City Council Meeting 2013-03-19

Meeting Date: 
Tuesday, March 19, 2013 - 18:30
Agenda: 
CITY OF MATTOON, ILLINOIS
CITY COUNCIL AGENDA
March 19, 2013
6:30 P.M.

6:30 PM BUSINESS MEETING

Pledge of Allegiance

Roll Call

Electronic Attendance

CONSENT AGENDA:

Items listed on the Consent Agenda are considered to be routine in nature and will be enacted by one motion. No separate discussion of these items will occur unless a Council Member requests the item to be removed from the Consent Agenda. If an item is removed from the Consent Agenda, it will be considered elsewhere on the agenda for this meeting.  Prior to asking for a motion to approve the Consent Agenda, the Mayor will ask if anyone desires to remove an item from the Consent Agenda for public discussion.

     
1. 
Minutes of the Regular meeting March 5, 2013

      2. 
Reports of the Fire Department for the months of January and February, 2013

      3. 
Bills and Payroll for the first half of March, 2013 and HOME Rehab Expenditures

 PRESENTATIONS, PETITIONS AND COMMUNICATIONS

This portion of the City Council meeting is reserved for persons who desire to address the Council. The Illinois Open Meetings Act mandates that the City Council may NOT take action on comments received on matters that have not been identified on this agenda, but the Council may direct staff to address the topic or refer the matter for action on the agenda for another meeting. Persons addressing the Council are requested to limit their presentations to three minutes and to avoid repetitious comments.  We would ask you to state your name for the record as well as stand when speaking.

  • Public comments/presentations and non-agenda items
  • Presentation: Read-Across-Mattoon Program: Mattoon Middle School 
     

NEW BUSINESS
     1.  Motion -   Adopt Ordinance No. 2013-5360: Amending Section 35.01(H)(2) Dodge Grove Cemetery of the municipal codification to update Cemetery charges. (Rankin)

   
2.   Motion – Adopt Ordinance No. 2013-5361: Approving and causing publication of the Official Zoning Map of the City of Mattoon, Illinois. (Gover)

    3.  Motion – Adopt Resolution No. 2013-2883: Approving the Reciprocal Agreement between the Mattoon Community Unit #2 School District, Coles County Sheriff, Mattoon Police Department, and State’s Attorney to permit the exchange of information regarding students; and authorizing the mayor to sign the agreement. (Gover

    4. 
Motion – Approve Council Decision Request 2013-1396: Approving the plans and specifications for the Elm Ridge Water Main Project. (Becker)

    5, 
Motion – Approve Council Decision Request 2013-1397: Approving the plans and specifications for the Mattoon High School (MHS) Sidewalk Project. (Becker) [11-00224-00-SW]

    6. 
Motion – Approve Council Decision Request 2013-1398: Approving an interfund transfer from the South Route 45 Business District Fund to the South Route 45 TIF District Fund in the amount of $30,900 to correct a deficit left in the South Route 45 TIF District Fund. (Ervin)

    7. 
Motion – Approve Council Decision Request 2013-1399: Approving a proposal from West & Company, LLC for auditing services in connection with the April 30, 2013 financial statements; and authorizing the Finance Commissioner to sign the proposal. (Ervin)

    8. 
Motion – Approve Council Decision Request 2013-1400: Approving a design proposal in the amount of $1,330,000 from Crawford, Murphy & Tilly for the Combined Sewer Overflow (CSO) Satellite Treatment Facility. (Rankin)

DEPARTMENT REPORTS:

            CITY ADMINISTRATOR/ COMMUNITY DEVELOPMENT
          
 CITY ATTORNEY
            CITY CLERK
            FINANCE 
            PUBLIC WORKS
            FIRE
            POLICE

COMMENTS BY THE COUNCIL

Adjourn

Meeting Minutes: 

The City Council of the City of Mattoon held a regular meeting in the City Hall Council Chambers on March 19, 2013.

 

               Mayor Gover presided and called the meeting to order at 6:30 p.m.

 

               Mayor Gover led the Pledge of Allegiance.

 

               The following members of the Council answered roll call physically present:  YEA Commissioner Bob Becker, YEA Commissioner Randy Ervin, YEA Commissioner Rick Hall, YEA Commissioner Chris Rankin, and YEA Mayor Tim Gover.

