COMMITTEE OF THE WHOLE MEETING

Lincoln City Hall, Council Chambers

700 Broadway Street I Lincoln, Illinois

Tuesday, April 24, 2018

The Committee of the Whole Meeting of the City Council of Lincoln was called to order by Mayor Seth Goodman at 7 p.m., with proper notice given. City Clerk Peggy Bateman took roll.

Present:

Alderman Tracy Welch Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderwoman Heidi Browne Alderman Rick Hoefle

Staff Present:

Treasurer Chuck Conzo City Clerk Peggy Bateman

Assistant Fire Chief Ben Roland en lieu of Fire Chief Mark Miller Police Chief Paul Adams

Streets Superintendent Walt Landers

Absent:

Alderman Steve Parrott Alderman Jeff Hoinacki

Staff Absent:

Waste Water and Treatment Manager Tim Ferguson Building and Safety Officer Wes Woodhall

City Attorney Blinn Bates

Presiding:

Mayor Seth Goodman

Public Comment:

Mayor Goodman called upon citizens registered to speak.There being no publ c participation, Mayor Goodman took up the agenda items.

Request To Permit:

VFW"-Llncobt, Ill.to sell poppies at intersection of Broadway and McLean Streets on Saturday, May 12, 2018 from 10 a.m. until I p.m.:

Alderman Hoefle asked if their insurance is on file. City Cieri< Peggy Bateman said, no, not yet - but that she had filled out the paperwork for them over the phone. The item will be placed on the consent agenda pending proof of insurance.

Lincoln Area Music Society to place a banner in the vacant lot at the comer of Pekin and Kickapoo Streets from June 5to July 2, 2018 to advertise summer band concerts:

Alderwoman Bauer said they have done this for several years. She does not see this being a problem. The item will be placed on the agenda.

Lincoln Community High School Homecoming Parade to be held Friday,Sept. 15, 2018 at

2:30 p.m. The route would proceed down Wyatt Avenue,turn Right onto Kickapoo Street, right onto Broadway Street and continue around the Logan County Courthouse square:

Alderwoman Bauer asked if their insurance renews before the Sept. 15, 2018 date. Clerk Bateman said that what she has on file is probably still good, but they will have it to the city by Sept. 8. Alderwoman Bauer said there is probably a renewal in there somewhere as it was scheduled so far in advance. The item will be placed on the consent agenda.

Abraham Lincoln Healthcare Foundation DBA Abraham Lincoln Memorial Hospital Foundation -Letter of agreement regarding "FitnessCourt":

Mayor Goodman called an Abraham Lincoln Healthcare Foundation {ALHF) representative, Mrs. Angela Stoltzenberg forward to testify. She said she did not have a presentation for the night as she had submitted information for the agenda packet. Alderman Keller said she might want to summarize. She said the group has presented a grant application for the National Fitness Campaign to the council. They are seeking a $10,000 discount off of the purchase price of a fitness court. She said ALHF would offer a gift to the city - around $140,000 to cover the remaining costs of the court, landscaping, etc.

Alderman Welch brought up Mrs. Stoltzenberg's last visit before the council - he wanted to know if any of the Aldermen who have experience with insurance can speak to the liability side of things.

Alderwoman Bauer saidit would not pose any additional space - separate from a public park or a city park. She said the city would still be covered under the umbrella of public use space.

Clerk Bateman said when she reached out to the city's liability insurance, they suggested putting up a sign stating something along the lines of, "not responsible for accidents,n they also asked about plans for a fence. Mrs. Stoltzenberg said there are no plans for a fence, but they can put up a sign. There will also be instructional signage on the equipment with age recommendations included. Clerk Bateman saidif there is an age suggestion on the machines - no one will be standing around making sure they do not use it if they are not the proper age.

Mrs. Stoltzenberg said it is intended for ages 14 and older.She said other municipalities have had some of the same concerns the city council has had and the suggested age range is how they address the liability issue.

