City Council

City Council Regular Meeting September 18, 2023 6:30 p.m. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance to the American Flag was given by all that were present. CALL TO ORDER: Mayor Gottman called the regularly scheduled meeting of the Vandalia City Council to order at 6:30 pm. ROLL CALL: Aldermen Brosman, Hubler, Bowen, Lester, Lewey, Stunkel and Barker were present. Hobler was absent. MOMENT OF SILENCE: A moment of silence was held for Dean Bernhardt, former crossing guard for the City of Vandalia. APPROVAL OF CITY COUNCIL Motion was made by Stunkel and MEETING MINUTES DATED seconded by Barker to approve City SEPTEMBER 5, 2023: Council meeting minutes dated September 5, 2023. Motion carried. TREASURER’S REPORT: Statement balance for period ending August 31, 2023 was reviewed. No action taken. REGULAR BILLS: Gottman noted that a bill needed to be added in the amount of $132,470.00 for final payment for dam repairs. Motion was made by Stunkel and seconded by Barker to approve the regular bills as submitted. Motion carried. SPECIAL BILLS: Gottman noted that a bill needed to be added in the amount of $132,470.00 for final payment for dam repairs. Motion was made by Stunkel and seconded by Barker to approve the special bills as presented: Homefield Energy in the amount of $1,887.73 for electric bill; Hurst-Rosche Engineers, Inc., 1  in the amount of $4,200.00 for inspection fees; Milano and Grunloh Engineers, Inc., in the amount of $13,461.25 for ITEP design; Mac’s Fire and Safety, Inc., in the amount of $6,900.00 for fire hoses; Vandalia Historical Society in the amount of $4,926.62 for reimbursement; Vandalia Asphalt Service in the amount of $18,284.04 for patch mix and chips; Milano and Grunloh Engineers, Inc., in the amount of $8,304.00 for engineering fees; South Central FS in the amount of $4,063.40 for gasoline at the Lake; Homefield Energy in the amount of $4,137.50 for electric bill at the lake; South Central FS in the amount of $9,327.99 for gas; Interstate Billing Service in the amount of $1,546.29 for repair fees; Milano and Grunloh Engineers in the amount of $15,000.00 for engineer fees; Brenntag Mid South, Inc., in the amount of $1,961.97 for supplies; Hawkins, Inc., in the amount of $4,268.78 for supplies; USA Bluebook in the amount of $2,288.68 for supplies; Homefield Energy in the amount of $7,845.39 for electric bill at water plant; Homefield Energy in the amount of $6,332.09 for electric bill for sewer plant. Motion carried. ACCEPTANCE OF LAKE Motion was made by Stunkel and COMMITTEE MEETING seconded by Brosman to accept the MINUTES FROM SEPTEMBER Lake Committee meeting minutes dated 5, 2023: September 5, 2023. Motion carried. APPROVE OR REJECT FINAL Motion was made by Barker and CHANGE ORDER NO. 5 FOR seconded by Stunkel to approve FINAL WASHINGTON/FILLMORE Change Order No. 5 for WATER MAIN REPLACEMENT – Washington/Fillmore Water Main DECEASE OF $7,551.50: Replacement – Decrease of $7,551.50. Motion carried. 2 APPROVE OR REJECT FINAL Motion was made by Stunkel and PAY ESTIMATE NO. 5 FOR seconded by Barker to approve FINAL WASHINGTON/FILLMORE Pay Estimate No. 5 for WATER MAIN REPLACEMENT - Washington/Fillmore Water Main $17,661.23: Replacement - $17,661.23. Motion carried. APPROVE OR REJECT FINAL Motion was made by Stunkel and CHANGE ORDER NO. 1 FOR seconded by Lester to approve FINAL VANDALIA LAKE DAM Change Order No. 1 for Vandalia Lake IMPROVEMENTS – INCREASE Dam Improvements – Increase of OF $15,020.00: $15,020.00. Motion carried. APPROVE OR REJECT FINAL Motion was made by Stunkel and PAY ESTIMATE NO. 1 - seconded by Barker to approve FINAL $132,470.00: Pay Estimate No. 1 - $132,470.00. Motion carried. APPROVE OR REJECT BIDS Motion was made by Brosman and FOR REPLACEMENT OF FLOW seconded by Barker to approve bid METER AT WATER PLANT: for replacement of flow meter at the water plant submitted by C and C Pumps and Supply in the amount of $22,363.76. Motion carried. RESOLUTION 2023-9-18-A: Motion was made by Barker and A RESOLUTION APROVING AN seconded by Stunkel to approve AGREEMENT FOR Resolution 2023-9-18-A: A Resolution ENGINEERING SERVICES Approving an Agreement for BETWEEN THE CITY OF Engineering Services Between the VANDALIA, ILLINOIS, AND City of Vandalia, Illinois, and MILANO AND GRUNLOH Milano & Grunloh Engineers, LLC. ENGINEERS, LLC: Roll call: Lester, yea; Hubler, yea; Lewey, yea; Stunkel, yea; Brosman, yea; Barker, yea; Bowen, yea. Hobler was absent. Motion carried. ACCEPTANCE OF TIF Motion was made by Brosman and ADVISORY COMMITTEE seconded by Stunkel to accept the MEETING MINUTES FROM TIF Advisory Committee meeting SEPTEMBER 13, 2023: minutes dated September 13, 2023. Motion carried. ORDINANCE 2023-9-18-B: Motion was made by Stunkel and AN ORDINANCE OF THE CITY seconded by Barker to approve OF VANDALIA, FAYETTE Ordinance 2023-9-18-B: An Ordinance COUNTY, ILLINOIS, of the City of Vandalia, Fayette 3 AUTHORIZING TAX County, Illinois, Authorizing Tax INCREMENT FINANCING