DeKalb Times

City of Sandwich Committee of the Whole met May 19.

Here are the minutes provided by the committee:

1. Call to Order: Mayor Latham called the meeting to order at 7:03 PM

2. Pledge of Allegiance was led by Mayor Latham

3. Roll Call

Present: Mayor Latham, City Clerk Ii, Aldermen Arnett, Chunn, Danko, Erickson, Inman, Ketchum & Robinson

Absent: Alderman Kreinbrink

Also present: Attorney Gottschalk, City Administration Penman, Police Chief Senne & SEMA Director Eberle

Quorum established

4. Mayor’s Report:

A. Presentation by Brad Bersch of United Systems – Itron-ComEd Network: The presentation was about possible upgrades to the City’s 2,800 water meters, using updated Itron readers, that would improve reading accuracy and allow transparency to residents about their water usage. Gary Bell, from ComEd, explained updated equipment would allow the city to have their water and electric read simultaneously through the ComEd Solution. The City has started to purchase new meters to replace outdated technology. Estimated costs would be around $80,000 initially plus $13,100 / annually for the software usage. Council will review and bring the topic back for future discussions.

B. Discussion of application of liquor license for Opera House special event: The Opera House is hosting an event at the Jimmy Buffet Tribute Band. They have asked that Pearl Street (between Railroad Street and the alley) be closed to allow serving of alcohol from the Community Room. Some food trucks will also be available. As part of the process, the Opera House must have a special license that they are requesting the council to approve. Mayor Latham requested a motion to approve.

So moved by Alderman Robinson, and seconded by Alderwoman Erickson. Motion carried unanimously on voice vote.

C. Proclamation – Police Week 2025: Mayor Latham read a Proclamation proclaiming the week of May 11th through May 17th, 2025 as Police Week.

D. Proclamation – Recognition of Clerks Week: Mayor Latham read a Proclamation recognizing the 56th annual Professional Clerks Week as May 4th through May 10th, 2025

5. Attorney’s Report: Attorney Gottschalk met with Denise and Geoff this past week covering a lot of material. She had received a check from Nelnet for the settlement that she gave to the City Clerk for disposition. After the meeting last week, Attorney Gottschalk learned of the continued problem of delinquent bills versus landlords and tenants. Council had once started conversations requiring landlords to be responsible for water bills, and obtaining reimbursement from their tenants. She felt the council should revisit the discussion. Another occurring problem is that when a house is sold, unknown to the City until the new owner starts a new account, and the seller had stiffed the City on the final water bill. Attorney Gottschalk will research some procedures the council could adopt to alleviate these problems. She also learned about the City’s purchase order process that seems to use excessive time for staff. A remedy would be an ordinance allowing for pre-approved expenses (such as utilities) that must be paid and are routine payments. She asked the council to consider what bills should be part of the pre-approved expenses. Lastly, Attorney Gottschalk has received a response back from the Public Access Counselor on the complaint filed against the City, and will provide the council with a copy of the decision.

6. City Clerk Ii: No report

7. City Treasurer Koehler reported that the general fund is falling a little bit short of budgetary expectations for the year. Overall, everything currently looks good.

8. City Administrator Penman reported that there was a pre-construction and construction meeting held with representatives from IDOT (IL Dept of Transportation) regarding the Main Street project. A public meeting will be held on Thursday at 6 PM. Engineers will be present to answer questions, and a map is located at the back of the council chambers showing the proposed project. June 9th is the earliest projected date for the Main Street project to begin.

9. City Department’s Reports:

A. SEMA Report: Director, Tony Eberle, introduced his assistant, Tim Keierleber. Also, he reported that on Saturday, SEMA will be co-partnering with Kendall County EMA and Aurora EMA for a Traffic Incident Management Training in Kendall County. Some of Chief Senne’s Explorer Team will also be participating.

B. Police Chief Senne shared highlights of the police department since the last council meeting:

• Department Events & Programs: Participated in the Summer Pack Program which is supporting families during the school break; Mystery Reader event; Police Explorers Program remains active and impactful; and supported the Sandwich High School Graduation Ceremony

• A lateral officer candidate is currently in the background investigation phase; application process remains open to continue to seek qualified candidates

• Letter of appreciation was received for Sgt Fasnacht, and Officers Beatty & Favela that commended the department’s continued professionalism and efforts

• Sgt Eisenberg is set to graduate from Staff & Command on Friday, May 23rd.

