city of carbondale fire fighter s pension board eeting

CITY OF CARBONDALE

FIRE FIGHTER’S PENSION BOARD

MEETING MINUTES

9:00 A.M., APRIL 17, 2018

FIRE STATION 2

Ted Lomax called the meeting to order at 9:00 a.m. with the following members of the Board

present/absent:

PRESENT: Ted Lomax, President; Mike Hertz, Secretary; Harry Threlkeld, Fire Fighter Retiree

Representative; Jeff Davis

ABSENT: Becky Applegate

GUESTS: Patrick Donnelly, Graystone Consulting; Jennifer Sorrell, Jay Crippen

Also present was Fire Department Administrative Secretary/Recorder Kathy Haldeman

Patrick Donnelly of Graystone Consulting presented the Investment Review for period ending

March 31, 2018. Mr. Donnelly suggested an investment change. Motion made by Jeff Davis to

move $90,000 from Small Cap Equities, $95,000 from Mid Cap Equities, and $200,00 from Large

Cap Equities into Cash. Motion seconded by Mike Hertz. ROLL CALL VOTE: Ted Lomax – AYE,

Mike Hertz – AYE, Harry Threlkeld – AYE, Jeff Davis - AYE. AYES: Four; NAYS: None. Motion

declared carried. Motion made by Jeff Davis to resend the previous motion. Motion seconded by

Harry Threlkeld. ROLL CALL VOTE: Ted Lomax – AYE, Mike Hertz – AYE, Harry Threlkeld –

AYE, Jeff Davis - AYE. AYES: Four; NAYS: None. Motion declared carried. Motion made by Jeff

Davis to move $80,000 from Small Cap Equities, $80,000 from Mid Cap Equities, and $200,000

from Large Cap Equities into Cash. Motion seconded by Mike Hertz. ROLL CALL VOTE: Ted

Lomax – AYE, Mike Hertz – AYE, Harry Threlkeld – AYE, Jeff Davis - AYE. AYES: Four; NAYS:

None. Motion declared carried.

Patrick Donnelly exited the meeting and board members took a break at 10:00 a.m.

Board members reconvened at 10:15 a.m.

MINUTES OF PREVIOUS MEETING Motion made by Mike Hertz to approve minutes of the January 16, 2018 meeting. Motion

seconded by Jeff Davis. VOICE VOTE: AYES: Ted Lomax, Mike Hertz, Harry Threlkeld, and Jeff

Davis. NAYS: None. Motion declared carried.

TREASURER'S REPORT Jeff Davis presented the Treasurer’s Report and Market Value Comparison for the period ending

March 31, 2018. Investments showed a decrease of $466,988 since December’s statement.

$61,565.43 was received on behalf of Assistant Fire Chief Steve McBride for the purchase of

creditable service as well as Real Estate Taxes in the amount of $134,638.48 and Replacement

Taxes in the amount of $870.80 have been received since December’s statement. Motion made by

Mike Hertz to accept the Treasurer’s Report as presented and approve expenses totaling

$413,609.52, of which $412,513.47 was payroll. Motion seconded by Harry Threlkeld. VOICE

VOTE: AYES: Ted Lomax, Mike Hertz, Harry Threlkeld, and Jeff Davis. NAYS: None. Motion

declared carried. See attached Expense Report for details.

UNFINISHED BUSINESS

Ted Lomax stated RFP’s for Investment Managers will be sent to Graystone Consulting and Great

Lakes Advisors.

NEW BUSINESS

Ted Lomax stated that Jennifer Sorrell, City Clerk for the City of Carbondale, has been appointed

by Mayor Mike Henry to replace Becky Applegate.

Mike Hertz stated that elections were held for one active fire department member for a three year

term as well as one active fire department member for the remaining one year term as a result of

Ted Lomax’s upcoming retirement. Nomination sheets were posted March 19th through March

25th at both fire stations. Four active fire department members were nominated: Jay Crippen, Dylan

Fairfield, Mike Hertz, and Matt Wozniak. Election ballots were available the week of April 1.

Election results were fifty-four votes: seventeen for Jay Crippen, nine for Dylan Fairfield,

twenty-four for Mike Hertz, and four for Matt Wozniak, no write-ins. Motion made by Jennifer

Sorrell to canvas the election and destroy the ballots. Motion seconded by Jeff Davis. VOICE VOTE:

AYES: Ted Lomax, Mike Hertz, Harry Threlkeld, Jeff Davis, and Jennifer Sorrell. NAYS: None.

Motion declared carried. Mike Hertz will serve the three year term as an incumbent and Jay

Crippen will serve the one year term.

Board positions were voted upon. Motion made by Harry Threlkeld to appoint Jay Crippen as

President and Mike Hertz as Secretary. Motion was not seconded. Motion made by Harry

Threlkeld to appoint Mike Hertz as President. Motion seconded by Jeff Davis. Motion made by

Jeff Davis to appoint Jay Crippen as Secretary. Motion seconded by Jennifer Sorrell. Motion made

by Mike Hertz to close board position nominations. Motion seconded by Jeff Davis. VOICE VOTE:

AYES: Mike Hertz, Jay Crippen, Harry Threlkeld, Jeff Davis, and Jennifer Sorrell. NAYS: None.

Motion declared carried.

Jay Crippen presented an Application for Pension Benefits from Fire Chief Ted Lomax who is

planning to retire effective June 2, 2018 after twenty-eight years, three months, and seven days of

service. Jeff Davis will present Mr. Lomax’s partial and monthly pension figures at the July

meeting. Motion made by Jeff Davis to approve the Application for Benefits from Fire Chief Ted

Lomax effective June 2, 2018 under the Tier I benefits. Motion seconded by Harry Threlkeld.

VOICE VOTE: AYES: Mike Hertz, Jay Crippen, Harry Threlkeld, Jeff Davis, and Jennifer Sorrell.

NAYS: None. Motion declared carried.

Jay Crippen presented an Application for Pension Benefits from Assistant Fire Chief Doug Biggs

who is planning to retire effective May 12, 2018 after twenty-six years, six months, and

twenty-seven days of service. Jeff Davis will present Mr. Biggs’ partial and monthly pension

figures at the July meeting. Motion made by Jeff Davis to approve the Application for Benefits

from Assistant Fire Chief Doug Biggs effective May 12, 2018 under the Tier I benefits. Motion

seconded by Harry Threlkeld. VOICE VOTE: AYES: Mike Hertz, Jay Crippen, Harry Threlkeld, Jeff

Davis, and Jennifer Sorrell. NAYS: None. Motion declared carried.

Jay Crippen presented an Application for Pension Benefits from Assistant Fire Chief Terril

Kaufmann who is planning to retire effective May 4, 2018 after twenty-nine years, nine months,

and eight days of service. Jeff Davis will present Mr. Kaufmann’s partial and monthly pension

figures at the July meeting. Motion made by Jeff Davis to approve the Application for Benefits

from Assistant Fire Chief Terril Kaufmann effective May 4, 2018 under the Tier I benefits. Motion

seconded by Jennifer Sorrell. VOICE VOTE: AYES: Mike Hertz, Jay Crippen, Harry Threlkeld, Jeff

Davis, and Jennifer Sorrell. NAYS: None. Motion declared carried.

All of the annual Affidavits had been received per Kaprice Whittington in Finance.

Former Carbondale Firefighter Jimmy Johnson submitted a letter dated March 1, 2018 requesting

an inquiry of five year, seven year, and ten year time periods of transferrable creditable service

from the Carbondale Firefighters Pension Fund to the Firemen’s Annuity and Benefit Fund of

Chicago in accordance with Public Act 100-0544 passed November 9, 2017. Finance provided the

requested figures and a letter was mailed to Mr. Johnson March 14, 2018. The Firemen’s Annuity

and Benefit Fund of Chicago also submitted a letter requesting the same information. A copy of

the letter mailed to Mr. Johnson was mailed to the Benefit Fund March 26, 2018. No additional

correspondence has been received.

Kathy Haldeman stated that she has completed the annual on-line OMA and FOIA training.

Jennifer Sorrell also provided OMA and FOIA Certificates of Completion.

Mike Hertz presented an invoice from NCPERS in the amount of $250.00. Motion made by Mike

Hertz to pay the invoice to NCPERS in the amount of $250.00 Motion seconded by Jeff Davis.

ROLL CALL VOTE: Mike Hertz – AYE, Jay Crippen – AYE, Harry Threlkeld – AYE, Jeff Davis –

AYE, Jennifer Sorrell – ABSTAIN. AYES: Four; ABSTAIN: One; NAYS: None. Motion declared

carried. The Board discussed discontinuing this service in the upcoming year.

Jeff Davis stated that he received a letter regarding Actuarial Valuation services provided by Art

Tepfer. Motion made by Jennifer Sorrell to retain Art Tepfer for Actuarial Valuation services in

2018. Motion seconded by Harry Threlkeld. VOICE VOTE: AYES: Mike Hertz, Jay Crippen, Harry

Threlkeld, Jeff Davis, and Jennifer Sorrell. NAYS: None. Motion declared carried.

The annual AFFI Pension Conference will be held October 29 and 30, 2018 in Lisle/Naperville.

There is no new pension legislation at this time.

There are no closed meeting minutes to review.

ANNOUNCEMENTS AND ADJOURNMENT Motion made by Harry Threlkeld to adjourn at 10:35 a.m. Motion seconded by Jeff Davis. VOICE

VOTE: AYES: Mike Hertz, Jay Crippen, Harry Threlkeld, Jeff Davis, and Jennifer Sorrell. NAYS:

None. Motion declared carried.

The next meeting is scheduled for July 17, 2018 at 9:00 a.m.

