City Council

CITY COUNCIL MINUTES Tuesday, November 13, 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 7:07 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; Garry Wiggs, Public Works Director; Ralph Graul, Building Inspector; Rhett Barke, City Attorney; Marvin Oetjen, Kamper Supply; Janice McConnaughy, HR Specialist; Ronda Robinson, Citizen; Donnie Smoot, Crawford and Associates; Keith Liddell, Unit #5 Superintendent; Jennie Hagan; Harriet Mize, Chamber of Commerce; Retia Watson, Bookkeeper/Secretary; and Marilyn Halstead, The Southern. Motion 1: Emery moved and Gentry seconded to approve the minutes of the Regular Meeting of October 10, 2017 as presented. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 2: Oetjen moved and Liebenrood seconded to approve the minutes of the Variance Hearing for Mann and the Alley Vacation Hearing for Gooden 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 October 2017 Treasurer’s Report for approval. Motion 3: Emery moved and Helfrich seconded to approve the October 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, November 13, 2017 Page 2 Recognition of Guests: Keith Liddell, Unit #5 Superintendent, attended the meeting to say thanks to the Mayor and City Council for their support of the Unit #5 School System. It is important that the school system and the communities work together. Liddell stated that his door is always open and we know that the City of Carterville supports the school system. Motion 4: 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. [Curt Oetjen explained that there are duplicate invoices on the list from Borowiak’s iGA.) Departments/Committees Cannon Park and James Street Park The Mayor explained a request from the Ministerial Alliance for the use of the Community Center for the Annual Thanksgiving Dinner on Thursday, November 23, 2017. Motion 5: Gentry moved and Emery seconded to approve a fee waiver for Cannon Park Community Center for the Ministerial Alliance Annual Thanksgiving Dinner on November 23, 2017. All voted yea and the Mayor declared the motion carried. The Park Committee is recommending approval of the use of the Cannon Park walking path for the Warriors of Hope Walk in September 18, 2018. Motion 6: Emery moved and Allsopp seconded to approve the use of the Cannon Park walking path for the Warriors of Hope Walk in September 18, 2018. All voted yea and the Mayor declared the motion carried. The Eagle Scout Project that was listed on the agenda is being tabled as we have nothing new to report regarding the changes he has made to this project. Garry Wiggs gave an update on the construction of the Gazebo behind the Veteran’s Memorial. He will be pouring concrete tomorrow. This was delayed because of the Veteran’s Ceremony on 11/11. Fire Department Ron Rains, Fire Chief, explained the written report that he circulated to the aldermen. He explained that he was approached by Channel 3 News about two weeks ago regarding partnering with them on a program called “Stop the Bleed Campaign”. This class will be offered at the Fire Station in the conference room. Channel 3 will help promote the class. This is a national program from Homeland Security and the American College of Surgeons. The Mayor explained that he is an instructor for this class and it will be open to the public. The request is that we permit the use of our facilities for this class. Also, Rains asked about the purchase of “Stop the Bleed” kits. Motion 7: Emery moved and Allsopp seconded to authorize the use of the Fire Department facilities for the “Stop the Bleed Campaign” class (partnering with Channel 3). All voted yea and the Mayor declared the motion carried.. Minutes of the Carterville City Council Tuesday, November 13, 2017 Page 3 Ron Rains explained that on October 18 and 19 the department completed the Annual Fire Prevention Training for Pre-K through 3rd Grade at the Tri-C Grade School, and used Herrin’s smoke trailer at no cost to the City. Firemen visited each class room and gave outdoor demonstrations. There were a total of 848 students in two days. Also, the Fire Department has begun school inspections at Carterville Regional schools as recommended by the State Fire Marshall. All inspection recommendations go to the Superintendent of Schools. Ron Rains also displayed a plaque thanking the department for their participation in the John A. Logan Hunting and Fishing Days event. Police Department Heather Reno, Police Chief, gave the monthly report:  There were 232 Officer Calls for Service in October (case number