Rockford Sun

City of Carlyle Finance Committee met March 10.

Here are the minutes provided by the committee:

Call to Order/Roll Call

Committee members present were Aldermen John Hodapp, Alderman Jeff Taylor arrived at 6:35 p.m. Committee Chairman Alderman Jeremy Weh was absent. Others present were Mayor Judy Smith, City Administrator Brad Myers, Aldermen Jim McClaren, Scott Diekemper, Bruce Hilmes, Tammy Peters, Mike Jansen, Chief of Police Mark Pingsterhaus, City Clerk Rita Jurgensmeyer, and Kevin Rolfingsmeyer. City Attorney Joe Heiligenstein arrived at 6:48 p.m., Matt Wilson arrived at 6:40 p.m. 

Approval of Minutes

Alderman Jeff Taylor made a motion to approve the minutes from February 24, 2025. The motion was seconded by Alderman John Hodapp, and it was approved by voice vote. 

Approval of Claims

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

Approve & Forward Medical Insurance Renewal Quote

Alderman Jeff Taylor was shown the health, dental, and vision renewal quotes that was discussed at the Employee Concerns Committee meeting earlier tonight. Alderman Jeff Taylor made a motion to take to council the health, dental, and vision renewal. Alderman John Hodapp seconded the motion, and it was approved by voice vote. 

Approve & Forward Generator Quote for Power Plant

Alderman John Hodapp made a motion to approve and forward to the council the generator quote for the power plant. Alderman Jeff Taylor seconded the motion, and it was approved by voice vote.

Approve & Forward Generator Quote for 17th Street Communications Equipment

City Administrator Brad Myers explained that they are in the process of moving the communication equipment from the city hall. There are already towers on top of the water tower. A pad is poured to put the equipment on, but they need a generator to power all of it. The quote is from Oakley Services, and he is asking for approval for $8,686.59 to put a generator for the 17th Street communications equipment. Alderman Jeff Taylor made a motion to approve and forward the generator quote for the 17th Street communications equipment to the council. Alderman John Hodapp seconded the motion, and it was approved by voice vote.

Approve & Forward Quote for Monitoring Improvements to Ridge Street Lift Station

City Administrator Brad Myers said that he has a quote from EFI for monitoring improvements to the Ridge Street lift station. Alderman John Hodapp made amotion to approve and forward to the council the quote from EFI for monitoring improvements to the Ridge Street lift station. Alderman Jeff Taylor seconded the motion, and it was approved by voice vote. 

Approve & Forward Bid for Police Department Addition

Alderman John Hodapp said they had two bids for the sally port at the police department. One was from Boatright Construction in the amount of $109,300.00 and the other was from JT Built for $142,596.00. The Police Committee forwarded its approval to the Finance Committee to select Boatright Built LLC. Alderman Jeff Taylor made a motion to approve and forward to the council the bid from Boatright Built LLC in the amount of $109,300.00 for construction of the sally port at the Police Department. Alderman John Hodapp seconded the motion, and it was approved by voice vote. 

Review Purchase Order Progress

While waiting for Alderman Jeff Taylor to arrive they started with agenda item 2.6 Review Purchase Order Progress. Alderman John Hodapp asked City Administrator Brad Myers where they were concerning implementing purchase orders. City Administrator Brad Myers explained what he has done so far with the progress of purchase orders. He started by saying that the city has no purchase policy. The only thing the city has is bidding and contractor procedures. City Administrator Brad Myers said he mirrored the purchase order policy after the City of Mascoutah. A discussion was held concerning the benefits and what the minimum amount should be to complete a purchase order. City Administrator Brad Myers asked permission to start on this after the new fiscal year starts. Alderman John Hodapp said that in the late 80’s the purchase order program was introduced, and every purchase had a purchase order. Having a spending limit was discussed. Alderman John Hodapp said that he thought that a purchase order policy should be on the agenda and then the council can vote whether to start a purchase order policy order not. City Administrator Brad Myers stated that he would put it on the agenda, and it would have to be approved by the council members.

Unfinished Business

Alderman Jeff Taylor asked City Administrator Brad Myers if he would be adding to the fireworks in the new budget. City Administrator Brad Myers said that he would be putting it in the budget. 

New Business

There was no new business. 

Any Other Comments

There were no any other comments. 

Public Comments

There were no public comments. 

Executive Session

The committee did not enter executive session. 

Adjournment

At 6:52 p.m. Alderman Jeff Taylor made a motion to adjourn. Alderman John Hodapp seconded the motion and it was approved by voice vote.

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