Administrative & Community Services Committee

AGENDA Meeting Date: Wednesday, November 10, 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 October 28, 2021 ACS meeting pg.3 2. Correspondence & Announcements: A. Monthly Building Permit Report – October 2021 pg.6 3. Council Matters A. FILED FOR SECOND READING: 1) Approval of an Ordinance Amending Chapter 106 (Taxation) Section 106-326 of the Codified pg.19 Ordinances of Edwardsville, Illinois (Municipal Hotel/Motel Tax) B. NEW ITEMS: 1) Approval to award the RP Lumber – The CENTER FFE Contract to Louer Facility Planning, Inc. in the pg.22 amount of $177,698.77 2) Approval of RASE Board Items from November 2, 2021 pg.24 a) Christmas Ugly Sweater 5K – Trinity Lutheran Ministries on December 11, 2021 3) INFORMATION ONLY: Lusk Memorial Park C. ITEMS HELD IN COMMITTEE: 4. Boards & Commissions: A. Plan Commission B. Zoning Board of Appeals C. Human Relations Committee D. Historic Preservation Commission E. Recreation, Arts and Special Events Board 1) Recreation Report – November 2021 pg.39 2) Recreation Quarterly Report pg.40 3) Program Report – November 2021 pg.46 4) Program Quarterly Report pg.47 F. Edwardsville Beautification and Tree Commission G. Library Board H. Band Board I. Cool Cities 5. Old Business: 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 6. New Business: 7. Next ACS Meeting: Thursday, December 2, 2021 at 5:00 p.m. in City Hall Council Chambers,118 Hillsboro Ave 8. Adjournment CITY COUNCIL MEETING: Tuesday, November 16, 2021 at 7:00 p.m. in City Hall Council Chambers, 118 Hillsboro Ave pg.2 AGENDA Administrative and Community Services Committee Minutes October 28, 2021 5:00 P.M. at City Hall Approved Date: ________________________________ Signature: _____________________________________ PRESENT: EXCUSED: Will Krause Janet Stack Jack Burns Emily Fultz Eric Williams Nate Tingley Mike Fillback James Arnold Kevin Head Jeanne Wojcieszak Chuck Bolinger Elizabeth Grant Jennifer Warren Justin Venvertloh John & Reneé Falcone Ezra Temko Paul Pitts PUBLIC COMMENT: None 1. Approval of minutes from the October 14, 2021 ACS meeting – Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 2. Correspondence & Announcements: A. Letter from Plan Commission regarding Ironworks PUD Amendment B. Letter from Zoning Board of Appeals regarding a Special Use Permit for 6181 Bennett Dr. C. Letter from Zoning Board of Appeals regarding a Variance for 1425 McCoy Dr. 3. Council Matters A. FILED FOR SECOND READING: None B. NEW ITEMS: 1) A Resolution Authorizing an Amendment to Ironworks PUD Development Plan and PUD Site Plan. This is the lot that is seen on the right as driving into Ironworks at the corner of the entrance drive and Plum St. This building will be used as a credit union 1 pg.3 AGENDA with some storage space in the basement. The drive thru lanes will be on the North side of the building. – Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 2) A Resolution Approving a Special Use Permit for 6181 Bennett Dr. This is for proposing a financial constitution including a drive thru. Staff does not have any traffic issues or site issues here. This has been unanimously recommended at Zoning Board of Appeals. This will be on the corner of Governors Pkwy. & S. State Route 157. – Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 3) A Resolution Approving a Variance for a Setback at 1425 McCoy Dr. If this variance would be approved by City Council their next step would be vacating the current easement on their property so that they can place a permanent structure within that easement. He would like to build approximately four feet from the rear property line. The primary finding of fact is the self-imposed hardship. Illinois State statute requires municipalities to review Zoning Board applications strictly upon six criteria. One of those criteria is meeting the self-imposed hardship. Mr. Falcone presented a letter to Staff and also wanted to clarify that the rear setback is 4.3 ft. but the variance is only 3 ft. – Motion to approve (Krause), seconded (Stack) and voted nayes to forward to Council 4) A Resolution Approving an Annexation Agreement Concerning 1 Robinwood Ln. This way the residents may tap into the City’s water system. This is a standard water annexation agreement. – Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 5) Approval of an Ordinance Amending Chapter 106 (Taxation) Section 106-326 of the Codified Ordinances of Edwardsville, Illinois (Municipal Hotel/Motel Tax). This ordinance removes the word ‘overnight’ and changes references to the city collector and the city treasurer to the Department of Finance. – first reading – Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 6) INFORMATION ONLY: Leclaire Water Tower repairs and painting – This has not been serviced for 30 to 40 years. An inspection was conducted March 24, 2021. A structural engineer gave a rough estimate of $495,000.00 to refurbish. This would include rust jacking and structural repairs. Kevin Head wants the Aldermen to determine if this is a Parks improvement item or a Capital Equipment item that would be added. As the New Year approaches this needs to be thought about and planning needs to be discussed. 