Macon Reporter

City of Sullivan City Council met Oct. 24.

Here are the minutes provided by the council:

1. The City Council of the City of Sullivan, Illinois, met in regular session at 6:00 p.m. at the Elizabeth Titus Memorial Library, 2 West Water Street, Sullivan. The meeting was called to order by Mayor Richard Glazebrook. A roll call was taken.

Commissioner Abbey Sherwood - present

Commissioner Mike Fowler - absent

Commissioner Chuck Woodworth - present

Commissioner Doug Booker - present

Mayor Richard Glazebrook - present

**Clerk's Note: Commissioner Mike Fowler joined the meeting at 6:01 p.m.**

2. Rodd Whelpley from the IMEA explained what the agency does for the City. By choosing to manage its own utilities, the City has affordability, accountability and transparency to its customers. The City has the ability to set their own utility rates and can address problems immediately, rather than waiting for a crew to arrive to make repairs. The IMEA is a not for profit wholesale power agency that buys on the wholesale market. The electricity is then delivered to the City, who then distributes it. The IMEA is made up of 31 other municipalities that are partners in the organization. The Mayor is part of the board that makes decisions affecting the IMEA's wholesale power and how they receive it. He also serves as a member of the IPEA board. The IMEA buys and owns generation and electric contracts to provide a reliable product and to protect against market volatility. The City receives a monthly credit from the IMEA for having the capability to provide backup power from its eight diesel generators. The IMEA covers the fuel expense whenever it is necessary for the City to generate its own power. They also offer an electric vehicle charging station program, electric efficiency programs, advocate for the City on federal and national issues that may affect how local utilities operate, can provide energy audits for customers, can represent the City legally regarding regulatory defense of some of the City's assets, and negotiates transmission and sub- transmission contracts. The IMUA offers training to keep employees up to date with all necessary requirements, and provides job safety and knowledge. They also offer a mutual aid program to municipalities in need of emergency assistance.

3. Mike Genin explained that the IMEA is a government entity that helps municipalities with their gas and electric. He estimated that the City saved over $400,000 last winter by locking in gas prices at just under three dollars, while other investors in Illinois were locked in at six dollars. Currently the market prices are at four to six dollars per dekatherm, the City is locked in at $3.32. The IMEA generates electricity and also buys it on the market. The IMEA procures the power for 33 towns; this allows the costs to be spread out and also allows bulk purchasing. The power is delivered to the cities by Ameren. Power prices in Illinois have doubled and tripled while the power provided by the IMEA has gone down two to three percent. The IMEA's prices would be going down even more, but federal mandates on certain transmission rates are increasing and these costs are passed on to the cities. Over the summer, the average price of electricity sold to residential customers was between 16.9 and 17 cents per kilowatt hour, with the statewide average currently at close to 17 cents. Sullivan's electric rate is below that amount. Power plants are being shut down and being replaced by solar and wind power. The IMEA is trying to transition their power supply over to more sustainable energy at the guidance of the board.

4. John Hodel from Cloudpoint Geospatial addressed the Council regarding a GIS service agreement. GIS is a mapping system utilized on computers for utilities and other various purposes. Cloudpoint has previously worked with the City to set up the ARC GIS enterprise. This is the backbone of the mapping system that allows the departments to use the mapping platform. The City's use of the system has grown over the years and as more mapping information and data is added the need for support and maintenance also increases. The proposed agreement offers a two year GIS contract that will offer the City support to the back end system, and maintenance of the system on the servers. Most services will be handled remotely, but on-site assistance can also be provided. Cloudpoint will also assist in strategic GIS planning, updates of software and licensing, training to those using it in the field, training on editing and updating maps and technical support. The proposal offers a fixed monthly fee of $2,450 for a two year agreement and $2,200 monthly for a three year agreement. Cloudpoint staff has been working with the City and have gone through the system. They have discovered that the mapping updates aren't being relayed to the maps that are being used in the field. This is something that support could troubleshoot if the proposal was accepted. They have been working with a staff member that currently has the ability to make map updates and edits. They would support this individual and make sure everything is working properly, especially the sharing of mapping data.

Commissioner Sherwood added that the City has been working with Cloudpoint since 2015. The superintendents are familiar with this software and use it on the ipads to make updates out in the field.

