Lincoln, Illinois
City Council Committee's Meeting
May 24, 2011
Minutes of the City of Lincoln City Council Committees' Meeting held in the Council Chambers
on Tuesday, May 24, 2011.
Those present were Alderman Anderson, Alderman Armbrust, Alderman Bacon, Alderman
Busby, Alderman Horn, Alderman Neitzel, Alderman O’Donohue, Alderman Tibbs, and
Alderman Wilmert. Department Heads present were Fire Chief Miller, Safety and Building
Officer Mr. Lebegue, Police Chief Greenslate, City Engineer Mr. Mathon, Street Superintendent
Mr. Jackson, and EMC Manager Mr. Tackett. Also present were Mayor Snyder, City Clerk Mrs.
Martinek, City Attorney Mr. Bates, City Treasurer Mr. Conzo, and Recording Secretary Mrs.
Riggs.
Mayor Snyder called the meeting to order at 7:00 p.m.
The Pledge was said by all.
There were nine Aldermen present (Alderman Anderson, Alderman Armbrust, Alderman Bacon,
Alderman Busby, Alderman Horn, Alderman Neitzel, Alderman O’Donohue, Alderman Tibbs,
and Alderman Wilmert) and one absent (Alderman Hoinacki).
The Mayor asked for the Committees' Issues to be Presented:
Finance, Policy and Procedure:
Chairman Alderman Anderson said she did not have a report.
Fire/Water & ESDA:
Chairman Alderman Horn said that she did not have a report.
Grounds, Buildings and Local Improvements:
Chairman Alderman Tibbs said there was a petition by the Lincoln Area Music Society to put a
sign in the vacant lot and asked that it be put on the consent agenda. She said she would have
Fire Chief Miller address the City Council.
Fire Chief Miller said he had about $5,000.00 left over from the exhaust grant which they could
use for a safety item which they could use that in the department and he was going to apply that
plus a $2,400.00 grant from the safety committee to get two of the bay floors refinished and an
epoxy coating with safety striping things with a non slip grip within the epoxy. He said they
were looking at about $1,100.00 out of the budget. The rest was all grant and they would call
this week to see when they could get it scheduled.
Alderman Tibbs said it was just a heads up. The other thing they are doing is the drop boxes
at the Kickapoo Street area. They have three they have not heard from and thought they might
closer to the deadline.
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Alderman Tibbs asked Mr. Mathon to give him the quote what it would cost to take the flagpole
off the top of the roof. Mr. Mathon said they had a quote for $1,800.00 to remove the existing
flagpole from the tower and fabricating new copper cover cap. Alderman Tibbs said she felt the
pole could stay there until next spring and it is not hurting anybody and they don’t have the extra
money but that dollar amount can go towards the Chief and the Fire Department.
Mr. Jackson said the Movie at Melrose Park have they decided where they want the power at yet.
Mayor Snyder said no, they didn’t the July 30th date is that ok. Mr. Jackson said yes. Mayor
Snyder said Mr. Jackson had contacted Eaton they had donated most or all of the parts they
needed for Postville Park. Mr. Jackson said it was everything except the underground wire and
labor.
Mayor Snyder said Mr. Jackson had inquired for Melrose Park since there was none there but
they thought it was a good possibility. In looking into that Mr. Jackson also found out the water
there is pretty easily connected so he had already offered next year to Geoff Ladd if they wanted
to use Melrose Park the same way they use Postville Park for the Route 66 Garage Sales they
could do that because there would be water and electricity which is what they wanted at Postville
this year. He thanked Mr. Jackson for all his work on that.
Alderman Tibbs said they have a letter in regards to the American Cancer Society Logan County
Relay for Life. They would like to tie purple ribbons around the flagpoles like they did last year
in the downtown area. They did request to use the corners of the downtown square and they
can’t approve that part of it. She asked to have it on the agenda.
Sewer Treatment Plant, Sewers and Drainage:
Alderman Busby said just to inform the Council he was going to contact Mr. Drake and tell him
we’re going to dig his sewers up. He owes the city $12,944.00 and he thought he should be the
first one they dig up. He said Mrs. Anderson was going to be here but couldn’t make it. Last
week he gave them a billing contract with American Water and he brought this up 5 years ago
and he is sick of working on it. Either dig them up or shut their water off that will solve the
problem. A collector is not going to solve anything. You’re going to get some money in yes.
