DeKalb Times

City of Sandwich City Council met Oct. 7.

Here are the minutes provided by the council:

1. Call to Order: Mayor Latham called the meeting to order at 9:02 PM

2. Roll Call

Present: Mayor Latham, City Clerk Ii, Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton

Also present: City Attorney Gottschalk, City Administrator Penman, Police Chief Senne, EMA Director Eberle & EEI Engineer Dettmann

Quorum established

3. Audience Comments: None

4. Consent Agenda:

Motion to adopt the Consent Agenda as a whole. (All matters listed are considered to be routine by the City Council and will be enacted by one motion. If discussion is desired, that item will be removed from the Consent Agenda and considered separately).

A. Approval of Committee-of-the-Whole Meeting Minutes of September 3, 2024. B. Approval of Committee-of-the-Whole Meeting Minutes of September 16, 2024. C. Approval of Minutes from the Regular City Council Meeting of September 16, 2024

Motion made by Alderwoman Johnson, and seconded by Alderman Littlebrant adopting the consent agenda as presented. Motion passed unanimously on voice vote.

5. Mayor’s Report explained the FOIA process where requests come to the City Clerk, as FOIA Officer, first, Clerk collects necessary data, and everything is forwarded to the City Attorney for review. After receiving notice for a PAC investigation complaint, the mayor proposes to have three random FOIA’s requests be reviewed to correct the process of handling the requests. Attorney Gottschalk reminded the council that they must respond to Clerk when requesting additional information, even if to say there is nothing in their records to contribute.

6. Attorney’s Report: Attorney Gottschalk reported that she attended the IML (Illinois Municipal League) Conference last month noting there were many vendors offering software programs that she feels would be beneficial to the City. One program would allow constant cell phone contact with residents providing informational updates and notifications. Attorney Gottschalk encouraged the council to attend the annual IML conference because of educational and legal updates, and an opportunity to network software vendors. Mayor Latham interjected reminding council that the annual sexual harassment training will be held next month.

7. City Clerk Ii announced that she is on vacation, and chose to attend this evening’s meeting. She will be utilizing her accrued vacation hours to attend the annual Municipal Clerk’s of Illinois Institute & Academy, held in Bloomington, the remainder of the week.

8. Treasurer’s Report: Vacancy

9. City Administrator distributed a memo from Street Supervisor regarding spray patching this summer; copier issues that will be discussed at budget time; a follow-up on the budgeting of the Taste of Sandwich; and the “Best Sandwich” contest is being offered by winner, Star 34. The Taste winner of a $100 gift card drawing was Cathleen Armstrong. City Administrator explained proper protocol, according to the Municipal Code, regarding the posting of political signs that cannot be placed on City property nor utility poles. A permit is required from IDOT (IL Department of Transportation) for any signs placed along Route 34.

10. City Department’s Reports:

A. EMA Director Tony Eberle, adding to his previous report under the COW meeting, that FEMA also assisted with the homecoming events.

B. Police Chief Kevin Senne reported that a street closure application for the Sandwich Chamber trick or treat event is to be held on Saturday, October 26th. A portion of Railroad Street will be closed from 10:30 AM – 3:30 PM. City Administrator Penman added that the Chamber has asked if the Sandwich would like to participate, and to let him know. An estimated 800 people are expected to attend.

C. Engineering Curt Dettmann (EEI): No report

11. Council Reports:

Alderwoman Erickson asked if the City could expand festivities to Friday and Saturday following the Taste held on a Wednesday and the annual craft show held on the following Thursday. She noted tents remained erected without usage following the two events. City Administrator Penman said there had been much talk, including a one-day October Fest, but were unable to finalize plans for this year.

Alderwoman Johnson inquired about Bologna Days held in October. Mayor Latham stated that the mayor of Plano had announced they would not be participating this year; Plano and Sandwich Chamber(s) of Commerce were experiencing staffing shortages.

Alderman Robinson reported that the City had distributed over 400 hot dogs during the Taste event. As is customary in past years, any leftover hot dogs and buns were donated to the Open Door. He recommended that tickets also be sold at City Hall.

12. Old Business:

A. Ordinance 2024-15 entitled “An Ordinance Amending Chapter 2 – “Administration”, Article III – “Officers and Employees”, Division 4 – “Clerk”, Section 2-178 – “Election; Term” of the City of Sandwich Municipal Code” presented for further discussion and passage.

