City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Nancy Moss Councilman Jeff Kypta Councilman Jeff Stehman Councilman Cheryl Brombolich Mayor John Miller City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, January 23, 2017 7:00 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 7:00pm. B. ROLL CALL Also present was City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser. Present: 5 - Councilman Nancy Moss, Councilman Jeff Kypta, Councilman Jeff Stehman, Councilman Cheryl Brombolich, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Jeff Young of the First United Presbyterian Church. D. PLEDGE OF ALLEGIANCE Lead by Collinsville student Megan Roseman and recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS Mayor Miller introduced Collinsville student Megan Roseman who was selected to attend a leadership academy in Washington D.C. Megan participated as a leader for the day at various municipal buildings for the City of Collinsville. Employees donated money to help defray the expenses for Megan's trip to Washington D.C. Mayor Miller presented Megan with a check in the amount of $305.00 which was collected from the City employees. F. BUSINESS PRIOR TO PUBLIC INPUT City of Collinsville Page 1 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 1. Ordinance Amending Multiple Sections of the City of Collinsville Zoning Ordinance to Establish Definitions and Regulations Related to Artisan/Maker Boutiques and Food Halls Attachments: Agenda Item Report Ordinance Staff Report PCMinutes011217 Overview by Community Development Director David Bookless, who advised the need recently came about to allow for boutique manufacturing options within the business districts instead of just the industrial areas. The City has been approached by small business owners looking to locate to the Uptown area. He explained an artisan/makers consist of small handcrafted items such as leather, glass, whiskey, coffee, etc. along with a retail area to sell their crafts. Planning Commission established performance measures to prevent these manufacturers from producing smells and noises that could disturb the surrounding neighbors. He also spoke of a new trend known as a food hall and described it as being similar to a mall food court without the mall setting. Food halls usually consist of 3 or more kiosk vendors along with a shared eating area. Planning Commission held a public hearing on January 12 and voted unanimously to recommend approval of the proposed amendments. Councilman Brombolich inquired of a special use permit and Director Bookless advised the food hall would be permitted by right in all business districts. Mayor Miller confirmed that they would be subject to regular health inspections by the County and Director Bookless agreed. Councilman Moss endorsed the project to allow for artisan/makers boutiques in the Uptown area as a draw. Councilman Brombolich thanked the Planning Commission for progressive thinking. A motion was made by Councilman Moss, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Approving a Planned Development District, P-B4 Planned Commercial District (Motomart Beltline & Vandalia) City of Collinsville Page 2 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Attachments: Agenda Item Report Ordinance Staff Report Site Plan Minutes Director Bookless displayed an aerial map of the proposed site for the new Motomart (Beltline at Vandalia). The site will encompass the former Danny's car wash to the old Baskin Robbins building. He also displayed pictures of other Motomarts recently built in the area as an idea of what the building will look like. The rezoning will allow for a gas station, convenient store and drive through car wash at this location. Applicant submitted several items of relief to the Planning Commission on January 12 which included front yard and drive aisle setbacks, minimum distance of car wash to a residence, as well as parking spaces. Commission voted unanimously to recommend approval of rezoning. Councilman Brombolich inquired of the issues regarding screening that were mentioned at the public hearing. Director Bookless advised the issues have been addressed by the applicant to move fencing. Mayor Miller spoke highly of the proposed development and inquired of the start date. Brian Pendleton, of FKG Oil d/b/a Motomart, indicated the interior design has not been finalized but once approved, construction will start mid summer. Councilman Moss inquired of the normal time frame of completion. Mr. Pendleton advised this site will take approximately a month to demolition and then 150-180 days to build. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Approving a Planned Development District, P-B2 Planned Limited Commercial District (Villas of Holly Brook) Attachments: Agenda Item Report Ordinance Staff Report Site Plan Minutes Director Bookless showed an aerial view of proposed site of the Villas of Holly Brook. He advised the applicant is seeking to rezone the property at 121 S. Bluff to accommodate a development that would consist of 60 independent living apartments and 28 bed memory care facility. Due to site restrictions, relief for setback requirements, parking and landscaping was submitted to the Planning City of Collinsville Page 3 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Commission. Commission discussed dumpster screening and parking to which the applicant is willing to work with staff regarding request. Commission voted unanimously to conditionally approve site plan with minor amendments to be approved by staff. He showed an video animation of the proposed facility. He spoke of the gated emergency lane at the rear of the building. Councilman Stehman inquired of the width of the emergency lane. Director Bookless advised it is a 12' wide, one-way road for emergency vehicles only that was requested by the Fire Department so they would have access to the rear of the building and help with evacuating residents, if necessary. Councilman Stehman indicated the minimum width is 18' for a fire access road and asked that he confirm with the Fire Marshal per Fire Code requirements. Councilman Moss advised he (Bookless) described the apartments as independent living but thought they were actually an assisted living facility to which Director Bookless confirmed they are assisted living. She inquired of the entrance area location. Director Bookless advised it would be south of the W. Main and Rt. 157 intersection. Councilman Brombolich asked if the Planning Commission was okay with staff resolving the parking space situation and he indicated they were as it was at their direction to do so. A discussion was had regarding parking. City Manager Bair advised the emergency access lane was designed by the Fire Marshal but staff with discuss concerns with Fire Chief Edmond. He also advised the entrance is the facility exceeds 1,000 feet south of Main St. intersection. A motion was made by Councilman Kypta, seconded by Councilman Moss to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION 1. Gateway RV Incentive Request Attachments: Gateway RV Memo Gateway RV Pro Forma Forecasted Sales Tax Revenue Preliminary Development Agreement Approved Site Plan City Manager Bair advised that Gateway RV incentive request is up for discussion and with Council's guidance an agenda item may following as New Business on February 13th Council meeting. He City of Collinsville Page 4 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 advised that Gateway RV is located at the site of the former Randy's Trailer Town. They have made several improvements to the site and are experiencing business growth. They wish to expand their business to include power sports. The $100,000 incentive request is to help expand the site by 6,000 SF to accommodate the additional merchandise for a total project cost of approximately $628,000. Owner anticipates sales revenue of over $11 million for 2017. He advised that the recommendation in the memo includes business district taxes but after talking with Corporate Counsel the redevelopment agreement does not include business district taxes. Based on previous TIF conversations, he removed what has been deemed ineligible costs which removed approximately $148,000. The $100,000 incentive amount represents 15.9% assistance based on the $628,000 project cost. He explained that this is a reasonable request as the typical requests are between 30-40%. He further explained that Finance Director Tamara Ammann reviewed their pro forma and projected their Business District sales tax to be about $4,700 annually. City Manager Bair explained that an "up front" assistance was requested which is not consistent with past practice. He explained that a more acceptable approach would be a combination of business district taxes so that when their sales increase, the rebate would be higher as well as a TIF incentive since their are site and stormwater improvements associated with the development. He advised there is validity to the request of $100,000 in incentives for the project and that it is consistent with how Council has considered parameters of such awards. The combination of TIF and Business District revenue should yield a payback in about 10 years. He explained that sales tax revenue is projected to be over $116,000. Councilman Stehman inquired if the existing rock lot is scheduled to be paved during this project. Chris Byron, Attorney for Gateway RV, advised they are willing to address the rock lot area. A discussion was had as to what portion of the lot is gravel and what was previously improved to pavement. Community Development Director David Bookless displayed an aerial view of the site to show what portion of the lot was gravel. An unidentified gentleman with Gateway RV explained that a retaining wall was built which allows for drainage along the frontage. He indicated