The Carmi City Council met Monday, June 2, 2014 at 5:30 p.m. in the Council Room of the Municipal Building, 225 East Main Street, Carmi, Illinois.
Prior to opening the Council meeting, Mayor Pollard asked City Supervisor Mike Buckman to give the invocation. The prayer was followed by the Pledge of Allegiance.
Mayor Pollard presided with the following Aldermen present: Mark W. Blake, Keith Davis, Kenny Carter, Sheila Jo Headlee, Doug Hays, Jack Lamont and Mike Knight. Alderman Winkleman was absent, due to being on vacation.
Minutes for the May 19, 2014 Council Meeting were presented. Motion made by Alderman Hays and seconded by Alderman Blake to approve the minutes as presented. The motion carried on roll call by each Alderman answering “yes.”
Keith Botsch, City CPA and Auditor for the City of Carmi presented the 2013 Annual Audit, Financial Report for the fiscal year ending 12-31-2013 and quarterly financial reports. Mr. Botsch noted the following:
- The annual audit was bigger this year, due to a five hundred thousand (500,000) dollar grant.
- The city had four million, eight hundred and forty four thousand, one hundred and sixty four (4,844,164) dollars in cash as of December 31st.
- The government side there was a deficit of nine thousand, two hundred and eighty six thousand (9,286) dollars.
- The city transferred money in the amount of three hundred ninety two thousand, three hundred ninety five (392,395) dollars.
- The Light and Water cash flow was in the amount of eight million, one hundred eighty five thousand, three hundred and twenty two (8,185,322) dollars.
- The library had a deficit of four thousand, six hundred (4,600) dollars.
Alderman Headlee commented that the expenditures for the general fund are under budget and that she is proud of foremen for keeping it under.
Mr. Botsch explained the Capital Purchases and Capitalization Threshold Policy and gave a breakdown of the April 30th financial statements as follows:
- The financials are in good shape for the first four (4) months and the general fund has a ninety thousand (90,000) dollar excess with grant monies factored into it.
- The light department has fifty two thousand, eight hundred and forty seven (52,847) dollars with eighty one thousand (81,000) dollars being depreciations.
- The water department has a deficit of twelve thousand (12,000) dollars.
- The sewer department had a deficit of thirty seven thousand (37,000) dollars.
- The electric department should have a good year.
- Mr. Botsch will be returning at the first meeting in July to give a financial update for the second quarter of 2014.
Motion was made by Alderman Headlee and seconded by Alderman Carter to approve the 2013 Annual Audit Report as presented. The motion carried on roll call by each Alderman answering “yes.”
Holly Healy Executive Director of the Carmi Chamber of Commerce asked council to consider a donation to the 4th of July fireworks display. Mrs. Healy stated that the cost of the firework display is fourteen thousand (14,000) dollars including liability insurance. Mrs. Healy noted that two (2) years ago the city gave a donation of nine thousand (9,000) dollars and Mayor Pollard suggested that the funds come out of the light and water department. Alderman Hays commended the Chamber for the fireworks show. Motion was made by Alderman Hays and seconded by Alderman Carter to approve a donation to the 4th of July fireworks display in the amount of nine thousand (9,000) dollars. The motion carried on roll call by each Alderman answering “yes.”
John Acree with Lamac Engineering presented bids for water and sewer extensions for Roser Drive and East Industrial Park and requested council approval of bid selected. Mr. Acree stated that they opened bids last Thursday and originally budgeted one hundred thousand (100,000) dollars for the project. There was only one bid presented by Doug Kieffer in the amount of one hundred twenty nine thousand, four hundred thirty nine (129,439) dollars. Mr. Acree said that to cut the cost in half they could eliminate Roser Drive which would cut about twenty one thousand (21,000) dollars and if they stopped at Roser Drive they would lose three (3) potential customers because it is a growing area. Alderman Knight asked if the city had monies to draw from with Mayor Pollard answering “yes.” Motion was made by Alderman Knight and seconded by Alderman Blake to approve the bid from Kieffer in the amount of one hundred and twenty nine thousand, four hundred thirty nine (129,439) dollars. The motion carried on roll call by each Alderman answering “yes.”
Mr. Acree made mention that the city was submitting for a DCO grant for the “Blue Goose” pump station. He stated that two thirds of the city would be without water if the station ever went down. He added that LAMAC is applying for a permit to replace the pump station. He then added that interns had mapped the water and electrical systems and that the ISO mapping for fire hydrants was recently completed.