 

               Also physically present were City personnel: Interim City Administrator Kyle Gill, City Attorney Janett Winter-Black, Finance Director/Treasurer Beth Wright, Public Works Director Dean Barber, Assistant Fire Chief Sean Junge, Police Chief Jeff Branson, and City Clerk Susan O’Brien. 

 

CONSENT AGENDA

 

            Mayor Gover seconded by Commissioner Hall moved to approve the consent agenda consisting of minutes of the regular meeting March 5, 2013; reports of the fire department for the months of January and February 2013; and bills and payroll for the first half of March, 2013 and HOME Rehab Expenditures.

 

 

   

Bills and Payroll for the first

   
   

half of March,  2013

     
             
   

General Fund

     

Payroll

         

 $                              244,284.46

Bills

         

 $                              122,976.56

         

Total

 $                              367,261.02

   

Hotel Tax Administration

   

Payroll

         

 $                                  2,020.91

Bills

         

 $                                     424.71

         

Total

 $                                  2,445.62

   

Festival Management

   

Bills

         

 $                                13,770.41

         

Total

 $                                13,771.41

   

Mobile Equipment Fund

   

Bills

         

 $                              133,703.00

         

Total

 $                              133,703.00

   

Insurance & Tort Judgment

   

Bills

         

 $                                39,292.00

         

Total

 $                                39,292.00

 

 

 

 

 

   

Capital Project Fund

   

Bills

         

 $                                       34.48

         

Total

 $                                       34.48

   

Broadway East Bus Dist

       

Bills

         

 $                                  2,330.38

   

Water Fund

 

Total

2,330.38

 

 

 

 

 

 

 

Payroll

         

 $                                26,624.88

Bills

         

 $                                25,005.27

         

Total

 $                                51,630.15

   

 

 

 

Sewer Fund

     

Payroll

         

 $                                30,299.83

Bills

         

 $                                37,039.74

         

Total

 $                                67,339.57

   

Heath Insurance Fund

   

Bills

         

 $                              142,015.57

         

Total

 $                              142,015.57

   

Motor Fuel Tax

   

  

Bills

         

 $                                18,270.61

         

Total

 $                                18,270.61

 

            Mayor Gover opened the floor for questions or comments followed by no further discussion.

 

          Mayor Gover declared the motion to approve the consent agenda carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

PRESENTATIONS, PETITIONS AND COMMUNICATIONS

 

Mrs. Jackie Record requested an update on the Depot project.  Administrator Gill reported on the subfloors for the Tourism Office, bids for additional work, and concluded with the flooring and carpeting completion in a month.  The next step was to move to the larger room.

 

Mr. Trey Henderson of Legal Shield requested to speak with someone regarding his company’s benefits.  Mayor Gover requested Mr. Henderson to speak with Administrator Gill after the meeting.

 

Mrs. Anita Trame, facilitator of the Mattoon Middle School Read-Across-Mattoon Program, introduced student presenters: Kirsti Wattles, Sadie Willaredt, Kyla Doty, and Photographer Ian French.  The students provided a background of the reading program and committee, synopsis of the book Out of My Mind by Sharon M. Draper, and informed attendees how to participate in the program.  A question and answer session followed the presentation.

 

NEW BUSINESS:

 

Commissioner Rankin seconded by Commissioner Ervin moved to adopt Ordinance No. 2013-5360, amending Section 35.01(H) (2) Dodge Grove Cemetery of the municipal codification to update Cemetery charges.

 

CITY OF MATTOON, ILLINOIS

ORDINANCE NO. 2013–5360

 

AN ORDINANCE AMENDING CEMETERY FEES

 

WHEREAS, the City of Mattoon operates and maintains a municipal cemetery known as Dodge Grove Cemetery; and

 

WHEREAS, the City of Mattoon wishes to amend the fees for said cemetery.

 

NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Mattoon as follows:

 

Section 1.  Recitals.  The facts and statements contained in the preamble to this Ordinance are found to be true and correct and are hereby adopted as part of this Ordinance.

 

Section 2. The fees set forth in Section 35.01(H) (2) of the City of Mattoon Code of Ordinances are amended as follows:

 

 

               (2)  Dodge Grove Cemetery.

 

 

(a) Charges for sale of cemetery lots and mausoleum crypts shall be as follows.