Alderman Hoefle asked if the hospital would be interested in undertaking this project if the city were to give them a 45x45 foot parcel on a street and if the hospital foundation would assume liability, maintenance, and responsibility of the property etc.

Mrs.Stoltzenberg said she does not think the hospital is interested in acquiring any more land as they may not have the capacity to care for the additional space.

Alderman Hoefle asked if the hospital foundation had petitioned the area to see if the neighborhood is excited. She said she had spoken with St. John United Church of Christ and they were excited. She also spoke to Kent Froebe. She said he is excited about it as there are schools nearby.

Alderman Hoefle said none of them [the students] are over 14. She said that is true. He asked about machines breaking and the need for maintenance - who would care for the equipment? He wanted to know if this was the city's responsibility. She said under the current agreement, yes - but she does not want to emit the hospital without their consent.

She said a lot of the items are listed on warranty - three, five, 10, and 20 year warranties. Alderman Keller asked if something were to break . .. if the city would be capable of fixingit or if someone would have to be brought in to make the necessary repairs. She said that is not a concern in the other cities that have taken it on .. .she could no answer that as she is not privy to what the city would be capable of fixing. Alderman Hoefle spoke to the warranties - and mentioned that they most likely have their own experts to repair equipment in the event of a breakdown. Mrs. Stoltzenberg said there is likely a manufacturer that they would work with.

Alderman Keller said the National Fitness Campaign estimates annual maintenance and care for the property could cost somewhere around $1,000 to $2,000 for power washing each year. He did not want to call this an inflated amount, but he wanted input from Streets Superintendent Walt Landers.

Mr. Landers said without putting his eyes on it, it would be difficult to say. He said eight hours of labor of power washing, as a guess on his part. Mrs. Stoltzenberg said yes, that is the amount the group gave ALHF just for power washing.

Alderman Keller mentioned future plans relating to the bike trail. Mrs. Stoltzenberg said this property is already a part of the Abraham Lincoln Legacy Trail. She said ALHF is in the waiting period for a grant, they will find out if they receive it in June - she said it is a possibility that the grant moving forward could be used for a trail head. She said it is a $2 million grant. She said activity along the trail could make the city more attractive down the road. She said when the old hospital was torn down, the bare property was never to be considered an eye sore - and the hope was the property would be used for community use in some aspect of health.

Alderwoman Bauer said just looking at the dollars and cents that have come across - the cost would be

$1,000 to $2,000 - she said the council needs to take into consideration that they have not seen the space yet and that there could be some installation or other potential costs per year as a responsibility to the city.

Alderman Fleshman asked about the location of the property. He asked what the structure would be made out of.Mrs. Stoltzenberg said some weather resistant vinyl. She said that piece would wear and tear more than the other elements.

Mayor Goodman called for further questions and comments, there being none, the item will be placed on the agenda. Mayor Goodman then moved councildiscussion to the Paper-Folding Machine.

Purchase of additional Paper-Folding Machine:

Clerk Bateman said this machine needed to be purchased in response to the monthly sewer and trash billing plan that has been put in place. She said the current machine will be kept and continued to be

used as well. Her staff will run two machines at a time. She said they received two bids. She said the machine needs to be in place by mid-May so the bills can go out.

Alderman Keller asked about annual maintenance and why there is a disparity in fees.She said the top price includes, labor, parts, and travel time. She said the repairmen come from Springfield. The middle bid, is the same machine brand as the city's postage machine.

Alderman Welch asked which machine Clerk Bateman is looking into. She said, it was the second item. He mentioned the $685 purchase difference. He said he is not usually interested in spending extra money - however, for the sake of consistency and considering her office has to take this on, she does not need any more setbacks. Clerk Bateman said she understands it is a difference in cost, but it is a good machine and they know how it works.