Jay Crippen, Secretary

City of Carbondale, Illinois Foreign Fire Insurance Board

Regular Meeting Minutes June 13, 2018. 9:00 AM

Fire Station #2, 401 N. Glenview Present: Chief M.Hertz, R. Miller, B. Schultz, T. Young, P. Seger, Z. Brown Absent: J. Earll Guests: None Call to Order: Called to order 9:02 Treasurer’s Report: Current Balance of $12,545.23. Outstanding expenditures of $2257.36.Current available balance of $9806.88. Unfinished Business: Propane heater and tank struck from purchases due to discontinued items. Will revisit at a later date. Young motions to accept, Brown 2nd. (6-0) New Business: Chief M. Hertz. Appointed to board due to T. Lomax retirement. Seger motions to purchase Husqvarna rescue rotary saw for $1,600. Schultz 2nd, (6-0) Brown motions to spend $200 on 14” saw blade. Chief 2nd. (6-0) Chief motions to spend up to $200 for sawzall blades. Seger 2nd, (6-0) Chief advised board any publication containing city logo needs to be updated to new city logo. Guest Comments and Questions Announcements and Adjournment: Schultz motions to adjourn meeting at 9:56. Young 2nd. (6-0)

CITY OF CARBONDALE, ILLINOIS

LIQUOR ADVISORY BOARD

Thursday, June 7, 2018 - 5:30 p.m.

Civic Center, 200 S. Illinois Avenue, Room 103

The City of Carbondale’s Liquor Advisory Board held a meeting on Thursday, June 7, 2018, in Room 103 of

Carbondale City Hall, 200 South Illinois Avenue. Vice Chair Mark Robinson called the meeting to order at 5:30 p.m.

with the following-named members of the Board present/absent:

1. Roll Call

Present: Mark Robinson, John Mills, Tasis Karayiannis, David Cisco

Absent: Steve Payne, Henry Webber, Taylor Delaney, and Donald Monty

A quorum was available to take action on the agenda items. City Staff present for the meeting included City Clerk

Jennifer Sorrell and Deputy Police Chief Stan Reno

2. Approval of minutes from May 10, 2018

J. Mills moved, T. Karayiannis seconded, to approve the minutes of May 10, 2018. VOTE: All voted aye; motion

declared carried.

3. Consideration of a Liquor License Renewal Application for License Year 2018-2019 from

The Melting Pot, Inc. d/b/a Fat Patties at 611-B South Illinois Avenue

The Clerk noted that the licensee had not been asked to attend the meeting. It was asked if the licensee was aware

that the City is considering instituting a late fee on liquor application, but the Clerk stated that the discussion of a

late fee has only occurred at the L.A.B. level at this point. The Board commented that the applicant is an ex-

Councilman who has been in business for a long time and appears to be taking a laissez faire attitude about the

renewal. Further, they expressed disappointment and remarked on the licensee’s criminal history, the lateness of the

application, the number of items outstanding, and taken in toto, it gives concern. The business does not seem to

cause any issues. It was asked that the applicant receive a copy of the minutes. The Board asked about the charge

for resisting arrest which was related to one of the DUI arrests and whether the new license will be issued before

the expiration of the current license.

D. Cisco moved, T. Karayiannis seconded, to recommend approval of the renewal application for Fat Patties

pending receipt of outstanding items. VOTE: All voted aye; motion declared carried.

4. Citizens’ Comments

An unidentified citizen noted his surprise that the licensee did not attend the meeting.

The Clerk noted that the Board members were supplied with a paper copy of Title Two Chapter Four of the

Carbondale Revised Code. She asked that they familiarize themselves with Chapter Four before the next meeting so

that a general discussion could occur and a determination can be made how to divide the sections. She noted that

each licensee is receiving notification about these upcoming changes which encourages their input on the rewrite

process. City Staff hasn’t developed any recommendations at this point. The Board asked what was expected of

them, if there are any other cities which spend so much time dealing with liquor, and who will be involved in the

rewrite of this section.

Next Meeting: July 5, 2018

5. Adjournment

Meeting adjourned at 5:41 p.m.

_______________________________ _____________________________

Jennifer R. Sorrell, City Clerk Date Approved

1

Ms. Litecky called the meeting to order at 6:03 p.m.

Members Present: Miller, LeBeau, Sheffer, Hamilton, Lilly, Litecky and Bradshaw (ex-

officio)

Members Absent: Henson, Burnside and Love

Staff Present: Taylor and Brightharp

1. Approval of Minutes:

Ms. Litecky stated that the wrong date had been printed on the agenda for the minutes so

the minutes for the January 10, 2018, will be approved at the next Planning Commission

meeting.

2. Citizen Comments or Questions

There were none

3. Report of Officers, Committees, Communications

There were none

4. Public Hearings

PC 18-11, 6:04 pm- Help at Home, LLC, is requesting a Special Use Permit for a Group

Home I in an R-1-8, Low Density Residential, Zoning District at 615 South Terrace

Drive.

Ms. Litecky declared Public Hearing PC 18-11 open and asked Mr. Taylor to read the

legal notice.

Travis Taylor, Senior Planner for the City of Carbondale, read the legal notice.

Ms. Litecky asked Mr. Taylor to present the staff report.

MINUTES

Carbondale Planning Commission

Wednesday, February 7, 2018

Room 108, 6:00 p.m.

City Hall/Civic Center

2

Mr. Taylor was sworn in and read parts A and B of the staff report.

Ms. Litecky asked if there were any questions of staff.

There were none.

Ms. Litecky asked if the applicant was present and wished to speak.

Kim Evans, the Regional Vice President of Help at Home, came forward to give

information about the business and what they do for the Southern Illinois region. Ms. Evans

spoke about the types of clients they assist at their facilities and what they are wanting from

this special use permit. Ms. Evans stated that they checked with the state before purchasing

this property and they were told the property would be fine for this type of facility.

Ms. Litecky asked if there were any questions of the applicant.

There were none.

Ms. Litecky asked if anyone wished to speak in favor.

There was no one.

Ms. Litecky asked if anyone wished to speak in opposition.

Mr. Taylor read a letter from Helen Gilken that was received in opposition of the special

use permit. Ms. Gilken stated that she the owner of 618 South Terrace Drive and was

against this facility in her neighborhood because of the increase in traffic to the area.

Mr. Taylor also read a letter from Liz Gersbacher stating that even though they were not

against this type of facility for people with disabilities, they are concerned about having it

in a single family neighborhood. She mentioned a facility that is located near their address

currently and the issues that the facility causes to the neighborhood, such as traffic, noise

and safety issues for surrounding homes. She also mentioned issues with staffing at these

types of facilities and the adverse impact this might have on the community that already

has one type of group home located close by.

Ms. Litecky stated that she had received a petition with thirty-one signatures of surrounding

neighbors to the address.

Diane Muzio of 605 South Terrace, came forward and stated that she works with

individuals with disabilities and is not against these types of facilities or these types of

neighbors but is concerned about granting a special use permit allowing two of these

facilities to be located so close together. Ms. Muzio stated that these types of facilities have

a negative effect on the neighbors not because of the residents but the staff and she shared

her personal stories about living next door to the facility. Ms. Muzio shared stories about

issues with the staff that work at the facility, noise that comes from the building, traffic

3

issues and safety issues. Ms. Muzio stated that she should not have to keep records of

incidents, approach staff so often about issues or deal with these problems from a business

in her neighborhood.

Cherie Watson of 610 South Terrace, came forward to speak about the issues that she has

dealt with having these types of group homes in her neighborhood. Ms. Watson also

expressed concerns with the staff that work at the facility and the constant traffic issues.

Ms. Watson also expressed concern with the fall of property values of the neighboring

homes by adding another facility in their neighborhood. Ms. Watson shared stories about

dealing with the facility and the residents/staff of the facility, she was very concerned about

her family’s personal safety.

Laura Hughes of 605 South Terrace, stated that her issue is incompatible zoning by

allowing businesses in residential neighborhoods, especially businesses that run 24 hours

at a time. Ms. Hughes stated that the staff has no accountability and respect for the

neighbors of the business in this residential neighborhood. Ms. Hughes also stated that the

actual residents of the facility are hardly ever seen or heard from so is it actually beneficial

for them to be in a residential area. Ms. Hughes went on to share more information about

having two facilities located so close together in a residential area and how this should not

be allowed or even considered. Ms. Hughes also stated that other issues as said before were

traffic issues, crime issues and property values of the other homes in the neighborhood.

Navreet Kang of 613 South Terrace, stated that he shares the concerns of all that had been

shared but his big concern is that lack of privacy in his back yard since the new facility will

be located right next door. Mr. Kang also expressed concerned for the safety of the children

in the neighborhood, due to increase in traffic and other safety issues.

Richard Cannon of 610 Wedgewood, stated that he has been a Carbondale resident and

longtime employee of the University. Mr. Cannon spoke about the neighborhoods and

businesses that he has seen over the years that he has been in Carbondale. Mr. Cannon

stated that his property is located on the backside of the property requesting the special use

permit and he is very concerned that the time, money and energy that he has put into the

property will not matter and the property value will decrease because of the business

located next door.

Jerre Pfaff of 610 South Terrace, expressed the same concern about having another

business in his neighborhood and not wanting it in a quiet, peaceful neighborhood.

Ron Stadt of 609 South Terrace, stated that he has lived in this neighborhood for over fifty

years and asked to not have another business in this residential community. Mr. Stadt also

shared stories about the traffic concerns and the damage to his property due to more traffic

coming and going. Mr. Stadt also shared a story about a resident sitting in the street without

concern of the staff members.

Chuck Battisti of 606 South Wedgewood, stated that he feels that the code should stand

and not allow these types of homes to be located so near each other.

4

Rosanna Halterman of 604 South Terrace, stated that she has had many incidents with the

staff at the facility located next door and some have involved police being called to the

home. Ms. Halterman stated that she does not feel that that another facility should be

allowed in the neighborhood because of the safety issues and staff concerns.

Ms. Litecky asked Mr. Taylor to read the analysis.

Mr. Taylor read Parts C and D of the staff report for PC 18-11, with a recommendation of

denial.

Ms. Litecky asked if the Commissioners had questions for staff.

