Illinois Valley Times

Coal City Village Board met Aug. 25

Here are the minutes provided by the board:

Call meeting to Order 

At 7:00pm on Monday, August 25, 2025, Mayor Dave Spesia called to order the regular board meeting of the Coal City Village Board in the boardroom of Village Hall. Roll call was taken with Trustee Dan Greggain, Trustee Ross Bradley, Trustee Bill Mincey and Trustee CJ Lauterbur present. Trustees Dave Togliatti and Trustee Pam Noffsinger were absent. Also in attendance were Attorney Mark Heinle, Matt Halloran from Chamlin Engineering, Chief Mike Imhof and Matt Fritz, Village Administrator. 

Pledge of Allegiance 

All present recited the Pledge of Allegiance. 

Approval of Minutes 

Mayor Spesia asked for any comments or corrections regarding the meeting minutes for August 13, 2025. The Mayor noted one correction on page 4 under "Report of the chief school resource officer" where the name was listed as "McHale" but should be corrected to "McKim". 

Motion to approve the meeting minutes with correction was made by Trustee Mincey, seconded by Trustee Greggain. Motion carried with Trustee Bradley, Trustee Mincey, Trustee Lauterbur, and Mayor Spesia voting yes. 

Approval of Warrant List 

Village Administrator Fritz explained that there were two large items on the warrant list. One was previously approved for deconstruction, but was included because the check was actually cut and run. The other was for IDOT in the amount of $70,496.95, which was also previously approved as part of the Carbon Hill Road Repaving. He noted these items were larger than $20,000 but the checks had already been processed. 

Mayor Spesia inquired about the survey for the pickleball court, asking if a color had been decided. Administrator Fritz confirmed that blue was selected for the pickleball court with a green background. When asked about the voting results, Fritz indicated it was approximately 2 to 1 in favor of blue, with around 64 to 42 votes. 

There was also a question about patrol computer equipment on the warrant list, which Administrator Fritz confirmed was budgeted for this year as the computers were not compliant. 

Motion to approve the warrant list was made by Trustee Lauterbur, seconded by Trustee Mincey. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincy, and Trustee Lauterbur voting yes. 

Public Comment 

Commander Jim Phillips of VFW Post 1336 addressed the board to publicly thank Officer Jones for not giving up on the veteran's banner program. He noted there are about 1,100 names on the memorial, though they don't have that many lamp posts, and many of those veterans are no longer living. Currently, there are about a dozen participants in the program, with some other veterans' family members trying to locate suitable photos, which has been challenging to find in the required 5x7 size. Commander Phillips thanked the Village Board for approving the program and expressed appreciation for everything the village does to support veterans, including putting up and taking down flags when appropriate and lowering the flag when called for. Mayor Spesia also informed Jim there could be an opportunity to lead the Color Guard for the upcoming Homecoming parade. Commander Jim took the date and location information down for follow up. 

Public Event: Holiday Hustle 5K Run/Walk - November 30th 

Matt Fritz presented information about the Holiday Hustle 5K Run/Walk scheduled for November 30th. Rick, a representative for the event, explained this was the 7th year for the event. The Holiday Hustle Committee has selected a new charity this year called Breaking Away, Inc. Previous events have raised over $13,000 for charities including Susan's Mission, Beans and Bites, Hope for Help, and the Coal City backpack program. The route will go from Babe's Tap to Reed Road, east to Cardinal Transport and back. 

The committee appreciates the support from the village and police department and looks forward to working with them again this year. 

Mayor Spesia clarified that this would be issued as a special permit by Matt, subject to review and approval by the Chief. 

Special Event Application for the Homecoming Parade at 2:30pm on September 26, 2025 

Matt Fritz presented the special event application for the Coal City High School Homecoming Parade. The parade will follow the same route as previous years, going from south to north, starting at 2:30 PM on September 26th, and is expected to conclude by 3:30 PM. 

Mayor Spesia mentioned that Commander Phillips from the VFW would be able to lead the parade with the colors. Matt confirmed that Allison Peterson is the contact person for the event. 

Resolution 25-13, Accepting Meadow Estates Public Improvements 

Matt Fritz explained that the improvements for Meadow Estates Phase 7 have been completed. This phase involved the 5 lots that were created when there was rezoning of the final commercial lots. The improvements included storm drainage that was run back, water lines, and a small amount of sanitary sewer, which was the only thing that required testing. Matt clarified that this does not include a different part of the development that still has outstanding issues. 

