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CITY OF MONMOUTH
COUNCIL MEETING MINUTES
Date: March 15, 2010 Time: 7:00 p.m. Location: 100 East Broadway
Monmouth, Illinois
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I. CALL TO ORDER & PLEDGE OF ALLEGIANCE
Mayor Rod Davies called the meeting to order in the Council Chambers at City Hall at 7:00 p.m. and led the audience in the Pledge of Allegiance to the Flag.
II. ROLL CALL
City Clerk Susan Trevor called the roll and those answering Present were: Aldermen Tim Heatherly, Dave Rutledge, Dave Bates, Les Dollinger, Bob Wells, Dan Heatherly, Jaime Godina and Alderwoman Vicki McNamara Also Present: Mayor Rod Davies, City Clerk Susan S. Trevor, City Administrator Eric Hanson, 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 – March 1, 2010
It was moved by Alderman Tim Heatherly and seconded by Alderman Les Dollinger to approve the minutes of the March 1st meeting as presented. AYE: Aldermen Tim Heatherly, Rutledge, Bates, Dollinger, Wells, Dan Heatherly, Godina, and Alderwoman McNamara NAY: none MOTION CARRIED.
IV. PRESENTATION TO THE COUNCIL
A. Old Business
There was none to be brought before the Council.
B. New Business
1. Consent Agenda
a. Approval of Bills
It was moved by Alderman Dan Heatherly and seconded by Alderwoman McNamara to approve the Consent Agenda as presented. AYE: Aldermen Rutledge, Bates, Dollinger, Wells, Dan Heatherly, Godina, Tim Heatherly, and Alderwoman McNamara NAY: none MOTION CARRIED.
2. Approval of Farmland Service Agreement
Administrator Hanson explained that this is a ten-year (10) agreement with Farmland Foods and provides for adjustments to the water and sewer rates during the term of the agreement. The water rates are to be on a fixed schedule until November 2013 and thereafter adjusted annually in accordance with the CPI rate authorized under the generally applicable ordinance in effect for the City users of water. For the Sewer rates, Farmland will pay a fixed fee of $675,000.00 for the first year of the agreement and thereafter, the rate will be adjusted annually in accordance with the CPI rate authorized under the generally applicable ordinance in effect for the City users of the sewer system.
Mayor Davies emphasized that this is a positive move forward for a positive future for the City, EMC, and Farmland Foods. It definitely makes a solid partnership with Farmland and the City. Several aldermen expressed praise for the diligent and hard work that Administrator Hanson, the Mayor, and EMC had carried out in order to culminate this agreement with Farmland.
It was moved by Alderman Wells and seconded by Alderman Heatherly to authorize Administrator Hanson and Mayor Davies to sign the Farmland Service Agreement pending Farmland's formal acceptance of the above-mentioned agreement. AYE: Aldermen Bates, Dollinger, Wells, Dan Heatherly, Godina, Tim Heatherly, Rutledge,
and Alderwoman McNamara NAY: none MOTION CARRIED.
3. Yard Waste Agreement with Maple City Recycling
Administrator Hanson explained that this is a one year agreement with an increased cost due to rising fuel costs. The total fee of $12,500 covers all costs. It is a fair agreement according to Administrator Hanson and he recommends approval of the contract. It was moved by Alderwoman McNamara and seconded by Alderman Heatherly to approve the 2010 Yard Waste Contract with Maple City Recycling with an amendment to remove the reference to requirement of purchasing City Stickers for their vehicles. AYE: Aldermen Dollinger, Wells, Dan Heatherly, Godina, Tim Heatherly, Rutledge, Bates, and Alderwoman McNamara NAY: none MOTION CARRIED.
4. Approval of 1st Street Armoury Lease
Administrator Hanson explained that the 1st Street Armoury Board has done a good job with the community aspect of leasing the Armory from the City. The 1st Street Armoury Board wanted to gain some stability with the lease and the City wanted to control costs in regards to ongoing and annual maintenance that should be done by the lessee. A clause that allows the City to sell the Armory if an offer to buy is received was added to the lease. Alderwoman McNamara questioned if the 60 days vacation notice was long enough to allow everyone to move from the premises. Administrator Hanson assured Alderwoman McNamara that the 1st Street Armoury Board signed off on that clause. In addition, Administrator Hanson advised the Council that the new lease covers maintenance up to a certain threshold. It was moved by Alderman Bates and seconded by Alderman Tim Heatherly to approve the new lease with 1st Street Armoury for a term of one year. AYE: Aldermen Wells, Dan Heatherly, Godina, Tim Heatherly, Rutledge, Bates, Dollinger and Alderwoman McNamara NAY: none MOTION CARRIED.
