City Council

CITY COUNCIL MINUTES Tuesday, May 14, 2019 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 7:03 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 Absent Tom Liebenrood Alderman/Ward 4 Present Curtis Oetjen Alderman/Ward 2 Present Rod Sievers Alderman/Ward 1 Present The Mayor declared a quorum present. Those present were: Mike Flaningam, Police Chief; Ron Rains, Fire Chief; Allan Latch, Citizen; Gary Cooper, Zoning/Planning Commission; Ralph Graul, Building Inspector; Marvin Oetjen, Kamper Supply; Garry Wiggs, Public Works Director; Mark Bollmann, Water and Sewer Board; Ronda Robinson, Citizen; Tom Harness, Alderman Elect/Ward 2; Harriet Mize, Chamber of Commerce; Rodney Potts, Crawford and Associates; Marilyn Halstead, The Southern; Jeromy Long, Wastewater Treatment Plant Operator; Retia Watson, Bookkeeper/Secretary; Jennifer Parkhill, Republic Services; T. J. Fricke, Irons in the Fire; Ben and Rosalie Maragni and Tonya Young, Citizens (for Tom Harness). Motion 1: Emery moved and Sievers seconded to approve the minutes of the Regular City Council Meeting of April 9, 2019 as presented (with corrections on Page 3 regarding Hearing date for TIF III and a correction to the Water and Sewer Board report regarding gallonage sold rather than purchased). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 2: Liebenrood moved and Oetjen seconded to approve the minutes of the Special Meeting of April 16, 2019 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 Treasurer’s Report for April 2019. Motion 3: Oetjen moved and Emery seconded to approve the April 2019 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, May 14, 2019 Page 2 Recognition of Guests – No Comments Motion 4: Oetjen moved and Edwards 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 5: Sievers moved and Oetjen seconded to hold a brief recess to install new elected officials. All voted yea and the Council recessed at 7:09 p.m. Khristina Hollister, City Clerk, presented the Oath of Office to: Rod Sievers, Ward 1; Tom Harness, Ward 2; Doug Brinkley, Ward 3; Tom Liebenrood, Ward 4 The elected alderman read the Oath aloud and each was presented with a Certificate of Election. Motion 1: Oetjen moved and Brinkley seconded to reconvene the regular meeting with the new Council. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried and called the meeting to order at 7:14 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 Douglas Brinkley Alderman/Ward 3 Present William Edwards Alderman/Ward 1 Present Phyllis Emery Alderman/Ward 4 Present Rod Sievers Alderman/Ward 1 Present Tom Harness Alderman/Ward 2 Present Tom Liebenrood Alderman/Ward 4 Present Curtis Oetjen Alderman/Ward 2 Present The Mayor declared a quorum present and congratulated our new and returning Council members. Engineering Report Rodney Potts, Crawford and Associates, presented an invoice for Preliminary Engineering on the 2019 MFT Program in the amount of $4,572.00. The total estimated cost of maintenance for 2019 is $101,835.00 for Local Public Agency Labor and $7,143.00 for Maintenance Engineering. Motion 2: Oetjen moved and Edwards seconded to approve payment of the invoice to Crawford and Associate for preliminary engineering on the MFT program in the amount of $4,572.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Rodney Potts explained that the 2019 Motor Fuel Tax Street Program can be adjusted at any time if we find additional work that needs to be completed. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 3 Rodney Potts presented information from Hall Trucking on the labor required to complete the street work on Twin Lakes and Sycamore Road. The materials can be purchased from Motor Fuel Tax funds, but these labor costs must be paid from a fund other than MFT. Motion 3: Liebenrood moved and Emery seconded to approve payment in the amount of $15,500.00 to Hall Trucking for the labor for street improvements on Twin Lake Drive and Sycamore Road to be paid from City Gas Tax Funds (materials will be paid through Motor Fuel Tax Funds). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. There was a brief discussion regarding the five-year Motor Fuel Tax audit that was completed by the State of Illinois. The adjustment was a payment of an additional $267.15 from Gas Tax Fund to cover the excess payment of $160.56 from 2014 and $106.60 from 2013. Motion 4: Oetjen moved and Liebenrood seconded to reimburse the Motor Fuel Tax Fund the $267.16 overpayment established by the recent audit (to be paid from City Gas Tax Funds). All present voted yea and the Mayor declared the motion carried. Harriet Mize, Chamber of Commerce Executive Director, congratulated the newly elected Aldermen and presented the monthly Chamber report:  Business Spotlight: Christina Pisoni, State Farm Insurance, Jenn Fortune Photography, RSP Heating and Cooling and Fellowship in Christ Christian Church.  Ribbon Cutting Ceremonies: Saturday, May 18th, Quik Lube Grand Opening 8:00 to 2:00 pm, ribbon cutting at 10:00 a.m.  Teacher Appreciation Day – Thursday, May 23 at CHS  Carterville Community Days at Miner’s Park – June 13th at 6:35 p.m.  Next Monthly Luncheon – Wednesday, June 5th at the Community Center – Mayor Robinson speaking  JALC Harrison-Bruce Historical Village summer events: o June 23rd (Needle Arts of the Past) o July 28th (Butterflies and Bee Balm) o August 25th (the Square Grand of Harrison House) o September 29th (Vintage Tools from Herrin’s Prairie)  The Carterville Heritage Museum and several Carterville merchants will be open and offering dining, shopping and historical experiences on these Sundays.  Upcoming Events: o Ribbon Cutting – Carterville Quik Lube – May 18th 10:00 a.m. o Country Financial Community Event – Carterville Bark Park, May 18th 10-1 o Lioness Club Military Salute at Cannon Park – May 25-27, 8:00 a.m. to 4:00 p.m. o Heritage Museum Downtown Car Show – Friday, May 31st, 5:00 – 8:00 p.m. o Carterville Community Day at Miner’s Park – Thursday, June 13th (Carterville Teachers) Departments/Committees Parks Department Garry Wiggs presented information about the removal of trees in Cannon Park off of Greenbriar Road. There are five scrub trees that need to be removed. Motion 5: Oetjen moved and Emery seconded to approve the removal of trees by Hodges Tree Service at Cannon Park (Greenbriar Entrance) at a cost of $850.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 4 Khristina Hollister explained that there is a request from the Illinois Department of Aging’s Senior Health Insurance Program for the use of our Community Building at a reduced rate for their fall conference in Southern Illinois. They are requesting use of the building on September 17, 18, 19 or 20 all day for approximately 120 people. Motion 6: Emery moved and Sievers seconded to approve the fee reduction for the Senior Health Insurance program for the Community Building. All present voted yea and the Mayor declared the motion carried. Police Department Mike Flaningam, Police Chief, gave the monthly report for April 2019:  There were 233 Officer Calls for Service in April (case number generated)  Officers provided assistance to other departments 26 times in April  Code Enforcement generated 16 calls  Chief Flaningam attended training on Motorcycle Gangs April 11  Chief Flaningam and Officer Jordan Kiesling attended SIU School Safety training  Officers Hudson and Dobbins attended DUI training sponsored by the State Attorney’s Office  Qualifying was completed on Range Day – April 29th  Chief Flaningam attended a Judge Gill presentation on drug court  Chief Flaningam and Officer Hudson attended JALC Poshard Foundation event on April 5 covering Child Abuse Prevention  Pension Board Meeting was held on April 12th  New Car for department was picked up on April 15th  SIEG Meeting was held on April 18th  Covered SIH Clinic Grand Opening at JALC on April 18th  Chief Flaningham attended Chief’s Meeting at JALC  Covered Block Party on April 26th  Covered Prom on April 27th  FTO Meeting on April 30th Flaningam explained that the detailed monthly report that has been redacted is available for review by the individual Council members. Chief Flaningam asked about the Chaplain position and was informed that the position was approved and Jeff Wiggs was appointed for this position in last month’s meeting. Chief Flaningam indicated that he is still working on the phone forwarding system. He is working with Frontier and hopefully will complete the process this week. The annual SIEG contract needs to be renewed and Flanningam is recommending that this be renewed at $8,244.00 (per capita basis). Since there was no cost figure in the contract that was presented, the Council can make a motion to allow Mayor Robinson to enter into this contract when it is complete. Motion 7: Brinkley moved and Emery seconded to authorize Mayor Robinson to enter into a contract with the Southern Illinois Enforcement Group at an annual cost of $8,244.00 (per capita basis). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 5 Chief Flaningam asked for a budget of $500.00 for the National Night Out activities for the Police Department as we funded last year. This should be paid from Special Projects Fund. Motion 8: Emery moved and Allsopp seconded to approve the budget of $500.00 for the National Night Out activities scheduled for August 6th (from Special Projects Fund). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Chief Flaningam explained that we need a way to print ID badges for employees and he has found a printer at a price of $1,219.00. The Mayor indicated that we have not had this capability for several years and this could also be used to assist neighboring cities. Oetjen mentioned that this could also be used if there is an emergency situation and we need to identify volunteers. Chief Flaningam investigated other ways of getting these ID badges and is recommending that we print our own. The printer cost does not include cards, but printer cartridges and software will be included. Motion 9: Oetjen moved and Brinkley seconded to approve the purchase of a printer for supplying ID badges for City personnel at a cost of $1,219.00 (from Equipment Emergency Fund). A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Chief Flaningam presented information about renewal of our LESO Program Revolving Fund Accounts Receivable Billing Account File Maintenance system at a cost of $400.00. Motion 10: Oetjen moved and Brinkley seconded to approve the renewal of the LESO Program at a cost of $400.00. All present voted yea and the Mayor declared the motion carried. The Mayor explained that the request for the use of weight/Fitness Equipment at the Police Department has been reviewed by our insurance company, the Safety Committee and the attorney. The result is that the Council needs to make a decision because the City will be liable for any injury incurred with the equipment. There is a great deal of risk involved in the City being involved in this process. Motion 11: Liebenrood moved and Edwards seconded to disallow the use of fitness/weight equipment on City property. Roll call vote: Edwards, yea; Sievers, yea; Oetjen, yea; Harness, yea; Allsopp, yea; Brinkley, yea; Emery, abstain; Liebenrood, yea. The Mayor declared the motion carried. Fire Department Chief Ron Rains indicated that monthly reports are in Council packets and explained the report in some detail. Chief Rains explained that we had a large clap of thunder happen at 7:05 a.m. during a storm that struck our Fire Station Police Radio. We have a temporary working radio right now and since this was due to lightning damage he is asking to work with the insurance company to get a replacement. Novacom is working on a cost estimate and indicated this equipment would be approximately $600.00. Alderman Oetjen asked about the problems with the storm sirens. Chief Rains indicated that there was a problem with the Oregon Street siren because of lightning. However, they are both working properly now. Chief Rains presented a request for confirmation of Nick Keller as a part-time firefighter/EMT. This was tentatively appointed as part-time firefighter/EMT by the Mayor after his completion of his HR requirements. Motion 12: Oetjen moved and Brinkley seconded to confirm the Mayor’s appointment of Nick Keller as part-time Firefighter/EMTs for the Fire/Ambulance Department. All voted yea and the Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 6 Chief Rains reported that the renovation to the Fire Station is on-going and looks great. The Annual CFD Golf Scramble is scheduled for September 