ASSUMPTION CITY COUNCIL MEETING -- Wednesday, July 1, 2020
Meeting called to order at 7:00 p.m. by Mayor Don Dust who then led the Pledge of Allegiance.
Roll call was answered by Aldermen Sue Burgess, Barb Coughlin, Roger Cox, Derek Page, Selena Reed and Kandy Smith. Also present were Mayor Don Dust, Attorney Jack Kiley, Police Chief Brian Wade, Treasurer Debbie Damery and City Clerk Janet Waller.
Present in the audience is Mark Bingham from Chastain and Associates and Adam Mathias from Accountants Mathias and Lively.
Alderman Cox made a motion to approve the minutes of the June 3, 2020 Council Meeting, seconded by Alderman Smith. Motion carried with Alderman Reed, Coughlin, Smith, Burgess, Page and Cox voting aye and 0 nays.
Alderman Page made a motion to approve the Special Meeting minutes of June 8, 2020 with an amendment for the error, seconded by Alderman Burgess. Motion carried with Alderman Page, Reed, Smith, Cox, Coughlin and Burgess voting aye and 0 nays.
Alderman Burgess made a motion to approve payment of bills as they appear on Warrant Sheets, seconded by Alderman Smith. Motion carried with Alderman Coughlin, Cox, Burgess, Page, Reed and Smith voting aye and 0 nays.
Treasurer’s Report:
Treasurer had nothing to report.
Mayor’s Comments:
Mayor Dust noted his appreciation for Vincent Zuber for all his long years of service to the Zoning Board as he has retired from the Zoning Board.
Mayor Dust will be looking to fill the position of Zoning Board Member and Alderman should let him know of anyone interested.
Mayor Dust notified the Alderman that there are delinquent water customers. Mayor Dust will have the customers water shut off if they do not make any effort in making payments on their account after they receive the notification letter.
The Illinois Department of Commerce has approved the first step of the Enterprise Zone. We should know more by December 30.
A part-time Police Officer has been interviewed. Mayor Dust would like a motion to hire Andrew Smith at $15.00 an hour. Alderman Page feels like the alderman should meet him before hiring him as this was not on the agenda nor advertised. Alderman Cox made a motion to approve hiring Andrew Smith as a part-time Officer at $15.00, seconded by Alderman Coughlin. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
Mayor Dust explained for the online water payments we will need our own server to maintain the records for CUSI. If we do not have a server than CUSI will have all the information. Alderman Burgess made a motion to approve a purchase of a server for the CUSI online billing with CTI installing the server for $3,726.78, seconded by Alderman Smith. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith.
City Attorney:
Attorney Jack Kiley will go over items as we go over the agenda.
Under New Business:
Adam Mathias went over the yearly audit and compared the last 3 years. Adam noted that the City needs to continue to monitor expenses as revenue is down. A copy is available for anyone who would like a copy. Alderman Smith made a motion to accept the audit from Adam Mathias, seconded by Alderman Cox. Motion carried with Alderman Cox, Page, Burgess, Reed, Coughlin and Smith voting aye and 0 nays.
Mayor Dust presented the final budget ordinance. Alderman Cox made a motion to approve Ordinance 755 for a final budget, seconded by Alderman Page. Motion carried with Alderman Smith, Reed, Page, Coughlin, Cox and Burgess voting aye and 0 nays.
Mayor Dust discussed FEMA and overtime for salaries. FEMA reimburses 80% of salary. Attorney Kiley suggested we break down hourly cost times 1.5 times 2 for overtime for the salary. This would be in the case of an emergency in the future. Attorney Jack Kiley will have an ordinance ready for the next council meeting.
The school property agreement was explained by Attorney Jack Kiley regarding property from years ago and a mistake was found in a deed during paperwork for the Sewer Project. Attorney Jack Kiley explained we will need to pass an ordinance requesting the school transfer the property to the City and also pass a contract for an intergovernmental agreement for transfer of property. Once passed the contracts would be given to the school to approve at their Board meeting and filed with the county with the deeds. The county shows the information correct but the deed is wrong. Alderman Coughlin made a motion to approve Ordinance 759 Requesting Certain Property from the Central A&M Community Unit School District No. 21, seconded by Alderman Smith. Motion carried with Alderman Page, Reed, Smith, Cox, Coughlin and Burgess voting aye and 0 nays. Alderman Page made a motion to approve an Intergovernmental Agreement for Transfer of Property with Central A&M School District No. 21, seconded by Alderman Burgess. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
A computer automated dispatch system with Motorola for $2,550 for the first year and a 5 year payment plan was discussed. Alderman Cox made a motion to approve the computer automated dispatch system with Motorola for a 5 year payment plan, seconded by Alderman Burgess. Motion carried with Alderman Cox, Page, Burgess, Reed, Coughlin and Smith voting aye and 0 nays.
