City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Jeff Stehman Councilman Cheryl Brombolich Councilman Donna Green Councilman David Jerome Mayor John Miller City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, August 28, 2017 7:00 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 7:00 pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser. Present: 5 - Councilman David Jerome, Councilman Cheryl Brombolich, Councilman Donna Green, Councilman Jeff Stehman, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor John Truax of Collinsville First Baptist Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of the August 2017 Yard of the Month Award to Joseph and Linda Webb of 107 Echo Ridge Attachments: Agenda Item Report Mayor Miller presented a plaque and gift certificate to Joseph and Linda Webb of 107 Echo Ridge for August 2017 Yard of the Month contest. City of Collinsville Page 1 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION Collinsville Metropolitan Exposition Auditorium and Office Building Authority Special Board Meeting Board members of the Collinsville Metropolitan Exposition Auditorium and Office Building Authority - Gateway Convention Center as well as Cindy Warke, Executive Director, and Tracy Robinette, Director of Human Resources and Administrative Services were in attendance for discussions with the Council regarding Gateway Center's long range strategic plan. Chairman Mark Steyer of the Collinsville Metropolitan Exposition Auditorium and Office Building Authority called their special board meeting to order at 7:04 pm. Roll Call of Members: Present - Mark Schusky, Ginger Trucano, Bob Kinamore, John Bitzer, Fontez Mark, Kim Thebeau, Kevin Weinacht, and Mark Steyer. Public Input - none. Gateway Center Long-Range Strategic Plan Presentation given by Charlie Johnson and Ryan Johnson of Johnson Consulting. Charlie indicated they have yet issued a report since economic and fiscal impact analysis information is pending. Ryan explained the objective of the study was to develop strategic recommendations for the Gateway Center. He further explained the tasks they performed for their study which including touring the site and surrounding area, interviewed staff regarding issues and opportunities, reviewing historical events and attendance, operating revenue and expenses of the Gateway Center, analyze lost business opportunities, inventory, and relevant developments. Charlie gave a brief description of existing facility and spoke of the 5 phase development plan. Ryan spoke of data collected from historical events based on demand/type of event and attendance. They also calculated revenue and expenses for the Gateway Center. Charlie gave an overview of their lost business analysis. He indicated the Gateway Center acquires about 1/3 of events solicited. He further indicated that facility improvements could help acquiring more events. A survey was done to determine lost opportunities which included alternative venues, date and/or space issues. He spoke of regional competition sites based on the type of event and mentioned the need to facilitate indoor sporting events. Charlie and Ryan spoke of a survey poll of event users that was conducted. Survey response indicated the facility is well managed, attentive staff, adequate location and space but area lacked City of Collinsville Page 2 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 attractions/entertainment opportunities. They spoke of hotel trends and average peak room nights generated by the Center. Currently, there are 9 hotels for a total of 852 rooms. One upscale hotel with 236 rooms available. Ryan showed occupancy rates of hotels in comparison with events at the Center. Charlie highlighted their recommendations for improving the Gateway Center to include aesthetic updates, technology upgrade due to lack of cell reception, clean up lobby area (remove kiosk and add a business center), allow for additional storage space, renovate area into a multipurpose space to allow for sporting events, expand LaSalle room and connect to hotel. Ryan mentioned the need of additional staff to assist with sales and visitors bureau to promote area. They also mentioned recommendations to improve the surrounding area (more hotel rooms, additional parking, attractions within walking distance). They displayed a map of available acreage that could be developed for hospitality use. City Manager Bair spoke of a partnership between the City and Gateway Center to address the hotel demand, facilitate the need for sporting events, and overall destination location by maximizing and developing the surrounding area. Councilman Brombolich inquired of the zoning for the available acreage as displayed in the map. He indicated the map depicts land use. A discussion was had regarding the need for a convention bureau for marketing purposes. Councilman Jerome mentioned TIF 1 expiring within the next few years and inquired of funds for capital improvements. Charlie advised report has not been completed yet to address funding. Mayor Miller spoke of the vision of Gateway Center 25 years ago and mentioned the need to partner with Gateway to develop the area. City Manager Bair agreed that it would be beneficial for both boards to work together to enhance the area and Gateway Center. Councilman Jerome spoke of the comprehensive plan showing office space for Eastport area but indicated the need to update the plan to incorporate attractions within walking distance. Councilman Stehman agreed that the City needs to revisit and update the comprehensive plan for Eastport. He mentioned the impact of sporting events and the need to address park facility issues with C.A.R.D. Councilman Brombolich agreed and added the need to look outside of the Eastport area as well to include areas for future sporting events/tournaments and hospitality use. Councilman Jerome inquired as to the