Kendall County Times

City of Sandwich Committee of the Whole met Feb. 3.

Here are the minutes provided by the committee:

1. Call to Order: Mayor Latham called the meeting to order at 7:00 PM

2. Pledge of Allegiance

3. Roll Call

Present: Mayor Latham, City Clerk Ii, Aldermen Arnett, Erickson, Fritsch, Johnson, Kreinbrink, Robinson & Whitecotton

Also present: City Administration Penman, Police Chief Senne & SEMA Director Eberle Absent: Alderman Littlebrant

4. Mayor’s Report: The mayor attended the recent DeKalb County Regional Plan meeting that affords an opportunity to see what projects are taking place across the county as well as an opportunity to collaborate about concerns, grants, and funding options.

5. Attorney’s Report: Attorney Gottschalk shared that an Order of Default has been entered against the property at 209 N. Castle Street, and that the City will be proceedings in March for an Order to remove and/or repairs the property as the City deems.

6. City Clerk Ii: No report

7. Treasurer’s Report: Vacancy

8. City Administrator Penman provided updates:

• Regarding the WWTP, Stewart Spreading has cleaned some of the ditches so work could be done by Vissering; landscaping will probably extend into May once the grass grows

• The wedding venue is on the docket for the February 19th adjudication hearing

• Bid letting for the Main Street project is the first week of March; the City has received approval back from the state

9. City Department’s Reports:

A. SEMA Report: No report

B. Police Chief Senne shared highlights of the police department since the last council meeting:

• Events attended: Coffee with a Cop and Just-in-Time birthday bash

• Police Explorers applications are now being accepted, looking to conduct interviews the week of February 17th. Looking to have the first meeting on March 15, 2025.

• The final eligibility list for the new officers was posted today: there are 11 candidates

• Background being conducted for the lateral officer looking to have completed by February 21st

• Traffic campaign for Super Bowl to begin February 7-10, 2025. Will have 4 hours of extra traffic enforcement and 5 hours of DUI enforcement

• Police Department is applying for the traffic grant for 2025-2026 to be approved to purchase a LIDAR

• Tasers to be shipped the week of February 10th

• The yearly department meeting will be on February 17th. Yearly awards, including traffic stop, officer of the year, DUI officer of the year, and Employee of the year will be awarded.

• The DeKalb County social worker was able to assist with an incident the past week by finding temporary placement of an individual.

• A thank you letter from Just-in-Time was shared

• The annual report should be ready by the next council meeting

C. EEI Engineer Dettmann: Absent

10. Council Reports:

Alderman Arnett reported he has spoken with Nick (Street Superintendent) regarding the controller for the stop light on Route 34. The controller is currently at the manufacturer being repaired, but has offered no time line for completion. The stop light is currently on a timer. Alderwoman Johnson and Alderman Arnett had an opportunity to meet with the HOA for Fairwinds and reviewed the annexation agreement. All parties feel positive about Phase IV but funding for the pond maintenance is going to be a problem. Alderman Arnett suggested, in attempts to keep attorney costs down, that the Council be afforded the opportunity review the revisions to the annexation agreement prior to the City Attorney making a final draft.

Alderman Whitecotton questioned an invoice from Johnson Trenching in the amount of $10,245 that the City paid to replace a water line at 118 E. 3rd Street. The City had hired Cam Vac, under the lead service program, to conduct inspections and days later, a leak was discovered by the homeowner. He asked why this matter was not turned over to the contractor’s insurance, and why the taxpayers should be responsible for the repairs. Alderman Whitecotton felt the City should approach the contractor again adding how will the City handle similar scenarios in the future. Under the Lead Service Line Replacement Policy, a leaking water line must be replaced, and can no longer just be repaired.

11. Old Business:

A. Discussion on Food Truck Permits: Clerk Ii explained that she has received complaints regarding mobile food truck vendors maintaining permanent locations. She had explained previously that since it is time to renew annual food truck vendor permits, perhaps the Council might consider amending the current ordinance. Copies of food truck ordinances from other communities were shared, and noted that set hours, including no overnight parking, were restricted. The current ordinance was passed with less restrictions during the pandemic offering the vendor flexibility where they could operate. The Mayor agreed with the Clerk adding it appears some vendors are abusing the privilege of being mobile versus stationary. The current ordinance states food trucks can only operate on private property; however, Attorney Gottschalk advised that a food truck on private property still requires licensing. Council will review and continue the discussion at the next meeting.

B. Discussion on City Administrator Ordinance: City Administrator Penman had requested an ordinance that would further clarify his administrative authority. After being in the position for some time, the Council should review what parts of the position the city likes or dislikes and to better understand the Administrator’s responsibilities. Alderman Robinson said he was still reviewing the document but asked where the information in the draft was derived saying he did not feel the City Administrator should write his own job description. Mayor Latham said he had created the draft. Alderman Robinson stated that there was some wording he did not approve adding that the Council should be allowed to interact with the City Administrator. Mayor Latham requested the Council review the document for additions or modifications for further discussion.

