COMMITTEE OF THE WHOLE MEETING

Lincoln City Hall, Council Chambers 700 Broadway Street Lincoln, Illinois

Tuesday, October 13, 2020

The Committee of the Whole Meeting of the City Council of Lincoln was called to order by Acting Mayor Tracy Welch at 7:00 p.m., with proper notice given. City Clerk Peggy Bateman called roll.

Present:

Alderman Tracy Welch, Ward 1

Alderman Steve Parrott, Ward 1

Alderman Ron Fleshman, Ward 2

Alderman Sam Downs, Ward 2

Alderman Kevin Bateman, Ward 3

Alderman Ron Keller, Ward 3

Alderman Kathy Horn, Ward 4

Alderman Jeff Hoinacki, Ward 4

Present:

John Hoblit, City Attorney

Peggy Bateman, City Clerk

Chuck Conzo, City Treasurer

Paul Adams, Police Chief

Remotely:

Elizabeth Kavelman, City Administrator

Bob Dunovsky, Fire Chief

Wes Woodhall,  Building and Safety Office

 Andrew Bowns, Veolia Water, Project Manager

 Walt Landers, Streets Superintendent

Absent: Presiding:

Acting Mayor Tracy Welch

Public Participation:

There was no one present to speak for public participation.

Plocher Construction Company Payment Application #2 • Lincoln CSO Improvements in the amount of $701,006.40.

Photos were provided to the council showing the progress of work. 48 inches of a storm sewer needed to be relocated and a mud mat has been poured to allow for work to continue if a lot of rain comes. The pump station structure is next to begin.

This item will be placed on the regular agenda.

CSO Upgrade Change Order #1

Andrew Bowns spoke to say that this change order will be for $1,312.50 and consists of changing galvanized steel plating to stainless steel.  Wastewater and Hydrogen Sulfide gas is detrimental to any material other than stainless steel.  This change will reduce maintenance costs in the future.

This item will be placed on the regular agenda.

Stark Excavating Inc. - Pay Application #4 and Final - Union Street Pump Station in the amount of $70,000.00.

This is the final pay out to Stark.

This item will be placed on the regular agenda.

Discussion of 5th Street Road Project.

Ambra Knox and Julie Shipp, with CMT, were present to discuss this item.

There is an overage in the budgeted amount with IDOT for right of way.  CMT is checking with IDOT to see if those funds can be moved to another category.

The total project amount is $7.5 million.  IDOT to date has reimbursed $883,000 to the City, however

$153,000 has been approved for reimbursement but is still waiting for the check to be cut.

Total out of pocket cost for the City is $2.9 million.  $1.8 million is for construction costs and $900,000 is for land acquisitions.

$436,000 is eligible for right of way reimbursements

$5.4 million is slated for construction once the City enters that phase and is eligible for reimbursements

IDOT will not program the project until all land acquisitions are final.  Currently the State is 2-3 years out on programming.  The construction phase is expected to last 1-1.5 years.

City of Lincoln Holiday's to be observed in calendar year 2021.

This item will be placed on the consent agenda.

Calendar year 2021 City of Lincoln meeting schedule for Regular City Council Meeting's and Committee of the Whole Meeting's.

This item will be placed on the consent agenda.

Trick or Treat Hours on Saturday, October 31, 2020 from 5:00 PM - 8:00 PM in the City of Lincoln.

This item will be placed on the consent agenda.

Approval of appointed members of the Diversity and Inclusion Commission - Blake Shelton,Jan Gleason, Jeanette Harris, Sherese Johnson, Zach Landers, Joe Schaler, Laurie Hill, Stacey Freeze, Michelle Bauer, Elijah Hewitt, Marty Neitzel, Ron Keller.

This item will be placed on the regular agenda.

Employee- Management Insurance Advisory Committee Rules and Guidelines

The council requests that language be added to state that a summary of each completed meetings be sent to the council.  It also be stated who the committee is apprised of.  Ex: 2 members from each union.