1.   Adult grave spaces, not otherwise specifically provided for

$550 $565

2.   Infant grave spaces

$250 $260

3.   Military veteran spaces in Section 7 – Division H

$250 $260

4.   North/South spaces in Section 15 Division A (NW)

$425 No Longer Available

5.   Turf level spaces in Section 18 Division E

$450 $465

6.   Pauper spaces in Section 8 Division F

$175 $180

7.   Mausoleum crypt spaces, except top tier

$1,350 $1,390

8.   Top tier mausoleum crypt spaces

$1,150 $1,185

 

 

(b) Charges for opening graves shall be as follows

1.   Weekday grave openings

$700 $720

2.   Weekday grave openings for paupers

$552

3.   Grave openings on Saturdays

$900 $930

4.   Grave openings on Sundays and holidays

$1,100 $1,135

5.   Weekday openings for infants

$275 $285

6.   Weekday cremations

$400 $410

7.   Openings for infants and cremations on Saturdays

$550 $565

8.   Openings for infants and cremations on Sundays and holidays

$700 $720

 

 

(c) Charges for providing foundations for monuments and mausoleums are as follows.

1. Monument Foundations

1.   One to 1.9 lineal feet

$55 per foot of length

$82

2.   Two to 2.9 lineal feet

$120

3.   Three to 3.9 lineal feet

$150

4.   Four to 4.9 lineal feet

$207

5.   Five to 5.9 lineal feet

$232.50

6.   Six to 6.9 lineal feet

$270

7.   Seven to 7.9 lineal feet

$307.50

8.   Eight to 8.9 lineal feet

$352.50

9. 2.  Twenty foot sidewalk

$855 $880

10. 3.  Above ground single mausoleum

$675 $695

11. 4.  Above ground double mausoleum

$1,320 $1,360

 

 

 

 

(d) The charges for miscellaneous services provided by the cemetery staff are as follows.

1.   Disinterment

$1,200 $1,235

2.   Trimming shrubs on grave sites

$20 minimum plus $30/hour $40/hour

3.  Dirt for landscaping grave sites

$25/cubic yard

4.  Miscellaneous labor services

$30/hour $40/hour regular time

5.  Overtime labor services

$45/hour $55/hour (weekdays)

6.  Overtime labor services

$60/hour (weekends and holidays)

 

 

(e) Charge for purchase of and placing ashes into an opening in the cremation niche shall be $600 $620

 

Section 3. This ordinance shall be deemed published as of the day of its adoption and approval by the City Council.

 

Section 4.  This ordinance shall be effective upon its publication in pamphlet form and approval as provided by law.  The Clerk is hereby directed to publish this Ordinance in pamphlet form.  These changes shall take effect on May 01, 2013.

 

Upon motion by Commissioner Rankin, seconded by Commissioner Ervin, adopted this 19thday of March, 2013, by a roll call vote, as follows:

 

AYES (Names):                                Commissioner Becker, Commissioner Ervin,    

                                                            Commissioner Hall, Commissioner Rankin,             

                                                            Mayor Gover

NAYS (Names):                                None

ABSENT (Names):                           None

 

Approved this 19thday of March, 2013.

 

                                                                                                         /s/ Timothy D. Gover

                                                                                                         Timothy D. Gover, Mayor

                                                                                                         City of Mattoon, Coles County, Illinois

 

ATTEST:                                                                                         APPROVED AS TO FORM:

 

/s/ Susan J. O’Brien                                                                      /s/ Janett S. Winter-Black

Susan J. O’Brien, City Clerk                                             /s/ Janett S. Winter-Black, City Attorney

                                                              

                                                                                                         Recorded in the Municipality’s Records on March 19, 2013.

 

Mayor Gover opened the floor for questions or comments followed by no further discussion.

 

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Mayor Gover seconded by Commissioner Becker moved to adopt Ordinance No. 2013-5361, approving and causing publication of the Official Zoning Map of the City of Mattoon, Illinois.

 

CITY OF MATTOON, ILLINOIS

ORDINANCE NO. 2013-5361       

 

ORDINANCE APPROVING AND CAUSING PUBLICATION OF THE OFFICIAL ZONING MAP OF THE CITY OF MATTOON, ILLINOIS

 

WHEREAS, the Illinois Municipal Code requires the City Council of the City of Mattoon, Illinois to cause to be published each year a map showing the existing zoning classifications and revisions made during the preceding year and the map so published shall be the Official Zoning Map for the City of Mattoon; and

 

               WHEREAS, the Community Development Coordinator has submitted a request to approve the revised Official Zoning Map; and

 

               WHEREAS, after due and proposed consideration, the Mattoon City Council has deemed it to be in the best interest of the City of Mattoon to approve the new Official Zoning Map.