The Sewer Disbursement for Petersburg Plumbing is $188,151.62 and $29,807.24 for Engineering. The total is $217,958.86. Alderman Page made a motion to approve the Sewer Disbursement of $217,958.86. Petersburg Plumbing is $188,151.62 and $29,807.24 for Engineering, seconded by Alderman Cox. Motion carried with Alderman Page, Cox, Coughlin, Reed, Burgess and Smith voting aye and 0 nays.
Mark Bingham from Chastain and Associates discussed a change order for $19,723.83 for Leafland Pump Station upgrades and a slide gate for the Sewer Project. Mark discussed that a meeting was held with Petersburg Plumbing regarding the time schedule and things are behind because of Covid-19 and Ameren moving utilities. Mark noted that the loan will not be paid back until 6 months after the project. Alderman Burgess made a motion to approve a Change Order for $19,723.83 for Leafland Pump Station upgrades and a slide gate and a 268 days time extension, seconded by Alderman Page. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
Mark updated on the Phase I Sewer Project. They are waiting on a transformer from Ameren and the pump station will be started. They will be working on Samuel Street and then start working in the alleys.
Mark updated the committee on the Water Project which included the nitrate project and water meters. We are waiting on the EPA to issue a loan agreement. We are still waiting on another offer from the EPA for water main replacements and lead replacements. There are new guidelines released from the EPA and it may be a potential for 100% loan forgiveness. There will be more details coming out.
Mark explained there is a typo error on the Engineering contract. The error found was for $16,800 and it should be $28,000. Mark would like to amend the amount as the loan manager has found the error. Alderman Burgess made a motion to approve to amend the amount of $16,800 to $28,000 on the Engineering contract, seconded by Alderman Page. Motion carried with Alderman Page, Cox, Coughlin, Reed, Burgess and Smith voting aye and 0 nays.
Mark Bingham discussed that for the Water Project 1 we will need to notify residents as required from the EPA. City Clerk will mail out notifications to the residents.
Mark Bingham discussed Water Project 2 and possibly doing a new water building due to issues with the current water plant. EPA is releasing money for watermains and lead replacement. The city was looking at 6,000 watermains and possibly looking at replacing 12,000. Discussion was held regarding water main replacements vs treatment plan. It was also noted the filter is in need of replacement also. A new building would be by the new water plant. We are planning for the future and 2 water softeners. Mark offered showing the alderman the new water plant in Moweaqua for an example. We are currently looking for more grant opportunities for funding future projects.
Mayor Dust discussed he wants to know how Water Project 1 is financed out and Alderman Page agreed as we do not want so much debt with projects. Mark noted that the EPA has a list with the funding and projects that they are continuously watching.
Mark Bingham discussed the Sewer Project Phase 2 is in the planning stages and it might be next summer if we are to move ahead.
Mark Bingham also noted he is working on the drainage district and a possible retention basin. There will need to be a meeting in the future with the drainage district.
Mark Bingham discussed a news release from the IEPA for grant opportunity for a funding source for drainage improvements. It is to reduce storm water run offs. The application is due August 3 and August 21. Mark would like to know if we can move ahead with applying. Alderman Cox noted it wasn’t on the agenda but discussed a good opportunity. It was discussed about having a special meeting to discuss later.
There will be a public hearing before the next council meeting on August 5 to discuss CSO’s.
Alderman Burgess noted they will start working on the park bathrooms.
Alderman Cox made a motion to go into Executive Session at 8:44 pm for Legal Matter, seconded by Alderman Burgess. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith voting aye and 0 nays.
Alderman Burgess made a motion to go out of Executive Session at 8:53 pm, seconded by Alderman Cox. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith voting aye and 0 nays.
No action taken.
Alderman Cox noted that he talked with Mayor Dust about stipulations with the Water Collector. Mayor Dust had let the Water Collector know that no water payments are allowed to be taken elsewhere besides City Hall and also notified her to be doing no water business on Facebook also. Mayor Dust said he handled it with Water Supt Jack Duncan and Water Collector Tanya Rhoades and she understands. Mayor Dust noted that she is bonded but it doesn’t look good and she has been told she is not allowed to take water payments anywhere but City Hall. She is not allowed to set up water payments on facebook only yes or no questions. Alderman Cox says he personally talked with Water Collector and reaffirmed what the Mayor said and she is ok with it.
Public Comments:
City Council Meeting was adjourned at 8:59 p.m.
Janet Waller
City Clerk
Meeting called to order at 7:00 p.m. by Mayor Don Dust who then led the Pledge of Allegiance.
