East Central Reporter

City of Mattoon City Council met Oct. 15.

Here are the minutes provided by the council:

The City Council of the City of Mattoon held a Regular City Council meeting in the Council Chambers of City Hall on October 15, 2024. Mayor Hall presided and called the meeting to order at 6:30 p.m.

Mayor Hall led the Pledge of Allegiance.

The following members of the Council answered roll call physically present in person: YEA Commissioner Jim Closson, YEA Commissioner Dave Cox, YEA Commissioner Sandra Graven, YEA Commissioner David Phipps and YEA Mayor Rick Hall.

Also physically present were City personnel: City Administrator Kyle Gill, City Attorney Daniel C. Jones, Finance Director/Treasurer Beth Wright, Arts & Tourism Director Angelia Burgett, Public Works Director Dave Clark, Fire Chief Jeff Hilligoss, Police Chief Sam Gaines, Community Development & Planning Manager Alex Benishek and City Clerk Susan O’Brien.

CONSENT AGENDA

Mayor Hall seconded by Commissioner Cox moved to approve the consent agenda consisting of Regular Meeting minutes of October 1, 2024, bills and payroll for the first half of October 2024.

Mayor Hall declared the motion carried by the following omnibus vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

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 also ask you to state your name and address for the record as well as stand when speaking.

Mayor Hall opened the floor for Public comments from the in-person audience and online attendees. Mr. Ed Dowd, representing Downtown Celebrate and 25 members, announced the group’s support of agenda item #5; and noted the secure of three private organizations as part of donators.

Ms. Rebecca Cheatham, Project Manager of Cypress Creek Renewables at 45 Banks Avenue, Asheville, NC and representing Serenity Solar, requested an extension of their special use permit to construct a $5 million project and noting an Ameren delay before having the equipment, explained the location on North 33rd Street, would be formally requesting consideration at the next council meeting, projecting a 40 year lifespan and quiet and peaceful neighbor. CE&P Manager Benishek reiterated an agenda item for the November 5th meeting, had staff approval, passed unanimously at the Planning Commission meeting, and had been approved at previous Council meetings.

NEW BUSINESS

Commissioner Graven seconded by Commissioner Phipps moved to adopt Resolution No. 2024-3284, authorizing a $10,000 maximum agreement with the Coles County Regional Planning & Development Commission for Technical Assistance for services to be rendered from December 1, 2024 to November 30, 2025 on a time and expense basis and authorizing the mayor to sign all documents.

CITY OF MATTOON, ILLINOIS

RESOLUTION NO. 2024-3284

RESOLUTION TO ENTER INTO A TECHNICAL ASSISTANCE AGREEMENT BETWEEN THE CITY OF MATTOON AND THE COLES COUNTY REGIONAL PLANNING AND DEVELOPMENT COMMISSION

WHEREAS, the City of Mattoon has selected the Coles County Regional Planning and Development Commission to provide certain Technical Assistance Services to the City; and

WHEREAS, the City Council has examined the proposed agreement, a copy of which is attached hereto and incorporated by reference and entitled "Technical Assistance Agreement between the City of Mattoon, Illinois and the Coles County Regional Planning and Development Commission," and finds said agreement to be acceptable.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mattoon, Illinois, that the City shall enter into and execute said Agreement with the Coles County Regional Planning and Development Commission. The Mayor is authorized to execute said Agreement.

Upon motion by Commissioner Graven , seconded by Commissioner Phipps , adopted this 15th day of October, 2024 by a roll call vote, as follows:

AYES (Names): Commissioner Closson, Commissioner Cox, Commissioner Graven, Commissioner Phipps

Mayor Hall

NAYS (Names): None

ABSENT (Names): None

Approved this 15th day of October , 2024.

/s/Rick Hall

Rick Hall, Mayor

City of Mattoon, Coles County, Illinois

ATTEST: APPROVED AS TO FORM:

/s/Susan J. O’Brien

Susan J. O’Brien, City Clerk

/s/Daniel C. Jones

Daniel C. Jones, City Attorney

Recorded in the Municipality’s Records on 10-15, 2024.