Motion made by Alderman Whitecotton to adopt Ordinance 2024-15, as amended by removing language relative to a 2/3’rd vote. Alderman Littlebrant seconded. Aye: Aldermen Arnett, Erickson, Johnson, Littlebrant, Robinson, and Whitecotton Nay: Aldermen Fritsch & Kreinbrink Motion carried 6:2

13. New Business:

A. Monthly Bills: Discussion and possible approval of monthly bills in the amount of $1,561,110.94 as recommended by the Finance Committee.

Motion made by Alderwoman Johnson approving the payment of the monthly bills as presented. Motion was seconded by Alderwoman Erickson. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink & Littlebrant Nay: Aldermen Robinson & Whitecotton Motion carried 6:2

B. Resolution 24-10 entitled “Resolution Designating Trick or Treat Hours” presented for passage.

Alderwoman Erickson moved to pass Resolution 24-10 setting trick or treat hours as 4-8 PM on October 31st. Alderman Fritsch seconded. Motion passed unanimously via voice vote.

C. City Street Garage Repairs: Discussion and possible action to authorize needed professional service/repairs to the City street garage at 207 Railroad Street. City Administrator Penman recapped the City will need to move forward with an architect or conduct tuckpoint repairs. Alderman Kreinbrink would like to see the City move forward with hiring an architect for both the street garage and build out of the Annex to relocate city offices from the Opera House.

Alderman Kreinbrink made a motion to execute contracts with an architectural firm to make repairs at the city garage and to build out the City Annex, not to exceed $50,000 between the two contracts. Motion seconded by Alderman Littlebrant. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton Nay:0 Motion carried 8:0

D. Asavar Audit Solutions Agreement: No action taken. This matter was discussed during the previously held Committee-of-the-Whole.

E. Employee Health Insurance Renewal: Discussion and possible action to authorize the renewal of employee health insurance through Blue Cross / Blue Shield that reflects a combined increase of 5.2% over 2023 rates. If participation remains the same, there will be a premium increase of $3,045.00.

Motion made by Alderman Robinson approving the renewal of Blue Cross / Blue Shield employee health insurance. Seconded by Alderman Littlebrant. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton Nay:0 Motion carried unanimously

F. Heating & Air Conditioning Replacement: No action taken. This matter was discussed during the previously held Committee-of-the-Whole meeting and is being referred back to the City Administrator for additional information.

G. Water Softener Replacement: No action taken. This matter was discussed during the previously held Committee-of-the-Whole meeting and is being referred back to the City Administrator for additional information.

H. HLR (Hampton, Lanzini & Renwick) Agreement Modification: Discussion and possible action to authorize the Mayor to amend the existing agreement with HLR for additional Construction Engineering Services for the Latham Street Project increasing the value of the contract from $265,532 to $319,097, not to exceed an additional $62,565.

Motion made by Alderman Kreinbrink moved to table this matter until council has reviewed the contract. Motion was seconded by Alderman Arnett. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton Nay:0 Motion carried unanimously

14. Executive Session: Executive Session for personnel under 5 ILCS 120/2(c)(1) “The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity”; and for collective bargaining under 5 ILCS 120/2(c)(2) “Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees; and for land acquisition under 5 ILCS 120/2(c)(5) “The purchase or lease of real property for the use of the public body”. There will be no action taken resulting from the closed session.

Motion made by Alderwoman Erickson to enter into Executive Session at 9:33 PM for personnel under 5 ILCS 120/2(c)(1); for collective bargaining under 5 ILCS 120/2(c)(2); and land acquisition under 5 ILCS 120/2(c)(5). Alderman Fritsch seconded. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton Nay:0 Motion carried 8:0

Alderwoman Erickson moved to return to regular session at 10:42 PM. Alderwoman Johnson seconded. Aye: Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Littlebrant, Robinson & Whitecotton Nay:0 Motion carried unanimously

15. Announcements:

A. Next Finance Committee Meeting will be held on October 21st, 2024 at 6:30 PM

B. The next Committee-of-the-Whole Council Meeting will be held on Monday, October 21st, 2024 at 7:00 PM

C. The next Regular City Council Meeting will be held on Monday, October 21st, 2024, immediately following the Committee-of-the-Whole Meeting.

D. City Committee Meetings will take place on October 10th:

• Technology Improvement Committee Meeting @ 6:00 PM

• Historical Preservation Committee Meeting @ 7:00 PM

• Citizens Advisory Committee Meeting @ 8:00 PM

16. Adjournment: Motion made by Alderman Robinson to adjourn at 10:44 PM. Motion was seconded by Alderwoman Johnson. Motion passed unanimously on voice vote.

http://www.sandwich.il.us/media/2621