City Council

CITY COUNCIL MINUTES Tuesday, June 12, 2018 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 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 Mike Helfrich Alderman/Ward 2 Present Tom Liebenrood Alderman/Ward 4 Present Curtis Oetjen Alderman/Ward 2 Present The Mayor declared a quorum present. The Mayor read a card from the family of Thomas Gentry thanking the City officials and personnel for their thoughtfulness and hospitality. Our efforts were noticed and appreciated. The Mayor asked for a moment of silence for Tom Gentry. Others present were: Garry Wiggs, Public Works Director; Ron Rains, Fire Chief; Heather Reno, Police Chief; Emily Hunsaker, The Courier; Allen Latch, Citizen; Harriet Mize, Carterville Chamber of Commerce; Ronda Robinson, Citizen; Janice McConnaughy, HR Specialist; Ralph Graul, Building Inspector; Marvin Oetjen, Kamper Supply; Rodney Potts, Crawford and Associates; Tom Harness, Committee Representative; Rod Sievers, Committee Representative; Jennifer Spence, Rise Above It Bakery and Café; and T. J. Fricke, Irons in the Fire. Motion 1: Emery moved and Liebenrood seconded to approve the minutes of the Regular Meeting of May 8, 2018 as presented (with a change on Page 4 regarding the hearing for Frank Charles which is June 12 and not June 13). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 2: Emery moved and Oetjen seconded to approve the minutes of the Special Meeting of May 24, 2018 as presented. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Mark Carney, City Treasurer, presented and explained the May 2018 Treasurer’s Report for approval. Motion 3: Emery moved and Allsopp seconded to approve the May 2018 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, June 12, 2018 Page 2 Recognition of Guests – No Comments Motion 4: Helfrich moved and Emery 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. Engineering Report – Rodney Potts Rodney Potts presented information regarding the Cannon Park Concession Stand. work is complete but final payment is being withheld until we receive cleared lien waivers. He also presented the final bill for resident inspection in the amount of $1,000.00. Motion 5: Oetjen moved and Helfrich seconded to approve payment of the final bill for Resident Inspection for the Cannon Park Concession Stand to Crawford and Associates in the amount of $1,000.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [To be paid from the City Park Fund]. The Mayor explained that we authorized Crawford and Associates to survey Pond Alley so that we could allow the property owner on Mulberry Street to clear the plants and debris without infringing on any other property adjacent to this alley. Motion 6: Helfrich moved and Oetjen seconded to approve payment of the surveying bill to Crawford and Associates in the amount of $300.00 for the Pond Alley survey. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Rodney Potts explained the subdivision plat that is being submitted for the Betty McCree property. Sarah Haas, daughter of McCree, inherited this property and was told by Williamson County that she could not sell the homestead unless a new subdivision plat is approved. Motion 7: Oetjen moved and Emery seconded to approve the plat of subdivision for the Betty McCree property on West Illinois Avenue (one lot of .41 acres) as requested by Sarah Haas and required by Williamson County. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. There was a discussion regarding parking behind 137 S. Division Street. Rodney Potts explained a proposal for a parking area behind the Rise Above It Bakery and Carterville Museum. The Mayor explained that the original design for this parking area was not a workable option because of access to dumpsters and business back doors. The new proposal includes the installation of 53’ of white vinyl fencing next to the Veteran’s Memorial. The fence prices solicited were $2,320.00 from Freedom Fence and $2,400.00 from Justin Vancil. Motion 8: Liebenrood moved and Emery seconded to authorize Garry Wiggs to prepare the base for a parking lot behind 137 S. Division and to purchase 53’ of white vinyl fencing from Freedom Fence at a cost of $2,320.00 (6’ Vinyl Privacy Fence). [To be paid from Economic Development Funds]. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, June 12, 2018 Page 3 The Mayor explained that $25,000.00 is needed for the Twin Lakes road base repair and additional MFT funds are needed to improve areas of Sycamore Road. Curt Oetjen asked Rodney Potts about the balance due for West Grand Avenue renovation. Rodney replied that he was not sure of the balance due The Mayor feels that we would be safe in committing $50,000.00 to the 2018 MFT program, leaving us sufficient funds for supplies like rock, salt, shoulder bam, etc. Motion 9: Liebenrood moved and Oetjen seconded to approve $50,000.00 from Motor Fuel Tax Fund for repairs to Twin Lakes Drive and to Sycamore Road. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Rodney Potts explained a drainage problem we are having on Jersey Street. He presented a Phase I proposal that would redirect water to two new 18” inlets and a sidewalk repair that would redirect water. The construction cost for Phase I is estimated at $19,708.00. This is TIF II and Economic Development eligible. Motion 10: Liebenrood moved and Emery seconded to approve the storm sewer and sidewalk repairs to Jersey Street (Phase I) at a cost of $19,708.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. [To be paid from TIF II and Economic Development Funds] Departments/Committees Cannon Park and James Street Park A request was received from the Soccer League for the use of Cannon Park ball diamond for a Soccer Camp on August 3-5, 2018. Motion 11: Emery moved and Allsopp seconded to approve the use of Cannon Park ball diamond for a Soccer Camp on August 3-5, 2018. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor presented information regarding the purchase of a flag pole for the Cannon Park Concession Stand. The cost is $1,694.95. Motion 12: Oetjen moved and Emery seconded to purchase and install a flag pole at the Cannon Park Concession Stand at a cost of $1,694.95. A roll call vote was taken, and all present voted yea. The Mayor the motion carried. Fire Department Ron Rains, Fire Chief, explained his monthly report and talked about the inspections completed and Knox boxes installed since last month. He recommended that Michael Fraulini be confirmed as a Firefighter/EMT for the Fire Department. Motion 13: Brinkley moved and Oetjen seconded to confirm the Mayor’s appointment of Michael Fraulini as a Firefighter/EMT. All voted yea and the Mayor declared the motion carried. Ron Rains presented information regarding the I Am Responding software which costs $660.00 annually and asked that the City Council pay for half the cost of this software. He indicated that this software is very helpful to personnel. Minutes of the Carterville City Council Tuesday, June 12, 2018 Page 4 Motion 14: Edwards moved and Emery seconded to approve half the cost of the I Am Responding software for the Fire Department in the amount of $330.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained that the Fire Station generator is in disrepair. The cost to replace this piece of equipment is over the eligible bid price of $20,000.00. The Council can approve this replacement as an emergency purchase as long as we keep these records for 12 months for inspection. The attorney recommended that we advertise for bids for this equipment. Curt Oetjen indicated that he feels this would be an emergency purchase because the Fire Station is our emergency backup for electrical requirements. The current generator is a 1962 machine that was given to us by John A. Logan College. Motion 15: Oetjen moved and Emery seconded to declare the replacement of the generator at the Fire Station as an emergency purchase. [To be paid from Sanitation Funds] A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 16: Oetjen moved and Helfrich seconded to purchase a rebuild kit for the 903 Fire Truck at a costs not to exceed $500.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. The Mayor explained the MABAS response policy that was recently changed to restrict the use of ambulance equipment for mutual aid unless we had sufficient staff available to handle local calls. The question is are we ready to loosen this policy so that we can help with mutual aid. Rains indicated that he feels our responsibility is first to our own community. Curt Oetjen indicated that in his opinion we should authorize our Chief to make these decision with regard to the use of our ambulances. The Mayor asked Rains to give the Committee a monthly report on this activity. Police Department Chief Heather Reno presented the May 2018 Report:  There were 226 Officer Calls for Service in May (case number generated)  Officers provided assistance to other departments 78 times in May  Code Enforcement generated 41 calls  Officer attended training in De-escalation and Smarter Policing; Evidence Packaging; Crime Scene Processing Basics; Sexual Harassment Definitions and Prevention.  