7) INFORMATION ONLY: Discussion of City Plaza and Ninian Edwards Statue activities to date – June of this year the statue was removed from its pedestal but remains in City Plaza. At a future date, to be determined, there will be an installation of interpretive panels at City Plaza to address the history of Ninian Edwards. A point of contact with SIUE has dedicated their time to write a nine page background of Mr. Edwards. The language will need to be condensed as the design of the panel will not fit it all. In order to fit on the panel, it will need to be taken out of paragraph form. Will Krause recommends that a QR Code will be included at the bottom of the panels so that individuals who would like to learn more will be able to access the entire nine page background. 2 pg.4 AGENDA Ezra Temko was present and read a statement. He hopes that the interpretive panel includes a perfect context regarding Mr. Edwards legacy on promoting slavery and supporting genocide against indigenous communities. He feels that City Plaza is not the best placement for his statue. Paul Pitts was also present and wants the statue down. He feels that the history on the panel reflects Mr. Edwards’ true contribution to our city and to our state. He thinks that the panel should be reflective and transparent of our history. C. ITEMS HELD IN COMMITTEE: None 4. Boards & Commissions: A. Plan Commission – Minutes 09/20/21 B. Zoning Board of Appeals – Minutes 08/23/21 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 09/16/21 5. Old Business: None 6. New Business: None 7. Next ACS Meeting: Wednesday, November 10, 2021 at 5:00 pm in City Hall, 118 Hillsboro Ave. 8. Adjournment – Motion to adjourn (Krause), seconded (Stack) CITY COUNCIL MEETING: Tuesday, November 2, 2021 at 7:00 p.m. at City Hall Council Chambers, 118 Hillsboro Ave. 3 pg.5 AGENDA 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 DATE: 10/28/2021 ACTION ITEM TITLE: Approval of an Ordinance Amending Chapter 106 (Taxation) Section 106-326 of the Codified Ordinances of Edwardsville, Illinois (Municipal Hotel/Motel Tax) ORIGIN: Department of Public Works, Division of Planning and Zoning SUMMARY: The City Council has previously adopted Section 106-321 to levy and impose a tax upon the privilege of renting a hotel or motel room within the City at the rate of nine percent (9%) of the rental or leasing charge for each such hotel or motel room rented for each twenty-four- hour period or any portion thereof. This ordinance removes the word ‘overnight’ and changes references to the city collector and the city treasurer to the Department of Finance. In addition, this ordinance changes the allocation of the proceeds of the tax to the following: .5% Community Redevelopment 1.5% Tourism and Marketing 1% Special Parks 6% Debt Service towards new parks or park improvements. RATIONALE: The removal of the word “overnight” recognizes the impact of all non-resident visitors. The Special Event grant program will be funded by the General Fund and coordinated by the Department of Parks and Recreation. The additional funding for park improvements is necessary to address repairs and improvements needed at the City’s parks. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: N/A SUGGESTED COUNCIL ACTION: Staff recommends approval. pg.19 AGENDA ORDINANCE NO. __________________________ ORDINANCE AMENDING CHAPTER 106 (TAXATION) SECTION 106-326 OF THE CODIFIED ORDINANCES OF EDWARDSVILLE, ILLINOIS (Municipal Hotel/Motel Tax) WHEREAS, the City of Edwardsville, Illinois is a home rule municipality pursuant to Article VII, Section 6 of the Constitution of the State of Illinois of 1970 and may exercise any power and perform any function pertaining to its government and affairs, including the power to tax; and WHEREAS, the City Council has previously adopted Section 106-321 to levy and impose a tax upon the privilege of renting a hotel or motel room within the City at the rate of nine percent (9%) of the rental or leasing charge for each such hotel or motel room rented for each twenty-four-hour period or any portion thereof; and WHEREAS, the City Council finds that the proceeds of the Municipal Hotel/Motel Tax should continue to be used to promote tourism along with supporting the City’s special parks; improvement to the City’s parks; and support to the City’s community redevelopment fund; and WHEREAS, the City Council finds that the proceeds from the Municipal Hotel/Motel Tax should be redistributed as follows; .5% for community redevelopment; 1.5% for tourism and marketing; 1% for special parks; and 6% for debt service towards new parks or park improvements; and WHEREAS, the City Council deems it to be in the best interest of the City of Edwardsville to amend Section 106-326 to remove “overnight” and changes references to the city collector and city treasurer to the Department of Finance. NOW THEREFORE, be it ordained by the City Council of the City of Edwardsville, Madison County, Illinois, as follows: SECTION 1. RECITALS. The facts and statements contained in the preamble of this Ordinance are found to be true and correct and are hereby adopted as part of this Ordinance. SECTION 2. AMENDMENT. The