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, April 23, 2018 7:00 PM Gateway Convention Center 1 Gateway Dr., Collinsville IL 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 Cheryl Brombolich, Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Jeff Young of First United Presbyterian Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. New City Employee Introductions: Kristy Beasley - Parks Maintenance Worker, Parks and Recreation Dept. Jared Chestnut - Superintendent of Parks and Open Spaces, Parks and Recreation Dept. Mike Doi - Superintendent of Street and Maintenance Operations, Public City of Collinsville Page 1 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Works Dept. Brandon Hess - Technician, IT Dept. James Quillman - Parks Maintenance Worker, Parks and Recreation Dept. Mayor Miller introduced and welcomed new City employees. 2. Building Safety Month Proclamation Attachments: Proclamation Mayor Miller read proclamation. F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Amending Title 17 (Zoning) of the Collinsville Municipal Code with Regard to Zoning Certificates, Licenses, and Permits Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Planning Commission Minutes 041218 Draft Overview by Community Development Director David Bookless, who advised this amendment addresses the issuance of Zoning Certificates. He indicated due to property ownership changes and/or lack of communication with the City when such changes occur, Zoning Certificates would ensure that proper zoning is in place and is communicated to the property owner. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION 1. Residential Neighborhood Revitalization Program Discussion a. Occupancy Program b. Residential Incentives c. Building Code Update Attachments: Staff Memo City Manager Bair spoke of the proposed Residential Neighborhood Revitalization Program. He indicated the program consists of three separate components: Residential Incentives - First Time Home Buyer's program and Rental to Owner Occupied Conversion, Occupancy Permits - Residential (Phase 1) and Commercial Property (Phase 2); and City of Collinsville Page 2 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Building Code Update - adopt 2012 International Code Council (ICC) from existing 2006 ICC. He spoke of his presentations as being somewhat repetitive but indicated it is intentional to clarify all the facts. He further indicated the intent is to serve all the residents with best interest in mind, to be truthful and transparent, inclusive and impactful. He first spoke of the Occupancy Permit portion: * Process will apply to all land uses: residential (owner occupied and rental) and commercial property; * Not everything will be inspected immediately upon adoption; * Not tracking occupants but establishing maximum occupancy limits per code; * Inspection only to occur upon sale of property or change in occupancy; * Established an "As-Is" provision; * No additional inspection required if occupancy changes within 2 years after the initial inspection; * Occupancy allowed upon application; * Inspection will focus on Health and Safety and property maintenance issues; * Occupancy will only be challenged if health and safety threats are discovered; * Property maintenance issues will be addressed but will not affect occupancy; and * Current Building Code standards are not required - inspection will focus on safe and operable measures. Upon adoption, residential inspections will start August 1, 2018 and commercial inspections to start January 1, 2019. He advised the Council is focused on operating the City like a business in order to best serve the residents. The City has invested over $22 million in capital improvements over the last 2 years with no property tax impact. He mentioned recent opportunities such as the City taking back ownership of their City owned park properties as well as acquisition of Schnuck's Park, Willoughby Farm, and Splash City and merger with Gateway Convention Center. He advised the purpose of the program is to increase the overall property value and have a positive impact on residential properties. City Manager Bair spoke of the City's last four Strategic Plans and indicated an occupancy permitting program was outlined in each as a City goal. An Occupancy Permit System is referenced in the City's 2006 Comprehensive Plan. He spoke of the reasons for the program: * Protect residents and tenants from safety issues. * Residential property conditions are declining. * Increasing calls for Fire and Police services. * Increase in Code Enforcement complaints. * High level of single family rentals. He further indicated that the lack of a program will increase problems as Collinsville and Maryville are the only 2 cities in the area that do not have an Occupancy Permit Program. He spoke of owner versus non-owner occupied housing rates for Collinsville (59.3% owner occupied and 40.7% non-owner occupied). He indicated that 20% of single family homes are rental units. He advised that Collinsville has a higher percentage of rental than the normative average and higher than City of Collinsville Page 3 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 our peer communities (Edwardsville, O'Fallon and Fairview Heights.) He spoke of the issues associated with high levels of rental properties - increase demand for Fire and Police, declining property conditions and decreasing property values. City Manager Bair next spoke of the Residential Incentives. He indicated the City will offer up to $5,000 to first time home buyers