West Central Reporter

The Auburn City Council met July 18 to schedule a session with state Rep. Sara Jimenez to discuss ideas to stimulate growth in the city.

Members of the Auburn City Council come from each of the city’s four wards and serve four-year terms. Council meetings are held at 7 p.m. on the first and third Monday of each month at City Hall, 324 W. Jefferson St. If a council meeting should fall on a holiday, the meeting will be held on Tuesday.

Here are the meeting's minutes, as provided by the city: 

City of Auburn

Council Minutes

July 18, 2016

Mayor Stamer called the meeting to order at 7:00 PM.

Present: Barb Stamer, Larry Hemmerle, Julie Barnhill, Rod Johnson, Ed Madaus, Matt Gillock, Seth Williams, Tom Berola, Vic Devos, Jr. Tom Appelt. Absent: Chris Warwick

Department Heads: Bruce Centko, Bill Karhliker, and Kristy Ponsler. City Attorney: Raylene Grischow.

I. Mayor’s Comments

a. Mayor Stamer provided details to the council regarding an Economic Development

Meeting with IDOT and DCEO on Monday, August 15th at 11:00 a.m. State Representative Jimenez will be in attendance to discuss ideas to stimulate growth in the city. b. Mayor Stamer asked that council members refrain from sidebar conversations during

each meeting as it is difficult to hear others speaking. II. City Clerk’s Report – Deputy Clerk Ponsler

a. Ponsler presented the corrected meeting minutes from 06/20/16 meeting for the

Council’s review and approval. A motion was made by Gillock to approve the meeting minutes and destroy the recorded copy, second by Williams. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) b. Ponsler presented the meeting minutes from the Appropriations Hearing from 06/20/16

for the council’s review and approval. A motion was made by Johnson to approve the meeting minutes, second by Barnhill. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) c. Ponsler presented the meeting minutes from the 07/05/16 meeting for the council’s review and approval. It was noted that in the minutes it was referred to as a reading program regarding individuals at the library and that it needs to be corrected to tutoring program. Also, the amount previously provided in Request for Advance in Reimbursement for USDA Grant was incorrect for Request #2. The correct amount should be $32,255.57. A motion was made by Johnson to approve the meeting minutes with corrections and destroy the recorded copy, second by Madaus. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0)

III. City Treasurer’s Report - Appelt

a. Appelt presented the Bills List from 07/06/16 to 07/18/16 for the Council’s review and approval. A motion was made by Williams to approve the Bills List, second Gillock. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) b. Appelt presented the June Cash Report for the Council’s review and approval. A motion was made by Williams to approve the June Cash Report, second by Gillock. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) c. Appelt presented the July Budget Report dated 07/18/16 for the Council’s review only,

no action needed. d. Appelt also presented the current funds for video gaming. The payment made to the

city was for March balances, no action needed. IV. Attorney – Grischow

a. Grischow presented for Second Reading Ordinance 1421-16, an ordinance regarding

addressing the City Council at meetings. The only alderman that Attorney Grischow had heard from was Alderman Hemmerle and changes were made to the draft according to his suggestions. Section 2.31 – any person addressing the council that requires action by the council would require a letter in writing to the clerk 48 hours prior to the next council meeting. Alderman Berola has received some calls regarding this ordinance and understands the need for such an ordinance but disagrees with limiting people to 5 minutes to speak. Alderman Berola felt it will intimidate and keep people from coming to the meetings. The council only meets twice a month and feels an individual should be given the proper time to address the council fully without being limited on their time. Alderman Hemmerle specified that it does not limit individuals to the 5 minutes if they have additional information to provide. The council would be open to extending the time limit should more be needed. The ordinance at least provides a framework for addressing the council. Treasurer Appelt indicated the council still wants participation from residents and wants individuals to come to the meeting, it just provides a framework for doing so. If more time is needed to address a point, the council will not be opposed to granting that extra time where needed. It simply is a matter of the council being open to hearing feedback and concerns, however, if an individual wants to abuse those privileges, there are parameters in place to address that as well. A motion was made by Johnson to approve Ordinance 1421-16, second by Gillock. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Devos, Jr. NAY: Berola, Williams. PRESENT: None. ABSENT: NONE (6-2-0-0) b. Grischow presented for Second Reading Ordinance 1422-16, an ordinance amending the

personnel ordinance regarding holiday pay for non-union employees. The city attorney requested an executive session prior to its passage. c. Grischow presented a Time Card Policy and Procedure document that has been drafted.