Alderman Bacon asked how many of Mr. Drake’s properties are in foreclosure or are going into
foreclosure. Mr. Lebegue said the only one he knew was in foreclosure was 908 Decatur and he
thought somebody was paying the taxes on the one on North McLean and thought somebody else
was paying the taxes on one on Broadway. Alderman Bacon said it is pretty safe to assume the
one somebody else is paying taxes on they will be going back to foreclosure. Alderman Busby
said he has 11 properties.
Alderman Bacon said he does not have a real good track record. Back to what she said a couple
of weeks ago. She didn’t think he would care if the water was dug up or sewer was dug up or if
the backhoe was sitting in front of those properties.
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Alderman Bacon said he’s not paying his bills now so why not going with the bill collector. He
doesn’t have good credit anyway it doesn’t sound like he’s paying us, obviously not paying his
taxes on most of those properties and some of them he’s not making payments on because he is
going into foreclosure.
Alderman Busby said he did not agree with that and they all have liens on them too. Alderman
Bacon said because he’s not paying his bills.
Mayor Snyder said he knew that Treasurer Conzo had made an inquiry to what some other
communities did and he knew in particular that he had talked to Belleville and they are
somewhat similar to us. They take care of their sewer bills and have Illinois. American Water
Mr. Conzo said Mrs. Martinek made the initial contact with Belleville and explained the situation
and then they talked with the City Treasurer Mr. Turner who explained and evidently the sewer
there is under, the billing and all that, is under the jurisdiction of the Treasurer. They are in a
similar situation where Illinois American provides water and the city takes care of the billing
for the sewer as well as their garbage collection. What they did approximately 5 years ago they
started shutting off the water and he knew we had been all through that with the liability but that
is what they finally began doing 5 years ago and they may very well have a different contract
with Illinois American than the one they offered us. Their sewer collections were terrible and
they were collecting about 75% of their receivables at that time. It went from 75% to almost
100% after they started shutting off the water. They also use a collection agency but he said it is
rare they have to turn anyone over to a collection agency if they are current customers because
shutting them off will usually do it. The only ones they usually have to turn over to collection
agency are the ones the people have skipped town. He didn’t know what kind of contract they
had with Illinois American Water but he said it has never been an issue. It was written 5 years
ago. The other thing he told us about the collection that Illinois American charges them money
to turn it off and to reconnect it and thought it was $147.00. When the customer agrees to pay
the past due amount on the sewer they require them to pay the disconnection and reconnection
fee or they don’t get the water turned back on. They passed that cost on entirely to the
delinquent subscriber. They found it wasn’t cost effective for Illinois American Water to take
over the billing for the City of Belleville because they were going to charge them $10,000.00
plus $1.00 per bill.
Alderman Anderson said do they bill on a monthly basis. Mr. Conzo said they do. Alderman
Busby said he really thought if they went the whole route that they shut off with American Water
we would save money by doing away with any part time help in the Clerk’s office and shifting
that over to Doris and use the money that we save with that office to hire an administrator.
Alderman O’Donohue said are suggesting we use Illinois American Water to do our billing.
Alderman Busby said yes. Mrs. Martinek said we are set to go July 12. Alderman Neitzel asked
Mrs. Martinek if Doris would be able to handle the part time work. Mrs. Martinek said no.
Alderman Busby said she couldn’t be trained.
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Mrs. Martinek said this has come up before and no. Alderman Busby said I actually think she
could be trained she is very proficient in what she does now.
Alderman O’Donohue said you can say we are going to save money but have we actually done
the numbers. The last time we talked about this it was talking about passing $1.00 along per
month to all the taxpayers for the billing. He thought that was a lot of why some of us voted
against it. The taxpayers would wind up picking up some of that expense. It had nothing to do
with the billing at all. He didn’t think that was right and why he voted against it.
Alderman Neitzel said Mr. Bates said it is not cost effective for American Water to do our
billing. Alderman Busby said it is not cost effective for us. Alderman Wilmert said I don’t
know we haven’t given the new system a shot yet and it starts in July. Alderman Neitzel said she
is not in favor of anyone losing their job not in these times.
Alderman Anderson said she agreed with Alderman O’Donohue that she has an issue with
passing on that dollar fee particularly if we go to monthly because that is another $12.00
annually that even we are not seeing in terms of revenue and that would be going to Illinois
American and it would be switched to a monthly billing which might be ok from a cash flow
perspective but she had some issues with that dollar a month and we as a city certainly can’t
afford it to absorb that.
Mr. Bates said also the $10,000.00 start up fee and it would be paid back by the $1.00 per month
unless they terminate it.
