ASSUMPTION CITY COUNCIL MEETING
Wednesday, February 3, 2021
Meeting called to order at 7:00 p.m. by Mayor Roger Cox who led the Pledge of Allegiance.
Roll call was answered by Aldermen Sue Burgess, Barb Coughlin, Derek Page, Selena Reed, Kandy Smith and Melody Stuart. Also present were Mayor Roger Cox, Attorney Jordan Klein, Treasurer Debbie Damery and City Clerk Janet Waller.
Present in the audience is Mark Bingham from Chastain and Associates, Rajita Singhal from Chastain and Associates, Shana Sloan, Rick Bradshaw, Bob Bantner, Joe Mink, Felicia King, Earl Simmons, Taylor Vidmar from the Golden Prairie News, Jim Stoddard, Deb Stoddard and Joe Cochran.
Council Member Smith, seconded by Council Member Coughlin, made a motion to approve the minutes of the January 6, 2021 Council Meeting. Motion carried with Alderman Stuart, Smith, Reed, Page, Coughlin and Burgess aye and 0 nays.
Council Member Page, seconded by Council Member Stuart, made a motion to approve payment of bills as they appear on Warrant Sheets. Motion carried with Alderman Coughlin, Burgess, Page, Reed, Stuart and Smith voting aye and 0 nays.
Treasurer’s Report:
CD # Invested at Term_____
General 1212724 $20,173.52 FNB Pana 3 month
Council Member Page, seconded by Council Member Reed, made a motion to renew General CD 1212724 at Treasurer’s discretion at best possible rate. No discussion. Motion carried with Alderman Burgess, Smith, Stuart, Page, Reed and Coughlin.
Mayor’s Comments:
City Attorney:
Under New Business:
Council Member Smith, seconded by Council Member Coughlin, made a motion to approve the audit by Adam Mathias for 2021. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over the 4 bids for 315 N St John Street. Hutchens $8,510.00, Coleman Excavating $6,400, Holthaus/Beyers $18,560.00 and Josh Burgener $9,850.00. Council Member Coughlin, seconded by Council Member Smith, made a motion to approve Coleman Excavating for the demolition of 315 N St John Street. Motion carried with Alderman Page, Burgess, Coughlin, Reed, Stuart and Smith voting aye and 0 nays.
The Sarah Street Project was discussed about changing the sidewalk to the East side of the Street. Mark Bingham discussed the funding is coming from the DCEO revolving loan closeout funds. Proposed construction will be the summer of 2021. Council Member Smith, seconded by Council Member Page, made a motion to approve the Sarah Street Sidewalk Project change to the East side of the street instead of the West and for the City to put in a new sidewalk at 215 Sarah Street. Motion carried with Alderman Stuart, Smith, Reed, Page, Coughlin and Burgess voting aye and 0 nays.
The council discussed the proposal for 129 S Chestnut prepared by Moran and Associates. Council Member Smith, seconded by Council Member Page, made a motion to approve the TIF application for 129 S Chestnut Street for a one time TIF payment of $5,000. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over a proposal for a new TIF Façade Improvement Program for local businesses. Council Member Page, seconded by Council Member Burgess, made a motion to approve the new TIF Façade Improvement Program with a $2,500 maximum match from the TIF funds with an approved application and a limit of $15,000 thru the end of the current Fiscal Year. Motion carried with Alderman Coughlin, Burgess, Page, Reed, Smith and Stuart voting aye and 0 nays.
Council Member Page, seconded by Council Member Smith, made a motion to approve Resolution 2021-1 Adopting the Assumption Façade Improvement Grant Program. Motion carried with Alderman Burgess, Coughlin, Stuart, Page, Reed and Smith voting aye and 0 nays.
Council Member Smith, seconded by Council Member Stuart, made a motion to approve Resolution 2021-2 Authorizing an Agreement with Jim Smith for the provision of the TIF funds for an existing building renovation project. Motion carried with Alderman Smith, Reed, Coughlin, Stuart, Page and Burgess voting aye and 0 nays.
The council went over the amounts of residential rate increases for Advanced Disposal that was paid by the City for the last 2 years. The council discussed if it is possible for the City to pay for the third year of the rate increase and it was tabled.
Council Member Coughlin, seconded by Council Member Stuart, made a motion to approve $1,300 for valves, fittings and yolks for the distribution system. Motion carried with Alderman Smith, Reed, Coughlin, Stuart, Page and Burgess voting aye and 0 nays.