• A review was conducted regarding no parking on the north side of Pleasant Avenue at Castle. Recommendations have been submitted for council consideration.

• Upcoming street closures include June 7th for a car show, and June 8th for an Opera House event

• Monthly report was distributed for council’s review

• Lastly, a sincere thank you to all officers for their continued dedication, service, and commitment to the community

C. EEI Engineer Dettmann: Absent

10. Council Reports:

Alderman Danko recommended the need to change locks after it was learned that old keys are not being turned into City Hall.

Alderwoman Erickson thanked the community that for reaching out to her for her mother’s passing. Betty Erickson was a big pillar in the community, and she requested a moment of silence. She recommended a change in the Finance Committee from three aldermen to five aldermen. There has been an issue with a lack of quorum, and fear of being in violation of OMA with only two aldermen present on the committee. Alderman Danko volunteered to sit on the committee. Mayor Latham said a third volunteer is needed, and asked any remaining aldermen to consider volunteering. Alderwoman Inman requested that something be placed on the City’s website and Facebook if there are active solicitors in the area. Chief Senne advised that once solicitors are approved, they are posted on the website for the police department and on their Facebook page.

Alderman Robinson, acknowledging that the topic on the late charges has been discussed previously, proposed reducing the current 20% late to 10% or $ 20.00, whichever is greater. He is unsure if the accounting software would accommodate the combination of a flat fee or percentage. A one-time forgiveness waiver has been discussed, and a possible graduated scale for the late charge for each time a resident is delinquent. Alderman Robinson also added that residents would like to see a monthly billing as opposed to a quarterly billing.

City Clerk Ii and City Administrator Penman weighed in their opinions. The Clerk favors a flat fee, and historically used to offer a one-time waive when the late charge was $10.00. She did not believe the current software could accommodate graduated late charges. She indicated there is a large number of habitual residents that are always charged a late fee, and unable to bring their accounts current. City Administrator Penman stated that he flabbergasted with how much effort is spent in trying to collect on water bills.

Mayor Latham acknowledged the frustration and recommended to start with office staff as to capabilities of the City’s accounting software, and bring back options for the council, whether a flat fee or a graduated fee. He felt a one-time forgiveness fee may be difficult to offer citing how long records should be retained, would the fee be per household or person, and tracking may become cumbersome. Discussion will continue at the next meeting.

11. Old Business:

A. Airport Area Development: The Economic Director had provided the council in their packets recommendations on height restrictions. His intent is to get the property developed. This matter will be presented for a vote during the Regular Council Meeting, following.

B. Resolution 25-10 entitled “A Resolution Authorizing the Purchase of Out-of-State Service for Illinois Municipal Retirement Fund (IMRF)”: There are questions that have been raised about the cost to the City. Mayor Latham added there are also some issues with IMRF from different governmental entities. Attorney Gottschalk and City Clerk Ii said they have not received a response from their inquiries.

12. New Business:

A. Oak Bend Roadway Conveyance: City Administrator Penman explained that that when Fairwinds, Phase 4 was vacated in 2013, there was a small portion of Oak Bend Road that had been constructed. As part of the vacation process, that portion of roadway was deeded to the City. This conveyance, still a part of Oak Bend Road under the newly approved Fairwinds, Phase 4, will need to be re-conveyed to Phase 4 FW, LLC. Under the new plat of subdivision, the roadway will be dedicated to the City.

B. Sludge Hauling Agreement Renewal: The City has used Stewart Spreading for some time, and they have been the low bidder for many years. The City wants to extend their agreement with Stewart Spreading, and the council is being asked to waive the bidding process.

C. Annual Manhole Lining Project: Similar to the sludge hauling, Mayor Latham requested the bidding be waived and stay with the same company for consistency. It is a local company who is very reasonable with pricing.

13. Announcements: None

14. Audience Comments:

Phyllis Wallington encouraged the council to compose a code of conduct that each elected member would be subject to guidelines and any punitive issues should the conduct not be becoming to their elected office. She added there had been some unsavory conduct in the past, and that is shameful that nothing was done and no ramifications for actions.

Will Schoonover, a resident of Ward 3, lives near Memorial Park. With ongoing baseball games, he has noticed excessive speeding. He is looking for creative solutions such as speed bumps or more police presence. Mayor Latham requested Chief Senne to investigate the matter.

15. Adjournment: Alderman Robinson moved to adjourn the meeting at 8:20 PM. Alderwoman Erickson seconded. Motion carried unanimously via voice vote.

https://www.sandwich.il.us/media/3551