Mr. Conzo said another thing to consider you can do more than one thing. He didn’t see any
downside to go to the collection agency. If you decide to do something later in the billing or shut
off at least that is a beginning and you can do that in addition to these other things. A lot of these
rental properties and the tenant and landlord are both liable for that bill and responsible for that
bill. He thought they might want to consider tagging doors.
Alderman Wilmert said could anybody find out why that city isn’t scared to, why we are hesitant
about lawsuits and an instance happen if American Water hits someone or something and why
they are not and what is different about their agreement. Alderman Neitzel said she would take it
off the table and would put July in motion.
Streets and Alleys:
Chairman Alderman Neitzel said they had an intergovernmental agreement.
Mr. Mathon said that is was a renewal agreement with IDOT for maintenance on traffic signals.
The agreement is in a different for but the content is essentially the same.
Alderman Neitzel said she would put it on the agenda.
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Mr. Bates asked about the new stoplight at 5th and College.
Mr. Mathon said that light as well as the light at Stalhut Drive are not in here because these were
put together prior to those lights being operational and did ask that question of the individual
responsible for collecting the agreements said it would be his preference if it was alright with
the city to cover that as a separate letter between the city and the state after this agreement is
approved. His concern in trying to kick it back through with that as an addition it would take a
lot of time to work through the bureaucracy.
Mr. Bates said to Mr. Mathon do you understand this agreement. Mr. Mathon said not every
word but he understood the structure of it and has discussed it at length with the administrator of
the agreement.
Mr. Bates said he had read it doesn’t know who is supposed to do what. He said he is supposed
to be able to read what something says and know what it says when he is done.
Mr. Mathon said in essence the city is responsible for maintaining the state traffic signals that are
located on state routes and we account for those costs and those bills and submit them quarterly
to the district and they process it and reimburse the city our proportionate share. We have never
run into a situation where there has been an issue with a reimbursement in his time here.
Mr. Bates said this is really not the time to do this but there is an indemnification clause in
paragraph q and another one in paragraph j. So you realize they are indemnifying the state.
The document does not have page numbering which gives me the first clue that it is a lousy
document.
Alderman Anderson said is it the same thing with the water.
Mr. Bates said yes and said one of the things he didn’t understand is on the front page it has total
compensation of $163,620.00. He asked how we know that’s going to be enough to cover their
percentage of the maintenance costs.
Mr. Mathon said he asked that question as well and what he was told was there has to be
a number placed in the document and that is if you take an average of what our quarterly
reimbursement requests are which $3,500.00 is the top end as an average over a ten year period
that amount falls under the $163,000.00 that is listed in here.
Mr. Bates said things happen like, if he read this correctly that if there is damage to the poles
from auto accidents we have to fix those things and we have to pay for them. He would assume
that stuff gets pretty expensive. If there is a major accident at a state intersection knocks down a
whole pole and arm itself maybe even the controller box if I understood it is our responsibility to
fix and repair this.
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Mr. Mathon said if there are expenditures over a dollar figure and he thought it was $10,000.00
and it requires advance approval from the Department.
Mr. Bates said he understood there was a threshold and they would have to go through a different
bidding process if it’s a certain amount. If it is a major amount and we haven’t incurred that to
date don’t we have to pay it then seek reimbursement from them of their share and we get into
end of the year and already blown by the $163,000.00 are they then going to say to us in the
remaining two years of the contract well we’ve already paid the amount that we agreed to pay.
Mr. Mathon said up to the point of saying if we get up to the $163,000.00 that is the way it is
structured and has been handled as outlined to be handled in this renewal agreement. As far
as hitting an upper limit on that total compensation amount he would ask the department to get
clarity.
Mr. Jackson said the poles we have been reimbursed by the insurance company of the operator
because the one out by McDonald’s is $27,000.00 and they paid all of that. Alderman Neitzel
said what about the one at 5th Street it is bent. Mr. Jackson said he was talking to IDOT in the
morning on that one.
Alderman Neitzel asked Mr. Mathon if this was money we pay Egizi.
Mr. Mathon said it is either self performed work from city crews or the contractor hired work
which they utilize Egizi as being one of the approved electric contractors by the city or the
electrical bills. He said they are currently billed at $75 and some change per hour.
Alderman Neitzel asked Mr. Mathon if they needed the revised 5th Street Agreement on the
agenda.
Mr. Mathon said it was distributed and is the version that was reviewed and adopted by the
County board and does provide the provisions that were discussed at the previous committee as
a whole meeting. They are on page 2 item number 8 regarding the level of maintenance on that
portion of the road subject to this agreement and page 3 item 4 identifies it as a one time lump
sum that is payable upon execution of the agreement.