The council discussed the Sewer Disbursement for $148,352.98 for Petersburg Plumbing, $13,994.28 for Engineering for a total of $162,347.26. Council Member Stuart, seconded by Council Member Smith, made a motion to approve the Sewer Disbursement payment of $148,352.98 for Petersburg Plumbing, $13,994.28 for Engineering for a total of $162,347.26. Motion carried with Alderman Page, Burgess, Smith, Coughlin, Reed and Stuart voting aye and 0 nays.
The council discussed the Water Project Disbursement for $71,933.40 for Burdick Heating and Plumbing, $41,750.28 Water Meters and $947.55 Engineering for a total of $114,631.23. Council Member Stuart, seconded by Council Member Smith, made a motion to approve the payment of the Water Disbursement for $71,933.40 for Burdick Heating and Plumbing, $41,750.28 Water Meters and $947.55 Engineering for a total of $114,631.23. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over previous payments for the Water Project Disbursement. $6,120.00 to Burdick Heating and Plumbing for lead; $5,400 Burdick Plumbing and Heating – Division A; $2,880 Watermains – Division B; $18,000 Water Meters – Division C.
Mark Bingham from Chastain and Associates updated the council on the Sanitary Sewer Project Phase 1. The project is currently going thru the alleys from Samuel to Second Street. The City is responsible for maintaining access to the slag pile. The roads are in poor shape due to the freeze and thaw of the weather. Petersburg will work on maintaining the roads until asphalt can be done in the Summer 2021.
The Water System Improvements Project Phase 1 has installed watermains on First Street and 95% water meters have been installed. The next step is to work on replacing the lead lines. Mark discussed the City could increase the contract with Chastain and Associates to help with the lead replacement. The council recommended sending it to the Water Committee for further discussion. Mayor Cox would like a meeting with the engineers and the contractors working on the current projects before the next water meeting February 16 at 5:30 pm.
Mark gave an update on the Water Systems Improvement Project Phase 2. A Public Hearing was held tonight at 6:30 pm to notify the public regarding the PIED and we will have a comment period for 10 days. The next step is to turn in the documents for approval for the
construction of the Water Plant and whether to build new or remodel the current water plant with updates needed.
The Sanitary Sewer Project Phase 2 will be discussed at the next water meeting. There is discussion of possibly pushing off the Phase 2 for a few months to allow monitoring of the Phase 1 project.
John Holthaus was on the telephone via speaker to discuss land at the Slag Pile.
An audience member noted there has been some issues regarding the Sewer Project and getting everything fixed to the original state it was in. The football field needs to be a playable field and returned to the original state. There is a manhole cover in the playing field area that needs to be either buried or moved. Also the playing field needs the glass removed and leveled out. Another issue is the citizens would also like to be notified in advance of work in their area. Another issue that was addressed was a tree that was removed and a culvert destroyed on a resident’s property without the resident being notified. There was also discussion of where the sandpiles were placed. It was also noted that there is a general mess from the Sewer Project and it should be cleaned up as the work is done.
Another audience member discussed the roads are in terrible shape and needs to be fixed. It was noted the City can clean up the roads for the contractor and submit a bill for the clean up of the roads.
Mark Bingham also noted the Larochelle Project construction will begin in the summer 2021.
Council Member Page, seconded by Council Member Coughlin, made the motion at 8:06 pm to go into Executive Discussion for real estate and potential litigation. Motion carried with Alderman Burgess, Coughlin, Page, Reed, Smith and Stuart voting aye and 0 nays.
Council Member Burgess, seconded by Council Member Page, made the motion at 8:35 pm to go back into regular council meeting. Motion carried with Alderman Coughlin, Stuart, Page, Reed, Smith and Burgess voting aye and 0 nays.
No action taken.
Council Member Page, seconded by Council Member Burgess, made a motion to adjourn at 8:37 p.m. Motion carried with Alderman Page, Burgess, Coughlin, Reed, Stuart and Smith voting aye and 0 nays.
Public Comments:
The council meeting adjourned at 8:37 pm.
___________________
Janet Waller City Clerk
Council Member Burgess, seconded by Council Member Stuart, made a motion to approve the minutes of the February 3, 2021 City Council Meeting. Motion carried with Alderman Coughlin, Burgess, Page and Stuart voting aye and 0 nays. Alderman Smith and Reed were absent.
