City of Columbia Committee of the Whole met July 22.
Here is the minutes provided by the committee:
CALL TO ORDER
Chairman Ebersohl called the Committee of the Whole committee meeting of the City Council of the City of Columbia, Illinois to order at 7:00 P.M.
Upon Roll Call, the following members were:
Present: Committee Members - Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens and Riddle. Mayor Hutchinson was also present.
Absent: Alderman Huch
Quorum Present.
Administrative Staff Present:
Interim City Administrator Al Hudzik
City Attorneys Terry Bruckert (arrived at 9:00 P.M.) and Luke Behme
Accounting Manager/City Treasurer Linda Sharp (left at 7:52 P.M.)
Director of Community Development Scott Dunakey (left at 9:22 P.M.)
EMS Chief Kim Lamprecht (arrived at 7:38 P.M. and left 7:52 P.M.)
Chief of Police Jerry Paul (left at 7:52 P.M.)
Deputy Chief of Police Jason Donjon (left at 7:52 P.M.)
City Engineer Chris Smith (left at 9:22 P.M.)
Deputy Clerk Kelly Mathews
Chairman Ebersohl stated the meeting was called for the following purposes: (1) Approval of Minutes from the July 8, 2019 Committee of the Whole Meeting; (2) Monroe County Economic Development Corporation Annual Report and Request for City Participation; (3) 50/50 Sidewalk Program Discussion; (4) Local Agency Agreement for Federal Participation - Preliminary Engineering Quarry Road Roundabout Project; (5) Tabulation of Bids Reviews: (a) Concrete Replacement Project Bids, (b) Police Department Parking Lot Resurfacing Bids, (c) Columbia Library - Upper Middle Roof Replacement Bids; (6) Illinois Finance Authority – Ambulance Revolving Loan Program Update; (7) Columbia National Bank Equipment Lease-Purchase Agreements Discussion; (8) Fundraising Requests: (i) Columbia Volunteer Fire Department - Fill the Boot and (ii) Letter Carriers – Fill the Satchel; (9) Other Items to be Considered; (10) Public Comments; and (11) Executive Session - 5 ILCS 120/2(c).
APPROVAL OF MINUTES FROM THE JULY 8, 2019 COMMITTEE OF THE WHOLE MEETING
MOTION:
It was moved by Alderman Martens and seconded by Alderman Agne to approve the minutes of the Committee of the Whole Meeting of the City Council of the City of Columbia, Illinois held Monday, July 8, 2019. Upon roll call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens, and Riddle voted yea. MOTION CARRIED.
III. MONROE COUNTY ECONOMIC DEVELOPMENT CORPORATION ANNUAL REPORT AND REQUEST FOR CITY PARTICIPATION
Director of Community Development Scott Dunakey introduced Edie Koch to the Committee to present the Monroe County Economic Development Corporation Annual Report. Ms. Koch reviewed the latest projects she's been involved in and thanked the Committee for their support.
50/50 SIDEWALK PROGRAM DISCUSSION
City Engineer Chris Smith led a discussion regarding five houses on Micah's Way possibly interested in participating in the 50/50 sidewalk program. Mr. Smith stated Columbia Lakes HOA 3 and 4 contacted him and offered to help with some of the cost since they would like a few sections of sidewalk replaced as well. The HOA reached out to six contractors and were only able to receive two bids for the work. Mr. Smith said there is room in the street budget to support this project. Mr. Smith will get back to the HOA and have them work on getting the homeowner's agreements.
LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION - PRELIMINARY ENGINEERING QUARRY ROAD ROUNDABOUT PROJECT
City Engineer Chris Smith updated the Committee on the preliminary engineering for the Quarry Road roundabout project. This project's cost necessitates the use of federal funds which requires a joint funding agreement between the Department of Transportation and the City. The Joint Agreement will authorize federal funds to this project for the preliminary engineering services. IDOT has prepared the joint agreement for the City's execution. The City will pay the consultant and seek reimbursement (80%) from IDOT.
TABULATION OF BIDS REVIEWS:
(a) Concrete Replacement Project Bids
City Engineer Chris Smith discussed the concrete replacement project with the Committee. Mr. Smith stated the project is set up where DOPW will remove the concrete and provide the aggregate base and concrete. The contractor will provide the labor to place and finish the concrete. The low bid was from Henke Excavating Inc.
(b) Police Department Parking Lot Resurfacing Bids
Mr. Smith stated this project consists of the removal and replacement of the asphalt parking lot at the Police Department. The low bid was from Moore Asphalt Inc.
