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, October 22, 2018 7:00 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 7:00pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser. Present: 4 - Councilman Cheryl Brombolich, Councilman Donna Green, Councilman David Jerome, and Mayor John Miller Absent: 1 - Councilman Jeff Stehman C. INVOCATION Delivered by Pastor David Seaton of Collinsville Community Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of the September 2018 Yard of the Month Award (Thomas Hanna, 803 W. Clay St.) Attachments: Agenda Item Report Mayor Miller presented the September Yard of the Month plaque to Mr. and Mrs. Thomas Hanna of 803 W. Clay Street. 2. Presentation of the 2018 Yard of the Year Award (Thomas Hanna, 803 W. City of Collinsville Page 1 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 Clay St.) Attachments: Agenda Item Report Mayor Miller presented Mr. and Mrs. Thomas Hanna of 803 W. Clay St. with the 2018 Yard of the Year plaque. 3. Aquatic Facility Operator Certification Recognition (Kimberly Caughran and Jessica Wiedman) Mayor Miller congratulated Kimberly Caughran and Jessica Wiedman for successfully completing the Aquatic Facility Operator certification program. F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Amending the Collinsville Municipal Code, Title 17, Zoning (Fence or Wall; Accessory Use) Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Planning Commission Minutes 10/11/2018 DRAFT Overview by Assistant City Manager Derek Jackson, who advised this ordinance would amend fence and wall regulations to allow for front yard fences and driveway gates to be installed as long as they meet regulations. He advised the Planning Commission reviewed the ordinance and added exceptions to allow for front yard fences as long as the property meets regulations to include minimal lot size, maximum height of fence, design criteria and addressed obstruction of view issues. Planning Commission and staff recommends approval. 2. Ordinance Amending the Collinsville Municipal Code, Title 17, Zoning and Title 5, Business Licenses and Regulations (Seasonal and Temporary Uses Permitted and Yard Sales) Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Planning Commission Minutes 10/11/2018 DRAFT Asst. City Manager Jackson advised this ordinance would amend definitions and regulations regarding yard sales. The amendment would eliminate the $2.00 permit fee, allow for a resident to hold 3 sales per year and differentiate residential yard sales from those conducted by organizations for fund raising purposes. G. COUNCIL DISCUSSION City of Collinsville Page 2 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 1. Gateway RV Redevelopment Discussion Attachments: Staff Memo City Manager Bair advised this proposed redevelopment will address stormwater issues, include a connector road and add additional on-site parking. He displayed aerial maps of the property and surrounding neighborhood. He spoke of the project to include an underground stormwater management system. The proposal includes a Collinsville monument sign but staff is recommending that project to be removed from the redevelopment agreement. The estimated project cost (after removing the monument sign) is $2.3 million. Staff is recommending 65% of the project costs to be reimbursed by the City upon completion. He advised the improvements would increase the property's value, allow for additional inventory and increase sales. Councilman Jerome asked about detention pond being an issue with standing water. City Manager Bair clarified the proposed detention facility would be an underground vault system with maintenance responsibility on the developer. City Engineer Troy Turner further explained the design and maintenance plan of the underground hydraulic system. 2. Capital Improvement Plan Update Attachments: Staff Memo CIP 2018-2023 DRAFT Asst. City Manager Jackson spoke of amendments to the 2018-2023 Capital Improvement Plan (CIP). He advised the update will include an organizational structure change to add new departments, additional projects, address funding sources and revise current planned projects. He spoke of various projects such as sidewalks, signage at Gateway Convention Center, replacement of wide printer/scanner plotter and Public Works amendments. Public Works Director Dennis Kress spoke of the analysis done on the condition of the sidewalks. He advised all sidewalks were inventoried and assessed. He further advised that 3.8 miles (7%) of the sidewalks were categorized as being in poor condition and another 6 miles (12%) did not meet ADA requirements. He estimated the cost to repair/replace the 3.8 miles classified as in poor condition would cost $665,000 if done in-house versus $1,050,000 by a contractor. He spoke of the issues surrounding trying to replace or repair sidewalks using the same crew that does the curb and gutter work for the mill and overlay road repair projects. City Manager Bair spoke of the issues of using the same crew to do sidewalks when their efforts would be better utilized on the prep work for mill and overlay road projects. Director Kress recommended to contract the sidewalk projects