Macon Reporter

City of Sullivan City Council met Jan. 9.

Here are the minutes provided by the council:

1. The City Council of the City of Sullivan, Illinois, met in regular session on Monday, January 9, 2023, at 6:00 p.m. at the Elizabeth Titus Memorial Library, 2 W. 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 - present

Commissioner Chuck Woodworth - present

Commissioner Doug Booker - absent

Mayor Richard Glazebrook - present

2. Lee Beckman gave an update on the status of grants and City projects.

They have been working with Bubba Farris on the DCEO grant for Main St. The preliminary plans have been completed and the project will be bid out in the near future.

They have not heard anything on the ITEP application that was submitted on September 30th.

A monthly construction meeting was held last week for the Water Plant project. The project is on schedule.

The Bernius Project is being held up by the environmental review.

The state legislative grant agreement was received today. That funding will be used for the Industrial Way project for Bernius. Plans are to bid this project late first quarter or early second quarter.

The bid for the alley improvements is on the agenda to be approved this evening. This project is funded by Rebuild Illinois funds. Material price increases will not effect the bid. There are some cost saving options that can reduce the cost of the project.

The overlay for VanBuren and Pierce Streets will probably be advertised in February for spring construction.

The City did not receive the Unsewered Grant.

A meeting was held with IDOT for the Safe Routes to School Grant. The preliminary plans have been completed with the potential for construction in the summer.

A survey was completed for the Eastview lift station. This project is likely to be bid out second or third quarter with construction before the end of the year.

The NOFO's for the OSLAD and PARC grants haven't been released. Lee presented the idea of running a sewer line down the township road south of the Tabeling development. The cost of the piping for this project would be approximately $500,000-$600,000. He recommended the sewer extension rather than installing a lift station, as a sewer extension would provide infrastructure for future developments. If an entrance was added to the township road EDP and TARP funds could potentially be used to upgrade the road to an 80,000 pound truck route. There is also a funding option from DCEO for the water and sewer.

3. Mayor Glazebrook asked if there were any comments from the public.

Nancy Barker asked why there was an urgency to waive the bidding on four items on the agenda and if it was necessary to purchase the items at this time. Mayor Glazebrook responded that the ITRON system is a single source item that the City already uses. Bubba Farris explained that trucks are selling fast, and if the City doesn't move quickly it won't be available. Commissioner Fowler stated that transformers are getting harder to find. If the City waits to purchase them they won't be available. Commissioner Woodworth added that the items could be more expensive if the City went through the bidding process.

Bob Ingram asked for an explanation of a fire service line. Commissioner Woodworth explained that this is a dedicated line for an indoor sprinkler system. Mr. Ingram then stated that the quote from T&R Electric expired on January 5th. Commissioner Fowler responded that he had given his authorization over the phone and the vote is being taken tonight. He then explained that if the Council wasn't in agreement with the transformer, the order could be cancelled.

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

Approval of minutes of regular meeting held December 28, 2022 Approval of claims except those in TIF funds

Approval of Pay Estimate #6 for $89,822.50 to Grunloh Construction for the Water Treatment Plant Project

Approval of Pay Estimate #6 for $573,737.51 to Grunloh Building for the Water Treatment Plant Project

Approval of Pay Estimate #2 for $482,416.65 to All Service Contracting Corp for the Water Treatment Plant Project

A motion was made by Commissioner Sherwood and seconded by

Commissioner Woodworth to approve the consent agenda. Upon a roll call being taken the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Commissioner Mike Fowler - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried by omnibus vote.

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

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Commissioner Mike Fowler - absent

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried

6. Commissioner Sherwood reported that the Park Department has been working on equipment maintenance, helped with snow removal and is almost finished taking down Christmas lights. The remaining lights will be taken down tomorrow with the assistance of the Street Department.

She reminded everyone that public swim is available on the weekends at the Civic Center.

Commissioner Sherwood, Mayor Glazebrook and Treasurer Golden completed a final walk-through of the old City Building. There are a few items on the first floor that are available if they are needed by any of the departments. The awnings have been removed and the outside lights will also be removed. Asbestos removal will begin on January 23rd and the demolition is scheduled for the end of the month. A pre-demo meeting will be held tomorrow. Specs for the new building are being finalized.

7. Commissioner Fowler reported on the average electric rates in Illinois for September and October 2022. The rate for September was 17.08 cents per kilowatt and the October rate was 17.25 cents per kilowatt, which were record highs. Sullivan's rate is around 12.5 cents per kilowatt. It is difficult to compare the City's rate with Ameren's because Ameren has different rates, extra monthly fees and additional categories on their bills. Commissioner Fowler added that it will be interesting to see what BHMG recommends after they complete the City's rate study. He met with Praxel Line Services to discuss the possibility of a long-term contract. Commissioner Fowler will meet with Chris Parsons tomorrow to discuss the three quotes that were received. In 2022, seventy new poles were replaced. The contractors have been doing some work for the high school. The high school and the middle school are both in need of larger transformers.

