City Council

CITY COUNCIL MINUTES Tuesday, October 10, 2017 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 7:01 p.m. ROLL CALL Bradley M. Robinson Mayor Present Khristina Hollister City Clerk Present Michele A. Edwards Deputy City Clerk Present Mark Carney City Treasurer Present John Allsopp Alderman/Ward 3 Present Doug Brinkley Alderman/Ward 3 Present Bud Edwards Alderman/Ward 1 Present Phyllis Emery Alderman/Ward 4 Present Tom Gentry Alderman/Ward 1 Present Mike Helfrich Alderman/Ward 2 Present Tom Liebenrood Alderman/Ward 4 Present Curtis Oetjen Alderman/Ward 2 Present The Mayor declared a quorum present. Others present were: Garry Wiggs, Public Works Director; Ron Rains, Fire Chief; Heather Reno, Police Chief; Ralph Graul, Building Inspector; Rhett Barke, City Attorney; Marvin Oetjen, Kamper Supply; Janice McConnaughy, HR Specialist; Ronda Robinson, Citizen; Donnie Smoot, Crawford and Associates; Jacob Dozier, Eagle Scout; Marion and Pat Dozier, Grandparents of Jacob Dozier; Bill, Amy and Jolene Dozier, Parents and Sister of Jacob Dozier; Brian Flath, Denise Glennon, Jennie Hagan and Numerous Scouts and Leaders from Troop 77 and Pack 77 (including Kyle and Tracy Lake, Jacob Hulsey, Adam Kilmundy, Bradley Maynor, Joe Frick, Nick Brazzell, Wesley Calvert, Gideon Calvert, Anthony and Anthony Jr. Alegria, Greg and Jeremiah Farlow, and Jennie and Marty Hagan); Harry Treece II, Citizen; Jerry Humble, Citizen; Rod Sievers, Citizen Advisory Member; Retia Watson, Bookkeeper/Secretary; and Emily Hunsaker, The Courier. Motion 1: Oetjen moved and Emery seconded to approve the minutes of the Regular Meeting of September 12, 2017 as presented. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Mark Carney, City Treasurer, presented the September 2017 Treasurer’s Report for approval. Motion 2: Helfrich moved and Emery seconded to approve the September 2017 Treasurer’s Report as presented. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 2 Recognition of Guests: Joe Frick, District Commissioner of BSA, and Larry Sanders, District Chairman of BSA, asked permission to present an award of BSA Metal of Merit to Jacob Dozier. Joe Frick thanked the City Council for allowing him to present this award. Frick called Jacob Dozier and his parents and grandparents. There are four awards given each year for service above the National Court of Honor award based on service well above what is expected of all scouts in their daily lives which impacts other to a high degree. This was approved by the BSA National Court of Honor. On April 19, 2017 Jacob Dozier saved his grandmother from choking by using the Heimlich maneuver. The Heimlich maneuver was one of the lifesaving skills that were taught by his former Scoutmaster, Marty Hagan, who is an EMT with the Carterville Ambulance Service. Jacob Dozier was presented the Boy Scouts of America Metal of Merit. Larry Sanders also applauded Jacob Dozier for saving the life of his grandmother. Mayor Brad Robinson read and presented a Proclamation to Jacob Dozier for his selfless service in saving the life of his grandmother. He indicated that he has known Jacob for many years and is also proud of the fact that one of our Firefighter/EMTs taught him the Heimlich maneuver. Everyone applauded! Motion 3: Emery moved and Liebenrood 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. [Tom Gentry questioned the fuel consumption last month and the City Clerk indicated that the consumption is holding pretty steady and Bud Edwards explained that we have been using the dump trucks excessively during the past two weeks. However, Jerry Evans is able track this much better.) Departments/Committees Cannon Park Concession Stand update. Donnie Smoot indicated that all the blocks are up and the trusses have been delivered and are on-site. The pre-fab roof panels were delivered last week. The pumps and the pits for the sewer are on-site, but the last piece of force main is not constructed. Doug Eubanks has indicated that there were material delays because of the hurricanes. Doug Eubanks estimates that this will be completed by the end of October. Downtown Gazebo – Modern Woodman has made a commitment to donate up to $1,250.00 for landscaping around the Gazebo and an additional donation of $1,000.00. We also have been told we will have a $500.00 for the foundation. Therefore, we need to allocate the $2,250.00 for this purpose. Motion 4: Oetjen moved and Liebenrood seconded to approve payment of the bills for landscaping at the Downtown Gazebo (use donated funds for this purpose). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Ron Rains, Fire Chief, indicated that IPMG, our Worker Compensation insurance carrier, have agreed to contribute $9,000.00 toward the purchase of two (2) new power cots for the ambulance. The cost of each cot is $9,500.00. These are refurbished cots (new cots would be $30,000.00) and would save back injuries for our EMTs. These cots will be fully equipped and have a one (1) year warranty. Liebenrood asked about what will happen to the old cots and Rains indicated that they will not take them as a trade-in and plans to keep them for backup. Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 3 Motion 5: Oetjen moved and Emery seconded to approve the purchase of two power cots for the ambulances at a cost of $19,000.00 (pending approval of $9,000.00 donation from IPMG). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Ron Rains, Fire Chief, gave the monthly report for the Fire Department:  Fire calls to date: 133  Ambulance calls to date: 775  CFD will participate in the Honor Flight on October 21, 2017. We will provide 903 for the use of the light tower.  CFD will participate in the 2017 Veteran’s Day Celebration with Aerial 902 and Flag  CFD will have Fire Prevention this year at Tri-C on October 16-19  CFD will be present on November 10, 2017 at Home Renu at 209 W. Commercial with 902 and our flag. They will be honoring First Responders from 11:00 a.m. to 1:00 p.m.  Approximately 15 students from the Methodist Church after school program took a tour of the Fire Department on October 5, 2017. Police Department Heather Reno, Police Chief, asked that Nicholas Fellner be confirmed as an Auxiliary Police Officer. Motion 6: Emery moved and Brinkley seconded to confirm the Mayor’s appointment of Nicholas Fellner as Auxiliary Officer for the Carterville Police Department. All voted yea and the Mayor declared the motion carried. The False Alarm Ordinance was presented and discussed. The Police Department has responded to 102 false alarms in the past six months. We have three businesses that are the worst offenders and the Chief has asked that we consider an ordinance assigning fines for excessive false alarm calls. The ordinance also allows for officer discretion if the alarm is set off by a weather event. Rhett Barke explained that there were two corrections to the draft ordinance in the packets. The City Clerk explained that she has the corrected ordinance. Most of the false alarms that are being received are because of human error and this new ordinance would provide for fines up to $1,000.00. This ordinance will allow four (4) false alarms and then a letter will be sent to the business indicating a fine will be assessed for any future false alarms. Any revenue from this ordinance will be deposited into General Corporate Fund. Motion 7: Brinkley moved and Edwards seconded to approve Ordinance No. 1426-17, AN ORDINANCE ESTABLISHING THE ASSESSMENT OF AN ADMINISTRATIVE FEE AND PENALTY FOR FALSE ALARMS TO THE POLICE DEPARTMENT. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Heather Reno, Police Chief, gave the monthly report:  There were 236 Officer Calls for Service in September (case number generated)  Officers provided assistance to other departments 36 times in September  Codes Enforcement generated 30 cases  Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 4  Training – Report Writing, Use of Force, Search and Seizure update and review, CPR  Homecoming Parade – Police Coverage at parade Ron Rains introduced Marty Hagan, the Scoutmaster who trained Jacob Dozier. Street and Maintenance Department Garry Wiggs, Public Works Director, asked for the rental of heavy equipment for $800.00 for cleanup at the dump property. Motion 8: Helfrich moved and Allsopp seconded to approve the rental of a dozer for use at the dump site for cleanup at a cost of $800.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Garry Wiggs presented information for an ordinance authorizing the placement of stop signs at Rebekah Drive/Arbor Drive and at Rebekah Drive/David Livingston Drive. Motion 9: Liebenrood moved and Emery seconded to approve ORDINANCE NO. 1427-17, AN ORDINANCE TO AMEND STREET REGULATIONS OF THE MUNICIPAL CODE OF THE CITY GOVERNING STOP INTERSECTIONS IN THE CITY OF CARTERVILLE, ILLINOIS (Rebekah Drive and Arbor Drive; Rebekah Drive and David Livingston Drive). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Curt Oetjen asked what the progress was on the cleaning of the ditch near the Gary McGee development. Garry Wiggs indicated that he has a letter that is ready to distribute to the homeowners and he has a contractor who is ready to complete this job. The Mayor stated that funds are already allocated for this project. Garry Wiggs indicated that there is no current needs for the Cemetery Department. Ralph Graul, Building Inspector, distributed his monthly report showing a total of thirty active permits. He presented two requests for variances. The Mayor stated that the City Clerk and Deputy City Clerk will be out of town on November 14 completing mandatory Pension Board training. We need to change the date of the regular meeting in November to either Monday or Wednesday. Council agreed on Monday, November 13, 2017. Motion 10: Oetjen moved and Liebenrood seconded to schedule the following variance hearings: Mr. and Mrs. Zack Schimpf, 5545 Sycamore Road Monday, November 13, 2017 at 6:30 p.m. (Construction of an Agricultural Building and Livestock) Ray Dodson, 1116 N. Division Street Monday, November 13, 2017 at 6:45 p.m. (Chickens, Ducks, Turkeys and Geese on property) All voted yea and the Mayor declared the motion carried. The Mayor presented the Chamber of Commerce report in the absence of Harriet Mize.  