REGULAR COMMITTEE OF THE WHOLE CITY COUNCIL MEETING

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

Tuesday,Jan.15,2019

The Regular 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 called roll.

Present:

Alderman Steve Parrott Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderman Jeff Hoinacki Alderman Dayne Dalpoas Alderman Tracy Welch Alderwoman Heidi Browne

Staff Present:

City Clerk Peggy Bateman City Attorney John Hobl t Treasurer Chuck Conzo

Building and Safety Officer Wes Woodhall Streets Superintendent Walt Landers Shawn Wright, Veolia Project Manager Fire Chief Mark Miller

Police Chief Paul Adams

Staff Absent:

City Administrator Elizabeth Kavelman

Presiding:

Mayor Seth Goodman

Public Comment:

Mayor Goodman called upon citizens registered to speak, there being none, he moved to the Consent Agenda.

Crawford, Murphy, &Tilly (CMT update on remaining Parcels for 5th Street Road Project, and design changes to the project:

A representative from Crawford, Murphy, & Tilly (CMT) came forward,he said the meetings held last year were very beneficial. He said they got the community engaged a little bit more. He wants to pick that back up. He wants to confirm who might be the point of contact that negotiators can continue the process with.He said there are 14 parcels remaining that are in serious negotiations .

According to a document he shared with city council members, four parcels are pending design updates, three are pending engineering title reports, three have ROW staked and are pending counter-offers, three need follow­ up meetings with the city to continue negotiations, and one needs an entrance with city ingress/egress

commitment. This needs to be agreed upon before it can be finalized. Four parcels are settled, however, they need city legal representation to sign-off on parcel compliance.

Some people/property owners are nonresponsive to negotiators. The current total acquisition amount is

$210,000. He also wanted to list information according to the schedule. This was listed under, "State Letting Based on Schedule of Acquisitions." The Right of Way (ROW) would need to be certified approximately 75 days in advance of letting. He then opened up for questions.

Alderman Parrott wanted to know what the estimated amount would be, for the remaining parcels. He said approximately $65,000 had been settled, so $145,000 roughly to expend for additional land acquisition. Alderwoman Bauer said she'd be happy to lend her services for any follow-up meetings between now and April in regards to stakeholders who had not come into agreement up to this point.

Alderman Parrott had a follow up question about the four parcels that, "won't" sign. He wanted to know if it was a legality issues. In some cases there could be a work around with the Illinois Department of Transportation (IDOT). He then asked about the three non-responsive entities. They did not attend the public meetings and have not been responsive to negotiators. One is a trust represented by a bank. The bank does not want to provide the contact information. He says they need more assistance from the city.

Alderwoman Bauer would be willing to look at names to see if she could reach out personally. Alderman Welch then wanted to know about legal services. This could be outside of the scope of City Attorney John Hoblit's contract. Mr. Welch asked him to reach out to Mr. Hoblit for support. It would fall outside of the hourly rate for the contract.

Alderwoman Bauer wanted to get an idea of what the work would be, CMT would give Mr. Hoblit documents outlining what some of the things could involve.

Alderman Hoinacki said at the last COW there was a $600,000 bill for engineering on the 5111 Street Road Project. He asked about that. Alderwoman Bauer said they were holding, until the last land acquisitions.

Alderman Welch asked if CMT could come back periodically to offer updates.They complied and agreed, they would return. He said the land acquisition process has been going on for far too long, a lot longer than they would like to see. He said he knows the council's preference not to take further action against nonresponsive owners. He said it's unusual and from a leverage standpoint, it could be a challenge. He said eight parcels really can't advance untilengineering is updated. Thereare other parcels that need to be worked out. Ideally the project would get in the 2020 program, itwould start July 1,or after of this year. It would take more than once construction season to complete.

Public Comment: Mr. Doug Muck stood up from the back, he said he's offered to donate some of the property for the purpose of a bike path creation. He came to tonight's meeting to see how things are progressing, and if the grant has been extended. He said secondly, he needed some resolution at a council level, about trading or selling some of his property. Lastly, he said he's been a practicing attorney, he's in his 40tti year. He weighed in on trustees' deeds and title insurance. There being no further discussion, Mayor Goodman moved to other topics on the Committee of the Whole agenda.

Shawn Wright and Nonn Bigott with Veolia - "State of the Wastewater Utility" update:

Mr. Wright and Mr. Bigott came forward to give the council an idea of where they are and how they ended 2018, what they are looking forward to in 2019. Mr. Bigott is doing more technical day-to-day operations. Mr. Bigott brought the council up to day on operations.There is brand new sludge permit. They did sludge disposal and hauling in 2018. The permit is good until July 2021, then they will need to resubmit for their land application. Right now they are under budget. They've completed about 1,250 work orders. There are zero open, outstanding work orders.

They've repaired the Union Street Pump Station.They've replaced the blower motor on the digest system, and a storm motor, etc. They've purchased and will receive a new pump with the VFD on that same station.

They were about $14,000 to the good, the December number dropped yesterday. December numbers will be updated by the end of the week. Mr.Wright has reached out to the treasurer about motors, trucks, and other things his team needs.There is a clarifier that really needs to be cleaned.