8. Commissioner Woodworth reported that the Distribution Crew has been busy with call outs and maintenance items related to cold weather. Mayor Glazebrook attended the monthly construction meeting for the new water plant in Commissioner Woodworth's absence. Treatment vessels for the water plantt have been installed. Unfortunately, the aerator can't be installed until the head tank is painted, which will probably be towards the end of February. The filters have all been installed. The under drain system and media will be installed during warmer weather. The building is being enclosed now. There will be two upcoming change orders, one for the HVAC system for an additional $1,000 and one for the wall height of the lab and office area which will save $3,000. Overall, these change orders will save the City $2,000. The building is expected to be in the dry with temporary heat by February and is still on schedule for a July start-up. Commissioner Woodworth thanked the News-Progress for publishing an article on the new water plant.

The City attorney will be drafting a change to the City's Ordinance. This will require plumbers to install shut off valves in residences or buildings if they have to call the City to shut off the service. This will be beneficial to the customer because they will have the ability after that point to shut off their own water rather than calling the City. Commissioner Woodworth suggested that the City supply the valves so they will all be the same. If the City supplies the valve, the customer would only need to pay the labor for the plumber. Mayor Glazebrook thought that this was a good idea and creates uniformity.

9. Mayor Glazebrook read Commissioner Booker's report due to his absence. The Street Department washed and worked on equipment, picked up Christmas trees for DNR, replaced signs, worked in the shop, cleaned the dump lot, picked up trash on the square and removed poles and signs from the City Building. Mayor Glazebrook thanked the Water and Street Departments for taking down the awnings. Tyler Graven serviced the air conditioners, which will be taken down tomorrow. The Electric Distribution crew will be taking down and moving lines.

10. Mayor Glazebrook reported that he has attended meetings and is looking into the future of TIF. He is interested in putting a committee together to look at the future of the Civic Center. He has also been trying to get other businesses to come to Sullivan.

11.A motion was made by Mayor Glazebrook and seconded by Commissioner Sherwood to approve the purchase of the Itron Meter Reading system from United Systems for $32,899.50. Itron is a remote meter reading system that is utilized by the City for billing purposes. The City's current Itron system is no longer supported by Itron and has become unreliable. In order for the City to continue reading Itron meters, a system upgrade is required. Upon a roll call being taken, the results were as follows:

Mayor Richard Glazebrook - yea

Commissioner Abbey Sherwood - yea

Commissioner Mike Fowler - yea

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

12. A motion was made by Commissioner Woodworth and seconded by Commissioner Fowler for approval for Milano & Grunloh to prepare plans and the IEPA permit for a fire service line for the Triple B Building for Zak Horn. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth

Commissioner Mike Fowler - yea

Commissioner Abbey Sherwood - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

13. Treasurer Golden addressed the Council regarding the investment strategy for Meeder Public Funds. She previously thought the City would get a list of proposed investments, but that was incorrect. Meeder Public Funds will work directly with the brokers to execute investments that fall within the City's investment strategy. The funds are currently sitting in a money market account and are ready to be invested once Meeder receives confirmation that the City is in agreement with the strategy. Commissioner Sherwood believes that the Council gave approval when they voted for Meeder to make investments on behalf of the City. She added that the packet they were provided outlined what she wanted to see for investments. A representative from Meeder Public Funds will report on the performance of the investments at a future meeting. Treasurer Golden explained that anytime the market changes Meeder will likely propose a new strategy.

14. A motion was made by Commissioner Fowler and seconded by

Commissioner Sherwood to waive bidding and approve the purchase of 2 - 250 KVA pad mount transformers from T&R Electric for a purchase price of $45,524.00. Upon a roll call being taken, the results were as follows:

Commissioner Mike Fowler - yea

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

15. A motion was made by Commissioner Fowler and seconded by

Commissioner Woodworth to waive bidding and approve the purchase of a 500 kVA padmount transformer from Mattox for a purchase price of $39,944.00. Upon a roll call being taken, the results were as follows:

Commissioner Mike Fowler - yea

Commissioner Chuck Woodworth - yea

Commissioner Abbey Sherwood - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

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

Commissioner Fowler to waive bidding and approve the purchase of a 2006 International 7400 from Higgs Welding, LLC for a total purchase price of $48,838.00. Commissioner Sherwood asked how the Council intended to pay for this purchase because TIF will not cover it. Mayor Glazebrook said that TIF would pay for 53%, leaving $23,000. He suggested using funds from MFT, Economic Development or other sources. Bubba Farris stated that the truck could be used to haul rock and sand. Departments currently have these items hauled in by Wallace Excavating. Commissioner Woodworth, Mayor Glazebrook and Commissioner Fowler were willing to use money from their department to help with the purchase of the truck. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Mike Fowler - yea

Commissioner Abbey Sherwood - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

17.A motion was made by Mayor Glazebrook and seconded by Commissioner Fowler to approve Ordinance 23-1 - An Ordinance Authorizing Disposal of Personal Property Owned by the City of Sullivan. 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 - absent

and the motion was declared carried.

18. A motion was made by Commissioner Woodworth and seconded by Commissioner Fowler to accept the bid from Feutz Contractors, Inc., Paris, Illinois, in the amount of $151,556.25 for an Alley Improvement Project located in the City of Sullivan. Mayor Glazebrook explained that this project is for the alley behind Gravens and the pavilion. Upon a roll call being taken, the results were as follows:

Commissioner Chuck Woodworth - yea

Commissioner Mike Fowler - yea

Commissioner Abbey Sherwood - yea

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried.

19. 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

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - absent

and the motion was declared carried and the meeting was adjourned at 7:27 p.m.

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