New Chamber Members: Carbondale Fazoli’s and Williamson County eLaunch  Matt Barnstable won the $100 prize for best decorated home for the 5K  Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 5  Carterville Pumpkin Path – October 31, 2017  Ribbon Cutting at S.W.A.G. at 1615 Landings Drive  Dog Park Ribbon Cutting – Wednesday, November 1, 2017 at 4:00 p.m.  General Membership Meeting – Wednesday, November 1 at 12:00 noon The Mayor presented information on the Southern Recycling Program. Progress Port is our partner for this service. They take their recycling to Carbondale and there have been some restrictions placed on them that will not allow anything but #1 or #2 plastics. The #3 thru #7 plastics can no longer be accepted by Progress Port because it causes them to pay money if they try to leave these at Southern Recycling. Progress Port is asking that our staff sort plastics so that they do not have to pay. Therefore, the City Council needs to make some decisions regarding our relationship with Progress Port. The City Clerk prepared a letter to our current subscribers asking that they sort plastics and the Mayor asked the Council if this letter should be mailed so we can try to continue this relationship. Tom Gentry indicated that we should discontinue the program if it is not effective, and questioned the use of clear plastic bags. The Mayor indicated that we sell these bags at cost for recycle customers. There were comments from the audience that we should try to stay with Progress Port because of the jobs it provides for disabled adults. Alderman Oetjen indicated that we should at least give our recycling customers a chance to comply with this change. Motion 11: Brinkley moved and Emery seconded to approve the continuation of the Recycling Program and to approve the mailing of an informational letter to recycling customers indicated that certain plastics will no longer be accepted at Progress Port (we will revisit this issue in January to see if we are compliant). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 12: Liebenrood moved and Brinkley seconded to utilize our emergency service personnel for the November 11, 2017 Veteran’s Memorial Ceremony and allow the closure of the street. All voted yea and the Mayor declared the motion carried. Motion 13: Brinkley moved and Oetjen seconded to authorize the payment of the $375.00 2018 Membership Dues to the Illinois Fire & Police Commissioners Association. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor introduced the Williamson County Animal Control Contract. The fees are based on $2.10 per capita for a total of $11,541.60. Alderman Oetjen asked if we know how many calls are made to Animal Control each year. The Mayor did not have an answer and Chief Reno knew about only those that were made through the Police Department. We would have to call Williamson County to get a number. Brinkley stated that he tried to get them to pick up a cat and was told that they only handle dogs. Oetjen asked if there were any other options and the Mayor indicated that we have used other options in the past that were unsuccessful. Edwards indicated we have used facilities in other communities in the past because we do not have any place to store animals when they are caught. Oetjen stated that he has had several complaints that they do not respond when called. Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 6 Motion 14: Emery moved and Allsopp seconded to authorize the payment of our annual contract with the Williamson County Animal Control in the amount of $11,541.60. Roll call vote: Allsopp, yea; Brinkley, yea; Edwards, no; Emery, yea; Gentry, yea; Helfrich, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. The Mayor indicated that the GOV 311 smart phone application annual service fee is now due in the amount of $1,000.00 and the Water and Sewer Board has indicated that they will pay half of this invoice. The service has provided a venue for reporting issues from citizens. The Mayor indicated that we would advertise for a sponsor in January as First Southern has sponsored us since February 2017. Motion 15: Brinkley moved and Oetjen seconded to authorize payment of half of the Gov-311 Annual service fee in the amount of $500.00. A roll call vote was taken and all present voted yea. The Mayor declared the motion carried. Motion 16: Edwards moved and Allsopp seconded to approve payment of the 2018 Annual Membership Renewal for the Southern Illinois Mayors Association in the amount of $150.