Unapproved minutes submitted by Jackie Hawbecker, City Clerk
Lanark City Council met in regular session in City Hall on Tuesday, August 6, 2013. Aldermen Anne Lindsay, Ed Fehlhafer, Mark Macomber, Weston Burkholder and Mayor John Huggins were present. Aldermen Ken Weaver and Tom Kocal were absent.
Also present were City Attorney Ed Mitchell, Treasurer Michelle Barnes, Maintenance Supervisor Les Guenzler, Leroy Hasbrouck, Norm Brinkmeier and Dawn Preston. Steve Haring, MSA, arrived at 7:40 PM. Allen Bruner arrived at 8:54 PM.
Mayor Huggins called the meeting to order at 7:30 PM. After roll call, all recited the Pledge of Allegiance.
Motion made by Alderman Fehlhafer to approve the July 2nd minutes. Fehlhafer also made a motion not to approve the minutes of the July 16th meeting because they need to be rewritten and they have many mistakes in them. Mayor Huggins addressed each meeting minutes one at a time, and announced the motion is to accept the July 2nd minutes made by Alderman Fehlhafer, which was approved. Huggins requested Fehlhafer to make a list of corrections to the July 16th minutes. Motion made by Fehlhafer for the July 16th meeting minutes to be corrected and rewritten before approval. He stated the minutes are not put together correctly in his estimation. Mayor Huggins requested Alderman Fehlhafer submit a list of corrections, and were tabled to the next meeting. Motion died due to lack of second. (Treasurer Michelle Barnes took minutes at the July 16th meeting as Clerk Jackie Hawbecker was absent due to illness. Treasurer Barnes had submitted the minutes in a different format.)
Report from Willett Hofmann – Flooding/drainage at Preston’s – Mayor Huggins reported he talked with Mike Leslie of Willett Hofmann last week. Mike has not been able to get all the estimates to do the work as yet. When asked if she had heard anything as yet, Dawn Preston reported she has not. Lindsay announced she is very disappointed how Mike Leslie has handled this. It has been dragging on too long. Others agreed. Huggins will call Mike Leslie tomorrow. Alderman Macomber requested a report from Mayor after the call has been made.
Blighted Buildings – Huggins reported Kocal has not had a chance to talk with Amy Barnes as yet. Burkholder announced he talked with Amy and she is willing to swap buildings – her building at 107 N. Broad for the old City Hall building at 108 W. Carroll.
Lindsay reported she and Fehlhafer talked to Kocal last week with idea of putting up a wall inside the 105 N. Broad building then demolish that building. This will allow Amy to stay in her building at 107 N. Broad. After some discussion, it was decided that was one (1) of the original three (3) options and was the most expensive of the three (3). After more discussion of the three (3) options, Mayor Huggins questioned what Council wanted to do. Mayor Huggins will talk with Kocal, Streets & Property Committee Chair, to set a committee meeting.
Cemetery Board – Norm Brinkmeier reported they started a project about three (3) years ago replacing old headstones. Stones have been replaced in Section 16. A baby was buried in Potter’s section without a stone. The Cemetery Board has purchased a stone for that grave.
Norm reported a lot of vandalism in cemetery again. Someone stole the chain. The chain was replaced with a gate and that has been damaged. Norm announced they are considering locking up the cemetery every night.
Norm reported the County Treasurer has made four (4) tax distributions this year. The City has not received tax dollars due to the Audit Report for fiscal year 2011-2012 has not been published yet. The Clerk reminded everyone the Audit Report was not completed until this year. The Clerk and Treasurer will work on this for the next meeting.
Hire Maintenance Manager Trainee – Lindsay questioned if this should be discussed in open or closed session. Huggins suggested closed session at the end of meeting.
Employee Reports – Written reports were submitted by Les Guenzler (present) and Chief Magill (not present). Huggins inquired if Council hires an employee soon, could the water leaks be fixed on West Locust and Parker Court. Les announced they could. When asked when the County would be seal coating, Les reported probably the first week of September.