Motion to adopt Resolution Number 25-13 accepting the improvements for Meadow Estates Phase 7 was made by Trustee Bradley, seconded by Trustee Lauterbur. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, and Trustee Lauterbur voting yes. 

Purchase Approval of Well Number 5 Restoration Plan 

Matt Fritz presented the proposal for Well Number 5 restoration, which had been discussed at the previous committee meeting. He explained this was a mediated settlement related to work that needed to be done involving electricity supply, equipment, and installation of equipment at Well Number 5. After a thorough investigation and attempting to find a different solution, they arrived at this new approach that includes additional improvements. Municipal Well Pump would be completing 91% of the total cost of what will be paid out. 

Fritz confirmed that he had requested and received a one-year warranty to be added to the proposal. The motion would involve two parts: $97,020 to get the well back up and running, and $14,101 towards outstanding invoices, for a total mediated resolution of $48,221 of outstanding municipal invoices. 

Mayor Spesia verified the mathematics of the proposal, confirming that the two amounts ($34,120 and $14,101) totaled the $48,221 figure. 

Motion to waive competitive bidding and contract with Municipal Well and Pump to install and construct Well Number 5 improvements at a cost of $97,020 dollars as well as remit $14,101 dollars towards the mediated resolution of $48,221 dollars of outstanding municipal invoices was made by Trustee Lauterbur, seconded by Trustee Greggain. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, and 

Trustee Lauterbur voting yes. 

Authorization to Enter into a Contract with Upland Design for 2025 OSLAD Grants 

Matt Fritz explained that this was the result of work with the Park Board, which had prioritized improvements throughout the village parks. By conducting the comprehensive planning simultaneously, they were able to save on costs. The total for this contract is $12,425. 

Upland Design was selected because of their high success rate with OSLAD grant applications. Fritz noted that even if not successful on the first try, they would have all the information needed for future submissions at a reduced cost. This work will be presented at a public meeting on September 4th at 6:00pm at the United Methodist Church. 

Trustee Lauterbur added that he and Matt had met with the Coal City Miners football league earlier that day to discuss potential use of the property that might be developed with the OSLAD grant. The football league might assist with the village's cost contribution for the 50/50 matching grant. He noted that football is the one sports league in town that the village doesn't currently provide facilities for, and this would be a good opportunity to add practice space to the park plan. 

Mayor Spesia inquired about the extent of the project, and Matt confirmed they are programming the entire area for the OSLAD grant, with the football facilities likely to be on the south side parallel to the railroad tracks, with potential for using the north area as well. He noted the football league also needs space for cheerleaders who just need open grass areas. 

Motion to authorize mayor to enter into a professional services contract with Upland Design for the submittal of the 2025 OSLAD grant at an estimated cost of $12,425 dollars was made by Trustee Lauterbur, seconded by Trustee Mincey. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, and Trustee Lauterbur voting yes. 

Approval of Contracts for Fall Fest Bands 

Matt Fritz presented contracts for the Saturday, September 13th bands for Fall Fest. He explained that the Friday band had already been approved, as were the inflatables and stage. The only remaining items were these two bands: Fine Tunes Center (at $250) and Southbound Chicago (at $1,500). 

Matt reported that all Fall Fest preparations are in motion, with vendors locked in. He mentioned that there will be a new map layout advertisement in the Free Press to show people where everything is located at the event. This will be a one-page, two-sided, glossy, full-color insert. 

Motion to provide payments for entertainment for the Saturday 9/13 bands totaling $1,750 dollars for Fine Tunes Center and Southbound Chicago was made by Trustee Greggain, seconded by Trustee Lauterbur. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, and Trustee Lauterbur voting yes. 

Mayor Spesia asked about the Citizen of the Year nominations, and Matt confirmed they have received a few nominations and will send out another social media reminder. 

Purchase Approval of Drone Show for Fall Fest 

Matt Fritz explained that they were looking at a drone show as an alternative to the fireworks that were used last year. The previous fireworks location near Hunter's Run and Marguerite Street will no longer be available due to residential development. There had also been visibility issues with the fireworks due to building heights. 