Dr. LeBeau asked when the first group home was allowed in the neighborhood. A neighbor

stated that it was in 2002. Kim Evans stated that when she contacted the state a group home

was not listed near this address, so the current home located in that neighborhood looks to

not be registered with the State of Illinois. Mr. Taylor then explained the differences

between the group homes and how the existing home is for juveniles while the proposed

home is for adults. Ms. Evans then spoke about the staff that will be working at the new

location and that it would not be like the current type of group home in the neighborhood.

Ms. Evans also stated that she herself will be located at the new facility and it would be ran

more professionally.

Ms. Litecky asked if there were questions from anyone to anyone.

Ms. Muzio came forward to ask for clarification of staff members versus Commissioners.

Mr. Taylor explained the difference. Ms. Muzio also wanted to know where Mr. Taylor

collected his information for his staff report that was presented and how some of the

information was determined. Mr. Taylor then explained that City staff collects its

information based off of City code and previous cases. Mr. Sheffer also explained that City

staff makes the recommendations based off of collected information, but the Commission

has the say in whether to recommend approval or denial the case. Ms. Muzio went on to

express more concerns about the staff report that was presented and having the facility in

the neighborhood.

Ms. Evans came forward to explain the difference between Help in Home and the other

facility located in this neighborhood, she also stated that it is a different age group of

residents and it would be a professional staff working at the location. Mr. Sheffer asked

Ms. Evans why they didn’t ask the City about the code before the purchase of the home

and why they did not make sure that the community/neighbors were going to be accepting

of the facility before purchasing the home. Ms. Evans stated that she thought they thought

had done their due diligence by contacting the State of Illinois but there might have been

5

an oversight by the brokerage company who did not relay the information received from

the City.

Mr. Cannon came forward to ask about the staff report and to ask about the voting process.

Mr. Taylor and Mr. Sheffer explained the process and stated that a vote over the request

for the special use permit would be taking place that evening and the staff recommendation

is not an indication to how the Commission will decide to vote on any case that is presented.

It was also stated that it would be passed on to the City Council and they would have the

final decision to deny or approve the case once it moves forward. There was also discussion

about the property, why it was for sale and how long it had been for sale.

Ms. Litecky declared PC 18-11 closed and asked for a motion on the findings of fact.

Mr. Sheffer moved that the Commission accept as findings of fact Part A and B of the staff

report for PC 18-11, the applicant was present, two letters and a signed petition were

presented in opposition, no one spoke in favor and nine spoke in opposition, seconded by

Ms. Lilly.

The motion was passed with a unanimous voice vote.

Mr. Sheffer moved to vote on the seven criteria individually, seconded by Dr. Hamilton.

There was discussion about why the seven criteria would be voted on individually or all

together.

Roll Call Vote:

Yes – 6 (Miller, LeBeau, Sheffer, Hamilton, Lilly, Litecky)

No – 0

Mr. Sheffer moved that the proposed special use will permit and encourage an

environment of sustained desirability and stability, and that it will be in harmony with the

character of the surrounding neighborhood, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 0

No – 6 (Miller, LeBeau, Sheffer, Hamilton, Lilly, Litecky)

Mr. Sheffer moved that the establishment, maintenance, or operation of the special use

will not be detrimental to or endanger the public health, safety, or general welfare,

seconded by Dr. Miller.

Roll Call Vote:

Yes – 1 (Sheffer)

6

No – 5 (Miller, LeBeau, Hamilton, Lilly, Litecky)

Mr. Sheffer moved that the special use will not be injurious to the use and enjoyment of

other property in the immediate vicinity for the purposes already permitted nor

substantially diminish and impair property value within the neighborhood, seconded by

Ms. Lilly.

Roll Call Vote:

Yes – 0


Mr. Sheffer moved that the establishment of the special use will not impede the normal

and orderly development and improvement of surrounding property for uses permitted in

the district, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 1 (Sheffer)

No – 5 (Miller, LeBeau, Hamilton, Lilly, Litecky)

Mr. Sheffer moved that adequate utilities, access roads, drainage and other necessary

facilities have been or are being provided, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 5 (Miller, Sheffer, Hamilton, Lilly, Litecky)

No – 1 (LeBeau)

Mr. Sheffer moved that adequate measures have been or will be taken to provide ingress

and egress so designed as to minimize traffic congestion in the public streets, seconded

by Dr. LeBeau.

Roll Call Vote:

Yes – 0


Mr. Sheffer moved that the special use will be located in a district where such use may be

permitted, and shall conform to all requirements of this Chapter, seconded by Dr.

LeBeau.

Roll Call Vote:

Yes – 3 (Sheffer, Hamilton, Litecky)

No – 3 (Miller, LeBeau, Lilly)

7

Mr. Sheffer moved that the Commission recommend approval of the special use permit

and send PC 18-11 to City Council, seconded by Dr. Hamilton.

Roll Call Vote:

Yes – 0


Mr. Taylor stated that the item would move forward with recommendation for denial of

PC 18-11 and that the item would be on the City Council agenda for discussion at their

meeting on February 13, 2018.

5. Old Business

There was none.

6. New Business

A. Neighborhood Outreach Committee Discussion

Mr. Taylor stated that he would like to set a meeting date for the Committee, but since

members were not present he would like to email the Committee to set up a time and

date. Mr. Taylor explained the Neighborhood Outreach Committee and what the goals of

the Committee will be.

B. City Council Agenda from January 23, 2018.

Ms. Bradshaw reviewed the City Council meetings as they related to Planning.

7. Adjournment

Ms. Litecky adjourned the meeting at 7:41 p.m.

1


Members Present: LeBeau, Hamilton, Henson, Burnside, and Litecky

Members Absent: Miller, Sheffer, Love, Lilly, and Bradshaw (ex-officio)

Staff Present: Taylor and Lawrence


Dr. Hamilton moved, seconded by Dr. LeBeau, to approve the minutes for January 10,

2018 and February 7, 2018.

The motion to approve the minutes passed with a unanimous voice vote. Mr. Henson

abstained from the vote.


There were none

3. Report of Officers, Committees, Communications A. Neighborhood Outreach Committee-Mr. Taylor stated that the committee had met

and what had been discussed at the meeting. He stated that another meeting will be taking

place in April and after these meetings the committee would be bringing their ideas and

discussion to the Planning Commission. He also stated that staff is in the process of

drafting a potential text amendment to bring to the Planning Commission.

4. Public Hearings

PC 18-12, 6:07 pm- Zack Rakers is requesting a Special Use Permit for a Home

Occupation in an R-1-8, Low Density Residential, District in order to repair and sell

appliances from the garage at his residence, at 1029 West Willow Street.


legal notice.

MINUTES


Wednesday, March 21, 2018

Room 108, 6:00 p.m.


2


Ms. Litecky asked Ms. Lawrence to present the staff report.

Sarah Lawrence, Planner for the City of Carbondale, was sworn in and read parts A and B

of the staff report.

Mr. Henson stated that he knows the applicants personally and would be abstaining from

discussion and voting.


There were none.


Zack Rakers came forward to speak about the letter that he wrote for the Commission and

that he only sells/buys through swap sites. Mr. Rakers stated that he does not feel like he

is bothering anyone in his neighborhood and his neighbor feels the same way. He also

stated that he does not have a license but he is not replacing any Freon in any of the

refrigerator units that he fixes. Mr. Rakers stated that he does claim sales on his income

taxes but does not pay sales taxes.


Dr. LeBeau asked if there were many children in Mr. Rakers neighborhood. Mr. Rakers

stated that there were a few in his neighborhood. Dr. LeBeau asked what would happen if

a small child crawled into one of the refrigerators or freezers in Mr. Rakers driveway and

possibly suffocated. Dr. LeBeau asked if Mr. Rakers thought it was safe to be storing this

appliances out in the open where something like this might happen. Mr. Rakers stated that

he had never thought of something like that happening and he does not often store

appliances in his driveway but he felt like this was an extreme scenario.

Dr. Hamilton asked how many appliances Mr. Rakers services in a month’s time. Mr.

Rakers stated anywhere between 15 to 20, ranging from refrigerators to microwaves. Dr.

Hamilton then asked Mr. Rakers how he purchases and sells appliances. Mr. Rakers stated

that he conducts his business through swap sites such as Facebook and he does not give

out his address until a sale is made for someone to drop off or pick up appliances. Dr.

Hamilton also asked Mr. Rakers how many appliances he keeps in his garage at most times.

Mr. Rakers stated anywhere between 10 to 15 appliances at a time.

Dr. Burnside asked Mr. Rakers if he had any other storage facility besides his garage. Mr.

Rakers stated that he does not. Dr. Burnside then asked Mr. Rakers why he continued to

conduct business after he received a cease and desist letter from the City of Carbondale

about running the business out of his garage at his residence. Mr. Rakers stated that he

3

slowed down his business but did continue to buy and sell. There was then discussion about

the cease and desist letter and Mr. Rakers trying to determine what is an actual business

and what is not.

Ms. Litecky asked Mr. Rakers if he collects sales tax from his sales of appliances. Mr.

Rakers stated that he does not pay sales tax at the time of the sale but he claims them on

his income taxes. Ms. Litecky stated that Mr. Rakers is required to collect sales tax and he

is in violation by not collecting it. Mr. Rakers asked if all sales on swap sites must pay

sales tax and Ms. Litecky stated that technically everyone should. Mr. Rakers then

expressed his thoughts on people selling things online or out of their homes that do not

collect sales tax and that his house is not a business, his sales are conducted online. Ms.

Litecky asked if all of his payments were received online or if people paid him is person

when they picked up items from his home. Mr. Rakers stated that people pay him when

they pick up the items and he felt that would happen with any swap site purchase. Ms.

Litecky stated that Mr. Rakers was not just selling/buying things off of a swap site but

conducting an ongoing business.


