Grundy Reporter

Coal City Village Board met April 22.

Here is the minutes provided by the board:

At 7:36 p.m., Mayor Halliday called to order the meeting of the Coal City Board in the boardroom of the Village Hall. Roll call-Trustees Dave Togliatti, Ross Bradley (remotely), Dan Greggain (remotely), Dave Spesia, (remotely), Tim Bradley (remotely), and Sarah Beach (remotely). Also in attendance remotely were Ryan Hansen from Chamlin Engineering, attorney Mark Heinle, and Police Chief Tom Best. Matt Fritz, Village Administrator was in attendance physically.

All recited the Pledge of Allegiance.

The minutes of the March 16, 2020 Budget meeting were presented. Togliatti moved to approve the minutes of the March 16, 2020 Budget meeting, second by Spesia. Roll call-Ayes; Togliatti, Bradley, Spesia, Bradley and Beach. Nays; none. Abstain; Greggain. Motion carried.

The minutes of the March 18, 2020 Board meeting were presented. T. Bradley moved to approve the minutes as written, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried..

The minutes of the March 25, 2020 Board meeting were presented. T. Bradley moved to approve the minutes as written, second by Togliatti. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

The warrant list was presented. Following review, T. Bradley moved to approve the warrant list as presented, second by Spesia. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

There was no public comment at this meeting

Resolutions 20-10 and 20-11 were the topic of the Public Hearing held prior to this Board meeting. X-Calibur Gymnastics and Broadway Dance Center are applying to the Downstate Small Business Stabilization Grant. The Village will partner with each of the businesses in order to obtain the grant. At the Public Hearing, there were several testimonials in support of the two businesses. Mayor Halliday expressed his hope that the businesses receive the grants through the Illinois Department of Commerce and Economic Opportunity (DCEO). Due to the COVID-19 pandemic, small businesses are suffering financially due to closures. Each of these qualifying businesses present their financial losses. T. Bradley moved to adopt Resolution 20-10 supporting the application and partnership with X-Calibur Gymnastics to apply for $25,000 of Downstate Stabilization funding, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Greggain moved to adopt Resolution 20-11 supporting the application and partnership with Broadway Dance Center to apply for $21,590 of Downstate Stabilization funding, second by Beach. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mr. Fritz explained Resolution 20-12, amending the FY20 Annual Budget to allow necessary expenditures. Changes will assist with describing the journal entries that differ from the adopted budget. This resolution balances the FY20 budget with the actual expenditures. T. Bradley moved to adopt Resolution 20-12 amending the FY20 Budget to allow for necessary expenditures, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Resolution 20-13, the adoption of the Family First Coronavirus Response Act (FFCRA), was presented by Mr. Fritz. Due to the COVID-19 pandemic, President Trump enacted legislation that included additional employee benefits to the existing Family Medical Leave Act (FMLA). The FMLA provides 12-weeks of time off for a full-time employee if the employee needs additional time in addition to care for their own health or health of an immediate family member, FMLA provides for their job security but not compensation. The FFRCA uses the FMLA as a base benefit but also includes additional 2-week time due to the COVID-19 but excludes these benefits to emergency responders. This benefit ensures employees the additional benefit. The benefits of the FFRCA will expire on December 31, 2020. T. Bradley moved to adopt Resolution 20-13 adopting the FFCRA Police and excluding emergency responders from certain provisions, second by Togliatti. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried,

Ordinance 20-04, and adoption of the FY21 Budget was reviewed by the Board. The FY21 Budget was the subject of the Public Hearing held prior to tonight's meeting and had been discussed through the Budget Meeting and the Finance Committee. T. Bradley noted the changes to IMRF, decrease in police overtime and the $5000 reduction to the EMA. The Board expressed concern to the FY21 budget due to the COVID-19 pandemic and the reduction of building permits and sales tax and the expenses and funding. A monthly review of the budget was suggested. T. Bradley moved to adopt Ordinance 20 04 adopting the FY21 Budget, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mr. Fritz presented Ordinance 20-05 which amends the present traffic code to allow for left hand turns on South Broadway. Points of discussion included:

• Applies to South Broadway and not North Broadway

• Will include Walnut Street to Rt. 113

• Signage was discussed with Chief Best and attorney Mark Heinle

• Chief Best said there has never been an accident wherein a car was turning left on South Broadway

• With the new reconstruction to S. Broadway, there is now room to make a left hand turn

• Concern of congestion south of the tracks on S. Broadway due to no turn lane

Spesia moved to adopt Ordinance 20-05 amending the Village Code regarding the enforcement of left hand turns on Broadway, second by Greggain. Roll call-Ayes; Greggain, Spesia, T. Bradley and Beach. Nays; Togliatti and R. Bradley. Motion carried.