Conducted monthly car seat class and distribution  Requested a budget of $500.00 for the National Night Out program on the first Tuesday in August Motion 17: Emery moved and Brinkley seconded to authorize a $500.00 budget for the National Night Out program to be held at James Street Park on August 7, 2018. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Street/Maintenance Department Garry Wiggs discussed the North Division drainage problem. He indicated that Crawford and Associates have been looking into drainage pipe changes and the culvert necessary to solve this problem would cost approximately $78,000.00. The engineer’s water study showed that the existing culverts would handle the drainage. The culvert that the County put into Sycamore Road is not sufficient to handle the flow. The committee and engineer indicated that we should not do any other changes in the culverts until the drainage on Sycamore Road is repaired. The Mayor and engineer are still working with Mr. Hancock. Minutes of the Carterville City Council Tuesday, June 12, 2018 Page 5 The Eagle Pass Subdivision has a drainage problem on the east side of the subdivision. The developer was supposed to put in drainage to solve this problem. The run off goes to the back yards on Cheryl Drive. We have suspended all building permits being issued until the drainage is brought up to the specifications in the plat. The owner of property at 624 East Illinois Avenue is asking that we cut out a portion of the curb to allow driveway access for a second car. This was approved by the Street Committee. Motion 18: Liebenrood moved and Emery seconded to authorize Garry Wiggs to widen the driveway approach at 624 East Illinois. All voted yea and the Mayor declared the motion carried. Garry Wiggs explained that the Committee was approached about delaying the demo of 202 Barr Street as someone is trying to purchase the property and will demo the property after purchase. Garry Wiggs indicated that we used between 16 and 20 dumpsters during the Spring Cleanup that was completed last week. Republic did a good job of supplying these dumpsters after the first day. Curt Oetjen reported that the house on the corner of High Street and Ridge Avenue has a roof that is falling in and trees that are inside the house. This property is not occupied and we need to look into demolition. The last known owner was Mr. Hammonds. The Hillcrest Cemetery Addition was discussed. Donnie Smoot is working on an addition to this cemetery and there is a possibility of 70 additional lots. Emery mentioned that there are two houses in Ward 1 (Rehana properties) that need to be looked at and sent through the demolition process. Ralph Graul mentioned a house on West Grand that has a hole in the roof. This property is occupied and we need to send this to codes. Ralph Graul, Building Inspector, distributed his monthly report and indicated that he has 12 single- family dwellings and a total of 40 active permits open at this time. He asked that the Council make a decision regarding the variance for Frank Charles. Motion 19: Edwards moved and Liebenrood seconded to approve the variance for Frank Charles at 610 East Grand for placement of a carport. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Harriet Mize, Chamber of Commerce Executive Director:  Business Spotlight – Farmers State Bank, Auffenberg of Herrin, ArtWorks, House of Rentals, House 2 Home Realty and Crab Orchard Golf Club  New Members: Christine Pisoni, State Farm of Carbondale, S. I. Suzuki Strings, and Digital Divas Photography  The Map Project is being finalized  General Membership Meeting – Wednesday, June 6th, Mayor Brad Robinson was the speaker and Rise Above it Bakery and Cafe’ catered. It was well attended. Next General Membership Meeting will be held on July 11th (since the first Wednesday is the July 4th holiday) Minutes of the Carterville City Council Tuesday, June 12, 2018 Page 6  Dates to Remember: o Wednesday, June 13th – Ameren Lunch and Learn Energy Savings