who can provide matching funds. He highlighted the guidelines regarding the first time home buyers program. He spoke of the single family conversion program which allows for a one time grant of up to $5,000 to be used to convert an existing rental single family residence to an owner occupied home. He highlighted the Occupancy Permit Program again. He indicated the primary focus of the program is to ensure all health and safety conditions meets code requirements. He indicated the current system is reactive and complaint driven. He spoke of the 2009 Citizen Survey which indicated 87% were in support of an occupancy program. He spoke of our population and demographics. He further explained why owner occupied residences are including in the program. He mentioned Collinsville having an older housing market and overall fairness to include all residential properties, not just rental properties. He advised that safety is the primary focus. Fire Chief Kevin Edmond advised his department's primary responsibility is to keep the community as safe as possible. He mentioned calls for service and the steady increase over the years. He mentioned a 2008 house fire that ended with 2 fatalities. Upon investigation, it was determined that there were no working smoke detectors in the building. He quoted NFPA data regarding structure fires. He indicated that research shows over 7 million household fires occur a year in which the fire department is not notified. Research further indicates that many of these households were more likely to be rental units rather than owner occupied. He suggested that some occupants may not want their landlord to know they experiences a fire at the residence. He indicated that 3 out of 5 home fire deaths resulted from fires with no working smoke alarms. He spoke of a program the Fire Department offers to educate the public on smoke detectors. He also mentioned carbon monoxide issues and advised the State of Illinois requires carbon monoxide alarm detectors. Police Chief Steve Evans spoke of the Broken Window Theory. He spoke of conditions discovered by first responders during the course of their duties. He further spoke of Crime Prevention Through Environmental Design (CPTED) with maintenance being the key principle. He mention data regarding calls for service before and after the implementation of the Crime Free Housing Program and spoke of potential success by incorporating the programs. He spoke of the safety benefits to first responders with an Occupancy Permit Program in place. Community Development Director David Bookless displayed pictures of safety issues that were either taken by Police or Fire Department personnel and/or Code Enforcement. The pictures identified significant water damage, abundance of mold, electrical issues with exposed wiring, deteriorating foundations, and structural instability. He outlined the inspection program for commercial property and indicated it would not take effect until January 1, 2019. Randy Tedesco, Chief Building Official, advised inspections of commercial properties would be required at point of sale or change of occupancy and annually thereafter for various reasons: City of Collinsville Page 4 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 * Commercial structure that contains residential unit(s) as an accessory use to the structure. * All structures in the R1 Use Group as defined by the Building Code - hotels, motels, bed and breakfast. * All structures in the A-1 Use Group as defined by the Building Code - theaters, concert halls. * Any structures within the Assembly Group as defined by the Building Code. * All structures having a fire suppression system. * All structures used for child care services. * Any structure in the H Use Group as defined by the Building Code. * Commercial buildings required to have a fire alarm system as a condition of occupancy. Director Bookless identified types of things that would be inspected based on Health and Safety and property maintenance. City Manager Bair reiterated the basics of the program: * Administered by existing staff level. * $50 fee which covers 2 inspections. * Will not be inspecting "out of the gate" as inspections will only take place upon sale of property or occupancy change. * Home sales will not be held up due to the "As-Is" provision. * Once inspected, if a sale or change in occupancy occurs within 2 years no additional inspection required. * Occupancy allowed upon application made. * Inspection will focus on Health and Safety and property maintenance issues. * Up to date code compliance not required. * Occupancy challenged only if threats to health and safety violations are found. * Property maintenance issues will be pursued proactively but will not affect occupancy. Director Bookless mentioned the need to update the Building Code from the 2006 version to 2012 ICC family of Codes, 2012 NFPA Life Safety Code, Illinois Plumbing Code and the 2011 National Electric Code. He indicated a limited number of amendments are proposed addressing issues specific to Collinsville. He spoke of the need for updating the codes. He further advised the ICC family of Codes is the industry standard with virtually all governmental entities adopting a model code and making limited amendments. He mentioned proposed amendments to the 2012 ICC. City Manager Bair spoke of Unit 10 School District and indicated they are in support of anything that would reduce the opportunities for fraud. He outlined the next steps with moving forward. He advised a draft ordinance will be made available for public viewing