City Council

CITY COUNCIL MINUTES Tuesday, June 9, 2015 REGULAR MEETING OF THE CARTERVILLE CITY COUNCIL The meeting was held in the Council Chambers with Mayor Bradley M. Robinson presiding. He called the meeting to order at 7:00 p.m. ROLL CALL Bradley M. Robinson Mayor Present Michele A. Edwards City Clerk Present Khristina Hollister Deputy City Clerk Present Mark Carney City Treasurer Present Phyllis Emery Alderman/Ward 4 Present Tom Gentry Alderman/Ward 1 Present Tom Liebenrood Alderman/Ward 4 Present John Gooden Alderman/Ward 3 Present Mike Helfrich Alderman/Ward 2 Absent James Houseworth Alderman/Ward 1 Present (7:11 p.m.) Curtis Oetjen Alderman/Ward 2 Present Doug Brinkley Alderman/Ward 3 Present The Mayor declared a quorum present. Others present were: Garry Wiggs, Street Superintendent; Heather Reno, Police Chief; Mike and Ronda Robinson, Citizens; Ralph Graul, Codes Enforcement and Building Inspector; Bud Edwards, Maintenance Superintendent; Kyle Houseright, Parks Department; Donnie Smoot, Crawford and Associates; Jan Campbell, Chamber of Commerce; Marvin Oetjen, Kamper Supply; Harry Treece II, Citizen; Bruce and Marsha Talley, Citizens; Janice McConnaughy, Office Manager and HR Specialist; Retia Watson, Bookkeeper; Jerry Hampton, Jeff Church, Justin Tighe and Mike Resczenski, Water/Sewer Department Employees; Mark Bollmann, Water and Sewer Board Commissioner; Mr. & Mrs. David Clark, 812 S. Division Variance; Ben Melby, House of Rentals; Mike Williams, First Christian Church; Bill Kirk, Zoning/Planning Commission; Ron Rains, Fire Chief; and William Bateman, The Courier. Motion 1: Gentry moved and Oetjen seconded to approve the minutes of the May 14, 2015 regular Council Meeting, May 26, 2015 Continued Meeting and the May 26, 2015 Appropriation Hearing as presented. All present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 2 The Mayor presented a letter from the City attorney, Rhett Barke, regarding Executive Session minutes from 2011 to present. He advised that these minutes should remain closed due to possible litigation as statute of limitation has not yet expired. Motion 2: Emery moved and Oetjen seconded to keep all Executive Session minutes closed based on the advice of the City Attorney. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Mark Carney, City Treasurer, presented the May 2015 Treasurer’s Report. Motion 3: Emery moved and Liebenrood seconded to approve the May 2015 Treasurer’s Report as presented. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 4: Gooden moved and Gentry seconded to authorize the Treasurer to move the $6,590.00 expenditure for mowers from General Corporate Fund to Sanitation Fund. All voted yea and the Mayor declared the motion carried…. Recognition of Guests – No Comments or Concerns were voiced The bill list was discussed and Curt Oetjen asked about a bill from Rural King. No action was taken at this time as Khrissy Hollister was pulling the actual bill for review. Motion 5: Oetjen moved and Emery seconded to pay the cleaning bill to E&K Cleaning Service for 15 cleanings at the Community Center in the amount of $1,370.00. Roll call vote: Brinkley, yea; Emery, yea; Gentry, yea; Gooden, abstain; Helfrich, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. Departments/Committees Bud Edwards, Maintenance Superintendent, presented information regarding the bids for security cameras at the parks and community building. There were four bids and the low bid was from Rentek in Energy in the amount of $11,109.44. Motion 6: Emery moved and Liebenrood seconded to award the low bid for security cameras for the parks and community center to Rentek in the amount of $11,109.44. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [To be paid from Sanitation Fund]. Jim Houseworth, Alderman/Ward 1, arrived at 7:12 p.m. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 3 Bud Edwards, Maintenance Superintendent, presented information regarding the bids for roof replacement at the Community Center. Mike Helfrich wrote our specifications for this project. There were four bids and the low bid was from Clover Roofing in the amount of $31,120.00. Motion 7: Emery moved and Oetjen seconded to award the low bid for Cannon Park Community Center Roof to Clover Roofing in the amount of $31,120.