Mayor Hall opened the floor for questions. Administrator Gill noted this and the next motion as an annual agreement, up to $10,000 maximum, assistance with the zoning maps and other grant applications, and the next motion is similar by helping with the revolving loan fund applications. Commissioner Closson questioned whether these two were related to the prior meeting’s CCRP-DC agreements with Administrator Gill stating no.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Commissioner Graven seconded by Commissioner Phipps moved to adopt Resolution No. 2024-3285, authorizing an agreement with the Coles County Regional Planning & Development Commission with a maximum amount of $3,000 for administration of the Mattoon Revolving Loan Fund for services to be rendered from December 1, 2024 to November 30, 2025 on a time and expense basis and authorizing the mayor to sign all documents.

CITY OF MATTOON, ILLINOIS

RESOLUTION NO. 2024-3285

RESOLUTION TO ENTER INTO CONTRACTUAL AGREEMENT FOR REVOLVING LOAN FUND ADMINISTRATION & COORDINATION SERVICES WITH THE COLES COUNTY REGIONAL PLANNING & DEVELOPMENT COMMISSION

WHEREAS, the City of Mattoon operates a State of Illinois capitalized Revolving Loan Fund, and;

WHEREAS, the Coles County Regional Planning and Development Commission has been deemed by the City Council as qualified to administer said Revolving Loan Fund, said Commission furnishing a proposed contractual agreement for Revolving Loan Fund administration services to the City, and

WHEREAS, the City Council has examined the proposed contractual agreement, entitled "Contract Agreement for Administration and Coordination Services for State Capitalized Revolving Loan Fund," and finds the agreement to be acceptable.

NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Mattoon, Coles County, Illinois that the City shall enter into and execute this Contract Agreement for Administrative Services with the Coles County Regional Planning and Development Commission. The Mayor is authorized to execute said contractual agreement.

Upon motion by Commissioner Graven , seconded by Commissioner Phipps , adopted this 15th day of October , 2024 by a roll call vote, as follows:

AYES (Names): Commissioner Closson, Commissioner Cox, Commissioner Graven, Commissioner Phipps

Mayor Hall

NAYS (Names): None

ABSENT (Names): None

Approved this this 15th day of October , 2024.

/s/Rick Hall

Rick Hall, Mayor

City of Mattoon, Coles County, Illinois

ATTEST: APPROVED AS TO FORM:

/s/Susan J. O’Brien

Susan J. O’Brien, City Clerk

/s/Daniel C. Jones

Daniel C. Jones, City Attorney

Recorded in the Municipality’s Records on 10-15, 2024. Mayor Hall opened the floor for discussion with no response.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Commissioner Phipps seconded by Commissioner Cox moved to adopt Resolution No. 2024-3286, approving a Participation Agreement with Mattoon Enterprise Park, L.L.C. for economic development funding of the North 6th Street Substation through the Illinois Department of Commerce and Economic Opportunity (DCEO) Regional Site Readiness Grant Program with matching funds of up to $600,000.

CITY OF MATTOON, ILLINOIS

RESOLUTION NO. 2024-3286

A RESOLUTION TO ENTER INTO A PARTICIPATION AGREEMENT WITH MATTOON ENTERPRISE PARK, L.L.C. AND TO APPLY FOR THE DCEO REGIONAL SITE READINESS GRANT PROGRAM

WHEREAS, the City of Mattoon, Illinois, is committed to expanding the economic and employment base of our manufacturing sectors; and

WHEREAS, for many years development in the Mattoon Enterprise Park has been inhibited by lack of substation capacity; and

WHEREAS, the Department of Commerce and Economic Opportunity (DCEO) currently has a grant opportunity that would provide up to $3,000,000 towards substation upgrades that could help attract new manufacturers to our community; and

WHEREAS, if awarded, this grant could increase the capacity of the substation that serves Mattoon Enterprise Park by 17.5 Mega Watts; and

WHEREAS, the City of Mattoon has partnered with Ameren Illinois, Agracel, and Coles Together to determine the needed costs of said substation upgrades; and

WHEREAS, per the grant agreement, the City of Mattoon must authorize up to 20% matching funds for the purposes of the grant, which amounts up to $600,000; and

WHEREAS, per the grant agreement, the City of Mattoon must enter into a partnership agreement with Agracel and Mattoon Enterprise Park to establish site control and demonstrate the authority of the city to make improvements to the project site.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MATTOON, COLES COUNTY, ILLINOIS:

1. That the City of Mattoon hereby authorizes City Staff to apply for the DCEO Regional Site Readiness Grant Program.

2. That the City of Mattoon authorizes the expenditure of necessary matching funds, up to of 20% of the total grant award.