Wednesday, February 3, 2021
Meeting called to order at 7:00 p.m. by Mayor Roger Cox who led the Pledge of Allegiance.
Roll call was answered by Aldermen Sue Burgess, Barb Coughlin, Derek Page, Selena Reed, Kandy Smith and Melody Stuart. Also present were Mayor Roger Cox, Attorney Jordan Klein, Treasurer Debbie Damery and City Clerk Janet Waller.
Present in the audience is Mark Bingham from Chastain and Associates, Rajita Singhal from Chastain and Associates, Shana Sloan, Rick Bradshaw, Bob Bantner, Joe Mink, Felicia King, Earl Simmons, Taylor Vidmar from the Golden Prairie News, Jim Stoddard, Deb Stoddard and Joe Cochran.
Council Member Smith, seconded by Council Member Coughlin, made a motion to approve the minutes of the January 6, 2021 Council Meeting. Motion carried with Alderman Stuart, Smith, Reed, Page, Coughlin and Burgess aye and 0 nays.
Council Member Page, seconded by Council Member Stuart, made a motion to approve payment of bills as they appear on Warrant Sheets. Motion carried with Alderman Coughlin, Burgess, Page, Reed, Stuart and Smith voting aye and 0 nays.
Treasurer’s Report:
CD # Invested at Term_____
General 1212724 $20,173.52 FNB Pana 3 month
Council Member Page, seconded by Council Member Reed, made a motion to renew General CD 1212724 at Treasurer’s discretion at best possible rate. No discussion. Motion carried with Alderman Burgess, Smith, Stuart, Page, Reed and Coughlin.
Mayor’s Comments:
City Attorney:
Under New Business:
Council Member Smith, seconded by Council Member Coughlin, made a motion to approve the audit by Adam Mathias for 2021. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over the 4 bids for 315 N St John Street. Hutchens $8,510.00, Coleman Excavating $6,400, Holthaus/Beyers $18,560.00 and Josh Burgener $9,850.00. Council Member Coughlin, seconded by Council Member Smith, made a motion to approve Coleman Excavating for the demolition of 315 N St John Street. Motion carried with Alderman Page, Burgess, Coughlin, Reed, Stuart and Smith voting aye and 0 nays.
The Sarah Street Project was discussed about changing the sidewalk to the East side of the Street. Mark Bingham discussed the funding is coming from the DCEO revolving loan closeout funds. Proposed construction will be the summer of 2021. Council Member Smith, seconded by Council Member Page, made a motion to approve the Sarah Street Sidewalk Project change to the East side of the street instead of the West and for the City to put in a new sidewalk at 215 Sarah Street. Motion carried with Alderman Stuart, Smith, Reed, Page, Coughlin and Burgess voting aye and 0 nays.
The council discussed the proposal for 129 S Chestnut prepared by Moran and Associates. Council Member Smith, seconded by Council Member Page, made a motion to approve the TIF application for 129 S Chestnut Street for a one time TIF payment of $5,000. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over a proposal for a new TIF Façade Improvement Program for local businesses. Council Member Page, seconded by Council Member Burgess, made a motion to approve the new TIF Façade Improvement Program with a $2,500 maximum match from the TIF funds with an approved application and a limit of $15,000 thru the end of the current Fiscal Year. Motion carried with Alderman Coughlin, Burgess, Page, Reed, Smith and Stuart voting aye and 0 nays.
Council Member Page, seconded by Council Member Smith, made a motion to approve Resolution 2021-1 Adopting the Assumption Façade Improvement Grant Program. Motion carried with Alderman Burgess, Coughlin, Stuart, Page, Reed and Smith voting aye and 0 nays.
Council Member Smith, seconded by Council Member Stuart, made a motion to approve Resolution 2021-2 Authorizing an Agreement with Jim Smith for the provision of the TIF funds for an existing building renovation project. Motion carried with Alderman Smith, Reed, Coughlin, Stuart, Page and Burgess voting aye and 0 nays.
The council went over the amounts of residential rate increases for Advanced Disposal that was paid by the City for the last 2 years. The council discussed if it is possible for the City to pay for the third year of the rate increase and it was tabled.
Council Member Coughlin, seconded by Council Member Stuart, made a motion to approve $1,300 for valves, fittings and yolks for the distribution system. Motion carried with Alderman Smith, Reed, Coughlin, Stuart, Page and Burgess voting aye and 0 nays.