5. Mayor Glazebrook asked if there were any comments from the public, there were none.

6. Mayor Glazebrook read the items in the consent agenda:

Approval of minutes of the regular meeting held October 10, 2022

Approval of claims except those in TIF funds

Approval of Treasurer's Report for September 2022

Approval of Resolution 22-0 - A supplemental resolution for Maintenance Under the Illinois Highway Code (MFT)

A motion was made by Commissioner Booker and seconded by Commissioner Woodworth to accept the consent agenda. Upon a roll call being taken, the results were as follows:

Commissioner Doug Booker - yea

Commissioner Chuck Woodworth - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried by omnibus vote.

7. A motion was made by Commissioner Sherwood and seconded by Commissioner Booker to approve the TIF claims. Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Doug Booker - yea

Commissioner Mike Fowler - abstain

Commissioner Chuck Woodworth

Mayor Richard Glazebrook - yea

and the motion was declared carried.

8. Commissioner Sherwood reported that the Park Department has been mulching leaves, ordered more Christmas lights and have been working on maintenance. All of the park bathrooms have been winterized and closed except for the ones close to the school. Treasurer Golden met with Mayor Glazebrook to discuss the updated service agreement with QNS. A meeting was held with the Downtown Business District Committee last Tuesday. After revisions have been made to the ordinance, it will be sent to Mel Workman for the group for review. After that it will be sent to the City's Attorney for review and then on to Planning and Zoning. Treasurer Golden is working with the City Attorney on updating and changing the way the City handles medical notices on accounts. The City's account portfolio with Meeder Public Funds should be established by the first week in November. A representative from Meeder will address the Council at the December 12th meeting to go over the details of the service agreement and will be providing month to month updates regarding the City's investments. The audit is due next week, Treasurer Golden has been working closely on this. Commissioner Sherwood is ready to move forward with an agreement with Cloudpoint for GIS services. She has been discussing the Mason Point accounts with Mayor Glazebrook. Employee evaluations need to be finalized and returned to HR Director Nakayla Swisher. Commissioner Woodworth and Treasurer Golden have been working on the IEPA loan pay off. Mrs. Golden has also been working with the City Attorney on the termination of the Aramark contract. Options are being explored for the possible expansion of TIF IV or the creation of a new TIF district. Commissioner Sherwood read the Treasurer's Report, a correction was made on the interest for the Titus proceeds, that amount should have been $8,000.

9. Commissioner Fowler reported that the cabinet replacement project went well. The project started at 7:00 a.m. on Saturday and was completed at 4:00 a.m. on Sunday. The replacement of the second cabinet will be scheduled within the next two weeks. The 2500 KVA transformer was tested and passed, it will be energized soon.

10. Commissioner Woodworth reported that the balance of the EPA loan was $389,000. The loan will be paid off with the issuance of the bonds and the annual loan payment of $35,000 will go towards the new Water Treatment Plant. The foundation floors for the filter and clear well failed the concrete pressure test. The concrete was removed and is in the process of being replaced. The walls will be built after that is completed. They are still working on the two claricones and the filters should be arriving soon. Everything is currently on schedule. The distribution crew has been busy working on little projects. Two of the major pumps at the Sewer Plant are being repaired. Smaller pumps are operating, but residents may notice an odor due to not being able to pump as usual. Once the pumps are repaired they will be placed back in service. Commissioner Woodworth stated that he was absent from the last meeting because he was at a work conference. He will not be in attendance at the next meeting, as he will be having surgery at Mayo Clinic and is expected to be out for approximately three weeks.

11. Commissioner Booker reported that the Street Department picked up yard bags, repaired a tile, replaced street signs, cleaned storm drains, replaced a drain intake, completed work orders, picked up trash on the square, worked on equipment, are working on dirt work for the ditch project at the shop, picked up a vehicle from the body shop, swept the streets, potholed for utilities on Industrial Way, patched pot holes, mowed, pushed up the burn lot and cleaned all of the lots. A contractor replaced the sidewalks on Pifer's Lane.

12. Mayor Glazebrook attended IMEA and gas meetings in Springfield. He was approached by businesses with concerns about the outage for the cabinet replacement at the Electric Department. Tabeling Development expects the commercial business to open in mid-November. The first set of housing unit should be ready by January 8th. They are getting ready to finish the siding and landscaping. The City has some electrical boring to complete and a gas meter to install. Potholing on Industrial Way was done and the State will determine when they will start on the roadway.

