City of Macomb Committee of the Whole met Aug. 28.
Here are the minutes provided by the committee:
The Committee of the Whole, of the Macomb City Council, met in the City’s Council Chambers on Monday, August 28, 2023 at 5:15 p.m. located in City Hall at 232 East Jackson Street, Macomb, IL.
Mayor Inman called the meeting to order and roll call was taken, Deputy Clerk Jennifer Cerven called the roll and the following were present: Aldermen Justin Schuch, Byron Shabazz, Dave Dorsett, Ashley Katz, Don Wynn, and Dennis Moon. Alderman John Vigezzi was absent.
In addition to the Mayor, City Clerk, and Aldermen, City Administrator Scott Coker, City Attorney Lisa Scalf, Fire Chief Dan Meyer, Police Chief Jeff Hamer, Public Works Director Alice Ohrtmann, Business Director Melissa Worley, M&DDD Savannah Ballard, CDC John Bannon, and Building Inspector Eric Lenardt were in attendance.
Public Comment: None
The first item on the agenda for discussion was on an ordinance annexing certain territory located in Section 33, Township 6 North Range 2 West, within McDonough County, Illinois. City Attorney Lisa Scalf stated she believes the sale of the property is still pending or in the process of closing. One of the conditions of the sale, was to obtain city provided water. This requires an annexation agreement with the city. There was no further discussion and Mayor Inman stated it would be placed on the agenda for second reading and final action at next Tuesday night’s council meeting.
The second item on the agenda for discussion was on an ordinance to authorize the Issuance of a Special Use Permit to allow a Greenhouse in an R-2 Single Family Residential Zoning District at 1003 East Carroll Street, Macomb, McDonough County, Illinois. There was no discussion and Mayor Inman stated this item would be placed on the agenda for second reading and final action at next Tuesday night’s council meeting.
The third item on the agenda for discussion was on bids received for Macomb Fire Station Roof Replacement, HVAC Improvements, and Entrance Pavement Replacement. Chief Dan Meyer presented a memorandum highlighting the Fire Station 1 Capital Improvement Project. He stated the roof and HVAC systems were over 20 years old, and are in need of replacement. The front concrete approach is in various states of disrepair, and becoming a hazard. The project was initially approved for the 2022-2023 FY budget process for $375,000.00 based on estimates from IMEG. The engineering was awarded to IMEG on June 6th, 2022, in the amount of $27,500.00. Engineering was completed over a year later, and the advertisement for the bid was published the week of July 21, 2023. Bid opening was held on August 16th, 2023, at 2:00 p.m. with the following bids:
Henson Robinson Company: $495,000.00
Laverdiere Construction, Inc.: $595,042.00
Trotter General Contracting, Inc. $597,000.00
Fire Chief Dan Meyer stated he believes length of time in engineering played a role in the 32% increase in bid prices, and would not be cost effective to have the project rebid with the possibility of further increases in materials and engineering cost.
Alderman Dorsett asked why did it take IMEG over a year.
City Administrator Coker stated they were having staffing issues, and are currently in the process of having discussions with IMEG.
Alderman Moon asked if discussions would be formal or informal.
City Administrator Coker stated he and the Mayor would be starting at the top.
Alderman Moon asked if Aldermen would be allowed to sit in on the discussions.
Mayor Inman stated he feels that would not be inappropriate.
City Administrator Coker stated delaying the project for a rebid process, would not be cost effective. There is money in the general fund to cover the overage.
Alderman Dorsett expressed his concerns with using the general fund.
Alderman Wynn asked if we could recoup any of the cost from the engineering firms.
City Attorney Coker stated the loss for them, would be the lack of business from the city.
There was no further discussion. Mayor Inman stated this item would be placed on the agenda for second reading and final action at next Tuesday night’s council meeting.