Codified Ordinances of Edwardsville, Illinois Section 106-326 is hereby amended as shown below: Sec. 106-326. Proceeds of tax and fines. (a) Tourism fund. The proceeds of taxes, interests, penalties and fines under this article shall be placed into a fund solely to promote tourism, marketing, special events, special parks, park improvements and conventions to and within the municipality or otherwise attract nonresident overnight visitors to the municipality. Said fund shall be hereafter referred to as the "Tourism fund." The Tourism Fund proceeds from the 9% Hotel/Motel Tax shall be allocated as pg.20 AGENDA follows: .5% for community redevelopment; 1.5% for tourism and marketing; 1% for special events; 1% for special parks; and 6% for debt service towards new parks or park improvements. No proceeds under this article paid into said fund shall be used to advertise for or otherwise promote new competition within the hotel business. The Department of Finance city clerk's office and the city treasurer's office may each be reimbursed for their actual expenses of administering and collecting the tax imposed herein up to five percent of the taxes, interest, penalty or fines collected, each year. The legal and judicial department and budget may be reimbursed for all expenses of collection and reasonable attorneys' fees as awarded and paid, in any action to recover taxes, interest or penalty or to prosecute violations. (b) Purpose and duties. The finance committee of the city council shall establish a process for accepting requests for funding, review requests for funding, and make recommendations to the city council for action. SECTION 3. SEVERABILITY. All ordinances or parts of ordinances in conflict with, or inconsistent with the provisions of this Ordinance are hereby repealed to the extent of any such conflict or inconsistency. SECTION 4. REPEALER. All ordinances, resolutions, and parts of ordinances and resolutions in conflict with this Ordinance are hereby repealed. If any part or portion of this Ordinance shall be declared invalid by a Court of competent jurisdiction, such partial invalidity shall not affect the remainder of this Ordinance. SECTION 5. EFFECTIVE DATE. This Ordinance shall be in full force and effect immediately upon its passage and publication as provided by law. ADOPTED this ________ day of _______________________, 20__, pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: ABSTENTION: APPROVED by me this _______ day of ___________________, 20____. BY:_____________________________________ Art Risavy, Mayor ATTEST, this _________ day of ______________________, 20___. BY:__________________________________ Michelle Boyer, City Clerk pg.21 AGENDA DATE: 11/8/2021 ACTION ITEM TITLE: Approval of the bid by Louer Facility Planning, Inc. for the purchase, delivery and installation of furniture at the RP Lumber Center. ORIGIN: Parks and Recreation SUMMARY: Approval of the bid by Louer Facility Planning, Inc. for the purchase, delivery and installation of furniture at the RP Lumber Center. RATIONALE: Louer Facility Planning, Inc. provided the lowest bid while providing all furniture within spec. The Edwardsville Junior Service Club will reimburse the City of Edwardsville for the cost, delivery and installation of the furniture for the Teen Center, study room and outdoor patio. The City of Edwardsville will cover the cost of the rest of the building’s furniture, delivery and installation. The bid document holds Louer Facility Planning, Inc. to ordering the furniture no later than November 30th to allow for enough lead time for said furniture to be delivered on time. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: N/A SUGGESTED COUNCIL ACTION: Approval pg.22 AGENDA RP Lumber - The CENTER - Furniture, Fixtures, Equipment Bid Opening: November 4, 2021 at 2:00 PM Attended By: Desiree Gerber, David Sirko, Ashley Spain, Phil Zamora, Emily Nevil (Working Spaces) Louer Facility Modern Business Planning, Inc. Interiors Henrickson C.I. Select Working Spaces Robin Alley Group As Read Bid $177,698.77 $177,860.49 $187,136.43 $188,868.91 $238,170.54 Non-Responsive Corrected $177,698.77 $177,860.49 $186,284.78 $188,264.55 $237,029.85 Non-Responsive Bid pg.23 AGENDA EDWARDSVILLE PARKS DEPARTMENT MEMORANDUM To: Will Krause, Chairman Administrative & Community Services From: Catherine Keck, Office Assistant Parks and Recreation Date: Wednesday, November 3, 2021 Subject: Forwarded Items from Recreation, Arts & Special Events Board At the regular meeting of Recreation, Arts & Special Events Board on Monday, November 2, 2021 the Board reviewed the following request for Community events: a. CHRISTmas Ugly Sweater 5K – Trinity Lutheran Ministries on December 11, 2021 The Ugly Sweater 5K was approved with the adjustment of route to utilize more of the MCT trails and no rain date. 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 are to be discussed and voted on by ACS and then to the City Council. pg.24 AGENDA pg.25 AGENDA pg.26 AGENDA pg.27 AGENDA pg.28 AGENDA pg.29 AGENDA pg.30 AGENDA 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 AGENDA pg.43 AGENDA pg.44 AGENDA pg.45 AGENDA pg.46 AGENDA pg.47 AGENDA pg.48 AGENDA pg.49