Roll call was answered by Aldermen Sue Burgess, Barb Coughlin, Roger Cox, Derek Page, Selena Reed and Kandy Smith. Also present were Mayor Don Dust, Attorney Jack Kiley, Police Chief Brian Wade, Treasurer Debbie Damery and City Clerk Janet Waller.
Present in the audience is Mark Bingham from Chastain and Associates and Adam Mathias from Accountants Mathias and Lively.
Alderman Cox made a motion to approve the minutes of the June 3, 2020 Council Meeting, seconded by Alderman Smith. Motion carried with Alderman Reed, Coughlin, Smith, Burgess, Page and Cox voting aye and 0 nays.
Alderman Page made a motion to approve the Special Meeting minutes of June 8, 2020 with an amendment for the error, seconded by Alderman Burgess. Motion carried with Alderman Page, Reed, Smith, Cox, Coughlin and Burgess voting aye and 0 nays.
Alderman Burgess made a motion to approve payment of bills as they appear on Warrant Sheets, seconded by Alderman Smith. Motion carried with Alderman Coughlin, Cox, Burgess, Page, Reed and Smith voting aye and 0 nays.
Treasurer’s Report:
Treasurer had nothing to report.
Mayor’s Comments:
Mayor Dust noted his appreciation for Vincent Zuber for all his long years of service to the Zoning Board as he has retired from the Zoning Board.
Mayor Dust will be looking to fill the position of Zoning Board Member and Alderman should let him know of anyone interested.
Mayor Dust notified the Alderman that there are delinquent water customers. Mayor Dust will have the customers water shut off if they do not make any effort in making payments on their account after they receive the notification letter.
The Illinois Department of Commerce has approved the first step of the Enterprise Zone. We should know more by December 30.
A part-time Police Officer has been interviewed. Mayor Dust would like a motion to hire Andrew Smith at $15.00 an hour. Alderman Page feels like the alderman should meet him before hiring him as this was not on the agenda nor advertised. Alderman Cox made a motion to approve hiring Andrew Smith as a part-time Officer at $15.00, seconded by Alderman Coughlin. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
Mayor Dust explained for the online water payments we will need our own server to maintain the records for CUSI. If we do not have a server than CUSI will have all the information. Alderman Burgess made a motion to approve a purchase of a server for the CUSI online billing with CTI installing the server for $3,726.78, seconded by Alderman Smith. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith.
City Attorney:
Attorney Jack Kiley will go over items as we go over the agenda.
Under New Business:
Adam Mathias went over the yearly audit and compared the last 3 years. Adam noted that the City needs to continue to monitor expenses as revenue is down. A copy is available for anyone who would like a copy. Alderman Smith made a motion to accept the audit from Adam Mathias, seconded by Alderman Cox. Motion carried with Alderman Cox, Page, Burgess, Reed, Coughlin and Smith voting aye and 0 nays.
Mayor Dust presented the final budget ordinance. Alderman Cox made a motion to approve Ordinance 755 for a final budget, seconded by Alderman Page. Motion carried with Alderman Smith, Reed, Page, Coughlin, Cox and Burgess voting aye and 0 nays.
Mayor Dust discussed FEMA and overtime for salaries. FEMA reimburses 80% of salary. Attorney Kiley suggested we break down hourly cost times 1.5 times 2 for overtime for the salary. This would be in the case of an emergency in the future. Attorney Jack Kiley will have an ordinance ready for the next council meeting.
The school property agreement was explained by Attorney Jack Kiley regarding property from years ago and a mistake was found in a deed during paperwork for the Sewer Project. Attorney Jack Kiley explained we will need to pass an ordinance requesting the school transfer the property to the City and also pass a contract for an intergovernmental agreement for transfer of property. Once passed the contracts would be given to the school to approve at their Board meeting and filed with the county with the deeds. The county shows the information correct but the deed is wrong. Alderman Coughlin made a motion to approve Ordinance 759 Requesting Certain Property from the Central A&M Community Unit School District No. 21, seconded by Alderman Smith. Motion carried with Alderman Page, Reed, Smith, Cox, Coughlin and Burgess voting aye and 0 nays. Alderman Page made a motion to approve an Intergovernmental Agreement for Transfer of Property with Central A&M School District No. 21, seconded by Alderman Burgess. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
A computer automated dispatch system with Motorola for $2,550 for the first year and a 5 year payment plan was discussed. Alderman Cox made a motion to approve the computer automated dispatch system with Motorola for a 5 year payment plan, seconded by Alderman Burgess. Motion carried with Alderman Cox, Page, Burgess, Reed, Coughlin and Smith voting aye and 0 nays.
