East Central Reporter

The Charleston City Council met Sept. 20 to discuss road repairs.

Here are the meeting's minutes, as provided by the city:

"The City Council is the duly elected legislative and policy-making body of the City of Charleston. The fundamental job of the City Council is to make policy decisions for the City based on relevant and accurate information received from the full-time City Manager and his staff. Committees and Advisory Boards of the City Council render recommendations to the full body regarding municipal projects, facilities, services, finance and personnel as well as issues of health, safety, and welfare of the community at large. The City Council solicits and receives the support of many volunteer citizen committees to ensure a democratic, citizen-centered process."

City of Charleston Public Hearing and Regular City Council Meeting Minutes

Public Hearing Minutes September 20, 2016 State of Illinois County of Coles ss. City of Charleston

Prior to the regular session of City Council for the City of Charleston, a Public Hearing was conducted to discuss the application of the City of Charleston for a CDBG (Community Development Block Grant).

Present at the 6:00 p.m. Public Hearing from the City were: Steve Pamperin, City Planner; Brandon Combs, Mayor; Jim Dunn, Council Member; Matthew Hutti, Council Member; Jeff Lahr; Tim Newell, Council Member; Scott Smith, City Manager; Rachael Cunningham, City Attorney; and Deborah Muller, City Clerk. Present from the Coles County Regional Planning and Development Commission were Kevin McReynolds, Community Planner/Housing Manager; and Cliff Shaw, Housing Inspector. Also present were the following:

Sebastion Herring, Jackie Dalton, Mary Temples, Elsie Neal, Pat Shannon, Ken Trevarthan, Vivian B. Malone, A.J. Farnier, Mr. & Mrs. John R. Malone, Ryan Siegel, Gary Henigman, Melissa Carpenter, Fred Dunham, Kurt J. Hustmyer, and Judy Badger.

Mayor Combs called the Public Hearing concerning the Community Development Block Grant (CDBG) Application proposal to order at 6:00 p.m.

The Mayor welcomed attendees and turned the meeting over to City Planner Pamperin. Pamperin welcomed the attendees and introduced Kevin McReynolds, Community Planner/Housing Manager from the Coles County Regional Planning & Development Commission, and Cliff Shaw, who were present to discuss the CDAP Housing Grant Application. He noted that the City had been very active in housing grants since 1994. The City had also had success with IHDA grants.

He noted that the City Council meeting would start at 6:30 p.m., and this would allow time for Kevin to go over the program components for 5-10 minutes, and provide 15 or 20 minutes or so for questions and comments from the audience.

City Manager Scott Smith noted that Kevin McReynolds and Steve Pamperin would be willing to hang around after the Public Hearing in the lobby to answer any follow-up questions.Kevin McReynolds explained that the City of Charleston was applying for a CDBG Grant for housing rehabilitation to undertake home repairs in the section of the City bordered by Walnut Avenue to the north; E Street to the west; Illinois 130/(Olive Street) to the east; and the Bike Trail to the south. He said that there were 77 homes in the target area. All the money would go to low-to-moderate income families. He noted that a number of people on the IHDA waiting list were in this target area as well. The Grant was funded by the federal government but administered by the state. The state allocates the funds to various local government units through a competitive application process.

Mr. McReynolds said that the application was for $450,000.00 which would be going to assist low-to-moderate income homeowners in the target area. The benefit to low-to-moderate income individuals would be 100%. The range of activities included, but was not limited to roofing; electrical work; plumbing; siding; windows; water heaters; soffit/fascia; doors; insulation and addressing Code and safety issues.

Mr. McReynolds said that the City Council and City Planner had provided a prioritized list of community development needs as follows:

1. Road and sidewalk repairs and improvements. 2. Inflow and infiltration storm sewer improvements 3. Accessibility improvements to City Facilities. 4. Sanitary/sewer system improvements. 5. Housing rehabilitation projects.

Several audience members asked various questions:

Q: What gives you priority on the list?

A: An interested homeowner will complete an application. The information you provide can give you points. You get points for being elderly; single head of household; disabled; paying 25% of your income to housing expenses; paying 35% of your income to housing expenses; living in your home for more than five (5) years. The amount of points you have can give you priority over another household.