C. Discussion on Fairwinds Stop Signs: Ordinance 2025-01 entitled “An Ordinance Amending Chapter 82 – “Traffic and Vehicles”, Article II – “Operation of Vehicles”, “Through, One-Way and Yield Streets; Stop Intersections”, Section 82-81 – “Stop Streets” of the City of Sandwich Municipal Code was presented for first reading. Council was provided a list of intersections in Fairwinds Subdivision that will be affected. Chief Senne had conducted a traffic study to clarify which intersections required signage as requested by residents residing in the subdivision.

D. Discussion on Submission to IEPA for SRF (State Revolving Fund) Proposed Project: There is a waiting line to obtain low-interest IEPA loans, and protocol to follow to submit proposed projects with no guarantee that a project will be approved. In order for Sandwich to be considered, the city is looking to fund future project that will takes years to materialize. The first project to be considered would include the demolition of the Railroad Street water treatment plant; other projects would include installation of new booster / pressure reducing valve station that would benefit new growth to Fairwinds and Deerpath Subdivision and water main replacement. Current loans are for 20 years at 1.86% interest, and the proposed projects were identified through the recent water study program.

12. New Business:

A. Discussion on Service Pipes: The city utilized grant money in identifying lead-based pipes on homeowners’ properties. There are approximately 49 homes that have been identified as having lead service lines. If the leaded service is on the city’s side, the city is required to replace to the box; however, if the leaded service line is on the homeowner’s property, the question becomes who is liable for replacement. The Lead Service Line Replacement and Notification Act (Public Act 102-0613) became effective January 1st, 2022. The homeowner does not have to replace the leaded service lines but it must be disclosed at the time the property is sold, which may become a problem. There are two options – the city pays and liens the property, or the homeowner pays the estimated cost of $10,000.00. Some of the council favored city workers conducting the service lines replacement but the question arose if a licensed plumber would be required to complete the work. This topic remains an ongoing discussion.

B. Discussion on New Patrol Vehicle Purchase: Presented for consideration was the purchase of a second vehicle that is budgeted FY 2024-2025. There is a surplus in the budget line item 010.0000.75.5820. After applying grant money of $8,600 to supplement the AED purchases, there will be surplus in the line item of $11,524.12. It is Chief Senne’s recommendation that the city purchase a 2025 Ford Interceptor Utility Vehicle at a cost of $64,383.63 through the approved vendor under the Illinois State Joint Purchasing Program. The new vehicle will replace Squad #2, that has low mileage but was not property maintained. Roughly $10,000 has been spent in maintenance on the vehicle. Chief is not discarding the vehicle noting it could be used in other city departments.

13. Announcements: None

14. Audience Comments:

Phyllis Wallington spoke on the October 9th watermain break in the downtown area and how businesses had been impacted. The City’s insurance company denied settlement stating that the city was not liable for the damages. She also noted that a toilet at her business had backed up, and after having paid $1,000 to have the pipes snaked, it was discovered the problem was on the City’s side. She alluded she will be taking legal action to recoup her loss.

To defray costs associated with a plethora of FOIA request that seem to be fishing, Dr. Wallington encouraged the city to employ 5 ILCS 140/6 moving forward to recoup some of the costs. She stated home rule communities charge all the time, admitting that Sandwich is a non-home rule community.

Becky Nelson spoke on the reasons there are FOIA requests is because there are questions and she sees numbers that are not understandable. The city can charge for copies, but she noted that falls under customer service. Ms. Nelson noted that Alderman Arnett had touched on an important statement when he said let the Council proof ordinances and documents before submitting to the attorney. Noted was the use of asking the attorney questions that could be answered by staff that have been held their positions for a long time, such as the City Clerk. It appears an abundance of money is being spent to have the city attorney check the clerk’s work, or calling the city attorney regarding a political sign when the alternative would be going to the Illinois State Board of Election and looking up the statute.

Regarding the wedding venue property, she understands the next hearing is in June. She felt there is a lot of stress and conflict amongst the neighbors, and if the June date is correct, chances are weddings are already being books. She asked the next court hearing date be confirmed.

Sandy Koehler, reflecting on the finance committee meeting earlier in the evening, noted that members seemed to be ill-informed asking numerous questions and replying they do not know the answer. She finds it a waste of time, waste of money, waste on phone calls, and so forth. Ms. Koehler specifically cited a mural, costing $1,200, that the city is paying. She said it was never brought before the council for approval, no one has seen the proposed mural, nor its proposed location. She stressed for better communication.

She purchased a house this past week, and found that her drinking water is questionable for consumption. The water rating should be -50, whereas her water tested 916. She doesn’t know where to get information or help on the water issue, adding that the water is black and looks like mold.

15. Adjournment: Alderman Robinson moved to adjourn the meeting at 8:14 PM. Alderwoman Erickson seconded. Motion carried unanimously via voice vote.

https://www.sandwich.il.us/media/3106