City of Anna City Council met Oct. 5.
Here are the minutes provided by the council:
The Anna City Council met in regular session at Anna City Hall at 5:02 p.m. The meeting was called to order by Mayor Steve Hartline. The roll call went as follows: Present were Commissioner Michael Bigler, Commissioner Kathy Bryan, Commissioner Martha Ann Webb and Mayor Steve Hartline. Commissioner Bryan Miller was absent.
A motion was made by Commissioner Webb and seconded by Commissioner Bryan that it be RESOLVED TO APPROVE THE SEPTEMBER 21, 2021 ANNA CITY COUNCIL REGULAR SESSION MINUTES AS THE OFFICIAL MINUTES OF SAID MEETING. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
Commissioner Bryan commented on an error in the special meeting minutes pointing out the word growth was used instead of the word, grow. She asked that the minutes be updated to reflect the change.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO APPROVE THE SEPTEMBER 21, 2021 ANNA CITY COUNCIL SPECIAL SESSION MINUTES AS THE OFFICIAL MINUTES OF SAID MEETING WITH CORRECTIONS. A vote was taken upon the motion with the following results.
Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
Administrator Bigler commented that the public communication request by Sunal Patel had been canceled due to the issue being resolved.
Multiple students with the Anna District #37 Art Club addressed the council. They informed the council of their purpose to inspire and cover vandalism all while bringing joy and creativity to the community in a request to paint the picnic tables at the park. The students asked the council in addition to granting them permission to update the tables to consider financially helping them with their project material costs. Mayor Hartline asked the students if they are planning on painting the tables a solid color. Mr. Shearer, the Anna District 37 art teacher, responded to Mayor Hartline informing him they were planning on a variety of colors and designs. Mayor Hartline asked when the project would begin. Mr. Shearer replied that they would love to begin immediately in order to get the project completed before cold weather hits. Mayor Hartline thanked the students for coming in and for the great idea. Commissioner Bigler stated he was all for the project and that if the City Manager can find funds, he is all for donating towards the cost of materials. Commissioner Bigler reiterated what a great idea it was. Commissioner Bryan commented that she wanted to make sure the paint used for the project is durable and will withstand the elements. Administrator Bigler stated that the council doesn’t meet again until October 19th, therefore they would not be able to approve the designs until that time. Mr. Shearer asked if the council would trust Ms. Bigler’s opinion to approve designs provided so they can begin before the next council meeting. Administrator Bigler said she can forward the designs given to the council for their approval individually. Police Chief Watkins commented that he is willing to utilize part of his operating budget to help with the cost of the supplies. Mr. Shearer stated he will check with Rusty’s to see about getting a good deal on the supplies. Mayor Hartline commented he would like the paint to be purchased in Anna. He also wished the students and Mr. Shearer good luck with their project. Mr. Shearer responded they will work hard to complete the project before it gets cold. The students and Mr. Shearer thanked the council.
City Administrator Dori Bigler submitted project updates to the council. (1) The IML conference was very informative and offered great sessions. A few of her favorites included information on the 5 steps to downtown revitalization, TIF funding, FOIA, and the criminal justice reform. (2) Commissioner Bigler, Commissioner Bryan, Administrator Bigler and Keith Moran had a zoom call and discussed the TIF district. A suggestion was made to minimize the TIF by 35 parcels. They will be meeting with school districts 37 and 81 tomorrow to discuss setting surplus to give money back to all the taxing entities. Mayor Hartline asked if the agreement needs the full council’s approval. Administrator Bigler informed the council that the agreement would be brought back to the council as a whole to vote on. Mayor Hartline asked about the advisory board since this was touched upon at the public hearing. Administrator Bigler responded that the joint review board consists of an individual from each taxing body as well as a member at large, Dick Hodges. Mayor Hartline asked if someone wanted to discuss the TIF do they attend that meeting. Administrator Bigler replied that the individual would attend a council meeting.