Approval to proceed with the 2020 Street & Alley Engineering Plan by Chamlin Engineering was presented and discussed. The fee for the engineering would be $24,875. Spesia moved to authorize Chamlin Engineering for an estimated cost of $24,875 to complete the street and alley work for 2020 Street Maintenance Program, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Ryan Hansen and Matt Fritz presented the 2020 Street & Alley Engineering Plan by Chamlin Engineering. Discussion included:

• Breakdown costs of streets

Patching & resurfacing Map of the streets was presented to Board for review Spoke with D Construction regarding the proposed project

• D Construction will honor the pricing as the same used in the S. Broadway Reconstruction Project

• Compared D Construction pricing to other contractor pricing

• Recommending D Construction for project

Attorney Heinle stated that the waiver of competitive bidding should be included in the motion along with the award. The South Broadway Reconstruction Project is scheduled for completion by the end of June 2020. Other points of discussion included the RT. 113 improvements scheduled by IDOT in 2020. If the Village is planning on repairing the storm sewer project at Second Street, it was suggested that the road not be included at the same time as the rest of the project. Mr. Hansen stated he believes D Construction would come back after the storm sewer project is completed in that area and complete the street maintenance for that particular area. It is a large area, but Mr. Hansen would check with D Construction to confirm. If D Construction will not come back and complete the street maintenance until after the storm sewer project is completed, then alternative streets should be considered. A contract will be drawn between the Village and D Construction. Spesia moved to waive competitive bidding requirements in light of the reduced fee and timeliness of completing this Year's Street Maintenance Program for an amount not to exceed $232,448, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mr. Fritz stated that the Village's current web site is inadequate. He is proposing that the Village have Cloud Nine re-design the web site. We maintain the contents of the web site which has become a great communication tool for the social media. Mr. Fritz pointed out:

. The current web site is managed in house

• The new web site would be more user friendly

• The initial fee for the design is $5,500

• A care plan fee for hosting the web site will be annually Togliatti moved to authorize Mayor Halliday to enter into a contract with Cloud Nine in order to re-design the Village of Coal City's website, second by Spesia. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mr. Fritz presented invoices #7-9 from Christopher B. Burke Engineering, Ltd. (CBBEL) for the South Broadway Reconstruction Project in the amount of $124,279.22. This payment will bring the Village up to 2020 and shall pay all invoices prior to the end of 2019. 80% of the invoiced amount will be reimbursed by the State of Illinois. Spesia moved to approve payment for construction oversight services for invoices #7-9 for. $124,279.22 to CBBEL, second by R, Bradley. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mr. Eritz presented an amendment to the Local Partnership Agreement with the Illinois Department of Transportation (IDOT) regarding the South Broadway Reconstruction payment requirements. Due to change orders, there will be a reduction in the local match amount for the village. Spesia moved to authorize Mayor Halliday to enter into an LPA (Local Partnership Agreement) amendment to revise the agreement regarding the South Broadway Reconstruction payment requirements, second by Greggain. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

A final pay request for Chamlin Engineering in the amount of $20,612.12 for the Coaler Lift Station Replacement project was submitted for approval. Mr. Fritz explained that a small amount will be withheld for restoration to be done in the spring 2020. The project is complete except for the balance of the restoration. T. Bradley moved to approve the final payment to Chamlin Engineering for oversight related to the Coaler Lift Station Replacement Project in the amount of $20,612.12, second by Togliatti. Roll call Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried,

A new policy that affects the employee manual was presented for adoption by the Village Board. Mr. Fritz said that due to the COVID-19 virus, and the adoption of Resolution 20-13 at tonight's meeting, the new policy changes the employee's manual adopting the Families First Coronavirus Response Act Policy (FFCR expire on December 31, 2020. Presently the policy only affects 3-4 employees at the Village Hall. It was noted that the policy was reviewed by the Village's attorneys. T. Bradley moved to adopt a policy change to the Employee Manual incorporating the adoption of the FFCRA, which expires on December 31, 2020, second by Spesia. Roll call Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

