Minutes of the City of Lincoln City Council Committee of the Whole Meeting held in the Council Chambers on Tuesday, November 28, 2017.

Mayor Goodman called the regular City Council Committee of the Whole Meeting to order at 7:00 p.m. There were seven Aldermen present (Alderman Browne, Alderman Hoefle, Aldennan Hoinacki, Alderman Hom, Aldennan Keller, Aldennan Parrott and Aldennan Welch) and one absent (Aldennan Bauer). Also present were City Street and Alley Superintendent Mr. Landers, Deputy Police Chief Vlahovich, City Building and Safety Officer Mr. Woodhall, and Fire Chief Miller. Also present were Mayor Goodman, Interim City Administrator Mr. Mahrt, City Treasurer Mr. Conzo, City Clerk Mrs. Bateman and Recording Secretary Mrs. Riggs.

Mayor Goodman led the Pledge of Allegiance. Citizen of the week - Child -Paisley Holmes Citizen of the week -Adult -Chris Whiteman

Public Participation:

Mr. Kevin Bateman was present to discuss sidewalks and engineering. He said he has seen the change orders after change orders and that the City has just. He said the engineering costs have gone over and would like to see a (bid out to an engineering firm) to keep contractors in check with no overruns. Engineering firms should be held accountable.

Discussion on recruitment for the Citv Administrator position:

Katy Rush of GOVHR, was present to discuss the process for recruiting. 28% are coming back to GOVHR. The process is about 12 weeks. Ms. Rush had a brochure for each of the Aldermen. They can evaluate resumes, she thought there might be 40 - 60 candidates. They assist through the process of recruiting. They guarantee their work. They give updates through email or a telephone call.

Alderman Keller asked how they could get the cost down. Ms. Rush said she has had to lower costs and said there are places they can cut from.

Ms. Rush said they could speed things up but with the upcoming holidays it might take a little longer. There is a flyer that could be used for recruitment.

City Treasurer Mr. Conzo said they have taken money out of places that the City had not used from. Aldennan Welch believes they should have a special meeting. Alderman Keller said he wanted to present the right materials for the recruitment. Ms. Rush said she could revise the different options for the City Council.

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Mr. Gary LaForge was present to discuss that he had been on the list in thepast.Alderman Welch said he found the brochure online.

Discussion on Lincoln Park District requests

Interim City Administrator Mr.Mahrt said he had three points for the Lincoln Park District:

1. The City Council may consider researching park land lease agreements within the Central Illinois region for comparison and best

2. The City Council may consider researching pool filling meters and/or sewer waivers within the Central Illinois region for specific governmental entitieswith swimming pools open and accessible to the general public.
3. The City Council may evaluate its policies on outside agency donations to fund tourism, recreation and economic development

Alderman Welch said there should be some discussion. Alderman Parrott said the Tourism Board do give grants.

Interim City Administrator Mr. Mahrt said they should check with other communities as to how they have been handling these issues. Mr.Bateman said it is a hurdle for him for that grant goal. Alderman Hom said they have to reach out to the Tourism Bureau.

2018 Health Insurance Renewal (R. W. Garrett Agency) :

City Administrator Mr. Mahrt said the health insurance for 2018 will remain the same. Recommendation to place this on the regular agenda.

2018 Liability Insurance Renewal (Arthur J. Gallagher Risk Management Service, Inc.):

• A potential 25% reduction in "Law Enforcement Liability'' coverage for use of Lexipol (policy management software currently being implemented by Police Department).

• A potential reduction of the current "Property" coverage by completing appraisals on critical structures at reduced costs through broker affiliated commercial appraisers. (Property values were increased this year from $26 million to $37 million to better reflect replacement costs and the broker now recommends appraisals to validate value of structures).
  • A potential cost savings by increasing "Crime (i. Employee Dishonesty/f heft/Forgery)" coverage and eliminating individual bonds for specific positions. By increasing the amount of coverage from $50,000 to $500,000, the City may realize some cost savings while significantly increasing coverage limits over individual bonds. It was preliminarily estimated that increasing the coverage to $500,000 would add approximately $1,000 to the premium amount. The City currently

pays approximately $2,300 for bond coverage for sixteen employees with limits ranging from $1,000 to $250,000. (Staff is anticipating an updated quote for "Crime" prior to Committee of the Whole meeting).

• The broker has informed the City of a grant award in the amount of$28,213 from the Illinois Public Risk Fund for safety related

Alderman Hoinacki said to place this on the regular agenda.