on the City's website. The draft ordinance may be revised based on input received and Council direction with ordinance submitted as agenda item at May 14 Council meeting. He advised the incentives and Building Code update effective upon passage, Residential Occupancy Permitting effective August 1, 2018 and Commercial Occupancy Permitting effective January 1, 2019. Councilman Stehman indicated his desire for such a program for over the past 20 years as a Planning City of Collinsville Page 5 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Commission member. He encouraged the public to seek out facts regarding the program and review proposed ordinance. He indicated this program is patented after O'Fallon's program which has proven to be the most effective approach. City Manager Bair addressed some inaccurate information that was disseminated among the public. Councilman Green advised the Council welcomes input but asked the public to think of the impact that affects others, including the school district. She spoke of the difficulties with verifying residency for attending students. Councilman Jerome asked for clarification on remedying violations when found. City Manager Bair advised the issues would be repaired based on code requirements by the owner or hired contractor of the owners choosing. The City will not establish or enforce a preferred contractor's list to remedy violations. Councilman Jerome inquired of an exemption for owner occupied homes that have been inspected by a licensed inspector at the point of sale. City Manager Bair advised an exemption is not available and mentioned potential issues regarding those types of inspections. Councilman Stehman indicated that not all private company inspections are the same and advised some issues could be handled by negotiating the sale price thereby not necessarily remedying the issue. The "As-Is" provision was discussed. Councilman Green indicated she spoke with several realtors from the area who indicated the program has worked well elsewhere. Councilman Brombolich spoke of concerns she had heard among the public regarding owner occupied homes. She reiterated that an inspection would only be triggered upon the sale of a property to which City Manager Bair confirmed. She also reiterated that an additional inspection would only be done after 2 years of the initial inspection no matter how many times occupancy has changed within those 2 years to which City Manager Bair confirmed. Mayor Miller spoke of the need of a program to ensure a safe place for all to live in. H. SPEAKERS FROM THE FLOOR City of Collinsville Page 6 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Roger Reeves advised he is a realtor. He indicated lenders do not require inspections. He advised he was unaware of other cities requiring resale home inspections. He asked for a clarification to the "As-Is" clause. He inquired of qualified inspector. He indicated the 2012 ICC family of Codes regulate new construction criteria. Merna Parker spoke of the program as being a positive step moving forward. She inquired of some logistics to the program with regards to who is responsible for reporting the change of occupancy. Gregory Provolca advised he recently moved to Collinsville. He inquired as to how this program would assist the school district with regards to out of district children being dropped off in the community. He indicated he agreed with rental properties being inspected for issues but not owner occupied. Phil Deters inquired as to how soon inspection would begin. He indicated he personally believes this is an invasion of privacy. He advised issues should be addressed with the landlords and not the tenants. He talked about Cahokia's program being burdensome. Tammy Owens inquired of property transfer issues and what would happen if the property failed an inspection after the sale was completed. She expressed concern that existing staff may not be able to keep up with inspection as home sales rates are increasing. Chris Delaney indicated his home was inspected when he purchased it. He advised the inspection was comprehensive and another inspection would only be redundant. He expressed concern regarding this program being an invasion of privacy. He inquired how the program would eliminate out of district children being dropped off without tracking occupants. Ron Dedrick of Illinois Realtors Association thanked Council and staff for their approach in addressing the situation. He indicated he will wait to formulate an opinion until he has ample time to review the program. He inquired of existing employees and the extent of their responsibilities and duties as this program would require a significant amount of time. He spoke in favor of the occupancy program that is being modeled but mentioned issues with others. He spoke of the Crime Free Program and issues with other municipalities. Lisa Colona indicated she is Collinsville resident and realtor. She thanked Council for their efforts to engage the public through various events. She voiced her concern with inspections being done at the point of sale. She inquired of a plan to evaluate and monitor the program once implemented. She inquired of a proactive communication process for realtors to provide feedback. Aaron Wright spoke of data presented regarding a high percentage of rental properties and how that correlates with declining property values. He indicated that declining property values results in higher levels of single family rentals. He spoke of other inspection programs. He questioned staffing levels. He