City of Highland City Council met May 17.
Here is the minutes provided by the council:
Mayor Hemann called the Regular Session to order at 7:00pm. Council members Sloan, Frey, Bellm and Hipskind were present. Others in attendance were City Manager Conrad, City Attorney Michael McGinley, Directors Cook, Gillespie, Korte, Rosen, and Speraneo, Coordinator Hubbard, Police Chief Becherer, EMS/Fire Chief Wilson, Treasurer Nicolaides, Deputy City Clerks Hediger and Von Hatten, City Clerk Bellm, and 7 citizens.
MINUTES
Councilman Frey made a motion to approve the minutes of the May 3, 2021 Special & Regular Sessions as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
PUBLIC FORUM
Citizens’ Requests and Comments:
American Legion Poppy Days – Jim Hobbs, representing the American Legion, stated the Poppy Days is a Legion Auxiliary project that we are going to try to do again this year. We are still trying to gather volunteers. Poppies grew on the field where many soldiers died in WWI. Donations collected to towards relief for veterans. It is tradition that the first poppy is given to the mayor. Mr. Hobbs added that after the five police officers were killed in TX, we held a small ceremony at the Square at the band concert. At that time, we stated our support for police officers and we still stand behind the police officers.
Highland Lions’ Club Food Sales – Ed Campbell, President of Highland Lions Club, reported, last year, we were unable to sell food at the PBJ Festivals and other events to raise funds. Later in the summer, we got permission to sell food on Fridays during July, at the Square. Those sales help the club to continue to provide services. We are again approaching city leaders to request permission to sell food on the Square, June 4 – June 25, and then we would sell at the PBJ Festivals in July. I did talk to Director Rosen regarding what is going on around the Square during that time. We do realize that the restrooms will be going into place the end of May, so we will plan to wait until June to start. Councilwoman Bellm made a motion to allow the Highland Lions’ Club to have food sales on Fridays in June; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Requests & Comments of Council:
No comments or requests presented.
Staff Reports:
City Manager Conrad informed council that it is renewal of liquor licenses is approaching. Once again, we will allow for payment over the year on a quarterly basis.
City Manager Conrad reminded everyone he will not be at the next meeting.
Discussion on Purchasing Policy – City Manager Chris Conrad provided an overview of the City of Highland’s Purchasing Policy. Page 5, Code of Ethics covers the approach that should be taken by city staff when purchasing on behalf of the City of Highland. It also includes that they are not to accept gifts or favors, which might compromise the integrity of the process. On Page 6 is the different levels at which approvals are required. Under $1,000, director or supervisor, if no department director exist; $1,001- $19,000, department director and city manager; and, $20,000 and above, requires approval from department director, city manager and city council. Chapter 3, starts on Page 7; it covers the Competitive Quotes and exceptions. For repetitive purchase items, we encourage verbal quotes at least once a year to ensure the vendors are competitive. If the amount is $20,000 or more, then it would be within the competitive bid process. There are changes whenever city is doing business with someone associated with a city employee, which are specified on Page 7. Joint Purchasing pertains to purchasing through the state’s bid process and purchasing consortiums. We have used them more recently for municipal type purchases, such as when shopping for items for the public safety facility. Even when we use the consortiums, we still call around locally to ensure we are making best choice. Sole Source Purchases, we lay out those requirements on Page 8, which there are five requirements. This is would be used when looking for a used vehicle, which we will be doing shortly, here. In particular, when there is a small supply of meeting our criteria. Page 9, Emergency Purchases Policy was during COVID upon the mayor and council affirming the resolutions for COVID procedures.
City Manager Conrad emphasized we use competitive bidding as a general practice, even when it is not required, to ensure we are doing due diligence. Page 10 calls out what is required to be in the bid packets and standard requirements that should include when putting together a bid packet. Section F, of this chapter, covers the waiver of competitive bidding when sole source purchasing. He pointed out directors do research prior to putting together a bid packet. This policy provides guidance for the directors to use. Section G, on Page 16, pertains to requests for professional services, which are not adapted to award by competitive bidding. This would be the hiring of our law firm, engineering firms, and other professional services.
