Administrative & Community Services Committee

AGENDA Meeting Date: Thursday, August 12, 2021 Meeting Time: 5:00 P.M. Meeting Location: City Hall, Council Chambers 118 Hillsboro Avenue Edwardsville, IL 62025 ADMINISTRATIVE AND COMMUNITY SERVICES COMMITTEE AGENDA Committee Members Will Krause, Chair Janet Stack Jack Burns PUBLIC COMMENT 1. Approval of Minutes from the July 29, 2021 ACS meeting pg.3 2. Correspondence & Announcements: A. Monthly Permit Report – August 2021 pg.7 3. Council Matters A. FILED FOR SECOND READING: B. NEW ITEMS: 1) An Ordinance Amending Chapter 82 (Peddlers and Solicitors) and Appendix B (Zoning) of the City of Edwardsville Code of Ordinances (Food Trucks) – first reading 2) An Ordinance Enacting Procedures for the Reimbursement of Expenses for City Elected Officials – first pg.21 reading 3) Resolution Authorizing the Application for OSLAD Grant Program from Illinois Department of Natural pg.28 Resources 4) Approval of an Amendment to the Professional Services Agreement with Chiodini Architects in the pg.29 amount of $42,000 5) Approval of RASE Board Item from August 3, 2021 pg.31 a) Whitley’s Wishes Softball Tournament – 10/01/21 C. ITEMS HELD IN COMMITTEE: 1) An Ordinance Abating the Educational Impact Fee 4. Boards & Commissions: A. Plan Commission B. Zoning Board of Appeals C. Human Relations Commission D. Historic Preservation Commission E. Recreation, Arts and Special Events Board 1) Recreation Report – August 2021 pg.37 2) Recreation Quarterly Report pg.38 3) Program Report – August 2021 pg.40 4) Program Quarterly Report pg.41 F. Edwardsville Beautification and Tree Commission G. Library Board If prospective attendees require an interpreter or other access accommodation, please contact the Edwardsville City Clerk’s office at 618-692-7500 no later than 48 hours prior to the commencement of the meeting to arrange the accommodations. pg.1 AGENDA Administrative & Community Services Agenda Page 2 of 2 H. Band Board I. Cool Cities 5. Old Business: 6. New Business: 7. Next ACS Meeting: Thursday, September 2, 2021 at 5:00 p.m. in City Hall Council Chambers, 118 Hillsboro Ave 8. Adjournment CITY COUNCIL MEETING: Tuesday, August 17, 2021 at 7:00 p.m. in City Hall Council Chambers, 118 Hillsboro Ave pg.2 AGENDA Administrative and Community Services Committee Minutes July 29, 2021 5:00 P.M. at City Hall Approved Date: ________________________________ Signature: ____________________________________ PRESENT: EXCUSED: Will Krause Janet Stack Jack Burns Eric Williams Emily Fultz Breana Buncher Lieutenant Lybarger Jennifer Warren Kevin Head Jeanne Wojcieszak Nate Tingley Trina Vetter Brittany Johnson Rachel Tompkins Sarah Cundiff Stephanie Malench Kristina Johnson pg.3 AGENDA PUBLIC COMMENT: None 1. Approval of minutes from the July 15, 2021 ACS meeting – Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 2. Correspondence & Announcements: None 3. Council Matters A. FILED FOR SECOND READING: 1) An Ordinance amending Chapter Two, Article VI, Division 3 of the Codified Ordinances of Edwardsville, Illinois restructuring the Public Works Department – This amendment relocates the position and role of the Director of Economic and Community Development into the Public Works Department. This amendment will eliminate the office of Economic and Community Development. Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 2) An Ordinance amending Chapter Forty-Six, Article II, of the Codified Ordinances of Edwardsville, Illinois related to the Deputy Chief of the Fire Department – This is removing the position of the Deputy Fire Chief from an appointed position. Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 3) An Ordinance Abating the Educational Impact Fee – An email was received from the Superintendent of Schools (Patrick Shelton) and the President of the Board of Education (John McDole) requesting that this be held so that the full board can meet and discuss on their August 23, 2021 meeting. According to the City Attorney the impact fees can be used for two purposes: facility acquisition, and land acquisition. This will come back to ACS on September 2, 2021. Motion to hold until September 2, 2021 (Krause), seconded (Burns) and voted all ayes B. NEW ITEMS: 1) Approval of Change Order #2 for the RP Lumber Center Contract to SM Wilson & Co. in amount of $31,771.24 – The two deductions were presented in the initial bid. Staff agrees that it will be advantageous to construct these items off site. The City will expect to see some cost savings by having the contractor furnish and install all concession equipment and this will be funded out of the budgeted FFE line item. There were additional grounding rods that were needing installed along with a few backflow devices. It was agreed that they were justifiable. Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 2) A Resolution Authorizing the Adoption of a Sustainability Plan for the City of Edwardsville – Rachel Tompkins spoke on behalf of Cool Cities. June 10, 2021 the Cool Cities Climate Action Plan was presented with a small preamble. The only change she would like to make to the preamble would be that the City of Edwardsville has been retrofitting buildings since 2003 instead of 2009 as stated. She feels that the current Sustainability Plan is currently better organized and that it pg.4 AGENDA doesn’t have the introduction which talks about climate change but it does include the recommendations to the City to direct sustainability efforts and is asking that the City embrace this document as a guiding document to take this on as a City document. Krause feels that the City is on the right track to moving toward being more resilient. Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council C. ITEMS HELD IN COMMITTEE: None 4. Boards & Commissions: A. Plan Commission B. Zoning Board of Appeals C. Human Relations Commission D. Historic Preservation Commission E. Recreation, Arts and Special Events Board F. Edwardsville Beautification and Tree Commission G. Library Board H. Band Board I. Cool Cities - Minutes 06/22/21 5. Old Business: None 6. New Business: A. Food Truck discussion – Trina, Nate, Kevin, Jeanne, James and Emily met to discuss how they wanted to update the Food Truck Ordinance prior to this meeting. The City agreed that the Special Event requirement was eliminated. This will allow food trucks to operate in Business Districts and in Light Manufacturing Districts. They will only be permitted in Residential Districts if they are part of an approved block party. This does exempt ice cream trucks from the requirements. This allows food trucks to operate from 7 a.m. to 2 a.m. in the Business Districts and 24 hours a day in the Light Manufacturing Districts. They will still need a Business License which they will need to obtain through the Finance Office and also comply with Madison County Health Dept. City Administrator also mentioned that the $75 per event fee will turn into an annual fee of $75. B. Landscape Ordinance discussion – Will Krause spoke on this. He feels that as the community grows, native species is what needs to be focused on. They consume less water and they are more likely to thrive within the City’s climate since they are native to the area. Nate was able to share the landscaping plans for the new RLP Center with the EBTC prior to it going out for bid and took into consideration their constructive criticism. This is an example EBTC is proving that they play the role of making sure the City is getting the right plants in the right climate. pg.5 AGENDA C. Parking Ordinance discussion – Currently it is one space per 300 sq. feet and there is no maximum requirement. This is basically the same as surrounding cities. Will Krause would like to know what can be done to reduce the City’s parking lot requirements or if the City can land bank it for if they want that additional space in the future where it can become code compliant. EBTC has also recommended that a tree be planted if there are many parking spots. D. Mask Policy discussion – Kevin Head wanted to mention that the mask policy was changed as of July 29, 2021. Employees are required to wear their mask anywhere outside of their office. 7. Next ACS Meeting: Thursday, August 12, 2021 at 5:00 PM at City Hall Council Chambers, 118 Hillsboro Avenue 8. Adjournment – Motion to adjourn (Krause), seconded (Stack) CITY COUNCIL MEETING: Tuesday, August 3, 2021 at 7:00 p.m. in City Hall Council Chambers, 118 Hillsboro Avenue pg.6 AGENDA pg.7 AGENDA pg.8 AGENDA pg.9 AGENDA pg.10 AGENDA pg.11 AGENDA pg.12 AGENDA pg.13 AGENDA pg.14 AGENDA pg.15 AGENDA pg.16 AGENDA pg.17 AGENDA pg.18 AGENDA pg.19 AGENDA pg.20 AGENDA DATE: 8/05/2021 ACTION ITEM TITLE: AN ORDINANCE ENACTING PROCEDURES FOR THE REIMBURESEMENT OF EXPENSES FOR CITY ELECTED OFFICIALS ORIGIN: Finance Director and City Attorney’s Office SUMMARY: The City has established policies for reimbursement of travel, training and meal expenses for City employees under the City Personnel Code. Elected Officials and appointed members of City Boards and Commissions are not subject to or regulated by the City Personnel Code since they are not City employees. The attached ordinance establishes rules and procedures for acceptable reimbursable expenses while conducting City business and gives staff guidance on what expenses are allowable RATIONALE: The City of Edwardsville believes stewardship over the use of its limited public resources must be a priority and taken seriously. Public resources should only be used when there is a substantial benefit to the City of Edwardsville. City staff desires to enact procedures for the reimbursement of expenses for the City’s elected officials, to govern the use and expenditure of City resources, as well as the standards against which those expenditures will be measured. Generally recognized reimbursable expenditures for the City’s elected officials include the opportunity to discuss the City’s concerns with other local, state and federal officials, business leaders and developers; participating in local, regional, state and national organizations whose activities affect the City; and attending educational seminars designed to improve the elected officials’ skills and information levels. To ensure there are clear guidelines on reimbursable expenses for City elected officials, the City desires to adopt the procedures outlined in this Ordinance to give direction both to the City’s elected officials and City staff and to ensure that City funds are properly safeguarded. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: Not applicable SUGGESTED COUNCIL ACTION: Staff requests approval of the proposed ordinance. pg.21 AGENDA ORDINANCE NO.________________ AN ORDINANCE ENACTING PROCEDURES FOR THE REIMBURESEMENT OF EXPENSES FOR CITY ELECTED OFFICIALS WHEREAS, the City of Edwardsville, Madison County, Illinois (hereinafter “City”) is an Illinois home-rule municipality; and WHEREAS, the City of Edwardsville believes stewardship over the use of its limited public resources must be a priority and taken seriously; and WHEREAS, public resources should only be used when there is a substantial benefit to the City of Edwardsville; and WHEREAS, the City Council desires to enact procedures for the reimbursement of expenses for the City’s elected officials, to govern the use and expenditure of City resources, as well as the standards against which those expenditures will be measured; and WHEREAS, generally recognized reimbursable expenditures for the City’s elected officials include the opportunity to discuss the City’s concerns with other local, state and federal officials, business leaders and developers; participating in local, regional, state and national organizations whose activities affect the City; and attending educational seminars designed to improve the elected officials’ skills and information levels; and WHEREAS, within the confines and as permissible by the procedures adopted by this Ordinance, the City Council recognizes that: (1) local, legislative and other regional, state and federal agency business is frequently conducted over meals; and (2) sharing a meal to discuss City business is frequently the best opportunity for a more extensive, focused and uninterrupted communication about the City’s policy concerns; and WHEREAS, within the confines and as permissible by the procedures adopted by this Ordinance, the City Council encourages the participation of its elected officials in educational conferences and meetings that can improve the governance of the City; and WHEREAS, to ensure there are clear guidelines on reimbursable expenses for City elected officials, the City desires to adopt the procedures outlined in this Ordinance to give direction both to the City’s elected officials and City staff and to ensure that City funds are properly safeguarded. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EDWARDSVILLE, ILLINOIS: Section 1. The above recitals are incorporated into this Section 1 as if fully stated herein. Section 2. That a new Article XI, Section 701, shall be added to Chapter 2 of the City Code as set forth in Exhibit A. pg.22 AGENDA Section 3. In the event a court of competent jurisdiction finds this ordinance or any provision hereof to be invalid or unenforceable as applied, such finding shall not affect the validity of the remaining provisions of this ordinance and the application thereof to the greatest extent permitted by law. Section 4. All ordinances or parts of ordinances in conflict herewith are hereby repealed; provided, however, that nothing herein contained shall affect any rights, actions, or causes of action which shall have accrued to the City prior to the effective date of this ordinance. Section 5. This Ordinance shall be in full force and effect immediately after its passage and approval. ADOPTED this ________ day of _______________________, 202__, pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: ABSTENTION: APPROVED by me this _______ day of ___________________, 202____. BY:_____________________________________ Art Risavy, Mayor ATTEST, this _________ day of ______________________, 202___. BY:__________________________________ Michelle Boyer, City Clerk pg.23 AGENDA EXHIBIT A Chapter 2 Administration, Article XI. City Elected Officials Expenses and Reimbursements Section 701: City Official Expense and Reimbursement Policy (a) Purpose. The City Elected Official Expense and Reimbursement Policy is hereby adopted and has been created to provide guidelines for the appropriate use of, and accountability for, the expenditure of City taxpayer dollars while conducting official business on behalf of the City of Edwardsville. These procedures encourage effective administration and provide internal controls over reimbursements of business expenses by City Elected Officials. It is the policy of the City to reimburse City Elected Officials for reasonable and necessary expenses incurred while engaging in authorized official City business. (b) Applicability. This policy is applicable to the City’s Elected Officials, namely the Mayor, Clerk and Aldermen of the City of Edwardsville and appointed members of City Boards and Commissions who are not subject to or regulated by the City Personnel Code. (c) Oversight. The City Administrator and Finance Director are responsible for enforcing the City Elected Official Expense & Reimbursement Policy, including: 1. Requiring the establishment and maintenance of records accounting for funds reimbursed; 2. Establishing