Rockford Sun

City of Carlyle City Council met Aug. 14.

Here are the minutes provided by the council:

Call to Order/Roll Call

The August 14, 2023, Carlyle City Council meeting was called to order by Mayor Judy Smith at 7 p.m. City Aldermen present included Tammy Peters, Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, and Bruce Hilmes. Scott Diekemper was absent. City employees present included City Administrator Brad Myers, Mayor Judy Smith, City Attorney Joe Heiligenstein, Chief Mark Pingsterhaus, and Martha Reinkensmeyer. Others present included Trey Peters, Cheryl Brinkmann, Doug Ratermann, Paul Gansauer, Devon Wills, Kelly Ross, and Rebecca Sponslor.

The meeting opened with the Pledge of Allegiance.

Approval of Minutes

After reviewing the minutes from the July 24, 2023, meeting, Jeff Taylor made a motion to approve the minutes. John Hodapp seconded the motion. They were unanimously approved by roll call vote. Aye: Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, Bruce Hilmes, and Tammy Peters. Nay: none.

Approval of Claims

After reviewing the claims, Jeremy Weh made a motion to approve the claims. John Hodapp seconded the motion. The claims were unanimously approved by roll call vote. Aye: Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, Bruce Hilmes, Tammy Peters, and Jim McClaren. Nay: none.

City Clerk Report

Deputy Clerk Martha Reinkensmeyer stated that City Clerk Rita Jurgensmeyer had executive session minutes ready for review at the next meeting.

Aldermen Reports

There were no reports.

Mayor’s Report

Mayor Smith wished students and teachers the best of luck this school year and asked everyone to be aware of increased traffic and buses.

City Administrator’s Report

Brad stated that the car show went well on Friday evening. It was well attended. He also stated that employees from all the departments helped pick up brush throughout town last week.

Public Comments

There were no public comments.

Library

Cheryl Brinkmann stated that the story walk at Carlyle City Park has changed to a back-to-school story. The library is planning on hosting a moon watch every full moon with the new telescope. The library has also participated in the Leisure at the Lake program three times this summer.

EDC

There was no business to discuss.

Zoning

There was no business to discuss.

Corporate/Finance

Carlyle in Bloom – Invoice for Flowers and Soil: Brad explained that an invoice was received from Mioux Florist for the flowers used throughout town by Carlyle in Bloom. The City has paid this bill in the past. John Hodapp made a motion to pay the invoice from Mioux Florist in the amount of $3,546.95. Jeremy Weh seconded the motion. It was passed by roll call vote. Aye: John Hodapp, Jeff Taylor, Mike Jansen, Bruce Hilmes, Tammy Peters, and Jeremy Weh. Nay: none. Abstaining: Jim McClaren.

Partnership with Christmas Ladies: Mayor Smith explained that the Christmas in Carlyle Ladies are preparing for Santa’s cottage and have requested $3,000 from the City for the preparations. Jeremy Weh made a motion to give the Christmas Ladies $3,000 for Christmas in Carlyle. Jim McClaren seconded the motion. It was passed unanimously by roll call vote. Aye: Jeff Taylor, Mike Jansen, Bruce Hilmes, Tammy Peters, Jim McClaren, Jeremy Weh, and John Hodapp. Nay: none.

Discuss/Approve Bonds Purchase for Cost of New Swimming Pool: Brad explained that this has been discussed at a couple of Finance Committee meetings. It has been determined that the cost for the proposed pool has exceeded initial estimates. It was originally estimated at $3.1 million and is now estimated at $6.8 million. The revenue from the sales tax increase will not be able to be the sole revenue for the proposed pool. Brad explained he and Mayor Smith have met with Devon Wills from Bernardi Securities to discuss the possibility of purchasing bonds. If bonds are purchased to help fund the project, the City will need to make an annual payment of approximately $480,000 per year. Brad stated that the money from the sales tax increase will be used to make this payment but will not cover the entire payment. After speaking with Treasurer Chad Holthaus, he believes that he will be able to make up the difference from other funds within the City. The City’s fund balance is currently $8.3 million, and sales tax has increased approximately $17,000 per month. The City is starting to see a yearly increase in sales tax of near a $1 million. Devon Wills explained that if the City purchases bonds, the state has statutes that must be followed. This includes a 30-day petition period and ensuring that there is enough revenue coming in to make the payments. An ordinance must be passed that identifies the revenue funds used to make the bond payments. Mayor Smith stated that the Council has until October to decide on the bonds and the proposed pool. Bids will be back by then. It was also explained to the Council that the plans for the pool are being looked at to determine if there are items that can be cut to decrease cost but will not alter the finished project. No motions were made.

