City Council

CITY COUNCIL MINUTES June 12, 2012 REGULAR MEETING OF THE CARTERVILLE CITY COUNCIL The meeting was held in the Council Chambers with Alderman Jake Rendleman presiding. He called the meeting to order at 7:00 p.m. ROLL CALL Charles W. Mausey Mayor Absent Michele A. Edwards City Clerk Present Mary Jane Fuller Deputy City Clerk Absent Mark Carney City Treasurer Present Phyllis Emery Alderman/Ward 4 Absent Tom Gentry Alderman/Ward 1 Present John Gooden Alderman/Ward 3 Present Mike Helfrich Alderman/Ward 2 Present James Houseworth Alderman/Ward 1 Present Jacob Rendleman Alderman/Ward 2 Present Brad Robinson Alderman/Ward 4 Present Tony Trombino Alderman/Ward 3 Present The Mayor declared a quorum present. Others present were: Marvin Oetjen and Curt Oetjen, Kamper Supply; Garry Wiggs, Street Superintendent; Attorney Josh Bradley; Bruce Talley, Fire Chief; Ralph Graul, Volunteer Fire Department; John Frost, Assistant Police Chief; Gary Hanley, 701 Farris; Bill Kirk, Zoning/Planning Board; Retia Watson (served as Deputy City Clerk); John H. Crawford, Crawford & Associates (7:35 p.m.); Ron Modglin, Crawford & Associates (7:37 p.m.); Janie Davis, Carterville Chamber of Commerce; Jim Adams, Codes Enforcement/Building Inspector; and Steve Heckel, Crab Orchard Golf Course. Motion 1: Gentry moved and Robinson seconded to approve the minutes of the Regular Meeting of May 8, 2012 and the continued meetings of May 8, 2012 and May 22, 2012 as presented in pamphlet form. All voted yea and Rendleman declared the motion carried. (Correction to May 8, 2012 minutes: Bud Edwards stated that he has collected information regarding a card system for the City gas pumps and is ready to talk to the committee about this change.) Mark Carney presented the May 2012 Treasurer’s Report. Motion 2: Helfrich moved and Gooden seconded to approve the May 2012 Treasurer’s Report as prepared and submitted by Mark Carney. A roll call vote was taken and all present voted yea. Rendleman declared the motion carried. Regular Meeting of the Carterville City Council June 12, 2012 Page 2 Recognition of Guests Dan and Lisa Gentz introduced themselves and stated that they have purchased Crossroads Coffee and are interested in helping the school system and the school athletic programs. Jake Rendleman asked Janie Davis to give a report on Chamber events:  The 1st Annual 5K Run/Walk at Twilight is scheduled for Friday, September 7, 2012 during the Lion’s Club Free Fair. The City Safety Committee, Fire Chief and Police Chief will meet with the Chamber representatives on Wednesday, June 20, 2012 to discuss plans and make recommendations to the City Council.  The last meeting of the Chamber featured a speaker from the Attorney General’s Office who spoke about scams that are being perpetrated by contractors around Southern Illinois. One of these is “Yellow Page” which is not related to the yellow pages in the phonebook. Jake Rendleman said that Jan Campbell has information from the Attorney General’s Office if anyone is interested. Steve Heckel, Crab Orchard Golf Course, addressed the Council regarding the Folds of Honor Charity Classic Golf Tournament being held on Sunday, July 1, 2012 at 1:30 p.m. He notified the Council that the tournament roster is full, but he invited Council members to come out for lunch and consider making a donation to this worthy cause. The Folds of Honor Foundation was founded in 2007 by Major Dan Rooney, a former F-16 pilot, golf course owner, PGA Professional and USGA member. Through scholarships and other assistance, the foundation gives back to the spouses and children of soldiers killed or disabled in service to our country. Jake Rendleman indicated that the Crainville contract for Fire/Ambulance services is still pending and the Mayor has notified Ron Mitchell that this will expire on June 30, 2012. Motion 3: Helfrich moved and Trombino seconded to notify Crainville in writing that their contract for Fire/Ambulance Services will expire on June 30, 2012. A roll call vote was taken and all present voted yea. Jake Rendleman declared the motion carried. Jim Houseworth introduced information regarding replanting flowers at the Veteran’s Memorial. The cost for this would be approximately $398.00, and Houseworth indicated that he had people who would plant these flowers and maintain them. Motion 4: Houseworth moved and Gentry seconded to approve the purchase of flowers for the Veteran’s Memorial at a cost of $398.00. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried. [This should be paid from the Downtown Economic Development Fund]. Jake Rendleman read parts of a letter from David Melby at the H Group regarding the September 29 American Heart Association Heart Walk. The H Group would like to challenge Carterville to make their presence known since this event has been held in Carterville for several years. Motion 5: Gooden moved and Trombino seconded to approve the contract with William Bradley Ogden, CPA for the 2011-12 Annual Audit at a cost of $19,500.00 ($9,000.00 from Water and Sewer Department and $10, 500.00 from City). A roll call vote was taken and all present voted yea. Jake Rendleman declared the motion carried. Regular Meeting of the Carterville City Council June 12, 2012 Page 3 Brad Robinson gave a report on the storm siren meeting that was requested by Meteorologist Jim Rasor and organized by John Bradley for all local Southern Illinois communities. The meeting was attended by Brad Robinson, Bruce Talley and Mayor Mausey. There were several communities represented. The primary focus of the meeting was to bring attention to the fact that there are no policies or procedures for the regulation of the use of the storm sirens. Tony Trombino asked about standardized use. Robinson indicated that Jim Rasor has stated that he would be willing to help the City of Carterville with policies and procedures. Jake Rendleman introduced and read the entire 2012 Levy Ordinance and asked for questions. A Truth in Taxation Hearing was held at 6:30 p.m. to discuss this levy. Motion 6: Trombino and Helfrich seconded to approve Ordinance No. 1323-12, AN ORDINANCE PROVIDING FOR THE ANNUAL LEVY OF TAXES FOR THE CITY OF CARTERVILLE FOR THE FISCAL YEAR 2012-13. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried. John Crawford arrived at 7:35 p.m. Ron Modglin arrived at 7:37 p.m. Motion 7: Trombino moved and Gooden seconded to approve Resolution No. R396-12, A RESOLUTION FOR PARTICIPATION IN STATE OF ILLINOIS’ FEDERAL SURPLUS PROPERTY PROGRAM. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. John H. Crawford  The bids for the intersection of Grand and Division have been opened and reviewed. These bids were too high and Crawford is recommending that we reject all bids and refer this issue to the Street Department and the Street Committee to find alternatives. It was suggested that we might want to white top this intersection and perhaps have the Street Department complete some of this work. Motion 8: Helfrich moved and Gooden seconded to reject all bids for the Grand and Division Intersection resurfacing. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried.  We have pay estimates from Short Brothers for work completed on Dent/Anderson/Ridge projects. The Ridge Avenue portion is 100% complete and the Dent/Anderson portion is 24.81% complete. Motion 9: Houseworth moved and Gooden seconded to approve the following payments: Short Brothers Construction (Pay Est. No. 1) Ridge Avenue Paving $23,198.34 Short Brothers Construction (Pay Est. No. 2) Dent/Anderson Paving $15,662.57 Pay from Gas Tax Funds $38,860.91 A roll call vote was taken and all present voted yea. The Mayor declared the motion carried. Regular Meeting of the Carterville City Council June 12, 2012 Page 4 Motion 10: Trombino moved and Gooden seconded to approve payment of the following engineering invoices for work completed on the Dent/Anderson/Ridge contract: Crawford & Associates Resident Engineering 2011 $6,823.23 Crawford & Associates Resident Engineering Jan–May 2012 $5,269.33 Pay from Gas Tax Funds $12,092.56 [Brad Robinson asked if this work is all tied to the Dent/Anderson/Ridge project and Crawford indicated that all of this work is for the Short Brothers projects] A roll call vote was taken and all present voted yea. Jake Rendleman declared the motion carried. Mickey Edwards questioned John Crawford on the bill from America’s Parking Remarking for striping. Crawford indicated that this is part of the annual maintenance program and we should hold this bill until we get the final approval from I.D.O.T. that will be paid through Motor Fuel Tax Funds (this was received on Wednesday, June 11, 2012). Jake Rendleman asked John Crawford about the utilities on West Grand that need to be relocated. He stated that the waterline along West Grand will have to be relocated which means that we will have to replace water main. There is a 6” water main along part of the south side of West Grand and the old Cambria line is about a foot under the pavement on the north side of West Grand. Since we are widening the road these will have to be changed. What Crawford is proposing is that we hook up to the 8” around Don Gentry’s yard and bring this back to the east about 1,500 feet to where the 6” main on the south side of road turns and comes back into town. Then services will have to be changed to this new line. Cris McCabe has been working with Crawford’s office on these plans and the relocation of this line will have to be the first thing we do before pavement work. As soon as Crawford gets numbers together for this change he will submit this to the Council for approval. Also, the utilities poles will have to be moved and Crawford has requested information from both Ameren and Frontier and they have indicated that the poles are on our right-of-way and therefore they will have to move them. They have asked for a set of plans for the road so that they can engineer the relocation of these poles and Crawford does not anticipate any problems with these utilities. Motion 11: Gentry moved and Houseworth seconded to approve payment of the monthly bills as submitted by the City Clerk. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried. Motion 12: Gentry moved and Robinson seconded to approve payment to E & K Cleaning Service in the amount of $1,680.00 (19 cleanings of the Community Center $1,530.00 and City Council Chambers $150.00). Roll call vote: Robinson, yea; Gentry, yea; Gooden, abstain; Helfrich, yea; Houseworth, yea; Rendleman, yea; Trombino, yea. Jake Rendleman declared the motion carried. Mike Helfrich asked about the rates at the community building. An increase was discussed in earlier meetings and this should be referred to the committee for a recommendation. Mark Carney indicated that the funds that are in the Treasurer’s Report are receipts taken for future events and the actual funds taken in for the May events were more than the disbursements. Motion 13: Gooden moved and Houseworth seconded to schedule a Variance Hearing for Jason Orendoff at 1118 N. Division to allow for the replacement of a trailer on his property. The hearing is scheduled for Tuesday, July 10, 2012 at 