Mr. Bates said he had not seen it. Mr. Mathon apologized to Mr. Bates for not getting him a
copy. Mr. Bates asked what had been changed.
Mr. Mathon said from the original draft that was discussed page 2 item number 8 sentence that
was added reads the level maintenance provided by the city shall be equal of that of the adjoining
segments under the city’s jurisdiction. That is under the city agrees portion.
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Mr. Mathon said then under the county agrees portion on page 3 under item 4 identifies it as a
one time lump sum of $10,000.00 to the city for maintenance procedures on this portion existing
roadway and a portion of that is at execution of this revised agreement.
Mayor Snyder said this again is us taking over maintenance responsibilities on that rough section
out there. Mr. Mathon said the portion between Picture This Photography and Connolley Road
correct. Mayor Snyder said it is thought that can be smoothed out with a couple of layers with
seal coat, is that correct?
Mr. Mathon said that is correct. It will also prevent any further deterioration of the existing
pavement.
Mayor Snyder said we would be responsible for snow removal all the way out to Connolley
Road, is that correct? Mr. Mathon said the city’s jurisdiction ends at the end of the Sysco
property line so it is past Connolley Road but yes. Alderman Neitzel said do you want to hold
off until the next committee meeting so you have a chance to review it. Mr. Bates said he could
not find his copy where he wrote his notes and did not know this was coming up but he would
review before June 6. Alderman Neitzel said they would put it on the agenda and they could
table it if they needed to.
Alderman Neitzel said they have an issue is at 1st Street and Walnut.
Mr. Mathon said it is adjacent to the railroad sighting that comes off the Union Pacific Railroad.
Over the weekend one of the subcontractors that operates the heavy equipment for that Union
Pacific Railroad job tracked an excavator down a portion of 1st Street and crossing on Walnut
Street and then over to the main line of the railroad tracks and then tracked back up to get on the
low boy. That tore up several sections of the pavement in that area which worked out to be about
300 square yards. He spoke with track construction supervisor and was very promptly put into
contact with the subcontractor and actually met out there with him today regarding that damage
and they are asking the city to provide their company with quotes from a contractor or two with
what the repair costs would be and fax that information to them. They will work out a contract
with that firm to get the issue taken care of. The damage was caused by the subcontractor and
they are the ones responsible for any corrective action. He had one quote and tried to get a hold
of another firm to get a second quote. This is informational only. The contact that he had with
Union Pacific and they were very prompt and concerned with making sure the subcontractor was
in contact with us in the very near term and the subcontractor had a call from someone at their
business office and then the field superintendent that was in the field that day within an hour
of the initial contact. The subcontractor is in charge otherwise there are other issues and they
understood and agreed with that.
Mayor Snyder said there was also some damage done by a railroad subcontractor to a street light
on the corner of Sangamon and Pulaski.
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Mr. Jackson said Holland Paving when they were using their bobcat ran into the decorative light
and snapped it and we have taken the light down. He did not have one so there is one on order
and he is waiting on the order form to be emailed to him so that he can forward it to Holland’s
home office. He has already talked to their regional manager and they will cut a check and give
it to the city.
Mr. Bates said he noticed and didn’t get a chance to drive by and look at everyone of the
crossings but did notice today, he thought it was on Broadway, didn’t they rip out concrete
sidewalk and they have now put back as asphalt. Mr. Mathon said there is on the South side.
Mr. Bates thought Tremont was the same way and said our code requires concrete sidewalks and
they removed concrete and put in asphalt and he didn’t think that kept with repairing with what
they tore out. I don’t know if that was the paver subcontractor or if that is the way they were told
to do it but we’ve been pretty staunch about concrete sidewalks and he was sure that some of the
approaches on the sidewalks they are not concrete any more.
Mr. Mathon said he did not know how close they had concrete going up to the tracks prior to the
work and he would have to go back and check some of the records and photos that they have.
He knew that as they patched back in with the asphalt that is what they used to bring everything
back in.
Alderman Neitzel said her husband noticed that too. Mayor Snyder asked Mr. Mathon if he
could check that and if there were others where they have done that then they need to inform
them of what our code requires and ask them to put concrete back in. Alderman Armbrust said
Mr. Mathon are they not going to tear that out again to put the second set of rails in there. Mr.
Mathon said when the second mainline track is installed yes they would be tearing out that work
that was adjacent to the mainline track and as yet we do not have a timeline when that work is
going to occur.
Alderman Neitzel said they had the agreement for legal services and asked if they needed that
on the agenda. Mayor Snyder said yes. Alderman Neitzel said they will need to put that on the
agenda.