Lindsay inquired about the sidewalk at the school. Macomber reported the school is scheduling that, not the City. (Sidewalk construction began the week of Aug. 7). Alderman Fehlhafer inquired about spraying weeds at the detention pond. This issue is being looked into.
Committees – When asked if committees have been reorganized, Mayor Huggins reported not as yet but some changes need to be made. Since elected officials cannot serve on City Boards, Alderman Macomber will be replaced on the Recreation Board.
Ed Mitchell distributed drafts of Tax Levy Ordinance for review. This will be on the next agenda. Mitchell inquired if Eastland Motor Sports was to pay all of his water bill or half. Mayor Huggins reported only half.
Alderman Fehlhafer reported he authorized purchase of a shotgun for Police Department of $100 over budget. Clerk questioned if City’s records have changed which allows anyone to authorize expenditures other than Finance Chair, Police Chief and Maintenance Manager. Mayor Huggins was not aware of any changes made to this policy, and asked if the amount was over the item budget or line item budget. It was determined that it did not exceed the line item budget. Huggins announced the Chief was authorized to make the purchase since he did not go over the line item budget.
Alderman Macomber inquired if the City would be removing and replacing any trees this year. Huggins reported the Tree Board is working on this. The Tree Board has the book with tree permits for review and the members are also going out looking at trees.
Alderman Lindsay announced City Clerk is not making deposits soon enough. Customers are complaining their checks are not clearing their bank for up to two (2) weeks. City is losing out on interest. Since the Clerk is not in every day, several Council members did not feel two (2) weeks was out of line.
Alderman Fehlhafer discussed surplus equipment. He has not received a list from any department as yet. Les Guenzler announced he gave his list to Alderman Kocal. Mayor Huggins announced there would be a meeting with the Maintenance Managers throughout the County to discuss a possible mutual assistance agreement. If the other municipalities shared equipment the City may not need as much equipment. City is still paying Burkholders for rent to store City equipment. Clerk reported she still has surplus equipment in her garage.
Alderman Macomber inquired if we have received a refund check from Gronewold Insurance as yet. Treasurer Barnes reported no refund has been received and she will call Gronewold.
Council briefly discussed a trailer parked on Locust again.
Clerk received letter addressing the Insurance Bond of the Municipal Building Project. Since Alderman Fehlhafer was contact person for contractors, Clerk passed this letter on to him for completion. Clerk submitted bill of $100 from Dave Kent for additional work in June. Council agreed to pay for extra work.
The Clerk received letter from Exchange State Bank (ESB) regarding inactive Skateboard Savings account. Mayor Huggins gave $1.00 donation in order to keep the account active. After some discussion, the consensus is for Mayor Huggins to write a letter to Ardena Grant, founder of account, informing her this fund will be put towards the gazebo fund in the City Park.
When asked where the Humvee is at, Clerk reported it is stored at Officer Randy Craft’s residence in Freeport. Several aldermen feel this should be stored in our area. The third Tahoe sits in front of the Police Department.
Motion made by Alderman Macomber, seconded by Alderman Fehlhafer to enter into executive session to discuss personnel. Roll call: Alderman Macomber-aye, Alderman Fehlhafer-aye, Alderman Lindsay-aye and Alderman Burkholder-aye. Motion carried.
Entered executive session at 8:56 PM.
Motion made by Alderman Lindsay, seconded by Alderman Fehlhafer to exit executive session. All ayes. Motion carried. Exited executive session at 9:09 PM.
Motion made by Alderman Lindsay, seconded by Alderman Macomber to hire Tom Difazzio as Maintenance Manager Trainee starting at $18.00 per hour starting as soon as possible with ninety (90) day probation period. Roll call: Alderman Lindsay-aye, Alderman Macomber-aye, Alderman Burkholder-nay and Alderman Fehlhafer-aye. After consulting with City Attorney Ed Mitchell, Mayor Huggins voted aye. Motion carried.