generated)  Officers provided assistance to other departments 60 times in October  Code Enforcement generated 53 calls  Opioid Overdoes Response – attended by all officers  Officers attended Kids, Courts and School Sessions  Officers attended Sudden Death Training  Officer attended Child Passenger Training Class  Chief attended Weathering the Storm Conference Street and Maintenance Department Garry Wiggs, Public Works Director, asked that the City consider purchasing a new zero-turn mower for the Street Department because of the addition of highway right-of-ways that must be mowed. The Parks Department uses the existing mowers daily during the summer and it is difficult to get the use of these mowers. Wiggs would like to get information about cost and present this to the Council at a future meeting before spring. Wiggs also asked that the 1969 GMC Brush Truck be declared surplus property so that it can be sold by bid. This truck is currently being used by the Maintenance Department and is in need of some engine work so he is recommending that this be replaced. Motion 8: Liebenrood moved and Gentry seconded to declare the 1969 GMC Brush Truck and allow disposal by sealed bids. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [There will be a minimum bid established for this vehicle]. Garry Wiggs explained that Jerry Evans has located a used Dodge 3500 Dual Wheel fleet truck with maintenance boxes and inverter in Fairfield at a cost of $14,990.00 and is recommending that we purchase this vehicle. Tom Gentry asked that we delay this purchase until the committee can negotiate this price and several members of the Council indicated that we have already lost two used vehicles because of delays. . Motion 9: Liebenrood moved and Helfrich seconded to approve up to $14,990.00 for the purchase of a new maintenance vehicle (this price should be negotiated by Jerry Evans to see if we can get a reduction). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried [to be paid from the Sanitation Fund]. Minutes of the Carterville City Council Tuesday, November 13, 2017 Page 4 The Recycling Program was discussed. Garry Wiggs indicated that individuals are not separating their plastics as requested. Khristina Hollister indicated that several individuals cancelled after they received the letter regarding this program. Last month the Council agreed to wait until the end of the year. No further action was taken. Ralph Graul explained his monthly report to the Council and asked about action on the variance hearings that were held this evening. The Mayor indicated that the Zoning/Planning Commission has not taken action on these two variances so we will have to have a Special Meeting to take action on these variance. Ralph Graul, Building Permits, explained a request from John A Logan College for construction of a 24’ X 24’ post frame building on campus to be used as storage facility for their furnace equipment. Motion 10: Oetjen moved and Brinkley seconded to approve the post frame request for John A. Logan College for construction of a 24’ X 24’ storage facility. All voted yea and the Mayor declared the motion carried. Harriet Mize thanked the City Council and employees for their management of the Community Center. Harriet rented the Community Center for her daughter’s wedding reception. Harriet presented the Chamber of Commerce report:  New Chamber Members: Clearwave Communications and Farmer’s State Bank  Pumpkin Path – 55 Businesses handed out candy this year.  Business Spotlight – The Poshard Foundation; Carterville Police Department; Crown Brew Coffee; and the Carterville Community Center  Ribbon Cutting – Carterville Bark Park 11-15-17 at 4:00 p.m.  Christmas in Carterville – Chamber will sponsor the Visit with Santa  Next General Membership Meeting – Wednesday, December 6th at 12 Noon The Mayor introduced a request from the Carterville Fire Pension Board for release of the funds that are being held for Fire Department personnel (Jeff Stuck, Dennis Brown and Jason Sheraden) to cover the cost of the difference in IMRF and the Downstate Pension Fund. The initial arrangement was that these funds would be held in the fund until retirement. The three employees affected by this are in the process of arranging for their retirement. This amount is $70,945.69. Motion 11: Oetjen moved and Brinkley seconded to table the transfer of funds to the Fire Pension Fund for further information. Roll call: Allsopp, yea; Brinkley, yea; Edwards, no; Emery, no; Gentry, no; Helfrich, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. The Mayor introduced the High School Lionite Yearbook Ad request. The Finance Committee recommended that we purchase a $300.00 ad for the yearbook. Motion 12: Oetjen moved and Helfrich seconded to purchase a $300.00 ad in The Lionite Yearbook. Roll call: Allsopp, yea; Brinkley, yea; Edwards, yea; Emery, no; Gentry, yea; Helfrich, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, November 13, 2017 Page 5 Curt Oetjen gave the Water and Sewer Board report as follows:  There were 296 delinquent accounts in the amount of $26,629.38 on November 2 and this list has been reduced to less than 100 as of yesterday. There were 56 customers cut off on October 10.  