that approximately 5% of their product is displayed on the rocked area and is rotated on a regular basis. Councilman Brombolich inquired if that section is the only part that is gravel and he explained that everything is paved except this small section. City Manager Bair clarified that the increase in the EAV for this property would be rebated back upon substantial completion, as well as the business district taxes. He indicated the draft agreement (that was in the packet) will need to be changed to reflect the combination of TIF and Business District. Councilman Stehman inquired of the boundary lines for the new TIF and Business District. City Manager Bair explained that this property is within the new Southwest Corridors TIF and Business District. Attorney Byron displayed some drawings of the proposed expansion. City of Collinsville Page 5 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 City Manager Bair explained that titled vehicles are excluded from business district sales tax but apparel and accessories are not. H. SPEAKERS FROM THE FLOOR Beverly Hopper identified herself as a representative from Sloan's Pub House. She spoke of the limited liquor hours. She mentioned TIF funds they received. She indicated they have 25 employees and 99% live in Collinsville. She mentioned Sloan's supports other local businesses in town and listed them. Karen McReynolds spoke of drug testing of city officials. She suggested Collinsville adopting a new slogan called citizens first and focus on what is in the best interest in the citizens of Collinsville. She mentioned the need of an updated organizational chart on the City's website. She spoke of the amount of time allotted for public input. She suggested a yearbook of City employees. Robert Thiel thanked Council for allowing him time to speak. He spoke of trash automation but believes bulk pick up should stay at the twice a year schedule. He spoke of the use of social media to solicit feedback from citizens. He indicated he is not in favor of the Southwest Corridors TIF and Business District. He mentioned a City truck looked into his drainage complaint and mentioned potential drainage issue due to the water treatment plant elevation. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of comments during the Council meeting as being a public forum but indicated anyone can contact him and/or staff during business hours regarding any concerns the public may have. J. COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Moss commented on drug testing of Council members and indicated she did not have the additional information regarding legalities prior to the meeting. She indicated that in the State of Illinois, it is not legal to require drug testing of elected officials. Although not practical or legal, she mentioned the need for random drug testing. Councilman Brombolich commented on the overwhelming amount of development going on in the City. She thanked the Planning Commission and staff for their efforts with moving the City forward. She also commented that the Council does vote on each item with the citizens in mind. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair advised that the H.R. Coordinator is working on a City employee directory. City of Collinsville Page 6 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 He asked Finance Director Tamara Ammann to update the Council and the public on year-end general fund balance. She advised that preliminary numbers are in and it appears the general fund will be at 94% of original budget. She mentioned a budget adjustment item on the agenda but clarified that the amount if very small in comparison to the overall budget. General fund is strong and revenues came in higher and expenditures lower than what was budgeted. He further explained the City, as well as others, are trying to figure out the best way to get resident input. He thanked Councilman Brombolich for acknowledging staff's efforts and indicated staff makes recommendations to the Council with the citizen's best interest in mind. He explained that staff asked for citizens to comment, via Facebook, regarding automated trash services. He further explained that it was not a vote or all-inclusive but feedback opportunity. City Manager Bair advised employees from Public Works looked into the drainage issue concerns on Arnold St. and Collinsville Rd. associated with improvements and are looking into addressing the issues that are the City's responsibility since this was an IDOT project. Public Works Director Dennis Kress advised the standing water on the southside is under IDOT's jurisdiction but water appears to be backing up from the detention areas of I-255 cloverleaf. He indicated it would not be feasible to spend City resources towards a State project. He also advised the City will be addressing the undersized drainage pipes on Arnold St. The township has jurisdiction on the northside of Collisnville