Mr. Taylor stated that Planning had received one letter of support and he then read the letter

into the record. It was a letter from Dan Seiters at 1033 West Willow Street. The letter

stated that Mr. Seiters was a long standing resident of the community and has no issues

with the business that Mr. Rakers has been conducting out of his residence.


Mr. Taylor stated that Planning had received one letter in opposition and he then read the

letter into the record. It was a letter from Marcus Odom at 1031 West Willow Street. The

letter stated that Mr. Odom rents the property at 1031 West Willow out to a family and that

he has been concerned about all of the appliances outside of 1029 West Willow, when he

has done drive by inspections of his rental property. Mr. Odom stated that he feels Mr.

Rakers’ conducting a business out of his home has caused an eye sore in the neighborhood

and is bringing down the value of the surrounding homes.

Milton Maxwell of 1490 Bradford Lane, owner of a rental located at 1022 West Willow

Street came forward to state his concerns about the special use permit because he feels it

would have an adverse effect on the property values of the homes in that neighborhood and

cause an increase in traffic in that area. Mr. Maxwell stated that he has put a large sum of

money into his rental unit in that neighborhood and would hate to see the values decrease

due to Mr. Rakers business in a residential community.

Darryl Cox of 1019 West Willow Street stated that his concerns are for his grandchildren

that are at his residence and the increase in traffic that has happened since Mr. Rakers has

started conducting sales out of his residence. Mr. Cox stated that he chose to live at that

location due to low traffic in the area but since it has recently increased it has him very

4

concerned for his grandchildren’s safety. Mr. Cox also stated that there were many others

in the neighborhood that were concerned with Mr. Rakers’ business in his home but not

everyone around the community received a letter about the meeting. Mr. Cox also went on

to speak about a case in Minnesota that he had read about that was similar to the request

that was happening in his own neighborhood and that it caused a decrease in values of

homes for that case.

Dr. LeBeau asked Mr. Cox what the crime rate was like in his neighborhood currently. Mr.

Cox stated that last year there were two cars broken into but in the past thirty years it has

been a quiet neighborhood to live in.

Crawford Wilson of 647 North 2nd Street in Murphysboro, stated that he used to live at

1010 West Willow Street stated that he and his family lived in that neighborhood for almost

thirty years before moving late last year. Mr. Wilson stated that he had a few concerns with

the special use permit Mr. Rakers was requesting, first that he is currently remodeling the

home at 1010 West Willow and would be putting it on the market, he would like to get fair

market value for the home. Mr. Wilson was very concerned about allowing a business in a

residential neighborhood and would that make it easier for others to want to do businesses

out of their home. Mr. Wilson also stated that Mr. Rakers’ storing of the appliances outside

of his home was an eyesore to the neighborhood and those trying to enjoy the outdoors of

their own homes.

Ms. Litecky asked Ms. Lawrence to read the analysis.

Ms. Lawrence read Parts C and D of the staff report for PC 18-12, with a recommendation

of denial.


Dr. LeBeau asked staff why everyone in the community around Mr. Rakers was not

informed about the public hearing. Mr. Taylor stated that the City staff is only required to

notify those parcels that are located within 250 feet of the subject property. It was stated

that twenty notices were sent out to those around Mr. Rakers residence. Mr. Taylor stated

that the distance of 250 feet was set by City Council for residential zoning districts. Dr.

LeBeau also questioned how long a property must be posted before the public hearing takes

place and if Mr. Rakers yard was posted. Mr. Taylor stated that it is posted one week before

the hearing and that the sign was located in Mr. Rakers yard. There was then discussion

about posting the properties in the future to make sure that the sign is clearly seen by

everyone. Mr. Taylor also stated that anyone who wished to be added to a neighborhood

notification list could contact him and they would then be notified of any public hearing

that takes place within the City of Carbondale.

5


Dr. Hamilton asked Mr. Rakers if he had looked at another location for his business outside

of his home and his neighborhood. Mr. Rakers stated that he had but he felt it would be

counterproductive to what he was doing with this side business that he was running because

he would then have to pay workers and rental on a building. Mr. Rakers also stated that he

was told by City staff that he could sell the appliances that he had in his garage after he

was issued the cease and desist letter. Mr. Rakers also stated that anything that he stores

outside of his garage was anything that someone was coming to pick up. Ms. Litecky asked

if Mr. Rakers had looked into a place like A-1 Storage to run his business out of a storage

unit. Mr. Rakers stated that he had not looked into it. Dr. Hamilton asked Mr. Taylor if that

would be permitted by the City to sell items like appliances out of a storage unit facility.

Mr. Taylor stated that he would have to consult with the City legal department to verify if

that was a possibility.

Dr. Burnside asked Mr. Cox how much of an increase in traffic has he noticed since Mr.

Rakers has started repairing/selling appliances out of his home. Mr. Cox stated that it was

about a 25-30% increase in vehicles going to Mr. Rakers home for drop-off/pickup of

appliances. Mr. Cox spoke about the safety of his grandchildren with the increase in the

traffic going to Mr. Rakers home.


Dr. Burnside moved that the Commission accept as findings of fact Part A and B of the

staff report for PC 18-12, the applicant was present, one letter in favor and one letter in

opposition were presented, no one spoke in favor and three spoke in opposition, seconded

by Dr. LeBeau.


Dr. Hamilton moved to vote on the seven criteria individually, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 4 (LeBeau, Hamilton, Burnside, Litecky)

No – 0

Abstain-1 (Henson)

Dr. Hamilton moved that the proposed special use will permit and encourage an

environment of sustained desirability and stability, and that it will be in harmony with the

character of the surrounding neighborhood, seconded by Dr. Burnside.

6

Roll Call Vote:

Yes – 0

No – 4 (LeBeau, Hamilton, Burnside, Litecky)

Abstain-1 (Henson)

Dr. Hamilton moved that the establishment, maintenance, or operation of the special use

will not be detrimental to or endanger the public health, safety, or general welfare,

seconded by Dr. Burnside.

Roll Call Vote:

Yes – 0


Abstain-1 (Henson)

Dr. Hamilton moved that the special use will not be injurious to the use and enjoyment of

other property in the immediate vicinity for the purposes already permitted nor

substantially diminish and impair property value within the neighborhood, seconded by

Dr. Burnside.

Roll Call Vote:

Yes – 0


Abstain-1 (Henson)

Dr. Hamilton moved that the establishment of the special use will not impede the normal

and orderly development and improvement of surrounding property for uses permitted in

the district, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 2 (Hamilton and Litecky)

No – 2 (LeBeau and Burnside)

Abstain-1 (Henson)

Dr. Hamilton moved that adequate utilities, access roads, drainage and other necessary

facilities have been or are being provided, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 1 (LeBeau)

No – 2 (Hamilton and Litecky)

Abstain-2 (Henson and Burnside)

Dr. Hamilton moved that adequate measures have been or will be taken to provide

7

ingress and egress so designed as to minimize traffic congestion in the public streets,

seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 0

No – 3 (LeBeau, Hamilton, Litecky)

Abstain-2 (Henson and Burnside)

Dr. Hamilton moved that the special use will be located in a district where such use may

be permitted, and shall conform to all requirements of this Chapter, seconded by Dr.

LeBeau.

Roll Call Vote:

Yes – 3 (Hamilton, Burnside, Litecky)

No – 1 (LeBeau)

Abstain-1 (Henson)

Dr. Hamilton moved that the Commission recommend approval of the special use permit

and send PC 18-12 to City Council, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 0


Abstain-1 (Henson)

Mr. Taylor stated that the item would move forward with recommendation for denial of


meeting on April 10, 2018.

5. Old Business

There was none.

6. New Business

A. City Council Agenda from February 13, 2018, February 27, 2018, and March 13,

2018.

Mr. Taylor reviewed the City Council meetings as they related to Planning.

7. Adjournment


1


Members Present: LeBeau, Sheffer, Hamilton, Henson, Lilly, Litecky and Bradshaw (ex-

officio)

Members Absent: Miller, Burnside, and Love

Staff Present: Taylor and Lawrence


Dr. LeBeau moved, seconded by Dr. Hamilton, to approve the minutes for March 21,

2018.

The motion to approve the minutes passed with a unanimous voice vote. Mr. Sheffer

abstained from the vote.


There were none


There were none

4. Public Hearings

PC 18-13, 6:05 pm- Regions Bank is requesting the rezoning of properties located at 814,

816, and 818 West Main Street from a PAR, Professional Administrative Office,

Residential District to a PA, Professional Administrative Office, District


legal notice.


MINUTES


Wednesday, May 2, 2018

Room 108, 6:00 p.m.


2

Ms. Litecky asked Ms. Lawrence to present the staff report.

Sarah Lawrence, Planner for the City of Carbondale, was sworn in and read parts A and B

of the staff report.


Mr. Sheffer asked if there was a mistake in the staff report with its reference to PA district

instead of the PAR. Ms. Lawrence stated that there was a mistake that will be corrected.

Dr. LeBeau asked when the data of traffic counts for that location was last updated. Ms.

Lawrence stated that she obtained the information from IDOT’s website and Mr. Henson

stated that he thinks it is updated every few years. Mr. Henson also asked Ms. Lawrence if

she was aware of the ADT (Average Daily Traffic) on Poplar Street. Ms. Lawrence stated

she was not aware of that number.


Lovell Foushee of the Roberts Group in Lexington, Kentucky came forward to speak on

behalf of Regions Bank. Mr. Foushee stated that Regions Bank wanted to acquire the

property on Main Street to construct a 3,600 square foot banking facility with a drive thru.

The location will have 25 parking spaces.


Dr. Hamilton asked Mr. Foushee what would happen with the current Regions banking

location on Main Street. Mr. Foushee stated that at this time he was unsure of what would

happen at that location.

Mr. Henson asked Mr. Foushee where the egress and ingress would be located for the

facility. Mr. Foushee stated that there would be an access off of the one way of Main Street

and an access off of Oakland Avenue. The access off of West Main will be located at 814

West Main and the current access on North Oakland is going to be reused. Mr. Henson

asked about how far the access will be from the current intersection on Oakland. There was

discussion that it is at least a half a block from the Main Street/Oakland intersection.