Alderman Hoefle asked about an existing maintenance agreement on the current machine, and if there was a possibility to negotiate - and have the repairman maintain both machines at the same time. Clerk Bateman said she will find out. The item will be placed on the regular agenda.

Police Station Furniture Bid -with the remodel of the old Jefferson School into the new Police Station, the configuration of the current older furniture will not be conducive for us in the new Police Station:

Police Chief Paul Adams said the police department needs to get furniture ordered, it could take six to eight weeks to get the furniture, "here."

One group wanted to charge the city $20,000 just to design the furniture layout, Resource One did this for free. FGM quoted the furniture at $187,000 - so he said coming in at $101,000 is much better than FGM. He said both companies are really close on the designs. Both have lifetime warranties and five year fabric warranties. He said overall they like the design and the equipment chosen from Resource One. The cost estimate for Resource One is $101,142.23. He said that is his recommendation.

Alderman Keller asked if the current furniture located in the former police station is owned by the city ­ Chief Adams confirmed it is owned by the city. He does have an agreement with the Sheriff to help them acquire some of this property.

Alderwoman Bauer said they could use it. Alderman Welch said he did a walkthrough on the new station. He urged the council to take a tour - he said there is a lot of space in the building to fill up. He wanted to know if Chief Adams looked at everything and trimmed wherever he could to save costs. He asked if Chief Adams is just getting the bare essentials.

He said he would like to have a lot more furniture, but his original budget was $95,000 - he said this was the best he could do. Alderman Welch said some spaces will go unfilled as there was not enough in the budget to cover as this time to buy everything he wants.

Alderwoman Bauer said this is warrantied furniture for life. She said she is currently moving her own office space in the next week or so, she is looking at furniture herself - she said the quality in the furniture is really what impacts the cost. She said there are some things to take into consideration. She said the officers are wearing a lot of equipment, duty belts and furniture will get banged on, chairs will take a lot of weight, it will get beat up. The item will be placed on the agenda.

2018 Motor Fuel Tax Program Resolution -the use of MFf funds are limited to the engineering, labor, maintenance, material, and construction of roadways, sidewalks, and curbing:

Streets Superintendent Walt Landers said each year the city has to create their MFT program to budget funds to be spent out of the Motor Fuel Tax (MFT). He said the funds can only be spent on certain things, engineering, materials, labor, sidewalk curb repairs, etc. He said his team creates MFT budgets when working on different projects. He said this year's program is at $565,000. It covers all the previously stated areas. He said Farnsworth Group has been working on this for the city.

Alderman Hoefle asked if Mr. Gary Davis from Farnsworth would like to speak. Mr. Davis said he and his team has worked with Mr. Landers and his team for several years. He said there is a maintenance cost listed on pages as well as engineering costs. He said using Illinois Department of Transportation's (IDOT) percentages - the number is around $76,048 and some cents. He said they are going to cap this at $73,000. He said he appreciates working with the counciland asked for questions. Alderman Hoefle said he appreciates their work. Mr. Davis said Mr. Landers has been really good to work with.

Mayor Goodman called for further questions, there being none, he said the item will be placed onthe voting agenda.

New End Loader and Backhoe Leasefor Street & Alley Deparbnent:

Streets Superintendent Walt Landers said his crew is looking at leasing a new End Loaeler as their current lease is set to expire in June 14, 2018. His team would also like to lease a new Backhoe at the same time. He said both machines are starting to show their wear a little bit, the Backhoe is 10 years old. He said the leasing options are laid out in the agenda packet. He said the $86,000 option is if the city wanted to trade the machine in - for a new machine. He said basically he could lease both machines for an annual payment for five years of around $22,266.42. He said the End Loader would be

$12,729.63 and the Backhoe is $9,526.79. He would prefer to lease the machines.