The long-term control plan is something else that is in the works. He also brought up the lab building. There's the potential to save, maybe hundreds of thousands of dollars. They are trying to live with the project they have, so they do not effect rates. He then opened the floor to questions. Alderman Fleshman said going through the agreement, the councilnoticed there's around $8,000 a month in repairs. Previously repairs were only reported to the city on an annual basis, he wanted to ensure there are going to be quarterly updates. Mr. Wright will update reports every month, so everyone is on track.

There being no further discussion, Mayor Goodman moved to other topics on the Committee of the Whole agenda.

City of Lincoln Electric Supply Rate Quote:

Alderman Welch opened discussion and wanted to hear from the councilthe Request for Proposal (RFP) - they received on bid from Stone River.

The second piece of this would be to give Mayor Goodman the authority to sign a document to lock in rates. Rates change on a frequent basis. That could allow the city to get the best rates, rather than being forced to wait to get full council approval. Those two items are to be placed on the agenda.

Alderman Fleshman wanted to know how many years they were looking at-it's something the councilwould need to decide. Mr.Justin Cheager is confident there is more savings to be had.

Alderwoman Bauer wanted to know if the councilwould have to draft a new ordinance for this. Alderman Welch said there wouldn't be any opting in or opting out. She asked if it's just a contract at that point . . .Alderman Welch said he thought it was just a contract with the city, Mr. Hoblit said he really didn't think so, but that he could write up a contract . . . he would research it and come back. The item would be placed on the agenda. Alderwoman Bauer would be in agreement of giving the mayor the ability to sign off on the document.

Mr. Justin Cheager came forward. He said 24-36 month contracts are recommended. Electricity rates are up and down every day. They don't want to have the city vote on it every year, and it locks in the savings.

There being no further discussion, Alderman Welch called for a 24 month contract to be placed on the agenda. Ameren Illinois would still be the provider. This is the next step up, the supplier puts it on the grid and consumers take it off the grid. Ameren still runs the meters and owns the lines.

Alderman Fleshman asked if Mr. Hoblit should review the contract first, before putting it on the agenda. Mr. Cheager can share the contract with Mr. Hoblit for review.Alderman Hoinacki asked about natural gas. Natural gas follows the same line as electricity. There are only three locations in the City of Lincoln that actually have a natural gas meter. Treasurer Conzo wanted to clarify that it is a contract for electric and gas. Mayor Goodman moved to other topics on the Committee of the Whole agenda.

Preliminary Tract Survey for New Pump Station:

A representative from Crawford, Murphy, & Tilly came forward once more. This is a state funded project so certain federal guidelines need to be adhered to.Lincoln College and the city both need to agree to things. An appraisal needs to be done per federal guidelines. En lieu of an appraisal, CMT can draft a letter on college letterhead sayingthe land is donation. The city could then provide a commitment letter to the college, in exchange

3 lTuesday, Jan. 15, 2019

for the property. That letter would be on city letterheaa . Final documents would be conveyance documents. That's all that really needs to be done, however, CMT wants this completed before the next board meeting,it's going to be the second week in February. Mr. Welch was in favor of this, Alderman Hoinacki agreed as well. Alderman Welch asked if CMT needed anything else from the council.Alderwoman Bauer said she'd feel fairly confident that as long as the council had the discussion and approved of whatever was next on the agenda, then CMT will not have a problem.There being no further discussion,Mayor Goodman moved t9 other topics on the Committee of the Whole agenda.

Lincoln College Pedestrian Safety and Lighting Improvement Cost Analyses:

Mr. Walt Landers said painting crosswalks cost the city around $3,000. Spot repairs on sidewalks, plus new sidewalks and curbing will be around $6,000. New street lights and poles were around $2,000. The recurring energy use per year will run the city around $800.This totaled $11,000 in materials alone.This did not include labor.The estimate would be larger with labor.

Alderwoman Bauer asked what the estimate was on cost per acre. It was between $8,000 to $10,000 per acre. The city is looking at a pretty appropriate amount of money cost-wise. There being no further discussion, the item will be placed on the agenda . Mayor Goodman moved to other topics on the Committee of the Whole agenda.

Resolution - Catholic Schools Week, Jan.27 - Feb. 2, 2019:

There being rio real discussion, the item will be placed on the agenda. Mayor Goodman moved to other topics on the Committee of the Whole agenda.

Appointment of Rick Hoefle to the Liquor Commission:

There being no real discussion, the item will be placed on the agenda. Mayor Goodman then moved to other topics on the Committee of the Whole agenda.

Audit for FY 2017-2018:

Treasurer Chuck Conzo asked that this be placed on the agenda. Announcements: Mayor Goodman askedif anyone had any announcements.