13. A motion was made by Commissioner Sherwood and seconded by Commissioner Booker to approve the retiree Health Alliance Prescription Drug Plan & Amwins Medicare Supplement Plan F renewals for 2023. There was a smaller increase in the premium, but the coverage remains the same. Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Doug Booker - yea

Commissioner Mike Fowler - yea

Commissioner Chuck Woodworth - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

14. A motion was made by Commissioner Woodworth and seconded by Commissioner Booker to award the RFP for Administration Services for Public Infrastructure Improvements to Milano & Grunloh Engineers.

Commissioner Woodworth announced the gradings of the two submissions that were received. This project is for the replacement of two lift stations.

Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

15. A motion was made by Commissioner Sherwood and seconded by Commissioner Woodworth to approve the investment management agreement with Meeder Public Funds.

Commissioner Sherwood stated that this is an agreement to move forward with Meeder Public Funds. The advisory fee for up to 25 million dollars is .1%. A representative from Meeder Public Funds will address the Council in December and will also provide the Council with month to month updates on the investments.

Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Commissioner Mike Fowler - nay

Commissioner Doug Booker - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

16. A motion was made by Commissioner Sherwood and seconded by Mayor Glazebrook to approve the custody account agreement with U.S. Bank.

Commissioner Sherwood explained that this Meeder Public Funds works with U.S. Bank and this agreement is to open an account with them.

Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Mayor Richard Glazebrook - yea

Commissioner Mike Fowler - nay

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

and the motion was declared carried.

17. A motion was made by Commissioner Sherwood and seconded by Commissioner Fowler to approve a two-year contract for $58,800 with Cloudpoint for GIS Services.

Mayor Glazebrook wanted to table this item so he could talk with some of Cloudpoint's other customers before locking in to a two year contract.

Commissioner Sherwood stated that Cloudpoint has been working with the City since 2015. She wanted to move forward with the approval of the contract.

Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - nay

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - nay

Mayor Richard Glazebrook - nay

and the motion was declared carried.

18. A motion was made by Commissioner Fowler and seconded by Commissioner Booker to waive bidding and approve the purchase of a three phase pad mount 1500 KVA transformer from Sunbelt Solutions for $60,795.

Commissioner Fowler explained that a transformer is needed for a new industrial customer. After the transformer is ordered, the earliest it would be delivered is next summer.

Upon a roll call being taken, the results were as follows:

Commissioner Mike Fowler - yea

Commissioner Doug Booker - yea

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

19. A motion was made by Commissioner Woodworth and seconded by

Commissioner Sherwood to approve Ordinance 22-20 for the issuance of Waterworks and Sewerage System Revenue Bonds for the City of Sullivan, Illinois.

Treasurer Golden explained that this Ordinance was for the additional million dollars needed for the Water Treatment Plant Project. The City used 1.7 million dollars for the project; these funds can be used to reduce that amount and to repay the IEPA loan. This will help the City make the loan payment and reduce the total interest and finance charges. The rate on the bonds is lower than the rate on the IEPA loan. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Commissioner Doug Booker - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

20. A motion was made by Commissioner Woodworth and seconded by Commissioner Booker to approve the engagement letter with Gilmore Bell for the issuance of $1,000,000 Combined Waterworks and Sewerage System Revenue Bond, Series C of the City of Sullivan. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried. - yea

21.A motion was made by Commissioner Woodworth and seconded by Commissioner Sherwood to approve Resolution 22-P Authorizing and providing for the incurrence of indebtedness of one million dollars for the purpose of providing a portion of the cost of acquiring, constructing, enlarging, improving, and/or extending its water treatment facility to serve an area lawfully within its jurisdiction to serve. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Commissioner Doug Booker - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

22.A motion was made by Mayor Glazebrook and seconded by Commissioner Fowler to approve and authorize the City Attorney to file a lawsuit concerning outstanding utility balances of the companies Peterson Healthcare, Mason Point as well as authorization to file any lien or lis pendens for the City of Sullivan.

Commissioner Sherwood stated that an agreement made between the previous Council and Peterson Healthcare placed a maximum threshold on their accounts. If the threshold was exceeded, they would be notified by the City Administrator that a payment was to be made or they would face disconnection. At that point, a payment was always made. The City is now having a difficult time getting the payments on the balance of just over $460,000.

Upon a roll call being taken, the results were as follows:

Mayor Richard Glazebrook - yea

Commissioner Mike Fowler - yea

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

and the motion was declared carried.

23. A motion was made by Commissioner Sherwood and seconded by Commissioner Fowler to adjourn the meeting. Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried and the meeting was adjourned at 7:22 p.m.

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