Police:
Vice Chairman Alderman Tibbs said she had a petition by Main Street for Friday, June 10 –
Saturday, June 11, 2011 for the second annual Honest Abe BBQ Cookoff. The insurance is on
file and asked to have that on the agenda.
Police Chief Greenslate said he surveyed for early retirement and there are two that are eligible
and only one is interested. The fire department has no one interested. The street department had
a few people that were eligible but no one who is interested.
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Police Chief Greenslate said this is an option where if the person took it the city would pick
50% of the insurance from age 50-55 and they would continue after 55 as they normally do.
They would be able to replace that person with a lesser salary. He asked if they would place on
the agenda a motion to draw something up to offer to the employees. They would have to take
advantage between a starting date and an ending date that a person could take advantage of this
option.
Mr. Bates said he sent all the aldermen a copy of what we did last time and at least when they
did this the last time back in 2008 it was signed off by all the unions. He has not heard anything
since he emailed it to everyone.
Ordinance and Zoning:
Chairman Alderman O’Donohue said he had a Resolution Establishing work rates and a
Resolution that June, 2011 is home safety month to be placed on the agenda.
Sidewalks, Forestry and Lighting:
Chairman Alderman Armbrust said he had a petition for sidewalk at 529 N. Sherman by
George DeWees. He also had a petition for sidewalk at 912 N. Logan by Charles Kodatt for
reimbursement. He asked that both of those be put on the agenda.
Mr. Jackson said he was going to talk to Mr. Kodatt to let the city do it. He said he had a map
and locations of street lights that Alderman Bacon had requested and asked how many of the
Aldermen wanted a copy. Everyone wanted one.
Sanitation/Technology:
Chairman Alderman Wilmert said the 2nd Saturday for glass collection going June – October.
Insurance:
Chairman Alderman Bacon said she did not have a report.
Mayor Snyder said he had passed out the job description for Economic Development Director
from the search committee. City Treasurer Conzo is now on the Economic Development
Committee replacing Derrick Crane. On the board representing the city are Alderman Horn,
City Treasurer Mr. Conzo, Glenda Allison, Rick Hamm and himself. Rick Hamm is the city
representative on the search committee. Steve Smith is the chair, Dave Hepler is the County
representative, Rick Hamm the city’s, and Bob Bagby.
Mayor Snyder said he passed out a letter from Libbi Stein about the Comcast guarantee and
satisfaction survey. They are continuing discussions with Lincoln College.
Mr. Tackett said that Donna Schriber is very ill and has been with EMC for 10 years. He asked
for everyone to keep her in their thoughts and prayers. He said she is Don Ritchart’s daughter.
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Police Chief Greenslate said the funeral services for the young boy that was killed this week
and asked to keep his family in our prayers as well as the hospital, public safety workers, rescue
workers that dealt with that very terrible situation.
Alderman Anderson said I move to go into Executive Session under 5 ILCS 120/2(c)(2) to
discuss collective bargaining and Alderman Horn seconded it. City Clerk Mrs. Martinek called
the roll call. There were nine yeas (Alderman Anderson, Alderman Armbrust, Alderman Bacon,
Alderman Busby, Alderman Horn, Alderman Neitzel, Alderman O’Donohue, Alderman Tibbs,
and Alderman Wilmert), zero nays, and one absent (Alderman Hoinacki); motion carried. The
meeting adjourned to Executive Session at 8:12 p.m.
The meeting returned to regular Session at 8:25 p.m. City Clerk Mrs. Martinek called the roll
call. There were nine present (Alderman Anderson, Alderman Armbrust, Alderman Bacon,
Alderman Busby, Alderman Horn, Alderman Neitzel, Alderman O’Donohue, Alderman Tibbs,
and Alderman Wilmert), zero nays, and one absent (Alderman Hoinacki); motion carried. Also
present were City Attorney Mr. Bates, Mayor Snyder, City Clerk Mrs. Martinek, City Treasurer
Mr. Conzo, and Recording Secretary Mrs. Riggs.
Alderman Busby made a motion to adjourn the meeting and Alderman Neitzel seconded it.
There were nine yeas (Alderman Anderson, Alderman Armbrust, Alderman Bacon, Alderman
Busby, Alderman Horn, Alderman Neitzel, Alderman O’Donohue, Alderman Tibbs, and
Alderman Wilmert), zero nays, and one absent (Alderman Hoinacki); motion carried.
The City of Lincoln Committee’s as a Whole Meeting adjourned at 8:26 p.m.
Respectfully submitted,
Risa Riggs
Recording Secretary
City of Lincoln