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 27, 2018 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 Jeff Stehman, Councilman Donna Green, Councilman David Jerome, Councilman Cheryl Brombolich, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Corey Johnston of Heights Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Swearing in of Brian Hamilton as Captain within the Fire Department for the City of Collinsville Mayor Miller spoke of Brian Hamilton's history with the Fire Department. He swore in Brian Hamilton as Captain with the official oath. Fire Chief Edmonds welcomed Brian to the command staff. Deputy Fire Chief Barry O'Neill presented Brian with the Captain's helmet. 2. New Employee Introductions: City of Collinsville Page 1 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Craig McHatton - Operator, Waste Water Department Don Williams - Part-Time Property Maintenance Inspector, Community Development Department Mayor Miller introduced and welcomed new employees. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. Amending the Crime Free Housing Program Attachments: Staff Memo City Manager Bair addressed amendments to the program based on previous discussions. Amendments to the program includes: Late Fees Manager Location Requirement Landlord License Education Requirement Email Address for Owner/Manager Incorporating Occupancy Permit Program He further advised that other communities have a late fee associated with their programs and is recommending that a late fee and late term language be added to the program. He suggested a $50 late fee per 30 days late. He spoke of the need to have a local manager who resides within the St. Louis Metro area. He indicated that a landlord functions as a business and having a licensing program helps with tracking and administrative purposes. He mentioned options regarding a fee for the landlord license requirement. He highlighted the costs of the program with regards to staffing only in comparison to the revenues generated. He spoke of a refresher course consisting of 2 hours every 3 years. He mentioned the need for training of new management. He spoke of the need to have valid email addresses for property owners and/or managers as a way to continue communications with the Crime Free Coordinator. Lastly, he spoke of the need to connect the program with the Occupancy Permit Program as they interact together. Councilman Brombolich inquired of who would be tracking the billing for licenses to which City Manager Bair advised it would be the Licensing Clerk. She expressed her opinion that the late fee and term was excessive. City Manager Bair advised it is similar to surrounding communities but the intent is to give a warning before a late fee is assessed. She spoke of the revenues and indicated it appears that many come due towards the end of the year. City Manager Bair agreed and indicated a partial amount is listed for 2018 as they have not come due yet. Councilman Stehman mentioned the need to have a contact person readily available within the area. Police Chief Steve Evans spoke of the importance of having a manager close by. He spoke of the license fee as being a accessible but was not in agreement with a 30 day late fee. He asked for other input from other Council members. He spoke of the need for CPTED (Crime Prevention Through City of Collinsville Page 2 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Environmental Design) inspections. He spoke of the program as being a service that is provided. He inquired of the time frame of an owner/manager being notified of incidents. Chief Evans spoke of having up to date contact information to enhance communication efforts and looking into providing a crime free report on a quarterly or bi-annual basis. Councilman Green spoke of the programs (CFH and Landlord License) not working well together. She also mentioned the 30 day term for a late fee to be assessed as punitive. Chief Evans spoke of the need to have all the programs work together in an efficient manner. Councilman Jerome mentioned keeping the landlord license in effect versus a business license as a way to financially monitor proceeds. He mentioned a 60 day grace period before a late fee is assessed with additional warning letters. Mayor Miller spoke of an extended grace period but additional warning letters would require additional work on behalf of the Licensing Clerk. He suggested a 45 day extension with 1 warning letter. City Manager Bair spoke of reviewing programs on a regular basis and amending accordingly in an effort to better administer the programs. 2. Uptown TIF Incentive Request for Miner's Institute Foundation (204 W. Main) Attachments: Agenda Item Report TIF Application Architectural Proposal Bids Alarm Review Compliance Letter CFD Fire Alarm Review Letter CFD Fire Safety Memo Cristin Hardin, Associate Planner, displayed an aerial map of the Uptown area. She spoke of the history behind the Miner's Theatre and advised it closed down in 2009 due to significant structural issues, Fire and Life Safety issues, and code deficiencies. She described the proposed improvements to include electrical system upgrade, fire alarm and evacuation system as well as architectural services. She advised a Fire Inspector's review was completed. She mentioned various benefits to the property if improvements are done. She mentioned a 100th anniversary event the Miner's Institute Foundation (MIF) hopes to hold in December 2018. She highlighted the financial impact with regards to the project and advised the total cost is estimated at $85,719. She noted that the electrical upgrade was already done but had to be due to emergency issues with regards to the sprinkler systems freezing up. Councilman Brombolich inquired about the improvement allowing Miner's to reopen. City Manager Bair clarified that they could open the doors for limited events only. He indicated that there are other City of Collinsville Page 3 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 issues that would need to be addressed for them to open fully. He further advised that these improvements address fire safety issues and would allow for them to preserve the assets. Councilman Stehman spoke of the efforts and planning by MIF to revitalize the theatre. Councilman Jerome agreed and spoke of efforts to preserve a landmark in Collinsville's history and the positive financial impact the theatre could have on the Uptown area. City Manager Bair clarified that these improvements are directly related to Fire Code issues with efforts to preserve the assets now and allow for MIF to focus on planning. Mayor Miller spoke of this improvement to include an alarm system to alert occupants of a situation. 3. Northeast Business District Incentive Request for Scuba Duck Car Wash (1840 Vandalia) Attachments: Agenda Item Report Planning Commission Staff Report Application Cristen Hardin advised this is a discussion regarding an incentive request from the Northeast Business District (NEBD) for Scuba Duck Car Wash improvements. She displayed an aerial map of the property and surrounding area. Proposed improvements include repaving existing parking lot and rear access road, installation of LED lighting, and repainting building's facade. She further advised the LED lighting will be similar to the old neon lights that were previously on the building but had to be removed due to storm damage. She advised the Planning Commission reviewed and recommended favorable consideration of lighting. They discussed hours of operation and lighting regulations after business hours which is addressed in the Zoning Code. They are looking at waiving the requirements as this is a self-serve operation with open bays. She displayed a map of the area depicting nearest residential units and indicated the proposed lighting should not affect them or traffic. Ms. Hardin highlighted the financial impact of the improvement project and advised the total project cost is estimated at $53,610. The applicant is requesting 40%. Councilman Jerome advised he is friends with the applicant and will excuse himself from discussions and future vote. Councilman Stehman inquired of generated sales tax from the business to which Ms. Hardin advise it is minimal. City Manager Bair clarified the intent of the NEBD was to aesthetically improve the properties in the area. He asked for direction with regards to the percentage of the incentive request. City of Collinsville Page 4 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Councilman Stehman spoke of the Uptown TIF program and the process used to determine incentive requests. He suggested establishing standards for future Business District incentive requests. Councilman Brombolich agreed that the intent was to assist owners with improving their properties from blighted conditions. She spoke of this as being an investment in the property. Councilman Stehman spoke of the need to amend the Zoning Code to address self-serve car wash establishments and address noise levels on blowers. City Manager Bair advised the sound level restrictions are already being reviewed by staff and will be discussed at a future meeting. H. SPEAKERS FROM THE FLOOR Shameem Coppotelli identified herself as being with Curtains Up Theatre Company. She indicated they are in support of Miner's Theatre and their efforts to reopen. She read a letter she sent to Mayor Miller in support of reopening Miner's and addressed the various benefits the theatre would have on the community. Phil Astrauskas mentioned the need for workshops. He spoke of CFH program, lack of updates and continued training. He mentioned a lawsuit filed against him. He mentioned a commercial building in the Uptown area that is zoned incorrectly. Linda Rayho thanked Council for consideration in support of the Miner's theatre. She spoke of fees regarding the CFH program and asked for consideration of those who may own a single unit. She mentioned having exemptions for professional licensed managers and realtors. Scott Rayho spoke of the CFH program and asked for consideration with regards to the late fees. He suggested considering reasonable fees and grace period before implementing. He identified himself as a board member of MIF and their efforts to restore the Collinsville landmark. He encouraged Council to contact him or MIF regarding any questions or concerns they may have. Lori Wheeler spoke of issues regarding various streets (Aurora, Chestnut, Rock, and Reed). She mentioned the need for road repairs, crumbling curbs, sporadic sidewalks, and narrowed passage ways due to cars parked on both sides of the roadways. She addressed her concern for the children in the area. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller advised he was going to present the July Yard of the Month recipient with her plaque but she left before he could do so. He advised this presentation was not on the agenda as we did not know her availability until after the agenda was posted. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green mentioned her appreciation for Ms. Wheeler coming to the meeting and addressing her concerns. She advise that someone will be in contact with her. City of Collinsville Page 5 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Councilman Brombolich congratulated Captain Hamilton on his promotion. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair gave an update on the Occupancy Program which begins September 1. He spoke of several open house events that were held and well attended. He advised the application and information is available on the City's website. David Bookless, Community Development Director, advised they received a lot of feedback from those who attended the open house events and the forms were revised based on that input. Public Works Director Dennis Kress indicated the Main Street repaving project is almost done with the exception of striping. He indicated the project will come in under budget due to available funding option from Madison County. He further addressed Ms. Wheeler's concerns. He advised Reed Street has been identified as needing repairs and the City will be applying for a block grant to fund the project. He further advised they will also address the sidewalk issues. City Manager Bair advised that staff is making accessible sidewalks a priority. Police Chief Steve Evans spoke of the Police Department's first Youth Academy as being a success. He showed a video highlighting the week long event. He mentioned this was a community engagement project he has been wanting to establish in Collinsville. He indicated the event will be 2 weeks next year with more teens in attendance. Kimberly Caughran, Parks and Recreation Director, announced the Tunes at Blum events scheduled for 7:00pm each Wednesday during the month of September. City Clerk Wasser asked everyone to mark their calendars for the City's Christmas at the Collins House and Light-Up Parade which will be held on Saturday, December 1. She encouraged those interested in participating to obtain their parade entry form from the City's website. City Manager Bair spoke of a joint effort between Fire Chief Kevin Edmond and Public Works Director Kress in adopting a master Fire Lane and No Parking ordinance. Director Kress advised this ordinance will codify the posted parking restrictions throughout Collinsville. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending August 17, 2018, in the Amount of $982,876.01 Attachments: Agenda Item Report BOARD LIST 07-01-18 BOARD LIST 08-10-18 BOARD LIST 08-17-18 2. Motion to Approve Payroll for the Period Ending August 10, 2018, in the City of Collinsville Page 6 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Amount of $644,735.19 Attachments: Agenda Item Report Board List 08-10-18.pdf 3. Motion to Approve Minutes of the August 13, 2018 Meeting Attachments: Agenda Item Report 08132018RegMtg.pdf 4. Resolution to Reappoint a Member to the Fire and Police Commission (Vicki Borror) Attachments: Agenda Item Report Resolution 5. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for Italian Fest Attachments: Agenda Item Report Resolution Certificate of Insurance 6. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for Italian Fest Parade Attachments: Agenda Item Report Resolution Certificate of Insurance 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 Brombolich, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Mayor to Sign an Agreement with ActiveNet and Purchase Software System in the Amount of $26,760 City of Collinsville Page 7 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Attachments: Agenda Item Report Ordinance Contract Director Caughran gave an overview regarding the ActiveNet software program that will be used for the Parks and Recreation Department. The program is easy to use, allows for tracking of registrations, reservations, and sales. The program is designed to grow with the department. The cost of the program includes software, initial set up and training. City Manager Bair thanked Director Caughran and Cheryl Riley for efforts in negotiating the costs of the program down. Councilman Green inquired of the equipment. Director Caughran advised this is the software programming and the City would need to provide equipment (computer, iPad). Mayor Miller asked of support for the system to which Director Caughran indicated software support is ongoing as the fees allow for the maintenance. Director Caughran advised training is included in the cost of the software as well as Ms. Riley has used the program at her previous employment and surrounding communities are also using the software. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance to Award Bid and Authorize a Contract for the Purchase of Water Main Materials for the Eastport Water Main Extension and Loop Project; Project #TIF-664-18, to Midwest Municipal Supply, Inc. in the Amount of $164,093.83 Attachments: Agenda Item Report Ordinance Project Area Map Director Kress advised this ordinance will authorize the purchase of water main materials from Midwest Municipal Supply for the Eastport Water Main Extension project. The project will connect the water main from Eastport Plaza to Fairmont Avenue. The project will improve water quality and fire protection within the area as well as provide water to 460 acres in Collinsville. He advised 4 bids were received and opened on August 6 with Midwest Municipal Supply being the lowest bid at $164,093.83. He further advised that this project was a budgeted item in the Capital Plan that will be funded by TIF (TIF District 1 and 2). Staff recommends approval. City of Collinsville Page 8 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance to Award Bid and Authorize a Contract with N&W Horizontal Boring Co. Inc. in the Amount of $122,500 for Horizontal Boring (Jack and Bore) Services for the Eastport Water Main Extension & Loop Project; Project #TIF-665-18. Attachments: Agenda Item Report Ordinance Bore Location Map Overview by Director Kress, who advised this ordinance will allow for boring and casing to the Eastport Water Main Extension project. He indicated IDOT requires water mains that are installed under highways to be completely enclosed with a steel casing. The project consist of approximately 500 feet of boring and casing. Project plans were sent to 2 contractors, advertised in the newspaper and available at the Southern Illinois Builders Association but only received 1 bid. He indicated the bid is competitive and less than anticipated. Councilman Brombolich inquired of possibly doing this type of work in-house. Director Kress indicated this type of work is specialized and equipment is costly. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing the Sale of Personal Property Attachments: Agenda Item Report Ordinance City Clerk Wasser indicated staff identified some equipment as no longer being useful to the City. The City of Collinsville Page 9 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 equipment was identified as 2 field rakes, mower, and 1997 Freightliner truck. She advised the City inherited the field rakes and mower from CARD when the City took back ownership of the parks. This equipment is old and inoperable. She further advised the truck was originally used in the Water Lines Department and repurposed to the Street Department in 2006. Recently, the truck was sidelined as it is mechanically unreliable. She advised the cost to repair listed items outweighs their age and value. Surplus items will be placed on the City's auction site and sold As-Is to the highest bidder. City Manager Bair expressed his frustration with regards to equipment from CARD being inoperable and having to rely on a 21 year old truck that was no longer useful in another department. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Authorizing Expenditure of TIF Funds - Hair Just for You, 626 W. Clay (Fence Improvement) Attachments: Agenda Item Report Application Bids Ordinance Overview by Associate Planner Hardin, who advised this is an Uptown TIF request for fence improvement project at Hair Just for You, 626 W. Clay. The existing wood fence is deteriorating so they will be replacing it with vinyl privacy fencing at a total project cost of $3,961. The applicant is requesting 40% reimbursement ($1,584.40) of the total project cost. Staff recommends approval. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing Expenditure of TIF Funds - Hair Just for You, 626 W. Clay (Structural Rehab Improvements) City of Collinsville Page 10 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Attachments: Agenda Item Report Ordinance Application Bids Hayman Engineering Report - Woods Basement Hurst-Rosche Engineering Report Ms. Hardin advised this ordinance would authorize TIF expenditure for structural rehab improvements at Hair Just for You, 626 W. Clay. She mentioned a previous discussion regarding the deterioration of the basement foundation walls and proposed structural rehab improvements to stabilize the structure that includes PowerBracing and WaterGuard systems. She spoke of a warranty and guarantee that comes with the systems. The total project cost is $13,478. The applicant is requesting 40% reimbursement of the total project cost and structural engineering which represents $5,676.44. A motion was made by Councilman Green, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Resolution to Appoint Member to the Community Appearance Board (Ronald Spears) Attachments: Agenda Item Report Resolution Application Roster Ms. Hardin, liaison for the Community Appearance Board, advised the board is comprised of 13 members but currently has 2 vacant positions. Mr. Spears attended the last meeting and expressed interested in volunteering on the board. He heard about the CAB when his yard was nominated for the Yard of the Month award. Mr. Spears has 30 years of gardening experience and is pursuing a Horticulture degree. The board recommends his appointment. If appointment, Mr. Spears will serve a 4 year term to expire July 2022. Mayor Miller spoke highly of the CAB and their efforts in beautifying the community. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 City of Collinsville Page 11 Printed on 9/25/2018 City Council Minutes - Final August 27, 2018 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS City Clerk Wasser announced that City Hall will be closed on Monday, September 3 for Labor Day. Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Green to adjourn at 9:05pm. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 12 Printed on 9/25/2018 City Council Minutes - Final August 27, 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 13 Printed on 9/25/2018