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 26, 2019 6:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:30 pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, City Clerk Kim Wasser, and Deputy Clerk Payton Drury. Present: 5 - Councilman David Jerome, Councilman Tony Hausmann, Councilman Jeff Stehman, Councilman Donna Green, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Myles Holmes of Revive Church. Mayor Miller asked for a moment of silence in honor of Illinois State Police Trooper Hopkins. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Swearing In of New Police Officers: Shelby Saunders Taylor Brockman Matthew Schneider Mayor Miller swore in new Police Officers and welcomed them. City of Collinsville Page 1 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 2. Swearing In of Brad Akers as Sergeant with the Police Department Mayor Miller swore in Brad Akers as a Sergeant with the Police Department and congratulated him. 3. Presentation of Retirement Plaque to Eric Danford Mayor Miller presented Eric Danford with a retirement plaque and thanked him for his service. 4. Certificate Presentation to Barry O'Neill for Completion of the Executive Fire Officer Program Mayor Miller presented Deputy Fire Chief O'Neill with his certificate of completion regarding the Executive Fire Officer Program. 5. Presentation of the August 2019 Yard of the Month Contest Winner Attachments: Agenda Item Report Mayor Miller presented Yard of the Month recipient, Ms. Mayes of 215 Lee Ave., with award and gift card. F. BUSINESS PRIOR TO PUBLIC INPUT 1. An Ordinance Establishing Regulations for the Keeping and Maintaining of Bees in the City of Collinsville, Illinois Attachments: Agenda Item Report Ordinance July 11 Staff Report to Planning Commission July 11 Planning Commission Minutes Exhibit B - Public Comment July 11th Public Hearing August 8 Staff Report to Planning Commission August 8 Draft Planning Commission Minutes Overview by Assistant City Manager Derek Jackson, who advised the current Zoning Code does not permit beekeeping thereby making it prohibited by default. Staff recently discovered several residents, as well as Willoughby Farms, who maintains hives. This ordinance would permit beekeeping as an accessory use in single family residential areas and establishes regulations. He outlined the ordinance regulations and indicated a permit would be required every 3 years at a fee of $50. Councilman Stehman spoke of the fee. He suggested an initial fee accessed but not for renewals. Councilman Green inquired of the amount of work and staff time for inspections. Asst. City Manager Jackson explained the process and indicated the fee could be amended based on Council's recommendation. Councilman Hausmann agreed with imposing an initial fee. Mayor Miller asked if local beekeepers are members of beekeepers organization and if there is a fee City of Collinsville Page 2 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 for membership. Asst. City Manager Jackson advised he did not know. Mayor Miller agreed with an having an initial fee with application but not necessary for renewals. Asst. City Manager Jackson spoke of the process for revocation if a nuisance occurs. A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 2. An Ordinance Rezoning Real Estate Owned by Charles R. Hoogland TTEE at 108 St. Louis Road Attachments: Agenda Item Report Ordinance Planning Commission Staff Report August 7th Draft Planning Commission Minutes Travis Taylor, Senior Planner, advised this request is to rezone property located at 108 St. Louis Road. DG Retail (d/b/a Dollar General) is requesting the rezoning from B-2 Commercial to UCD (Uptown Collinsville District) as part of their relocation. The site is currently occupied by Family Video, Marco's Pizza and a vacant suite. Dollar General is proposing to occupy Family Video site and vacant suite. Marco's Pizza will remain. He further indicated the site is within the Uptown Planning Area and a change in use requires rezoning and compliance with all UCD regulations. A hearing was held with the Planning Commission, who approved recommendation for rezoning as well as landscaping improvements and a sign package. Mayor Miller inquired if they plan to widen the entrance into the parking lot to which Mr. Taylor advised they were not. A brief discussion was had regarding the requirements for rezoning. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION City of Collinsville Page 3 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 1. 2019-2024 Capital Improvement Plan Attachments: 2019 CIP Update Memo City Manager Bair updated the Council on the Capital Improvement Plan (CIP). He explained the CIP as a multiple year planning documents which identifies projects, priorities, and financing for the projects. The CIP allows for planning and budgeting of projects. He gave a summary of 2018 projects with a total budget of just over $5 million. He advised a large percentage of the budgeted amount was earmarked for street and sidewalk improvements. The year ended with projects coming in 20% under budget. He mentioned various funding sources utilized for projects - Capital Project Fund supported by Utility Tax revenues, General Fund, Water/Sewer Enterprise Fund, Motor Fuel Tax, Business District revenues, Hotel Accommodations Tax, grants, Forfeiture Fund and DUI Fine Fund. He highlighted fund balances. City Manager Bair spoke of 2019 projects and indicated a total amount of $9.9 million was budgeted. He mentioned new policies and procedures in place that addresses conversation of oil and chip roads, building and land improvements, purchase of equipment, vehicle replacement, and infrastructure improvements. He also spoke of financial strategies for Capital projects such as utilizing Hotel Accommodations Tax for Gateway Center improvements and infrastructure in hospitality districts. He spoke of amending the project sheets for each CIP by adding staff contact information, useful life outlined, funding account number, project number for tracking purposes, priority information, and budget impacts. City Manager Bair spoke of projects within Public Works to include sidewalks, street repairs, oil and chip conversation, micro surfacing, and stormwater management. He mentioned the need to determine how much to budget for new sidewalks, repair and maintenance of existing sidewalks. He further advised the City has over 54 miles of sidewalks with 27% of them needing to be repaired or replaced. Next, he (Bair) spoke of the mill and overlay of streets. He advised the City budgeted $900,000 for mill and overlay projects in 2019. Mill and overlay improvements are used for streets rated 5 or below which encompasses 20% of City streets. Public Works Director Dennis Kress spoke of street improvements and indicated the City is within 2 years of being caught up on much needed improvements. He displayed a map of streets based on ratings. Director Kress spoke of micro surfacing of streets to help prolong the life by several years and cost effectiveness. He indicated micro surfacing could be done on streets with a rating of 6 or 7 which represents 57% of City streets. Director Kress spoke of the oil and chip conversation. He indicated the desire to have asphalt rather than oil and chip streets but spoke of the expense. He advised over 47% of streets in Collinsville are oil and chip surfaces. He advised the conversation cost is over $3 per square foot which does not include ADA regulations, prep work costs, nor curb and gutters. He estimated a cost of $27.5 million City of Collinsville Page 4 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 to convert City streets ($474,000 per mile). He further spoke of the need to have a methodology to determine which roads should be converted and prioritize them. Director Kress spoke of inherited stormwater issues due to neglect or poor design. He displayed pictures of recent stormwater damage. Lastly, City Manager Bair spoke of large projects that need to be addressed which includes the Public Works Facility on Juda, relocation of Fire Station 2, creation of Fire Station 3, improvements to the Sports Complex and Water Park, and Gateway Center expansion. He mentioned the need to establish funding strategies. He indicated City Hall renovations as not being a priority at this time. City Manager Bair advised staff will update the CIP based on Council's input, KPIs, prioritize projects, and outline financials. Update the Council on the CIP at the September 9 Council meeting and proposed adoption slated for September 23. Mayor Miller spoke of the necessity of the CIP and strategies to make sure funding was available. Councilman Hausmann indicated he would like to see the projects prioritized and funding identified at the September 9 meeting. Director Kress advised streets slated for improvements are identified in the CIP for 2020 based on priority. However, he indicated priorities may change based on weather conditions and the need to cluster streets for repairs to be more cost effective. Councilman Stehman spoke of the process being complicated. He spoke of the conversion of streets. Director Kress mentioned the need for curbs and gutters making the conversion process difficult and costly but necessary. Councilman Jerome mentioned some projects having self funding mechanisms in place. He spoke of the Gateway Center's income paying off bond and help pay for expansion. H. SPEAKERS FROM THE FLOOR Kay Ferris inquired of a trap, neuter, and release program for feral cats in Collinsville. Jeff Jenke spoke of his application for a variance for an oversize garage. He advised his application was denied by the Planning Commission due to the lack of hardship support. He spoke of the hearing that was held and staff's comments. He inquired of the definition of "hardship." He indicated he had a letter of support from his neighbors to build the garage. He mentioned he emailed the Council with information and asked that they approve his variance. Phil Astrauskas spoke of being offended by the use of the word "hoosier." He inquired of the sidewalks on Summit Avenue. He mentioned the lack of sidewalks along portions of Keebler. He spoke of issues at a vacant lot next to the Senior Citizen Center. He mentioned weeds on City easements, tall grass at various properties and a tripping hazard at another property. City of Collinsville Page 5 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 Phil Astrauskas Jr. handed pictures to Mayor Miller and indicated they were of the City Manager's City vehicle. He spoke of the City Manager driving a City vehicle back and forth to his home in Missouri. He mentioned the City Manager's contract. He also mentioned vacant buildings in Collinsville. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the 100 anniversary party for Kruta's Bakery. He mentioned CHS events. He thanked the Police Department for recent compliance checks and all establishments passing. He mentioned City Hall staff wearing purple on Fridays in support of Unit 10 schools and encouraged others to participate. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green spoke of the C3 Back to School event held this past Saturday at the Activity Center. Councilman Stehman displayed a sign saying "How do you improve your neighborhood." He advised a citizen gave him the sign and spoke of how the individual was taking care of a vacant property near his home. Councilman Stehman commended the citizen and encouraged others to help improve their neighborhoods as well. Councilman Jerome addressed some comments made by speakers. He spoke of the City Manager's contract and mentioned the professional advise given. He indicated the City Manager has use of a City vehicle until he purchases his own and will transition over with a stipend for the vehicle. He spoke highly of City Manager Bair's professionalism, knowledge and experience and further indicated he (Bair) is being paid less than what he would receive elsewhere. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF Kimberly Caughran, Parks and Recreation Director, announced the Tunes at Blum events scheduled for each Wednesday during the month of September. She advised the last Farmer's Market event will be held on September 11 at the Blum House and will coincide with the Tunes event. City Manager Bair advised that after discussion, Council did not wish to pursue a trap, neuter and release program of feral cats. He spoke of the parameters of a garage variance application. L. CONSENT AGENDA Deputy Clerk Drury read the Consent Agenda. 1. Motion to Approve the Payment of Bills for the Period Ending August 16, 2019, in the Amount of $521,148.25 City of Collinsville Page 6 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 Attachments: Agenda Item Report BOARD LIST 08-08-19 BOARD LIST 08-09-19 BOARD LIST 08-16-19 2. Motion to Approve Payroll for the Period Ending August 9, 2019, in the Amount of $810,493.56 Attachments: Agenda Item Report Board List 08-09-19 3. Motion to Approve Minutes of the August 12, 2019 Council Meeting Attachments: Agenda Item Report Minutes 4. Resolution Reappointing a Member to the Collinsville Cool Cities Committee (Lisa Brennan) Attachments: Agenda Item Report Resolution 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 Hausmann, seconded by Councilman Green, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. An Ordinance Establishing Regulations for the Use and Storage of Residential Refuse Containers in the City of Collinsville, Illinois Attachments: Agenda Item Report Ordinance Asst. City Manager Jackson advised this ordinance would amend Chapter 9 of the Municipal Code by establishing regulations regarding the storage of refuse carts at residential properties. The amendment addresses the location of the carts as well as the curb side placement timeframe. A motion was made by Councilman Jerome, seconded by Councilman Hausmann to approve. The motion carried by the following vote: City of Collinsville Page 7 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Accepting an Illinois Workers' Compensation Commission Settlement Contract Lump Sum Petition and Order Attachments: Agenda Item Report Ordinance Agreement Finance Director Pam Reid advised this ordinance would authorize a workers' compensation settlement in the amount of $4,444 to Christopher Warren. Mr. Warren was insured while arresting a suspect during his employment duties. A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Resolution to Include Taxable Allowances as IMRF Earnings Attachments: Agenda Item Report Resolution IMRF Form 674 Overview by Finance Director Reid, who advised this resolution would repeal and replace Resolution 16-4R, which addressed clothing allowance for Police Civilian Unit as an IMRF reportable earning. This resolution includes meal allowance for 520 Public Works and Local 148 Collective Bargaining Agreements to be included in the IMRF earnings as well as the clothing allowance for Police Civilian. She clarified that the City has been including the meal allowance as reportable earnings and this resolution will support practice. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 8 Printed on 9/16/2019 City Council Minutes - Final August 26, 2019 4. Resolution Authorizing Local Agency Funding Agreement with IDOT for the Fairmont Avenue Bridge Replacement Project (Sec 16-00102-00-BR). Attachments: Agenda Item Report Resolution Agreement Addendum 1 Director Kress advised this resolution would allow the City to enter into a funding agreement with IDOT for Federal participation in the construction of Fairmont Ave. Bridge Replacement Project. He advised the City received a grant for the project in the amount of $320,000 with the City's share of construction being $80,000 but Madison County will reimburse the City up to $80,000 in construction costs. The City paid preliminary engineering in the amount of $66,300 and will pay for construction engineering in the amount of $60,000 making the total cost to the City $126,300 for bridge replacement. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Jerome, seconded by Councilman Stehman to adjourn at 8:37pm. The motion carried by the following vote: Aye: 5 - Jerome, Hausmann, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 9 Printed on 9/16/2019 City Council Minutes - Final August 26, 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 10 Printed on 9/16/2019