Rockford Sun

City of Carlyle Finance Committee met December 27.

Here are the minutes provided by the Committee:

Call to Order/Roll Call

The meeting was called to order by Chairman Jeremy Weh on Wednesday, December 27, 2023, at 6:45 p.m. at Case Halstead Library located at 550 6th Street, Carlyle, IL 62231. Committee members present included Jeremy Weh, John Hodapp and Jeff Taylor. Others present included Mayor Judy Smith, Brad Myers, Tammy Peters, Jim McClaren, Mike Jansen, Bruce Hilmes, Matt Wilson, Kevin Rolfingsmeyer, Matt Potts, Chief of Police Mark Pingsterhaus, and Rita Jurgensmeyer.

Approval of Minutes

A motion was made by Alderman John Hodapp and seconded by Alderman Jeff Taylor to approve the minutes from the December 11, 2023, meeting. The motion was approved by voice vote.

Approval of Claims

Alderman John Hodapp made a motion to approve the claims as presented. Alderman Jeff Taylor seconded the motion, and it was approved by voice vote.

Approve $2,975.00 Invoice for City’s Portion of King Kat Fishing Tournament Sponsorship

City Administrator Brad Myers presented the invoice for the city’s portion of the King Kat Fishing Tournament sponsorship in the amount of $2,975.00. He said this is done every year. This year it is being run through Southwestern Illinois Tourism so the city received a discount. The city’s half is $2,975.00 and the county pays the other half. A motion was made by Alderman John Hodapp to take to the city council the $2,975.00 King Kat Fishing Tournament sponsorship. The motion was seconded by Alderman Jeff Taylor and approved by voice vote.

Approve $345,696.73 Payment for Engineering Services to Burbach Aquatics

City Administrator Brad Myers explained the $345,696.73 invoice from Burbach Aquatics for engineering services. He said this covers all the engineering fees Burbach Aquatics has provided in the last three years. When the city decided to discontinue using Burbach Aquatics for the new pool this invoice was sent. Discussion was held concerning the design that Burbach made. City Administrator Brad Myers said that even though the city pays for the design it is owned by Burbach. The invoice listed an interest due of $19,276.00 on past due invoices. City Administrator Brad Myers felt that he could get that removed.

Alderman Jeff Taylor made a motion to recommend to the city council payment of the invoice in the amount of $345,696.73. Alderman Jeremy Weh seconded the motion. The motion was approved by voice vote with Alderman John Hodapp voting nay. He stated that he wants a guarantee that they will take the past due amount off. Alderman John Hodapp asked when this invoice was received. City Administrator Brad Myers said he has had it for a month or two, but he didn’t present it for payment because he was waiting on a decision as to whether the council wanted to continue with the pool or stop.

Waive Competitive Bidding & Approve $33,975.00 Quote for New City Hall HVAC System from Mideastern Heating and Cooling

City Administrator Brad Myers then presented a quote from Mideastern Heating and Cooling an HVAC system at the new city hall. He said that they were at a point where all the new walls are up and the old drywall is out waiting for replacement after insulation is installed. During the time that the new walls were put up some of the walls went right over some duct work. There were some ducts and air returns that were taken out and would have to be moved. The current heating system is inefficient. He called Mideastern and asked them to come in and look at the HVAC system. They recommended replacing the system. City Administrator Brad Myers asked the Finance Committee to waive competitive bidding because the work needs to be done now and the city has a good working relationship with Mideastern. Alderman John Hodapp asked if the city could ask someone else for a quote. City Administrator Brad Myers said he could have but he is basing it off the working relationship the city has with Mideastern. Alderman John Hodapp said he has nothing against hiring Mideastern but he feels that the city is waiving competitive bidding a lot. Alderman John Hodapp made a motion to take to council the quote from Mideastern and to waive competitive bidding. Alderman Jeff Taylor seconded the motion and it was approved by voice vote.

Approve Emergency Replacement of 4th Street and One Block of Livingston Street Water Main

City Administrator Brad Myers said that the next agenda item, approving emergency replacement of 4th Street and one block of Livingston Street water main, was referred to the Finance Committee. Discussion was held concerning the actual area this is covering. Alderman John Hodapp made a motion to take to council approving emergency replacement of 4th Street and one block of Livingston Street. The motion was seconded by Alderman Jeff Taylor and was approved by voice vote.

Unfinished Business

There was no unfinished business.

New Business

There was no new business.

 Public Comments

There were no public comments.

Any Other Comments

There were no any other comments.

Executive Session

The Committee did not enter executive session.

Adjournment

At 6:57 p.m. a motion to adjourn was made by Alderman John Hodapp. The motion was seconded by Alderman Jeff Taylor and was approved by voice vote.

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