Commissioner Bryan commented that all TIF items are voted on at regular council meetings. They could bring concerns to the council at a regular meeting to discuss. Commissioner Bryan also commented that one of the concerns heard was that the smaller businesses won’t receive help, only the big businesses will. Commissioner Bigler replied that the matching TIF grants will be a great option for the smaller businesses. Mayor Hartline commented that the joint review board could be called an advisory board as well. Commissioner Webb asked what the zoom meeting with Mr. Moran was regarding. Administrator Bigler replied that at the TIF public hearing discussion was held regarding a meeting with the school districts. Mayor Hartline said that he had a discussion with Elvis Cameron who represents City of Goreville and they set up an agreement with the school district; Therefore, they would be a great resource to utilize. He stated that initially opposition was had but now the school and community is happy. Commissioner Bigler stated the main discussion with Mr. Moran via zoom call was declaring a 10% surplus; he stated that he doesn’t have an issue with the County having issues but we want to work with the schools who receive the largest chunk. Commissioner Bigler continued by stating Mr. Moran said schools can apply for TIF funds for projects and that Mr. Moran made it clear that the County says EAVs aren’t accurate but that is only one of the 3 of 5 qualifications that must be met, and we meet 4 of the 5. Administrator Bigler commented that you can look around the city and see that it agrees with what’s on paper. Commissioner Bigler said the TIF only includes 27% of entire City of Anna and only 7% of Union County as a whole. Mayor Hartline asked someone to explain removing parcels from TIF. Administrator Bigler discussed the revised map and removal of a few parcels that are already developed. Mayor Hartline commented that it sounds like the TIF committee is on top of it. (3) The Tourism/Festival grant application was submitted with the idea of adding to the Small Business Saturday/Gumdrop Drive/Giving Parade Event. Our application is for a 60/40 matching grant. If we don’t receive this, we can try again during the second round by proposing a different idea. In regards to the Rebuild Main Street Grant Administrator Bigler said she spoke with the City’s Engineer regarding fixing up Davie Street by transforming the old Rion’s Feed Store area into a nice parking lot with trees, lights and parking. Commissioner Webb asked what day Small Business Saturday is this year. Administrator Bigler responded that it is the Saturday after Thanksgiving. Administrator Bigler said they could also look into buying a lot on E. Davie Street for a farmer’s market area including a green space. Commissioner Bryan mentioned looking into the old FS building. Administrator Bigler replied that Public Works Manager Dahmer had mentioned that building before. Commissioner Bryan asked what spaces were being looked at. Administrator Bigler replied that discussion had been had regarding the area between the skating rink and King Neptune’s. (4) Regarding the opioid lawsuit, a letter from the Illinois Attorney General had been received and scanned and sent to John Bigler. (5) Colorfest is this weekend. Lights will be placed around trees and there will be lights strung on W. Davie Street. The barricades, port-a-pots and trash totes will be placed Saturday morning. Currently there are 17 confirmed vendors as well as 2 food vendors in addition to the brick and-mortar businesses. Commissioner Webb reminded everyone of the breakfast with the canine event that is taking place at the United Methodist Church Saturday morning. Mayor Hartline asked if all of the vendors had been notified. Administrator Bigler confirmed that businesses were reached out to with their spot location. Mayor Hartline commented that we need to make sure the beautification of that area is complete. Administrator Bigler replied that the public works guys are on it and working hard. Tracee Foley commented from the audience that she was contacted by 4 more businesses today asking if they could be a part of the festivities. She commented that the enthusiasm is definitely there by the community. Commissioner Bryan informed the council that one of the owners of Bob’s Tavern had a concern that usually they are responsible for underage drinking at their establishment, will this be the case at the festival. Police Chief Watkins replied that they can choose to sell only one drink per person. Commissioner Bigler commented that they don’t have to let them leave their building with the drink sold. Commissioner Bryan stated they are worried about their liquor license and potential trouble they will be in from law enforcement. Mayor Hartline commented that our officers will patrol the area and be present if issues arise. The tavern owner should follow current protocol by selling to individuals 21 and older. If someone gives an individual a drink whom is underage then that is on them. Mayor Hartline went on to inform