Approve FY24 MFT Oil & Chip Bids: Doug Ratermann of HMG explained that there were seven bidders. Of those seven, Don Anderson Company had the lowest bid for oil. Zachary Farms, Inc. had the lowest bid for CA-6. Beelman Logistics, LLC had the lowest bid for CA-15, CA-2, and CA-7. Only one bid was received for cold patch. Doug recommended rejecting all bids for cold patch. He explained that if the cold patch is purchased out of the City’s General Fund, the City could be reimbursed from the MFT fund for the cold patch and any equipment rental for cold patch work. This way, cold patch could be purchased from more than one source. A conversation was held on the type of rock that will be used this year. Doug stated that it will be less dusty than the rock used in the past. Oil and chip days have been set for September 13th and 19th. Jeff Taylor made a motion to accept the low bids from Don Anderson Company for the oil ($84,280.00), Zachary Farms, Inc. for CA-6 ($6,425.00) and Beelman Logistics, LLC for CA-15 ($27,132.00), CA-2 ($6,990.00), and CA-7 ($9,040.00). Tammy Peters seconded the motion. It was passed unanimously by roll call vote. Aye: Mike Jansen, Bruce Hilmes, Tammy Peters, Jim McClaren, Jeremy Weh, John Hodapp, and Jeff Taylor. Nay: none. Jeff Taylor made a motion to reject all bids for the cold patch. Tammy Peters seconded the motion. It was passed unanimously by roll call vote. Aye: Bruce Hilmes, Tammy Peters, Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, and Mike Jansen. Nay: none.

Electric

There was no report.

Water & Wastewater:

Approve Purchase of Water Meters: Brad stated that the new meters are for the main lift station. There are three meters total at a cost of $27,377.77. They will help to better monitor the Dam West campground. John Hodapp made a motion to approve the purchase of the meters. Jeremy Weh seconded the motion. It was passed unanimously by roll call vote. Aye: Tammy Peters, Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, and Bruce Hilmes. Nay: none.

Street & Alley

Street Closure – Carlyle Street Fair:

Brad explained that the streets downtown will need to be closed for the Carlyle Street Fair

September 7th – September 9th. Fairfax Street will be closed from 8th through 11th Streets on Friday, September 8th. It will be closed from 8th through 10th Streets on Saturday, September 9th. Also, 8th and 9th Streets will be closed from Franklin Street through the alley behind Fairfax Street both days. Tammy Peters made a motion to approve the proposed street closures for the Carlyle Street Fair. Jeff Taylor seconded the motion. It was approved unanimously by roll call vote. Aye: Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, Bruce Hilmes, and Tammy Peters. Nay: none.

Police

Chief Pingsterhaus stated that there were several cars and people at the car show and that it went smoothly.

Park

Brad stated that an electrical line was ran under the park road for a light by the Christmas lights donation box near the entrance.

Employee Concerns

There was no report.

Unfinished Business

There was no unfinished business.

New Business

Approve Raffle for the Carlyle Street Fair & Waive Bond Requirements: John Hodapp made a motion to approve the raffle for the Carlyle Street Fair and to waive the bond requirements. Jeff Taylor seconded the motion. It was passed unanimously by roll call vote. Aye: Jeremy Weh, John Hodapp, Jeff Taylor, Mike Jansen, Bruce Hilmes, Tammy Peters, and Jim McClaren. Nay: none.

Approve Ordinance to Amend Nuisance Code Chapter 25 Adding Dead or Diseased Trees & 30-Day Time Limits for Removal: Brad stated there are several places with dead trees creating hazards in town. This will give the City the ability to contact the homeowner and give them 30 days to have the tree removed, or the city will take it down and bill the homeowner. Brad added that the tree itself does not have to be removed within the 30-day timeframe. The homeowner must show that effort was made to contact an independent contractor and that a date has been set for removal. Jeremy Weh made a motion to approve the ordinance amendment to Nuisance Code Chapter 25 for dead or diseased trees. Bruce Hilmes seconded the motion. It passed unanimously by roll call vote. Aye: John Hodapp, Mike Jansen, Bruce Hilmes, Tammy Peters, Jim McClaren, and Jeremy Weh.

Discuss Sale of City Surplus Farmland: Mayor Smith this was brought up during conversations on ways to fund the proposed pool. The farmland is located on Old State Road and was the proposed site for a sports complex. It is currently being rented out as farm ground. A conversation was held on the best avenues to take for selling the ground. No motions were made.

Executive Session

Jeremy Weh made a motion to enter executive session to discuss the purchase or lease of real estate property. John Hodapp seconded the motion. It was passed unanimously by a roll call vote. Aye: Jeff Taylor, Mike Jansen, Bruce Hilmes, Tammy Peters, Jim McClaren, Jeremy Weh, and John Hodapp. Nay: none. Council entered executive session at 7:52 p.m. At 7:55 p.m. Council returned to open session. No motions were made.

Adjournment

With no further business to discuss, Jeff Taylor made a motion to adjourn. Bruce Hilmes seconded the motion. It was passed unanimously by roll call vote. Aye: Bruce Hilmes, Tammy Peters, Jim McClaren, Jeremy Weh, John Hodapp, Jeff Taylor, and Mike Jansen. Nay: none.

https://go.boarddocs.com/il/carlyle/Board.nsf/Public#