Resolution:Abating the Tax Levied for 2017 to Pay Debt Service on $2,285,000 in General Obligation Bonds (Alternative Revenue Source, Series 2014): and Resolution: Abating the Tax Levied for 2017 to Pay Debt Service on $5,285,000 in General Obligation Bonds (Alternative Revenue Source, Series 2014):

City Treasurer Mr. Conzo said these are two revenue bonds. These are not paid through the property tax. The City Council will need to vote on these documents. This will need to be placed on the agenda.

Aldennan Hoinacki said to place these both on the agenda.

Ordinance :Approving Tax Levv fo r Tax Year 2017:

City Treasurer Mr. Conzo said 2.1% for the Police and Fire Prevention funds. A public hearing will be held on December 18, 2017 prior to the City Council Meeting.

Ordinance: Authorizing the Issuance of General Obligation Bonds (Alternadve Revenue Source):

City Treasurer Mr. Conzo said that last month they voted to secure Bernardi Securities of LaSalle Illinois. This construction will the Police Station to be constructed and this is the beginning of the process to issue the bonds and this Resolution authorizes the issuance of the bonds and also provides a time for a hearing and upon the approval of this at the next voting meeting of December 4, 2017 will be the final action in order to issue the bonds.

Aldennan Hoinacki asked to have this on the agenda.

Discussi on on communicadons tower and radio equipment for new Police Station:

Police Chief Adams said there are four options that could be looked at: 1) utilizing existing fiber optic system located throughout town, 2) building our own fiber optic connection between the buildings, 3) utilizing Comcast 1 Gbps connections at both locations, or 4) utilizing a wireless system.

Comcast has quoted lGbps Internet connections at $654.60 per month per connection so a total of

$1309.20 per month for both connections. Comcast service is currently used at the Safety Complex for Internet connectivity on a 50Mbps line. We would use Comcast for our Internet connectivity similar to the Safety Complex and would use this link as backup if another link would fail in any case. Long term costs would be high and physical security would be low due to access by Comcast personnel and Internet connectivity.Place on Council Agenda for December 4, 2017: Approve the bid to Lincoln Land Communications in an amount not to exceed $13,146.00.Approve purchase of AirFiber Gigabit Radio Equipment inan ammmt not to exceed $5972.00.

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This will be placed on the agenda for December 4, 2017

Discussion on Change Order regarding 2017 Annual Sidewalk Program (Kinnev Contractors,

Inc.:

A Change Order would have been required to be approved by the City Council for the sidewalk construction over the original bid amount of $77,644.12 to the not to exceed amount of $125,000. The Change Order with the Contractor will now need to address the excess construction costs up to

$136,818.44. (A copy of the Change Order with Kinney Contractors, Inc. and the project map are attached for City Council review).

City Staff understands that this engineering oversight is not acceptable and has brought this to the attention of the Farnsworth Group. However, it should be noted th.at while the 2017 Annual Sidewalk Replacement Program did exceed the budgeted amount, the 2017 Street Resurfacing Program will be coming below the budgeted amount of $500,000.

Alderman Welch felt that Farnsworth should bear some of this cost. Mr. Gary Davis, Farnsworth Group didn't feel that they should have to pay the difference. Alderman Hoinacki asked to have thos on the agenda for Monday, December 4, 2017.

Discussion on consultant invoices for new Municipal Services Building and Motor Fuel Tax Services:

On June 1, 2015, the City Council approved a Design and Construction Contract in a fixed fee amount of $319,625 including $2,500 in estimated expenses. (The Farnsworth Group identifies this Change Order under Project No. 0150533). The Farnsworth Group has provided a spreadsheet outlining the overall costs and invoicing related to project. City Staff does have access to the individual invoices, if this information is found to be necessary. It should be noted that "Expenses"

did exceed the original estimated amounts in that supplemental Geotechnical Engineering (e.g. soil boring/compaction testing) was added to the Expenses and included under Invoice No. 173380 on January 1, 2016 in the amount of $4,338.32.

The following invoices remain unpaid by the City under the original fixed fee contract amount: Invoice No. 190398 dated 5/5/2017 in the amount of $3, 171.25

Invoice No. 193216 dated 9/1/2017 in the amount of $3,171.25

On April 4, 2016, the City Council approved Change Order No. 1 regarding additional design work for the new Municipal Services Building in an amount not to exceed $21,000.00. (The Farnsworth Group identifies this Change Order under Project No. 0150533.01). This element of the project included sprinkler design, electrical design for the transfer switch for the generator and furniture selection/bidding. To date, the total cost of this Change Order is $19,524.64.

