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 Tuesday, November 13, 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 was 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 Pastor Jeff Young of First United Presbyterian Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Swearing In of new Police Officers Jacob Stewart and Rebecca Hudson Mayor Miller swore in and welcomed new Police Officers Jacob Stewart and Rebecca Hudson. 2. Swearing In of Mark Kuechle as Sergeant with the Police Department Mayor Miller swore in and congratulated Mark Kuechle on his promotion to the position of Sergeant with the Police Department. City of Collinsville Page 1 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 3. Swearing In of Jeremy Gossett as Captain and Chris Castens as Lieutenant with the Fire Department Mayor Miller swore in and congratulated Jeremy Gossett on his promotion to the position of Captain with the Fire Department. Mayor Miller swore in and congratulated Chris Castens on his promotion to the position of Lieutenant with the Fire Department. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. FOR Corp. Redevelopment Incentives for Phase 3 City Manager Bair displayed a map showing the parcels to be developed in phases. He spoke of a rear access road proposed for the site. He referred to the development as restaurants which will include a Popeye's. He advised the total cost of the development is projected to be approximately $2.1 million of which $669,100 are TIF eligible expenses. An incentive of $267,640 represents 40% of the eligible costs and 12.48% of the total development cost. He mentioned the need for archaeological remediation. The projected annual sales is over $5.2 million. Revenues is estimated at $79,938.36 which includes property taxes ($27,438.36). Total annual Food and Beverage taxes are estimated at $52,500. The rate of return is estimated at 10 years for Phase 3 only or 3.3 years when considering all 3 phases. City Manager Bair advised a lien would be issued for the incentive amount. Councilman Jerome spoke of the elevation on the front of the building and mentioned potential future development on Collinsport. Councilman Brombolich spoke of the access road being beneficial for future development. City Manager Bair indicated the access road is a private drive but discussions were had regarding making the access road intersect with Eastport Plaza Drive. A discussion was had regarding access onto the properties. Councilman Stehman spoke of this property as being a focus of development with the Planning Commission 15 years ago. 2. Key Performance Indicators (KPI) - 2018 Update Attachments: Staff Memo KPI YTD Assistant City Manager Derek Jackson explained Key Performance Indicators (KPI) as a performance measure that an organization uses to evaluate the success of a service. This measure is utilized by private and public sectors to achieve strategic and operational goals. He spoke of categories of information that was collected with guidance from the International City Manager's Association (ICMA) Open Access Benchmarking. ICMA created a committee to oversee categories specifically for local municipalities, helps to ensure everyone is collecting the same data, and allows for comparisons with other municipalities. He advised that 2018 is the foundation year of when data City of Collinsville Page 2 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 started to be collecting but plans to update the Council on a quarterly basis hereafter. He highlighted some KPIs by department: Police - the month of May marked the highest volume of calls for service and DUIs Community Development - highest residential building activity was in May and July while commercial activity is steady throughout the year, due to lawn maintenance issues Code Enforcement violations peaked in July, and the month of March marked the highest activity for the Shuttle Bus service. City Manager Bair spoke of previous measures that were tracked but was not helpful. He mentioned various variables that need to be taken into consideration when tracking measures and establishing a benchmark. Councilman Brombolich inquired of compliance measurements of code violations to which Asst. City Manager Jackson advised there are categories to outline compliance. He also spoke of utilizing the measures for all categories to evaluate our processes. She further inquired as to how the data is collected. He advised each Department Head or their designated Project Manager submits data to him on a monthly basis. She asked of the value in establishing a committee to oversee the data collection process. She spoke of the process she was involved in under former City Manager Knabel and her experience as an examiner. She further inquired as to what other municipalities would we be comparing our