the council that correspondence was received by Lou Boswell regarding Colorfest. Administrator Bigler responded that she spoke with Ms. Boswell months ago and Ms. Boswell did say she feels as though the City of Anna is always leaving her out. Administrator Bigler also spoke to Ms. Boswell again this week. The public works employees did put a sign for the festival in the area across from her business and she was not happy about it. Administrator Bigler said she had them remove this and apologized. She also explained to Ms. Boswell that when the Annabelle festival was held in the park, some businesses on Main Street were unhappy; Unfortunately, there is no location that includes everyone. Commissioner Bigler asked if the City of Anna asked her if she would like to be a vendor at the festival. Administrator Bigler replied yes, the city did but she did not want to haul everything from her establishment. Mayor Hartline commented that she asked if people could drink on the sidewalk in front of her business and listen to the music. Commissioner Bryan stated that our police officers are going to be busy enough with the area in the designated festival area. Commissioner Bigler commented that the hopes are that this event is successful and the business spreads everywhere. Attorney Foley commented that she could have applied for a special event liquor license. Administrator Bigler replied that this was mentioned and she did not want to. (6) Administrator Bigler informed the council of a zoom call she participated in regarding the Cairo Port. She informed council that it was extremely interesting and that she thinks many will benefit. She stated she would bring some of the statistics and detailed information to the next meeting to share with everyone. Mayor Hartline commented that he thinks it’s great and that it will help the whole area.
A motion was made by Commissioner Webb and seconded by Commissioner Bryan that it be RESOLVED TO APPROVE RESOLUTION 2021-37; HOLIDAY PARADE. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
Administrator Bigler informed the council that the holiday parade is set for Saturday, November 27th, 2021 and that the road is scheduled to be closed from 5-7 pm.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO APPROVE RESOLUTION 2021-38; MFT MAINTENANCE. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
Administrator Bigler informed the council that the city had $2,388.00 left of the APP round 4 grant; however, the grant was deemed unconstitutional therefore we no longer have the $2,388.00 to utilize. We did budget $6,000.00 for demolition. Administrator Bigler commented that Commissioner Miller was passionate we take care of E. Vienna first. Commissioner Webb asked if anyone saw Casey Street. Administrator Bigler asked what everyone wanted to do; we still have 4 sealed bids for 109 Casey and 1 sealed bid for 204 B. E. Vienna Street. Mayor Hartline said we should open and see, so we know since we don’t have the grant funds any longer. City Administrator Bigler opened the bid for 204 B. E. Vienna Street that included $5,000.00 from Chris Plott. She then opened the sealed bids for 109 Casey Street that included $10,000-$12,000 from Mott Excavating, $7,500 from Jared Toler, $16,000 from Schaefer Excavating, and $7,000 from Chris Plott. Commissioner Webb asked Public Works Manager if he said in the past the public works staff could do the work. Public Works Manager Dahmer replied that they could if they had the time, but time was the issue. Commissioner Bryan responded that the guys do not have the time. Police Chief Watkins asked which property is the biggest liability to the City of Anna if someone were to enter and get hurt. Mayor Hartline asked if we can find funds in the budget to do demo of the properties. Administrator Bigler said she was not anticipating this so we would have to take from something else. Commissioner Bigler suggested maybe we contact Mr. Plott and see if he will do both for a combined and lowered cost of $10,000. Chief Watkins said he messaged Mr. Plott and he agreed to demolish both properties for $9,000. Mayor Hartline asked Administrator Bigler to reach out to Mr. Plott and get something in writing and thank him on the City of Anna’s behalf.
A motion was made by Commissioner Webb and seconded by Commissioner Bryan that it be RESOLVED TO AUTHORIZE CITY ADMINISTRATOR BIGLER TO CONTACT CHRIS PLOTT AND AUTHORIZED FOR THE DEMOLITION OF 204 B. EAST VIENNA & 109 CASEY STREET NOT TO EXCEED $9,000 TOTAL. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
Administrator Bigler informed the council that she received two proposals for revisions to the current purchasing policy; one from Commissioner Miller and one from Mayor Hartline. She explained that our current policy includes purchase under $1,000 requires department head approval, purchases $1,001 to $24,999 require 3 competitive bids, department head approval, as well as City Administrator approval and purchases $25,000 and above require 3 competitive bids, department head, City Administrator, as well as City Council approval.