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [Funds to be taken from Sanitation Fund]. Bud Edwards explained a request for expansion of the Handicapped Playground at Cannon Park by adding a 10 Spin (part of the original design) as this piece of equipment is on sale for $2,480.00. Khrissy Hollister collected $1,316.87 from the “Little Miss Snowflake Contest” during the last Downtown Christmas. This means the City would have to contribute an additional $1,163.05 to this project. Motion 8: Liebenrood moved and Emery seconded to contribute funds for the purchase of a 10- Spin for the Handicapped Playground at Cannon Park at a cost of $2,480.00 ($1,163.05 from General Corporate Fund and $1,316.87 from Special Projects Account). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Khrissy Hollister received a request from a Benton group that hosts a Dance Club for elderly citizens on Sunday evenings. The group is charging $5.00 per person for the use of the facility and they want to add the Carterville Community Center at a reduced rate. They would like to try this on a trial basis to see if it is beneficial to both the City and the group. The reduced rate would be $80.00 for both sides of the building. Motion 9: Emery moved and Houseworth seconded to rent the Community Center on Sunday evenings to a Dance Club at $80.00 per night for both sides of the building. This is approved on a two month trial basis. All voted yea and the Mayor declared the motion carried. Ron Rains, Fire Chief, asked about the purchase of foam at a cost of $97.00 per 5-gallon container or a total of approximately $800.00. This is used for fuel fires and kept on the brush truck. Motion 10: Gooden moved and Brinkley seconded to purchase 40 gallons of foam for the Fire Department (8 five-gallon containers) at a cost of approximately $800.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Ron Rains, Fire Chief, asked that the City purchase bunker gear for Nicki Baggett, Firefighter II and Paramedic at a cost of approximately $1,600.00. Motion 11: Gooden moved and Emery seconded to purchase bunker gear for a new firefighter- paramedic at a cost of approximately $1,600.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [Tom Gentry asked if there was an inventory kept on this gear and was told that the Chief keeps this inventory on all bunker gear]. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 4 Ralph Graul asked that the Council purchase a car trailer for the Fire Department. This is usually used to haul the Antique Fire Truck and store the July 4th Fireworks. The original trailer was taken by the Street Department and revamped for the recycling program. Motion 12: Emery moved and Gooden seconded to purchase a car trailer for the Fire Department at a cost of approximately $2,600.00 for hauling the antique fire truck and storing fireworks. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [To be paid from the Equipment Emergency Fund]. Ron Rains, Fire Chief, asked that the City sign a MABAS Memorandum of Understanding to allow the Fire Department to house and maintain (regular maintenance) the MABAS 45/68 truck. This is a $135,000.00 truck that is being temporarily housed at our station and can be used by us or for mutual aid for other local communities. MABAS is responsible for any large repairs to the vehicle. This can also be used as a fill station and cascade system. We have made a few minor repairs to the siren and awning. Also, MABA covers the insurance for this vehicle. Motion 13: Oetjen moved and Emery seconded to sign the MABAS Memorandum of Understanding and allow (temporarily) the housing of the 45/68 truck in our station. All voted yea and the Mayor declared the motion carried. Heather Reno, Police Chief, presented information on the police car bids and asked that the City Council approve the purchase of the Ford Explorer at a bid of $26,242.00. The advertisement was for an all-wheel drive car or an SUV and we received three total bids. Motion 14: Brinkley moved and Gooden seconded to accept the bid from Marion Ford Hyundai for the 2015 Ford Explorer (4-door) SUV at a cost of $26,242.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [To be paid from Sanitation Fund]. Ron Modglin, Crawford and Associates, arrived at 7:35 p.m. Heather Reno, Police Chief, asked that the Council purchase a 48-gun safe to house the ammunition, M16 rifles and M4 rifles that were acquired through government surplus. The best price is from Gander Mountain in Marion at a cost of $1,399.99. This is fire rated to 1,200 degrees Fahrenheit. Motion 15: Gooden moved and Brinkley seconded to purchase a Liberty Gun Safe from Gander Mountain at a cost of $1,399.99. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Heather Reno, Police Chief, explained that she received two estimates for shredding of old documents approved for destruction by the State archivist. The low bid is from In-a-Pinch Shredding in Carterville at $0.10 per pound. These documents are currently on pallets at the Police Department. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 5 Motion 16: Emery moved and Gooden seconded to authorize the Police Department to have old documents shredded at In-a-Pinch Shredding at a cost of $0.10 per pound. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Garry Wiggs, Street Superintendent, asked that the Council hold on the finishing mower as he is still soliciting prices. Also, the annual MFT Program is not complete and will be presented at a later date. He did present a request for the installation of power to one of their buildings on Idaho Street at a cost of $789.26. Motion 17: Houseworth moved and Emery seconded to approve the cost for installation of power to the Street Department building on Idaho for $789.26. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Ralph Graul, Codes Enforcement/Building Inspector, reported that he has 46 open building permits and five more in the works. The fireworks for July 4th are ordered. Also, there is a request from Marvin Oetjen, Kamper Supply, for a post-framed building to be used as a warehouse for his business. Motion 18: Houseworth moved and Gentry seconded to approve the construction of a post- framed building on property owned by Marvin Oetjen at Kamper’s Supply. Roll call vote: Brinkley, yea; Emery, yea; Gentry, yea; Gooden, yea; Houseworth, yea; Liebenrood, yea; Oetjen, abstain. The Mayor declared the motion carried. Ralph Graul asked that the Council take action on the three variance hearings that were held at 6:15, 6:30 and 6:45 today for a fence at 1000 Meadowlark Drive, a portable building at the First Christian Church on Virginia, and a fence at 812 S. Division. Motion 19: Gooden moved and Emery seconded to allow a variance to Prema Narayan at 1000 Meadowlark Drive for placement of a 6’ fence on a corner lot. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 20: Emery moved and Gooden seconded to allow a variance to the First Christian Church at 203 Virginia for placement of a storage building on the south side of the church. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 21: Emery moved and Gooden seconded to allow a variance to David E. Clark at 812 S. Division Street for placement of a fence in the corner of the front yard. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Jan Campbell, Chamber of Commerce, announced that the Carterville Community Night at the Miners’ Park was a great success. There are two new members: Crab Orchard Lake Area Ducks Unlimited Chapter and Southern Construction. She thanked the Mayor for speaking at the Chamber Membership Meeting and Luncheon. Jan gave information regarding the upcoming Illinois Main Street and Historic Preservation Conference which will be attended by Lesa Hafford as our City representative. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 6 The Chamber handed out Teacher Appreciation Awards at their annual dinner for teachers. The Chamber is partnering with Walker’s Bluff to have “Carterville Night at the Movies” with collected funds to go to Nubability Chapter for kids who have lost limbs. This event is Friday, June 26 and the movie is “Finding Nemo”. The Chamber is gearing up for their big event of the year “Twilight 5K Glow Run/Walk on September 11th. The Mayor explained that we are waiting for final drawings on the ExteNet ROW project The engineer has been meeting with our staff and their construction group to develop final drawings for our approval. These should be available by the next meeting. The Mayor explained that we have two open positions on the Merit Board due to the resignation of Doug Brinkley and Stan Reno. The Mayor has two individuals who are willing to serve on this Board. He recommends that Doug Williams replace Doug Brinkley whose term expires June 30, 2016 and Kay Doan replace Stan Reno whose term expires June 30, 2017. Motion 22: Gooden moved and Oetjen seconded to confirm the Mayor’s appointment of Doug Williams as a member of the Carterville Merit Board