out. It was proposed to add $100,000 in the CIP for outsourcing of sidewalks. Asst. City Manager Jackson advised the plan is to incorporate comments from the Council and bring the updated CIP back to Council for approval at the November 13 meeting. City of Collinsville Page 3 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 Councilman Jerome thanked staff for their efforts and all the information included in the plan. 3. Collinsville Baseball and Softball League (CBSL) Transfer to the City Attachments: Agenda Item Report Kimberly Caughran, Director of Parks and Recreation, spoke of the Collinsville Baseball and Softball League (CBSL) becoming a City program. She advised representatives of CBSL contacted her with the idea. She introduced Pastor David Seaton as being a CBSL board member. Pastor Seaton spoke of the benefits of the program being a City sponsored league versus a parent ran program. He mentioned the need for consistency, professionalism, committment and resources for the program to succeed. He advised the board is in agreement that this become a City ran program and that the name remain CBSL. The board would relinquish account balance ($17,000) to the City but would like for it to be earmarked for the program, ballfield improvements and/or equipment. Councilman Brombolich spoke of the need to improve the facility to encourage more participation. Pastor Seaton spoke highly of the baseball/softball program ran by the City of O'Fallon. Mayor Miller agreed with Councilman Brombolich and spoke of the need to improve fields in an effort to recruit and encourage participation. Councilman Green thanked Pastor Seaton and the CBSL board for their efforts and wanting to improve the program. 4. Parks Master Plan Attachments: Agenda Item Report Director Caughran spoke of a comprehensive plan to address the needs for the park spaces and trail connections. She indicated a Parks Master Plan is a necessary tool for qualification of grants. She advised the plan may take up to 12 months to finalize but will include an inventory of all equipment and property, allow for public input, establish goals and direct priorities. She described the Parks Master Plan as a long term plan. Councilman Jerome inquired if private funds would interfere with grants to which Director Caughran advised it would not exclude the City from taking advantage of grants. Mayor Miller thanked Director Caughran for all her efforts and progress in the short amount of time she has been with the City. Councilman Brombolich inquired of other community engagement opportunities. Director Caughran indicated additional opportunities for public input would be scheduled. Councilman Brombolich encouraged the public to view a video on the City's website regarding our parks, improvements and funding. She also mentioned the online survey. City of Collinsville Page 4 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 5. Master Fire Protection Plan Attachments: Staff Memo Fire Chief Kevin Edmond spoke of the need for a Master Fire Protection Plan as a way to provide an optimal level of Fire and EMS services to the community. He spoke of the various implementation phases with a plan in place 9-12 months. He advised staff and public representation will work with a consultant as a committee to address appropriate station locations, equipment, training, adequate water supply, administration, fire prevention and emergency management. The plan will provide direction for the next 10-20 years. Councilman Brombolich thanked Chief Edmond for seeing the need to have a plan in place. Councilman Jerome spoke of the benefits for having a long range plan. H. SPEAKERS FROM THE FLOOR Scott Rayho thanked Council and staff for all their efforts for improving the parks and allowing for public input when implementing a comprehensive plan. Joe Ashmann spoke of the Collinsville Area Recreation District (CARD) and encouraged voters to not dissolve CARD. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller announced the Fall Festival event to be held on Saturday, October 27 from 10am - 3pm. He asked the public to watch for children out on Halloween. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS None. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair announced the Collinsville Community Awards Banquet to be held on November 8 at the Gateway Center. Cindy Warke, Executive Director of the Gateway Convention Center, invited the public to attend the annual Bark N Brew event to be held on October 24 at the Gateway Center. Public Works Director Dennis Kress gave a brief update of the progress on the new water treatment plant and displayed a video. He advised the total cost of the project is $17.8 million. He spoke of minimal change orders. The estimated start up for the plant is January and mentioned reasons for the delay. Director Kress gave an update on the mill and overlay projects and identified streets that are being repaired. He advised the City has 63.2 miles of permanent surface streets with 9.3 miles (14.7%) paved since the program started in 2016. City of Collinsville Page 5 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 City Manager Bair addressed some of