3. That the City of Mattoon authorizes the Mayor to enter into a participation agreement with Agracel per Exhibit A for the purposes of site control for the grant application.

4. That this resolution shall be in full force and effect from and after its passage and approval as provided by law.

Upon motion by Commissioner Phipps , seconded by Commissioner Cox , adopted this 15th day of October , 2024 by a roll call vote, as follows:

AYES (Names): Commissioner Closson, Commissioner Cox, Commissioner Graven, Commissioner Phipps,

Mayor Hall

NAYS (Names): None

ABSENT (Names): None

Approved this 15th day of October , 2024.

/s/Rick Hall

Rick Hall, Mayor

City of Mattoon, Coles County, Illinois

ATTEST: APPROVED AS TO FORM:

/s/Susan J. O’Brien

Susan J. O’Brien, City Clerk

/s/Daniel Jones

Daniel Jones, City Attorney

Recorded in the Municipality’s Records on 10-15, 2024.

Mayor Hall opened the floor for discussion. Administrator Gill explained the grant with Ameren for several weeks, discussion with others involved looking for firm commitments, grant was due at the end of the week, City not responsible for full $600,000 and could amend to help fund. Mayor Hall noted there were one or more parties involved, 20% match, amounts depend on the grant, other parties to decide by Thursday. Commissioner Phipps inquired about Plan B and was this an all-or- nothing situation with Administrator Gill stating would not allow eligibility for the grant and yes an all-or-nothing issue but could apply again next year. Mayor Hall noted there was certain usage with no guarantees. Administrator Gill explained the new power excess would return dollars to the City which would share with the others involved. Council further discussed the need to tap into resources in worse case scenario, could have partners with one-third of the cost, possibility of more than $300,000, great opportunity to develop area, and not going to pursue if there is no power.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Mayor Hall seconded by Commissioner Graven moved to adopt Special Ordinance No. 2024-1928, granting a Special Use for an accessory dwelling unit (ADU) located at 3213 Marion Avenue. Petitioner: Dolores Wishard 07-2-12378-000

CITY OF MATTOON, ILLINOIS

SPECIAL ORDINANCE NO. 2024-1928

AN ORDINANCE TO GRANT A SPECIAL USE FOR AN ACCESSORY DWELLING UNIT AT 3213 MARION AVENUE | Pin #: 07-2-12378-000

WHEREAS, The petitioner Dolores Wishard has petitioned the City of Mattoon for a special use for an Accessory Dwelling Unit (ADU); and

WHEREAS, a public hearing was held on October 8, 2024 before the Mattoon Planning and Zoning Commission where no objectors were present; and

WHEREAS, The Planning and Zoning Commission of the City of Mattoon voted unanimously for the approval of said special use; and

WHEREAS, said special use conforms with the quality and character of the community.

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

Section 1. Pursuant to the abilities of City Council enshrined in Section 32.05 of the Mattoon Code of Ordinances, the City of Mattoon hereby grants the special use for an “accessory dwelling unit” for the address 3213 Marion Avenue; said special use shall run with the land.

Section 2. This ordinance shall be deemed published as of the day of its adoption and approval by the City Council.

Section 3. This ordinance shall be effective upon its approval as provided by law.

Section 4. The City Clerk shall make and record a duly certified copy of this special ordinance with the Clerk and Recorder’s Office of Coles County, Illinois.

Upon motion by Mayor Hall , seconded by Commissioner Graven , adopted this 15th day of October , 2024, by a roll call vote, as follows:

AYES (Names): Commissioner Closson, Commissioner Cox, Commissioner Graven, Commissioner Phipps,

Mayor Hall

NAYS (Names): None

ABSENT (Names): None

Approved this 15th day of October , 2024.

/s/Rick Hall_

Rick Hall, Mayor

City of Mattoon, Coles County, Illinois

ATTEST: APPROVED AS TO FORM:

/s/Susan J. O’Brien

Susan J. O’Brien, City Clerk

/s/Dan C. Jones

Dan C. Jones, City Attorney

Recorded in the Municipality’s Records on 10-15, 2024.