There was no one.


There was no one.

Ms. Litecky asked Ms. Lawrence to read the analysis.

3

Ms. Lawrence read Parts C and D of the staff report for PC 18-13, with a recommendation

of approval.


Ms. Litecky asked what kind of signage the facility could have. Mr. Taylor stated that the

PA district is limited to residential signage. Mr. Henson asked about upgrades to the

sidewalks and if it would be required. Ms. Lawrence stated that it would be required.


There were none.


Mr. Sheffer moved that the Commission accept as findings of fact Part A and B of the staff

report for PC 18-13, the applicant was present, and no one spoke in favor or opposition,

seconded by Ms. Lilly.


Mr. Sheffer moved that the Commission recommend approval of the rezoning and send PC

18-13 to City Council, seconded by Mr. Henson.

Roll Call Vote:

Yes – 6 (LeBeau, Sheffer, Hamilton, Henson, Lilly, Litecky)

No – 0

Mr. Taylor stated that the item would move forward with recommendation for approval of


meeting on May 22, 2018.

5. Old Business

There was none.

6. New Business

A. Mr. Taylor stated that City Planning would like to submit a request to initiate a text

amendment relative to allowed retail uses in the PAR, Professional Administrative

Office, Residential Zoning District. Mr. Taylor stated that it was initiated last year but

never moved forward with and it was discussed to open the request back up.

Mr. Sheffer asked if this would add more retail space in residential areas. Mr. Taylor

stated that it is open-ended and that it would be exploring what retail uses are allowed

4

in PAR districts. There was then discussion about what would take place if the

initiation would pass and what would happen in the PAR districts. Mr. Taylor stated

that the table that was provided would be reviewed and discussed in staff’s report.

Ms. Litecky asked if more retail space is needed within the City of Carbondale since

there are already so many vacancies within the City.

Mr. Sheffer asked if this is something that the City Staff needs to be working on right

now with all of the other items that need attention at this time. There was then

discussion about the time that would be spent gathering this information. Ms. Litecky

also discussed those areas being buffers for the residential areas and if that would

cause issues in the future. Mr. Henson asked if this would cause residential structures

to come down and business structures to go up. Mr. Taylor stated that would depend

on the type of business within the district, but the PAR requires all structures remain

residential in appearance. Mr. Henson then went on to discuss the possible need for

mixed structures within neighborhoods to promote walkable communities. Ms.

Litecky also expressed concern about all of the vacancies currently within the City at

the current strip malls located close to residential areas.

Mr. Taylor stated that even if the Planning Commission does not want to initiate a

text amendment at this time, it is possible that the City Council will want it initiated

at a later time. It was then discussed when and how this topic was brought up at a

City Council meeting.

Dr. Hamilton asked about tabling the discussion until a later date. Mr. Sheffer stated

that instead of tabling it he would rather just deny the initiation.

Mr. Sheffer moved that the Commission approve the request to initiate a text

amendment, seconded by Dr. LeBeau.

Roll Call Vote:

Yes – 1 (Henson)

No – 5 (LeBeau, Sheffer, Hamilton, Lilly, Litecky)

Mr. Taylor stated that the motion to approve the request to initiate a text amendment

for retail uses in the PAR district, was denied.

B. City Council Agenda from March 27, 2018 and April 10, 2018.


7. Adjournment


1


Members Present: Sheffer, Hamilton, Love, Lilly, Litecky and Bradshaw (ex-officio)

Members Absent: Miller, Le Beau, Henson, and Burnside

Staff Present: Taylor


Mr. Sheffer moved, seconded by Mr. Love, to approve the minutes for May 2, 2018.

The motion to approve the minutes passed with a unanimous voice vote.


There were none


There were none

4. Public Hearings

PC 19-01, 6:02 pm- Steven Batchelder has proposed a text amendment to Title 15-2.29 of

the Carbondale Revised Code, commonly referred to as the Nonresidential Districts Use

Table, relative to Fraternities and Sororities in the BPR, Primary business, zoning district.


legal notice.


Ms. Litecky asked Mr. Taylor to present the staff report.

MINUTES


Wednesday, June 20, 2018

Room 108, 6:00 p.m.


2

Mr. Taylor was sworn in and read part A of the staff report.


There were none.


Steven Batchelder, of 1304 Gartside Street, Murphysboro, came forward to speak about

the Fraternities request and the importance of displaying the Greek letters and crest on the

front of the fraternity buildings. Mr. Batchelder went on to speak about the pride,

gatherings and possible investments from alumni of the fraternity with having the display

of the Greek letters and crest for the Delta Chi. He felt that this creates a stronger core for

the fraternity and those alumni that have ties to Delta Chi. Mr. Batchelder also spoke about

the future plans to improve the house and how they hope to improve the property values

with the changes, including landscaping, roofing, interior and exterior painting, sealing and

finishing off the basement, and overall improving the safety of the building with fire code

upgrades. He also hopes that displaying the Greek letters would help to the community of

Carbondale/SIU/student life.


Mr. Sheffer asked what the budget is for the property’s upgrades and improvements. Mr.

Batchelder stated that over the next two years they are looking to invest $100,000 to

$150,000 into the property. Mr. Sheffer also asked how parking would be handled at that

location. Mr. Taylor stated that in the downtown district the parking requirements are

waived, what is currently located at the property is all that would be provided and the City

is not required to provide any more parking. Mr. Sheffer then asked the applicant why they

decided to make it a permitted use instead of a special use permit. Mr. Batchelder stated

that with all of the improvements they are planning on doing to the property are tailored

specifically to a Fraternity or Sorority and in the future if they decided to grow or sell they

will not have to worry about changes if it is a permanent use. Mr. Sheffer asked if Mr.

Batchelder understands by going this route he is asking to change City code and will make

this impact the City moving forward. Mr. Batchelder stated that he understood that and

thought it would be a good step for Delta Chi to take for the future of the fraternity. Mr.

Taylor then stated that it was a long discussion between the applicant and staff about the

timeline for the property purchase, the special use process would have taken longer for

them to do.

Dr. Hamilton asked of the 27 other properties in that district how many might be possibly

adapted into a fraternity or sorority. Mr. Taylor stated that at this time he is unsure because

he is not sure what a fraternity or sorority looks for when purchasing a property, but, with

many of those properties being multi-unit, they would be easily adaptable. Mr. Hamilton

asked Mr. Batchelder what Delta Chi stands for as an organization and what they do for

the student population. Mr. Batchelder stated that Delta Chi wants to give the students a

positive college experience and be a support system for them in their time at the university.

3

He stated that they require a certain GPA to be active in the chapter and to be an officer

they must have a higher GPA, if not met they cannot be part of the chapter. The chapter

recently went through a new selection process of their members to make sure they have

good representation. He also feels like having the fraternity in a downtown location will

help to hold them accountable within the community and make sure they act correctly. Dr.

Hamilton asked who the current advisor is for Delta Chi. Mr. Batchelder stated that Dr.

Wood is the current advisor and there is also an advisor committee that is called the ABT

through SIU. Dr. Hamilton asked how many members would be living at the house and

would there be organized meals served. Mr. Batchelder stated that they do not have

organized meals at the fraternity nor is it a plan in the future unless it is a special event. As

far as residents, he stated that they are looking to have 15-16 living at the residence.

Ms. Litecky asked about the layout of the house. Mr. Batchelder stated that there are four

units with two bedrooms each, therefore there would be four residents per unit. Ms. Litecky

also asked about the monthly meetings that would be taking place and where the members

would park for the meetings with such limited parking around the residence. Mr.

Batchelder stated that the students would have to purchase permits from the City for lot

parking and, as far as meetings, they are hoping to finish off the basement of the property

to use as a meeting room. There was then a brief discussion about parking among the

Commissioners. Ms. Litecky then asked how many members the fraternity has currently.

Mr. Batchelder stated that they currently have about 26 members after graduation. Ms.

Litecky asked what the policy for the Delta Chi is for partying and alcohol, both nationally

and locally. Mr. Batchelder stated that locally they are pushing for a no alcohol facility and

nationally the Greek Council has many rules and regulations for alcohol and parties. Ms.

Litecky also asked who will own the property. Mr. Batchelder stated that it would be owned

by Barrister Properties. There was then discussion about property taxes and if Delta Chi

would be paying the taxes. Mr. Batchelder stated that would be something he would have

to look into.

Andrew Jordan of 210 West Hospital Drive, the Chapter President for Delta Chi, came

forward to speak about the alcohol and partying question that was earlier asked. Mr. Jordan

explained the guidelines for the different types of events within the Delta Chi and how they

make sure it is safe, with no underage consumption.

Dr. Hamilton asked if this property would be subject to annual rental inspections. Mr.

Taylor stated that they would be and they would have to pay the $35 rental fee per unit.


There was no one.


There was no one.

Ms. Litecky asked Mr. Taylor to read the analysis.

4

Mr. Taylor read Parts B and C of the staff report for PC 19-01, with a recommendation of

approval.


There were none.


Ms. Litecky asked if the Delta Chi Chapter had ever been brought up for disciplinary

actions for alcohol problems. Mr. Jordan came forward and stated that there was one

incident back in 2016 because of one of their members. The chapter was put on corrective

action by the national charter and they went through the process and passed. There was

then a brief discussion about the incident. Ms. Litecky also asked if the current location on

Hester was a chapter house. Mr. Batchelder stated that the chapter was renting the house

on Hester and there is signage at that house. Ms. Litecky and Mr. Taylor then discussed

the signage restrictions that the applicant would have because of the district the property is

located in and what types of signage they could use.