 

               NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL FOR THE CITY OF MATTOON, COLES COUNTY, ILLINOIS, as follows:

 

Section 1. The attached map entitled Official Zoning Map of Mattoon, Illinois dated March 31, 2013 is hereby approved as the Official Zoning Map of the City of Mattoon, Illinois pursuant to the Illinois Municipal Code and Section 159.20 of the Mattoon Code of Ordinances, which said map reflects the correct location of the official zoning districts in the City of Mattoon between March 31, 2012 and March 31, 2013.

 

Section 2. Updated versions of the Official Zoning Map may be printed in the interim between the approval of this Official Zoning Map and the approval of the Official Zoning Map next year.

 

Section 3. The City Clerk is hereby directed to publish a full-sized copy of the Official Zoning Map and to make copies available in her office for inspection and purchase by the public.

 

Section 4. The City Clerk is directed to publish this Ordinance in pamphlet form by authority of the Corporate Authorities, and this Ordinance shall be in full force and effect from and after its passage and publication in accordance with the terms of Section 1-2-4 of the Illinois Municipal Code.

 

               Upon motion by Mayor Gover, seconded by Commissioner Becker, adopted this 19thday of March, 2013, by a roll call vote as follows:

 

AYES (Names):                 Commissioner Becker, Commissioner Ervin,                                          `                                                                                         Commissioner Hall, Commissioner Rankin,

                                             Mayor Gover

NAYS (Names):                 None

ABSENT (Names):            None

 

APPROVED this 19thday of March, 2013.

 

                                                                                                         /s/Timothy D. Gover

                                                                                                         Timothy D. Gover, Mayor

                                                                                                         City of Mattoon, Coles County, Illinois

 

ATTEST:                                                                                         APPROVED AS TO FORM:

 

/s/ Susan J. O’Brien                                                                      /s/ Jannett S. Winter-Black

Susan J. O’Brien, City Clerk                                                       Janett S. Winter-Black, City Attorney

 

 

Recorded in the Municipality’s Records on March 19 , 2013.

 

Mayor Gover opened the floor for questions or comments.  Commissioner Hall inquired as to the improvements to the map.  Administrator Gill noted two zoning changes.

 

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Mayor Gover seconded by Commissioner Hall moved to adopt Resolution No. 2013-2883, approving the Reciprocal Agreement between the Mattoon Community Unit #2 School District, Coles County Sheriff, Mattoon Police Department, and State’s Attorney to permit the exchange of information regarding students; and authorizing the mayor to sign the agreement.

 

CITY OF MATTOON, ILLINOIS

RESOLUTION NO. 2013-2883

 

A RESOLUTION APPROVING A RECIPROCAL REPORTING AGREEMENT BETWEEN THE MATTOON COMMUNITY UNIT SCHOOL DISTRICT #2 AND THE CITY OF MATTOON, ILLINOIS

 

               WHEREAS, the Board of Education of Mattoon Community Unit School District No. 2, the Coles County Sheriff and the Mattoon Police Department by and through the City of Mattoon Illinois desire to enter into a Reciprocal Reporting Agreement (hereinafter the “Agreement”) to permit the exchange of information regarding students; and,

 

               WHEREAS, Mattoon Community Unit School District No. 2 and City of Mattoon desire that the “Agreement” be consistent with all applicable State statutes.

 

               NOW, THEREFORE, BE IT RESOLVED by the City Council for the City of Mattoon, Coles County, as follows:

 

Section 1. The City Council hereby approves the Reciprocal Reporting Agreement attached hereto and marked as Exhibit A.

 

Section 2. The City Council authorizes the Mayor to sign the Agreement and to do all other things necessary to give the effect to Exhibit A.

 

Upon motion by Mayor Gover, seconded by Commissioner Hall, adopted this 19th day of March           , 2013, by a roll call vote, as follows:

AYES (Names):                 Commissioner Becker, Commissioner Ervin,

                                             Commissioner Hall, Commissioner Rankin

                                             Mayor Gover

NAYS (Names):                None

ABSENT (Names):            None

                                                           

Approved this 19th  day of March, 2013.