Jack Leithliter with L & L Industrial Supply asked the council to approve an industrial development agreement conveying a five (5) acre tract of land at the East Industrial Park and to approve his application for a one hundred twenty thousand (120,00) dollar loan from the city’s revolving loan fund. Mayor Pollard noted that the only restriction on the property is that it can only be used for an industrial purpose. Braden Willis of the Carmi Times questioned where the property was located. Mayor Pollard answered that it was out by Trelloborg on the East side of Carmi. Alderman Davis asked how long it would take for the construction of the new building to be completed. Mr. Leithliter answered that the fifteen thousand (15,000) square foot building would take six (6) weeks and that the entrance will be in by July of this year. He then added that his new facility needed three phase power at the location. Mayor Pollard commented that there is four hundred thousand (400,000) dollars in the revolving loan fund. Motion was made by Alderman Hays and seconded by Alderman Headlee to approve the five (5) acre industrial development agreement as presented. The motion carried on roll call by each Alderman answering “yes.” An additional motion was made by Alderman Headlee and seconded by Alderman Davis to approve the one hundred twenty thousand (120,000) dollar loan from the revolving loan fund as presented. The motion carried on roll call by each Alderman answering “yes.”
Mayor Pollard turned the floor over to Alderman Jack Lamont chairman of the Street and Alley Department Committee to present bids for a new backhoe and request council approval of bids selected to purchase a new backhoe. Alderman Lamont stated that there was only one bid for the new backhoe from Diamond Equipment. He also added that the attachments from the water department will swap with the new backhoe. Motion was made by Alderman Lamont and seconded by Alderman Hays to approve the bid from Diamond Equipment for a new backhoe and an extendahoe in the amount of sixty nine thousand, seven hundred and seventy five (69,775) dollars as presented. The motion carried on roll call by each Alderman answering “yes.”
David Coston with United Energy, Inc. updated the council on the Implementation of the new SCADA System for the Carmi Municipal Power system. Mr. Coston noted he would like to replace circuit breakers in substations and install a new control console in the power plant while updating the SCADA system. Mr. Coston explained the following; the orderly transition of the SCADA system includes; displaying and tracking data, archiving data, a communication system, organizing spare parts, a battery backup system, organizing documentation, evolving for future technology, and accomplish all this at a reasonable cost. The total cost breakdown for this project is three hundred ninety four thousand, one hundred and twenty two (394,122) dollars. Mr. Coston said that there is a possibility to partner with internet companies to use fiber optics for communication of equipment. He also noted that the new system will allow the city to upgrade equipment as needed and all the components are all standard off the shelf. The council can also decide to split up the project if deemed necessary. Mr. Coston stated that the power plant and Bradshaw Park project will take place sometime this fall and the remaining would be completed in the winter months. The whole project will take about one to one and a half (1-1 ½) years to complete. Alderman Knight asked if training for employees is needed. Mr. Coston stated that it was needed and that the employees could either have online training or on the job training. Alderman Hays asked the age of the old system. Ron Raney foreman of the Light Plant answered that it was twenty three (23) years old. Motion was made by Alderman Davis and seconded by Alderman Carter to approve the new SCADA system for the Power Plant and Bradshaw Park substation in the amount of one hundred twenty four thousand (124,000) dollars as presented. The motion carried on roll call by each Alderman answering “yes.”
Reports and/or updates from Mayor Pollard
Mayor Pollard reminded everyone that there has been an issue with the compost site. People have been getting keys and not returning them, so a few weeks ago he left it open during the day and people began to dump things at the site they were not supposed to leave there. The city is now charging a deposit of ten (10) dollars for a key which is returned when the key is returned. Mayor Pollard noted that the keys are still not being brought back and to please return the keys. The locks are changed every month so if you have last month’s key it will not unlock the gate this month.
Mayor Pollard also said that he spoke with city attorney Greg Stewart and that there are still no documents from the Phoenix Foundation. He added that the meeting with Mr. Glenn Poshard was confidential.
Reports from Standing Committees
Alderman Knight informed the council that there are eight (8) RV’s and tent campers at Burrell’s Woods.
Alderman Hays informed the council that the Police Commission had hired Joshua Moore as the replacement for Tim Whitaker, who recently retired. He was an employee at the Pope County Sheriff’s Department so he will not be going to training and will be on the street pretty fast. He thanked the Police Commission for their time and consideration. He then stated that an officer who thought about transferring chose to stay in Carmi and Chief Hamblin is retiring this week and he thanked him for his thirty (30) years of service. He then welcomed Jason Carter as the new Police Chief.
Business or Comments from Visitors
Motion made by Alderman Knight and seconded by Alderman Carter to go into closed session for the purpose of discussing personnel and property issues with no action to follow. The motion carried on roll call by each alderman answering “yes.”
At 6: 49 p.m. council went into closed session.
Motion made by Alderman Hays and seconded by Alderman Davis to return to open session and adjourn. The motion carried on roll call by each Alderman Answering “yes.”
At 7:35 p.m. council adjourned.
Brian K. Allen, City Clerk
Jeff Pollard, Mayor
Recording on Clerk’s computer: …open with Windows Media Player
Documents / My Documents / COUNCIL MEETINGS / MINUTES / 2014 / 02 JUNE MIN / Council Meeting. 06.02.2014.MP3