Macon Reporter

City of Sullivan City Council met Feb. 14.

Here are the minutes provided by the council:

1. The City Council of the City of Sullivan, Illinois, met in regular session on Tuesday, February 14, 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 - absent

Commissioner Chuck Woodworth - present

Commissioner Doug Booker - present

Mayor Richard Glazebrook - present

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

Bob Ingram asked why the City wasn't requesting sealed bids for poles. Mayor Glazebrook explained that the normal pole supplier has poles on back order and doesn't have any on hand. The new supplier has poles and they can be delivered in three weeks. The City has run out of these poles and needs them in case of an emergency.

Mr. Ingram then stated that an expenditure was made for a 300 kVA transformer for $29,000 and asked when the purchase was approved. Mayor Glazebrook stated that the Treasurer will look into the issue and will have an answer for him at the next meeting.

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

Approval of minutes of regular meeting held January 23, 2023 Approval of claims

Approval of Pay Estimate #7 for $339,418.96 to Grunloh Building, Inc. for the Water Treatment Plant Project

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

Mayor Richard Glazebrook - yea

and the motion was declared carried by omnibus vote.

4. Commissioner Sherwood reported that the Park Department has been removing stumps around the playground and cleaning up Tabor Park. Surveying was completed for the OSLAD grant project at Wyman Park. Waterplay will provide engineering and a design for the splash pad, as well a cost update.

Information is being shared on the Civic Center Facebook page to keep the public up to date on programs being offering. The public is welcome to call the Civic Center for additional information. Corporate memberships are available and can be managed through payroll deduction. The facility also offers private and non-private rentals of the facility, pool and patio. There has been a large increase in the use of the Civic Center over the last couple of years, this is in part to the leadership of Wendy Elzy.

The City Building demolition has started and Greg Yoder is doing a wonderful job. There is still some work that needs to be completed, but the process has gone very smoothly. The Council has been asked to slow down or delay the City Building project, Commissioner Sherwood does not intend on doing so. The Council has worked on this project for three years and has looked at fifteen different scenarios. The building was severely neglected for several decades and thousands of dollars have been spent to band-aid serious issues. She asked that the Council continue to support the project and see it through to the end of their terms. Commissioner Woodworth agreed that the building has been neglected and the project should continue. Commissioner Sherwood added that the project was publicly discussed for a year and a half and the final decision of the location was made during a public meeting. Several spots of soft brick were discovered during the demolition. The integrity of the building was compromised and wouldn't withstand another hundred years. The new building will be built right to benefit the future of the City for many years to come.

5. Commissioner Woodworth reported that the Distribution Crew has been busy with odd jobs. There have been quite a few residential and small service line leaks and adjustment requests due to the cold weather in December.

Contract #1 for the Water Treatment Plant has been completed excluding the aerator and the walkway. All three filters are in place and the piping is being worked on. A change order for an increase of one thousand dollars will be issued for the relocation of the duct work in the lab and office areas. Commissioner Woodworth is expecting a quote for the relocation of the domestic water tap. The tap was moved to a different distribution line to increase the pressure. There was some confusion on the parking lot after Commissioner Woodworth offered to bring in a few loads of crushed concrete for the trucks to drive on. This is temporary, the parking lot will be concrete. The building is closed in and the gas lines are hooked up. Temporary heaters are being used so the interior walls can be painted. The fluoride fluid from the current plant could possibly be used for the new plant, this will depend on its condition, but would provide cost savings. The project is still on track and the City should have possession of the building in July.

6. Commissioner Booker reported that the Street Department loaded rock for sale, cleaned the dump lots, picked up trash on the square, plowed snow, salted streets, added rock to pot holes, washed and worked on equipment, picked up the new tandem truck, cleaned the shop, helped the Gas Department in the alley behind the old City Building, helped Rural Water at their office, picked up brush, set up barricades for the City Building Demo with the assistance of the Sewer Department, repaired and replaced street signs and hauled rock and sand for the Gas Department.

7. Mayor Glazebrook reported that Commissioner Fowler has been working with the school and the IMEA on a lighting project. There is funding available for upgrades to electrical distribution systems, federal grant guidelines have been sent to Lee Beckman. The contractors continue to replace poles. He thanked the Electric Distribution for moving lines at the City Building.

Mayor Glazebrook had a meeting with IDOT about the ditch on 1200n. The ditch is hard to maintain and IDOT is willing to take care of it and spray for cattails. They also discussed the possibility of a sewer line installation on 1200n. IDOT has shown interest in being a part of this project. Lee Beckman is also looking at TARP funds to upgrade 1200n to a truck route.

The Gas Department installed the gas line for the Water Department and is now working on smaller projects.

The Mayor attended a meeting with the Chamber & Economic Development, where they reviewed the various projects that are happening in the City.

8. A motion was made by Commissioner Sherwood and seconded by Commissioner Booker to approve Ordinance 23-5 - An Ordinance Repealing Chapter 1 - Administration, Article IV - Financial and Adding it to Chapter 22- Mandated Policies, Article III of the Revised Code of Ordinances of the City of Sullivan, Moultrie County, Illinois. Treasurer Golden explained that when the Ordinance was sent to the Codifier, it was placed in a chapter that was more fitting for the content, the Ordinance reflects that change. Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Doug Booker - yea

Commissioner Chuck Woodworth - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

9. A motion was made by Mayor Glazebrook and seconded by

Commissioner Booker to approve a Project Authorization with Milano & Grunloh for the preparation of documents for the third amendment of TIF IV. Upon a roll call being taken, the results were as follows:

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - yea

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

and the motion was declared carried.

10. A motion was made by Commissioner Sherwood and seconded by Commissioner Woodworth to approve the purchase of 32-40 foot poles from Anixter for $40,640.00. Mayor Glazebrook explained that the City has run out of the larger poles and needs to have them on hand in case of an emergency. The supplier that is typically used doesn't have any on hand. If the poles are ordered from Anixter they can be delivered in three weeks. Upon a roll call being taken, the results were as follows:

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth - yea

Commissioner Doug Booker - yea

Mayor Richard Glazebrook - yea

and the motion was declared carried.

11. Commissioner Booker would like to increase the clothing allowance for his department. They currently receive $150.00 annually and he would like to increase that amount to $400.00. The Electric Distribution Crew and the Gas Department receive $700 a year, but are required to wear fire retardant clothing which is more expensive. Mayor Glazebrook suggested meeting with Commissioner Sherwood and Treasurer Golden to review the numbers. Employees are provided five t-shirts a year at no cost to them. HR Director Swisher stated that clerical staff receive an annual allowance of $300.00 and non-union police receive a $400.00 allowance. Commissioner Sherwood suggested that Commissioner Booker meet with Ms. Swisher to put something together for presentation at the next meeting.

12. A motion was made by Mayor Glazebrook and seconded by Commissioner Booker to approve Ordinance 23-6 - An Ordinance Authorizing Disposal of Personal Property Owned by the City of Sullivan. Mayor Glazebrook stated that the equipment listed in the Ordinance is outdated and isn't used by the Gas Department. Upon a roll call being taken, the results were as follows:

Mayor Richard Glazebrook - yea

Commissioner Doug Booker - yea

Commissioner Abbey Sherwood - yea

Commissioner Chuck Woodworth

and the motion was declared carried.

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

Commissioner Abbey Sherwood - 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 6:50 p.m.

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