City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Jeff Stehman Councilman Donna Green Councilman David Jerome Councilman Tony Hausmann Mayor John Miller City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, May 13, 2019 6:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:30 pm. B. INVOCATION Delivered by Pastor David Amsden of Navigation Church. C. PLEDGE OF ALLEGIANCE Recited. D. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Comments from Outgoing Councilman Cheryl Brombolich Councilman Brombolich thanked the Council and spoke of her time with the City. She thanked her family and friends for their support. She also thanked staff for their committment. She congratulated Mayor Miller and Councilman Stehman on their re-election and welcomed Tony Hausmann as a new Councilman. She recognized each Council member and spoke of their attributes to the Council. She spoke of her time working with Mayor Miller and his committment to the City. She spoke of City Manager Bair's professionalism. She spoke of reasons surrounding her decision to not run for re-election. She spoke of the Council's committment to improve the community. 2. Presentation of Recognition Plaque to Councilman Cheryl Brombolich Mayor Miller spoke of Mrs. Brombolich's many years with the City. He spoke of her care and committment to the community as well as her abundance of knowledge. 3. Swearing-In of Re-Elected Mayor John Miller City of Collinsville Page 1 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 John Miller was sworn in as Mayor by City Clerk Wasser. 4. Swearing-In of Re-Elected Councilman Jeff Stehman Jeff Stehman was sworn in as Councilman by City Clerk Wasser. 5. Swearing-In of Newly Elected Councilman Tony Hausmann Tony Hausmann was sworn in as Councilman by City Clerk Wasser. 6. Comments from Re-Elected Mayor John Miller Mayor Miller thanked the citizens and spoke of his love for the City. He mentioned his time as a Fireman, Councilman and Mayor. He spoke of serving along side his mentor, Stan Schaeffer. He mentioned having a great City Manager who is moving the City forward. He spoke of Council's committment to improving the City. He thanked staff for their efforts. 7. Comments from Re-Elected Councilman Jeff Stehman Councilman Stehman thanked the voters on his re-election. He congratulated Mayor Miller and Councilman Hausmann. He thanked Cheryl Brombolich for her service. He spoke of the Council's dedication and proactive approach. He mentioned having a list of goals and various accomplishments. He spoke of the Council's responsibility to provide vision and policies. He mentioned the success of having discussions among staff and Council regarding proposed ordinances and new initiatives. He spoke of significant new initiatives (Occupancy Permit Program, Gateway Convention Center, and Parks Department). He mentioned the benefits of having a Capital Improvement Plan. He advised Council will address issues from constituents. He again thanked everyone for their support. 8. Comments from Newly Elected Councilman Tony Hausmann Councilman Hausmann thanked the citizens for the opportunity. He thanked his wife for her support. He spoke of his enthusiasm in serving as a Councilman. He thanked the Council for their support and wished Mrs. Brombolich the best. 9. National Travel and Tourism Week Proclamation Attachments: Proclamation Mayor Miller read the Proclamation. 10. National Public Works Week Proclamation Attachments: Proclamation Mayor Miller read the Proclamation. 11. Presentation of the Collinsville Education Scholarship Foundation Awards Collinsville Education Scholarship Foundation Board of Directors (Kai Redmond, Bill Metzger, Kim Collins, Dr. Tricia Blackard, and Brad Keene) introduced the recipients and spoke of their accomplishments: Richard Coca Nicholas Shepherd City of Collinsville Page 2 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 Bryson Zane Baker Amy Burgess Greg Witte Mayor Miller called a brief recess at 7:23 pm. Meeting reconvened at 7:26 pm. E. 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 Tony Hausmann, and Mayor John Miller Absent: 0 F. BUSINESS PRIOR TO PUBLIC INPUT 1. Public Hearing on Annexation Agreement - 1129 McDonough Lake Rd. a. Motion to Open Public Hearing b. Staff Report c. Public Input d. Motion to Adjourn Public Hearing Motion to open the Public Hearing by Councilman Green, second by Councilman Stehman. Assistant City Manager Derek Jackson advised the property owners of 1129 McDonough Lake Rd. is requesting to be annexed into the corporate limits of Collinsville. He displayed an aerial map and described the property as being 2 acres with a single family residence and adjacent to City limits. The property owner is seeking to be annexed in order to obtain City sewers. The property would be zoned as R-1 Single Family Residential by default. Public Input: None. Motion to close the Public Hearing by Councilman Hausmann, second by Councilman Green. 2. Ordinance Authorizing the Mayor to Execute an Annexation Agreement Between the City of Collinsville and Benjamin C. Sharp, Jr. and Angela D. Sharp for Property Located At 1129 McDonough Lake Road, Collinsville, Illinois City of Collinsville Page 3 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 Attachments: Agenda Item Report Ordinance Petition Agreement Planning Commission Minutes - Draft Asst. City Manager Jackson advised this ordinance would authorize an annexation agreement between the City and the property owners of 1129 McDonough Lake Road. A motion was made by Councilman Jerome, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Annexing Real Estate Owned by Benjamin C. Sharp, Jr. and Angela D. Sharp for Property Located at 1129 McDonough Lake Road, Collinsville, Illinois Attachments: Agenda Item Report Ordinance Legal Description Annexation Plat Asst. City Manager Jackson advised this ordinance would permit the annexation of property, 1129 McDonough Lake Rd., into corporate limits of the City of Collinsville. 