Mr. Sheffer moved that the Commission accept as findings of fact Part A of the staff report

for PC 19-01, the applicant was present, and one spoke in favor and none in opposition,



Mr. Sheffer moved that the Commission recommend approval of a text amendment

allowing a fraternity and sorority house as a permitted use in the BPR, Primary Business,

zoning district and send PC 19-01 to City Council, seconded by Mr. Love.

Roll Call Vote:

Yes – 5 (Sheffer, Hamilton, Love, Lilly, Litecky)

No – 0

Mr. Taylor stated that the item would move forward with recommendation for approval of


meeting on July 24, 2018.

5. Old Business

There was none.

5

6. New Business

A. FY 2018 Annual Report-Mr. Taylor gave a brief review of the annual report for the

Planning Commission that was presented to the Commissioner. Ms. Litecky stated

that she would like to see a more attendance from some of the Commissioners

moving forward. Mr. Sheffer then discussed the lack of quorum at some of the

meetings with low attendance.

Mr. Love moved to approve the FY 2018 Annual Report and send it to City Council,



B. City Council Agenda from May 8, 2018, May 22, and June 12, 2018.


7. Adjournment


1

MINUTES Preservation Commission

Monday, February 12, 2018

City Hall/Civic Center – 7:00 p.m.

1. Roll Call: Mr. Clark called the meeting to order at 7:10 p.m.

Members Present: Clark, Van Awken, Benedict, Ittner, McCreary and Wren

Members Absent: Sigler and Zurlinden

Staff Present: Brightharp

Guests: Bruce Ashby and Betsy Brown

2. Approval of Minutes: Mr. Wren moved to, and was seconded by Ms. Ittner, approve the

minutes of January 8, 2018.


3. Communication and Reports:

a) Educational and Technical Assistance Committee

Ms. Ittner spoke about meetings with Morris Library about Carbondale riots that

caused SIU to close and stated that the tapes have not been played at this time. Ms.

Ittner stated that she would update the Commission at a later time once they have

been viewed.

b) Nomination and Hardship Committee

Nothing to report.

c) Work Plan Committee

Nothing to report.

d) Annual Work Plan Monthly Review 1. February: Develop Work Plan - 2018/2019-Mr. Clark stated that the work plan

committee needed to meet to discuss the new work plan and that there is currently a

vacancy on that committee. Mr. Clark asked if any Commissioners would like to

volunteer to join the committee, Mr. Wren stated that he would volunteer to be on the

Work Plan Committee. Mr. Van Awken stated his concerns which he feels that the

2

Commission should maybe look at the work plan and what the goals are moving

forward to help promote Carbondale in a positive way. Mr. Clark stated that he feels

the holidays might have caused an issue with lack of reporting for the different

Preservation Commission Committees and then there was then discussion on the

different committees and what needs to happen moving forward. Mr. Clark also

discussed the need for everyone to be proactive moving forward.

2. March:

i. Communique Article (March/April edition)

ii. Preservation Awards Program: Mr. Clark spoke about going out into the

community and looking for residents that might want to be nominated for the

awards.

1. Nominations Due

2. Select Award Recipients

iii. Nominating Committee Convene to Nominate Officers

iv. Commissioners Review Work Plan Draft

v. Promote Preservation Recognition Program through Communique

3. April:

i. Founder's Day/Memorial Day Ceremony Plans-Ms. Betsy Brown, from the

General John A. Logan Foundation, spoke about the plans for the Memorial

Day Ceremony and that the museum would like to see Murphysboro and

Carbondale come together for the celebration and remembering the military

of this region. Ms. Brown stated that she has written a play, that is a

reenactment of the first Memorial Day Celebration that took place in April of

1866 and it will be performed at the Carbondale High School with the

students performing the play on May 5th at 2:00 pm. Then on the 28th of May,

will be a day long Memorial Day celebration at Woodlawn Cemetery, where

the six young girls that were chosen by Daniel Brush to decorate the graves

on the first Memorial Day, played by the actresses in the show, will reenact

the grave ceremony by placing flowers on the graves. Ms. Brown also shared

the events that would take place at the General John A. Logan Home

Museum, which include a wreath laying ceremony, guest Historian speaker, a

BBQ and a book signing. Ms. Brown also spoke about the need to advertise

any historical events to the schools for more participation for Founder’s Day.

There was then discussion about working around these current events taking

place and working Founder’s Day events around the events. It was also

discussed about the need to go into the local schools to educate the students

on the history of Carbondale.

Mr. Clark spoke about the Founder’s Park committee discussing the

placement of a flag pole on the site and the possibility of adding this

dedication into the Memorial Day Celebration events. It was discussed to do

a 9:30 am flag raising ceremony on May 28th, who would speak and what

events would take place during the ceremony. The menu and cost for the

event was then discussed as well. Ms. Brown stated that it is very important

that the Preservation Commission be involved and present at the events. Ms.

Brown also stated that they would like any descendants of the original

members of this community and reach out to these people statewide. It was

then discussed who these people are and how to reach out to them to make

sure they are included in the events. Mr. Wren stated that these events would

be great to share in the Communique articles to make it known to the public.

Mr. Van Awken stated what might need to be included in the article to reach

out and stated that he would write the article for Jason to review. Ms. Brown

3

discussed the history and research that she has done on the six girls that

placed the flowers on the graves in the first Memorial Day Ceremony.

ii. Promote Preservation Award Program in advance

iii. Conduct Annual Meeting and Election of Officers

iv. Approve Work Plan for Next Year

v. Provide Definitions for the Commission's Standing Committees (pending

from 2013)

vi. Preservation Recognition Program (more outreach)

4. May:

i. Communique Article (May/ June edition)

ii. National Preservation Month Activity

iii. Historic Preservation Awards & Memorial Day Celebration

iv. Preservation Recognition Program (more outreach)

e) Certificate of Appropriateness Committee 1. COA 18-04, RBF Dome Interior and Grounds Preservation, 407 S. Forest Ave: The

RBF Dome has submitted plans to continue phases II and III of the Dome’s

restoration, including work on the interior and grounds of the property.

Ms. Brightharp stated that they are currently starting work on the second and third

phases of the Bucky Dome restoration, which included work to the fencing and the

fountain on the grounds. Ms. Brightharp stated that she and the COA review

committee had visited the home to see what work had been done, including replacing

the paneling on the interior and restoring the light fixtures and bathroom fixtures that

would have been available at the time the dome was built. She stated that they were

in contact with a certain company about have the fixtures restored and that they were

going to do some work on the tiling on the floors. They were ready to start but were

currently waiting on the COA committee for the go ahead.

It was then discussed the Communique article, who would write it and what would be

included, such as the flag raising ceremony and other events. Ms. Brightharp stated

that it just needed to be sent to her for review and she would send it on to be placed

in the Communique. Ms. Brown discussed again the importance of making

everything one big event and tying the community together with the events.

Mr. Clark asked if Ms. Brightharp could send information that was discussed and a

schedule of events for the Memorial Day events that had been discussed as a

reminder for the Commissioners. Ms. Brightharp stated she would send out an email

with the information. Mr. Clark stated he wanted to make sure nothing falls through

the cracks and everyone is included in the different events and tasks that need to be

done to make it a success.

f) Founders Park Subcommittee

Mr. Clark stated that the subcommittee had met and discussed the five year

development plan for the park. It was discussed if the flag pole could be up in time

for the Memorial Day event.

g) Founders Day Subcommittee

Mr. Clark asked again about the letter to Mr. Lee Fronabarger and Ms. Ittner stated

4

that she knows that Mr. Fronabarger has taken on a few other community

organizations and the maybe the Commission should table the letter asking him to

join the subcommittee at this time because of his other obligations.

4. 2018-2019 Meeting Schedule

Mr. Clark stated that everyone had received a new meeting schedule for the 2018-2019

calendar year.

5. Comments by the Public, Commission Members or Staff:

Mr. Clark thanked Ms. Brown for coming to the meeting. Ms. Brown stated that she

would like to be considered for the open position on the Preservation Commission.

6. Adjournment:

Mr. Clark adjourned the meeting at 8:05 p.m.

1


Monday, March 19, 2018



Members Present: Clark, Van Awken, Benedict, McCreary, Wren and Zurlinden

Members Absent: Sigler and Ittner


Guests: Sean Befras

2. Approval of Minutes: Mr. Wren moved to, and was seconded by Mr. Van Awken,

approve the minutes of February 12, 2018.




Nothing to report.

b) Nomination and Hardship Committee

Nothing to report.

c) Work Plan Committee

Nothing to report.

d) Annual Work Plan Monthly Review

1. March:

i. Communique Article (March/April edition) - Mr. Van Awken passed

out the article that was submitted for the Commission to review. There

was then discussion about the article and the deadline for the next

Communique. Mr. Van Awken discussed what he would like to see in

the next Communique which would include the Preservation

Commission work plan, so the public could see what the Commission

2

is currently working on.

ii. Preservation Awards Program-Ms. Brightharp stated that there were

no nominations that have been submitted and the deadline to submit

had passed. Mr. Clark discussed moving forward in the future to look

as a Commission for nominations next year and become more

proactive as a Commission.

iii. Nominating Committee Convene to Nominate Officers-Mr. Clark

stated that a committee would need to meet to nominate officers for

the next year and there was then discussion as to who would be

interested in being nominated. Mr. Van Awken expressed his interest

in chair, he also stated his concerns with Carbondale and what he

would like to see the Preservation Commission do in the future. Mr.

Wren also spoke about his interest in being Chair. It was decided that

Ed Van Awken and Jordan Wren would like to be nominated for Chair

and Kevin Clark for Vice Chair.

iv. Commissioners Review Work Plan Draft

v. Promote Preservation Recognition Program through Communique-Mr.

Clark thanked Mr. Van Awken for taking that over, but he also

discussed only doing every other Communique with an article

submission unless the Commission decides there is something else to

submit. Mr. Van Awken also discussed a letter to editor for the

Southern Illinoisan in the future to let the public know what the

Preservation Commission is doing.