type of businesses or entertainment venues as a draw for other convention centers. Charlie indicated this information is part of the planning study. Board Member Trucano advised she was a previous Councilmember. She indicated that this is the first Council that understands how the City benefits by having the Center and is willing to work with the board. Board Member Schusky agreed with Mrs. Trucano and indicated his appreciation for a collaborative effort. Chairman Steyer thanked Charlie and Ryan for the presentation which helped him realize some issues. City of Collinsville Page 3 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 A discussion was had regarding the need for an adjacent hotel to the Center and/or a connection to Double Tree hotel. He also thanked the City for the pedestrial walkways. Motion made by Schusky, second by Weinacht to adjourn the Special Board Meeting of the Collinsville Metropolitan Exposition Auditorium and Office Building Authority at 8:00 pm; all in favor, motion carried. Mayor Miller announced a brief recess. The City Council meeting reconvened at 8:03 pm. H. SPEAKERS FROM THE FLOOR Karen McReynolds mentioned an announcement made by the Council at the last meeting. She spoke of pending and settled lawsuits. She spoke of proposed ordinances regarding purchasing policy exception ad home baked goods. Robert Thiel spoke of his real estate tax bill. He mentioned the Southwest Corridors TIF. He spoke of a development financed by an outside bank. He also spoke of tax collected on his purchases at various places in town. He spoke of the proposed assisted living facility. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller thanked the Gateway Center board for participating in a joint meeting. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Jerome asked Ms. McReynolds to read the City's press release. He indicated the press release was read at the Council meeting since the BND did not publish all the information. He advised that no vote was taken by the Council regarding the settlement. He indicated Council was informed of the situation after a settlement was reached by the insurance company. He ended by expressing his thoughts and prayers for the people in Texas. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair advised he will have the Finance Director address the implementation of the Southwest Corridors TIF at the next meeting. He indicated Colton's is a privately owned business and was allowed to secure their own financing; however, the Bank of Edwardsville is also located in Collinsville. He mentioned that some property owners pay into the State Park Fire District via property taxes even though the Fire District provides no services to those properties. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending August 18, 2017 in the Amount of $449,944.30 City of Collinsville Page 4 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 Attachments: Agenda Item Report Board List 08-04-17 Board List 08-11-17 Board List 08-18-17 2. Motion to Approve Payroll for the Periods Ending July 28, 2017 and August 11, 2017 in the Amount of $1,067,563.01 Attachments: Agenda Item Report Board List 07-28-17 Board List 08-11-17 3. Motion to Approve Minutes of the August 14, 2017 Meeting Attachments: Agenda Item Report 081417RegMtg.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 Brombolich, seconded by Councilman Stehman, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Establishing a Moratorium for the Granting of Tax Incentives from the Northeast Business District Fund Attachments: Agenda Item Report Ordinance NEBD Program Process Improvement Schedule Associate Planner Cristen Harden gave an overview of the ordinance for establishing a moratorium on the Northeast Business District (NEBD) tax incentives. She indicated that staff and Council recently found the current NEBD program and processes to be inefficient and ineffective in achieving Council's vision nor does it achieve impacts on local businesses or the City's return on investments. The 90 day moratorium will allow staff the time needed to reevaluate and refine the NEBD program and process. Mayor Miller asked about a sunset clause to which Ms. Hardin advised it would go back into effect after the 90 days. Councilman Brombolich inquired if Council will approve new policies and process via an ordinance. Ms. Hardin mentioned the program improvement schedule within the agenda packet City of Collinsville Page 5 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 which will allow for input and discussion by Council prior to the 90 days. City Manager Bair advised public input will be provided for. He further indicated Council will adopt policies for program. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Amending the Collinsville Personnel Policies (Addition - Section 5.22 Whistleblower and Anti-Retaliation) Attachments: Agenda Item Report Ordinance Policy Human Resource Coordinator Stacey O'Brien gave a brief overview of the ordinance amending the personnel policies to include whistleblower and anti-retaliation clause as a risk management aspect. This clause is essential to encourage the reporting of misconduct, fraud and corruption. She explained that our auditing firm recommended that we adopt a fraud/whistleblower policy in order to communicate potential fraud and reporting procedures. If approved, the policy and procedures will be included in the handbook. Councilman Jerome asked if the policy was consistant with federal and state law to which Ms. O'Brien confirmed. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Amending the Collinsville Personnel Policies (Addition - Section 5.23 Motor Vehicle Analysis) Attachments: Agenda Item Report Ordinance Policy H.R. Coordinator O'Brien advised the City's risk management insurance carrier recently conducted a site visit to review our risk control assessment. As part of the assessment, Trident Public Risk Solutions recommended that the City provide a written driver and safety manual, develop a driver safety training program and adopt a policy regarding the motor vehicle records analysis. City of Collinsville Page 6 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Waiving Fees Related to Construction of Single Family Residence (Unit 10 Vocational Program - 115 Courtland) Attachments: Agenda Item Report Ordinance David Bookless, Community Development Director, explained the Unit 10 Collinsville Area Vocational (CAVC) program . Recently, the CAVC students completed the building of their 19th home in the City of Collinsville. Historically, the City has waived building permit fees for the building of these homes as a contribution for their efforts. Staff wishes to continue the tradition of waiving building permit fees for the building of the homes by CAVC. Councilman Jerome commented on the efforts by the students and the school to build a house every other year. Mayor Miller commented that he is glad to see the return of the program. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Authorizing a Change Order in the Amount of $182,034.60 to the Contract with Rooters American for the 2017 Resurfacing Program (Additional Project #CIP-644-17 through 650-17) Attachments: Agenda Item Report Change Order Ordinance Change Order Approved Ordinance No. 17-60 Overview by Troy Turner, City Engineer. He explained the resurfacing bid came back lower than expected which allows for additional mill and overlay work on City streets to this year's program. Councilman Brombolich commented that she is glad to hear the City is able to resurface more streets this year than originally planned. A motion was made by Councilman Brombolich, seconded by Councilman City of Collinsville Page 7 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Annexing Right of Way Real Estate Owned by the Collinsville Township Road and Bridge District (Eastport Plaza Dr. near Gateway Dr.) Attachments: Agenda Item Report Ordinance EastportPlaza Exhibit Petition for Annexation City Engineer Turner explained that this is a portion of Eastport Plaza Drive that the City has maintained for over 20 years but recently discovered that is was not within City limits. Commissioner Larry Trucano, Collinsville Township Road and Bridge District, was of the understanding that it was previously transferred from the Township to the City; however, was inadvertently left out when Eastport Plaza Drive was annexed. Commissioner Trucano agreed that the right of way should be annexed into the City of Collinsville since they have not been maintaining it and have not collected funds for it. Councilman Jerome inquired of the zoning designation once annexed. Mr. Turner explained this property consist of roadway and right of way only with no land use. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Ordinance Amending the Collinsville Municipal Code Title 5 (Business License and Regulations) Regarding Direct Sales of Baked Goods from Home Kitchen Operations Attachments: Agenda Item Report Ordinance Overview by City Manager Bair, explained the State of Illinois previously passed an Act known as the "Cupcake Law." Many cities are adopting language to allow for the sale of home baked goods that are small scale. Councilman Jerome briefly explained the history behind the enactment of the Cupcake Law. The City of Collinsville Page 8 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 State of Illinois made exceptions to the requirements if gross sales are less than $1,000 per month for home baked items. He explained the statute is only an enabling act which requires the cities to adopt in order to allow for small scale home bakeries. Councilman Brombolich clarified that this ordinance would help those who have a small bakery operation out of their home to which Councilman Jerome agreed. He further explained this ordinance would give them relief from County requirements such as a commercial kitchen facility. Councilman Green asked if they are exempt from taking the food sanitation classes to which Councilman Jerome indicated they are exempt from County requirements. City Manager Bair clarified that they are exempt unless a complaint is made to the health department which may trigger an inspection. Councilman Green asked if they are limited on what they can make and sell. Councilman Jerome advised the ordinance mirrors the state statute on what is permissible and all items must be marked as being baked in a home kitchen facility with gross sales less than $1,000 per month. He reiterated that it is for small scale bakery operations only within a home occupation setting to allow for cupcakes, wedding cakes, etc. to be made and sold. Corporate Counsel Steve Giacoletto explained the language in the ordinance is a direct reference to state statute. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 8. Ordinance Adopting City of Collinsville Capital Improvement Plan for 2017-2022 Attachments: Agenda Item Report Ordinance CIP Infographic Overview CIP 2017-2022 City Manager Bair highlighted the policies within the Capital Improvement Plan (CIP). He advised that an annual review of the plan will be done. He also explained the CIP purchasing policy which establishes the authority for staff to make purchases for items pre-approved in the CIP and under $100,000. He indicated the $100,000 amount was used based on the cost of specific equipment within the CIP. City Manager Bair advised that any proposed purchase over $100,000 and/or not within the approved CIP will come back to Council for approval prior to being purchased. He advised the total value of the CIP is approximately $23 million over the next 6 years (53.8% streets, 4.7% sidewalks, 7.5% facilities, and 34% utilities). City of Collinsville Page 9 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 