Minutes of the City of Lincoln City Council Committee of the Whole Meeting held in the Council Chambers on Tuesday, March 29, 2016.
Mayor Neitzel called the regular City Council Meeting to order at 7:05 p.m. There were eight Aldermen present (Alderman Bauer, Alderman Hoefle, Alderman Hoinacki, Alderman Horn, Alderman Mourning, Alderman Parrott, Alderman Tibbs and Alderman Welch) and none absent. Also present were Fire Chief Miller, Street Superintendent Mr. Landers, Safety and Building Officer Mr. Lebegue, and Police Chief Adams. Also present were Mayor Neitzel, City Treasurer Mr. Conzo, City Administrator Mr. Johnson, City Attorney Mr. Blinn Bates, City Clerk Mrs. Gehlbach, and Recording Secretary Mrs. Riggs.
Mayor Neitzel led the Pledge of Allegiance.
Presentation from Abraham Lincoln Tourism Bureau – Quarterly Report:
Ms. McMurtrey and Mr. Sal Pollice were present for Tourism quarterly report. Ms. McMurtrey sent the 2015 Report to the Aldermen, Mayor, City Administrator and City Clerk. Ms. McMurtrey explained the $45,000.00 that was placed in an interest bearing account. Mr. Pollice said they were trying to be fiscally responsible. Alderman Welch would like to see the Tourism Bureau streamline.
Ms. McMurtrey said the beginning of the year the office is slower and they are currently in the red. The rates vary by the season but the Tourism does not know what the prices are being charged at the hotels. These financial reports are given yearly. Their auditor was in the office today, March 29, 2016. The Abraham Lincoln Tourism Bureau is now a 501 (c) (3) business. The 2014 Audit has not been completed as of this date.
Alderman Tibbs wanted a more detailed report. Ms. McMurtrey said she could give the City Council the detailed reports and had never been told that the City Council wanted those. Ms. McMurtrey said Tourism is getting ready for the summer season, working on State grants, they want to spread the brand name around the state, and hire an Administrative Assistant. Alderman Bauer said there will be Facebook posts for Pigs and Swigs and the other things going on throughout the summer. Ms. McMurtrey wants to know any other changes that might be needed in the funding agreement. Mr. Pollice said they really need the feedback from the City so they can move on.
Presentation from Route 66 Heritage Foundation of Logan County:
Mr. Geoffrey Ladd said the Foundation is an official 501 (c) (3) foundation. He is currently working on a second grant for the Mill. They are trying to get the Mill open and have had events there (car club and tour busses). The grant through the National Park Service would put the restroom back on the back of the building and will be handicap and ADA compliant. They are hoping to have the Mill open by the end of the year. The Mill will be selling Route 66 items. Matthews Construction will be doing the construction work. He was asking for the City’s assistance with the sewer lines in.
Alderman Hoefle and Alderman Tibbs felt they should place this on the agenda. City Administrator Johnson said there should be a time limit cap on this project.
Alderman Welch said this is a very wise position to support those who are doing things to bring people to Lincoln and was also in agreement with this. A one-time gift up to $12,000.00 will be given to the Mill.
This will be placed on the Agenda for Monday, April 4, 2016.
Public Participation:
Mayor Neitzel said Ray LaHood would be at City Hall tomorrow morning, March 30, 2016.
Street Facility Bid Consideration and Change Order Request:
Mr. John Bishop was present to discuss the bids.
The following bids were received:
Core Construction $4,335,000.00
PJ Hoer $4,425,000.00
Lavardierre Construction $4,477,800.00
Peoria Metro Construction $4,331,000.00
Korte Construction $4,496,650.00
River City Construction $4,686,000.00
O’Shea Builders $4,232,855.00
It is Farnsworth’s recommendation to go with the bid from O’Shea Builders in the amount of $4,232,855.00 without the Alternates.
Alderman Welch felt this should be placed on the Agenda for Monday, April 4, 2016.
Request to Permit – Street Closures for “Pigs and Swigs” and “Art in the Park”:
City Administrator Mr. Johnson said this request is being made by the Logan County Alliance.
This will be placed on the agenda for Monday, April 4, 2016.
5th Street Road Intergovernmental Agreement Extension:
This is a three year extension and will expire April of 2019. It was agreed to place this on the agenda for Monday, April 4, 2016.
Illinois Department of Transportation Intergovernmental Agreement for Depot Construction:
City Administrator Mr. Johnson said they sent the agreement with changes to the State of Illinois which addressed some of their concerns. City Attorney Mr. Blinn Bates said this is the best of the worst contracts that the City has had so far.
This will be placed on the agenda for Monday, April 4, 2016.
Financial and Utility Billing Software Upgrade - Accela
City Administrator Mr. Johnson said over the past few months they have been going over new software since the current software is no longer available. A few different software companies were looked at but felt that Accela was the best plan available. This would cover things such as payroll, Accounts payable/receivables, general ledger, utility billing with online payments, and Human Resource/Employee self-service functionality. The cost of the new software is $103,330.00 and then yearly there will be a cost $20,480.00 to cover the licensing.
Police Chief Adams said with this going to a cloud base program it will not have as many issues as they have had in the past.
This will be placed on the Agenda for Monday, April 4, 2016.
Other Discussion:
Mayor Neitzel read a thank note from Dr. Hepler.
Possible Executive Session:
There was no Executive Session held.
Upcoming Meetings:
Budget Workshop: Wednesday, March 30, 2016
Council: Monday, April 4, 2016 – 7:00 p.m.
Committee of Whole: Tuesday, April 12, 2016 – 7:00 p.m.
Alderman Tibbs made a motion to adjourn the meeting and Alderman Horn seconded it. There were eight ayes (Alderman Bauer, Alderman Hoefle, Alderman Hoinacki, Alderman Horn, Alderman Mourning, Alderman Parrott, Alderman Tibbs and Alderman Welch), zero nays, and none absent; motion carried.
The City of Lincoln Committee of the Whole Meeting adjourned at 8:55 p.m.
Respectfully submitted,
Risa Riggs
Recording Secretary
City of Lincoln