13th and Chief Rains will have flyers ready soon. Annual pump testing on our engines and ladder testing is being completed at this time. There was a problem with the aerial boom but it was repaired and is working properly. There was no catastrophic equipment failure during this testing. The EMT class finishes tonight and this will be revisited in the future to determine the possibly of teaching this again. Street Department The Mayor explained a request from teachers to display Painted Lion Paws on the pavement of West Grand Avenue at a date to be specified. The templates are being made for the school. The City will specify the paint type and other terms and they are requesting that this be completed early on a Sunday morning. The Mayor suggested authorizing Police protection during this process. Motion 13: Harness moved and Emery seconded to allow the Carterville High School Student Council to paint lion paws on the pavement of West Grand Avenue, pending approval of materials from the Public Works Director. All present voted yea and the Mayor declared the motion carried. Cemetery Garry Wiggs reported no problems or concerns with cemeteries. Building and Codes Ralph Graul, Building Inspector, circulated his monthly report which includes 38 active permits (these include 8 single family dwellings, commercial permits, and various pools, room additions and garages). Ralph Graul explained that we have a Variance Request from the property owner at 402 Prosperity to replace the garage on this property with a pole barn type building. There is also a request for a Variance Hearing from a resident of Sycamore Road to construct a pole barn type garage in the side/front yard. So we actually need two variance hearings. The Mayor suggested 6:00 p.m. and 6:15 p.m. before the Council meeting on June 11, 2019 since we have a TIF III hearing at 6:30 p.m. Motion 14: Oetjen moved and Allsopp seconded to schedule variance hearings as follows: 402 Prosperity Street – Tuesday, June 11, 2019 at 6:00 p.m. 4578 Sycamore Road – Tuesday, June 11, 2019 at 6:15 p.m. All present voted yea and the Mayor declared the motion carried. The Council previously approved advertising for bids for the monthly trash pickup. However, this did not get done. The attorney has advised that the City should not enter into any new contract for trash service until this process is completed. The Mayor presented information from Jennifer Parkhill, Republic Services, regarding an offer to extend the contract one-month at current contract prices so we can advertise and open sealed bids for this service. We, however, need to move Clean-up Days to July so that the dumpsters will be covered under contract. The cost of these dumpsters would be approximately $9,000.00. Motion 15: Oetjen moved and Brinkley seconded to authorize a one-month extension to the Republic Services contract and to continue with the advertisement and sealed bid process. All present voted yea and the Mayor declared the motion carried. Motion 16: Liebenrood moved and Sievers seconded to postpone the June 3 and 4 Spring Cleanup days (The Mayor will work with Garry Wiggs to determine a date). All present voted yea and the Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 7 The Mosquito Abatement contract was discussed. There were several alderman who felt that the City could combat this problem in difference ways. The Mayor recommended that we discontinue this contract. Motion 17: Edwards moved and Oetjen seconded to not renew the Mosquito Abatement contract with William G. Kelley and to use alternate methods to take care of the mosquito problem in the City. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 18: Emery moved and Brinkley seconded to reappoint Khristina Hollister to the Police Pension Board for a two-year term (until 2021). All present voted yea and the Mayor declared the motion carried. Motion 19: Oetjen moved and Edwards seconded to approve payment of the annual REDCO dues in the amount $8,500.00. A roll call vote was taken, and all present voted yea. The Mayor declared the motion carried. Motion 20: Edwards moved and Sievers seconded to table approval of the Liquor Ordinance for further review. All present voted yea and the Mayor declared the motion carried. Motion 21: Oetjen moved and Emery seconded to approve ORDINANCE NO. 1449-19, AN ORDINANCE TO CONFORM TO AN ACT REGULATING WAGES OF LABORERS, MECHANICS AND OTHER WORKERS EMPLOYED IN ANY PUBLIC WORKS BY THE STATE, COUNTY, CITY OR ANY PUBIC BODY OR ANY POLITICAL SUBDIVISION OR BY ANY ONE UNDER CONTRACT FOR PUBLIC WORKS, APPROVED JUNE 26, 1941, CODIFIED AS AMENDED, 820 ILCS 1301 ET SEQ. (1993), FORMERLY ILL. REV. STAT., CH. 48, PAR. 395-1 ET SEQ. All present voted yea and the Mayor declared the motion carried. Motion 22: Liebenrood moved and Emery seconded to approve RESOLUTION NO. R439-19, BUDGET AND REVENUE RESOLUTION OF THE CITY OF CARTERVILLE FOR THE FISCAL YEAR 2019-2020. All present voted yea, and the Mayor declared the motion carried. Motion 23: Emery moved and Oetjen seconded to approve the INCOME STATEMENT FOR THE CITY OF CARTERVILLE 2019-2020. All present voted yea, and the Mayor declared the motion carried. The Mayor read aloud the proposed Appropriation Ordinance and asked for a date in the late afternoon in May for the hearing. The hearing date is scheduled for May 28 at 4:00 p.m. Motion 24: Oetjen moved and Brinkley seconded to schedule the Appropriation Hearing on Tuesday, May 28, 2019 at 4:00 p.m. All presented voted yea and the Mayor declared the motion carried. Motion 25: Oetjen moved and Brinkley seconded to pass ORDINANCE NO. 1500-19, AN ORDINANCE TO ABATE TAXES LEVIED PURSUANT TO SECTION 8 OF ORDINANCE NO. 1367-15 ENTITLED “AN ORDINANCE OF THE CITY OF CARTERVILLE, WILLIAMSON COUNTY, ILLINOIS, PROVIING FOR THE ISSUANCE OF GENERAL OBLIGATION BONDS, SERIES 2015, PROVIING THE DETAILS OF SUCH BONDS AND FOR A LEVY OF TAXES TO PAY THE PRINCIPAL OF AND INTEREST ON SUCH BONDS, AND RELATED MATTERS”. All present voted yea and the Mayor declared the motion carried. Minutes of the Carterville City Council Tuesday, May 14, 2019 Page 8 Motion 26: Emery moved and Liebenrood seconded to pass ORDINANCE NO. 1501-19, AN ORDINANCE TO ABATE TAXES LEVIED PURSUANT TO SECTION 8 OF ORDINANCE NO 1385-15 ENTITLED “AN ORDINANCE OF THE CITY OF CARTERVILLE, WILLIAMSON COUNTY, ILLINOIS, PROVIDING FOR THE ISSUANCE OF GENERAL OBLIGATION BONDS, SERIES 2015A, PROVIDING THE DETAILS OF SUCH BONDS AND FOR A LEVY OF TAXES TO PAY THE PRINCIPAL OF AND INTEREST ON SUCH BONFDS, AND RELATED MATTERS”. All present voted yea and the Mayor declared the motion carried. Curt Oetjen – Carterville Water and Sewer Board  Delinquent accounts are 172 customers for a total of $14,119.79 (39 Cutoffs today)  Water Loss - Water purchased for March 2019 was 10,643.344 gallons and sold for March was 9,434,610 gallons for a loss of 1,208,734 gallons. We purchased 12,323,517 gallons in April and sold 12,170,360 gallons for a loss of 153,157 gallons.  Electronic Meters - Board approved $144,983.85 payment to the loan office for payment on meters. The total cost so far is $779,642.45  Water Main on Center Street – The Board approved $6,675.00 for materials for the water main that will be used as soon as weather permits  Sludge Beds – Board approved $25,000.00 to replace floor blocks in one of the Sludge Beds  Infiltration – Board approved $5,300.00 for repairs on Meadowbrook and by Subway on Plaza.  Sludge Return - Board approved $2,800.00 for valve replacement for sludge return  Sewer Plant – Board approved $1,225.60 for additional parts for Rotor #4 and some parts for Rotor #1 for bearing replacement  Leak Credits - 4 for $1,453.20 Pool Credits – 1 for $61.87 Tom Harness asked a question about an alternate way of sending the water bills; email, etc. The bill must legally be mailed first class, but an email can be sent also. Reminders: Saturday, May 18th – 7:00 p.m. – High School Graduation CHS Auditorium Memorial Day – Monday, May 27, 2019 – OFFICE CLOSED Friday, May 31st - Heritage Museum Downtown Car Show Motion 26: Sievers moved and Liebenrood seconded to adjourn. All present voted yea, the Mayor declared the motion carried and the meeting was dismissed at 8:52 p.m. ____________________________ Khristina D. Hollister, City Clerk Next Ordinance No. 1502-19 __________________________ Bradley M. Robinson, Mayor Next Resolution No. R440-19