2. April:

i. Founder's Day-Mr. Van Awken stated that the Memorial Service

would be a great opportunity to promote Founder’s Park and

Founder’s Day with the amount of people that will be attending the

event. Mr. Van Awken also stated that the City Clerk expressed

concerns about the plans for some of the Memorial Day events that

were discussed in the last Commission meeting with Betsy Brown. Mr.

Van Awken also discussed the flag pole and the donations to make that

happen. Ms. Brightharp asked what day Founder’s Day will be taking

place. Mr. Van Awken stated that the date was still to be determined.

There was then discussion about the first Founder’s Day and what

happened at the first one. It was then decided that there would not be a

Founder’s Day for this calendar year, but the possibility of

acknowledging Founder’s Day in a City press release or on the City

website. It was then discussed when the official date for Founder’s

Day was and how to determine the date for it to annually fall on.


iii. Conduct Annual Meeting and Election of Officers

iv. Approve Work Plan for Next Year

v. Provide Definitions for the Commission's Standing Committees

(pending from 2013)-Mr. Clark stated that he would address this and

be ready to present at the next meeting.

vi. Preservation Recognition Program (more outreach)-Mr. Clark stated

that there is nothing to be nominated for this calendar year. Mr.

3

Zurlinden asked about the deadline being moved back to look for

nominations. It was then discussed that National Preservation Month is

in May and maybe moving it back until then to have an award

presented this year. Mr. Clark stated that each Commissioner should

look for one or two different properties to be nominated for the award.

Mr. Zurlinden then discussed the categories that properties could be

nominated for and what to look for when discussing nominations for

the awards. There was then discussion about a couple of different

properties and if they about be eligible for nominations based off of

changes that have been made to the property.

3. May:

i. Communique Article (May/ June edition)-Mr. Clark discussed putting

in an article for National Preservation Month.

ii. National Preservation Month Activity

iii. Historic Preservation Awards & Memorial Day Celebration-Mr. Clark

stated that there would not be an event this year.


4. June:

i. Prepare FY 2018 CLG Report (05/01/17 - 04/30/18)-Ms. Brightharp

stated that she would be getting the information together for this

report.

e) Certificate of Appropriateness Committee

1. COA 18-05, The Shelton House, 601 W. Oak St.: The owners of the Shelton

House, Mr. Collins, has begun painting the exterior of the home in a different

color pattern.-Mr. Wren stated that the Committee met with the owner of the

Shelton house and discussed his plans for the property. He stated that he

showed them the paint that was going to be used but there was not going to be

any changes to the structure, just paint color. The Committee granted approval

based on the discussion.

f) Founders Park Subcommittee

Ms. Brightharp asked where the Committee was at finding a design for the park and a

timeline for development. Mr. Clark stated that some of the designs are being looked

at from SIU and that they would present a timeline at the next Commission meeting.

Mr. Clark also discussed moving forward with plans to present to possible donors for

the park. It was also discussed making sure plans are in order and landscaping before

asking individuals for donations.

g) Founders Day Subcommittee

Nothing to report


Nothing to report

4

5. Adjournment:


1


Monday, April 16, 2018



Members Present: Clark, Van Awken, Benedict, Brown, Ittner, McCreary, Wren and

Zurlinden

Members Absent: Sigler


Guests: None

2. Approval of Minutes: Mr. Wren moved to, and was seconded by Ms. Ittner, to approve

the minutes of March 19, 2018.




1. SIH Brush Woman’s Information-Ms. Ittner stated that she met a woman

named Brush at SIH and that her husband might be related to Daniel Brush.

Ms. Ittner stated that she is going to try to contact the lady to see if she could

get more information about the family.

2. Total School Reunion Meeting-University school 1882-1969 that is located on

campus is interested in getting any leftover materials from the Memorial Day

celebration for the group to look at. Ms. Brown gave some more information

on the Memorial Day celebration and what the timeline/events will be those

days. Ms. Ittner stated that she would like the information around June if

possible and Ms. Brown stated that she would be able to get them to her by

then with whatever is leftover. Ms. Ittner stated that the group would be a tram

tour on June 9th, giving the history of Carbondale and celebrating the 200th

anniversary of the founding of Illinois.

b) Nomination and Hardship Committee- No Report

c) Work Plan Committee- Mr. Clark stated that the Commissioner had received a copy

of the proposed work plan that he and Mr. Wren had drawn up. Mr. Clark asked that

the Commissioners look over the plan to see if anything needed to be included or

added. Mr. Wren went through the work plan and broke down what they were

2

proposing for the next year versus what was included in the plan before. He spoke

about doing articles for the Communique every other issue instead of every issue.

They also looked at Founder’s Day, promoting award programs, and national

preservation month activities. There was also discussion about historic building fact

sheets and the production of that list of properties or updating the fact sheets for those

properties. The Commission decide to look at the current application for historic

buildings nominations and possibly update it for future use. There was this discussion

about an inventory list of designated properties and the fact sheets for the properties

that are currently designated. Ms. Brown asked how many properties are currently

listed in Carbondale and Mr. Wren stated that there are currently nine on the list.

There was then discussion about the different properties that could be nominated for

the historical designation. Mr. Wren asked about developing a Preservation slideshow

and if it would be helpful moving forward. Ms. Brown stated that might be something

to use for education purposes if it is developed. There was then discussion about

taking sound bites from oral histories that Ms. Ittner is working on and putting them

into the slideshow if it is made. Ms. Brown also brought up other topics that might be

good to include in this type of digital media. Mr. Wren then discussed the City of

Carbondale website for Preservation and the possibility of having a social media page

for the Preservation Commission.

There was then discussion about adding Bruce Ashby as an associate member to the

Preservation Commission and what he needs to do to make that happen. Mr. Clark

went on to discuss different committees, what each of the committees are responsible

for and what the bylaws are for the Commission. Mr. Clark asked if a PDF of the

bylaws is available on the City of Carbondale website. Ms. Brightharp stated not at

this time but that could be something to add to the website. There was then discussion

about adding items to the website and what would be listed on the website under the

Preservation Commission work plan. Mr. Van Awken then discussed a legal incident

that took place a few years ago and taking that out of the work plan going into the

future. Mr. Clark also discussed the link on the website for recent accomplishments

for the Preservation Commission and how they should be listed.

Mr. Zurlinden then made a motion to approve the website work plan with the edits

that the Commission decided to make, seconded by Mr. Wren.

The motion to approve passed with a unanimous voice vote.

Mr. Wren stated that the next item was the potential list of historic properties and that

would need to be included in the next month’s packet. Mr. Wren then went on to

discuss the rest of the work plan including those items under the annual requirements

heading, commission training and ongoing Preservation programs. There was then

discussion about these different items.

Mr. Wren then made a motion to approve the work plan with the edits that the

Commission decided to make, seconded by Ms. Ittner.


3


1. April:

i. Founder's Day

1. Update of Founders Day Celebration-Mr. Wren stated that he

looked in the notes from last year for when the last Founder’s

Day was celebrated and it was in April, but Ms. Brightharp

stated that when she looked it up Carbondale was actually

founded in August. It was then discussed when Founder’s Day

should be celebrated going forward. Ms. Ittner stated that the

first one was decided to correlate with the Preservation Month

and that’s way it was put in April. It was then discussed to have

Founder’s Day take place in August and the Preservation

Month be in May, also keeping the two as separate events for

the Preservation Commission. It was then discussed making

plans for next year once a date is decided on. Mr. Van Awken

then discuss the date being in April and discussed the history of

that date with the civil war, but it was discussed that the City

was already founded by that time. Mr. Wren asked if that date

was used in significance for Founder’s Park and picking a date

in August for Founder’s Day, keeping those two items separate

as well. It was then discussed again about keeping the events

separate to have more events for the Preservation to do

throughout the year.


iii. Preservation Awards Program(more outreach):

1. Nominations Due-Mr. Wren stated that last time the

Commission met they discussed each Commissioner being

back at least two nomination ideas. Mr. Clark stated that he had

contacted a couple of places but had not heard anything back at

this time. Mr. Clark stated that because of the deadline date he

would like to table his two selections until next time the awards

are open for nominations. Mr. Wren stated that he had a few

nominations for consideration and he then read the list to the

Commission which discussed each of the properties. Properties

included the Ledbetter Building, the Shelton House, 513 West

Walnut Street, 100 South Illinois Avenue building, the Hickory

Lodge, 500 West Walnut Street building, 2001 South Maple,

601 West Walnut Street, 605 West Walnut Street, 704 West

Elm Street, 316 West Jackson Church, and the Julia Building.

It was discussed what could be nominated, what would allow a

property to be nominated based on the amount of work that has

been done and if they have received the award in the past. Ms.

Ittner stated that it was nice to see a list made just based off of

driving around Carbondale and looking for properties. Ms.

Ittner also discussed nominating more than one of properties

4

and what of the properties should be nominated. Mr. Van

Awken also stated that he would like to nominate Kirby’s

Market building and why he felt it should be nominated

because of the work that has been done. Mr. Wren stated that

they would move forward with the addresses that were

presented for nomination and have a deadline of April 20th. It

was then discussed if a bank owned property could be

nominated for designation and Mr. Zurlinden stated that he

would look into the matter.

Mr. Zurlinden then made a motion to approve the nominations

made to the Commission for the Preservation awards, seconded

by Ms. Ittner.


Mr. Clark stated that one of the properties that he had been

looking at had recently installed solar panels and if that would

apply to this type of nomination. There was then discussed if it

would if would be allowed for the award. Mr. Clark also

discussed nominated Dr. Tinney’s home as well at 1032 West

Tinney.

iv. Conduct Annual Meeting and Election of Officers-Ms. Brightharp

stated that since two of the members of the nomination committee

wanted to be nominated as chair, leaving only one member of the

committee so a ballot was made instead for the voting. Mr. Van

Awken stated that he thinks it very important to acknowledge the

history and moving forward for the Commission and the projects that

are coming in the future, such as the Founder’s Park. Mr. Van Awken

stated that he feels that Mr. Wren would make a good chair and

withdrew his nomination. Mr. Wren thanked Mr. Van Awken for all of

his hard work that he has done over the past years that he has been part

of the Commission and he hoped that he would be able to continue to

move forward with the plans of the Commission with the help of

members like Mr. Van Awken. Mr. Wren also stated many of the

items and projects he would like to see the Commission do for the

community over the next few years.

