith reported that he had been told by his insurance company that his premiums likely will increase due to safety concerns. After some further discussion, it was moved by Alderman Themanson and seconded by Alderman Heatherly to send the issue back to the Zoning Board of Appeals to be re-considered. AYE: Aldermen Themanson, Rutledge, Smith, Wells, Heatherly, and Alderwoman McNamara NAY: Alderman Giles ABSENT: Alderman Burgland MOTION CARRIED.
X. EXECUTIVE SESSION
It was moved by Alderman Smith and seconded by Alderwoman McNamara to go into Executive Session at 8:25 p.m. AYE: Aldermen Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: NONE MOTION CARRIED.
XI. RETURN TO REGULAR SESSION
It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to return to Regular Session at 8:55 p.m. AYE: Aldermen Rutledge, Giles, Smith, Wells, Heatherly, Themanson, and Alderwoman McNamara ABSENT: Alderman Burgland NAY: none MOTION CARRIED.
XII. ADJOURNMENT
It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to adjourn the meeting at 8:55 p.m. MOTION CARRIED by unanimous voice vote with the exception of Alderman Burgland, who was absent.
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