The council discussed the Sewer Disbursement for $148,352.98 for Petersburg Plumbing, $13,994.28 for Engineering for a total of $162,347.26. Council Member Stuart, seconded by Council Member Smith, made a motion to approve the Sewer Disbursement payment of $148,352.98 for Petersburg Plumbing, $13,994.28 for Engineering for a total of $162,347.26. Motion carried with Alderman Page, Burgess, Smith, Coughlin, Reed and Stuart voting aye and 0 nays.
The council discussed the Water Project Disbursement for $71,933.40 for Burdick Heating and Plumbing, $41,750.28 Water Meters and $947.55 Engineering for a total of $114,631.23. Council Member Stuart, seconded by Council Member Smith, made a motion to approve the payment of the Water Disbursement for $71,933.40 for Burdick Heating and Plumbing, $41,750.28 Water Meters and $947.55 Engineering for a total of $114,631.23. Motion carried with Alderman Reed, Page, Stuart, Coughlin, Burgess and Smith voting aye and 0 nays.
The council went over previous payments for the Water Project Disbursement. $6,120.00 to Burdick Heating and Plumbing for lead; $5,400 Burdick Plumbing and Heating – Division A; $2,880 Watermains – Division B; $18,000 Water Meters – Division C.
Mark Bingham from Chastain and Associates updated the council on the Sanitary Sewer Project Phase 1. The project is currently going thru the alleys from Samuel to Second Street. The City is responsible for maintaining access to the slag pile. The roads are in poor shape due to the freeze and thaw of the weather. Petersburg will work on maintaining the roads until asphalt can be done in the Summer 2021.
The Water System Improvements Project Phase 1 has installed watermains on First Street and 95% water meters have been installed. The next step is to work on replacing the lead lines. Mark discussed the City could increase the contract with Chastain and Associates to help with the lead replacement. The council recommended sending it to the Water Committee for further discussion. Mayor Cox would like a meeting with the engineers and the contractors working on the current projects before the next water meeting February 16 at 5:30 pm.
Mark gave an update on the Water Systems Improvement Project Phase 2. A Public Hearing was held tonight at 6:30 pm to notify the public regarding the PIED and we will have a comment period for 10 days. The next step is to turn in the documents for approval for the
construction of the Water Plant and whether to build new or remodel the current water plant with updates needed.
The Sanitary Sewer Project Phase 2 will be discussed at the next water meeting. There is discussion of possibly pushing off the Phase 2 for a few months to allow monitoring of the Phase 1 project.
John Holthaus was on the telephone via speaker to discuss land at the Slag Pile.
An audience member noted there has been some issues regarding the Sewer Project and getting everything fixed to the original state it was in. The football field needs to be a playable field and returned to the original state. There is a manhole cover in the playing field area that needs to be either buried or moved. Also the playing field needs the glass removed and leveled out. Another issue is the citizens would also like to be notified in advance of work in their area. Another issue that was addressed was a tree that was removed and a culvert destroyed on a resident’s property without the resident being notified. There was also discussion of where the sandpiles were placed. It was also noted that there is a general mess from the Sewer Project and it should be cleaned up as the work is done.
Another audience member discussed the roads are in terrible shape and needs to be fixed. It was noted the City can clean up the roads for the contractor and submit a bill for the clean up of the roads.
Mark Bingham also noted the Larochelle Project construction will begin in the summer 2021.
Council Member Page, seconded by Council Member Coughlin, made the motion at 8:06 pm to go into Executive Discussion for real estate and potential litigation. Motion carried with Alderman Burgess, Coughlin, Page, Reed, Smith and Stuart voting aye and 0 nays.
Council Member Burgess, seconded by Council Member Page, made the motion at 8:35 pm to go back into regular council meeting. Motion carried with Alderman Coughlin, Stuart, Page, Reed, Smith and Burgess voting aye and 0 nays.
No action taken.
Council Member Page, seconded by Council Member Burgess, made a motion to adjourn at 8:37 p.m. Motion carried with Alderman Page, Burgess, Coughlin, Reed, Stuart and Smith voting aye and 0 nays.
Public Comments:
The council meeting adjourned at 8:37 pm.
___________________
Janet Waller City Clerk
Council Member Burgess, seconded by Council Member Stuart, made a motion to approve the minutes of the February 3, 2021 City Council Meeting. Motion carried with Alderman Coughlin, Burgess, Page and Stuart voting aye and 0 nays. Alderman Smith and Reed were absent.