He mentioned a statement in the CIP regarding a funding gap. He explained that it is never the staff or City's intent to go into a negative balance but will review and revise funding issues every 2 years. Councilman Brombolich confirmed that it will be reviewed and approved when the budget is approved and City Manager Bair concurred. She also inquired of the legal requirements regarding the $100,000 purchasing threshold by Council authorizing the Mayor to sign a contract. City Manager Bair explained that it is similar to how it is done now where he (City Manager) is authorized up to $20,000 but the limit would now be $100,000; however, the process will include him notifying Council prior to purchase as well as staff (Department Head, Finance Director and City Manager) reviewing purchase agreement. Councilman Jerome thanked staff for making the plan self explanatory and Councilman Brombolich agreed. Mayor Miller clarified that the CIP is in direct correlation with the budget. He indicated the CIP can be adjusted when the budget is reviewed based on circumstances and priorities. He too thanked staff for their efforts. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 9. Ordinance Repealing Ordinance No. 4246 and Enacting a New Ordinance in Place Thereof Specifying Purchasing, Bidding, and Contract Procedures Attachments: Agenda Item Report Ordinance Overview by Finance Director Tamara Ammann, who advised this ordinance is an update to the existing purchasing ordinance which will allow for items approved in the Capital Improvement Plan, under $100,000 and budgeted for within the corresponding year, to be purchased without additional Council approval. She explained purchase order and bidding requirements will remain the same as other purchases. She further explained that this was an opportunity identified during the CIP process to allow for streamline operations. Staff recommends approval. Councilman Jerome clarified his understanding of the process as the purchase is reviewed by Council twice (part of the CIP and again within the budget) and then the purchase occurs as long as it was approved within the CIP and budget to which Director Ammann concurred. She also explained that additional staff review is required to include the City Clerk. City of Collinsville Page 10 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 Councilman Brombolich inquired if a project would come in over budget to which Director Ammann explained the project would come back to Council for review. City Manager Bair further elaborated that it would come back to Council even if the project was less than the $100,000. Councilman Stehman indicated this process eliminates redundancy. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Jerome to adjourn at 8:48 pm. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Green, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 11 Printed on 9/12/2017 City Council Minutes - Final August 28, 2017 ADDRESSING THE COUNCIL DURING SPEAKERS FROM THE FLOOR Below are the rules for input during City Council meetings as set out in Ordinance No. 4765 entitled “Ordinance Governing Speakers From the Floor During Meetings of the City Council and the Commission, Boards, and Sub-Bodies of Collinsville, Illinois”. Speakers may address the Council during the time designated as Speakers From the Floor on the agenda. RULE 1: Speakers shall be allowed only during “Speakers from the Floor,” or at any other time if requested by a member of the City Council. RULE 2: Input must relate to a matter under the authority of the City of Collinsville. RULE 3: Upon request by the meeting Chairman for speakers from the floor, a prospective speaker shall express the desire to speak, be recognized by the meeting Chairman, approach the designated podium, and state their name and general subject matter to which they will address the City Council. RULE 4: After establishing their identity, prospective speakers shall immediately address only the City Council. RULE 5: Each speaker is limited to four (4) minutes to address the City Council. No extensions will be granted and no time shall be compensated to the speaker resulting from interruptions by or discussion with the City Council, City Manager, or any other City officer or employee. RULE 6: Speakers shall address only the City Council collectively or its members individually. Speakers shall speak to issues and shall refrain from personal attacks on City appointed officials and employees. Speakers may not address issues related to pending litigation in which the City or its subsidiary bodies, officers, agents, employees, boards or commissions is a party. RULE 7: Speakers shall not be permitted to advertise, solicit, request, urge, summon, or cajole the City Council or the general public, except as otherwise provided for herein, with regard to any products, goods, services, information, gains, losses, advantages, consequences, or any other similar matter, notwithstanding that there may or may not be any pecuniary, monetary, financial or property gain, loss, or benefit to the speaker or any other person or entity. RULE 8: Speakers shall act and speak with decorum and conform to conventional social manners in speech, writing, dress, and behavior. The audience shall refrain from conduct that disrupts the meeting in any way such as clapping, booing, loud talking or outbursts. A speaker may be immediately terminated at the meeting Chairman’s discretion. RULE 9: Determination of breaches of this Ordinance shall be made by the meeting Chairman. The meeting Chairman customarily will warn the speaker or members of the audience of inappropriate behavior through one warning use of the gavel. Subsequent inappropriate behavior shall result in the immediate removal of the responsible parties at the discretion of the meeting Chairman. City of Collinsville Page 12 Printed on 9/12/2017