 

                                                                                          /s/ Timothy D. Gover

                                                                                          Tim Gover, Mayor

                                                                                          City of Mattoon, Coles County, Illinois

 

ATTEST:                                                                          APPROVED AS TO FORM:

 

/s/ Susan J. O’Brien                                                       /s/ Jannett s. Winter Black

Susan J. O’Brien, City Clerk                                        Janett S. Winter-Black, City Attorney

 

Recorded in the Municipality’s Records on March 19, 2013.             

 

             Mayor Gover opened the floor for questions or comments.  Chief Branson explained a statute change which required bringing the agreement into compliance and allows investigation information exchanges between parties.

 

               Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Commissioner Becker seconded by Commissioner Ervin moved to approve Council Decision Request 2013-1396, approving the plans and specifications for the Elm Ridge Water Main Project.

 

Mayor Gover opened the floor for questions or comments.  Commissioner Hall inquired as to a public hearing.  Director Barber announced a public meeting scheduled for next week with an explanation letter to residents.

 

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Commissioner Becker seconded by Commissioner Hall moved to approve Council Decision Request 2013-1397, approving the plans and specifications for the Mattoon High School (MHS) Sidewalk Project.  [11-00224-00-SW]

 

Mayor Gover opened the floor for questions or comments.  Director Barber explained the project.

 

               Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Commission Ervin seconded by Commissioner Hall moved to approve Council Decision Request 2013-1398, approving an interfund transfer from the South Route 45 Business District Fund to the South Route 45 TIF District Fund in the amount of $30,900 to correct a deficit left in the South Route 45 TIF District Fund.

 

Mayor Gover opened the floor for questions or comments.  Administrator Gill noted the lack of the hotel reassessment and insufficient funds in the TIF District for the promissory loan payment.

 

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Commissioner Ervin seconded by Commissioner Hall moved to approve Council Decision Request 2013-1399, approving a proposal from West & Company, LLC for auditing services in connection with the April 30, 2013 financial statements; and authorizing the Finance Commissioner to sign the proposal.

 

Mayor Gover opened the floor for questions or comments.  Commissioner Ervin explained the extension of contract with West & Company and reasons for extending the contract.

 

               Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Commissioner Rankin seconded by Commissioner Becker moved to approve Council Decision Request 2013-1400, approving a design proposal in the amount of $1,330,000 from Crawford, Murphy & Tilly for the Combined Sewer Overflow (CSO) Satellite Treatment Facility.

Mayor Gover opened the floor for questions or comments.  Director Barber explained the Federal EPA’s rulings on CSOs, financing through rate increases and IEPA loan program, and answered inquiries presented by Council.  Commissioner Becker commended Director Barber on his negotiating skills with the proposal.

 

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

Mayor Gover acknowledged the attendance by Boy Scouts from Troop 57, earning their merit badges.

 

DEPARTMENT REPORTS:

 

               CITY ADMINISTRATOR/ COMMUNITY DEVELOPMENT – reviewed a budget summary and MEF; noted attendance of an Employment Law Seminar, upcoming Comprehensive Plan Open House on the 25th with a Planning Commission meeting following, and the Budget Hearing on April 2nd.  Mayor Gover commended staff for presenting a balanced budget.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               CITY ATTORNEY – had nothing to report at this time.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               CITY CLERK – noted consolidated election absentee/early voting to begin March 25th; City Offices closed on March 29th for the holiday; and business as usual.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               FINANCE – noted work on the budget and $20,000 reserve from gaming revenues.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               PUBLIC WORKS – updated Council on Public Works projects.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               FIRE –Assistant Chief Junge noted fire training and requested everyone to change batteries in smoke detectors.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

               POLICE – thanked Lake Land College Campus Police and the Coles County Sheriff’s Office for their assistance while our force conducted a police investigation, and noted some Police staff worked 18-19 hours straight.  Mayor Gover commended the Police Department for their work.  Mayor Gover opened the floor for questions, resulting with no further discussion.

 

COMMENTS BY THE COUNCIL:

               Commissioners Becker, Ervin, and Rankin had no further comments.  Commissioner Hall acknowledged attendees from the Chamber of Commerce and commissioner candidates.

Commissioner Hall seconded by Commissioner Rankin moved to adjourn at 7:12 p.m.

Mayor Gover declared the motion carried by the following vote:  YEA Commissioner Becker, YEA Commissioner Ervin, YEA Commissioner Hall, YEA Commissioner Rankin, YEA Mayor Gover.

 

                                                                                                                                                  /s/ Susan J. O’Brien

                                                                                                                                                            City Clerk