Rd. and they have been notified of the drainage issue. City Manager Bair clarified that we address concerned that are not of an immediate emergency through a program approach. This concern will be addressed through a joint effort with IDOT and township. He also advised the catch basin for the middle school will handle stormwater drainage from the treatment plant. Director Kress confirmed that the City has been working with the school district regarding the stormwater drainage and an engineer has reviewed the plans. City Manager Bair also addressed the security concerns associated with the water treatment plant and indicated that it will be a secured facility enclosed with fencing. He also clarified that the new location is actually further from the school building than that of the current water treatment facility. Director Kress agreed that it will be further from the school and advised he never said it (treatment plant) would be a terrorist site; however, what he said was the new site would allow for most of the process equipment to be housed inside the building. He advised they routinely pull out softballs from the clarifier at the current facility. Director Kress also clarified that the entire site elevation will not be raised but only around the building. Councilman Brombolich asked Director Kress to explain what a detention pond does. He explained it is designed to allow stormwater to flow to that basin. The basin has an outlet structure designed to slow the flow of water into drainage. Councilman Moss asked if the pond is treated for mosquitoes to which Director Kress confirmed. L. CONSENT AGENDA City of Collinsville Page 7 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 1. Motion to Approve Payment of Bills for the Period Ending January 12, 2017 in the Amount of $1,095,732.13 Attachments: Agenda Item Report 01-23-17 Board List 12-01-16 Board List 01-06-17 Board List 01-12-17 2. Motion to Approve Payroll for the Period Ending December 30, 2016 and December 31, 2016 in the Amount of $589,630.23 Attachments: Agenda Item Report Board List 12-30-16 Board List Bonus 12-31-16 3. Motion to Approve Minutes of the January 9, 2017 Regular Meeting Attachments: Agenda Item Report 01092017RegMtg.pdf 4. Resolution Appointing Member to the Collinsville Appearance Board (Brad Main) Attachments: Agenda Item Report Resolution Application and Recommendation Letter 5. Resolution Appointing Member to the Collinsville Community Appearance Board (Sharon Main) Attachments: Agenda Item Report Resolution Application and Recommendation Letter 6. Resolution Appointing Member to the Fire Pension Board (Kevin Edmond) Attachments: Agenda Item Report Resolution Mayor Miller asked if the Council wished to pull any items prior to a Motion. No items were pulled. Councilman Brombolich inquired of the 2 payrolls a day apart. Clerk Wasser advised December 30 was regular payroll and December 31 was backpay for Local 520C and civilian sick bonuses. A motion was made by Councilman Kypta, seconded by Councilman Moss, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller City of Collinsville Page 8 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Waiving the City's Jurisdiction with Regard to Real Estate Owned by Billy and Diana Huster (Huster's Subdivision) Attachments: Agenda Item Report Ordinance Plat Maintenance Agreement Minutes Map Community Development Director David Bookless advised the Huster property is within the 1.5 miles jurisdictional boundaries of Collinsville but not within City limits but, by right, the City is allowed to review subdivisions. This is a request of a lot split of 2.49 acres. Staff recommends approval. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Increasing the 2016 Expenditure Budgets in the General Fund, Collins House Fund, Police Vehicle Fund, DUI Court Fine Fund, and Collinsville Crossings Fund Attachments: Agenda Item Report 2016-01 budget adjustment Overview by Finance Director Tamara Ammann, who advised the ordinance would increase the general fund budget as follows: $ 15,000 Administration Dept. - City Hall maintenance $ 26,000 Human Resources - legal services associated with union contract negotiations $198,000 Fire Operations - workers' compensation claims and settlements Ordinance will also increase funds for the following: $ 1,000 Collins House Fund - operating and ground maintenance supplies $ 2,000 Police Vehicle Fund - patrol vehicle purchase $ 10,000 DUI Court Fines Fund - patrol vehicle purchase City of Collinsville Page 9 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 $105,000 Collinsville Crossings Fund - first principal payment was made on the LIST Bonds She advised the same amount was spent from the Police Vehicle and DUI Court Fines Funds for the purchase of police vehicles but the Police Vehicle Fund had more money budgeted than the DUI Court Fines Fund. City Manager Bair advised that unanticipated City Hall maintenance