The Carmi City Council met on Tuesday, July 2, 2019, at 5:30 p.m. in the Council Room of the Municipal Building, 225 East Main Street.
Prior to opening the council meeting, Mayor Pollard asked Alderman Winkleman to give the invocation followed by the Pledge of Allegiance.
Mayor Pollard presided with the following Aldermen present: Steve Winkleman, Mark W. Blake, Tracy Nelson, Jeremy Courson, Sheila Jo Headlee, James Totten, Mike Knight, and Doug Hays.
The minutes from the June 18, 2019, council meeting was presented. Motion was made by Alderman Hays and seconded by Alderman Headlee to approve the minutes as presented. The motion carried on roll call by each Aldermen present answering “yes.”
Botsch and Associates co-owner Arlynne Stroman presented the 2018 Annual Financial Report and Independent Auditors’ Report to the City Council for review and approval. Mrs. Stroman started out by praising the City of Carmi/Light and Water stating “we found no major errors and only had limited suggestions for adjustments”, calling them reclassifications in the accounting process. She stated the City does a good job of staying within the budget which she does not see a lot in other governmental entities. Mrs. Stroman went over the following highlights of the audit:
- City of Carmi balance sheet showed revenues of $3,840,481 and expenditures of $4,911,939; showing a loss on the City side at $1,071,458. After loan proceeds and other operating transfers, it leaves a deficit of $469,249.
- Light and Water total revenues for 2018 were $10,266,079; after operating expenses and depreciation leaving an operating income of $515,296.
Mrs. Stroman went on to state there were a few recommendations made to help the entities run more efficiently. The following recommendations were presented:
- Cross training an employee for payroll. Mayor Pollard stated there is an employee who has been cross trained to perform this function. We had reached out to Botsch and Associates in the early Spring for them to be the backup as there was an employee on maternity leave and the office was short staffed.
- Internal controls at the campground (Burrell’s Woods) were inadequate. Mayor Pollard stated City Clerk Attebury and himself had been working on updating the procedures for payment collections at the campground.
Mrs. Stroman also stated the City lacks a written accounting policy and procedure manual. The City is currently in the process of updating the policy and procedure manual. She also stated the entity lacks the expertise to make all adjusting entries and prepare financial statements, including disclosures, in accordance with the accounting principles. The recommendation was for personnel to take some training in order to be able to perform the above or consult with an accountant who is knowledgeable in preparing GAAP basis financial statements.
In concluding, Mrs. Stroman stated if anyone ever has a question regarding the financial statements or audits, please feel free to contact Botsch and Associates as they would be happy to answer any questions.
At the end of the presentation, Alderman Headlee made a motion to accept the Annual Financial Report and Independent Auditors’ Report for the year ending December 31, 2018. The motion was seconded by Alderman Winkleman. The motion carried on roll call by each Alderman present answering “yes.”
For Council Consideration, discussion, and possible approval
Mayor Pollard presented the bid award for the Marguerite Street Sewer Project. The project was previously bid but due to an engineering error, the bids received were higher than proposed so it was recommended to rebid the project for materials only, with the City of Carmi providing the majority of the labor. The bid for $58,661.29 from Utility Pipe Sales, Inc. was awarded according to the state bid process. Alderman Headlee made a motion to accept the bid of $58,661.29 from Utility Pipe Sales, Inc. for the Marguerite Street Sewer Project. The motion was seconded by Alderman Courson. The motion carried on roll call by each Alderman present answering “yes.”
Mayor Pollard presented the TIF Façade Improvement Grant for White County Historical Society for the Ratcliff Inn to restore the deterioration of the bricks and windows on the front up to $5,000, after the receipts have been submitted. Since this is not a business, Mayor Pollard stated Holly Healy, City Administration, has checked with the TIF consultant which has given their approval. Alderman Winkleman made a motion to approve the Façade Improvement Grant for the White County Historical Society. The motion was seconded by Alderman Blake. The motion carried on roll call by each Alderman present answering “yes.”
Resolution 07.02.19; A resolution to re-route traffic for the annual Corn Day event was presented for approval. Alderman Hays made a motion to approve resolution 07.02.19; A resolution to re-route traffic for the annual Corn Day events. The motion was seconded by Alderman Winkleman. The motion carried on roll call by each Alderman present answering “yes.”
Reports and/or updates from Mayor Pollard
Mayor Pollard reminded everyone about the Lions Club Annual Car Show on Thursday, July 4th as well as the fireworks later that evening. Food booths will also be at the car show. Mayor Pollard asked Chief of Police, Jason Carter, to remind everyone regarding the regulation of fireworks. Chief Carter stated the fair board is not allowing vehicles or pedestrians to be inside the fence at the fairgrounds during the fireworks display due to safety concerns. The traffic will be routed in the same manner as in previous years. Chief Carter also stated that according to the Illinois law, fireworks are illegal in the State of Illinois and the state mandated fine is $164. Chief Carter stated the department has already received several calls, but no citations have been issued.
Mayor Pollard stated the City offices and Light and Water will be closed on July 4th and July 5th. The pool hours for the rest of the summer have been set. A come and go reception for City Supervisor, Mike Buckman, who is retiring will be held on Tuesday, July 9th from 12:30 p.m. to 2:00 p.m. The public is invited to attend.
Reports from Standing Committees
Alderman Knight reported an airport meeting which was held Monday, July 1, 2019. He stated there still continues to be trouble with the VASI lights working properly. The company believes the problem could be due a grounding issue. They will continue to work with the company to fix the problem. The State of Illinois Aerial Division has also done an inspection of the airport. There is some concrete which is in need of repair which will cost the City approximately $12,400. The work will be done some time in 2020. Alderman Knight stated the repairs to the tennis court are underway.
Alderman Nelson stated the computer at the airport is also in need of upgrading. Mayor Pollard stated he would see if the City had a spare computer for the airport to use.
At 5:55 Alderman Headlee made a motion to enter into closed session to discuss personnel issues with no action to follow. The motion was seconded by Alderman Courson. The motion carried on roll call by all Alderman present answering “yes.”
At 6:05 p.m. Alderman Headlee made a motion to adjourn. Motion was seconded by Alderman Courson. The motion carried on roll call by each Aldermen present answering “yes.”
Cynthia J. Attebury, City Clerk
Jeff Pollard, Mayor