(c) Columbia Library - Upper Middle Roof Replacement Bids Mr. Smith stated the low bid was from Glandt Roofing, LLC. Mr. Hudzik told the Committee that the Library Board approved the bid, but it requires Council approval because the City owns the building.
ILLINOIS FINANCE AUTHORITY – AMBULANCE REVOLVING LOAN PROGRAM UPDATE
Accounting Manager/City Treasurer Linda Sharp updated the Committee regarding the ambulance loan. Ms. Sharp stated the City was awarded an interest free loan, but still has paper work to complete. Ms. Sharp said this is a program through the Illinois Finance Authority in conjunction with the Office of the State Fire Marshal. Ms. Sharp stated the first payment on this loan will be November 1, 2020, and that annual payments will then be due in November of the following four years.
VIII. COLUMBIA NATIONAL BANK EQUIPMENT LEASE-PURCHASE AGREEMENTS DISCUSSION
Interim City Administrator Al Hudzik presented the Committee with a worksheet summarizing the lease-purchase agreements with Columbia National Bank (CNB). Mr. Hudzik stated the City currently has 14 lease-purchase agreements with the bank that should have received prior Council approval. Mr. Hudzik plans to present an ordinance at the next Council meeting for ratification of the 14 lease agreements the City currently has with CNB.
FUNDRAISING REQUESTS:
(i) Columbia Volunteer Fire Department (CVFD) - Fill the Boot
City Administrator Al Hudzik presented the fundraising request from the CVFD for their Fill the Boot campaign. Mr. Hudzik stated the CVFD plans to set up on Main Street (in front of Joy's Hair Affair) and Veterans Parkway (near McDonald's) on Friday, September 13, Saturday, September 14 and Sunday, September 15. The CVFD stated that money raised from this event goes to buy toys for the children in hospitals in the St. Louis area.
(ii) Letter Carriers - Fill the Satchel
Interim City Administrator Al Hudzik presented the fundraising request from the Letter Carriers for their Fill the Satchel campaign. Mr. Hudzik stated the Letter Carriers plan to set up on Main Street in front of Joy's Hair Affair) and Veterans Parkway on both sides of Route 3 on Friday, October 11 from the hours of 3:00 P.M. to 6:00 P.M. The Letter Carriers donate the proceeds to Muscular Dystrophy,
Both fundraising requests will be presented at the next Council meeting for approval.
OTHER ITEMS TO BE CONSIDERED
Interim City Administrator Hudzik informed the Committee that the process to hire Accounting Manager Linda Sharp's replacement is being started, since she will be retiring at the end of the year.
Chief of Police Jerry Paul recognized Deputy Chief Jason Donjon on being accepted into FBI National Academy for training beginning in January 2020.
(Note: also see text on the next page after Executive Session)
XI. PUBLIC COMMENTS
There were no public comments.
XII. EXECUTIVE SESSION – 5 ILCS 120/2(C)(1/5)
Chairman Ebersohl informed the Committee of the Whole that he would entertain a motion to go into Executive Session to discuss the employment/compensation of specific employee(s) of the public body and the purchase of real estate for use by the city.
MOTION:
It was moved by Alderman Niemietz and seconded by Alderman Roessler, to direct Chairman Ebersohl to go into Executive Session at 7:51 P.M. to discuss the employment/compensation of specific employee(s) of the public body and the purchase of real estate for use by the city. Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens, and Riddle voted yea. MOTION CARRIED.
MOTION:
It was moved by Alderman Niemietz and seconded by Alderman Roessler, to return to Regular Session of the Committee of the Whole at 9:33 P.M. Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens, and Riddle voted yea. MOTION CARRIED.
Upon return to Regular Session, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens, Riddle, and Mayor Hutchinson were present.
No action was taken as a result of the Executive Session.
OTHER ITEMS (continued)
City Attorney Terry Bruckert updated the Committee on the Local Liquor Control Commission hearing that took place earlier today.
XIII. ADJOURNMENT
MOTION:
It was moved by Alderman Huch and seconded by Alderman Roessler to adjourn the Committee of the Whole committee meeting of the City Council of the City of Columbia, Illinois held Monday, July 22, 2019 at 9:39 P.M, Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Holtkamp, Martens, and Riddle voted yea. MOTION CARRIED.
https://www.columbiaillinois.com/DocumentCenter/View/10607/2019-07-22-Committee-Minutes
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