The drone show proposal would include booking two shows - one for Fall Fest this year and one for the Nation's 250th birthday celebration planned for June 27, 2026. This would ensure the vendor is available for both dates. The package includes 100 drones for the first show at Fall Fest, and 150 drones for the second show next June. The total cost would be $42,437, with $17,500 to be paid during Fall Fest. 

Mayor Spesia noted that this is the first formal planning documentation for the Nation's 250th birthday celebration, which will include a parade and other activities. He confirmed the date as Saturday, June 27, 2026 (the Saturday before July 4th). He also mentioned that people with dogs will appreciate the drone show since there won't be loud fireworks. 

Motion to authorize the village administrator to sign on 2 contracts with Sky Elements to provide entertainment at upcoming Coal City Public events over the next 12 months for an estimated $42,437 dollars, $17,500 to be paid out during Fall Fest was made by Trustee Bradley, seconded by Trustee Lauterbur. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, and Trustee Lauterbur voting yes. 

Report of the Mayor 

Mayor Spesia congratulated Officer Monica Daugherty of the Coal City Police Department, who graduated last Thursday (August 21st). 

Report of Trustees 

Trustee Lauterbur discussed the meeting with the Coal City Miners football league, noting it was productive. He mentioned that football is the one sport the village doesn't currently provide facilities for, so this was a good opportunity to add practice space within the OSLAD grant park development. 

Trustee Mincey reported that he had visited the newly painted water tower and liked how it looked. He also mentioned that grinding had started on the streets, with paving to begin the next day and striping to follow. He advised everyone to be patient and give the workers room to complete the downtown improvements. 

Trustee Greggain announced that there would be a walk-through of the water treatment plant expansion on Thursday at 6 PM, and invited all trustees to attend. 

Report of Village Clerk 

No report. 

Report of Village Attorney 

Village Attorney Mark Heinle reported that they would be closing on the purchase of the recently demolished property on Tuesday after the holiday weekend. He also reminded board members about the annual conference on September 18-20, and invited those attending to join him for dinner on Thursday night. 

Report of Village Engineer 

Village Engineer Matt Halloran provided updates on several ongoing projects: 

Street work: Pavement has been removed from all locations except the alley by the library. Paving is scheduled for Wednesday. Some paving was done Saturday on DiPaolo and Gordon roads. He emphasized the need to avoid leaving piles of debris. 

Striping: Work began on South Broadway. They were unable to complete all the parking areas as planned, so some parking on one side of the tracks remains open. 

Water plant: In the next couple of weeks, they will begin connecting the old systems to the new piping. The high service pumps are scheduled for testing this week. Once those are ready, they can perform flushing and then make the hard water tie-in. He anticipated the new equipment would be fully operational sometime in September. 

Bridge on Broadway leading to Coal City Area Club: The lead time for materials is approximately 75 days from when the contract was executed in late July, putting delivery around the second week of October. Installation should take about 20 days. 

Report of Chief of Police 

Chief Imhof reported that: 

Officer Hakey completed the FTO program last week and was starting his first shift working midnight shift independently. 

Officer Monica Daugherty graduated from PTI last week, finishing in the top 10% of her class. 

The department has updated the graphic design on their squad cars with a splash of green and a change from block lettering to a more cursive style for "Coal City" and "Police." The feedback has been positive. The department received a flag that was flown over Prince Sultan Air Base in Saudi Arabia by Bravo Company, 766 Brigade Engineer Battalion in Operation Spartan Shield. The flag was presented by Marshall Shearer ISG, ILARNG Company First Sergeant, a local resident who had returned from deployment. The Chief plans to frame the flag and certificate for display in the police department vestibule. 

Report of Village Administrator 

No report. 

Executive Session to Negotiate, Approve Property Acquisition per 5 ILCS 120/2(c)(5) 

Motion to enter into executive session at 7:42 PM per 5 ILCS 120/2(c)(5) for property acquisition was made by Trustee Greggain, seconded by Trustee Lauterbur. Motion carried with Trustee Greggain, Trustee Bradley, Trustee Mincey, Trustee Lauterbur, and Mayor Spesia voting yes. 

Adjourn 

Board entered back into regular session at 8:09pm and a motion to adjourn at 8:09pm was made by Trustee Lauterbur, seconded by Trustee Bradley. Motion carried with Trustees Greggain, Bradley, Mincey, Lauterbur and Mayor Spesia voting yes. 

https://coalcity-il.gov/wp-content/uploads/2025/08/VB-Minutes-08-25-2025-Web.pdf