issues arose that needed to be addressed. We are working on a proactive approach to address maintenance issues for the future. He also explained the insurance budgeting will also address some of the costs associated with compensation claims. He reiterated the fact that making the adjustment to accommodate the Collinsville Crossing principal Bond payment is a good thing to have happen. Councilman Moss inquired as to how much higher was the 2016 budget compared to the 2015 budget. Director Ammann advised she did not know but would provide that information later. A motion was made by Councilman Stehman, seconded by Councilman Kypta to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Establishing Salaries/Wages for Full-time, Non-union, Personnel and Part-time Non-union Personnel Attachments: Agenda Item Report Ordinance Hardin Cover Ltr.pdf Hardin Resume Human Resource Coordinator Stacey O'Brien advised the ordinance reflects the additional of Cristen Hardin as a full-time Associate Planner. She explained that this is not a new position but retitled from the Uptown Coordinator/Interim Economic Development Coordinator position which has been vacant since May and was budgeted at $65,000 with $20,000 in benefits. Staff is recommending hiring Ms. Hardin at $50,000 plus $20,000 in benefits. This represents a $15,000 savings. She advised that Ms. Hardin has a Master's degree in Urban Planning and a Bachelor's degree in Business Administration. She was recently employed by the City of Urbana. City Manager Bair clarified the Associate Planner position is support for Economic Development regarding TIF and Business Districts. Position will also assist the Community Development Director in updating the comprehensive plan as well as establishing an economic development plan. Councilman Moss commented that this is not a new position but a restructured vacant position. City of Collinsville Page 10 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Providing for the Purchase of 45 Tasers Model X26P from TASER International Under the TASER 60 Plan Attachments: Agenda Item Report Ordinance Quote Product Card Police Chief Steve Evans advised Taser International no longer services, repairs, or replaces batteries of the model (X26) that the Officers currently carry which were purchased in 2007. Taser Internation has a newer version (model X26P) and eventually, the Police Department will have to purchase the X26P for all Officers. He explained the Taser 60 Plan would permit the Police Department to purchase 45 new Tasers for $55,099.96 with the sum spread out over 5 years. To purchase the same Tasers outright (without the plan) would be $62,230.89. Taser 60 Plan allows for a cost savings of $7,130.93. The Taser has proven to be an essential law enforcement tool. The X26P model has updated technology which prevents excessive deployment and cloud based storage of deployment data. Purchase agreement indicates the Police Department cannot sell or donate the older model Tasers and must destroy them. Taser has included a $100 quote for each Taser destroyed. Older Tasers will be stored in evidence until they are destroyed. Councilman Brombolich inquired of the life expectancy since the old Tasers lasted 10 years. Chief Evans is hopeful that they will but the service agreement is for 5 years. The price includes the service agreement. Mayor Miller asked as to how many departments in Illinois carry Tasers. Chief Evans indicated the vast majority of professional police departments utilize Tasers. Chief Evans indicated the Taser is a vital tool for law enforcement officers. A motion was made by Councilman Moss, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 City of Collinsville Page 11 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Abstain: 0 5. Ordinance Authorizing the Purchase of Three (3) 2017 Ford Utility Police Interceptor Vehicles from Wright Automotive Attachments: Agenda Item Report Ordinance Jack Schmitt Bid Reuther Ford Bid Wright Automotive - State Bid 2017 Overview by Chief Evans, who advised bids were opened on January 9 for the purchase of three 2017 Ford Utility Police Interceptor Vehicles which included trade-ins of 3 Ford Crown Victoria's. The approval of Ford Utility Police Interceptors will continue the successful transition to SUV's neccessary since the discontinuation of the Crown Victoria. Two bids were received: Jack Schmitt Ford - net amount $92,957.42 Reuther Ford - net amount $94,019.00 After bids were received, he directed staff to review state bid for comparison. State bid holder, Wright Automotive, submitted a proposal in the amount of $90,139.00 (after trade-ins). These vehicles are included in the 2017 budget and will be paid for through the Capital Projects Fund. Utilizing the state bid over the lowest bidder saves the City $2,818.42. Staff recommends the purchase of 3 vehicles from Wright Automotive. Councilman Brombolich inquired of the bid