suggested making participation in the program voluntary based. He expressed concern that making the program mandatory could result in an increase in vacant properties. City of Collinsville Page 7 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Andrew Wilde introduced himself as a resident and realtor. He indicated he works with many first time home buyers. He advised that most issues are being addressed upon inspection and repaired before the sale is final. He spoke of issues he has seen as a realtor. He voiced concern of increasing the amount of vacant properties. Kyle Anderson of Greater Gateway Association of Realtors thanked Council and staff for providing incentives for home ownership. He inquired as to how many inspections are anticipated and expressed doubt that current staffing levels could handle workload. He mentioned the 2012 ICC building code with regards to fire safety issues. He thanked Council for their efforts. Michael Christels indicated he is City property owner and landlord. He thanked Council for their attempts to improve the City. He spoke highly of the Crime Free Program. He advised that as a landlord, he brings all his properties up to code upon purchase. He indicated he cares for his renters and therefore has long time tenants. He inquired of provisions for older homes that are being taken care of. He also inquired of a provision for first time home buyers. He spoke in favor of the program. Scott Rayho thanked Council for their efforts in seeking input from the public. He asked Council and staff to take their time considering all aspects of the program before implementation. He asked them to also consider the implementation period to address potential staffing issues. He indicated he is in favor of home ownership by owner occupied and/or landlords as long as the property is properly maintained as well as health and safety issues addressed. He cautioned against an overburdensome program. Phil Astrauskas spoke of the Crime Free Program, associated fees and costs for administrator. He spoke of a post on Facebook regarding the hiring of additional staff. He spoke of property values in comparison with surrounding communities. He mentioned a hoarding issue. He spoke of a problem regarding houses being occupied without utilities. He offered the Council to take a tour of his rental properties. He mentioned vacant properties on Main Street. Phil Astrauskas Jr. indicated he is in favor of addressing health and safety issues. He spoke of egress issues and inquired as to how it would be addressed. He advised he furnishes batteries to his tenants for smoke and carbon monoxide detectors. Susan Bailey advised she is a landlord and President of the Metro East Real Estate Investors Association. She spoke of a court case regarding inspections and associated fees. She mentioned issues surrounding the "As-Is" clause. She mentioned aged housing stock in Collinsville. She spoke of the school system and how it reflects on property values. Doug May indicated the public should encourage Council to improve code compliance issues. He spoke of investments he has made into his home. He spoke of his house being worth more if located in another community. He spoke of code enforcement efforts being inept. Derrick Cox mentioned a Facebook post regarding the hiring of a City inspector. He inquired of the first time home buyer incentive amount. He indicated he is a landlord who buys and remodels vacant City of Collinsville Page 8 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 properties which improves the neighborhood. He expressed concern the program could cause an increase in vacant properties. He mentioned enforcing code issues with the current guidelines. He inquired of the rules governing the inspections. David Seaton introduced himself as a former landlord, Collinsville resident, and currently a Pastor. He commended Council for their efforts. He advised that as a former Collinsville landlord he knew he was able to get by with issues as no inspections were ever done but he was required to address similar issues on his properties in Belleville since they had a program in place. He mentioned issues he has seen while doing pastoral home visits involving children living in dangerous conditions. He spoke of permitting unsafe living conditions being a moral issue. He spoke of concern involving staffing levels. Lynn Condelone thanked Councilman Brombolich for responding to her email. She advised she is a landlord who is against such a program as it is an intrusion of the 4th amendment. She spoke of issues she encountered during an inspection process in Missouri. Christine Schmitt introduced herself as a realtor and auditor. She read a study regarding rental housing units. She mentioned the Broken Window Theory and inquired of foreclosures or vacant homes that could effect the theory. She inquired of addressing EPA issues and mine subsidence. Karen McReynolds indicated an occupancy program would not prevent a house fire or detour children from being dropped off at bus stops in order to attend Collinsville schools. She mentioned issues regarding upgrading to the 2012 standards and indicated homeowner may not be able to upgrade their older homes. She spoke of O'Fallon's program. She mentioned the "As-Is" clause. She indicated she is against this program. Randy Acker introduced himself as a resident and thanked Council for their efforts. He expressed his frustration that such a program has been discussed for years but never implemented. He asked the Council to do what is right for the community