Chapter 5 (starting on Page 18) discusses methods of payment processing. Purchase Orders and what should be included on those purchase orders, as well, as any changes to purchase orders is covered. City Manager Conrad stated we do not prepay for goods. Manual Checks are discussed also. With the recent change in how we paying invoices, this should cut down on the number of manual checks. Petty cash is also discussed, on pages 19-20. As far as credit card payments, we try to limit use of credit cards. If they are used, we try to centralize how they are used, such as for online purchasing. The city does maintain a list of local vendors that we have established accounts with, so staff knows where to go for specific supplies. Chapter 6 covers Change Orders and disposal of city property. State statue requires approval of all change orders for $10,000 or more, whether an increase or decrease. Any property we are looking to sell needs to come to the council for approval of disposal of the property. Use of the city’s sales tax exemption is for only purchases made on behalf of the city. Chapter 7 discusses the city’s travel policy. Authorization for travel has to be pre-approved. This policy includes procedures on air, vehicle and hotel arrangements during travel.
In talking to our auditors, they felt the policy was something that should be reviewed annually. This was last revised in 2017, based upon state statue, with regards to the purchasing limits and who needs to sign off at the different levels. Councilwoman Bellm pointed out we are required, when we go out for bid, to take the lowest bid, unless there is issue with the services provided by a contractor on previous projects. City Attorney McGinley replied that is correct.
Mayor Hemann asked Manager Conrad to cover what the policy is regarding wearing masks within City Hall. City Manager Conrad stated we are still asking visitors to wear masks. All staff members have been vaccinated; therefore, they are not required to wear masks. However, if an employee is working closely with a member of the public, we are asking them to wear a mask for everyone’s comfort.
NEW BUSINESS
Approve Mayor’s Appointments of Shaun Voegele and Susan Martz to the Library Board of Trustees – Councilman Frey made a motion to approve the mayor’s appointments of Shaun Voegele, to fill the unexpired term of Leann Landmann, which will expire July 2021, and Susan Martz to fill the unexpired term of Arnold Bodinet, which will expire July 2022 to the Library Board of Trustees as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Approve Mayor’s Reappointment of Lee Rinderer to the Police & Fire Commission – Councilwoman Bellm made a motion to approve the mayor’s reappointment of Lee Rinderer to the Police & Fire Commission, for another three-year term, to expire June 2024, as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Approve Mayor’s Reappointment of George Marron, III to the Telecommunications Advisory Board – Councilman Frey made a motion to approve the mayor’s reappointment of George Marron, III to the Telecommunications Advisory Board, for another three-year term, to expire May 31, 2024 as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Approve Mayor’s Reappointment of Tim McGinley to the Liquor Control Commission – Councilwoman Bellm made a motion to approve the mayor’s reappointment of Tim McGinley to the Liquor Control Commission, for another three-year term, to expire June 2024, as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-77/ORDINANCE Amending the Highland Municipal Code, Sections 90-15 and 90-201, Table 3.1.B, to Allow for Recreational Venues as a Special Use Within the C-2, C-3, I, and MX Zoning Districts – Councilman Frey made a motion to approve Bill #21-77/Ordinance #3107 amending the Highland Municipal Code, Sections 90-15 and 90-201, Table 3.1.B, to allow for recreational venues as a special use within the C-2, C-3, 1, and MX Zoning Districts as attached; seconded by Councilwoman Bellm. City Attorney Mike McGinley stated the “one” (I) being stated, is an “I” (letter), which stands for the Industrial (Zoning District), for the record. