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CITY OF MONMOUTH
COUNCIL MEETING MINUTES
APRIL 16, 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, Bob Wells, Dan Heatherly, Rod Themanson, and Alderwoman Vicki McNamara Absent: Alderman Dave Smith 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 of the April 2 nd meeting as presented. AYE: Aldermen Rutledge, Giles, Wells, Heatherly, Themanson, and Alderwoman McNamara PASS: Alderman Burgland NAY: none ABSENT: Alderman Smith
IV. PRESENTATION TO THE COUNCIL
A. Old Business
1. Solid Waste Disposal Contract
Mayor Davies explained he, Andy Jackson, EMC Public Works Director, and City Attorney Spears have reviewed the Contract that reflects the tentative agreement approved by the Council at its March 19th meeting. Mayor Davies asked City Attorney Spears to explain the legal issue of "going out for public bid" to the Council. City Attorney Spears explained that the Council, by a 2/3 vote, can waive "going out for public bid" and can thus legally approve the proposed contract. Mr. Spears also pointed out that the $8.50 charge on the Water bill is set by ordinance and after the 1 st of the year, the fee is not sufficient to cover future charges to be made according to the proposed contract; therefore, there is a need to place this issue on the agenda in order to determine how to cover what is going to be paid out. Alderman Heatherly asked to address this matter and explained that originally when the $8.50 per month fee was collected on the water bill and the charge to the City was $7.59 per month, the excess was to be placed into a fund to cover future increases in order not to have to raise the fee within the first year or so after initiating the charge for garbage pickup. In checking into the matter, Alderman Heatherly discovered that somehow it was not watched properly and the amount of approximately $9,000 for the first year was not there. After the first year, the City was just about breaking even and the money is not there to cover the amount charged to the City for each unit of pickup. It was just about six months ago, when this was discovered. Alderman Heatherly expressed his opinion that it did not seem just to charge the taxpayers for the City's mistake. Mayor Davies said that given the fact that Waste Management is extending the current rates for the next six months, the City will have time to address this issue plus the fact that there is to be a quarterly review of the new contract, which should help the City keep abreast of any needed adjustments.
Alderman Giles questioned "fuel price adjustments" clause in the new proposed contract and how this would affect the City's ability to budget for these "adjustments". Mayor Davies said that according to the language of the new agreement, these "adjustments" would be presented prior to the anniversary date of the contract, which is June 1 st. In further discussion, Mr. Jackson, EMC Public Works Director, explained that the $3.00 per gallon or less for diesel fuel figure that Waste Management quoted in the contract was a figure that given the fluctuations in fuel prices, Waste Management felt they could live with. However, if the price of diesel fuel went significantly over that amount, then they would need to ask for an adjustment by the contract anniversary date of June 1 st. The key words in this fuel adjustment clause are ". . . for your approval", according to Mr. Jackson and he also felt that Waste Management was balancing fuel price adjustments by offering more services at no increased cost to the City, such as freezing disposal costs at the transfer station for an additional year. Mr. Schaab is also looking for a reasonably priced scale for the transfer station for the City according to Mr. Jackson. The Council asked City Attorney Spears to contact Mr. Schaab from Waste Management and ask for clarification of these "fuel adjustment charges" and bring that information to the May 7 th Council meeting.
B. New Business
There was none to consider.
V. COMMITTEE REPORTS
A. Public Works – Chairman Rod Themanson
1. Well #5 Pump
Chairman Themanson explained that at the committee meeting, EMC Public Works Director Andy Jackson explained that Well #5 has a significant drop of gallons per minute being produced and the City has been unable to correct the problem. It was determined that most probably the foot valve in the pump is at fault. There were two bids received with $21,000 from Water Well Solutions being the lowest. It was moved by Alderman Rutledge and seconded by Alderwoman McNamara to accept the bid of $21,000 from Water Well solutions with the understanding if there were additional problems discovered after the pump was pulled that the cost might increase. AYE: Alderman Giles, Wells, Heatherly, Themanson, Burgland, Rutledge, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
B. Public Safety – Chairman Dan Burgland
It was moved by Alderman Giles and seconded by Alderman Themanson to accept the recommendations of the committee and approve: 1) Parking Variance on west side of North 9 th St for the Green Solutions Expo on April 20 th from 11:00 a.m. to 2:00 p.m. 2) Annual requests from the Warren County Prime Beef Festival Committee for the Prime Beef Festival from September 5 th through September 8 th.