measures to. Asst. City Manager Jackson advised there are over 500 municipalities within the program. She spoke of the need to compare ourselves with another municipality similar in population and services. City Manager Bair spoke of the comparison process with ICMA. He also agreed that a committee would be beneficial. A discussion was had regarding the previous performance measurements process. Asst. City Manager Jackson continued highlighting certain KPIs by department: Human Resources - up to 194 full-time employees and 107 part-time employees Street - addressing sidewalks installed, replaced or repaired Finance - revenues peaked in the month of April He advised the Parks and Recreation Department as well as Gateway Convention Center will be included into the KPI program. He further advised the plan is to refine and evaluate the categories, report back to Council on a quarterly basis and compare with other communities. Councilman Brombolich spoke of the benefits of tracking performances by department to help address staffing needs. Councilman Jerome inquired of comparing the Gateway Center with other convention centers. Asst. City Manager Jackson spoke of KPIs for that type of business and compare with other communities as well as private entities. City of Collinsville Page 3 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 3. Fire Lane Ordinance Attachments: Staff Memo Fire Lane Ordinance Overview by Fire Chief Kevin Edmond, who advised the need for a Fire Lane Ordinance to address the various designated fire lanes throughout the City. He spoke of the Ridgewood Ct. fire lane that was designated in the 90's due to a house fire. He advised no enforcement mechanism was established for the fire lane. He spoke of reviewing all streets within the City that are 20 feet or less in width in order to establish a comprehensive fire lane plan. He spoke of the process the Fire Department used and input they received from the public. He advised each street was evaluated for obstructions. If a fire lane was deemed necessary, it was usually put on the hydrant side of the street. He advised 300 letters were mailed out to residents that would be effected by the fire lanes and 7 residents voiced concerns. He displayed pictures showing the narrow path on a road that is 20 feet wide with cars parked on both sides of the street. He mentioned options such as staggering parking and the issues surrounding that. He indicated that best option is to limit parking to one side of the street as this allows for plenty of space for a fire truck to get through. Councilman Brombolich inquired of the process to determine which side of the street would be designated as a fire lane. Fire Chief Edmond advised it was usually the side that fire hydrants were located on but re-evaluated some streets after receiving concerns from residents and some changes were made. H. SPEAKERS FROM THE FLOOR Glenda Hulse spoke of parking issues on Hartman Street. She indicated that parking was not an issue with the homes on the street were owner occupied but has since become a problem due to rental property. She mentioned a home of the street that has had up to 8 cars at one time. She mentioned her car being damaged by someone using her driveway to turn around in. David Martin inquired as to the location of the fire lane on Powell Avenue. Jerry Fulks spoke of potential issues if both sides of Mesa are to be designed fire lanes. He spoke of understanding the need for a fire lane and was in favor of one side of the street to be designated as a fire lane but to allow for parking on the other side. Kim (unknown last name - neighbor of Mr. Fulks on Mesa) spoke of the need to park on the street due to limited space in the driveway. She indicated there are 7 homes on Mesa and all have limited space for cars. She spoke of guest having to park on Hillcrest which may cause issues on that street. Mr. Fulks spoke of potential parking issues on Hillcrest. City of Collinsville Page 4 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 Mayor Miller thanked those for voicing their concerns. He advised staff will look into their issues before an ordinance is passed. Fire Chief Edmond advised residents he would be available to speak with them after the Council meeting. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the C3 Awards Ceremony and recipients: Leaders of Tomorrow - Salvador Gaspar and Dalton Morris, CHS students Business Impact Award - Barrel Brands Firefighter of the Year - John Canull Corporate Impact Award - Richard Mark of Ameren IL Police Officer of the Year - Corey Martin Patriot Service Award - Barbara Lindauer Stan Schaeffer Education Community Leadership Award - Stevie Brown, Asst. Principal at CHS Spirit of Tourism Award - Kruta's Bakery Spirit of Excellence Award - Tony Hilker Mayor Miller spoke of the Veteran's Day parade sponsored by the American Legion. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green spoke of an incident regarding parking issues on her street due to a rental property. She advised she contacted the property owner who addressed the issue. Councilman Brombolich inquired of addressing numerous vehicles at a rental property. Asst. City Manager Jackson advised he will look into the issues and follow up. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Clerk Wasser announced the City's light up Christmas parade is quickly approaching and encouraged those wishing to participate to submit their entry forms. Gateway Center Executive Director Cindy Warke announced the Festival of Trees event scheduled for December 5. She advised tickets are still available. This is the 25th anniversary of the event. The recipient will be the Collinsville Junior Service Club who has designated funds for improvements to the parks. She spoke of the Jingle and Mingle event scheduled for December 13. This is a holiday party featuring dueling piano players. City of Collinsville Page 5 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 Asst. City Manager Jackson advised the Residential Change of Ownership Occupancy Permit Program is slated to begin December 1. The City will host 3 open house events to address any questions or concerns. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending November 2, 2018 in the Amount of $602,324.68 Attachments: Agenda Item Report BOARD LIST 10-19-18 BOARD LIST 10-24-18 BOARD LIST 10-26-18 BOARD LIST 11-02-18 2. Motion to Approve Payroll for the Period Ending October 31, 2018 in the Amount of $830,151.43 Attachments: Agenda Item Report Board List 10-19-18.pdf Board List 10-31-18.pdf 3. Motion to Approve Minutes of the October 22, 2018 Meeting Attachments: Agenda Item Report 10222018RegMtg 4. Resolution Requesting the Jurisdictional Transfer of Ramada Blvd. from Ramada Blvd. to Beverly Ln. from Illinois Department of Transportation (IDOT) to the CIty of Collinsville. Attachments: Agenda Item Report Resolution Map 5. Resolution to Authorize the Appropriation of Funding for the Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (2019 MFT General Maintenance Program) Attachments: Agenda Item Report Resolution - IDOT BLR14220 Estimate of Maintenance Costs - IDOT BLR14231 City of Collinsville Page 6 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 Mayor Miller asked if the Council wished to pull any items prior to a Motion. No items were pulled. A motion was made by Councilman Brombolich, seconded by Councilman Stehman, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance to Award Bid and Authorize a Contract for the Purchase of Water Main Materials for the Eastport-IDOT to Gateway Drive Water Main Extension Project #TIF-667-18, to Midwest Municipal Supply in the Amount of $56,313.29 Attachments: Agenda Item Report Ordinance Map Public Works Director Dennis Kress advised bids were open on November 5 for the purchase of water distribution maintenance supplies and water main materials for the Eastport - IDOT to Gateway Drive water main project. This project will not only extend the water main but improve water quality and water flow to hydrants in the area. Midwest Municipal Supply submitted a bid in the amount of $56,313.29 ($46,006.34 for materials for water main extension which will be paid for using TIF 3 funds and $10,303.95 for shop inventory supplies which will be paid for using Enterprise Fund Water Lines Budget). Staff recommends approval. 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 2. Ordinance Adopting City of Collinsville Capital Improvement Plan (2018-2023) Attachments: Agenda Item Report Ordinance CIP Infographic Overview CIP 2018-2023 Asst. City Manager Jackson spoke of the Capital Improvement Plan (CIP) for 2018-2023. The 6 City of Collinsville Page 7 Printed on 12/3/2018 City Council Minutes - Final November 13, 2018 year plan has an overall project costs of $28 million. He highlighted recent changes to the plan since previously discussed at the October 22 Council meeting: Improvement to the Juda property for Public Works operations. Vehicle for Communications Coordinator. Increase to the Police Radio Project to allow for an additional dispatch station. Councilman Brombolich commended staff for their efforts and spoke of the benefits of having a plan in place. 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 2. Collective Bargaining 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: 5 - Stehman, Green, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Brombolich to adjourn at 8:40 pm. 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 8 Printed on 12/3/2018 City Council Minutes - Final November 13, 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 9 Printed on 12/3/2018