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-78/RESOLUTION Making Separate Statement of Findings of Facts in Connection with Ordinance Granting Special Use Permit to Allow for a Recreational Indoor/Outdoor Games Business at 2641 Northtown Way, Within a C-3 Highway Business District – Councilwoman Bellm made a motion to approve Bill #21-78/Resolution #21-05-2826 making Separate Statement of Findings of Facts in connection with ordinance granting Special Use Permit to allow for a recreational indoor/outdoor games business at 2641 Northtown Way, within a C-3 Highway Business District as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-79/ORDINANCE Granting a Special Use Permit to The Game Yard, LLC, on Behalf of Glik Development Co., to Allow for a Recreational Indoor/Outdoor Games Business at 2641 Northtown Way, Located within a C-3 Highway Business District – Councilman Frey made a motion to approve Bill #21-79/Ordinance #3108 granting a Special Use Permit to The Game Yard, LLC, on behalf of Glik Development Co., to allow for a recreational indoor/outdoor games business at 2641 Northtown Way, located within a C-3 Highway Business District as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-80/ORDINANCE Amending Chapter 6, of The Code of Ordinances, City of Highland, Alcoholic Liquor, to Increase the Number of A1 Liquor Licenses to Four – Councilwoman Bellm made a motion to approve Bill #21-80/Ordinance #3109 amending Chapter 6, of The Code of Ordinances, City of Highland, Alcoholic Liquor, to increase the number of “A1” Liquor licenses to four as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-81/RESOLUTION Issuing an “A1” Liquor License to The Game Yard, LLC, Pursuant to Chapter 6, of The Code of Ordinances, City of Highland, Entitled Alcoholic Liquor – Councilman Frey made a motion to approve Bill #21-81/Resolution #21-05-2827 issuing an “A1” Liquor License to The Game Yard, LLC, pursuant to Chapter 6, of The Code of Ordinances, City of Highland, entitled Alcoholic Liquor as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-82/ORDINANCE Approving a Real Estate Sales Contract for the Purchase of Right-of Way from Aaron R. Gelly – Councilwoman Bellm made a motion to approve Bill #21-82/Ordinance #3110 approving a real estate sales contract for the purchase of right-of-way from Aaron R. Gelly as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-83/RESOLUTION Authorizing the City to Participate in the Utility Disconnection Avoidance Program – Councilman Frey made a motion to approve Bill #21-83/Resolution #21-05-2828 authorizing the city to participate in the Utility Disconnection Avoidance Program as attached; seconded by Councilwoman Bellm. Councilwoman Bellm asked if this is something new. Director of Finance Kelly Korte reported, as long as I have been with the City, we have participated with Madison County Energy Assistance for electric payment assistance. This is additional funding for us to apply for with COVID relief. We have our listing ready to go and will send the application in. We will apply it to the electric portion of those utility billings. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Bill #21-84/RESOLUTION Approving Unwind Salon Spa Lounge’s Application and Awarding Certain Financial Incentives Under the City of Highland Façade Improvement Program – Councilwoman Bellm made a motion to approve Bill #21-84/Resolution #21-05-2829 approving Unwind Salon Spa Lounge’s application and awarding certain financial incentives under the City of Highland Façade Improvement Program as attached; seconded by Councilman Frey. Councilwoman Bellm asked how many have applied. Coordinator Mallord Hubbard reported, to date, we have received two applications. We had a number of commercial property owners contact us for applications. Councilwoman Bellm stated I was just thinking if we do not get a lot response, I am just suggesting, lowering the amount to qualify; because $40,000 is a lot of money to get up to $10,000. Coordinator Hubbard clarified that $10,000 in improvements is the minimum for them to qualify for the program. I do not feel that minimum is going to be difficult to get up to, especially with the cost of construction materials and other costs these days. Mayor Hemann inquired is there a difference for a new development versus an existing business. Coordinator Hubbard reported there were items on their initial application that were denied because it was submitted with work that had been already been completed. Director Speraneo added this project is a remodel. Any new construction would not qualify. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Approving a Notice of Municipal Letting, Bid #PD-04-21, for Purchase of Two New Police Ford Interceptor SUVs – Councilman Frey made a motion to approving a Notice of Municipal Letting, Bid #PD-04-21, for purchase of two new Police Ford Interceptor SUVs as attached; seconded by Councilwoman Bellm. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
REPORT
Accepting Expenditure Listing #1195 for May 4, 2021 through May 7, 2021 – Councilwoman Bellm made a motion to accept Expenditure Listing #1195 - Payment Dates May 4, 2021 through May 7, 2021 as attached; seconded by Councilman Frey. Roll Call Vote: Councilmembers Sloan, Frey, Bellm and Hipskind voted aye, none nay. Motion carried.
Councilwoman Bellm made a motion to adjourn; seconded by Councilman Frey. All aye, none nay. Motion carried and meeting adjourned at 7:46pm.
https://www.highlandil.gov/City%20Council/Minutes/2021/05-17-2021.pdf
Alerts Sign-up