The policy was drafted in light of some recent concerns/questions in the hopes of addressing those issues. Ponsler has spoken with current software company regarding the feasibility of an electronic based time keeping system for the employees. They are in the initial stages of testing with various municipalities. Once testing is completed, the city would have the option to purchase this additional module that would tie directly into the current payroll software. It would allow employees to log in at a specified computer terminal at various locations (city office, police department and garage) and document time in, time out, and time off. An additional cost would be assessed along with a yearly maintenance fee much like the current software already in place. Because this would be a fairly lengthy process and with the software not being available yet, Ponsler added the city’s name to the list to be informed when ready for purchase. In the meantime, a new timeclock has been purchased for the police department to address current concerns and will follow up with council when software is available to consider moving the city to that new timekeeping function. Chief Centko requested that he, Superintendent Karhliker, and Office Manager Ponsler review one more time before a final passage of this policy is before the council. This policy will be tabled until the next council meeting. Once it passes, a copy can be provided to each employee for their own records. d. Attorney Grischow spoke with the attorney for Sangamon County pertaining to the

Barton Estate located at 1027 West Adams. In 2013 and 2014, there are about $20,000 worth of taxes owed on the property. If the city forecloses on the property, that would wipe away the taxes owed. The city could conduct the demolition, file a lien including costs that were incurred, then we foreclose on the property that wipes out the taxes owed. Just our lien then remains. Attorney went to courthouse and saw a Barton foreclosure in Springfield. Took down all heirs and contact information because the city would have to notify heirs of foreclosure. City attorney then opened Brad Barton probate and found that it was still active even though he has been deceased since 2007. If the council wants to proceed with demolition, there at least is a way to recoup costs and it not be as expensive as once thought. The city could take ownership after foreclosure. Foreclosure would have to be after demolition. The easiest way is to have a deed in lieu of foreclosure and the heirs would sign. If the city cannot get a deed, we would have to proceed with foreclosure and post in the paper. Gillock made motion to obtain bids for demolition of the residence, second by Williams. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) V. Visitors

a. Alderman Barnhill requested that visitors be moved up on the agenda for the future.

For future meetings, visitors will be placed under the Mayor’s Comments. b. Steve Brooks was in attendance to request use of the baseball fields and concession

stand for the 8th annual Josh Brooks Memorial Baseball Tournament. It will be held August 5, 6, and 7th. Johnson made the motion to approve use of the baseball fields and concession area for the Josh Brooks Memorial Tournament on August 5-7, 2016, second by Hemmerle. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0)

VI. Department Heads

a. Centko

i. Officer Carrigan has passed state exam which is not typically done for a first

time test taker, but it is a very good achievement for an officer. ii. Chief Centko requested mileage reimbursement for the following officers who traveled for training: (12) roundtrips for Officer Carrigan for PTI training in Champaign, (2) roundtrips for Officer Kennedy to attend training (transition course) at Southwestern Illinois College in Belleville, and (1) roundtrip for Officer Agans for recertified Taser Training in Indiana. Officer Carrigan’s mileage as well as Officer Kennedy’s can be turned in for reimbursement. Office Manager Ponsler will figure the mileage reimbursement based upon the current approved state mileage reimbursement rate. Motion made by Williams to approve mileage reimbursement for Officer Carrigan, Officer Kennedy, and Officer Agans, second by Barnhill. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) iii. A citizen of Auburn owns a golf cart, but sold it and bought a new golf cart.

Chief Centko asked if the individual could come into the police station and complete new paperwork, but simply transfer the golf cart sticker to the new golf cart. Motion made by Johnson to allow the transfer of golf cart sticker registration from one golf cart to another without any additional fees, second by Gillock. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0- 0-0) b. Karhliker

i. Oil and chipping to be done on Wednesday, July 20th. ii. The railroad has posted signs regarding closing the crossing on Jackson Street beginning August 1st. They have 21 working days to complete. The detour route is Kennedy to Madison and up 4th Street or 4th to Madison to Kennedy. Superintendent Karhliker will take pictures of detour route before crossing is closed and after. IDOT has indicated they will make repairs to any damage on detour route. Superintendent Karhliker will contact IDOT to request signs to be posted by the interstate as well as the four way at Route 4/104. c. Ponsler

i. Ponsler had no report as timekeeping software had previously been discussed. VII. Committee Reports

a. Administration

i. Holiday Pay for FT and PT employees will be handled in executive session. ii. Retro-active payment of part time staff for holiday worked – review ordinance

and then provide a recommendation. iii. Time Card Concerns – this will be handled through the new time card policy.