and its citizens. Steve Smith advised he is a real estate investor. He indicated he understands that everyone wants safety and higher property values but believes values tend to fall with intrusive laws. He spoke of the Granite City program. He indicated some elderly people cannot afford to maintain their property. He also indicated that intrusive laws detour investors. Brandon Rust introduced himself as a landlord and realtor who is planning to move to Collinsville in the near future. He voiced concerns over the "As-Is" provision. He indicated the $5,000 incentive cap is high for first time home buyers program. He had concerns regarding staffing the inspection program. He indicated he is not aware of communities thriving because of such a program nor evidence of a positive impact. He indicated landlords may want to maintain their properties in order to compete for tenants. I. COMMENTS & ANNOUNCEMENTS - MAYOR City of Collinsville Page 9 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Mayor Miller advised staff will address questions and concerns. He indicated the proposed program is not the same as what other communities are using but mentioned the program is designed to address Collinsville's needs. He spoke of the housing market being different in each community and unique. He indicated the City's goal is to ensure safe housing conditions for the residents. He encouraged and thanked the public for expressing their concerns. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Stehman attempted to address some public concerns. He spoke of the "As-Is" clause allowing the property owner to pass along the violations to the perspective buyer or pass along the entire process to the new owner. He indicated he worked and administered a similar program that worked for the community. He advised that property maintenance issues will be addressed but older homes will not have to be upgraded to 2012 building codes. He indicated this program is not targeted towards landlords or realtors but focused on overall safety for all properties. He addressed a comment made regarding less fortunate children being afforded the opportunity to attend our school district in an effort for a better education. He indicated that as much as everyone would like to help we cannot. He explained that the residents pay funds to our school district through property taxes. He explained the school districts have boundaries set to determine what district a child should attend school based on where they live. He reiterated that the program is not the same as what other communities are doing and it is unfair to compare it as such. He indicated the program would not work on a voluntary basis. He addressed comments made regarding comparing Collinsville to other communities. He spoke of setting our goals high and striving to accomplish them to better the community. He indicated there is not a hinderance issue with older homes selling in O'Fallon due to their program. He mentioned the first time home buyers incentive as a starting point. He advised that Council's goal is to consider the entire community when making decisions. Councilman Green addressed a question from the public regarding as to how the program would help the school district. She spoke of her conversations with the school district regarding proof of residency issues they have encountered. She elaborated on the process. She indicated the landlord would obtain the occupancy permit from the City and then give it to the tenant. The permit will list the number of occupants allowed. The tenant would use the occupancy permit and a copy of their lease as proof of residency when registering their child for school. She further spoke of the inspection process at the time of sale. She mentioned a landlord who obtains properties directly from a bank without going on the market. The landlord would then rent the property out with no inspection done and perhaps little to no improvements made. She spoke of deplorable conditions of homes and the safety of those who live there. She compared an owner occupied home to a rental unit on Main Street. Councilman Jerome thanked the public for their input. He indicated he will need to do some research to address concerns. He thanked Wendi Valenti of the Collinsville Chamber of Commerce for their efforts in recent events. He thanked the Collinsville Football team for volunteering to pick up trash along Beltline Road. Councilman Brombolich addressed a comment made that the City is advertising to hire 6 property maintenance inspectors. She clarified the ad on Facebook is to hire 1 position who is a replacement City of Collinsville Page 10 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 for George Kroder as he recently retired. She indicated the first time home buyers amount capped at $25,000 is a start to a new program. She further indicated that the Council does not "look down" on landlords as Mr. Cox indicated. She advised Council and staff will work together to determine the best process. She encouraged the public to contact City Manager Bair with additional questions or concerns regarding the program. Councilman Stehman responded to a comment made regarding communities dwindling after such programs were put into place. He advised he knows of no factual information or evidence to support that comment but believes the housing stock has improved. He mentioned that some realtors indicated they have received calls from property investors inquiring of property for sale in Collinsville since the City does not have an inspection process. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manger Bair clarified that the Edwardsville and Glen Carbon programs are for rental properties only. He began to address many questions and comments proposed by the public. Data used was not 2010 Census but rather 2016 American Community Survey estimates. He reiterated the program is not focused on people but rather property conditions with code compliance being addressed and not the 2012 Building Code standards. He indicated private home inspections do not usually require a repair but cost of property negotiated to reflect deficiencies. He advised a full legal review of the program would be done before consideration. He spoke of the Crime Free Housing Program and supporting data that has proven the program a success. He mentioned other programs the City will consider to support each other in an effort to improve the City. City Manager Bair mentioned the City App is in test mode but available on Smartphones. He indicated the City Scoop will be coming out in the mail soon. Mayor Miller announced that Unit 10 School District has a featured page in the City Scoop. City Manager Bair announced the utility tax rebate program is in progress and Azavar Audit Services has staff available at City Hall to assist those applying for a rebate. He also clarified the City job posting referring to 6 part-time positions was related to the Parks Department maintenance workers and not property maintenance inspectors. Mayor Miller called for a brief recess at 10:01pm. Mayor Miller resumed the meeting at 10:07pm. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending April 13, 2018, in the Amount of $1,229,259.77 City of Collinsville Page 11 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Attachments: Agenda Item Report BOARD LIST 03-01-18 BOARD LIST 03-23-18 BOARD LIST 04-06-18 BOARD LIST 04-13-18 2. Motion to Approve Payroll for the Period Ending April 6, 2018, in the Amount of $1,131,258.58 Attachments: Agenda Item Report Board List 03-23-18.pdf Board List 04-06-18.pdf 3. Motion to Approve Minutes of the March 26, 2018 Regular Meeting Attachments: Agenda Item Report 03262018RegMtg.pdf 4. Ordinance Appointing Andrea Loeh Interim City Treasurer for the City of Collinsville Attachments: Ordinance 5. Resolution Appointing a Member of the Community Appearance Board - Tim Meredith Attachments: Agenda Item Report Resolution Application 6. Resolution Reappointing Members of the Community Appearance Board - Judy Nelson and Dean Graves Attachments: Agenda Item Report Resolution CAB Roster 7. Resolution Requesting Utility Permit from Illinois Department of Transportation (IDOT) for Installation of a New Fire Hydrant at 1445 North Bluff Road Attachments: Agenda Item Report Utility Permit Application 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 Jerome, seconded by Councilman Stehman, to approve the Consent Agenda. The motion carried City of Collinsville Page 12 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Accepting an Illinois Workers' Compensation Commission Settlement Contract Lump Sum Petition and Order Attachments: Agenda Item Report Ordinance Agreement Overview by Stacey O'Brien, Human Resource Coordinator, who advised the ordinance would authorize a payment of $5,085.15 to Ronnie Goetter. She advised Mr. Goetter was injured on October 2, 2017 during the course of his duties while employed with the City. She further advised that Attorney Rodney Thompson negotiated with Mr. Goetter's legal counsel on behalf of the City with Council authority. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Amending the City of Collinsville Personnel Policies - Section 4.08 Biometric Identification System for Timekeeping Attachments: Agenda Item Report Ordinance Section 4.08 Biometric Identification System FINGERPRINT AUTHORIZATION FORM 2018 Illinois Biometric FAQ Jackson Lewis H.R. Coordinator O'Brien indicated that as the City integrates two new department (Parks and Recreation and the Gateway Convention Center) additional seasonal and part-time employees will be hired. In order to best manage payroll, the City is implementing a fingerprint-based timekeeping system as a way to capture work hours for these employees. She spoke of the 2008 Illinois Biometric Information Privacy Act and measures taken to ensure compliance. Councilman Jerome inquired of the process to clock out. Ms. O'Brien indicated a timebox will be City of Collinsville Page 13 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 installed at the Gateway Convention Center for those employees but has not worked out the logistics for the Parks Department. She advised that 3 timeclocks have been purchased at a cost of $682.00 with an additional $25 per month for cloud storage service since this is a web based program. The timeclocks are portable and can be located anywhere. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Annexing Real Estate Owned by Richard Leyda - 2102 N. Keebler Attachments: Agenda Item Report Ordinance Petition for Annexation 2102 N Keebler Planning Commission Staff Report Planning Commission Minutes 041218 Draft Director Bookless advised this ordinance would authorize a request for annexation of 2102 N. Keebler Avenue. He advised the property is contiguous to City limits. He further advised the property has a failing septic system so they are requested to connect onto City sewers which requires annexation. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing the Sale/Auction of Said Property Attachments: Agenda Item Report Ordinance Chief Evans asked that office furniture and file cabinets been declared as surplus and sold via public online auction. He advised that a capital improvement project was completed and furnished with ergonomics equipment. He further advised that efforts were made to transfer the surplus furniture to other City departments and much was repurposed but not all. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: City of Collinsville Page 14 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Motion of Award Bids for 2018 MFT Maintenance Program Attachments: Agenda Item Report Dennis Kress, Public Works Director, indicated this is an additional request as the pipe materials were not on the initial MFT. He explained the first material item listed is used for the City's oil and chip program. This item was not originally listed on the MFT documents as it was thought the material would not be available until later in the year. He indicated Beelman's bid for materials is not the same materials and standards as requested and is recommending the bid to be rejected. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing the Mayor to Execute a Settlement Agreement with Canteen Creek Drainage District for Past and Future Drainage District Maintenance Assessments Attachments: Agenda Item Report Ordinance Agreement Director Kress advised this ordinance would authorize the Mayor to execute a settlement agreement with Canteen Creek Drainage District for unpaid past and future drainage district maintenance assessments and levies for certain City owned properties within the District. He explained a 1995 court ruling that allowed Canteen Creek Drainage District to assess and collect annual drainage assessments on certain properties. The court order and approved maintenance rolls included annual maintenance assessment of $15,000 that was levied on 7 City owner properties (Sports Complex tracks). He indicated in 2011 he received a tax bill from St. Clair County and upon further research found it to be an assessment. At that time the City Manager and Corporate Counsel decided to quit paying the assessments until all legal issues were resolved regarding the City paying for assessments. He indicated that after several years of negotiations, a settlement was agreed upon to which the City shall pay a total of $20,000 for all the past and future unpaid drainage district maintenance assessments. In return, the Canteen Creek Drainage District will contact Madison and St. Clair Counties and update them that all past assessments have been paid in full and all future assessments will be abated. City of Collinsville Page 15 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Councilman Brombolich indicated she was aware of the situation, how confusing it was and the length of time it took to get resolved. She thanked Corporate Counsel and Director Kress for their efforts. City Manager Bair clarified that the taxes will be abated on the properties and the City will assume the maintenance going forward to which Director Kress confirmed. A motion was made by Councilman Green, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Ordinance Authorizing Professional Services Agreement with Tetra Tech, Inc. in the Amount of $47,601.30 for Environmental Consulting and Engineering Services for Post Closure Monitoring City Landfill Attachments: Agenda Item Report Ordinance Agreement Overview by Director Kress, who advised this ordinance would authorize the Mayor to execute an agreement with Tetra Tech for Environmental Engineering and Consulting Services with regards to the City's former landfill. Tetra Tech will perform professional services that includes annual collection, monitoring, and analysis of groundwater samples for post closure preparation reporting of the landfill to the EPA. The contract is not to exceed $47,601.30. He gave a brief historical account of efforts to permanently close the landfill which was shut down in 1992. He believes this should be the last year that EPA will require monitoring. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 8. Ordinance Authorizing the Purchase of Park Equipment from All Inclusive Rec in the Amount of $51,017.80 Utilizing Metro East Park and Recreation District Grant Funds Attachments: Agenda Item Report Ordinance City of Collinsville Page 16 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 Parks and Recreation Director Kimberly Caughran indicated this would be the first equipment purchase for park equipment utilizing the Metro East Parks and Recreation District (MEPRD) grant and utilizing a joint purchasing program, National Joint Powers Alliance, for the purchase of picnic tables, park benches, trash receptacles and swings. She advised that 40% of the cost will be reimbursed by the MEPRD. The joint purchasing program allows for the best price and eliminates the bidding process requirements. She recommends the purchase of park equipment from All Inclusive Rec utilizing the National Joint Powers Alliance joint purchasing program. A motion was made by Councilman Stehman, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION Mayor Miller asked for a motion to proceed into closed session to discuss in accordance with 5 ILCS 120/2(c): 5. The purchase or lease of real property 6. The setting a price for sale or lease of property A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Stehman to adjourn at 10:29pm. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 17 Printed on 5/23/2018 City Council Minutes - Final April 23, 2018 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 18 Printed on 5/23/2018