Chambana Sun

City of Gibson City Council met June 12

Here are the minutes provided by the council:

Call to order at 7:00 p.m. by Mayor Dickey.

Roll Call: 

Ward #1 Susie Tongate: P    Sarah Sarantakos: P

Ward #2 Randy Wyant: P     Ray Hankes : P

Ward #3 Scott Davis: P        Doug Parsons: P

Ward #4 Denis Fisher: P      Laura Miller: P

Visitors: Admin Scott Shull, Chief Adam Rosendahl, Supt. Martin, Supt. Duncan, City Atty Marc Miller, Amy Cribbett-JC’s Plumbing & Heating, Tess Strang, and a support group of friends for Colin Kristensen, Engineer Mike Friend, Luke Hanson-Core & Main Meter Co.; Kandace Hofer, Angela Roderick – GC Chamber of Commerce.

Alderman Davis led the pledge.

Approval of Minutes of May 22, 2023. Motion made to approve by Alderman Hankes, 2nd to the motion by Alderman Sarantakos. Motion carried 8/0.

Recognition of Visitors:

Tess Strang, spoke on behalf of a group attending who are planning the first annual Truck Show in memory of Colin Kristensen. The event will be held on Saturday June 24th, and will include a multi vehicle show, live music, food vendors and a ‘car smash’ located at the Farmers’ Market parking lot. Ms. Strang stated that Harvest Fest will ask for a special event liquor license; the car smash meets all safety requirements, and she will provide the City with a copy of their Certificate of Insurance for the event. All proceeds will go to the Kristensen family. The request is to close Sangamon Avenue from 7th Street to 9th Street, and 8th & 9th between Sangamon & Church, so they can line up the vehicles focusing trucks on Sangamon and the side streets for show cars and motorcycles. Mayor Dickey asked that they work with Supt. Martin and Chief Rosendahl and bring a drawing of their plan and the insurance certificate to next council meeting. Council showed unanimous support for this event.

Representatives from Gibson City Chamber of Commerce announced plans to hold a ‘Summer Fling’ with a DJ, beer tent after the July 21st Cruise night. ‘Summer Fling’ proceeds go to those displaced by the recent downtown fire. Harvest Fest will handle the special event liquor license, and the event would run from 9:00 p.m. to midnight. Mayor Dickey asked that they work with Supt. Martin and Chief Rosendahl. Council was in favor of supporting this event.

OLD BUSINESS: 

Discussion & Consideration of Los Caminos Façade Grant Application.

Item H. – MCS presentation – tabled to next meeting. Alderman Sarantakos called for a Parks, Bldgs., and Technology Meeting to be held at 6:00 p.m. on Tuesday, June 20th in council chambers for the purpose of hearing the presentation on surveillance from McNutt Consulting Services.

Approval of Bills:

Motion made by Alderman Wyant to pay T.I.F. 2 checks the amount of $43,987.00 (Getty - $380.00, DWNTWN TIF Transfer $43,227.00), 2nd by Alderman Miller, motion carried 7 ayes, Alderman Fisher abstained.

Motion made by Alderman Sarantakos to pay 1 Downtown T.I.F. check in the amount of $43,227.00 to Jim & Amy Hood; 2nd by Alderman Tongate, motion carried 6 in favor, Aldermen Wyant & Fisher abstained due to owning property in the downtown TIF.

Motion made by Alderman Miller to pay General Fund bills in the amount of $372,024.81, 2nd by Alderman Hankes. Discussion / questions on bills: Alderman Sarantakos asked about the Barrow Tree Service and Michael Poor Tree Service invoices. Poors’ Tree service invoice, for $6000 for emergency tree work provided no details other than addresses. Alderman Sarantakos asked that future invoices reflect more detail such as number of workers, number of hours worked, etc. Next question was by Barrow Tree Service was billing on the same dates and locations with Michael Poor. She thought Poors Tree Service was capable of doing the work without supervision of Barrow Tree Service. It was explained that Barrow typically coordinates the work and handles the blocking of the street. Barrow also has a license from the State to burn on his property, which saves the cost of Poor’s hauling wood. Supt. Martin asked that the council come to an agreement on how tree work will be handled, whether by bid or by his direction. Alderman Parsons stated that this came up in his earlier Streets & Alleys Committee meeting and as a committee they will look into how tree work is determined and whether it is bid. For this billing, Mayor recommended invoices be paid as-is. After discussion motion passed 8/0.

New Business: 

J. Discussion and Consideration of Façade Grant for JC’s Heating-Cooling-Plumbing, Inc. Amy Cribbett explained to council that their business parking lot is asphalt, and potholes have been repaired so many times, it was recommended they resurface. The full amount of their project is $19,250.00. Façade grants are maximum of matching funds at $5K. Alderman Wyant made the motion to approve a $5K façade grant, second made by Alderman Fisher, motion carried 8/0.

