DeKalb Times

City of Sandwich Committee of the Whole met July 7.

Here are the minutes provided by the committee:

1. Call to Order: Mayor Latham called the meeting to order at 7:00 PM

2. Pledge of Allegiance was led by Chief Senne

3. Roll Call

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

Also present: City Administration Penman, City Treasurer Koehler, Attorney Gottschalk, Chief Senne, EEI Engineer Dettmann, & Economic Director Alesky

Absent: SEMA Director Eberle

Quorum established

4. Mayor’s Report:

A. Oath of Office: Mayor Latham swore in lateral police officer, William Hansen, and introduced him to the Council.

5. Attorney’s Report: Attorney Gottschalk – No report

6. City Clerk Ii recommended the Wednesday before a council meeting be the cutoff day for items to be placed on the agenda. She also proposed a procedural change to 72 hours turnaround on food truck vendors licensing from the time the application is submitted. Alderman Robinson suggested putting the burden on the event coordinators to assure food trucks are properly licensed.

7. City Treasurer Koehler apologized for not having a report available due family matters. She explained that she has requested PDF files and copies, but not receiving them from City Hall.

8. City Administrator Penman provided updates:

• Main Street project started today

• City Hall roof and gutter repair has been let for bid. A pre-bid meeting was held last week. Bid opening is scheduled for July 17th

• Pre-bid meeting on Street Department building was also held last week, and bid opening will be on July 17th

• Seeking another quote on the AC replacement in the Council Chambers. The cost is estimated to be around $35,000, and may have to waive bid requirements in order to move ahead with the replacement

• Public Works Vactor building needs new siding and gutters. $35,000 was earmarked in the budget for exterior work for 307 E. Railroad Street, which is the Vactor building. He would like to use a local company with the architectural work but would need to have the bid requirement waived. Council indicated that they would like to explore additional quotes.

9. City Department’s Reports:

A. SEMA Report: Absent

B. Police Chief Senne shared updates since the last council meeting:

• Explorer meetings & trainings at Judson College

• Lunch & Learn; Coffee Before Business

• Plano Molding Lemonade Event

• Participated in Freedom Days, and Blaze in the City

• Met with the Police Commission, interviews are being scheduled the last week of July for lateral application

• Detective Rominski is following up with six candidates on the eligibility list to determine continued interest or placement elsewhere

• K-9 Musil successfully passed her State recertification exam

• Anticipate a presentation of a squad car proposal for a potential new vehicle at the August Council meeting

• National Night Out will be held on August 5th at Johnny K’s / movie theater parking lot C. EEI Engineer Dettmann: Curt Dettmann provided updates:

• Main Street project started today, and traffic control in place; sanitary sewer is the first order of business this week

• Working on a punch list for the wastewater treatment plant including the digester repair

• Sandy Bluff solar farm has started construction, and is ahead of schedule

• Fairwinds, Phase IV is moving along, working on underground installation

10. Council Reports:

Alderman Arnett questioned why the city would not be interested in the 50/50 sidewalk program that would help the residents financially as well as helping the city. He suggested everyone getting together, inspect the sites, and try the program to see how it works for everyone. This program was in place years ago, and seemed to work. The sidewalk program has a limited budget of $160,000 annually, and each council member can request funds for their area.

Alderman Arnett advised that he is getting complaints regarding dust control measures that should be addressed in the sweat plans, and that silt and sediment is being washed into their ponds. A digital copy of the sweat plan for the Fairwinds project was requested. He also indicated that the HOA is not receiving responses from the city. Attorney Gottschalk reminded that the HOA, being their covenants are part of property records, need to working directly with the developer; it is not the city’s place to get involved adding it is a civil issue, not a municipal issue.

Alderman Danko reported that the fire hydrant at Wright Court has been replaced and is operational. The hydrant on Lions Road is to be replaced on the 10th, leaving three other hydrants that are problematic.

Alderwoman Erickson reported that she did an inspection on Vale Street, and believes the complaint from Mr. Weakly was cracks in the roadway. She will get in touch with Curt to determine a solution. Alderman Kreinbrink thanked Alderman Arnett for reach out to him regarding the 50/50/program. He feels it would be good to do on a trial basis, and figure out getting the engineering firm involved because there could be ADA rules and regulations that must be compliant. He also thanked Sandra Koehler for organizing, and everyone that participated in the parade.

Alderman Robinson questioned restricted items in the budget on new hires. He also discussed the liquor code issues regarding location as defined in the municipal code. Mayor explained the problem was due to interpretation of the code that seems to be broad, and verbiage may have changed through the years through the codification process. Lastly, Alderman Robinson questioned if the city was advertising for a water superintendent or an assistant. Attorney Gottschalk explained that under the municipal code, the mayor is responsible for hiring and terminating, and the department heads and appointments must be approved by the council.

11. Old Business:

A. ComEd Water Meter Reading Discussion: Council debated the transition to a new water meter reading system through ComEd. Discussed was the potential costs and benefits of the new system, including the possibility of outsourcing billing or going to a monthly billing cycle. Discussion will continue at the second meeting in September allowing time to obtain additional information.