The following invoices remain unpaid by the City under the original contract amount:

Invoice No. 190399 dated 5/5/2017 in the amount of$220.75. On August 9, 2016, the City Administrator approved Change Order No. 2 regarding construction observation for a water main extension to service the project on a time and materials basis. (The Farnsworth Group identifies this Change Order under Project No.0150533.02). To date, the total cost of this Change Order is

$12,506.50.

Motor Fuel Tax Services

The City has previously utilized the services of the Farnsworth Group for general administration of the Motor Fuel Tax Fund. The City Council had recently withheld paying an invoice regarding the Preliminary Engineering for sidewalk: and street resurfacing in the amount of $38,728.70.

The use of Motor Fuel Tax {MFT) funds generally requires IDOT supervision and approval.

IDOT Bureau of Local Roads and Street Manual establishes standards for billing for Agreements between a municipality and a consulting engineer based on a percentage of project costs.I look to the consulting engineer to more specifically outline how their invoicing does follow IDOT standards at the Committee of the Whole meeting on November 28, 2017.

Fiscal Impact: The Interim City Administrator seeks to resolve this on-going concern on invoices through open discussion and appropriate actions.

Alderman Parrott asked to have this on the agenda.

Discussion on pro fess ional services agreement for Preliminary Engineering on Jefferson Street Bridge (Farnsworth):

It should be understood that the Master Services Agreement for Engineering Services has lapsed and City Administration seeks City Council guidance for moving this and other engineering projects forward. The Farnsworth Group had assisted with design and construction engineering for the State Street Bridge in the immediate neighborhood that was reconstructed in the Fall of 2016. The Farnsworth Group had been requested to submit a Professional Services Agreement for Preliminary Engineering on the Jefferson Street Bridge Replacement project. (A copy of the Professional Services Agreement is attached for City Council review).

Fiscal Impact: The Professional Services Agreement for Preliminary Engineering on the Jefferson Street Bridge Replacement project has a not to exceed cost of $55,000.

Mr. Landers said this

Alderman Hoinacki asked to have this on the agenda.

Discussion on pro fess ional services agreement for Miscellaneous Engineering Services (Farnsworth:

Interim City Administrator Mr. Mahrt said they are need for miscellaneous engineering services.

Linco Illinois

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City Staff periodically requires consulting engineering services for preparation of legal descriptions, review of plats/site plans,review of storm water plans/calculations, surveying, and minor infrastructure design.

It should be understood that the Master Services Agreement for Engineering Services has lapsed and City Staff does still need access to consulting engineers. The Farnsworth Group had been requested to submit a Professional Services Agreement for Miscellaneous Services to assist City

Staff on minor projects. (A copy of the Professional Services Agreement is attached for City Council review).

Fiscal Impact: The Professional Services Agreement for Miscellaneous Services has a not to exceed cost of $10,000.

Alderman Hoinacki said to place this on the agenda for the Counsel to vote on. Alderman Welch said he would like to see some different options in early in 2018 and he recommended this be placed on the agenda.

Discussion on settlement agreement for Kevin Logan vs. Ci tv o(Li ncoln:

Alderman Keller said to place this on the agenda. Alderman Welch said they are legally ok with this and there is a FOIA. Alderman Hoinacki also asked to have this on the agenda.

Other Discussion:

Mayor Goodman asked who wanted to be on the Christmas parade. Fire Chief Miller said they line up early with the firetruck.

Christmas in the Chapel at LCU will be held Thursday,Friday, Saturday and Sunday of this week.

Community Action will have their luncheon Saturday, at the Banquet Center which starts at

11:00 a.m.

Carroll Catholic Bazaar is this Sunday.

Mr. Landers said this coming Sunday they have the Lincoln Rwnble wrestling tournament at Lincoln High School with approximately 450 kids from Kindergarten to eighth grade.

Alderman Keller asked about the quiet zone and asked if they would like to have Interim City Administrator Mr. Mahrt check into that.

Executive Session:

There was no Executive Session.

Upcoming Meetings:

City Council: Tuesday, November 14, 2017 (Following Committee of the Whole Meeting at 7:00 p.m.)

Committee of Whole: Tuesday, November 28,2017 -7:00 p.m.

Alderman Hom made a motion to adjourn the meeting and Alderman Welch seconded it. There were five (Alderman Hoefle, Alderman Hom, Alderman Keller, Alderman Parrott and Alderman Welch) and three absent (Alderman Bauer, Alderman Browne and Alderman Hoinacki) motion carried.

Tue City of Lincoln Committee of the Whole Meeting adjourned at 9:20 p.m. Respectfully submitted,

Risa Riggs Recording Secretary