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, August 12, 2019 6:30 PM Council Chambers A. CALL MEETING TO ORDER Meeting called to order by Mayor Pro Tem Stehman at 6:30 pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser. Present: 4 - Councilman Donna Green, Councilman David Jerome, Councilman Tony Hausmann, and Councilman Jeff Stehman Absent: 1 - Mayor John Miller C. INVOCATION D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. Beekeeping Discussion Attachments: Staff Memo Planning Commission Staff Report Overview given by Community Development Intern Jacob Hawkins, who advised the City received a City of Collinsville Page 1 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 request to amend the code to allow for beekeeping. He spoke of the research done regarding beekeeping and Planning Commission discussions. He advised a public hearing was held before the Planning Commission. He mentioned input received during the hearing. Discussions included registration with the Department of Agriculture, water source within close proximity of the hive, and determining what constitutes a nuisance. Staff reached out to Eleanor Shoemaker, State Beekeeper Inspector for Madison County, who provided a great deal of information. The Planning Commission is recommending beekeeping as an allowable use with restrictions: 1. Applicant must register with the Illinois Department of Agriculture 2. Applicant must register with the City 3. Apply for a City permit with $50 fee accessed, valid for 3 years 4. Limitation on number of hives based on lot size, with 1 queen per hive Up to 3 hives - less than 10,000 square feet Up to 5 hives - between 10,000 square feet to 1 acre Up to 7 hives - more than 1 acre 5. Apiary must be in the back yard and follow same setbacks for accessory structures (8 feet from rear and 10 feet from sides) 6. Only honeybees or mason bees are permitted 7. Adequate water source must be provided 8. Apiary screening necessary if property adjoins a school Councilman Jerome inquired of anyone opposed to the amendment during the hearing and if so, why. He advised 1 person spoke in opposition and previously voiced his concerns at the last Council meeting with regards to regulations. Councilman Green inquired of what would constitute a nuisance. She asked about amount of bees within a given area. Mr. Hawkins advised a hive in a neighbor's back yard would not generate additional bees, out of the normal, in the neighborhood. He further indicated the amendment defines a nuisance as anyone who is not following the rules. Asst. City Manager Jackson advised staff would investigate any complaints received regarding a nuisance as well as utilizing other resources to address issues. 2. Key Performance Indicators - 2018 Annual Report Attachments: Staff Memo 2018 Annual Report - KPIs Asst. City Manager Jackson gave an overview of the 2018 Key Performance Indicators (KPI). He explained the KPI is a performance measure used by organizations to success of a service or activity. The City will use 2018 as base data with quarterly updates in the future. The City will utilize the City of Collinsville Page 2 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 International City Manager's Association Open Access Benchmarking to allow for comparisons with other municipalities. He highlighted KPIs for the various departments: Community Development * Received no Variance Applications * 14 Department Assistance Team meetings with developers * 6 Text Amendments for the Zoning Code * 11 new single family home permits, average value exceeded $230,000 * 4 new multi family permits * 1 new commercial building permit Code Enforcement: * 88% come into compliance voluntarily * Met response time goal Finance Department: * Revenues exceeded expenses * Will monitor and improve volume of delinquent water accounts Fire Department: * Will work on improving average response time Police Department * Met their response time for calls for service Human Resource * Every employee has completed their 6 month probationary period * Started with 214 employees and ended the year with 303 Information Technology * Hired second IT staff position * Established ticket system to track work orders * User training Public Works - Street Department * Unable to meet goal for replacing sidewalks due to in-house replacement of curbs and preparation of the mill and overlay * Met goal of replacing all stop and yield signs * Replaced various vehicles and acquired a new street sweeper * Launched a new in-house Fleet Maintenance Department Public Works - Water Plant and Water Line Distribution City of Collinsville Page 3 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 * 54 water main breaks Public Works - Waste Water Plant and Waste Water Collection * Complete compliance on all regulatory samples submitted * Upgraded the control and data acquisition system (SCADA) Asst. City Manager Jackson spoke of expectations for 2019 KPIs and advised it will include Gateway Center and Parks and Recreation. He indicated quarterly updates will be given to Council and staff will use KPIs for developing the new Strategic Plan. 3. Use and Storage of Residential Refuse Containers Attachments: Staff Memo Draft Ordinance Overview by Asst. City Manager Jackson, who advised Code Enforcement receives complaints regarding receptacles being left at the curb for an extended time. He spoke of the problem being unsightly and could create a negative impact on curb appeal of properties. He spoke of the language of the proposed ordinance which indicates the containers shall not be located in the front of the property but highlighted the flexibility clause that gives staff the authority to approve a location based on special circumstances. He advised the ordinance addressed the timeframe of when the refuse containers can be at the curb to be 24 hours prior to the scheduled pick up day but no more than 24 hours after the pick up day. He clarified staff's focus would be to address those who regularly leave their containers at