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Providing for a Six (6) Month Moratorium Relating to the Construction and Zoning of Multi-Family Structures in R-2 (One and Two Family Residential District) and R-3 (Multi-Family Residential Zoning District) in the City of Collinsville, Illinois Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Planning Commission Minutes May 9, 2019 - Draft City of Collinsville Page 4 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 Overview by City Manager Bair, who advised this ordinance would establish a moratorium on the development of multi-family zoned vacant properties. He spoke of a large amount of undeveloped parcels zoned multi-family and the by-right provisions. He further indicated that a moratorium will allow for staff to evaluate the properties for appropriate land use. He outlined the process and indicated recommendations will be brought back to Council for consideration. A motion was made by Councilman Hausmann, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION H. SPEAKERS FROM THE FLOOR Phil Astrauskas handed pictures to Council regarding various issues of houses around town. He mentioned receiving a certified letter indicating future communications with the Chief Building Official must be in writing. He spoke of an inspection that was previously cancelled. Phil Astrauskas Jr. handed pictures and mock citation letters to Council regarding code issues. He spoke of overgrowth of trees/shrubs on a sidewalk making it difficult to see around the corner. He also mentioned issues surrounding a parking sign and silt fence requirements. Scott Rayho thanked Council for the opportunity to speak. He thanked Councilman Brombolich for her contributions over the years. He congratulated Tony Hausmann and spoke of their time on the Planning Commission together. He spoke of Council's proactive approach to improve the community. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of scholarship recipients and congratulated them. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Stehman spoke of Mr. Astrauskas being on the front porch of his property taking a picture of a building permit. He held up a receipt and indicated he paid $35 for the permit from the City. Councilman Jerome congratulated Mayor Miller and Councilman Stehman on their re-election and welcomed new Councilman Hausmann. He spoke of the Council being proactive. He too, spoke of his time working with Councilman Hausmann when they both were members of the Planning Commission. He reflected on the past 2 years, needing to catch up on improvements that were necessary, replacing outdated equipment, and taking on the responsibility of new departments City of Collinsville Page 5 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 (Gateway Center and Parks). He spoke of knowing and working with Cheryl Brombolich for many years and her wealth of knowledge about the City. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair congratulated Mayor Miller and Councilman Stehman on their re-election and welcomed Councilman Hausmann. He spoke of working with Cheryl Brombolich for years and indicated he would miss her. He spoke of her honesty, leadership and contributions. He mentioned issues that took place during the years of 2012-2015 and spoke of being able to tell the true story in the future. He spoke of progress that has been made over the past couple of years and spoke of his excitement for the future. He spoke of the Fireworks Celebration that will take place over Memorial Day weekend. He advised the Collinsville Aqua Park will open on May 25. Asst. City Manager Jackson spoke of the upcoming electronic recycling event scheduled for May 18. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending May 3, 2019, in the Amount of $814,895.60. Attachments: Agenda Item Report BOARD LIST 04-19-19 BOARD LIST 04-24-19 UTILITY REBATES BOARD LIST 04-26-19 BOARD LIST 05-03-19 2. Motion to Approve Payroll for the Period Ending April 19, 2019, in the Amount of $723,215.83 Attachments: Agenda Item Report Board List 04-19-19 3. Motion to Approve Minutes of the April 22, 2019 Council Meeting Attachments: Agenda Item Report Minutes 4. Resolution Requesting Permission from the Illinois Department of Transportation to Close Vandalia Street for VFW Memorial Day Parade Attachments: Agenda Item Report Resolution VFW Request Letter Certificates of Insurance City of Collinsville Page 6 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 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 Green, seconded by Councilman Hausmann, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing an Agreement for Fire and Emergency Medical Services Between the Collinsville Fire Protection District and the City of Collinsville, Illinois Attachments: Agenda Item Report Ordinance Agreement City Manager Bair explained this ordinance corrects a previously approved agreement that contained an error. He clarified there are no substantial changes to the agreement. 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Reappointing the City Clerk, City Attorney, Corporate Counsel, and City Treasurer Attachments: Ordinance Mayor Miller clarified that these appointments are required upon the election of a Mayor. A motion was made by Councilman Hausmann, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 City of Collinsville Page 7 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 Abstain: 0 3. Ordinance to Award Bid and Authorize Contract for Construction of Phase II Renovation of the Gateway Convention Center's Conference Wing, Project #CIP674-19 to RW Builders in the Amount of $1,131,227 Attachments: Agenda Item Report CIP Project Sheet Cindy Warke, Executive Director of the Gateway Convention Center, spoke of the long range strategic plan for the convention center prepared by Johnson Consulting. The need for renovations was identified as priority. She advised the center is 30 years old and has had only 1 renovation back in 1996. She mentioned Council's previously approved ordinance allowing for AAIC to conduct a facility