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 Tuesday, October 13, 2020 6:30 PM Gateway Center 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, and City Clerk Kim Wasser. Present: 5 - Councilman Tony Hausmann, Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor David Seaton of Heights Community Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Proclamation Recognizing October as Community Planning Month Attachments: Agenda Item Report Proclamation Mayor Miller read the Proclamation and declared October as Community Planning Month. F. BUSINESS PRIOR TO PUBLIC INPUT City of Collinsville Page 1 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 G. COUNCIL DISCUSSION 1. Cityworks Update and Demo Attachments: Staff Memo Deputy City Manager Derek Jackson gave an update and demonstration of the City's new software program, Cityworks. He described the software of an asset management software program and permitting application. The software is web based which allows for easy accessible. The software will work with GIS mapping. He explained how the program will work. He advised all assets will be logged into the system for tracking purposes. Permitting and licensing application will be managed through the program which will allow for submittal, checklist and tracking purposes. He gave an update regarding implementation status to include set up and formatting of work flow by department and hands on staff training. Other aspects of the program are in progress such as building permit work flow. Additional features to be formatted into the software program includes liquor license, video gaming license, landlord licensing, and inventory management. He also mentioned future features the program is capable of - public access portal, map tracking of infrastructure items, asset inventory and restocking. Deputy City Manager Jackson gave a demonstration of the program's process, work flow chart, and update status of work order. Councilman Stehman mentioned the benefits of sharing information, internally with each department and externally with the public. He inquired as to administrators to which Deputy City Manager Jackson advised he is listed as the systems administrator and each department has an assigned project manager. Councilman Green inquire of the time frame for the program to be fully up and running. Deputy City Manager Jackson advised the program will be implemented in phases with final by end of 2021, if not sooner. Councilman Hausmann inquired of accountability as far as who has access to the program to advance work orders up the work flow chart. City Manager Jackson clarified that each user will have their own unique log on in which the system will track their usage as well as privilege settings. Mayor Miller spoke of the benefits of having tracking data logged and readily accessible to others. Deputy City Manager Jackson advised the program is subscription based that includes updates so that program should always be relevant. City Manager Bair spoke of the benefits to customer service access and tracking process. City of Collinsville Page 2 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 H. SPEAKERS FROM THE FLOOR None. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller thanked Councilman Stehman for standing him as Mayor Pro Tem during his (Miller) absence. He spoke of the benefit of having the meetings streamed live on the City's website and advised he watched them while on vacation. While recognizing October as Community Planning Month, he acknowledged Councilmen Stehman, Hausmann and Jerome as previously serving as Chairman on the Planning Commission and thanked them for their service and efforts. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Hausmann mentioned the Tote Me Home program, and spoke of an event he participated in at the Old Herald in which $320 was donated to the program. Councilman Green advised the City and Council reached out to the Food Pantry and organizers of the Tote Me Home program to see how we (City) could help. As a result of that conversation, the City will be collecting specific food items for the Tote Me Home program that can be dropped off at the Gateway Convention Center. She emphasized the need for items as this is an ongoing effort and encouraged donations. Councilman Jerome spoke of the volunteers on the Planning Commission and thanked them for their time and efforts. He mentioned updated mitigation plan allowing for indoor dining and encouraged those wishing to participate to support local businesses while adhering to CDC and state guidelines. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair gave an update regarding COVID Phase 4 mitigation which is now allowing for indoor dining. He too asked that everyone adhere to CDC regulations as a safeguard. Park and Recreation Director Kimberly Caughran highlighted upcoming events: Camp KAHOK Basic Horse Care Class Pumpkin Dash Virtual 5K Egg-Tober Light Up Christmas Parade (reverse style) Elsa and Anna's Gingerbread Workshop Free Box of Meat giveaway Deputy City Manager Jackson advised the Republic Services will be placing a recycling station in Woodland Park. The service is free to residents. He advised the station will be emptied 3 times per week to help with overflow. He asked the public to respectfully use the receptacle for recycled items only, not trash, and if full to not dump the items on the ground but bring them back another day. City of Collinsville Page 3 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. Mayor Miller advised he will be voting on the minutes as he watched the meeting from the City's website while on vacation. 1. Motion to Approve Payment of Bills for the Period Ending October 2, 2020, in the Amount of $979,883.83 Attachments: Agenda Item Report BOARD LIST 09-01-20 INS BOARD LIST 09-18-20 BOARD LIST 09-25-20 2. Motion to Approve Payroll for the Period Ending September 18, 2020, in the Amount of $727,734.06 Attachments: Agenda Item Report BRD LST 09-25-20 3. Motion to Approve Minutes of the September 22, 2020 Council Meeting Attachments: Agenda Item Report Minutes 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 Stehman, seconded by Councilman Hausmann, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Refunding Certain Liquor License Fees Resulting From and In Relation to COVID 19 Attachments: Agenda Item Report Ordinance Deputy City Manager Jackson advised this ordinance would refund the establishments who paid for a City of Collinsville Page 4 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 subclass license to allow for a beer garden and/or sidewalk dining in 2020. The refund is an effort to assist local restaurants and bars who were negatively impacted by COVID regulations that restricted indoor dining. Due to COVID, the City had implemented a temporary outdoor dining option for all establishments at no cost. He advised the total refund amount at $1,950. Councilman Stehman thanked staff for finding an avenue to help business owners. A motion was made by Councilman Green, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Resolution in Support of the City's Illinois Transportation Enhancement Program (ITEP) Funding Application (St. Louis Road Streetscape Improvements) Attachments: Agenda Item Report Resolution Project Location Map City Engineer Troy Turner advised this resolution demonstrates the City's support of the St. Louis Rd. Streetscape project and allows the City to apply for ITEP funds. He identified the location for the improvements the funds would be applied towards as the intersection of Main St. and St. Louis Rd., south down St. Louis Rd. to Cedar Street. Improvements include new curb, sidewalk, street lighting, landscape, bike lanes, and pedestrian accommodations. The improvements would be done in a multi-phase approach that would consist of a couple of years to complete. He advised phase 1 improvements are estimated to cost $1.3 million, requesting $1,040,000 in Federal funds with City match at $260,000. A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Resolution to Authorize the Appropriation of Funding for the Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (2021 MFT General Maintenance Program) City of Collinsville Page 5 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 Attachments: Agenda Item Report Resolution Estimate of Expenditure City Engineer Turner advised this resolution authorizes the use of MFT funds to pay for street maintenance materials and labor. A motion was made by Councilman Stehman, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Resolution Appointing Members of the Park and Recreation Advisory Commission (Laura Gottschalk) Attachments: Agenda Item Report Resolution Director Caughran advised the City received an application from Laura Gottschalk to volunteer as a member on the Park and Recreation Advisory Commission. She introduced Mrs. Gottschalk and advised she would be an asset to the board. If approved, Mrs. Gottschalk will be appointed to a 3 year term. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, 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): 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 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 City of Collinsville Page 6 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Hausmann to adjourn at 7:30 pm. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 7 Printed on 11/3/2020 City Council Minutes - Final October 13, 2020 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 8 Printed on 11/3/2020