B. Discussion of City’s Water Bill Late Fee Policy: City Clerk Ii, after researching late charge patterns and payment plans, made the recommendation to not change the 20% late charge citing majority of complaints are from habitual offenders. Having discussed alternatives to the late charge, including a one-time forgiveness waiver, each aldermen provided input. Not reaching a consensus, Mayor Latham declared the current policy will stand with a 20% late charge.

C. ComEd EV (electric vehicle) Charging Stations: Council debated the installation of EV charging stations, and the need for financial clarity citing insufficient information from previous discussions. The potential income and costs associated with EV charging stations, including maintenance and software costs were discussed. Attorney Gottschalk cautioned the possibility of being in breach of an agreement if the council does not approve the installation of EV stations. Also discussed the importance of setting realistic expectations for residents regarding costs and benefits of EV charging stations. Mentioned was the avoidance trenching streets and potential costs involved in doing so.

D. Discussion of Professional Services Agreement with EEI to provide GIS (Geographic Information System) Support: Discussed was the necessity of GIS support for the city’s new system, highlighting the benefits, proper data management and mapping, including beneficial for new development and infrastructure management. Mayor Latham and City Administrator Penman discussed the progress made in updating the GIS systems, and the potential for better inventory management and capital planning. The cost for GIS Maintenance Agreement through EEI for year 2025 would be $5,686.00.

12. New Business:

A. Treasurer’s Duties: Attorney Gottschalk explained that many of the treasurer’s duties are currently handled by the city clerk or by the collector. Changes will be required to the City’s Municipal Code to reflect the new roles and responsibilities of the treasurer, clerk, and collector. Attorney Gottschalk indicated she would need a consensus from the council prior to taking on the project. Mayor Latham and Alderman Kreinbrink emphasized the need for a clear understanding to the treasurer’s role, and the importance of having a tangible person on payroll for financial oversight.

B. Discussion of Craft Fair “Under the Big Top” in Cooperation with Betty Erickson Foundation: Alderwoman Erickson explained the proposed concept of carrying on her mother’s legacy by continuing to host the annual craft fair in September, following the Taste of Sandwich. Mayor Latham explained there were liability concerns to be considered including creation of the foundation, articles of incorporation, bylaws identifying how the foundation will operate, and IRS tax status, to name a few. Alderman Kreinbrink asked that he goes on record he is supportive of the proposal providing the foundation is established, and all insurance and paperwork is in order. Attorney Gottschalk advised that an agreement will need to be created between the city and the foundation regarding how the event will be managed.

C. Discussion Easement for Dearborn Property: The mayor explained the need to obtain an easement for the Dearborn property to facilitate sewer services and further development. Details of the proposed easement were explained by Engineer Dettman. Also discussed was the potential costs and contributions from developers to fund the sewer line extension. EEI presented a proposal to provide the necessary field and office personnel to create a Grant of Easement Plat for a new sanitary sewer easement at a lump-sum fee of $8,500.00.

D. Discussion of Restricted Budget Items: No discussion, Council chose to pass on the topic 13. Executive Session: Motion made at 9:21 PM by Alderman Kreinbrink, and seconded by Alderwoman Inman to enter into Executive Session pursuant to 5 ILCS 120/2(c)(5) “The purchase or lease of real property for the use of the public body”. Aye: Aldermen Arnett, Chunn, Danko, Erickson, Inman, Ketchum, Kreinbrink & Robinson Nay:0 Motion carried 8:0

Motion made by Alderman Chunn to return to open session at 9:28 PM. Motion was seconded by Alderwoman Inman. Aye: Aldermen Arnett, Chunn, Danko, Erickson, Inman, Ketchum, Kreinbrink & Robinson Nay:0 Motion carried unanimously

14. Announcements: None

15. Audience Comments:

Colton Otto asked for clarification on liquor license policies and expressed support for the Betty Erickson Carey Foundation and the annual “Under the Big Top” craft event.

Krista Erickson, referencing the Foundation and craft show, assured that all necessary documentation will be available by the next meeting for council approval.

Becky Nelson, Ward 4 resident, criticized the city’s involvement in various development and event planning initiatives including the financial feasibility and responsibility.

Jeff Ernest, 4th Ward resident raised several questions, including:

• Expressed concerns about the city’s financial obligations and the need for proper research and planning before committing to new projects

• Praised the water department for their assistance in a high-water bill usage found to be a stuck valve leading to the dehumidifier

• Questioned the poor condition of Third Street and any future maintenance plans including other streets in town. Response by the Mayor was future maintenance plans include E. Pleasant Avenue and W. Center Streets.

• Pointed out the poor condition of the sidewalks in front of his house, making it difficult for biking and pushing strollers. Response by the Mayor was that each council member can request funds for sidewalk repairs, with a limited budget of $160,000.00. He also pointed out the dangers of the ditches along Latham Street.

• Expressed concern about the long-term viability of the current infrastructure, and questioning how long it will last.

16. Adjournment: Alderman Robinson moved to adjourn the meeting at 9:43 PM. Alderman Chunn seconded. Motion carried unanimously via voice vote.

https://www.sandwich.il.us/media/3791