A Memorandum of Understanding with the Police Department's membership of the Metropolitan Alliance of Police (MAP) regarding the Families First Coronavirus Response Act policy was presented to the Board by Mr. Fritz. The Village's law firm has reviewed the Memo of Understanding and recommends its passage. Greggain moved to authorize Mayor Halliday to enter into the Memorandum of Understanding regarding the FFCRA with MAP Chapter 186, second by T. Bradley. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Mayor Halliday thanked the Board for their understanding and cooperation during this stressful time. He also announced:

• IMC continues to work with the State for COVID-19 reimbursements

GEDC is directing opportunities to the Village for various financial support as a result of the COVID-19

• Grundy County has reported 26 confirmed cases of the COVID-19; no deaths in a population of 54,000 residents

• Two local businesses may get financial support and is happy the Village can assist in that process

• Asked everyone to be smart, patient and safe

Trustee Beach announced that the Park Board meeting is cancelled for April and that the next meeting the committee will review the park events for the summer. She reminded residents to continue to shop local and help our local businesses in any way they could.

Trustee T. Bradley asked for an update regarding the Lions Park/Hope Helps washrooms construction. Ryan Hansen stated he was working on a contract with Narvick Brothers. Bradley also said the Grundy County Real Estate taxes will be due later this year and asked how this would affect the Village's cash flow? Mr. Fritz stated that the Village should be OK with their existing reserves.

Trustee Spesia reported on the South Broadway Reconstruction stating that the east side is nearly complete with landscaping and containers to still be finished. D Construction is preparing for the brick work and that a list was prepared for D Construction addressing areas and questions of concern. He also said he had received compliments of support for the project from residents.

Coal City Village Board Meeting April 22, 2020 Page Seven

Trustee Greggain asked Chief Best if there were more domestic cases during this coronavirus pandemic. Chief Best responded that there was not an increase locally but that there was an increase nationally. The police department is completing some very time consuming investigation at this time.

Trustee R. Bradley asked what the School Resource Officer is doing with no school in session and how will this affect the contract with the school district? Chief Best stated that the SRO is working a regular schedule which attributes to less overtime, until everything returns to normal. Mr. Fritz stated that the SRO billing to the school district occurs in January. There is no discounts applied at this time.

Trustee Togliatti reported that the Planning and Zoning Board have not met recently but that meeting will be scheduled in the future.

Clerk Noffsinger reported on the Census 2020 and the participation responses, She encouraged everyone to continue and that letters will be sent to those residents that have not responded yet.

Attorney Heinle reported:

• Workman's Compensation revisions regarding exposure to the COVID-19 in the workplace is presently in litigation

• Due to the Stay at Home order signed by the Illinois Governor, the police department is in discussion as to warnings/violations and how to enforce the Governor's order; Village may have to prepare and enforce a local violation

Ryan Hansen said to feel free to use any information by Chamlin Engineering for any grant opportunities. Spesia asked what the start date is for the Valerio Road project. Mr. Hansen said he has not heard of a date yet.

Chief Best reported:

• Police Department is following the best policies and procedures to stay safe during the pandemic

• Would rather use a code violation rather than a ticket/arrest for those not following the Governor's COVID-19 policy Everyone at the police department are well Coal City Village Board Meeting April 22, 2020 Page Eight

• The final end of the year report is completed

Mr. Fritz reported:

• Kankakee Water Alliance want to move forward with the project and will keep the Village informed. Grundy County Chamber of Commerce certificates are being used toward payment of the resident's water, sewer and garbage bills; Clerk Noffsinger gave an update as to their use, procedure and option of use

At 9:09 p.m., T. Bradley moved to enter into executive session to discuss personnel per ILCS 5 120/2(c)(1), second by Spesia. Roll cail-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried.

Following executive session, Mr. Fritz reminded the Board that there will be a virtual Village Board meeting on Friday, April 24, 2020 at 10:30 a.m. to approve the minutes of the Public Hearing prior to tonight's meeting. Those minutes need to be approved in compliance of the Downstate Small Business Stabilization Program to be submitted on April 24, 2020. Also, there will be a Village Board meeting on their next scheduled date of May 13, 2020. The meeting will be held virtually.

T. Bradley moved to adjourn the meeting, second by Togliatti. Roll call-Ayes; Togliatti, Bradley, Greggain, Spesia, Bradley and Beach. Nays; none. Motion carried and the meeting was adjourned at 9:31 p.m.

https://docs.google.com/document/d/1_A4JwIXs9SrbLaw4eHYNxXQ3ysRQRyrKzVwaeJ6mMTY/edit