Water Loss: We sold 12,244,400 in October (Rend Lake bill was not available)  The Hydrant at Prentice and South Division will be capped off and there are still three hydrants in this area that can be used.  The Kamper Supply Lift Station repairs were completed on 11/08/2017  The rebuild on one of the rotors at the sewer plant is complete and the Board approved an additional $13,000.00 to repair the #2 rotor.  Three taps in October  Leaks on Washington, Center Street and Greenbriar Road in October  On 10/27/17 the Cable Company bored through a force main  Board is soliciting prices to replace the 4” cast water main on Center Street  Leak and Pool Credits – 6 Leak Credits for $908.54 and 2 Pool Credits for $187.92  Sewer Study – approved payment to Crawford & Associates in the amount of $12,000.00 and final draft should be presented at the December meeting  Water Study – approved payment to Crawford and Associates in the amount of $10,000.00 and the IEPA grant application is complete and ready for submittal  Ground Storage Tank – final payment of $6,302.10 was approved  3210 Vermont Street – Board approved their water service transfer to Cambria The Mayor read and explained the preparation of the 17-18 Tax Levy Ordinance that was presented for consideration. Motion 13: Helfrich moved and Emery seconded to pass Ordinance No. 1430-17, AN ORDINANCE PROVIDING FOR THE ANNUAL LEVY OF TAXES FOR THE CITY OF CARTERVILLE, ILLINOIS FOR THE FISCAL YEAR 2017 - 2018. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Donnie Smoot, Engineering Report Donnie Smoot gave a brief West Grand Phase II update. The contractor was in last week working on the punch list items so that this can be closed. The Mayor asked if our weight limit signs are in place so that he can contact our Police Department to enforce this ordinance. He has received complaints that heavy trucks are using this road. Garry Wiggs indicated that these are in place. The State Inspector is planning to leave the job open until spring to make sure we do not have any water problems on this new pavement. Motion 14: Brinkley moved and Emery seconded to approve the payment to Holcomb Engineering for the cylinder testing on West Grand Avenue in the amount of $64.00. A roll call vote was taken, and all present voted. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, November 13, 2017 Page 6 Donnie Smoot gave an update on the Cannon Park Concession Stand. The trim work, locks, metal roof, etc. are being completed. The contractor sent a pay request too late for this meeting, but Donnie would like to get this expenditure on the Special Meeting agenda. The Mayor asked if we will have any additional requests for our 20% of costs on the West Grand Phase II project until this is closed out. Donnie indicated that we should be finished until the closeout in the spring. The Mayor asked about the light poles on West Grand and Donnie indicated that he would check this with AMEREN as these should have been replaced during the project. The Mayor mentioned the following reminders:  Heritage Museum Vendor Market – Community Center - November 14th  Community Thanksgiving Dinner – November 23rd from 11:00 TO 2:00  Christmas in Carterville – Friday, December 1st from 6:00 to 9:00 p.m. The Mayor complimented the employees for the good shape that the Veteran’s Memorial was in at the ceremony on November 11, 2017. The December meeting will be held at the Community Center due to the Christmas in Carterville event that is using the Council Chambers. The Mayor will also be calling a Special Meeting this month. Motion 18: Helfrich moved and Oetjen seconded to adjourn. All voted yea and the meeting was dismissed at 8:21 p.m. ____________________________ Khristina D. Hollister, City Clerk Next Ordinance No. 1431-17 ____________________________ Bradley M. Robinson, Mayor Next Resolution No. R431-17