• Alderwoman Browne wanted the liquor ordinance cleaned up and placed on the agenda, the edits pertain to sales. Mr. Hoblit said there are several spots that would be appropriate for language to be cleaned up. He said he'd put the revisions in red text, so those reading it would be able to interpret the edits and changes accurately. Alderman Parrott said it was not on Mr.Hoblit, it's on the council to review as well. The intent is to have 30 percent or more of sales come from items other than gaming. Mr.Hoblit would want this reviewed by the council before being voted upon. He wanted it added to the next COW. Alderman Parrott wanted to reiterate that the city does not award gaming licenses.They provide liquor licenses.
• Union contract negotiations are in order. Alderwoman Bauer said the previous person used would be sufficient as representation. Chief Adams said they did have issues with that previous attorney as he is representing several agencies in town. The Logan County Sheriff's Department has dropped the attorney that the city used last year, due to issues. The council then continued to discuss conflicts with the previous attorney. Mr. Walters charged for emails, getting into the car for travel etc. according to Chief Adams. He said there are things that could be done better, however, it is up the city council. Alderman Fleshman asked if all three departments' contracts are up . . .this one attorney would be taking care of all the negotiations. Treasurer Conze said there are advantages to having contracts come up at the same time, however, he said there are several disadvantages. He said it's a big hit to the budget every year, when they expire at the same time. He said this will always be the same problem. Alderman Welch said he understood what Chief Adams was saying. He said Mr. Walters did sit in on previous negotiations and something could be said about the same attorney representing the city.

4 1 Tuesday, Jan. 15, 2019

• The Waste Water Treatment Plant is up for renewal in the coming months. Alderman Welch said he did not think changing companies right now would be a good idea as the city is in the midst of the long-term control plan. He proposed an eXtension of the Veolia contract for a one to two year extension and then go out to bid after that. Alderman Fleshman agreed with Mr. Welch.

• Alderman Hoinacki thanked the Streets and Alley's Department for their help in handling the snow.
  • Chief Miller mentioned flags would be at half-staff for the Illinois State Trooper, Christopher Lambert who perished during the severe snowfall.

Executive Session:

Alderman Welch made a motion to go into Executive Session under Section 2(c)(1) personnel, seconded by Alderman Dalpoas.The counciltook a brief recess at 8:23 p.m. to allow time for the chambers to clear out in order to enter into executive session.

Return from Executive Session:

The council adjourned from executive session and resumed the Regular Committee of the Whole meeting at 8:43 p.m. City Clerk Bateman called roll.

Present:

Alderman Steve Parrott Alderman Ron Fleshman Alderwoman Michelle Bauer Alderman Ron Keller Alderman Jeff Hoinacki Alderman Dayne Dalpoas Alderman Tracy Welch Alderwoman Heidi Browne

Staff Present:

City Clerk Peggy Bateman City Attorney John Hoblit Treasurer Chuck Conzo

Streets Superintendent Walt Landers Shawn Wright, Veolia Project Manager Fire Chief Mark Miller

Police Chief Paul Adams

Staff Absent:

City Administrator Elizabeth Kavelman Building and Safety Officer Wes Woodhall

Presiding:

Mayor Seth Goodman

Alderman Parrott wanted to ask, if a bid process, Request for Proposal (RFP) can be done for negotiation contracts.He said if so, maybe the city should try something like that. Or he wanted to hear from a Logan County Board Member about the board's experience. Alderwoman Bauer wanted an informational packet, or to go through the bid process. The counciland various members of the group would reach out to the aforementioned attorneys.

Alderwoman Bauer said we don't have to choose the cheapest, we have to choose what's best for the city. Alderman Welch did not want to waste time with the bid process.

Alderman Keller said it would behoove the council to know what the rates would be. He said if it's a significant in cost, will the city really save money. He wanted to know what the rate would be. He would feel more comfortable if he knew what that would be.

Mr. Walters was charging $175 an hour, plus mileage to and from Canton. However, Mr. Stewart is out of Springfield and would not charge for mi eage or for answering emai s etc. His base rate would be $250.

Alderman Fleshman asked if he needed to refer any of his clients to attorneys that handle contract negotiations. His response was, "No."

Alderman Welch said Mr. Walters could be used for some contracts, and another attorney for the other remaining contracts. He called it a compromise.

Alderman Welch said leverage could be lost when you're negotiating contracts among all three unions. Mr. Hoblit said you might be puttingthe contract before the horse, as Mr. Walters or another attorney might not be interested in representing the city.

He said that needs to be done first. He said Mr. Walters might not have had the best experience with the City of Lincoln. Mayor Goodman suggested that he wanted one attorney in order to put everything out on the same playing field.

Alderman Welch wanted to know the total cost of contract negotiations for 2018. He said it was substantially less than what it was before. Alderwoman Bauer asked if the city could go back to having the mayor approach Mr. Walters and have Chief Adams approach Mr. Stewart, in order to get theirqualifications, RFQ's. Then discussion could continue in the next COW, for review.

Treasurer Conze weighed in. Mr. Landers said the city spent between $10,000 to $15,000 per contract last time.

Adjournment:                                                                                                                                 .

There being no further business to come before the City Council of Lincoln, Alderman Dalpoas motioned to adjourn, seconded by Alderman Welch. Mayor Goodman adjourned the meeting at 8:56 p.m.

Respectfully Submitted By:

Alex Williams, Recording Secretary