the curb for extended time. He further spoke of the placement of the ordinance within the Municipal Codes: Title 8 Health and Safety or Title 9 Public Peace, Moral and Welfare. Councilman Jerome outlined Title 8 with regards to Garbage Collection and Disposal while Title 9 speaks towards Property Offenses which includes Litter and Dumping. He advised Title 8 speaks of items that a true health and safety issues. He further advised the appropriate placement for this ordinance would be under Title 9 as it speaks directly of items that are nuisances. He clarified that he previously used the word disingenuous as a legal reference and was not directing that towards any person. Mayor Pro Tem Stehman advised he was in favor of the updates and had no preference as to the placement of the ordinance within the codes. Councilman Hausmann and Councilman Green agreed. Mayor Pro Tem Stehman inquired of those with physical disabilities and suggested adding language in the flexibility clause. 4. Trap-Neuter-Return Animal Control Discussion Attachments: Staff Memo Professional Ethical And Legal Dilemmas of Trap Neuter Release City Manager Bair gave a brief overview regarding the Trap-Neuter-Release (TNR) program of feral cats. He advised there are estimates of 80 million feral cats in the country. He advised there are 3 municipalities in the area that has adopted a TNVR ordinance. Each of them partnered with a volunteer organization so no public funds are utilized. The program is supposed to be self-sufficient. City of Collinsville Page 4 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 He addressed concerns with the program, increase in calls for Animal Control, health issues, nuisances, etc. He mentioned the University of Illinois Springfield previously implemented a TNVR program but later abandoned it due to issues. He also mentioned U.S. Navy prohibited TNVR (Trap Neuter Vaccinate Release) programs on military property. He indicated PETA is neutral on the program because they don't want the cats euthanized but they express concerns on the impact to the neighborhoods. He spoke of the legal oversight regarding feral cats. Police Lieutenant Eric Owen advised the current policy is that feral cats are treated as an animal at large since they typically have no owner. He mentioned issues Animal Control is currently facing with regards to a colony of feral cats within a neighborhood. City Manager Bair mentioned a recent news article where a judge ordered jail time to an individual who continued to feed feral cats thereby causing an issue in the neighborhood. He advised staff's recommendation, based on the issues and after speaking with other municipalities, would be to not pursue this program for Collinsville. Mayor Pro Tem Stehman inquired of trapping procedures to which Lt. Owen explained the process. He advised that if the cat is not adoptable, it is turned over to the Animal Rescue of Southern Illinois, who will place the cat at a farm setting. A brief discussion was had regarding feral cats in cold weather conditions and food source. Lt. Owen recommended not pursuing a TNR program for Collinsville and cited previously discussed issues surrounding the program. Councilman Green mentioned giving this issue a lot of thought and spoke of those who feed and take care of cats. She mentioned an article that spoke of the risk of disease many of the feral cats could carry. She indicated the need to have control over animals at large. She indicated attempting to relocate the cats as being the best and humane option. H. SPEAKERS FROM THE FLOOR Kay Farris spoke of her support for the feral cat program. She mentioned feeding and caring for them. She spoke of an incident where one of her feral cats was trapped and taken to the Animal Control Department. She spoke of now having kittens to care for. She mentioned various injuries she has seen on the feral cats. Dawn Hood spoke of trapping feral cats for various organizations. She spoke of issues regarding colonies of feral cats. Ron Jedda spoke of street improvements in Anderson Acres subdivision. He mentioned the need for street improvements on Kingsbury Court. He inquired as to how streets are identified as needing improvements. He mentioned the use of Utility Tax for road improvements. City of Collinsville Page 5 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 Phil Astrauskas spoke of rental housing units built in 2018 as indicated in the KPI report. He mentioned issues at a vacant lot next to the Senior Citizen Center. He spoke of the garbage containers being blue and suggested a neutral color instead. He spoke of the word "hoosier" being used at a previous meeting. He mentioned street improvements and drainage issues. Phil Astrauskas Jr. spoke of the location of the City Manager's residence and utilizing a City vehicle for transportation. He mentioned comments made by Councilman Green regarding City Manager Bair. He read an article from the Belleville News Democrat regarding the City Manager's use of a City vehicle. He gave Mayor Pro Tem Stehman pictures and advised he wanted them back. I. COMMENTS & ANNOUNCEMENTS - MAYOR J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Mayor Pro Tem Stehman had no comments. Councilman Jerome asked City Manager Bair to address Mr. Jedda's comments regarding how and when streets are identified as needing repairs. He spoke of a criteria used by the Street Department to identify street improvements. He further advised the road improvement project is available on the City's website and listed within the Capital Improvement Plan. City Manager Bair advised the Street Department uses a rating and survey system to determine which roads are improved. He also mentioned limited resources making is necessary to prioritize improvements. Public Works Director Dennis Kress described the rating and survey system used by the Street Department to identify road improvements. Mayor Pro Tem Stehman indicated streets are completed by the subdivision developer but later the City is responsible for converting a tar and chip road into a permanent surface. He spoke of the conversion being costly. City Engineer Troy Turner spoke of the process of improving streets before the sub-base is damaged. Mayor Pro Tem Stehman spoke of the efforts being made to improve the streets. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair spoke of the flooding that took place earlier today. He indicated the total rain fall was estimated at 7 3/4 inches. He mentioned topped levies and significant flooding. He mentioned City facilities that were effected by the storm. He advised the public to contact City Hall if they experienced a sewer backup at their home. He suggested residents to contact their homeowners insurance provider if they experienced flooding in their homes. He spoke of the storm as being an extreme event and out of the ordinary. City Manager Bair mentioned the Kruta's Bakery 100 year anniversary celebration scheduled for August 18. Kimberly Caughran, Parks and Recreation Director, announced the Farmer's Market event scheduled City of Collinsville Page 6 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 for August 15. She mentioned the reduced operating hours at the Aqua Park due to school schedules. She advised the park will be open from 4-7pm on weekdays and 12-7pm on weekends with the last day of operation scheduled for September 2. Asst. City Manager Jackson spoke of the C3 Collinsville Community Collaboration event scheduled for August 24 from 10am-2pm at the Collinsville Aqua Park. City Manager Bair mentioned Unit 10 campaign to wear purple on Fridays and the City will help promote the event by encouraging staff to wear purple as well. City Manager Bair spoke of the 2019 Police Youth Academy which hosted 20 cadets and displayed a video of the event. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending August 2, 2019, in the Amount of $1,415,732.53 Attachments: Agenda Item Report BOARD LIST 07-19-19 BOARD LIST 07-26-19 BOARD LIST 07-30-19 BOARD LIST 08-02-19 2. Motion to Approve Payroll for the Period Ending July 26, 2019, in the Amount of $1,534,947.36 Attachments: Agenda Item Report Board List 07-12-19 Board List 07-12-19 2 Board List 07-26-19 3. Motion to Approve Minutes of the July 22, 2019 Council Meeting Attachments: Agenda Item Report 07222019RegMtg 4. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for the Collinsville High School Homecoming Parade City of Collinsville Page 7 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 Attachments: Agenda Item Report Resolution Request Letter and Insurance Certificates Mayor Pro Tem Stehman 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 Jerome, to approve the Consent Agenda. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the City to Enter Into a Master Services Agreement with Prairie Engineers, P.C. for Professional Stormwater Design Services Attachments: Agenda Item Report Ordinance Agreement City Engineer Turner informed the Council of what a Master Service Agreement is and how it works. He clarified it is not a contract to actually spend money but rather authorize a long-term agreement (5 years) for a cumulative amount not to exceed $1,000,000. He advised the City selected the term and amount based on the various stormwater projects. He advised Prairie Engineers will provide design services for stormwater projects. They will also determine solutions and problems for watersheds. Councilman Hausmann inquired of labor rates to which City Engineer Turner advised they will use IDOT labor rates. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 2. Ordinance Authorizing the Mayor to Sign an Intergovernmental Agreement Between the City of Collinsville and Collinsville Township Highway Department (Improvements to Portions of California Avenue) City of Collinsville Page 8 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 Attachments: Agenda Item Report Ordinance Intergovernmental Agreement City Engineer Turner advised the City planned on resurfacing California Ave. as indicated in the CIP. This agreement would allow for resurfacing of Township's portion of California Ave. under the City's current Mill and Overlay contract with Rooters American. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 3. Ordinance Authorizing a Change Order and Additions to Contract with Rooters American Involving the 2019 Resurfacing Program, Project #CIP 676-19 Attachments: Agenda Item Report Ordinance Change Order Executed Contract Overview by City Engineer Turner, who advised this ordinance would authorize a change order in the amount of $88,205.80. This amount includes resurfacing of the Township's portion of California Ave. that was previously discussed as well as resurfacing work related to Westwood culvert replacement. He further advised Westwood Dr. is being added due to damage to the pavement during culvert replacement. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 4. Ordinance Adopting a Program for Flood Damage Prevention in the City of Collinsville, Illinois. Attachments: Agenda Item Report Ordinance City Engineer Turner advised this ordinance would repeal and replace the current floodplain ordinance outlined in Chapter 15.40 and adopt it in place under Chapter 18.06 Flood Damage Prevention. He City of Collinsville Page 9 Printed on 9/16/2019 City Council Minutes - Final August 12, 2019 further advised the current ordinance is outdated and no longer meets requirements of the National Flood Insurance Program. The updated ordinance will allow the City to enter into a program which will lower flood insurance rates for residents. A brief discussion was had regarding the Community Rating System. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Hausmann to adjourn at 8:27pm. The motion carried by the following vote: Aye: 4 - Green, Jerome, Hausmann, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 City of Collinsville Page 10 Printed on 9/16/2019 City Council Minutes - Final August 12, 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 11 Printed on 9/16/2019