The fourth item on the agenda was on bids received for Tuckpointing City Hall Wall and Depot Project. Building Inspector Eric Lenardt presented a memorandum highlighting tuckpointing for the Train Depot, and wall at City Hall. He stated the city has requested bids to tuckpoint the wall along the west side of the City Hall property, and tuckpoint the bricks below the lower stone band around the Train Depot. The following bids included:
Otto Baum Co. Inc: $67,995.00
At-Co Masonry, LLC: $49,700.00
Building Inspector Eric Lenardt requested approval to accept the bid from At-Co Masonry LLC for $49,700.00. The funds would come from depot expenses line item budgeted at $50,000.00, as well as City hall maintenance fund budgeted at $40,000.00. The timeline for completion would be mid-November. There was no further discussion. Mayor Inman stated this item would be placed on the agenda for second reading and final action at next Tuesday night’s council meeting.
The fifth item on the agenda for discussion was quarterly reports by Department Heads. City Attorney Lisa Scalf, Business Director Melissa Worley, Public Works Director Alice Orthman, M&DDD Savannah Ballard, Fire Chief Dan Meyer, Police Chief Jeff Hamer, and CDC John Bannon.
City Attorney Lisa Scalf presented her report. She reported the city ordinance violations for the current year were at 125 citations compared to last year’s total of 167. Continuing education included OMA/ FOIA training. She provided a list of ordinances and resolutions, as well as a list of other matters; FOIA processing software demo completed with the City Clerk, attended all committee meetings, prepared responses to 50 FOIA requests, and processing of all liens for water.
Business Director Melissa Worley presented her report. She provided a list of budget items; end of first year cash summary report, end of first year quarter general revenue and expenses, FY 23-24 tax revenue, and a budget activity report to staff leadership.
Under utility billing the top five users were the following:
WIU: 2,349.760 c.f. consumption
Colchester: 1,2028.00 c.f. consumption
West Prairie: 763,900 c.f. consumption
NTN Bower: 585,200 c.f. consumption
Edison 356 LLC: 351,500 c.f. consumption
She reported under accounts payable; JP Morgan was selected as the new procurement credit card provider, and provided a list showing the top 5 vendors paid out for the quarter. Under Human Resources, Benefits, and Risk Management; Workers Comp Claims 17, General Liability Claims 11, Onboarded new employees 34. Continuing training included; CPR training for City Hall staff, as well as harassment and diversity training to be a certified trainer.
Mayor Inman asked if the 34 employees were seasonal.
Business Director Melissa Worley stated yes.
There was no further discussion.
Public Works Director Alice Ortmann presented her report. She highlighted on the recent storm damage stating the Operation Division had devoted a large number of hours to removal of storm damage. She stated the IPW Man Mutual Aid System was activated and a total of 15 responders came from Arlington Heights, Page County, Genoa County, Jackson County, McHenry County, Oswego County, and Rolling Meadow County. A total of 600 loads of tandem debris was hauled to the city yard waste site. There are still several trees within the city that need to be taken down, along with grinding, and removal of brush from the city yard waste site. The water division lost a section of the roof, pumping station at Spring Lake, and the water tower controls lost power. The wastewater division lost power to the lift station at Spring Lake.
She reported on the 2023 roadway improvements; phase 1 was completed and Phase 2 was due to be completed by the end of the week, Vans Excavating still had seeding to finish and will return to Dudley Street in September. The Downtown Revitalization Project is currently waiting on McCarthy. Bid openings included; Johnson Street reconstruction, Adam Street reconstruction, and Burgess Lift Station replacement. Those bids came in higher than expected, engineers are currently looking into making changes for rebids. The Burlington Bridge Replacement Project was not selected for the IDOT Special Bridge Program, will resubmit for next year. The 2023 Sewer Lining project was awarded to Hoerr Construction and should begin in the next two months.
Downtown M&DDD Savannah Ballard presented her report. She reported on the following events for the quarter:
Park N Cruise
Downtown Summer Concert Series
Independence Day Celebration
Macomb Municipal Band Concert Series
A total of 5 Service Awards were given out to Employees within the Police Department, Fire Department, and Public Work Departments. During the quarter there were 10 press releases. Downtown Occupancy Rate is at 94.6%. Statistics for the Website include; Traffic, Sessions, Pageviews, Session Durations, and Organic Searches. Downtown Macomb social media, and Facebook page all showing positive inclines. She provided a list of events and notable meetings she had attended for the quarter.