Mayor Hall opened the floor for questions. CE&P Manager Benishek commented this special use was a perfect first use of an ADU, unique opportunity and explained the use, and was unanimously approved by the Planning Commission.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Mayor Hall seconded by Commissioner Cox moved to approve Council Decision Request 2024-2541, approving the partial sponsorship of the Celebrate Downtown Mattoon Christmas Drone Show in the amount of $5,000.

Mayor Hall opened the floor for comments. CE&P Manager Benishek explained the support of Celebrate Downtown, the vendor’s experience and contributions by Rural King, KC Summers and Kingspan. Council inquired as to the location of the drones, if this would pull people from other towns and contract length with CE&P Manager Benishek stating the location of the YMCA parking lot or alternate to launch the drones, a 75 mile target area to draw people outside of Mattoon, and a one year due to relying on donations and work on sponsorship in the future.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Mayor Hall seconded by Commissioner Cox moved to approve Council Decision Request 2024-2542, authorizing the employment of Ty D. Nichols as a probationary police officer with a base pay of $68,700.44 for the Mattoon Police Department effective November 02, 2024 contingent upon successful completion of background, physical and psychological exams.

Chief Gaines introduced Mr. Nichols, noted his lateral transfer from Sullivan Police Department, background, highly recommended by Lt. Cole and a replacement for Officer Monte de Oca who was leaving the Department the first of November to be in nursing. Mr. Nichols stated he was honored to be here, provided a background and was furthering his career and starting a family.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Mayor Hall seconded by Commissioner Closson moved to approve Council Decision Request 2024-2543, authorizing the purchase in the amount of $25,950 for the Premium Unlimited Extraction Annual Subscription from Cellebrite for investigative purposes by the Mattoon Police Department; and authorizing the police chief to sign the quote.

Mayor Hall opened the floor for comments. Chief Gaines explained the use of this equipment and changes in subscription, causing a purchase of the premium product with other agencies buying into this along with a $5,000 grant to go toward the purchase. Administrator Gill noted five local agencies sharing the cost.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Commissioner Cox seconded by Commissioner Closson moved to approve Council Decision Request 2024-2544, authorizing the professional services agreement with Upchurch for the designing and preparing construction bid documents for an addition to Fire Station 3.

Mayor Hall opened the floor for comments. Administrator Gill noted the discussion of this for years since the current building was built in 1969, fire trucks are larger now, designed bay to extend, Upchurch preliminary designs what works best, estimate of $500,000, CDR allows going out for bids to have a true cost and work on ways to fund including a new kitchen area. Chief Hilligoss added the addition of a bathroom, and grant of up to $350,000 opening in December. Commissioner Cox noted there were no guarantees, allows for diversity in the workplace, age of the building, the side of town/railroad crossing, and have an ambulance bay. Mayor Hall noted fees were 10% of the construction cost around $50,000 with Administrator Gill stating 10% was standard. Commissioner Phipps questioned the $60,000 with Administrator Gill stating he didn’t think it would go that high.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Commissioner Phipps seconded by Commissioner Graven moved to approve Council Decision Request 2024-2545, approving Change Order #1 in the amount of $9,189.45 for adjustments to the final measurement of in-place quantities for sidewalk, curb and gutter and other items associated to complete the project.

Mayor Hall opened the floor for questions. Director Clark noted after the final measurement, finding unknown things and increase sidewalk costs due to ADA caused the need for a change order.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Commissioner Phipps seconded by Commissioner Cox moved to adopt Special Ordinance 2024-1929, repealing Special Ordinance No. 2024-1920, authorizing the purchase of a permanent easement with GLC Overton Farms, Inc.; and authorizing a purchase of a permanent easement with GLC Overton Farms, Inc. in the amount of $17,848 for the construction of a sanitary sewer from the Emerald Acres Sports Connection to the Waste Water Treatment Plant.

Mayor Hall opened the floor for questions. Administrator Gill noted the change in the owner’s decision of $2,000 more than was initially agreed to, the crops were out, owner wanted full appraisal amount with IDOT pays the full price. Commissioner Closson inquired about the number of additional easements needed for this project. Administrator Gill noted Rural King had the same agreement which should be the last one, and IOOF had signed their agreement.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

DEPARTMENT REPORTS:

CITY ADMINISTRATOR explained new items as an infrastructure grant with CE&P Manager Benishek, various employee issues, other grants, Public Works costs of roads and staying plenty busy. Mayor Hall opened the floor for questions with no response.