appropriate forms for expense reimbursement requests; 3. Performing periodic audits of expense reimbursements; and 4. Making final determinations as to whether an expense is subject to reimbursement. (d) Allowable Expenses Subject to City Reimbursement. An allowable expense is defined as “an activity that will serve as a benefit to the City as a body, and at the same time is directly related to the functions of government”. Expenses must be for legitimate City governance purposes. Expenses that are not approved or are inadequately documented will not be reimbursed. If the expense involves airline travel and/or a hotel stay, a Pre-Approval Form must be completed and approved by the City Administrator prior to the event and such travel is subject to the City’s general Travel Policy. As long as the other requirements of this policy are met, all forms as may be prescribed are completed, any necessary pre-approvals are granted, and the City has budgeted for the expense, the following shall be allowable expenses subject to reimbursement by the City: 1. Hotel Stays. Hotel stays, when attending, in the capacity of a City elected official, a meeting, seminar or conference, at a location no closer than 75 miles from City Hall. The City Administrator shall have the discretion to waive the 75 miles restriction in cases of emergency or extenuating circumstances related to the timing of the meeting and/or travel conditions. pg.24 AGENDA 2. Meals. The following meals may be reimbursed: (1) meals associated with City business when the business meal is with one or more representatives of another local, state or national government agency, who is meeting in their official capacity for that unit of government, to discuss a policy position of the City that involves the other local, state or national government agency; (2) meals associated with City business when the business meal is with a developer, business owner, or representative of a community organization where the primary purpose is to discuss a City initiative or proposal involving the City and the other party to the meal; and (3) meals while attending, in the official capacity of a City elected official, a conference, seminar or meeting located outside of Edwardsville subject to the IRS reimbursement rates. Gratuities are limited to a maximum of 20% of the total bill. Unless other criteria are met, meals with other City Elected Officials to discuss City business shall not be subject to reimbursement. The meals of those dining with the elected official shall not be subject to reimbursement by the City. 3. Mileage. Mileage will be reimbursed for elected officials attending, in their capacity of a City elected official, offsite training, seminars, meetings, or other official City business as authorized at the IRS mileage reimbursement rate. However, no reimbursement shall be provided for attendance at City meetings and other official meetings of the City. 4. Parking. Parking will be reimbursed for elected officials attending offsite training, seminars, meetings or other official City business as authorized, provided original receipts are submitted. However, no reimbursement shall be provided for attendance at City meetings and other official meetings of the City that are located at City Hall. 5. General Transportation Costs. Transportation and tolls will be reimbursed for elected officials attending offsite training, seminars, meetings, or other official City business as authorized, provided receipts, cancelled tickets, ticket stubs, or other proof of the incurred expense are submitted. Transportation may include, but is not limited: public transportation, ride sharing services and taxi cabs. However, no reimbursement shall be provided for attendance at City meetings, including City Council and other official meetings of the City. 6. Materials. Educational materials, including books and training materials, related to official capacity of the City elected official. 7. Seminar Costs. Registration fees associated with attending conferences and seminars related to the roles and functions of the elected official and/or the City. 8. Community Luncheons. Registration and/or fees associated with attending luncheons or dinners sponsored by community, business and/or economic development groups, where the City elected official attends as a representative of the City. The reimbursement of any expenditures of a type other than those described above require approval of the City Council. (e) Prohibited Expenditure Reimbursements. The following shall be considered expenditures that are prohibited from being reimbursed: pg.25 AGENDA 1. Political contributions 2. Personal (non-City business) meals, travel or entertainment 3. Personal items or gifts unless given in an official capacity (e.g., Sister City trips, etc.). 4. Alcoholic beverages (except for special events where that cost is included in the ticket price) 5. Home expenses, including home telephone or internet services 6. Traffic citations, parking fines or penalties 7. Refreshments/supplies for non-business related special events 8. Golf outings where the registration fee is designed to raise money for a not-for-profit organization. 