Mr. Van Awken then made a motion to approve Mr. Wren as Chair of

the Preservation Commission and Mr. Clark as the Vice Chair of the

Commission, seconded by Ms. Ittner.


v. Commissioners Review Work Plan Draft

vi. Approve Work Plan for Next Year

vii. Provide Definitions for the Commission's Standing Committees

5

(pending from 2013)

2. May:

i. Communique Article (June/July edition)-Mr. Wren stated that the next

deadline is May 18th for the articles and that the article continue to

give information about Founder’s Park. Ms. Brightharp stated that she

had been in communication with Philip Brown to get background

information on the Founder’s Park site. Another man contacted Ms.

Brightharp about showcasing a saxophonist that was famous from this

area and having an article written about him. Ms. Brightharp also

stated that moving forward the word count of the articles has to be

taken into consideration for the amount of space that is allotted. Mr.

Van Awken also spoke about the feedback he received from the last

Communique article. Ms. Brightharp spoke about making sure to site

any resources that are used for articles in the future. Mr. Wren stated

that he would do a write up on any of the winners for the Preservation

awards.

ii. National Preservation Month Activity-Mr. Wren stated that any of the

ideas that have been stated would not be ready in time for this year’s

and to look into doing month long activities next year. Mr. Clark

brought up the idea of volunteering at the Memorial Day Celebration

or attending the event as a part of the Preservation month activity. Ms.

Brown spoke about the events that would be taking place during the

celebration and if help would be needed. Mr. Clark asked if this was

an annual event and if the Preservation Commission should be

involved in the celebration every year. Ms. Brown stated that people

would need to contact Jennifer Sorrell the City Clerk for the City of

Carbondale to become involved in the committee for the celebration.



3. June:

i. Prepare FY 2018 CLG Report (05/01/17 - 04/30/18)-Ms. Brightharp

will be taking care of putting the CLG Report.

4. July:

i. Preservation News - Communique Article – Quarterly-Ms. Brightharp

stated that this item was based off of the current work plan but would

change with the new work plan that has been voted on. Mr. Wren

stated that this Communique article would be optional.

e) Certificate of Appropriateness Committee- No Report

f) Founders’ Park Subcommittee-

1. Recap of recent subcommittee meeting (Agenda Published on the City of

Carbondale Website)-There was not a meeting due to not getting the 24 hour

media notice into Ms. Brightharp. Mr. Clark asked for clarification about the

media notices and who could turn them into her. It was then discussed why

the media notice is important and why it needs to be sent out before each of

the meetings.

6

2. Contributions from Morris Library at SIU-Mr. Clark stated that if there was

any historical information that is brought to the Commission it would be good

to pass the information on to the University. Mr. Clark also spoke about

historical information about the Civil War that involved the University and

some of the research that he had been doing. Mr. Van Awken also stated that

this information might help the Commission in getting a state grant for the

park. There was then discussion about Daniel Brush’s diary and the

information inside it.

g) Founders’ Day Subcommittee- No Report

h) Update of the Preservation Commission Page for the City Website


Ms. Ittner shared information about the picture that hangs in the meeting room for the

Commission. Ms. Brightharp stated that the Veterans of Foreign Wars group is dissolving

and was wondering if the Preservation Commission would be interested in some of the

artifacts from the group.

5. Adjournment:


1


Monday, May 21, 2018


1. Roll Call: Mr. Wren called the meeting to order at 7:06 p.m.

Members Present: Clark, Van Awken, Benedict, McCreary, Wren and Zurlinden

Members Absent: Sigler, Brown, and Ittner


Guests: None

2. Approval of Minutes: Mr. Van Awken moved to, and was seconded by Mr. Zurlinden,

to approve the minutes of April 16, 2018.


3. Communication and Reports: a) Educational and Technical Assistance Committee- No Report

b) Nomination and Hardship Committee- No Report

c) Work Plan Committee- No Report


1. May:

i. Communique Article (June/ July edition)

1. Due by May 18th, article covering the Historic Preservation Award

will be submitted-Mr. Wren stated that the article was submitted

stated that there was an award winner and that they would be

receiving a certificate showing that they had received the annual

award.

ii. National Preservation Month Activity-Mr. Wren stated that there might be a

way to get a proclamation from City Council for National Preservation

month but no activities were planned at this time.


1. Historic Preservation Award to be presented May 22nd at City

Council to the Shelton House and the owner of the home KK Collins.


2. June:

i. Prepare FY 2018 CLG Report (05/01/17 - 04/30/18)

3. July: No Plans

4. August: No Plans

2

e) Certificate of Appropriateness Committee- No Report

f) Founders’ Park Subcommittee-

1. Recap of recent subcommittee meeting (Agenda Published on the City of Carbondale

Website)-Mr. Van Awken stated that there has been a ten year history of the

Founder’s Park committee and he discussed some of the history points of the process

of the committee. Mr. Van Awken spoke about the plaque at the park and the

different members of the committee and what they have contributed to bringing the

park to life over the past decade. Mr. Van Awken also spoke about his concerns of

the current state of Carbondale and the future of the city.

Mr. Wren asked for a current members list for the Founder’s Park Subcommittee. Mr.

Clark stated that the members include Tom Grant, Bruce Ashby, Ed Van Awken and

himself. Mr. Wren stated that the Preservation Commission would like to have

official minutes/agendas for the subcommittee meetings so they can see what is being

discussed and worked on during the meetings. There was then discussion about the

subcommittee/Commission and how they coexist. Mr. Clark then stated that last

scheduled meeting of the subcommittee actually did not take place due to an issue

with getting into the meeting area of the building. Mr. Wren then asked if a new

meeting date had been scheduled and if it would be possible for them to make a

formal meeting schedule to make sure that it was not an issue moving forward.

Mr. Clark stated that the main thing that the group would like to focus on moving

forward relates to the schedule, making sure that the 48 hour media notice is sent out

with the agenda and that keys are accessible for the meeting location at the time for

the meeting. Ms. Brightharp stated she needs the agendas to be more detailed that

what they currently are so the general public and the Preservation Commission know

what is taking place during the meetings. There was then discussion about the

information that needs to be included and provided so that everyone involved in the

Commission and the subcommittee are on the same page and there is not a disconnect

between the groups. There was also discussion about the account that the

subcommittee is wanting for donations that they may receive for the park. Mr. Van

Awken also spoke about historical tourism and the park helping the future of

Carbondale. Mr. Wren stated that until the park is established it’s hard to look

forward to what it can do for Carbondale and historical tourism. There was then

discussion about how Carbondale Tourism promotes historical tourism within

Carbondale. Mr. Van Awken discussed the event that is taking place at SIU for the

founding of the University. Mr. Wren expressed concern that Mr. Van Awken might

be making too big of plans for the subcommittee and they might need to turn their

focus on just the park. Mr. Clark stated that they will try to make their meetings more

focused, with agendas and meeting minutes to report back to the Preservation

Commission in the future to make sure everyone knows what is being discussed and

focused on during the meetings. Mr. Wren stated that would be great so everyone

would know what is going on and the groups are on the same page.

Mr. Clark asked Ms. Brightharp who needs the agenda and by what time do they

need it to be turned into the City. There was then discussion about how the process

works, how it needs to work moving forward and if the meeting times need to be

rescheduled so that the minutes can be included in the Preservation Packets. Ms.

Brightharp discussed the timeline that items are sent out and posted to the public for

City Commission meetings and subcommittee meetings. It was then decided when

the meetings would take place and that the minutes would be read in the Preservation

3

meeting following the Founder’s Park meeting, also it was decided when the agenda

will be sent to Ms. Brightharp. Mr. Wren stated that this process would help keep the

Preservation meetings on track better and that they would be more progress for the

Founder’s Park subcommittee moving forward. There was then more discussion

about what Founder’s Park means and what the park really is for everyone. Ms.

Brightharp stated that the information that is discussed in the meeting is the

information that is needed to show the City Council what is being done in these

meetings to make sure that progress is being made to get the park moving forward.

Mr. Clark elaborated on what Ms. Brightharp said and stated why it is important for

the future of the park and the productivity of the Founder’s Park subcommittee.

g) Founders’ Day Subcommittee- No Report


Mr. Wren stated that the Commission was provided with a copy of the bylaws in their

packets and a list of the standing committees with their responsibilities. Mr. Wren stated

he would like to see every Commissioner on at least one standing committee. Mr. Wren

expressed a few changes that he would like to see made to certain committees, the current

vacancies on the different committees and he stated that would be something to look at in

the June Commission meeting.

Mr. Clark stated that he and Ms. Brightharp met to discuss the information on the website

and he discussed the City standards for the website, not using Facebook as an outlet for

the Preservation Commission because of the City standards. Ms. Brightharp stated that if

one of the Commissioners wanted to start a personal page relating to Preservation but the

actual Preservation Commission will not be allowed to have its on Facebook page

moving forward. There was then discussion how a personal Facebook page would work

in relation to the City of Carbondale page. Mr. Clark also stated that the best way to

address the current standing committees on the website would be to add a definition to

the website as a PDF link with the bylaws. Mr. Wren asked about having more of a

design that the link went to instead of just a document PDF’s. Mr. Clark stated that would

be something to look at with City standards and something to get in order for when the

City website is ready.

There was then discussion about the Nomination and Hardship Committee meeting to

discuss what committees still exist within the Preservation Commission committees.

5. Adjournment:

Mr. Wren adjourned the meeting at 8:02p.m.

city of carbondale fire fighter s pension board eeting

Documents