Increment Financing Assistance in ASSISTANCE IN CONNECTION Connection with a Redevelopment WITH A REDEVELOPMENT Project (Vandalia Park District). PROJECT (VANDALIA PARK DISTRICT): Roll call: Brosman, yea; Lester, yea; Bowen, yea; Stunkel, yea; Lewey, yea; Barker, yea; Hubler, yea. Hobler was absent. Motion carried. ORDINANCE 2023-9-18-C: Barker stated he supports this AN ORDINANCE OF THE CITY project 100% but he would like to OF VANDALIA, FAYETTE make sure that the TIF account is COUNTY, ILLINOIS, not depleted to the point where the AUTHORIZING TAX City cannot assist other businesses INCREMENT FINANCING who request TIF monies. Barker ASSISTANCE IN CONNECTION stated he would like to see this WITH A REDEVELOPMENT spread out over 10 years instead of PROJECT (VANDALIA 5 years. Coach Clay detailed the COMMUNITY UNIT SCHOOL plans for the three phases of this DISTRICT #203): project. Clay said his expectation is that the entire school would use the weight room/fitness room/wrestling facility. Balance in TIF 1 is $780,834.72. Lester asked is this something that TIF can support and Paslay said yes. Gottman said the school district will not receive the money until invoices are turned in to the City. Garrison said her goal for completion of the project is 5 years. Motion was made by Stunkel and seconded by Lester to approve Ordinance 2023-9-18-C: An Ordinance of the City of Vandalia, Fayette County, Illinois, Authorizing Tax Increment Financing Assistance in Connection with a Redevelopment Project (Vandalia Community Unit School District #203). Roll call: Lester, yea; Stunkel, yea; Hubler, yea; Lewey, nay; Barker, nay; Bowen, yea; Brosman, yea. Hobler was absent. Motion carried. 4 APPROVE OR REJECT THE Gottman noted that a new pump for PURCHASE OF A PUMP FOR the wastewater plant needs to be THE WASTEWATER PLANT: purchased as soon as possible. A bid in the amount of $15,908.85 was submitted by Vandevanter. Motion was made by Barker and seconded by Stunkel to approve the purchase of the pump. Motion carried. UNFINISHED BUSINESS: Lee Beckman reviewed status of ongoing and pending City projects. Gottman stated that Octochem has requested a bump out be constructed at the new loading dock. Beckman will work with Paslay to verify the funding for IDOT for the Randolph Street upgrades. The plans are at IDOT. We are still waiting on materials for the Main Street Lift station. Beckman suggested that the City keep a close eye on the Dam and every year put a little money in the budget for repairs. Paslay is working with J.W. at Milano and Grunloh in regard to the second Safe Routes to School application. Deadline for this application is September 29. Paslay is working on the current Safe Routes to School with Connor. Late 2023/early 2024 bidding for new water plant is anticipated. The bidding process will be done in sections. ITEP sidewalk project is going to IDOT very soon. He will work with Paslay. OSLAD grant application has been submitted. Beckman will come up with a priority plan to address the siltage at the Lake. A Lake committee meeting with Beckman will be scheduled. Paslay will reach out to Karen Sanders of Soil and Water Conservation District. IDOT stated that the lighting downtown has to be submitted to them in a proposal. Beckman will forward an email to Gottman. 5 MAYOR’S REPORT: Gottman reported that Rural King did not sell and is not for sale. He talked with the owner of the company today. The warehouse west of Rural King is for lease. Gottman said he had a good meeting with the Mayor of Greenville. County Market has officially sold to Hy-Vee. Matt Murfee, Andy Lester and Gottman met to talk about a bike path. Murfee to set up a meeting with representatives from Effingham. Gottman will talk with an engineering firm out of the Salem area to look at the Clymer building. In regard to the Economic Development Director position, Gottman stated he received an email from Brad Cole regarding who IML uses for advertising for key staff for municipalities. Gottman is going to look at the cost of that. Gottman is obtaining bids for security cameras at Lincoln Park. The effective date of tobacco sales licenses has been moved to January 1. Kim Lake will no longer be the Site Coordinator at the State House effective October 1. Gottman is going to be touring a company through one of the vacant buildings in town next week. CITY ATTORNEY’S REPORT: Connor reported the City turned a corner on several property projects. Contempt hearing has been scheduled in two weeks on the Keiser building. Upcoming trial on Mr. Simmons’ property scheduled for 2 weeks. CITY CLERK’S REPORT: Nothing to report. CITY ADMINISTRATOR’S Refer to follow up list included in REPORT: the packet. Paslay met with the Chamber Director, Kaskaskia College and CEFS. A job fair will be held in March 2024. 