with a term expiration of June 30, 2016. All voted yea and the Mayor declared the motion carried. Motion 23: Brinkley moved and Gooden seconded to confirm the Mayor’s appointment of Kay Doan as a member of the Carterville Merit Board with a term expiration of June 30, 2017. All voted yea and the Mayor declared the motion carried. The Mayor announced that a Subdivision Development Impact Fee is being discussed at Committee level as a way to enhance our growth. Talks are continuing to find ways to facilitate our water and sewer needs for the future. Motion 24: Gooden moved and Gentry seconded to approve Resolution No. R413-15, BUDGET AND REVENUE RESOLUTION AND INCOME STATEMENT OF THE CITY OF CARTERVILLE FOR THE FISCAL YEAR 2015-2016. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor indicated that the 2015-16 Levy Ordinance would be passed in the July meeting. Motion 25: Oetjen moved and Emery seconded to approve Ordinance No. 1376-15, AN ORDINANCE AMENDING PRIOR ORDINANCE NO. 1359-14 AND REVISING AND ESTABLISHING WATER RATES. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 26: Emery moved and Gooden seconded to approve Resolution No. R414-15, COUNCIL RESOLUTION OF SUPPORT FOR THE COMMUNITY DEVELOPMENT ASSISTANCE PROGRAM. All voted yea and the Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 7 The Mayor circulated information regarding the draft of the Dog Nuisance Ordinance for review by the Council. This will be acted on in July 2015. The Mayor indicated that we need a revision of the fence ordinance to allow some latitude for the Building Inspector to use when allowing fence permits. We made a revision to an ordinance that was inadequate and now we are finding that the spirit of the ordinance is not being violated but the letter of the ordinance is so we need to give the Building Inspector some authority to approve. Curt Oetjen gave the Water and Sewer Board report as follows:  There were 208 delinquent accounts in the amount of $31,467.74.  Leak credits were given in the amount of $879.51 and pool credits were $242.67  Water Loss was 962,096 for May  Manholes – Approved contract with Spectra-tech for five manholes to be coated.  UV Disinfection System – Bid opening for equipment installation is June 23, 2015  Special Meeting – June 23, 3015 to approve bid for UV Disinfection System  Bar Screen – Equipment is already purchased  Inflow/Infiltration Plan – Submitted to IEPA  Valley Drive Lift Station – Work will begin next week  Roof at 101 S. Division - Board agreed to reimburse the City $13,461.10 Ron Modglin, Crawford and Associates – Engineering Report  West Grand Avenue – plans were approved in Carbondale and sent to Springfield so we will probably bid this the middle of July.  Subdivision Plat (Venable Addition) – a three-lot subdivision that was approved by the engineer and the Planning/Zoning Committee Motion 27: Emery moved and Gooden seconded to accept the Woodsway Addition subdivision plat for a three-lot subdivision on South Division and Venable Drive. All voted yea and the Mayor declared the motion carried. Motion 28: Houseworth moved and Gooden seconded to schedule a variance hearing for the Cook Construction property at 1300 S. Division Street for Tuesday, July 14, 2015 at 6:45 p.m. All voted yea and the Mayor declared the motion carried. Motion 29: Oetjen moved and Gentry seconded to pay the monthly bills as presented by the City Clerk. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Jerry Hampton asked about the demolition of the house at 409 Barr Street. The Mayor responded that we have been working with this for more than a year and because of some legal missteps it has been transferred to our new attorney and we are undergoing the necessary steps to complete the demo on this house. We hope to have results before the end of the summer. Minutes of the Carterville City Council Tuesday, June 9, 2015 Page 8 REMINDERS: Fireworks on July 4th – Fire Department is sponsoring a Bar-B-Que and Live Music from 6-9 at Cannon Park. Lion’s Club will assist. Downtown Merchants Meeting – Monday, July 13, 2015 at 10:30 a.m. SIMPO Meeting – Monday, July 13, 2015 at 1:00 p.m. Motion 30: Gooden moved and Houseworth seconded to adjourn. All voted yea and the meeting was dismissed at 8:13 p.m. __________________________ Michele A. Edwards, City Clerk Next Ordinance No. 1377-15 ___________________________ Bradley M. Robinson, Mayor Next Resolution No. R415-15