City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Nancy Moss Councilman Jeff Kypta Councilman Jeff Stehman Councilman Cheryl Brombolich Mayor John Miller Interim City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, May 9, 2016 7:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting of May 9, 2016 to order at 7:30 p.m. B. ROLL CALL Also present was Interim City Manager Mitch Bair, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser. Present: 5 - Councilman Jeff Stehman, Councilman Cheryl Brombolich, Councilman Nancy Moss, Councilman Jeff Kypta, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Father John Hellrung of Grace Anglican Church. D. PLEDGE OF ALLEGIANCE E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Approving a Planned Development District P-HP1 Planned Hospitality District (Compton Commercial) City of Collinsville Page 1 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Attachments: Agenda Item Report Ordinance Staff Report Planning Commission Presentation SitePlanCombined032916.pdf Overview by Interim City Manager Mitch Bair, who advised the applicant, F.O.R. Corporation (Compton Commercial Subdivision at 701 N. Bluff), has applied for an amendment to the City's Zoning Map to rezone the property from BP-2 to P-HP1. The Planning Commission held a public hearing on March 1, 2016 regarding this amendment and recommended approval once amendments to the site plan was done. Also consideration of the redevelopment agreement as well as subdivision preliminary plat for this project is on tonight's agenda. He displayed an aerial map of the parcel and described it as being across the street from Steak & Shake and next to the Regions Bank. The parcel is 5.8 acres and rezoning effects the entire parcel but planned zoning exceptions only pertain to the front portions of the property. Utilities are available to serve the property. He explained that existing zoning for the area is Hospitality and Business Park so the applicants request for rezoning to Hospitality Park is consistent with the area. This is also consistent with the Comprehensive Plan and Future Land Use. Interim City Manager Bair indicated plans of a free standing Jimmy John's with drive-thru services will be located on the front part of the property, along Rt. 157. Second lot is slated for a fast food type restaurant with a drive-thru as well. He noted the applicant has exceeded the City's landscaping requirements especially related to the design approach for the ROW associated with N. Bluff Rd. in a manner that is consistent with the consolidated approach advocated by the Planning Commission and him. He mentioned the lighting plan and Jimmy John's architectural design. He indicated the Planning Commission and staff recommends approval. Councilman Stehman inquired of cross access from Collinsport. Interim City Manager Bair advised that the applicant does not have control of that property but future discussions may occur. A motion was made by Councilman Moss, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 2 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 G. SPEAKERS FROM THE FLOOR Pat Reitz spoke of the Collinsville Home Town Heroes Banner program. Karen McReynolds spoke of alleged past practices in local government. She spoke of City officials and their responsibilities. Phil Astrauskas mentioned a pending lawsuit against the City. He spoke of the JRB meeting time being inconvenient for the public and his disappointment that public comments were held after the vote. He inquired of a memorandum of understand with the school district. He mentioned comments made when TIF 2 was implemented. He mentioned McLanahan business. He also spoke of credit card usage in O'Fallon. John Thiel indicated he is opposed of the proposed Southwest Corridors TIF District. He mentioned the agreement with Unit 10. He also mentioned the new water treatment plant location being next to a school. Wendi Valenti spoke of other downtown areas and the importance of Collinsville's Uptown area. Linda Rayho indicated she is a member of Historic Preservation Commission. She mentioned the importance of the Uptown TIF program to the area as many buildings are older and have historical value. She indicated the need to focus on the buildings as a TIF priority rather than the businesses. Mary Drum spoke of politics in Collinsville. H. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the National Day of Prayer event. He also read the Proclamation naming May as Building Safety Month, sponsored by the International Code Council. I. COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Kypta reminded the public of an ordinance prohibiting grass clippings and yard waste from being blown into the streets as this causes drainage issues. Councilman Moss mentioned the storm that hit Collinsville on Saturday and thanked the Street Department for all their efforts in dealing with down trees. Mayor Miller also elaborated on the storm issues and indicated the Sewer Department was out manning the lift stations due to power outage. J. COMMENTS & ANNOUNCEMENTS - CITY STAFF Interim City Manager Bair announced the City's Fire Department ISO (Insurance Service Office) rating went from 4 to 3 (lower number indicates improvement). He indicated reasons for the improved rating - addressed infrastructure needs has helped to improve the water pressure, continuous