iv. Union position on time sheets – this will be taken care of by utilizing the time

card policy and a new time clock. v. Time Card machine has been purchased that will date stamp time cards. vi. Overtime reports will be provided from department heads on a monthly basis –

first meeting of the month will document the previous month’s overtime. vii. Berola made a motion to end straight pay for any hours over 40 per week,

second by Rod. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Williams, Berola, Devos, Jr. NAY: Gillock. PRESENT: None. ABSENT: NONE (8- 1-0-0) b. Public Works

i. Johnson made motion to approve the Morton building construction proposal

(81’ x 16.4’ x 110’) for city garage and remove existing structure at a cost of $521,927.00. Second, Madaus. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Gillock, Madaus, Williams, Berola NAY: Devos, Jr. PRESENT: None. ABSENT: NONE (8-1-0-0) ii. Superintendent Karhliker has put away inventory and parts and some of the

equipment will be placed in recycling shed. Some of the older stuff will be taken out to sewer plant and in locked gates. Some items will however be outside, for example the grader. iii. Government Capital Corporation provided financing for City of Auburn for the

new building under a 15 year term at 4.25% interest rate. Annual payment was going to be $43,483.00. Mr. Peterson from Morton building indicated this was not a mortgage but more of a lease. Johnson spoke with UCB to inquire about a 15 year loan. The bank was interested and they could do a 15 year term loan at 3.95% interest rate. The city would then do annual payments. Annual payments through UCB would be $46,965.69. The higher payment at UCB is because the city is not putting a down payment on the building, so 100% of the total cost is being financed. Johnson made the motion to approve UCB’s financing proposal for the Morton building for a 15 year term at the interest rate of 3.95%, annual payments of $46,965.69. Funding will come through meter fees. Second by Hemmerle. (There is $46,000 currently budgeted should the city wish to make a down payment). Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Gillock, Madaus, Williams, Berola NAY: Devos, Jr. PRESENT: None. ABSENT: NONE (8- 1-0-0) iv. Johnson indicated that the Request for Advance of Reimbursement through

USDA (Payment #2) of 33,266.25 was incorrect. There was an error made and the right worksheet was not approved. The mayor did sign the appropriate document for reimbursement in the amount of $32,255.57. v. Johnson made a motion to approve pay estimate number two in the amount of

$12,415.92 to Kinney Contractors for the downtown sidewalks. Second by Barnhill. This will get the city close to paying off what is owed and what will be paid by the grant. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus,

Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) vi. Johnson made the motion for Request for Advance for Reimbursement from the Grant (Request #3) in the amount of $16,859.33. Second by Madaus. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Williams, Berola, Devos, Jr. NAY: None. PRESENT: None. ABSENT: NONE (8-0-0-0) vii. Johnson made a motion to approve the request for change in plans in the amount of $759.20. This was due to the change in plans pertaining to the overall project. The initial project started at Magro’s and change to the sidewalks downtown. This simply is engineering fees for paperwork changes to change the project focus. Second by Barnhill. Voice Vote: AYE: Hemmerle, Barnhill, Johnson, Madaus, Gillock, Berola, Devos, Jr. NAY: None. PRESENT: Williams. ABSENT: NONE (8-0-1-0) c. Public Utilities

i. No Report. d. Health & Safety

i. No Report. e. Health & Housing

i. Linda Burks (203 N Heather) – someone was supposed to mow grass that day.

She is aware some repairs were to be made to the shed. She is going to replace doors and additional repairs. ii. 13905 State Route 4 (Rhodes) – Berola will continue to monitor the property. The grass has been cut, water has been drained down, and cars have been removed. The attorney did send a letter declaring the property a nuisance and fines have been accumulating. The letter did state they needed to contact someone from the city once issues have been corrected. Letter was delivered on August 6th. They have been invited to the council meeting. Rhodes did contact Berola when they first got letter and addressed the grass. Williams will contact the homeowner regarding the letter. f. Parks

i. Zootopia will be played at East Park on August 6th at dusk. g. Library Liaison

i. No report. VIII. Executive Session

a. A motion was made by Berola to enter into Executive Session for the purpose of

discussing a personnel issue; second by Barnhill. Voice Vote: AYE: Julie Barnhill, Vic Devos, Jr., Matt Gillock, Ed Madaus, Rod Johnson, and Seth Williams. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0). b. A motion was made at 8:58 p.m. by Johnson to exit Executive Session, second by

Hemmerle. IX. Back in regular session

a. In light of recent changes by the Department of Labor, Motion made by Berola to only

pass the 19 1?4-31 of ordinance 1422-16. Sets holiday pay for full-time and part-time employees at time and a half. The other parts of the ordinance will be tabled until a later date for revisions. Second by Williams. Voice Vote: AYE: Julie Barnhill, Vic Devos, Jr., Matt Gillock, Ed Madaus, Rod Johnson, Larry Hemmerle, Tom Berola, and Seth Williams. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0). b. A motion to adjourn was made by Johnson to adjourn and second by Berola. second by

Johnson. Voice Vote: AYE: Julie Barnhill, Vic Devos, Jr., Matt Gillock, Ed Madaus, Rod Johnson, Berola, Hemmerle. and Seth Williams. NAY: None. PRESENT: None. ABSENT: None (8-0-0-0).

Respectfully Submitted,

Kristy Ponsler

Deputy Clerk