9. Family expenses, including partner’s expenses, when accompanying the City elected official on City-related business, unless said person is likewise acting in an official capacity on behalf of the City at the request of the City and as approved by the City Administrator or City Council. 10. Unsubstantiated expenses (f) Expense Reimbursement Procedures. As soon as possible, but at all times, no later than forty-five (45) days following the conclusion of the event, or the incurring of the expense, the City Elected Official must submit to the Finance Director, an Expense Report form detailing the expenses incurred. The request shall be on a form prescribed by the Finance Department and must include, at a minimum, the following information: 1. Proof of payment 2. If the expense is for travel (i.e., hotel stay and/or airfare), an approved travel expense report must accompany the submission, along with the appropriate receipt information. 3. For meals, a full receipt (including itemized details of what was ordered), the names of those in attendance, including their title and interest, and the business purpose of the meal. 4. For all other expenses, receipts must be submitted, with a detailed description of the business purpose for the expense. 5. The City Administrator and Finance Director must sign off on all Expense Reimbursement requests prior to the reimbursement being made. (g) City Issued Credit Cards. No City Elected Official shall be given or have access to a City issued credit card. However, nothing within this Policy shall prohibit an elected official from requesting that the City Administrator, or his or her designee, place a purchase on a City credit card so long as it an allowable expense and any necessary pre-approval forms have been completed and approved if the purchase is for a hotel or airfare. pg.26 AGENDA (h) City Catered Meals. From time-to-time, the City will host a meal or provide food as part of a City meeting with community leaders, business leaders, developers or staff. Nothing herein shall prohibit a City elected official from participating in such a meal or meeting. The City shall not, however, provide food prior to or during City Council meetings without a separately related purpose or limited situations where the food is provided as part of the meeting (e.g., works session involving budget discussions, etc.). (i) Policy and Reimbursement Questions. Any question from an elected official, the City Administrator or Finance Director related to this policy or a reimbursement shall be submitted in writing to the Corporation Counsel. Within 7 days of submission of the question, the Corporation Counsel shall submit a written response to the question with a copy to the City Administrator, Finance Director and City Council. pg.27 AGENDA pg.28 AGENDA DATE: August 11, 2021 ACTION ITEM TITLE: Approval of an Amendment to the Professional Services Agreement with Chiodini Architects in the amount of $42,000 ORIGIN: Public Works SUMMARY: This item is to approve professional engineering services to provide interior design services for the furniture selection, specifications, and installation at the RP Lumber Center. RATIONALE: Chiodini Architects was selected from the RFQ process to provide interior design services for the furniture selection, specifications, and installation at the RP Lumber Center. This amount will come out of The Center’s FFE budget. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: Not Applicable SUGGESTED COUNCIL ACTION: Approval pg.29 AGENDA pg.30 AGENDA EDWARDSVILLE PARKS DEPARTMENT MEMORANDUM To: Will Krause, Chairman Administrative & Community Services From: Trina Vetter, Special Events Coordinator Parks and Recreation Date: Monday, August 9, 2021 Subject: Forwarded Items from Recreation, Arts & Special Events Board At the regular meeting of Recreation, Arts & Special Events Board on Tuesday, August 3, 2021 the Board reviewed the following requests for Community events: a. Whitley’s Wishes - Softball Tournament on October 1, 2021. Whitley’s Wishes Softball Tournament was approved as it stands with the addition of a request by the by the organization to waive the application fees and city staff fees. The event will be over 3 days at Vadalabene Park. The organization staff the event with their volunteers other than a Sports Supervisor to monitor alcohol sales. Funds raised by the tournament will go to cancer research and local sponsorships. The organization has not been charged historically and will be requesting a waiver of fees formally through the Finance Committee. The event was approved and reviewed by the Recreation, Arts & Special Events Board. The event has also been reviewed by a representative from the police department. The Board recommends the Administrative and Community Services Committee approve the above event for forwarding to the City Council at the next meeting. The issue of waived fees is to be discussed and voted on by Finance Committee and then to the City Council. pg.31 AGENDA pg.32 AGENDA pg.33 AGENDA pg.34 AGENDA pg.35 AGENDA pg.36 AGENDA pg.37 AGENDA pg.38 AGENDA pg.39 AGENDA pg.40 AGENDA pg.41 AGENDA pg.42