process. He explained they originally did not receive a bid from Wright Automotive but checked on what the state bid was afterwards. She asked Corporate Counsel if there was an issue and he (Attorney Steve Giacoletto) indicated there was no issue. City Manager Bair clarified and advised this satisfied the bidding requirement. He further explained the state bid represents many bids and was the cheapest method of purchase. A motion was made by Councilman Kypta, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing the Mayor to Execute a Contract Extension for Trash Services with Republic Services to Facilitate the Automation of Trash Services City of Collinsville Page 12 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Attachments: Agenda Item Report Summary of input received via Facebook Ordinance Proposed Contract City Manager Bair advised this is the result of several discussions regarding the recommendation from staff to extend the contract with Republic Services to accommodate the automation of trash services. Republic Services dropped the rate increase and cap. He explained the extension would extend the contract by 5 year with an expiration of 2026. Statutorily, the City would be required to bid trash and recycling services. He highlighted the changes as being: Price index would be changed from CPI (Consumer Price Index) to WST (Waster Sewer Trash). He explained that this would be required if we went out for bids. Rate cap between 2-4%. The current rate cap is 5%. Director Ammann advised the average rate under the CPI has been 2.1%. The average of the WST index for the same period of time has been 4.5%. He gave a rate comparison. Bulk item pick up would be on demand, two times per year. Republic will provide 1 trash receptacle at no charge with the option of a 65 or 95 gallon receptacle. Based on the need, a 48 gallon receptacle may be obtained. An additional receptacle may be obtained for $2.00 per month. Definition of a "residential unit" was clarified to mean a dwelling with 4 or less units. Larger units are to classified as a commercial user. He spoke of the Collinsville's rate for trash services compared to surrounding communities with Collinsville being at a lower rate cost. Recently, Glen Carbon solicited bids and contracted with Republic Services with automated trash collection and received a rate reduction. When considering the projected increases, Collinsville's rate at the end of the contract (year of 2026) would still be less than Glen Carbon by $1.11 per month. City Manager Bair spoke of the infrastructure impacts the heavy trash trucks have on city streets and indicated 1 trash truck is equivalent to 1,400 car trips. He estimated over $100,000 in saved maintenance costs by eliminated 1 truck. He mentioned resident input from Facebook about trash automation services and spoke of some of the concerns that were addressed. Overwhelming input indicated they were in favor of going with automated trash services. He also mentioned going out to bid once our contract expires and not going out to automation first. It is believed the City would bare the full expense to go automation with a new bid as well as a higher cap. Republic Services is offering automation with no rate increase and a 4% cap (less than our current cap of 5%). Councilman Kypta advised he was going to vote against the contract but indicated he was for automation. He advised he was not in favor of changing the CPI. City of Collinsville Page 13 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Councilman Moss indicated she would like for the City to go with automation but is concerned with the no bidding situation with a 20 year contract. She inquired of the percentage range and Director Ammann advised it was 5%. She indicated the Facebook comments only solicited input from a narrow group of people. She also expressed concern with changing from CPI to WST index. She spoke of the indexes and what they affect. She advised the WST index applies to only 28% of the population and is usually weighted on larger cities. She indicated the CPI rate has increased 27% versus the WST at 38% in the last 10 years. She reiterated she would like to see the City go to automation but stay on the CPI rate. Councilman Brombolich asked for clarification and indicated the current maximum increase is 5% but the new contract would be at 4% to which Director Ammann concurred. She (Brombolich) also spoke of another city that recently went out for bid and is paying more than proposed with our new contract. She mentioned the Facebook comments as not being a voting process but a way to obtain public input. She also confirmed that this contract is for residential trash pick up only and Director Ammann agreed. City Manager Bair clarified that the City would not have an index option if new bids were solicited since the industry standard is Water Sewer Trash (WST). He spoke of the favorable rate and lower cap when