Q: Do you need to be a homeowner to qualify?

A: Mr. McReynolds noted that they had to be a homeowner living in the home to qualify.

Q: Do you anticipate spending the entire grant money on this program?

A: Yes. It was their policy, and basically they always spent the entire amount.

Mr. McReynolds added that there would be no displacement of occupied households as a result of the proposed activities. Mr. McReynolds reiterated that noresidents would be displaced by the rehabilitation, and 100% of the families helped by this grant would be families with low to moderate income.

Mr. McReynolds explained that the amount per house was approximately $45,000.00.

Q: What gives you priority on the list?

A: An interested homeowner will complete an application. The information you provide can give you points. You get points for being elderly; single head of household; disabled; paying 25% of your income to housing expenses; paying 35% of your income to housing expenses; living in your home for more than five (5) years. The amount of points you have can give you priority over another household.

Q: Who inspects the home and makes the list of things to be done?

A: Cliff Shaw is the inspector for the Coles County Regional Planning & Development Commission. Ferguson will inspect the home and assess the needs. Then he creates a work write-up and a contractor walk-through would take place. This is a bid process, so the lowest, responsible bidder would get the job upon homeowner approval. While the work is being done, Mr. Ferguson will inspect the progress frequently. The City inspectors will also inspect the work, fiving approval when it is complete.

Q: I went to the Courthouse and turned my name in and I’m No. 50 on the list—do I have to sign up again for this?

A: Mr. Pamperin explained that there were 2 grant programs. The IDHA Program had a waiting list, and it was first come, first serve. But the CDBG Program had specific qualifications, including residing within the target area. He added that if they were on the waiting list outside the target area, they were not applying for the CDBG Program Grant. And if they were on a waiting list at all, they were not applying for the CDBG Program Grant.

Q: What method will be used to determine what contractor is selected to do the work?

A: They had to use State funds; no local funds would be spent. Basically after Cliff Shaw inspects your home, he will come up with what you need. He’ll come up with an estimate. Then there will be a walk-through where 4 or 5 contractors walk through and determine what their bids will be. Then there will be a closed bid, and the lowest bidder will receive the contract.

Q: For the estimate—if they turn in a low bid and they’ve underestimated, what will happen.

A: The Coles County Regional Planning & Development Commission will review the bids, and if they are non-responsive (if the bid is unrealistic), they will be eliminated.There were no further questions from the audience.

Mr. Pamperin thanked the target area residents for attending the meeting. He added that there would be a 6-8 month wait to find out if the City had been successful in its application. If successful, those who had signed up would be notified. He noted that the candidates would not be chosen based on how long they had waited; it would be based upon age, income, etc. He pointed out that members of the target area that were present could help the City to be successful in its application by making sure that everyone within the target area had completed the 1-Page income survey that had been mailed to all the households in the target area. He noted that there were still 13 surveys that had not been returned. And this could make a difference.

Mr. McReynolds also encouraged them to talk to their neighbors to try to get everyone in the target area to submit the surveys.

Mr. McReynolds asked if there were any more questions.

Q: When will this all take place?

A: Actually, at the earliest—next fall.

Mr. Pamperin said that these grants were on 2-year cycles. He also noted that the funds were federal funds—not the State. The funds were federally protected; the funds would be administered through the State, but the funds were federal.

Mr. Pamperin asked if anyone would like to come up to the podium and speak.

Mr. Pamperin asked if there were any questions from the Council; there were not.

Mr. Pamperin said that there was no guarantee that the application would be funded. Typically 50% of the grant applications were funded. They did not know how many applications there would be or how good the applications would be. He noted that it was highly competitive.

City Planner Pamperin thanked everyone for attending for their time.

Mayor Combs declared the Public Meeting at an end at 6:18 p.m.

The Mayor noted that the regular Council meeting would commence at 6:30 p.m.

