City Council

CITY COUNCIL MINUTES Tuesday, September 13, 2016 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 Doug Brinkley Alderman/Ward 3 Present Phyllis Emery Alderman/Ward 4 Present Tom Gentry Alderman/Ward 1 Present John Gooden Alderman/Ward 3 Present Mike Helfrich Alderman/Ward 2 Present James Houseworth Alderman/Ward 1 Present Tom Liebenrood Alderman/Ward 4 Present Curtis Oetjen Alderman/Ward 2 Present The Mayor declared a quorum present. Others present were: Garry Wiggs, Street Superintendent; Ron Rains, Fire Chief; Ralph Graul, Building Inspector; John Crawford, Crawford and Associates (7:23 p.m.); John Frost; Marvin Oetjen, Kamper Supply; Gary Kesler, Street Department Foreman; Bud Edwards, Parks and Cemetery Departments; Heather Reno, Police Chief; Dylan Pyron and members of his family, Police Officer Appointee; Keith Stiff, Deputy Chief Police Department; Melvin Hall, Citizen; Rod Sievers, Citizen Advisory Committee Member; Attorney Rhett Barke; Cliff McCalla, Codes Enforcement Officer; Harry Treece II, Citizen; Ronda Robinson; T.J. Fricke, Business Owner; Rich and Janie Davis, Doug and Linda Williams, Kyle Anderson, and Valerie Bethel, member of the Illinois Realtors; Karl Metzger, Herrin; Gary Cooper, Zoning/Planning Commission; Dan and Jennifer Gauthwan; Shannon Johnson, Williamson County Tourism; Janice McConnaughy, HR Specialist; Marilyn Halstead, Southern Illinoisan; William Bateman, The Courier; and Jan Campbell, Chamber of Commerce. Motion 1: Oetjen moved and Emery seconded to approve the minutes of the August 9, 2016 regular Council Meeting, as well as the August 19, 2016 Special Meeting as presented. All voted yea and the Mayor declared the motion carried. Mark Carney, City Treasurer, presented the August 2016 Treasurer’s Report. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 2 Motion 2: Helfrich moved and Gentry seconded to approve the August 2016 Treasurer’s Report as presented. A roll call vote was taken, and all present voted yea, and the Mayor declared the motion carried. Recognition of Guests: There were no guests, comments or concerns. The Mayor introduced Kyle Anderson, Government Affairs Representative, National Association of Realtors, Illinois Department of Realtors and the Egyptian Board of Realtors. Mr. Anderson presented a $15,000.00 check for a Promote Southern Illinois Quality of Life Grant from the Illinois Board of Realtors to be used to complete a study on traffic problems at the Greenbriar Road/West Grand Avenue intersection. This will cover the cost of preliminary engineering evaluation, public hearings, etc. The large check was presented to the Mayor and a picture was taken. The Mayor thanked the group. Motion 3: Emery moved and Gooden 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. Motion 4: Emery moved and Gentry seconded to pay the cleaning bill to E & K Cleaning Service for 14 cleanings at the Community Center in the amount of $1,600.00. Roll call vote: Brinkley, yea; Emery, yea; Gentry, yea; Gooden, abstain; Helfrich, yea; Houseworth, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. Departments/Committees Parks Department: The Mayor, presented three requests for a fee waivers for the Community Center. 1. A Senior Dance Group, led by Debbie Durst, has been using the facility one Monday per month and have requested to add an additional Monday per month. They have been collecting money at each event and then presenting the proceeds to the Carterville Food Pantry monthly and plan to continue to do so. 2. The Carterville Junior High Tackle Football Program would like to host a benefit spaghetti dinner. All proceeds will be used to purchase new equipment, pay officials, and cover training fees. The event will take place on September 29th. 3. A committee would like to host a fundraiser to benefit the family of Bill Lantagne, who was recently injured in a Jet Ski accident. The event will take place on Sunday, October 2nd. Motion 5: Emery moved and Liebenrood seconded to allow the free use of the Community Center two Monday’s per month beginning in September. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 6: Liebenrood moved and Emery seconded to allow the free use of the Community Center on September 29, 2016 for a fundraiser for the Carterville Junior High Tackle Football Program. All voted yea and the Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 3 Motion 7: Emery moved and Liebenrood seconded to allow free use of the Community Center on October 2, 2016 or a fish fry fundraiser for the family of Bill Lantagne. All voted yea and the Mayor declared the motion carried. Ron Rains, Fire Chief, explained that they are in the process of organizing a Golf Scramble and would like the City make a donation in the amount of $500.00 to cover the cost of a team and hole sponsor. Proceeds will be used to purchase a new dive boat. Motion 8: Brinkley moved and Gooden seconded to make a $500.00 donation for a team in the Fire Department Golf Scramble and hole sponsor at the event scheduled for Friday, September 16th . A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. John Crawford arrived at 7:23 p.m. Heather Reno, Police Chief, asked the Council to purchase ten (10) Tasers from Taser International at a cost of $13,069.96. We could purchase these at $2,640.00 per year for five years. They will be trading in two broken Tasers. There is pending legislation that any officer who carries a weapon must also carry a Taser. Motion 9: Brinkley moved and Gooden seconded to purchase ten (10) Tasers from Taser International at a cost of $2,640.00 per year (total cost $13,069.96) from the Equipment Fund. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Heather Reno introduced Dylan Pyron and asked that the Council approve his appointment as Police Office. He has met all of the requirements for the position. Motion 10: Gooden moved and Brinkley seconded to confirm the Mayor’s appointment of Dylan Pyron as a Full-Time Police Officer for the Carterville Police Department. All voted yea and the Mayor declared the motion carried. Michele Edwards, City Clerk, administered the Oath of Office to Dylan Pyron, Pyron signed his oath, it was witnessed by the Clerk and pictures were taken Garry Wiggs, Street Department, indicated that we will be interviewing seven applicants on Thursday night and will make recommendations at the next meeting for the hire of a laborer. Garry Wiggs indicated that his department will be installing a crosswalk at the intersection of School Street and North Division Street for the middle school. The Mayor asked that the Committee make a recommendation to proceed with this project at approximately $4,000.00. Motion 11: Houseworth moved and Gentry seconded to proceed with the installation of a crosswalk at the intersection of School Street and North Division Street at an approximate cost of $4,000.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 4 Ralph Graul, Building Inspector, distributed his monthly report and presented a request from K & S Pools for the construction of a 50 X 100 post frame building for storage at 209 W. Commercial Drive, Suite A. This construction meets all zoning regulations. Motion 12: Oetjen moved and Helfrich seconded to approve the construction of a post frame building at 209 W. Commercial, Suite A for K & S Pools. All voted yea and the Mayor declared the motion carried. Ralph Graul presented a request from Ronda and Mike Robinson for a variance for a carport on their property. Motion 13: Oetjen moved and Emery seconded to schedule a variance hearing for construction of a carport on property owned by Ronda and Mike Robinson on Tuesday, October 11, 2016 at 6:45 p.m. All voted yea and the Mayor declared the motion carried. Jan Campbell, Executive Director of Chamber of Commerce, gave the monthly Chamber report. The 5th Annual Twilight 5K Run/Walk was a success with 414 Runners/Walkers and 93 kids in the Fun Run. The Chamber Ambassador Committee will meet on Thursday, September 15th to celebrate Illinois Chamber Week. Our Chamber will be hosting a Regional Chamber Luncheon on September 20th. And will be participating in the 2016-17 Regional Chambers “Shop Southern Illinois” campaign. This was Jan Campbell’s last monthly report as she will retire on October 1, 2016. She thanked the Council for their continued cooperation and indicated she would help our community in any way she can. Motion 14: Gooden moved and Emery seconded to approve the annual ad in the Lionite yearbook in the amount of $500.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Shannon Johnson, Williamson County Tourism CEO, presented information regarding tourism in Southern Illinois. In 2015 we received $133,000,000.00 in tourism dollars which is up 4% from the 2014 figures. There are 102 counties in Illinois. Even though Carterville does not have a large lodging area there are receipts from gasoline, food, etc. and Williamson County has experienced an estimated $2,900,000.00 in proceeds or a 7.2% increase in 2015. Johnson also presented information on the Solar Eclipse that will happen in our area on August 17, 2017 and will last approximately 2 ½ minutes of total darkness. The volume of people who are planning to migrate to Williamson County for this event is huge. We have not had an event of this magnitude in the past and we need to market Williamson County. This is a major event, NASA will be coming and there will be many other people. There will be 40,000 visitor guides published by Williamson County Tourism to be distributed outside our area. Johnson stated that we all need to be prepared for the influx of people. Several communities have been making plans to open their parks and open areas to accommodate and entertain these visitors. Alderman James Houseworth commended T. J. and Jeremy Fricke for their restoration of the buildings on North Division. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 5 Motion 15: Oetjen moved and Gooden seconded to sponsor the John A. Logan College Hunting and Fishing Days in the amount of $250.00 and to donate the cost an ambulance and personnel for this event. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 16: Emery moved and Oetjen seconded to purchase an ad in the “Spotlight on Carterville” section of the Southern Illinoisan at a cost of $165.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained that the codification of ordinances is complete and we have copies available to review. The only component that has not been updated is the zoning because, by law, it will require revamping the whole code and scheduling public hearings before the final ordinance can be approved by the Council and the Zoning/Planning Commission. We would like to have these books reviewed so that we can put this on the October agenda for approval. Motion 17: Emery moved and Gooden seconded to approve a donation of $500.00 for the Carterville Community Thanksgiving Dinner at the Community Center (approximately 250 people are fed on Thanksgiving Day free of charge). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Jan Campbell reminded the Mayor that we need verification that the Pumpkin Path can be held on Monday, October 31, 2016 so that we have permission to close Division Street downtown. Motion 18: Emery moved and Gooden seconded to authorize the road closing for the Pumpkin Path on Monday, October 31, 2016 as requested by the Chamber of Commerce. All voted yea and the Mayor declared the motion carried. [Trick-or-Treat hours are 6:00 to 9:00 p.m.] The Mayor explained that we have had a number of issues with our internet and have contacted a new technology company to help us with these problems. Mayer Network has estimated that we need to upgrade our internet to make it more stable. We need three firewalls for security and an enterprise WIFI system at a cost of $1,468.48. This will move us from residential grade equipment to commercial grade equipment and will provide security to our system. Motion 19: Liebenrood moved and Emery seconded to approve the purchase of three firewalls and an enterprise WIFI system for our server at a cost of $1,468.48 as proposed by Mayer Networks. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained that we have a proposal for technical support from Mayer Networks from Carbondale. This is a one-year contract at $1,945.00 per month for complete, all inclusive, coverage. This includes system management, security, anti-virus, website hosting (including changes in accessibility and training), and 24/7 coverage for our equipment. Mayer has evaluated our system and found that we do not have protection and there is no backup system on our servers. The technician that has been assigned to our account lives in Carterville. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 6 Motion 20: Oetjen moved and Helfrich seconded to approve the one-year contract for technical support with Mayer Networks in the amount of $1,945.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained that we have a roof problem in the back of the Water Office and City Hall. Baine Roofing has given us an estimate for an estimate. The total estimate includes resetting the termination bars on the roof, repairing the tear on the parapet wall, cleaning the rubber roof, new flashing material, patch work, repairing the gutter, installing flashing above the canopy, removing the damaged outlet on the Water Department side, installing a new downspout, metal flashing over the brick mortar, sealing, new fastener strips, new cured flashing materials and total length of stripping (410 ft.). The total estimate is $7,437.75. The Mayor suggested that the City and Water Department share in the cost of these repairs. Motion 21: Gentry moved and Emery seconded to approve half the cost of roof repairs by Baine Roofing in the amount of $3,718.75 (total cost of $7437.75). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained that tuck pointing of the City Hall buildings was discussed in committee meetings and Garry Wiggs is soliciting prices for this work before we repaint the awning or do anything else cosmetic to the building. The majority of the tuck pointing is needed on the north wall of the building. The FUTIVO ROW agreement has been reviewed by our attorney and was resubmitted to FUTIVO for review and approval. We have not heard from them since it was returned to them. The Finance, Operations and Economic Development Committee has discussed several times the possibility of a Gaming Ordinance. It was decided that this possibility should be open to the public for comment before we finalize an ordinance. The attorney has drafted an ordinance but it is incomplete at this point because we need to solidify it with some components of our liquor ordinance. The Council members indicated that they would like to review the draft ordinance before scheduling a public hearing. The Mayor indicated that he has been gathering information regarding guidelines for the Downtown Renovation Loan Program. The information from prior documentation can be developed into a guidelines document. We have additional applications from Irons in the Fire for the next committee meetings. The Mayor asked Attorney Rhett Barke about progress on dilapidated properties. Rhett indicated that he is still trying to serve paperwork for the Barr Street/Missouri property. The Mayor asked Rhett is there are any statutory limits or guidelines regarding the number of liens that accumulate before the City can foreclose on a property. There is no limit but the City needs to weigh its options with regard to foreclosure (is the property worth the cost of foreclosure). Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 7 Motion 22: Houseworth moved and Gooden seconded to pass Ordinance No. 1409-16, AN ORDINANCE TO CHANGE THE STREET NAME FROM COMMERCE DRIVE TO MUNICIPAL DRIVE IN THE CITY OF CARTERVILLE, ILLINOIS. All voted yea and the Mayor declared the motion carried. Motion 23: Oetjen moved and Emery seconded to pass Ordinance No. 1408-16, AN ORDINANCE TO CREATE CHAPTER 36, ARTICLE X, TITLED “HOTEL OR ROOM TAX” IN THE CITY OF CARTERVILLE, ILLINOIS (5% Tax). All voted yea and the Mayor declared the motion carried. Curt Oetjen gave the Water and Sewer Board report as follows:  There were 165 delinquent accounts in the amount of $11,526.99  Water loss: August loss of 2.1 millions gallons  The Board is working with EMCOR to solicit price information (RFP) for electronic meters  We had three leaks last month  Fire hydrants are being painted by summer help and the Boy Scouts  The Board approved rebuilding the effluent pump station at a cost of $35,000.00  The Board approved advertising for bids on the Texas/Willow sewerline repair  Leak credits were given in the amount of $1,222.78 and pool credits were $138.08  West Grand waterline relocation and Downtown waterline should begin work this week. Engineering Report – John Crawford John Crawford gave a brief update of West Grand Phase I. The project is ready for final inspection. West Grand Phase II bid did not include flagmen and it was assumed that the road would be closed. Crawford has contacted Sierra Bravo about the cost of adding flagmen to the contract or the cost of delaying the start time to avoid school traffic (start time of 8:30 a.m. and run a full 8-hour shift). Crawford has not received a response. The State has awarded the contract and Sierra Bravo is pulling together materials. Dean Bush Construction has the contract for the waterline relocation. The Oil and Chip Program should be completed next week. Motion 24: Houseworth moved and Emery seconded to approve payment of the bill to Crawford and Associates in the amount of $3,588.00 for the engineering on the oil and chip program, Section 16-00000-00-GM. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor mentioned the following reminders:  Downtown Merchants Committee – Monday, October 10, 2016 at 10:30 a.m.  SIMPO Committee – Monday, October 10, 2016 at 1:00 p.m. Minutes of the Carterville City Council Tuesday, September 13, 2016 Page 8  The DEN’s 5K for Homeless Veterans – October 15, 2016 at 7:30 p.m. This event needs to be discussed with the Police Department because there were some problems with safety last year. We will revisit this event at a later meeting. Motion 25: Gooden moved and Emery seconded to adjourn. All voted yea and the meeting was dismissed at 8:28 p.m. ________________________ Michele A. Edwards, City Clerk Next Ordinance No. 1410-16 ___________________________ Bradley M. Robinson, Mayor Next Resolution No. R423-16