City of Sandwich Committee of the Whole met Jan. 19.
Here are the minutes provided by the committee:
1. Call to Order: Mayor Latham called the meeting to order at 7:00 PM, followed by the Pledge of Allegiance led by Alderwoman Inman
2. Roll Call:
Present: Mayor Latham, City Clerk Ii, Aldermen Arnett, Chunn, Danko, Erickson, Inman, Ketchum & Kreinbrink
Also present: SEMA Director Eberle, Economic Director Alesky & EEI Engineer Dettmann Absent: City Administrator Penman, Police Chief Senne & Alderman Robinson
Quorum established
3. Mayor’s Report:
A. Pastor Kaul Retirement Proclamation: Due to the unavailability to attend, recognition will be tabled to the February 2nd meeting.
B. Water Department Updates: Newly hired Water Department Superintendent, Jimmy Gabioud, shared his background credentials and licenses held. Calling the Water Department the redheaded stepchild of public works, he noted the disrepair of the current water plant and the need for additional staffing. Repairs to b-boxes and hydrants is also a priority. He was appreciative of the training he has received from Josh Tufftee (water) and Joe Severson (sewer). Jimmy found it unique that staff accommodates the public by door knocking prior to turn offs, and will visit residences to assist in locating reasons for high water usage. Alderman Kreinbrink recommended department heads formulate a strategy for budgeting on how to the departments can become self-sufficient and sharing of staff.
C. Waste Water Treatment Plant Solar Proposal: Shawn Ajazi of Progressive Business Solutions provided a PowerPoint presentation on a solar proposal for the wastewater plant. The goal is how to control escalating power costs and power demand. The concept is the city would own the solar and battery assets and use maintenance agreements for ongoing service rather than relying on a long-term lease structure. The project would pair a previously planned 200-kilowatt solar array with battery storage that could help the city cut peak-demand changes. Council questioned battery life replacement costs and projected savings in additional to financing availability. Council will evaluate the project.
4. City Clerk Ii: No Report
5. Attorney’s Report: Vacancy
6. City Treasurer: Vacancy
7. City Administrator Penman: Absent
8. City Department’s Reports:
A. SEMA Report: Director Eberle introduced Don Schroeder, who is the new assistant director for Sandwich EMA
B. Chief Senne: Absent
C. EEI Engineering: Engineer Dettmann provided an update on Pratt Road bridge reconstruction and receipt of a $40,000 grant for the lead service line program. He noted that the grant money can be used for home inspections but not meter replacement. Engineer Dettmann said a detailed plan is needed for the galvanized service lines. He will have an update on the relocation of the Railroad Street water plant for the February 2nd meeting, remarking that bid documents are being coordinated. Clarification was explained regarding separation of projects creating separate bidding processes equate to higher costs. Questions were raised on a $2500 invoice regarding the EV location after council was left with the impression the EV charging station would be a “no cost” to the city. Working with ComEd engineers, the plan review did not work due to ADA compliancy,
D. Economic Development: Director Aleksy reported that Dollar Tree has a grand opening scheduled for Thursday, March 5th. He updated on construction for Fairwinds Phase IV noting there are currently 18 building permits issued.
9. Unfinished Business:
A. License & Permit Fees Changes: Potential fee changes would be effective May, 2026. Goal is to have passage by the end of February when the City Clerk will start the license renewals process.
B. City Attorney / Legal Counsel Appointment: Mayor Latham outlined the criteria in hiring a new city attorney to include, but not limited to, municipal law expertise, team size/depth, backup support, cost/retainer, and responsiveness, adding that there were 6 firms that expressed interest. Council questioned whether to conduct an in-house interview of the top 2 firms explaining that a brief interview could assess communication style, direction, and responsiveness. The mayor reiterated that the selection was based on submitted credentials, administrator review, and the firm’s fit with the city’s needs, and that he trusted the recommendation from Alderman Robinson, who has worked with the firm in some capacity.
C. City Treasurer Vacancy: Mayor Latham explained there is a process to declare an elected position vacated. Resolution 25-01 is a simple formality of the code, and IML gave advice how to proceed. Alderman Arnett expressed he would be more comfortable if this matter was tabled until the city has appointed a new attorney.
10. New Business:
A. Plan Commission Recommendation(s): Economic Director, Don Aleksy, highlighted recommendations made by the recent Plan Commission meeting –
• Zoning map amendment that went from B-3 to R-4, for a 55+ residential development
• Annexation of property zoned AG (agricultural district). If a piece of land is zoned AG, but requests R-1 zoning, the city will need to remove the 40-acre requirement for farm residences. This requirement is via the county’s code, not the city’s code.
• Changed runway protection zone standards enabling the property owner across the street from the runway to market his property appropriately
B. Potential Solar Opportunities: Don Aleksy explained he was researching ways to use solar to gain revenue. He spoke with Synergy regarding the 12.2 acres detention pond on Center Street. The city would lease the property to Synergy who would finance project. There would be no cost to the city. In addition, the city would receive a 20% discount on kilowatt usage on all ComEd bills for city facilities. After speaking with the Street Department, the estimate annual maintenance cost (mowing) would be $26,000.00. Funds generated covering a 20-year period would be $1.6 million. There are small parcels in the same area that are suitable for solar leasing that if utilized, would generate nearly $3 million on all parcel combined.
C. Sledge Hauling Contract: Annually, the city contracts for sludge hauling. Brad Eade, waste water treatment supervisor, has recommended that the council approve next year’s agreement to continue with Stewart Spreading that has a cost increase of 3% over the current contract. Alderman Kreinbrink questioned if the city had gone out for competitive bids since the cost exceeds $25,000.00. The city has conducted competitive bidding in the past with little response interest on this project. He recommended that the project be let for bid indicating it is multi-year contract to be bid, as an example, every 3 years. Mayor Latham will contact Brad of the council’s decision.
11. Report of Alderpersons:
Alderman Arnett requested Executive Session on the attorney appointment. Secondly, he wanted to clarify that there was misreporting on the 50/50 cost sharing on the lead service lines replacements. The 50/50 cost sharing was not repealed but rather the discussion regarded the terms for financial reimbursement.
Alderman Danko updated the council on a recent meeting with EEI and administration covering such topics as Well 2, the Plano interconnect, the water treatment plant upgrades and availability of funding, and water meter replacement.
Alderwoman Erickson reported that the Police Department generator replacement cost has increased to $117,000.00 from the original $100,000.00 that was budgeted. The question now raised is to repair or replace. There is an opening for janitorial services at the police station, and question was if this was something to be let out for bid. She also mentioned there were trees that had been damaged by ComEd on Castle Street that probably should be removed. Alderman Chunn, liaison to the Street Department will discuss with the Street Department Superintendent.
Alderman Kreinbrink is seeking a consensus on moving forward with Alliant leadership proposal for the strategic planning, and the SWOT analysis to work with city departments as well as council. He is trying get the $10,000.00 cost lowered. Mayor Latham thought that the City Administrator was already investigating similar services. Secondly, Alderman Kreinbrink did not feel that topic of a new city law firm met the criteria for executive session; Mayor Latham discussed the appointment process in open session. Alderman Kreinbrink added that he did not feel discussing potential attorney candidates met the criteria for executive session since most discussion has been held in open session.
12. Announcements: None
13. Audience Comments: None
14. Adjournment: Alderwoman Erickson moved to adjourn the meeting at 8:57 PM. Alderman Ketchum seconded. Motion carried unanimously via voice vote.
https://www.sandwich.il.us/media/4281