City of Charleston Regular City Council Meeting Minutes September 20, 2016

State of Illinois County of Coles ss. City of Charleston

The Council of the City of Charleston, Coles County, Illinois, met for the regular scheduled session at 6:30 p.m. on Tuesday, September 6, 2016, at 520 Jackson Avenue, Charleston, Illinois, with Mayor Brandon Combs, presiding. The meeting commenced at 6:30 p.m. The Mayor directed the City Clerk to call the roll and the following were physically present and answered affirmatively to the call of his or her name: Council Members Jim Dunn, Mathew Hutti, Jeff Lahr, Tim Newell, and Mayor Brandon Combs were physically present. Other City Officers present were: City Manager Scott Smith, City Attorney Rachael Cunningham; City Clerk Deborah Muller; Police Chief Bryan Baker; Fire Chief Steve Bennett; City Planner Steve Pamperin; Comptroller Heather Kuykendall; and Todd Kibler, Director of Information Services.

Mayor Combs welcomed everyone and then led the audience in the Pledge of Allegiance.

Mayor Combs then introduced and reviewed the CONSENT AGENDA, which consisted of the following: 1) MINUTES—Regular Meeting held on September 6, 2016; 2) PAYROLL—Regular Pay Period ending September 3, 2016; 3) BILLS PAYABLE—September 23, 2016; 4) COMPTROLLER’S REPORT—August 2016; 5) PROCLAMATION—Recognizing October 9-15, 2016, as Fire Prevention Week; and 6) RAFFLE LICENSE—Charleston Area Dog Club on September 24, 2016, to raise funds for a Dog Training Facility.

A written motion was made by Council Member Hutti and seconded by Council Member Newell that the Consent Agenda be approved as presented.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 7: A written motion was made by Council Member Newell and seconded by Council Member Hutti that the Resolution approving various street closures for the Charleston Challenge 40-Mile Relay Foot Race taking place on November 5, 2016, be approved the layover period waived.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 8: A written motion was made by Council Member Lahr and seconded by Council Member Dunn that the Ordinance granting the Petition of Paul and Erin Brown for a variance of Title 10-7-4: Maximum Building Height of an Accessory Building in an R-1 District, specifically at 280 Coolidge Avenue, be approved the layover period waived.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 9: A written motion was made by Council Member Dunn and seconded by Council Member Lahr that the Resolution authorizing support for the Community Development Block Grant (CDBG) Program Grant Application, be approved and the layover period waived.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 10: A written motion was made by Council Member Hutti and seconded by Council Member Newell that the Resolution authorizing the execution of a Renewal of the Agreement with the Illinois Department of Revenue for its Alcoholic Liquor Enforcement Pilot Program, be approved and the layover period waived.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 11: A written motion was made by Council Member Newell and seconded by Council Member Hutti that the Mayor’s appointment of Timothy Keefe to a 3-Year Term on the Charleston Carnegie Library Board of Trustees, be approved.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

ITEM 12: A written motion was made by Council Member Lahr and seconded by Council Member Dunn that the Mayor’s re-appointment of Reed Benedict to a 3-Year Term on the Fire & Police Board of Commissioners, be approved.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs. Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

The Mayor said that this concluded the Agenda items and opened the floor to any public comments, communications and presentations. He asked that those doing so come up to the podium and give the Clerk their name and address for the record. He noted that this was solely for the benefit of the Clerk, and was not required. He asked that they limit their comments to 3 minutes and avoid repetition.

No one came forward.

Mayor Combs asked Council if they wished to speak; they did not. The Mayor Noted that this was Family Weekend at EIU. He noted that it would be good to see all the families come in.

City Manager Smith noted that there was a Charleston High School football game on Friday against Mattoon High School, in Mattoon, and there was supposed to be good weather for it. Smith added that the Charleston High School Homecoming football game would be taking place in Charleston on Friday, September 30th. They would be playing Mt. Zion High School.

Mayor Combs said that he would entertain a motion to adjourn.

A written motion was made by Council Member Lahr and seconded by Council Member Dunn to adjourn.

Mayor Combs directed the City Clerk to call the roll and the following voted Yea: Council Members Dunn, Hutti, Lahr, Newell, and Mayor Combs.

Mayor Combs declared the motion carried by a vote of 5 Yeas, Nays—0.

Adjournment: 6:37 p.m.

Minutes approved this 4th Day of October, 2016.

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Brandon Combs, Mayor ATTEST:

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Deborah Muller, City Clerk