Alderman Keller asked Mr. Landers to speak to the machines' operating hours. He wanted to know what that meant and wanted him to translate . . . Mr. Landers said that is how long the machine had been running and to consider that the mileage. Alderman Keller asked what is typical. Mr. Landers said before you have a lot of problems with them, you can put in around 6,000 to 7,000 hours before you start to put a lot of money into them. He said with the leases, the machines would still be covered under factory warranty. Alderman Fleshman asked about the hours. He asked if the funds were available, if Mr. Landers would prefer to own the equipment. Mr. Landers said he still thinks leasing is the best option. Mayor Goodman called for further questions, there being none, he placed the item on the agenda.

Agreement between City of Lincoln and Logan County Animal Control for 12 month servicesJune 2018- May 2019 inthe amount of $42,000.00:

Alderwoman Bauer said last year was the first year they had held the same level of agreement that they had held during the previous year. She said from her opinion, this is really easy because this is one contract where the city does not see a yearly increase in costs.Mayor Goodman called for other comments, there being none, the item will be placed on the agenda.

American Water -Water Usage Data Agreement, purpose for downloading water reads for sewer rates:

Alderman Hoefle said he reached out to Illinois American Water to see how they came up with the rate per household - he said it is a standard they are using on all cities. He said they are going to stand hard at the rate and it is roughly $424 a month.He said since the city needs that to charge their sewer

rates it is probably something they need to consider. He said it is under $5,100 a year.Mayor Goodman said the item will be placed on the agenda.

Announcements:

Mayor Goodman asked if anyone had any announcements.

• Alderman Welch said spoke to a band performance contract for 3rd Fridays. He said the committee is going to have those performing sign contracts. He sent the contract to City Attorney Blinn Bates for review. He has made his recommendations. The item needs to be placed on the agenda. The contract needs to be approved, and the performers need to sign and authorize the contract. Alderman Hoefle asked about the $400 listed in the agreement.

Alderman Welch said this is the amount the committee agreed not to exceed. Alderman Hoefle said he might suggest having the perfonners fill out a 1099 Tax Form. Alderman Welch said when they send the contract, they will be sending a W9 along with it. He said his group could remove the dollar amount. Alderwoman Bauer said she would like to see Mayor Goodman sign the contract. She said that could be a consistent deliverable so the contract will not need to be adjusted moving forward. She said good job on getting vendor agreements sent out.

• Alderman Hoefle mentioned A.B.A.T. E. and a bike blessing. Superintendent Landers said it will be at the VFW parking lot.
• Superintendent Landers said the city is being recognized as a Tree City USA again for the 1rth consecutive year. An event will be held at 11 a.m. on Friday, April 27, to commemorate the city.
• Alderman Welch wanted to thank Mr. Scott Turner for organizing the spring cleanup day. Mayor Goodman said the volunteers did an excellent job. Alderman Keller said it was extraordinary.
• Mayor Goodman thanked Lincoln Daily News for the recent Ribbon Cutting at Guest House.
  • Alderman Fleshman said he had some late sewer fees that were not getting forwarded. Alderwoman Bauer said the issue is that one gentleman had his mailforwarded to a residence in Florida. She said this is a first class bulk mailing. She said the current procedure is working as it is intended to. She does not know why the mailing was not forwarded on. She suggested that someone could fill out a form to forward their bills. She said some things may need to be discussed on the issue.
    • Mayor Goodman reminded the council there will not be a meeting next week, and the next meeting will be held on Monday, May 7.

Adjournment:

There being no further discussion to come before the City Council of Lincoln, Alderman Hoefle motioned to adjourn, seconded by Alderwoman Bauer. Mayor Goodman adjourned the meeting at 7:46 p.m.

Upcoming Meetings:

Regular City Council IMonday, May 7, 2018 7 p.m. Committee of the Whole ITuesday, May 15, 2018, 7 p.m. Regular City Council IMonday, May 21, 2018, 7 p.m.

Committee of the Whole ITuesday, May 29, 2018,7 p.m.

Respectfully Submitted By:

Alex Williams, Recording Secretary

6 1 Tuesday, April 24, 2018