Mayor Hartline’s suggestion includes the following: a purchase under $1,000 requires department head approval, a purchase $1001-$2,500 requires 3 competitive bids, department head and City Administrator approval, purchases over $2,500 requires 3 competitive bids, department head, City Administrator and Commissioner over that department’s approval, a purchase over $10,001 requires 3 competitive bids, department head, City Administrator and the City Council’s approval. If the Commissioner over the purchasing department is unavailable, the Mayor will be the backup to approve.
Commissioner Miller’s suggestion includes the following: a purchase under $1,000 requires department head’s approval, a purchase $1,001 to $2,500 requires department head, City Administrator and Commissioner over that department’s approval, a purchase over $2,500 requires 3 competitive bids, department head, City Administrator and City Council’s approval. Commissioner Bryan asked if this was just for capital expenses. Administrator Bigler replied no, it is for all purchases. Commissioner Bigler commented that he feels as though this hinders the department head’s daily operations. Commissioner Bryan asked if an example would be if a truck needed repaired and it cost $3,000 the department head, City Administrator and City Council would be required to approve before repair is made? Mayor Hartline said he did not want the day-to-day operations to be disrupted.
Discussion was held regarding the pros and cons to each suggested revision to the purchasing policy. Administrator Bigler asked if the council wanted her to utilize Mayor Hartline’s suggestions and modify the purchasing policy and present it at the next meeting to vote on. Mayor Hartline instructed City Administrator to do that. City Administrator informed the council that currently POs are signed electronically, will this continue? Mayor Hartline said yes, documentation needs to be via email.
Discussion was held regarding a street closure application made by Bryan Miller. Mayor Hartline commented that he has been involved with the City of Anna for over 22 years now and this is the first time there has been a street closure request. He said he has spoken with Attorney Foley and they can’t find an ordinance or resolution that gives the City Council the authority to do so. Attorney Foley stated that the block party is for a City of Anna sponsored event. Commissioner Bryan commented that the City Usage Application has a location to name the streets requesting be closed. Attorney Foley stated that a special event liquor license is different. Commissioner Bryan replied that no one is serving or selling liquor. She thought the special event liquor license was for serving or selling. Attorney Foley responded that no, it’s for the use of our property. Administrator Bigler commented if the City of Anna sponsored block party has a fenced in area and police monitoring how can we allow an individual without. Commissioner Webb commented that there are a great deal of people that live in that area, how would they get out of their driveways, including the hospital and nursing home entrances. Mayor Hartline commented that he understands Mr. Miller’s desire for community involvement but thinks the wrong application as filled out. He commented that he wants the council to think about what approving this will open in the future. Attorney Foley commented that he thinks you can have a get together without closing the street. Commissioner Bryan replied that she thinks they want kids to be able to ride their bikes in the street. Commissioner Webb replied that they can still ride their bikes without closing the street. Commissioner Bigler commented if alcohol wasn’t involved, he would be more open to approve it. Commissioner Bryan asked where the street closure comes in. Administrator Bigler replied and explained that an example would be an organization hosting a 5k and filling out the application requesting certain streets be closed for the event. Commissioner Webb commented that Mr. Miller told her they were bringing grills. She commented that she doesn’t want grills set up on our newly paved streets. Commissioner Bryan commented it’s a small-town thing. Her community growing up did these type of block parties. Commissioner Webb stated kids can still ride their bikes, we do all the time. Mayor Hartline stated as liquor commissioner when we set up the special event liquor license it was set up with the intent of utilizing the park. Commissioner Bryan asked if we define City owned property, and stated maybe we need to define that. Attorney Foley stated that it’s defined in common English. Administrator Bigler stated it sounds like the mayor is saying he filled out the wrong application. Mayor Hartline agreed. Attorney Foley said it’s a case-by-case basis. Commissioner Bigler commented that if this was an actual event and not just a group of people it would be different. Commissioner Webb replied that it’s more like a backyard BBQ. Attorney Foley stated that with the special event liquor license it doesn’t matter if the event is being held on private property or City of Anna owned property, you must have the application and approval by City Council; and included must be details such as trash receptacles, toilets, barricades, etc. Mayor Hartline commented that he did recall special event liquor applications are case by case. Commissioner Bryan asked about the street closure being on the city usage application. Administrator Bigler replied that if there wasn’t alcohol present it would be different. Mayor Hartline commented the special event liquor license is used for park, Elks, Moose; not to open up streets for BBQ and beer. Attorney Foley stated that you get into disturbing the peace. Mayor Hartline stated there is no action to be taken because there’s no ordinance that allows them to. Attorney Foley commented that you have to look at the logistics. Commissioner Bigler replied that he wishes Mr. Miller was here so we could ask him and ensure we understand correctly. Commissioner Bryan commented that another issue is this is a private event, not a public event. Mayor Hartline stated this could be a law enforcement nightmare.