C. Committee of the Whole discussion Items
1. WWTP Update – Joe Pisula, Donohue and Associates
a. Highlights of Start-Up of the North Plant
* Sludge Pump started
* Oxidation ditch rotors operating
* Clairifier will start Wednesday, March 17th
On March 26th most of the start-up should have been completed with the exception of the sludge storage lagoon, which is not essential to the operation in the beginning as there will be no sludge to store.
b. Main Plant
* The pumps that pump the waste water to the North Plant will start this week
* One building at the old Main Plant will be four days late and will not be operational until March 31st.
c. Costs
* To date the construction costs are $31,000 below the bid amount; however always at start-up there can be adjustments, which affect the costs
* Engineering costs to date are $80,000 to $90,000 below the "not-to- exceed" figure due to the following reasons:
1) The general contractor, Williams Brothers, has done a great job
2) Great communication with Williams Brothers and not a great deal of misunderstandings.
3) There were not conflicts with the drawings and the contractor
4) The hourly rate of the inspector was $10.00 cheaper than what was figured in the estimate.
d. Grit Building Lightning Protection
Mr. Pisula reviewed the bids submitted and rejected them as it was felt the figure was too high and not cost effective.
2. MFD February Report – Chief Conard
Chief Conard reviewed the figures of the February Report that showed a total of 67 incidents for the month and 149 incidents YTD. He then invited the Council down to see the newly remodeled office and report room at Station II, 1100 South Main Street.
3. MPD February Report – Chief Ziegler
Chief Zeigler reviewed the MPD activity for the month of February. The report showed 117 arrests; 1046 calls for service; 70.5 grant hours worked and 11,400 miles patrolled. Chief Zeigler also informed the Council that the dispatchers have had trouble hearing people through the glass window in the lobby and therefore, a phone has been installed in the lobby that allows people to speak directly to a dispatcher. There will be a voice box along with cameras that will be placed at the rear door that will enable people who mistakenly come to the back of the building to communicate with the dispatchers at the front of the building.
V. ORDINANCES AND RESOLUTIONS
A. Ordinances
1. 1st Reading
a. 10-008 – Granting Use Variance, 700 block of Industrial Park Drive
Zoning Administrator Chuck Talley explained that Downing Construction requested a variance to construct an office building used for office/commercial rather than current zoning M1 (Limited Manufacturing) zone in the 700 block of Industrial Park Drive. The Zoning Board of Appeals vote was unanimous to grant the variance. It was moved by Alderman Dan Heatherly and seconded by Alderman Rutledge to accept the recommendation of the ZBA and approve Ordinance 10-008 as presented. AYE: Alderwoman McNamara, Aldermen Dan Heatherly, Godina, Rutledge, Bates, Dollinger, and Wells PASSED: T. Heatherly NAY: none MOTION CARRIED.
B. Resolutions
1. 10-007, Supplemental MFT for 04-00068-00-TL and 10-008, MFT Resolution for 05-00069-00-TL
City Clerk Trevor explained that during audits conducted by the new MFT State Auditor it was discovered that inadvertently the City had not passed two different resolutions for the 2004 Traffic Upgrade at West Broadway, Highway 34, and Harlem; and the 2005 Traffic Upgrade at North 6th Street and Highway 34. The passage of these two resolutions will clean up the language for these projects and close the file. It was moved by Alderman Bates and seconded by Alderman Tim Heatherly to approve the above-stated resolutions. AYE: Aldermen Dan Heatherly, Godina, Tim Heatherly, Rutledge, Bates, Dollinger, Wells, and Alderwoman McNamara NAY: none MOTION CARRIED.
VI. BIDS, PETITIONS AND COMMUNICATIONS
There were none to consider.
VII. OTHER BUSINESS
A. City Administrator's Report
City Administrator Hanson announced that the City Clean-Up will be held the week of June 7th through June 11th. There will be flyers posted in various places as to what is allowed to be put out during the clean-up week. He also announced that Representative Meyers has been diagnosed with prostate cancer and most likely would appreciate any cards that anyone would send. In addition, Administrator Hanson provided two possible dates of Wednesday, March 24th or Thursday, March 25th for a Budget Workshop. He asked that each Council member please contact him with a date that would work for them.
VIII. ADJOURNMENT
It was moved by Alderman Dan Heatherly and seconded by Alderman Bob Wells to adjourn the meeting at 7:40 p.m. MOTION CARRIED by unanimous voice vote.
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