assessment. She highlighted the assessment study as it evaluates the entire facility, prioritize deficiencies and determines a plan to remedy them. She also mentioned the approved contract modification for other phases of the project that included bid preparation, project management and observation. She advised 7 sealed bids for construction of Phase II were received and opened on May 1. RW Builders was the lowest base bidder at $1,091,000 and with Alternate 1 for technology package of $40,227 for a total project cost for Phase II at $1,131,227. She advised that $1.5 million was budgeted for Phase II renovations and listed in the 2019 Capital Improvement Plan. She clarified the scope of work for Phase II and mentioned the Capital Bill Grant that was awarded in the amount of $625,000 that will be used to offset the expenses. She gave the breakdown of the costs: $ 171,000 - design work and management $1,091,000 - base construction $ 40,227 - technology package $ 113,122 - 10% contingency, if needed Utilizing the $625,000 grant funds, net cost to the City would be $575,100 for Phase II with a funding source coming from Hotel/Motel Tax Revenues and TIF #1 Funds. She clarified that no property tax funds will be used for the renovations and the project will not impact property taxes. She spoke of the scope of the renovation project with construction to begin by the end of May. City Manager Bair noted the ordinance and contract were provided to the Council members before the meeting and was not included in the packet as staff was working through clarification on contract terms. He spoke of the renovation improvements, including the technology bar and how they will impact the center. Councilman Jerome spoke of the extent of renovations for a minimal cost. He mentioned the benefits of having a technology board room available for public use. Mayor Miller spoke of AAIC being a local business. City of Collinsville Page 8 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Authorizing the Waiver of a Sign Permit Fee for the Collinsville Township Senior Center Attachments: Agenda Item Report Ordinance Letter of Request from Township Supervisor Asst. City Manager Jackson advised the Collinsville Township is requesting the sign package fee in the amount of $250 be waived for a new mural at the Collinsville Senior Center. He advised the mural will display art by local students and deter graffiti. The mural was reviewed and approved by the Planning Commission. Mayor Miller added that he was informed the mural will have a special coating to allow for easy removal of graffiti but will not damage the mural. 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance to Award Bid and Authorize a Contract for the 2019 Concrete Replacement Program, Project #CIP 675-19 to Keller Construction in the Amount of $997,867.75 Attachments: Agenda Item Report Ordinance Keller Construction's Proposal Bid Tab Change Order Troy Turner, City Engineer, advised the lowest bid was from Keller Construction in the amount of $997,867.75. City Manager Bair explained City staff does all the concrete work and set up for mill and overlay City of Collinsville Page 9 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 projects which causes a lack in sidewalk improvements. This CIP project encompasses all the mill and overlay projects and Uptown resurfacing work. This approach has allowed staff to focus on other priorities, including sidewalk maintenance and replacement. He further advised the scope of the project will be amended by removing some streets in order to reduce the contract value and be within budget. He spoke of surveying streets with a rating system to determine improvement requirements. Public Works Director Dennis Kress advised Council previously asked to include sidewalks in the CIP project which accounts for the bids coming in more than expected. He also advised the mill and overlay project came in under budget last year. A brief discussion was had regarding the streets rating system. 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Resolution Adopting the Americans with Disabilities Act (ADA), ADA Coordinator and Procedures for the City of Collinsville, Illinois Attachments: Agenda Item Report Resolution Notice Under the Americans With Disabilities Act Grievance Procedure Under ADA City Engineer Turner spoke of requirements outlined in the Americans with Disabilities Act which includes a notice to the public, naming a ADA Coordinator, and grievance procedures for resolving complaints. This resolution fulfills the requirements by giving notice, naming the Chief Building Official as ADA Coordinator and sets up a procedure for addressing complaints. 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, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Resolution in Support of Preserving Cahokia Mississippian Culture As A National Historical Park City of Collinsville Page 10 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 Attachments: Agenda Item Report Resolution Cahokia Historic Site and Museum Economic Impact Study.pdf City Manager Bair spoke of the efforts to have Cahokia Mounds identified as a federal park. A resolution is necessary in support of these efforts. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, 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 in accordance with 5 ILCS 120/2(c): 1. Appointment, employment, compensation, discipline or performance of employees 11. Pending or Threatened or Imminent Litigation A motion was made by Councilman Jerome, seconded by Councilman Stehman. to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS City Clerk Wasser announced City Hall will be closed on Memorial Day and the next Council meeting is scheduled for Tuesday, May 28. Q. ADJOURNMENT A motion was made by Councilman Hausmann, seconded by Councilman Green to adjourn at 8:36 pm. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 11 Printed on 5/31/2019 City Council Minutes - Final May 13, 2019 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 5/31/2019