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, September 9, 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 Tony Hausmann, Councilman Jeff Stehman, Councilman Donna Green, Councilman David Jerome, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Aaron Semanek of Navigation Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Constitution Week Proclamation Attachments: Proclamation Mayor Miller read the proclamation and gave a signed copy to Julie Bartsch, member of the Daughters of American Revolution. F. BUSINESS PRIOR TO PUBLIC INPUT City of Collinsville Page 1 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 G. COUNCIL DISCUSSION 1. 2019-2024 Capital Improvement Plan Discussion - Streets and Sidewalks Attachments: Staff Memo City Manager Bair spoke of the 2019-2024 Capital Improvement Plan with regards to Streets and Sidewalks. He spoke of the rating system used to identified the need for street improvements (1 = worse, 10 = best). He displayed an aerial map based on ratings for the City. Rating Percentage of City Streets Improvement Method 2 and under None 3-4 15% Mill and Overlay 5-6 25% Microsurfacing 7 18% Crack Sealing 9-10 42% No action at this time He indicated staff would like to be done with significant street repairs by 2022 and then start with a maintenance program. He spoke of the costs for repairs: Crack Sealing (1,725,607 sq ft) = $86,280 Microsurfacing = $670,000 (prioritize streets based on a rating of 5) Mill and Overlay (1,385,561 sq ft) = $772,500 in 2020 and $795,675 in 2021 He advised 45% of streets in Collinsville are oil and chip. This surface has proven to be durable and requires less maintenance. The cost of converting these streets to a permanent surface is estimated at $58 million. He further indicated that not all streets should be converted and determination should be based on usage. He recommended conversion be considered within the Mill and Overlay program. Councilman Stehman spoke of the rating system and asked for a recommendation regarding streets that should be converted to a permanent surface. Public Works Director Dennis Kress advised they are in the process of establishing a prioritize list based on wear and weather. They discussed the microsurfacing program. Director Kress spoke of Motor Fuel Tax (MFT) funds and expenses allotted to use such funds. He spoke of other funding mechanisms. He mentioned an audit of the MFT funds in the process by IDOT. He indicated the City may look at bidding these street improvements to allow staff to focus on sidewalks. City Engineer Troy Turner spoke of the costs associated with converting the streets to include curbs and gutters as well as adequate storm sewers. A brief discussion was had regarding the rating system process. Mr. Turner suggested hiring a professional company to rate the streets which is an eligible MFT expense. Next, City Manager Bair spoke of the sidewalk rating program (Tier 1 = worse, Tier 4 = best) and displayed a map regarding ratings. Based on prioritizing, total costs of sidewalk repairs is $6.8 million. City of Collinsville Page 2 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 Tier Percentage of City Sidewalks Cost to Repair/Replace 1 0.5% $84,960 2 5.6% $1,256,250 3 0.6% $67,155 4 75.9% $5,466,528 Not Rated 17.5% He spoke of sidewalk expansions and indicated new sidewalks should connect neighborhoods to community assets such as schools and parks. Councilman Jerome inquired of bike paths within sidewalks. Mr. Turner spoke of ADA requirements for sidewalks and advised it would not accommodate a bike path. City Manager Bair suggested funding for sidewalk improvements: $150,000 in 2020 to address all Tier 1, portion of Tier 2 and preventative maintenance of others $154,000 in 2021 to address lower rated sidewalks Mr. Turner spoke of the costs associated with some sidewalks to include the installation of retaining walls due to steep slopes. Councilman Hausmann inquired of the differences between tiers. Mr. Turner advised the tiers are based upon deficiencies, curb ramps, ADA requirements, tripping hazards, and the need for retaining walls. Next, City Manager Bair spoke of staffing needs within the Public Works division. He mentioned the need for 3 full-time laborers in the Street Department Councilman Stehman spoke of the benefits to having a City Engineer on staff. He also mentioned utilizing outside contractors for some work to allow for staff to focus their efforts on other responsibilities. 2. Potential Financial Implications of Recreational Cannabis Attachments: Staff Memo City Manager Bair spoke of the financial implications with regards to recreational cannabis. He advised recreational cannabis sales will be legal in Illinois as of January 1, 2020. At the start, Illinois will allow current medical dispensaries to sell recreational cannabis. He advised HCI Alternatives, opened in Collinsville in 2015, will be permitted to sell. He indicated the need to pass a tax for the sale of recreational cannabis prior to January. Legislation allows for a tax rate up to 3% on recreational marijuana as well as a fee for Business License. Due to HCI Alternatives location, projected gross annual sales are estimated between $20-$25 million. Staff is recommending a 3% tax rate which amounts to an estimated revenue of $600,000 - $750,000 annually. He further advised City of Collinsville Page 3 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 revenues should be earmarked for capital needs. Councilman Green inquired of potential issues. Corporate Counsel Steve Giacoletto indicated both sides of the issue have argued the use and sale of recreational cannabis so it just depends on which side of the issue you listen to. He further advised the stipulation of recreational marijuana is for at home use only but additional discussion regarding cannabis lounges will be necessary. Councilman Jerome spoke of labor employee issues surrounding the use of recreational cannabis. A brief discussion was had regarding government employees and recreational cannabis. 