Annual Rotary B-B-Q requests to set up a table in the middle of West Archer between North A and North B Streets as well as the use of a City truck for disposal of trash on Tuesday, June 12 th from 4:30 p.m. to 7:00 p.m. 4) MACC Monmouthfest annual requests for the streets in the 100 blocks surrounding the square to be barricaded by City employees at 3:00 p.m. on Friday, July 13 th until 10:30 p.m. as well as being able to place a banner beginning June 23 rd through July 13 th. 5) Western Illinois Animal Rescue Group's request to use City streets on May 5 th from 9:00 a.m. until approximately 11:00 a.m. for their 3 rd annual 5K run. AYE: Aldermen Wells, Heatherly, Themanson, Burgland, Rutledge, Giles, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
C. Community Development – Acting Chairman Vicki McNamara
1. La Pequenita Mexican Cinco de Mayo Celebration in Market Alley
Ray Gillen, owner of La Pequenita and sponsor of the Cinco de Mayo celebration apologized for his being unable to make the scheduled committee meeting prior to the Council meeting and thanked the Council for hearing his petition to use Market Alley on May 5 th from 6:00 until 10:00 p.m. for the Cinco de Mayo event. Food will be served, along with recorded music, some entertainment, and speeches from invited guests. Mr. Gillen explained that there would be no alcohol served. It was moved by Alderman Themanson and seconded by Alderman Rutledge to approve the above-stated request by Mr. Gillen. AYE: Aldermen Wells, Heatherly, Themanson, Burgland, Rutledge, Giles, and Alderwoman McNamara ABSENT: Alderman Smith 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: Alderwoman McNamara, Aldermen Heatherly, Themanson, Burgland, Rutledge, Giles, and Wells ABSENT: Alderman Smith NAY: none MOTION CARRIED.
2. Approval of 2007-2008 Budget
It was moved by Alderman Themanson and seconded by Alderman Wells to approve the 2007-2008 Budget with the adjusted figures on pages 14, 16, and 61. AYE: Aldermen Heatherly, Themanson, Burgland, Rutledge, Giles, Wells, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
3. Maintenance Items
It was moved by Alderman Themanson and seconded by Alderwoman McNamara to approve the expenditures for maintenance at City Hall for plumbing, kitchen floor replacement, and the repair of the Men's restroom at Citizen's Lake. AYE: Aldermen Themanson, Burgland, Rutledge, Giles, Wells, Heatherly, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
VI. ORDINANCES
A. 1 st Reading
1. 07-009--Amending Section 115.24 (B) (2) of Chapter 115 – Licenses
City Clerk Susan Trevor explained that the language as to who was collecting the fees needed to be changed from "liquor commissioner" to City Clerk as it is the clerk's office that has been collecting the fees not the liquor commissioner. It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to approve Ordinance 07-009 as presented on its 1 st Reading. AYE: Aldermen
Burgland, Rutledge, Giles, Wells, Heatherly, Themanson, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
VII. OTHER BUSINESS
There was none to consider.
VIII. EXCUTIVE SESSION
It was moved by Alderman Heatherly and seconded by Alderman Themanson to go into Executive Session at 7:30 p.m. AYE: Aldermen Rutledge, Giles, Wells, Heatherly, Themanson, Burgland, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
IX. REGULAR SESSION
It was moved by Alderwoman McNamara to return to Regular Session at 7:46 p.m. AYE: Aldermen Giles, Wells, Heatherly, Themanson, Burgland, Rutledge, and Alderwoman McNamara ABSENT: Alderman Smith NAY: none MOTION CARRIED.
It was moved by Alderman Heatherly and seconded by Alderman Rutledge to approve a 3% increase for all non-union employees and a set increase in salary for two administrative assistants. AYE: Aldermen Wells, Heatherly, Burgland, Rutledge, Giles, and Alderwoman McNamara ABSENT: Alderman Smith PASS: Alderman Themanson NAY: none MOTION CARRIED.
X. ADJOURNMENT
It was moved by Alderman Heatherly and seconded by Alderwoman McNamara to adjourn the meeting at 7:46 p.m. MOTION CARRIED by unanimous voice with the exception of Alderman Smith, who was absent.
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