CITY ATTORNEY noted business as usual with many little projects including the sanitary sewer and would provide an update on the Quakenbush suit after November 7th hearing. Mayor Hall opened the floor for questions. Commission Cox inquired about the hearing with Attorney Jones noting the compliance hearing to see if any efforts were being made to the property.

CITY CLERK noted preparing the prefiling notice to petitions prior to the next Council meeting and preparing to send out the Flexible Spending Account enrollments and health insurance election forms while answering employees, retirees and citizens inquiries – business as usual. Mayor Hall opened the floor for questions with no response.

FINANCE distributed and reviewed September Financial Report including the General Fund revenues and expenditures, cash position, Midtown TIF, Capital Improvement Fund, Revenue Tracking with property taxes received, Major Sources of Revenue and unrestricted cash. Mayor Hall opened the floor for questions with no response.

PUBLIC WORKS updated Council on projects including general maintenance at the Water Treatment Plant and Waste Water Treatment Plant, grant for lead line data collection in use by contracting with CCRP-DC, Broadway project close to completion, striping completed, sports complex close to being completed in the next couple of days, seeding next week, parking lot to be paved next Monday for Indoor facility, one store to open this week with others following, the need for an ordinance to add 4-way stops and yields, and sanitary sewer to start moving. Mayor Hall inquired as to the addresses of the stores with Director Clark stating the City has done its part. Mr. Ed Dowd added how beautiful 15th and Broadway looked. Mayor Hall opened the floor for questions with no response.

FIRE reported on calls for service, inspection and final inspections at the sports complex and training. Mayor Hall opened the floor for questions with no response.

POLICE reported on calls for service, 45 arrests, and five officers who cannot count as manpower at this time. Mayor Hall opened the floor for questions with no response.

ARTS AND TOURISM reviewed upcoming November events including the 14th walkthrough for Lightworks with the 15th for vehicles, photo show at KC Summers, and Holiday Artisan Sale on the 22nd-24th; and updated Council on the Twinkle Lights Tour of 12 communities from a co-brand idea, the first Santa House meeting, mini mural between the Library and Sound Source and holiday windows by Peyton Morrow. Mayor Hall opened the floor for questions with no response.

COMMUNITY DEVELOPMENT updated Council on the 6th/Marion mobile home park who now has the State involved with 19 different homes to be removed from the area, abandoned property program, county-wide tourism grant for outdoor recreation, and the TIF and Enterprise Zone substation grant. Mayor Hall inquired as to the number of homes being removed from trailer park with CE&P Manager Benishek stating about all from the mobile home park.

COMMENTS BY THE COUNCIL

Council congratulated Officer Nichols on his employment. Commissioner Closson updated Council on the $200,000 OSLAD equipment grant for the beach and campground areas and the need for about three inches of rain to replenish Lake Paradise. Commissioner Cox echoed Mr. Dowd’s comment on the downtown area and welcomed Mrs. Nichols as well. Commissioner Graven was glad to see the sidewalk program complete. Commissioner Phipps welcomed the Nichols’ family and commented on 6th Street. Mayor Hall noted several calls from citizens with issues, involvement with economic development potentials, Emerald Acres projects are coming along, a successful Coles Together Annual Meeting and City in a very positive direction.

Mayor Hall announced there would be no business conducted after the closed session.

Mayor Hall seconded by Commissioner Graven moved to recess to closed session at 7:26 p.m. pursuant to the Illinois Open Meetings Act for the purpose of the discussion of the

appointment, compensation, discipline, performance, or dismissal of specific employees of the City or legal counsel for the City under (5ILCS 120 (2)(C)(1)). (Hall)

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, YEA Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

Council reconvened at 7:47 p.m.

Commissioner Phipps seconded by Commissioner Cox moved to adjourn at 7:47 p.m.

Mayor Hall declared the motion carried by the following vote: YEA Commissioner Closson, YEA Commissioner Cox, NAY Commissioner Graven, YEA Commissioner Phipps, YEA Mayor Hall.

https://mattoon.illinois.gov/download/city-council-meeting-2024-11-05/