training, and regular hydrant inspections. Mayor Miller also commented on the ISO rating City of Collinsville Page 3 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 and indicated home insurance premiums for fire protection services are based on the City's score. K. CONSENT AGENDA City Clerk Wasser read the Consent Agenda items as follows: 1. Motion to Approve Payment of Bills for the Period Ending May 4, 2016 in the Amount of $1,155,691.01 Attachments: Agenda Item Report Ins Board List 03-01-16 Ins Board List 04-01-16 Board List 04-22-16 Board List 04-29-16 MEGSI Board List 05-04-16 2. Motion to Approve Payroll for the Period Ending 4/22/16 in the Amount of $494,010.33 Attachments: Agenda Item Report BRD LST 4-22-16 3. Motion to Approve Minutes of the April 25, 2016 Strategic Session and Regular Meeting Attachments: Agenda Item Report 042516StrategicSession.pdf 042516RegMtg.pdf Mayor Miller asked if the Council wished to pull any items prior to a Motion. No items were pulled. A motion was made by Councilman Stehman, seconded by Councilman Brombolich, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 L. NEW BUSINESS 1. Resolution Giving Preliminary Plat Approval to a Subdivision Under Collinsville Subdivision Control Ordinance Being Part of the North Half of Section 29, Township 3 North, Range 8 West of the Third Principal Meridian, City of Collinsville, Madison County Illinois (Compton Commercial) City of Collinsville Page 4 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Attachments: Agenda Item Report Resolution Preliminary Plat Overview by Interim City Manager Bair, who advised F.O.R. Corporation has submitted an application for a preliminary plat approval for a three (3) lot commercial subdivision for 5.8 acres located at 701 N. Bluff Road. Preliminary plat meets all requirements of the Land Subdivision Control Regulations. He indicated the Planning Commission reviewed the preliminary plat on March 1, 2016 and voted unanimously to recommend approval. A motion was made by Councilman Moss, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing the Mayor to Execute a Redevelopment Agreement Between the City of Collinsville and F.O.R. Corporation Attachments: Agenda Item Report Project Overview Staff Memo Ordinance Agreement Interim City Manager Bair indicated this is the redevelopment agreement for Compton Commercial Subdivision by F.O.R. Corporation. The property is located in TIF District 1 and is a $1.65 million project of which $525,000 is TIF eligible. The applicant is asking for $200,000 to be reimbursed upon substantial completion. Also included with the agreement is a $75,000 lien as improvement of the property are part of the agreement. A motion was made by Councilman Moss, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Authorizing the Mayor to Execute a Right-Of-Way Agreement and a Dark Fiber License Agreement with ExteNet Systems, Inc. Attachments: Agenda Item Report Ordinance Extenet Agreement City of Collinsville Page 5 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Overview by Interim City Manager Bair, who advised this agreement would allow ExteNet to use our right-of-way for the placement of utilities. The City will be compensated for the lease as well as provided with 2 lines of fiber. Councilman Moss inquired of the location. Public Works Director Kress indicated the right-of-way agreement is along California St. at Alice St., cross over Vandalia to the Beltline and proceed down to Fire Station 2. A motion was made by Councilman Kypta, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Motion to Award Bids for 2016 MFT Maintenance Program Attachments: Agenda Item Report MFT Bid Tab.pdf Overview by Public Works Director Dennis Kress, who advised bids for the purchase of street maintenance materials to be used during 2016 were opened on April 4. The lowest responsible bidder for each category are: Rock Salt - Cargill, Inc., $65.18 per ton Deicer - Beelman, $9.65 per ton (price same as 2015) Bituminous Patch Mixture - Mcclair Asphalt, $68.00 per ton (3.5% decrease in price from 2015) Riprap - Bluff City Materials, $16.00 per ton (9.6% decrease from 2015) Concrete - Redi Mix, $80.00 per cubic yard (total represents 7.5% increase from 2015) Load Charge - Redi Mix, $50.00 each Calcium Chloride - Redi Mix, $2.75 per cubic yard Hot Mix Asphalt - Mcclair Asphalt, $47.00 per ton (14% decrease from 2015) Limestone - Beelman, $8.99 per ton RR1 - Beelman, $12.64 per ton CA7C - Beelman, $12.64 per ton Seal Coat - Beelman, $14.75 per ton (price reflects a 1% increase from 2015) HFRS2 Emulsion - Piasa Road Oil, $1.6389 per gallon (11.4% decrease from 2015) Bituminous Prime - Piasa Road Oil, $2.75 per gallon Director Kress indicated the reduction in prices may be due to oil prices and transportation costs are down this year in comparison to last year at this time. City of Collinsville Page 6 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 A motion was made by Councilman Brombolich, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Authorizing the Purchase of a 2016 International 7400 Tandem Dump Truck from Rush Truck Center Attachments: Agenda Item Report Ordinance 2016 Tandem Dump Truck Proposal.pdf Public Works Director Kress advised this ordinance will allow for the purchase of a 2016 International Dump Truck in the amount of $121,301 through the Illinois Joint Purchasing Program from Rush Truck Center. This truck will be equipped to utilize the existing snow equipment already owned by the City. This truck will replace a 2000 Freightliner dump truck with 123,432 miles. Rush Truck Center offered a $12,000 trade-in allowance; however, with the efforts of Street Foreman Mike Prosser, Randolph County Road District has agreed to purchase the truck outright for $21,500 ($9,500 increased savings). He thanked Mike for due diligence. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing the Sale of Personal Property Owned by the City (2000 Freightliner FL80 Tandem Dump Truck) Attachments: Agenda Item Report Ordinance Randolph Co Rd Dist 2000 Dump Truck Purchase Proposal.pdf Public Works Director Kress advised this ordinance declares the dump truck as surplus and authorizes the sale to Randolph County Road District in the amount of $21,500. He again thanked Street Foreman Mike Prosser for his efforts in saving the City $9,500. A motion was made by Councilman Kypta, seconded by Councilman Brombolich to approve. The motion carried by the following vote: City of Collinsville Page 7 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Motion to Award Bid and Authorize Contract for the Purchase and Installation of Police Evidence Lockers, Project #EQP-597-16, to Bradford Systems Corp. Attachments: Agenda Item Report Evidence Locker Proposal - Bradford Systems Overview by Police Chief Steve Evans, who advised sealed bids for furnishing, delivering and installing police evidence lockers on April 11, 2016. One bid was received. Bradford Systems Corporation submitted a proposal which meets the Police Department's temporary evidence storage needs at a total of $29,105. He indicated the current evidence lockers consist of poor design, particle board construction, non-secure locks, and lack of refrigerated storage. Evidence storage needs have evolved making the original storage system inadequate. Project will be funded with TIF funds as it is TIF eligible. A motion was made by Councilman Brombolich, seconded by Councilman Moss to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 8. Ordinance Approving the Purchase of Two 2016 Ford Taurus SE(s) from Landmark Ford Attachments: Agenda Item Report Ordinance Landmark Ford State Contract Proposal Police Chief Evans advised this ordinance will allow for the purchase of two (2) 2016 Ford Taurus SE's from Landmark Ford in the amount of $17,621 each. These vehicles will be assigned to the Detective's Division. With this purchase, Police Department vehicle fleet will meet the standards established by the Police Department Administration for present staffing and allow for everyday policing needs. Funds for this purchase will come from the DUI Court Fine Fund and Police Vehicle Fund. He also indicated the request to waive purchasing procedures and rely on State Bid Contract #4017635 for the purchase of these vehicles. A motion was made by Councilman Stehman, seconded by Councilman Brombolich to approve. The motion carried by the following vote: City of Collinsville Page 8 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 9. Ordinance Authorizing the Expenditure of TIF Funds (Sloan's Pub House, 119 W. Main) Attachments: Agenda Item Report Ordinance Application Overview by Leah Joyce, Uptown Coordinator/Interim TIF Director, indicated this ordinance had previously been tabled pending Council discussion. The ordinance is being brought back to Council for consideration. The proposed scope of the project has not changed. She referred to the Agenda Item Report for a breakdown of the project including previous awarded TIF amounts. She summarized by indicating the applicant is requesting 40% of the additional structural work which equals $30,760.40 and maximum allotted amount for the fire suppression system reimbursement amount of $40,860. Councilman Stehman commented on why he had previously asked for the item to be tabled pending discussion. Councilman Moss commented that she would be voting no and explained she did not think criteria was met. Councilman Kypta concurred with Councilman Moss and indicated he would be voting against the expenditures. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 3 - Stehman, Brombolich, and Miller Nay: 2 - Moss, and Kypta Absent: 0 Abstain: 0 10. Ordinance Authorizing the Expenditure of TIF Funds (Home Federal, 100 E. Clay) Attachments: Agenda Item Report Ordinance Application Uptown Coordinator/Interim TIF Director Joyce explained this agenda item had also been tabled City of Collinsville Page 9 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 pending discussion. The application is for reimbursement of TIF funds from the Uptown Structural Rehabilitation and Facade Program for the replacement of a 30 year old monument sign face with a new, LED display at Home Federal. Three (3) bids were received for the project and the applicant is asking for a reimbursement of 40% of the lowest bid which equals $6,840. Councilman Kypta inquired of when the project was done with respect as to when the TIF application was submitted. Ms. Joyce explained the confusion as Home Federal was under the assumption that their sign representative was filing the TIF application along with the Sign Package Permit as they had done for another Uptown sign project. She further explained that it was an honest mistake and they were not trying to circumvent the process. The ordinances does not state the applicant can not apply after the project is completed. He indicated he would be voting no. Councilman Moss also indicated she would not be voting in favor of the expenditures due to lack of timeliness of the application. Councilman Stehman mentioned comments previously made that the applicant has money and a nice building therefore should not receive TIF funds for projects. He indicated this would be discriminatory. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 3 - Stehman, Brombolich, and Miller Nay: 2 - Moss, and Kypta Absent: 0 Abstain: 0 11. Ordinance Regulating Parking on Certain Streets in Collinsville (Green Ridge, Woodbine Court, Heatherwood, Fox Run, Locust Ridge, Spring Glen, Greenwood Place, Villa Ridge) Attachments: Agenda Item Report Ordinance Interim City Manager Bair explained this issues came to his departments attention when a resident received a parking violation for parking on the street in front of this home. The residents were of the understanding that they were allowed to park on the street. He indicated the original ordinances prohibiting parking on the particular streets was due to high school students parking on the subdivision streets during school hours. He advised the Fire Department investigated the parking on streets and concluded no issues regarding emergency vehicle access if limited on-street parking was permitted. Staff recommends approval to repeal the previous three (3) no street parking ordinances for these listed streets and adopt new ordinance that still prohibits parking but permits on-street parking for residents with City issued Authorized Parking stickers displayed. He thanked Tracy Carlson, Planning Assistant, for her efforts in addressing the issue and establishing revisions. Councilman Brombolich inquired if the student parking issue is still a concern. Interim City Manager City of Collinsville Page 10 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Bair indicated it is not. Mayor Miller commented that this parking issue may have since been rectified as the high school has added an additional parking lot for student parking. Councilman Moss inquired of the Authorized Parking stickers. Interim City Manager Bair advised that each household will receive a couple of stickers. A motion was made by Councilman Kypta, seconded by Councilman Moss to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 12. Ordinance Authorizing the Mayor to Execute a Memorandum of Understanding Between the City of Collinsville and the Madison County Circuit Clerk Attachments: Agenda Item Report Ordinance MOU Overview by Interim City Manager Bair, who advised that an architect identified deficiencies in the courtroom and the cost required to bring that space into compliance exceeded what the City and Madison County Circuit Clerk's office was willing to pay. The Collinsville Police Department indicated no impact on their operations should the court satellite location was close. He indicated he has been in ongoing communications with Madison County Circuit Clerk Mark Von Nida and both concluded that it would be best for the Clerk's office to scale down their operations in Collinsville which would result in expanded services to the public. It was proposed to have a Circuit Clerk employee at the front service counter of City Hall, five (5) days a week during regular business hours, to offer full-time service to the public in Collinsville. The agreement allows for compensation to the City for utilities and this amount will cover the additional expense recently passed to allow for an upgrade to our Internet services. This agreement also allowed for the courtroom space at City Hall, which was only occupied one day a week, to be used as a multi-purpose space for meetings that is more accessible to the public. He also advised that Mr. Von Nida established the July 1, 2016 effective date. Councilman Stehman commented on the efforts and due diligence of the Interim City Manager to rectify this situation in such a way as both parties and the public benefit from. A motion was made by Councilman Stehman, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 City of Collinsville Page 11 Printed on 6/20/2016 City Council Minutes - Final May 9, 2016 Absent: 0 Abstain: 0 M. OLD BUSINESS N. CLOSED SESSION Mayor Miller asked for a motion to proceed into Closed Session to discuss in accordance with 5 ILCS 120/2(c): 1. Appointment, employment, compensation, discipline or performance of employees 2. Collective Bargaining 3. The selection or performance of a person in a public office 11. Pending or Threatened or Imminent Litigation A motion was made by Councilman Stehman, seconded by Councilman Moss. to approve. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 O. ANNOUNCEMENTS City Clerk Wasser announced that the regular Council meeting scheduled for June 13, 2016 will be held at the Gateway Convention Center at 1 Gateway Dr. in Collinsville and that if a Strategic Session is necessary, it too will be held at the Gateway Convention Center. P. ADJOURNMENT A motion was made by Councilman Kypta, seconded by Councilman Moss to adjourn at 8:43 p.m. The motion carried by the following vote: Aye: 5 - Stehman, Brombolich, Moss, Kypta, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 12 Printed on 6/20/2016