Commissioner Bryan commented that Gary Dahmer had previously mentioned a street sweeper rental with a quote of $5,000 per week. Just keep in mind for next year’s budget. Mayor Hartline asked if we can do the entire city in one week. Public Works Manager Dahmer replied that he and the guys at the garage discussed it and they think they may be able to. Administrator Bigler commented that the rental option may be the best option with the specialty pieces and repair being extremely expensive. Commissioner Webb asked if it would be best to budget and buy our own. Administrator Bigler replied that the cost to purchase a street sweeper is very expensive along with the service and repair. Public Works Manager Dahmer said they are going to test out the hydro vac in bad areas on the streets. Mayor Hartline commented that when we had a street sweeper it was down more than it was up and going. Attorney Foley commented to make sure our insurance is aware if we do rent street sweeper.
Mayor Hartline appointed Commissioner Webb to City of Anna special Water Board. He commented that the replacement of water lines and well by AJ Water Commission will be tricky and complicated. Mayor Hartline asked City Administrator Bigler to set up another meeting. He commented that he is still fact gathering and that issues have gotten all the way to the Attorney General’s Office.
Commissioner Webb commented that she had been contacted by someone requesting the community attend the AJCHS board meeting on October 18th at 6pm. She said they are discussing cross gender restroom usage. Mayor Hartline replied that many state mandates are being thrown at schools but yes, parents need to be involved and aware.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO ENTER CLOSED SESSION TO DISCUSS PERSONNEL ISSUES AT 7:03 PM. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO EXIT CLOSED SESSION AT 7:35 PM. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO APPROVE THE CLOSED SESSION MINUTES OF OCTOBER 5TH, 2021 AS PREVIOUSLY READ AS THE OFFICAL CLOSED SESSION MINUTES OF SAID MEETING. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO AUTHORIZE EMPLOYMENT OF TREVOR WILLIAMS AS A FULL TIME LABORER EFFECTIVE OCTOBER 10TH, 2021. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED TO AUTHORIZE EMPLOYMENT OF DRAKE ROACH AS A FULL TIME-PART/ TIME LABORER EFFECTIVE OCTOBER 10TH, 2021. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline voted yea. Nay – none. Mayor Hartline declared the motion carried.
A motion was made by Commissioner Bryan and seconded by Commissioner Webb that it be RESOLVED THAT THE REGULAR SESSION OF THE ANNA CITY COUNCIL MEETING OF OCTOBER 5TH, 2021 BE ADJOURNED AT 7:38 P.M. A vote was taken upon the motion with the following results. Commissioner Bigler, Commissioner Bryan, Commissioner Webb and Mayor Hartline. voted yea. Nay – none. Mayor Hartline declared the motion carried.
https://cityofanna.org/wp-content/uploads/2021/10/OCTOBER-5-2021-MINUTES-REGULAR-SESSION-1.pdf
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