The Sewer Disbursement for Petersburg Plumbing is $188,151.62 and $29,807.24 for Engineering. The total is $217,958.86. Alderman Page made a motion to approve the Sewer Disbursement of $217,958.86. Petersburg Plumbing is $188,151.62 and $29,807.24 for Engineering, seconded by Alderman Cox. Motion carried with Alderman Page, Cox, Coughlin, Reed, Burgess and Smith voting aye and 0 nays.
Mark Bingham from Chastain and Associates discussed a change order for $19,723.83 for Leafland Pump Station upgrades and a slide gate for the Sewer Project. Mark discussed that a meeting was held with Petersburg Plumbing regarding the time schedule and things are behind because of Covid-19 and Ameren moving utilities. Mark noted that the loan will not be paid back until 6 months after the project. Alderman Burgess made a motion to approve a Change Order for $19,723.83 for Leafland Pump Station upgrades and a slide gate and a 268 days time extension, seconded by Alderman Page. Motion carried with Alderman Burgess, Coughlin, Cox, Page, Reed and Smith voting aye and 0 nays.
Mark updated on the Phase I Sewer Project. They are waiting on a transformer from Ameren and the pump station will be started. They will be working on Samuel Street and then start working in the alleys.
Mark updated the committee on the Water Project which included the nitrate project and water meters. We are waiting on the EPA to issue a loan agreement. We are still waiting on another offer from the EPA for water main replacements and lead replacements. There are new guidelines released from the EPA and it may be a potential for 100% loan forgiveness. There will be more details coming out.
Mark explained there is a typo error on the Engineering contract. The error found was for $16,800 and it should be $28,000. Mark would like to amend the amount as the loan manager has found the error. Alderman Burgess made a motion to approve to amend the amount of $16,800 to $28,000 on the Engineering contract, seconded by Alderman Page. Motion carried with Alderman Page, Cox, Coughlin, Reed, Burgess and Smith voting aye and 0 nays.
Mark Bingham discussed that for the Water Project 1 we will need to notify residents as required from the EPA. City Clerk will mail out notifications to the residents.
Mark Bingham discussed Water Project 2 and possibly doing a new water building due to issues with the current water plant. EPA is releasing money for watermains and lead replacement. The city was looking at 6,000 watermains and possibly looking at replacing 12,000. Discussion was held regarding water main replacements vs treatment plan. It was also noted the filter is in need of replacement also. A new building would be by the new water plant. We are planning for the future and 2 water softeners. Mark offered showing the alderman the new water plant in Moweaqua for an example. We are currently looking for more grant opportunities for funding future projects.
Mayor Dust discussed he wants to know how Water Project 1 is financed out and Alderman Page agreed as we do not want so much debt with projects. Mark noted that the EPA has a list with the funding and projects that they are continuously watching.
Mark Bingham discussed the Sewer Project Phase 2 is in the planning stages and it might be next summer if we are to move ahead.
Mark Bingham also noted he is working on the drainage district and a possible retention basin. There will need to be a meeting in the future with the drainage district.
Mark Bingham discussed a news release from the IEPA for grant opportunity for a funding source for drainage improvements. It is to reduce storm water run offs. The application is due August 3 and August 21. Mark would like to know if we can move ahead with applying. Alderman Cox noted it wasn’t on the agenda but discussed a good opportunity. It was discussed about having a special meeting to discuss later.
There will be a public hearing before the next council meeting on August 5 to discuss CSO’s.
Alderman Burgess noted they will start working on the park bathrooms.
Alderman Cox made a motion to go into Executive Session at 8:44 pm for Legal Matter, seconded by Alderman Burgess. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith voting aye and 0 nays.
Alderman Burgess made a motion to go out of Executive Session at 8:53 pm, seconded by Alderman Cox. Motion carried with Alderman Reed, Page, Cox, Coughlin, Burgess and Smith voting aye and 0 nays.
No action taken.
Alderman Cox noted that he talked with Mayor Dust about stipulations with the Water Collector. Mayor Dust had let the Water Collector know that no water payments are allowed to be taken elsewhere besides City Hall and also notified her to be doing no water business on Facebook also. Mayor Dust said he handled it with Water Supt Jack Duncan and Water Collector Tanya Rhoades and she understands. Mayor Dust noted that she is bonded but it doesn’t look good and she has been told she is not allowed to take water payments anywhere but City Hall. She is not allowed to set up water payments on facebook only yes or no questions. Alderman Cox says he personally talked with Water Collector and reaffirmed what the Mayor said and she is ok with it.
Public Comments:
City Council Meeting was adjourned at 8:59 p.m.
Janet Waller
City Clerk