3. Administrative Adjudication Discussion Attachments: Staff Memo Draft Ordinance Assistant City Manager Derek Jackson described the Administrative Adjudication Process. He described it as a quasi-judicial process which allows municipalities to hold hearings for code violations. All cases are heard before an appointed Hearing Officer, who is a licensed Illinois Attorney. The City's Community Development Department manages the process by scheduling hearings, collecting fines, and record keeping of proceedings. He spoke of the draft amendment under Chapter 2 of the Code of Ordinances which was initiated by Corporate Counsel. Proposed amendment addresses purpose, enforcement, compliance, and appeal process. H. SPEAKERS FROM THE FLOOR Shelly Greenwood spoke of the issue of feral cats in her neighborhood (Woodland Trails) and indicated she has trapped numerous cats. She spoke in favor of the City's Animal Control protocol with dealing with feral cats. Phil Astrauskas spoke of a grass that was cut at a property on Main and Center. He inquired of Code Enforcement responsibilities. He mentioned tall grass and collection of trash and debris at various properties in town. Robert Jones of Edible Arrangements spoke of receiving a call from the City regarding his business being delinquent in paying the Food and Beverage Tax. He advised he did not receive the initial letter regarding the need to collect the tax. He asked Council to reconsider the amount he is being assessed. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the upcoming 9-1-1 Remembrance Stair Climb event scheduled for September 11 at Cahokia Mounds. He also spoke of the upcoming Italian Fest event, September 20-21. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green also spoke of the 9-1-1 Remembrance event and encouraged the public to participate. City of Collinsville Page 4 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 Councilman Jerome informed Mr. Jones that Council would respond to him as soon as they gathered additional information and they (Council) would be available to speak with him after the meeting. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF Kimberly Caughran, Parks and Recreation Director, spoke of the Tunes at Blum events scheduled for each Wednesday night in September. She advised the last Farmer's Market event is scheduled for Wednesday, September 11. She spoke of new playground equipment that was installed at Woodland Park and Schnuck's Park. She advised the Parks and Recreation Master Plan program is underway with an open house scheduled for September 17 at 6pm at the Activity Center. She further advised an assessment has been done for each park and additional meetings will be held to allow for the opportunity to hear from the public. L. CONSENT AGENDA Deputy Clerk Drury read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending August 30, 2019, in the Amount of $1,700,067.55 Attachments: Agenda Item Report BOARD LIST 08-23-19 BOARD LIST 08-30-19 2. Motion to Approve Payroll for the Period Ending August 29, 2019, in the Amount of $743,924.67 Attachments: Agenda Item Report Board List 08-23-19 Board List 08-29-19 3. Motion to Approve Minutes of the August 26, 2019 Council Meeting Attachments: Agenda Item Report Minutes 4. Resolution Requesting Permission from IDOT to Close Main St. for Italian Fest Attachments: Agenda Item Report Resolution Insurance Certificate 5. Resolution Requesting Permission from IDOT to Close Main St. for Italian Fest Parade Attachments: Agenda Item Report Resolution Insurance Certificate City of Collinsville Page 5 Printed on 9/24/2019 City Council Minutes - Final September 9, 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 Jerome, seconded by Councilman Green, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Hausmann, Stehman, Green, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Purchase of a Steel Dump Body Truck Bed from Woody's Municipal Supply in the Amount of $37,538 Attachments: Agenda Item Report Ordinance CIP Project Sheet Street Superintendent Mike Doi advised Council previously approved the purchase of a 2020 Freightliner cab and chassis as outlined in the CIP. Staff decided to bid out the truck dump body separate of the cab and chassis in order to obtain the best price. Bids for the steel dump body truck bed were received and opened on September 3. Staff is recommending awarding the bid to the lowest bidder, Woody's Municipal Supply, in the amount of $37,538. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Stehman, Green, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing the Mayor to Execute a Service Agreement with McGrath Consulting Group, Inc. to Conduct a Law Enforcement Staffing Study for the Police Department in the Amount of $22,125 Attachments: Agenda Item Report Ordinance Agreement Police Chief Steve Evans spoke of the need for an independent law enforcement staffing study. He advised McGrath Consulting is actively working with the Fire Department on a Fire Master Plan and are familiar with the community. He indicated McGrath Consulting reduced their initial costs for the City of Collinsville Page 6 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 study as they have already done some of the community assessment work. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Stehman, Green, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Authorizing the Mayor to Sign a Task Order with Prairie Engineers, P.C. for the Jefferson Elementary School Detention Basin Study and Conceptual Design in an Amount Not to Exceed $23,000.00. Attachments: Agenda Item Report Ordinance Proposal Schedule Manhour Estimate Ord 19-56 Prairie Engineers Agt for Stormwater Design City Engineer Turner advised this ordinance would authorize a Task Order under the City's Stormwater Master Services Agreement with Prairie Engineers for the Jefferson School Detention Basin Study and Design. He described the scope of the project and indicated it would be an educational STEM project for the school. A motion was made by Councilman Stehman, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Stehman, Green, Jerome, 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 Green to adjourn at 8:23pm. The motion carried by the following vote: Aye: 5 - Hausmann, Stehman, Green, Jerome, and Miller City of Collinsville Page 7 Printed on 9/24/2019 City Council Minutes - Final September 9, 2019 Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 8 Printed on 9/24/2019 City Council Minutes - Final September 9, 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 9 Printed on 9/24/2019