This item will be placed on the regular agenda.

Discussion of Payment Plan for Sewer Customers that are delinquent.

Any delinquent sewer accounts as of March 31, 2020, will receive a 90 day letter informing the customer that they have 90 days to pay the past due amount as of the March 31st date, late fees included.  Once that amount has been paid, the customer may enter into a payment plan for past due amounts from April 1st to October 1st, late fees to be waived.

Certified letters will be sent to the homeowner to ensure they have received past due letter(s). Two separate letters, 90 day letter and past due letter, will be added to the regular agenda.

Discussion of continuation of a no cost utility audit.

Tom Fagen, with Azavar Government Solutions, called in for this item.

There was an agreement with the City years ago, but was not renewed.  Reason unknown.

This program is of no cost to municipalities. The audit consists of Azavar making sure the Illinois Department of Revenue has everything coded correctly. That utilities, such as Ameren, is remitting per household. Azavar consumes any risk. Any revenue collected in the first 36 month agreement, 55% will go to the City and 45% will go to Azavar.  After the 36 months, 100% will go to the City. Over 20 years of these audits, Azavar has collected $100 million is revenue for municipalities.

All audits begin at the same time but do not end at the same time. Lastly 12-18 months with ongoing monitoring.

There is non-disclosure agreement included and any documentation provided to Azavar is any FOIAble information.  There will be no confidential documents removed from the City.

This item will be placed on the regular agenda.

Panhandling  Discussion

Legally there are still questions whether there are any limitations that can be put on panhandling. The Supreme Court has ruled that you cannot discriminate the panhandler's version of free speech just because you don't like their message. It opens the City up for lawsuits.

Announcements:

• Election Day - November 3, 2020: It was asked by a city employee if this day would/could be added to the holiday list that was previously This bill was created this year.  The

county has approved this day as a holiday.  There is no school in session on this day.   The majority of the council is not in favor.

Executive Session 1 2 (c) (11) Pending Litigation, 2 (c) (1) Personnel, 2 (c) (5) Purchase of Real Estate:

There being no further announcements to come before the council, Alderman Parrott made a motion to move into Executive Session, seconded by Alderman Keller.  City Clerk Bateman called the roll.

Present:

Alderman Tracy Welch, Ward 1

Alderman Steve Parrott, Ward 1

Alderman Ron Fleshman, Ward 2

Alderman Sam Downs, Ward 2

Alderman Kevin Bateman, Ward 3

Alderman  Ron Keller, Ward 3

Alderman  Kathy Horn, Ward 4

Alderman Jeff Hoinacki, Ward 4

Yeas: (8) Alderman Tracy Welch, Alderman Sam Downs, Alderman Ron Keller, Alderman Kevin Bateman, Alderman Jeff Hoinacki, Alderman Kathy Horn, Alderman Steve Parrott, Alderman Ron Fleshman

Nays: (0)

Abstain: (0)

Absent: (0)

The council recessed from the meeting at 8:35pm in order to enter into Executive Session.  Acting Mayor Welch announced there would be no further city business conducted upon reconvening.

Return from Executive Session:

The council reconvened from Executive Session at 9:21pm in order to reconvene the Committee of the Whole meeting.  Roll call was taken.

Present:

Alderman Tracy Welch, Ward 1 Alderman Steve Parrott, Ward 1 Alderman Ron Fleshman, Ward 2 Alderman Sam Downs, Ward 2 Alderman Kevin Bateman, Ward 3 Alderman Ron Keller, Ward 3 Alderman Kathy Horn, Ward 4 Alderman Jeff Hoinacki, Ward 4

Adjournment:

There being no further discussion to come before the City Council of Lincoln, Alderman Bateman motioned to adjourn, seconded by Alderman Hoinacki. All were in favor. Acting Mayor Welch adjourned the meeting at 9:21 p.m.

Respectfully Submitted  By:

Charity Hutchison, Recording Secretary