Fire Chief Dan Meyer presented his report. He reported a total of 23 structure fires, 630 rescue calls, 86 service calls for a grand total of 880. Monthly incident counts 1975, 2 fire service injuries, and $10,350.00 in fire loss. Training and education hours totaled 1573.12, included training in; hazmat, Inspections, rapid interventions, rescue task force, and crew members trained in conjunction with MPD officers on forming a rescue task force active shooter incident.
He reported Probationary Firefighter Matt Adkisson completed his 12- month evaluation and completed all probationary requirements. He was released from probation on June 24, 2023. There were 39 inspections throughout the city, and the annual WIU walk through was completed with a total of 25. Fire prevention; school and business 11, station 1 visits 4, car seats 3, smoke alarms installed 5, and 1 smoke alarm residences, presented to several local schools and business, hosted 4 station visits, demonstrated vehicle extrication techniques to the WIU Campus, and attended the St. Paul Block party.
He reported activities; completed annual respirator fit testing, participated in the Heritage Days Parade, attended the annual fireworks display, hosted a WIU intern majoring in fire service, and completed new hire testing on July 22, 2023.
Police Chief Jeff Hamer presented his report. He presented a list of new hires, promotions and events. He stated their department received dozens of FOIA requests, and continues to work with the City Attorney’s office for assistance. The City’s Attorney’s office has elected to be the sole point of contact for FOIA, and improved the process. The Police Department has devoted over 200 hours of Body Worn Camera review during the quarter. Countless hours were spent reviewing, and preparing BWC footage for court in anticipation of the upcoming Johnson Street shooting trial.
He reported the following agency quarterly activity:
Calls for service were down 25% total 3907
Mental health calls 45% increase total 34
Suicidal subjects call 70% increase total 17
Taser deployments; spark demo1 and darts fired 4
He provided a list of multiple Community Service, Diversity, and Recruitment Officer Activities. He stated CSO Sally Vigezzi continues to be a Social Service power house enforce multiplier, and she assisted Chief Hamer with a Celebrity ride-along to/from school for 4 young kids. He stated this was a huge highlight for him.
CDC John Bannon Presented his report. He reported revenue of $18,010.29 of which $11,505.00 was from 132 permits, equaling a grand total of $32,826,276.00 in construction value. There were 198 code enforcement actions, of which 198 were tall grass, and 81 were accumulation of refuse. Rental inspections 326.
Planning & Zoning processes grand total 11. Grants/Housing consist of $550,000.00 Home Accessibility and Repair Program, $550,000.00 Community Development Block Grant, Thriving Communities Program Technical Assistance for multiuse path planning; 2-$45,000.00 awards in process. Strong Communities Program Round 2 Grant: Illinois Housing Development Authority Application has been submitted.
Training included; Quality of life Preservation, Rural Partners, Hoarding Training, and ongoing ICC training.
Housing Initiatives: Vacant Building Registration Program, Pocket Parks, Multiuse path, Special Census Planning process scheduled for October 1, 2014 agreement was submitted and $361,319.00 transferred to Census Bureau, GIS Collaboration, Brownfield Coalition, and 2 Historic Home Plaques were awarded.
He reported on the Residential Façade Grant Program. He stated the Residential Façade Grant Program aims to disburse $330,000.00 to 38 recipients on a 90% match basis (homeowner pays 10%). Program closes September 15, 2023. Total Disbursed: $218,595.18, Recipients Reimbursed: 25
He provided 6 sample recipients before and after photos and stated he had a chance to speak with a Façade Grant Recipient who was very thankful, and provided positive feedback.
There was no further business.
There being no further business to come before Council, Alderman Moon moved, seconded by Alderman Dorsett to adjourn the meeting, all Aldermen voting “Aye” by voice vote and no “Nay” votes, Mayor Inman declared the motion carried and they adjourned the meeting at 5:56 p.m.
https://cityofmacomb.com/wp-content/uploads/2023/09/08-28-2023.pdf
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