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Garry Wiggs indicated that the demolition is almost complete on the 114 S. Division building and the contractor has done an excellent job. The Mayor opened a discussion of the Gerlock property purchase at 111-113 S. Division. This purchase was taken from General Corporate Fund and there was a discussion about reimbursement from Economic Development. This will be discussed again in November. Curt Oetjen gave the Water and Sewer Board report as follows:  There were 131 delinquent accounts in the amount of $9,212.19  Water loss: The September loss was 1.8 million gallons (13% loss)  The Ground Storage and Elevated Tank repairs are complete and payment in the amount of $126,539.90 was approved for payment ($6,800.00 Elevated Tank and $110,739.90 Ground Storage)  IEPA Permit for Water Improvements – Application Filed  Polymer Pump at Sewer Plant – Approved this purchase for $1,600.00  Leak and Pool Credits – 5 Leak Credits for $922.02 and 2 Pool Credits for $91.16  NPDES Permit Renewal – approved for sewer plant $1,000.00  Truck Bids – Rejected all bids and will rebid.  Rend Lake Transmission Line – Garry Wiggs indicated this work has begun Motion 17: Helfrich moved and Allsopp seconded to pass Ordinance No. 1428-17, AN ORDINANCE TO AMEND STREET REGULATIONS CODE OF THE CITY OF GOVERNING SPEED LIMITS IN THE CITY OF CARTERVILLE, ILLINOIS (East Grand Avenue from Hafer Road to Bird Street). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 18: Oetjen moved and Brinkley seconded to pass Ordinance No. 1429-17, AN ORDINANCE TO AMEND STREET REGULATIONS OF THE MUNICIPAL CODE OF THE CITY GOVERNING SPEED LIMITS IN THE CITY OF CARTERVILLE, ILLINOIS (Municipal Drive). A roll call vote was taken, and all present voted. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 7 Motion 19: Oetjen moved and Liebenrood seconded to pass Resolution No. R430-17, RESOLUTION OF SUPPORT AND COMMITMENT OF FUNDS for the STATE OF ILLINOIS COMMUNITY DEVELOPMENT BLOCK GRANT for Water System Improvements. All voted yea and the Mayor declared the motion carried. Donnie Smoot, Crawford and Associates, presented a bill in the amount of $750.00 for survey engineering on the Gentry land swap. Motion 20: Oetjen moved and Emery seconded to approve payment of the bill in the amount of $750.00 for the engineering work completed on the land swap with Gentry. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 21: Helfrich moved and Emery seconded to approve payment of the bill for Preliminary Engineering on the MFT Annual Maintenance Program to Crawford and Associates in the amount of $2,816.00 [MFT Funds]. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Donnie Smoot presented information and invoices on the West Grand Avenue Phase II Improvements. He indicated that the project is substantially complete and they are working on the punch list right now. Motion 22: Oetjen moved and Emery seconded to approve payment for resident engineering on the West Grand Phase II Improvements in the amount of $10,753.00 to Crawford and Associates. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 23: Emery moved and Helfrich seconded to approve payment of the bill for engineering in the amount of $2,522.00 to Holcomb Engineering (inspection/testing) on the West Grand Phase II Improvements. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 24: Oetjen moved and Helfrich seconded to approve payment to I.D.O.T. for the 20% City portion (Pay Estimates 3 & 4) of the West Grand Phase II Project from Motor Fuel Tax Funds in the amount of $99,937.24. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Donnie Smoot indicated that Doug Eubanks is past his contract time on the Cannon Park Concession Stand and we can penalize him. The Mayor indicated that we are not interested in penalizing him as long as he gets it done right. The roof materials are on order and the soffit work will match the roof color. Motion 25: Oetjen moved and Helfrich seconded to approve payment to Crawford and Associates for the engineering inspection bill for the Cannon Park Concession Stand in the amount of 3,000.00 [to be paid from Park Fund]. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, October 10, 2017 Page 8 Motion 26: Helfrich moved and Emery seconded approve payment to Doug Eubanks Construction in the amount of $47,272.00 for Pay Estimate No. 3 for the Cannon Park Concession Stand (65% complete). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Tom Gentry asked how many more inspections we are going to have on this concession stand and Donnie Smoot indicated they are still under the estimate that was approved. Donnie also explained that there have been some problems with coordination between the contractor and his sub-contractors. The Mayor mentioned the following reminders:  Haunted Hayride – James Street Park – October 26-28  Lion’s Club Pancake Breakfast – October 14 – 7:00 – 11:00 a.m.  Pumpkin Path – Tuesday, October 31, 2017  Mystery Dinner Theater – November 9th – Community Center  Veteran’s Day Ceremony – 11/11-17 at 11:00 a.m. at Veteran’s Memorial Motion 27: Helfrich moved and Allsopp seconded to adjourn. All voted yea and the meeting was dismissed at 8:39 p.m. ____________________________ Khristina D. Hollister, City Clerk Next Ordinance No. 1430-17 ____________________________ Bradley M. Robinson, Mayor Next Resolution No. R431-17