A. Consideration and Approval for Payment of Pay Request #3 for 10th and West Street MFT Project for a Total Payment of $ 66,460.77.Payment Will be Made from MFT Account. Engineer Mike Friend explained that this will be the final payment to Opperman Construction for the 10th & West Street project, with $12K retainage held until all IDOT approvals are made.

B. Consideration and approval of final “Request for Approval of Change of Plans” for the 10th and West Street project. This change order reflects final as-built quantities and requires approval by the City prior to IDOT processing. This is a $20,000 reduction in the initial Contract amount.

C. Consideration and approval of Pay Request #4- final- this requires approval by the City for processing by IDOT. This pay request will not be paid until final approval by IDOT. Engineer Friend explained that after everything is approved by IDOT, this Pay Request #4 will be the $12K that was retained in Pay Request #3. Both payments will come from Motor Fuel Tax funds, and Mayor Dickey stated this will complete the 10th & West Street project.

Mayor Dickey asked for a combined motion to approve Pay Request #3, Approval of Change in plans reflecting $20,000 reduction and Pay Request #4. Alderman Hankes made the motion to approve all as stated, with second made by Alderman Sarantakos, Motion carried 8/0.

D. Presentation of bid tabulations , and review and approval of the Engineer’s recommendation for award, for provision of the Trap Rock Chips for the 2023 seal coat project. Engineer Mike Friend reviewed the bid opening from this morning at city hall and recommended the bid of $30,450.00 be awarded to New Frontier Materials of Missouri. Friend stated that approximately 300 tons of excess trap rock has been washed and will be reused, resulting in a great savings this year. Alderman Hankes made the motion to award the bid of $30,450.00 to New Frontier Materials, second to his motion was made by Alderman Wyant, motion carried 8/0.

E. Presentation of bid tabulations, and review and approval of the Engineer’s recommendation for award, for application of the Oil and Chips for the 2023 seal coat project. Engineer Friend opened two bids for the seal coat oil & chip work – Grays Material Services from Gilman bid $275,522.00 and McLean County Asphalt bid $187,454.00. Alderman Hankes made the motion to award the low bid to McLean County Asphalt, second to his motion made by Alderman Miller, motion carried 8/0.

F. Consideration of a Resolution Approving Execution of a Memorandum Clarifying Collective Bargaining Wages for the Police Department. Chief Rosendahl addressed council and explained this Memorandum clarifies in the matrix of approved wages for the new 4-year contract includes the extra 4% that the Council gave to all employees. No changes have been made, but memo will be signed by FOP and officers to acknowledge. Motion to approve 2023-R-3 was made by Alderman Miller, second by Alderman Parsons, Resolution passed 8/0.

G. Consideration of an Ordinance Amending Water and Sewer Rates. City Attorney Marc Miller explained that he and Administrative Assistant Scott Shull discussed the annual 4% increase language in the Ordinance that was passed last September, and felt it needed to be clarified that this Amendment indicates this is across the board, base and rates after the tiered rates were removed. This is necessary to build the water fund to cover improvements. Alderman Sarantakos made the motion to approve Ordinance 2023-O-14 as presented, second made by Alderman Tongate, motion passed 8/0.

H. Consideration of a Presentation by MCS Technologies of a Proposal for Technology Services and New Equipment – previously tabled to old business. 

I. Discussion and Approval to Amend Purchase Price of Water Meters. Luke Hanson of Core & Main Meter Company addressed the council and stated that he had made an error in totaling the meter costs – it was his oversight in the computer program, he apologized and explained that the company is giving $5.00 off per unit (1700 meters) to help with the additional funds needed, in the amount of $229,500. Supt. Martin recommended that due to the unknown number of additional new meters the City will need city should round up by $10K, making the new additional amount $240K. Alderman Wyant made the motion to amend the dollar amount of the contract by an additional $240K, second made by Alderman Hankes, motion carried 8/0.

J. Motion to Enter into Executive Session for the Limited Purpose of Discussing the Employment of One or More Employees for the Street and Alley Department Pursuant to 5 ILS 120/2 ( c ) (1) made by Alderman Miller at 8:10 p.m., second by Alderman Sarantakos. Motion carried 8/0, council entered Executive Session at 8:10 p.m.

K. Return to Open Session at 8:13 p.m.

L. Consideration of Action Regarding the Employment of One or More Employees for the Street and Alley Department – Alderman Parsons made the motion to hire Cole Hutchcraft as a full-time employee in Streets & Alleys Dept., with full benefits at a beginning rate of $22.00 per hour, starting tomorrow, June 13, 2023, second to this motion made by Alderman Sarantakos. Alderman Parsons asked about probation, and it was clarified that 12 months probationary period is stated in the Employee Handbook. Motion to hire Cole Hutchcraft as stated passed 8/0.

• Adjourn @ 8:15 p.m.

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