the CARD issues. He mentioned a low level of debt per capita as identified in the Financial Report. He spoke of water rates to offset the water plant debt. He spoke of an erroneous statement in the CARD letter regarding property tax. He indicated Collinsville has the third lowest property tax rate within the metro east and spoke of other funding efforts to keep the rate low. He spoke of park improvements and available grant funds. Councilman Jerome clarified that CARD is wanting the dissolution. He spoke of City initiated improvements to the parks. He mentioned wanting to work with CARD but they chose not to. He spoke of issues surrounding the dissolution. City Manager Bair advised the debt stays with CARD and is not the responsibility of the City. He also advised they (CARD) were eligible for grants but failed to apply because they did not wish to match funds as required by most grants. Councilman Brombolich indicated the City would not be eligible for PEP grant funding if CARD was in place to which City Manager Bair agreed and spoke of the issues surrounding this criteria. Councilman Green advised the City is not responsible for the signs and has no issues with any CARD employees. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. Councilman Green advised she watched the video of the last Council meeting and therefore will be voting to approve the Minutes. 1. Motion to Approve Payment of Bills for the Period Ending October 12, 2018, in the Amount of $2,072,629.68 Attachments: Agenda Item Report BOARD LIST 09-01-18 BOARD LIST 09-21-18 BOARD LIST 09-28-18 BOARD LIST 10-05-18 BOARD LIST 10-12-18 2. Motion to Approve Payroll for the Period Ending October 5, 2018, in the Amount of $1,326,953.57 Attachments: Agenda Item Report Board List 09-21-18.pdf Board List 10-05-18.pdf 3. Motion to Approve Minutes of the September 24, 2018 Regular Meeting Attachments: Agenda Item Report 09242018RegMtg 4. Resolution Reappointing a Member to the Community Appearance Board (Susan Hellige) Attachments: Agenda Item Report Resolution City of Collinsville Page 6 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 5. Resolution Requesting Permission from Illinois Department of Transportation to Close Street for Veteran's Day Parade Attachments: Agenda Item Report Resolution Insurance Certificates 6. Resolution Requestion Permission from the Illinois Department of Transportation to Close Main Street for Christmas 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 Brombolich, seconded by Councilman Jerome, to approve the Consent Agenda. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Mayor to Sign an Agreement with AAIC, Inc. for Architectural Services in the Amount of $157,903.60 Related to the Gateway Center Renovations Attachments: Agenda Item Report Ordinance Agreement Attachment A Executive Director Warke advised this ordinance would authorize an agreement between the City and AAIC for architectural services related to a facility assessment and grant design program. She gave a brief recap of the issues of the Gateway Convention Center. She spoke of Johnson Consulting who developed a Long Range Strategic Plan for the Center. This Plan recommended a consolidation with the City and various renovations to the Center. Staff advertised for Request for Qualifications for renovations to the Center in which 5 were received. AAIC was selected based on their complete understanding of the scope of the work that was being asked of them. She advised the Center has secured a $625,000 grant for improvements from the Illinois Department of Commerce and Economic Opportunity which will be used, as well as TIF and Hotel Tax. She spoke of different events held at City of Collinsville Page 7 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 the Center and how the renovations would help drive them. Staff recommends approval. City Manager Bair advised the evaluation is the first phase of the project that will also address operational expenses. This evaluation will assist in addressing future phases to include an expansion. Councilman Jerome inquired of the contract speaking of $17,000 in reimbursables and asked if the motion needs to take that amount into account. A discussion was had regarding the reimbursables and City Manager Bair suggested the motion remain as read and a contract amendment be presented at a later date should the reimbursables come into play. Corporate Counsel Giacoletto agreed to come back and amend the contract in the event reimbursables occur. Motion remained as is. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 2. Ordinance Authorizing Supplement #1 to the Professional Services Agreement with Oates & Associates in the Amount of $84,178.09 for Preliminary Engineering Services for the reconstruction of Sugar Loaf Road (Section 14-00101-00-PV). Attachments: Agenda Item Report Ordinance Supplement #1 Agreement IDOT Approved Professional Service Agreement Overview by City Engineer Troy Turner, who advised this is a supplement to the original agreement for professional services with Oates and Associates regarding preliminary engineering services for the Sugar Loaf Road reconstruction project. The project originally included reconstruction of 1800 feet of Sugar Loaf Rd. (1200 feet of pavement reconstruction and 600 feet of realignment which also included new pavement, curb and gutters, storm sewer and sidewalks). Due to the inability to gain right-of-way required for Phase 2 of the project, the 600 feet of realignment has been removed from the project. He further advised that engineering cost has been increased due to IDOT policy changes. IDOT is now requiring a Project Development Report that will consist of the entire project location, all of Sugar Loaf Rd. from Rt. 157 to the end of City limits. He advised the supplement agreement is for $84,178.09, bringing the total contract amount to $219,791.29. The project is funded through MFT. Director Kress clarified IDOT's requirements regarding the plan for the project and indicated this would allow for the City to seek additional funding. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller City of Collinsville Page 8 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 Nay: 0 Absent: 1 - Stehman Abstain: 0 3. Ordinance Creating the Parks and Recreation Advisory Commission for the City of Collinsville Attachments: Agenda Item Report Ordinance (Repeal and Replace Ordinance 18-100) Director Caughran advised this is a simple text amendment as we did not amend the terms of the appointed members when we previously amended the number of board members from 5 to 7. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 4. Ordinance Authorizing the Mayor to Execute a Fiber Internet and Ethernet Service Agreement with Spectrum-Charter Communications for the Activity Center and Aquatic Park Attachments: Agenda Item Report Ordinance Agreement Asst. City Manager Jackson advised this contract consists of a 5 year agreement for services provided by Spectrum-Charter at the Activity Center and Aquatic Park. This agreement would increase the capability of services for operations and event hosting. He spoke of the savings by signing a 5 year agreement in lieu of an annual contract ($450 monthly savings). A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 5. Ordinance Authorizing the Mayor to Sign a Master Service Agreement between the City of Collinsville and Vision Technology Solutions, LLC in the Amount of $43,197 City of Collinsville Page 9 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 Attachments: Agenda Item Report Ordinance Agreement Overview by Asst. City Manager Jackson, who advised this is a 5 year agreement with Vision Technology Solutions for the City's new website in the amount of $43,197. He advised Adobe Business Catalyst, the City's current website provider, notified staff they will discontinue website support services in 2020. Vision Technology Solutions was recently absorbed by Granicus and we received a discount for being an existing Granicus client. This program will work in conjunction with our Granicus system (agenda manager software) and ActiveNet (software that will be utilized by the Parks and Recreation Department). He mentioned other website providers that he and Mark Ahlvers, Communications Coordinator, reviewed. He spoke of the benefits to the Vision Technology Solutions program. The cost of the program is over the 5 years of the contract with the bulk of the expense during the first year for website development, training and software with ongoing support services during the term of the contract. Councilman Jerome spoke of connecting this program to the mobile app. A motion was made by Councilman Green, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 6. Resolution Giving Final Plat Approval (Minor Subdivision Plat - Carr Subdivision, 218 Marie Street) Attachments: Agenda Staff Report Resolution Minor Subdivison Plat Asst. City Manager Jackson advised this is a plat approval for a minor subdivision as it only consists of 2 lots and no additional infrastructure needed. He displayed an aerial map of 218 Marie St. and the proposed lot split by the applicant. The property is zoned R-1 Single Family and will remain the same as well as meet all requirements. Staff has reviewed and is recommending approval. A discussion was had regarding the original lot lines and previous subdivision split. Asst. City Manager Jackson advised the proposed parcel will be accessed from Bethany Street. He further advised the parcel meets all minimal requirements for R-1 Single Family and mentioned the requirements. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller City of Collinsville Page 10 Printed on 11/19/2018 City Council Minutes - Final October 22, 2018 Nay: 0 Absent: 1 - Stehman 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): 1. Appointment, employment, compensation, discipline or performance of employees 5. The purchase or lease of real property 11. Pending or Threatened or Imminent Litigation A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Jerome to adjourn at 9:10pm. The motion carried by the following vote: Aye: 4 - Brombolich, Green, Jerome, and Miller Nay: 0 Absent: 1 - Stehman Abstain: 0 City of Collinsville Page 11 Printed on 11/19/2018 City Council Minutes - Final October 22, 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 12 Printed on 11/19/2018