6:30 p.m. A roll call vote was taken, all voted yea. The Mayor declared the motion carried. Regular Meeting of the Carterville City Council June 12, 2012 Page 5 Department Heads John Frost, Assistant Police Chief, explained that the department is asking to replace ten (10) pack radios with the new narrow band radios that will be required in January 2013. Jake Rendleman asked how many of these radios that are being replaced are narrow band radios. John Frost indicated that he was not sure, but if we have some narrow band they can be used by part-time officers. Tony Trombino asked if they could be used for trade-in or refurbished. John Frost indicated that we will salvage as many of these radios as possible. The bid was dated February 14, 2012 in the amount of $4,350.00 and we are not sure if this quote is still legitimate. Brad Robinson asked how many of the ten radios are actually replacing non-narrow band compliant radios. A motion was made and seconded and then withdrawn as the Council wanted answers to the questions we have regarding the purchase. Motion 14: Robinson moved and Gooden seconded to table the purchase of narrow band radios for the Police Department until the July 10, 2012 meeting. All voted yea and Jake Rendleman declared the motion carried. Bruce Talley, Fire Chief, indicated that the licensing for the new narrow band radios has been approved and ready for use with these new radios. Motion 15: Robinson moved and Gooden seconded to confirm the Mayor’s appointment of Matthew Akes as a part-time Police Officer. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried. Jim Houseworth and Mike Helfrich reported that the Street Committee is working on a sidewalk program for 2012. The committee has prepared plans and talked to Garry Wiggs about working this into his schedule for this summer. Most of these sidewalks are on the East side of Division Street. Jake Rendleman announced that the City Clerk has a new procedure in place for bucket brigades. When this is requested by a charitable organization a letter is sent giving rules and regulations and instructing them to pick up the cones and vests at the Police Department before their event. Jim Houseworth asked if these come before the Council and Mickey indicated that they do not unless there is a conflict or it is an unapproved organization. John Gooden stated that these should all be approved by the Council. Brad Robinson asked that this procedure be reviewed before we bring this all back to the Council for every request. Brad Robinson and John Gooden will comprise a committee to review the policies for bucket brigades. Motion 16: Robinson moved and Gooden seconded to form a committee to review the policies and procedures for bucket brigades. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried. [Committee: Brad Robinson and John Gooden]. Jake Rendleman announced the June 14, 2012 reception for Dr. Robert Mees to be held from 1:00 to 3:00 p.m. in the John A. Logan College Board Room. Jake Rendleman will present Dr. Mees with a plaque at 1:30 p.m. that proclaims the week of June 24 thru June 30, 2012 as “Dr. Robert Mees Week” in the City of Carterville. Regular Meeting of the Carterville City Council June 12, 2012 Page 6 Jake Rendleman announced Wednesday, July 4th Fireworks at dusk and asked Bruce Talley, Fire Chief, if he needed anything else for the program. Bruce Talley asked that there could be some music for the event and Jim Houseworth stated that he will work with Talley to secure music. He announced that there will be no parade or other activities, but some churches have asked if they could set up and sell from their grills. Brad Robinson asked Josh Bradley if there is any problem with individuals selling in the park at a City event, and he indicated this was acceptable. Jake Rendleman asked Josh Bradley about the progress on the Dalzell property on Onley Street and Bradley responded that this is still working through the courts for demolition. Motion 17: Trombino moved and Gooden seconded to move to EXECUTIVE SESSION for the purpose of discussing acquisition of property. A roll call vote was taken, and all present voted yea. Jake Rendleman declared the motion carried and the Council left chambers at 8:20 p.m. Motion 18: Gooden moved and Trombino seconded to return to REGULAR SESSION at 8:31 p.m. A roll call vote was taken, all voted yea. Jake Rendleman declared the motion carried. Motion 19: Houseworth moved and Trombino seconded to authorize Josh Bradley to finalize the purchase of the Akes property on Jackson Street. A roll call vote was taken, all voted yea. The Mayor declared the motion carried. The request for a pole-barn type building made by Russell Burnam has been withdrawn as he is going to install a portable building. Jim Adams is working with Burnam on this change. There is no action to be taken from the Carterville Water and Sewer Board meeting held on Thursday, June 7, 2012. Jim Adams, Codes Enforcement/Building Inspector, will be on vacation from July 3 through July 13, 2012 and, therefore, will not be at the meeting on July 10, 2012. Jake Rendleman announced that Jim Adams has successfully completed certificate for Masonry Institute. Curt Oetjen stated that the Heritage Festival activities were very well received by the public. Motion 20: Helfrich moved and Gooden seconded to adjourn the meeting. All voted yea and Jake Rendleman closed the meeting at 8:35 p.m. ___________________________ Next Ordinance No. 1324-12 Michele A. Edwards, City Clerk ___________________________ Next Resolution No. R397-12 Charles W. Mausey, Mayor