o Thursday, June 14th – Carterville Community Day at the Miners o Tuesday, June 19th – Downtown Merchants Meeting o Thursday, June 28th – Chamber Networking Luncheon  Future Dates: o September 7th – Chamber Twilight 5K Run/Walk Motion 20: Oetjen moved and Brinkley seconded approve the appointment of Michele Edwards to a two-year term on the Police Pension Board. Roll call vote: Allsopp, yea; Brinkley, yea; Edwards, Abstain; Emery, yea; Helfrich, yea; Liebenrood, yea; Oetjen, yea, The Mayor declared the motion carried. Motion 21: Oetjen moved and Brinkley seconded approve the appointment of Khristina Hollister to a three-year term on the Fire Pension Board. All voted yea and the Mayor declared the motion carried. Motion 22: Oetjen moved and Allsopp seconded approve the appointment of Michele Edwards to a three-year term on the Fire Pension Board. Roll call vote: Allsopp, yea; Brinkley, yea; Edwards, Abstain; Emery, yea; Helfrich, yea; Liebenrood, yea; Oetjen, yea. The Mayor declared the motion carried. The Mayor read aloud the Appropriate Ordinance and asked for a motion approving this ordinance. The ordinance was read aloud at the May 8, 2018 meeting, made available for review by the public, and an Appropriation Hearing was held on May 29, 2018 at 4:00 p.m. Motion 23: Oetjen moved and Helfrich seconded to approve Ordinance No. 1437-18, AN ORDINANCE MAKING APPROPRIATIONS FOR THE CORPORATE PURPOSE OF THE CITY OF CARTERVILLE OF THE STATE OF ILLINOIS, FOR THE FISCAL YEAR COMMENCING ON THE FIRST DAY OF APRIL, A.D., 2018, AND ENDING ON THE 31ST DAY OF MARCH, A.D., 2019. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Curt Oetjen gave the Water and Sewer Board report as follows:  There were 232 delinquent accounts in the amount of $19,407.08  There were 105 delinquent accounts on Monday and shutoff was today  In April we purchased 12,706,848 gallons and sold 11,326,180 gallons for a loss of 1,380,668. We sold 12,886,430 gallons in May but the Rend Lake bill was not available  There was a large outage due to a Rend Lake break and we were out of water on May 16th, The water flow returned about 10:00 a.m. on May 18th; on May 19th flow was limited and on May 20th flow was normal. Hydrants were flushed from the 21st to the 23rd and we repaired a large leak on West Grand Avenue on the 20th.  Leak credits: 6 credits approved $453.76 and 15 pool credits for $546.01  The Board approved a maximum of $5,500.00 for new billing software from LOCIS which will tie into the new meter system when it is installed.  The Board approved up to $1,500.00 to replace the hatch on the East Grand lift station  The Water and Sewer Department has been awarded a $500,000.00 grand from DCEO for waterline replacement in northwest Carterville (John Town). Minutes of the Carterville City Council Tuesday, June 12, 2018 Page 7 Motion 24: Oetjen moved and Brinkley seconded to move to EXECUTIVE SESSION to discuss personnel. A roll call vote was taken, and all present voted yea. The Council left at 8:34 p.m. Motion 25: Emery moved and Edwards seconded to return to REGULAR SESSION. A roll call vote was taken, and all present voted yea. The Council returned at 9:58 p.m. Motion 26: Helfrich moved and Oetjen seconded to table approval of the FOP Contract for further review.by Council members. All voted yea and the Mayor declared the motion carried. Motion 27: Emery moved and Brinkley seconded to extend the contract for the Police Chief Heather Reno for 30 days so that the Council can negotiate a new contract. All voted yea and the Mayor declared the motion carried. Motion 28: Brinkley moved and Oetjen seconded to table a decision on the annual employee raises for further review by the Council. All voted yea and the Mayor declared the motion carried. Reminders: Farmer’s Market – Wednesdays 3-6 p.m. – Cannon Park (New Food Truck) Carterville Night at the Miners – Thursday, June 14, 2018 Golf Scramble Benefit (Family of Tony Trombino) – Saturday, June 30th COGC Rotary Club “Dog Jog” – Saturday, July 28th at 9:00 a.m. Fireworks/Cannon Park – Wednesday, July 4th Motion 29: Edwards moved and Allsopp to adjourn. All voted yea, the Mayor declared the motion carried and the meeting was dismissed at 10:00 p.m. ____________________________ Khristina D. Hollister, City Clerk Next Ordinance No. 1438-18 ____________________________ Bradley M. Robinson, Mayor Next Resolution No. R432-18