6 SAFETY CODE OFFICIAL’S Report provided in Council packet. REPORT: STANDING COMMITTEE Barker reported that the Street crew REPORTS: is catching up from oiling and rocking. Gottman reported that the City this budget year purchased 3 squad cars. The Tahoe and Dodge truck will be striped. Last Thursday the City received a new fire truck, as well as a brush truck. Gottman has asked Meadows to retain the brush truck as a City truck and not sell it. Lester will reach out to Joe Kirk regarding EIFS coverings for the blue window coverings around City Hall. Basement fill in specs will be mailed out this week. Grand Levee is scheduled for October 14, the same day as the last Farmer’s Market of the season. This weekend is Wine and Ale with Abe in downtown Vandalia. Paslay will have the budget ready by the end of the weekend. Budget meetings will be held mid to late next week. She will schedule those with the Department heads and the Aldermen. Bowen will work with Paslay to schedule a budget/training/work session prior to the second Council meeting in November with department heads and Aldermen. Connor reported the Lessees of Lake Lot #139 are amenable to turning over the keys. Discussion held regarding increasing the fees on the north side. Lester suggested raising the fees $50.00 a year. Paslay will draw up an ordinance for the next meeting for a vote. She will work with Lewey on Cemetery rates. Workman said there is a small water leak where the well building is at the camping grounds. Paslay will work with James Jackson on this. Closing date for the campgrounds is October 15, 2023. 7 ANNOUNCEMENTS AND Scott Jenkins introduced himself to CONCERNS: the Council. Gottman reminded Council that the City is involved in active litigation. Jenkins stated the Illinois Public Record Tampering Act pertains to judges, clerks and anybody who tampers with the public record. He stated when he was at the last Council meeting, he brought before the Council some impounded documents. He said he will be filing a Writ of Mandamus where he is going to ask a judge to force the prosecutor to move, and if she doesn’t move, to force her boss (Attorney General) to move. He stated sooner or later he is going to get somebody to move and find out why hearings were being conducted in Salem, Illinois regarding the City of Vandalia. He stated everything about that hearing was impounded and covered up. He pointed out that the Table of Contents says “About an Offer” and if you look at that page number, it says “Order” instead of “Offer”. He felt like that was no coincidence. He was able to obtain the manuals for the PCJIM software (Personal Computer Judicial Information Management) which is what the courthouse uses. He stated judges issue orders, and they don’t grant motions with offers. He stated you can impound an offer but you cannot impound an order. He said this is about a crime where the City documents have been illegally impounded. He doesn’t know why the citizens of Vandalia would have any reason why they couldn’t be allowed to see those documents and why nobody cares. Bowen said since the City is getting all of the new squad cars and fire trucks, he thought a “Touch a Truck” event where kids could interact with 8  police and firefighters could be incorporated with a festival. He stated he has noticed several street lights are out. He is to refer those to City Hall so that Ameren can be contacted. Bowen said two meetings ago there was conversation regarding code enforcement and whether or not we are taking a complaint driven approach or a proactive approach. He would like to see this be proactive rather than complaint driven. He said in some neighborhoods ditches and hills go unmowed for months at a time. He would like to see some resolution in coming weeks. He doesn’t feel like the residents of the City should have to report these instances themselves when they are known to exist. Bowen would like to see some organized effort to correct some of these issues. Paslay will discuss with Kopp. Barker said the City needs to keep to the zoning codes as far as 1 or 2 family dwellings. Lester suggested paving the parking lot instead of a rock lot around the Veterans Memorial Park. COUNCIL MOVES INTO Gottman announced that the Council EXECUTIVE SESSION AT would be moving into Executive 8:19 P.M. Session. A motion was made by Brosman and seconded by Barker to move into Executive Session at 8:19 p.m. under 5 ILCS 120/2 to discuss the sale or acquisition of land and personnel matters. Roll call: Brosman, yea; Lester, yea; Bowen, yea; Stunkel, yea; Lewey, yea; Barker, yea; Hubler, yea. Hobler was absent. Motion carried. EXECUTIVE SESSION ENDS Executive Session ends at 8:42 p.m. AT 8:42 P.M.: 9 REGULAR SESSION Mayor Gottman reconvened the regular RECONVENED AT 8:44 P.M. council meeting at 8:44 p.m. with a roll call: Barker, yea; Lewey, yea; Stunkel, yea; Hubler, yea; Lester, yea; Brosman, yea; Bowen, yea. Hobler was absent. Gottman stated there was nothing to report out of Executive Session. ADJOURNMENT: Motion was made by Hubler and seconded by Stunkel to adjourn the meeting. Motion carried. __________________________________ City Clerk 10