considering automation. Councilman Stehman commented that the Water Sewer Trash index is the standard. Director Ammann indicated she sees it as Republic Services bidding against themselves since our rates were locked in at a low annual percentage increase and at a time when fuel costs were high. She further indicated that going out to bid would allow for more leeway and Republic Services would bid at a high amount. She believes it is advantageous for the City to lock in this rate. A discussion was had regarding the percentage rate. City Manager Bair further indicated that bidding a contract that transitions the City into automated services would be substantially higher than what Glen Carbon is paying now. Councilman Stehman advised he is in favor of the proposal and spoke of the amount of damage the trash trucks do to streets. He also indicated he spoke to many citizens who was in favor of the on demand bulk pick up. Councilman Moss indicated her only issue is the cost associated with the index change. Councilman Brombolich spoke of previous discussions regarding the proposed contract. Republic Services asked Council for input in the proposal. She advised that Councilman Moss indicated she did not want to see a rate increase and Republic Services amended their original proposal to include no rate increase. She too believes this contract is advantageous to the City and is in favor. City of Collinsville Page 14 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 3 - Stehman, Brombolich, and Miller Nay: 2 - Moss, and Kypta Absent: 0 Abstain: 0 7. Ordinance Adopting a Liquor Code Providing for the Regulation of Alcoholic Liquors Attachments: Agenda Item Report Ordinance (with markups) Overview by City Manager Bair advised that the main issue was the proposed closing hours. After much discussion, the proposal is 1:00am on weekdays and 2:00am on weekends. He indicated the other change is the cost associated with the semi-annual fee arrangements at $25 instead of the proposed $100. Councilman Brombolich inquired of the weekday closing hours and City Manager Bair advised that some classifications had a 2:00am closing time on weekdays but all classifications would now have a 1:00am weekday closing time. A motion was made by Councilman Kypta, seconded by Councilman Moss to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 8. Ordinance Amending the Collinsville Municipal Code Chapter 4 with Regards to Liquor License Fees Attachments: Agenda Item Report Ordinance City Clerk Kim Wasser advised this ordinance amends the previously liquor license fees to allow for semi-annual payments with an annual $25.00 service fee. Ordinance also establishes the fee for a Class N Tasting Event license at $25.00 annually to current license holders. She noted liquor license fees have not increased since 2008. A motion was made by Councilman Moss, seconded by Councilman Stehman to approve. The motion carried by the following vote: City of Collinsville Page 15 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 9. Ordinance Authorizing the Mayor to Sign an Agreement with the Illinois Department of Revenue for Alcoholic Liquor Enforcement Pilot Program Attachments: Agenda Item Report Ordinance Agreement Overview by City Clerk Wasser, who advised the City was contacted by the Illinois Liquor Control Commission (ILCC) and asked to partner with them by participating in a liquor compliance field inspection pilot program. The program purpose it to assist local authorities in becoming familiar with Illinois Liquor Laws and the rules and regulations of the ILCC, ensure compliance of such laws, and increase compliance inspections. She indicated that if approved, the City would be expected to perform onsite compliance inspections, one time during the contract period at every retailer within Collinsville, and report finds to ILCC. An onsite inspections consist of verifying valid state and local licenses, posting of signage, sanitation and cleaning records, alcohol related invoices and any "red flags" that would require a ILCC Agent to investigate. The typical inspection would take 20-45 minutes. She mentioned benefits to the City includes $75.00 for each inspection completed and the opportunity to do follow-up inspections for Life Safety issues, Code Violations, etc. Clerk Wasser advised the ILCC will provide free onsite classroom and hands-on inspection training for all inspectors. Councilman Brombolich inquired of staff that will be performing the inspections. Clerk Wasser advised this would be a collaborative effort by staff that would include members of the Police and Fire Departments, as well as Building Inspector and Code Enforcement. A motion was made by Councilman Moss, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION City of Collinsville Page 16 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 Mayor Miller announced a closed session for discussion in accordance with 5 ILCS 120/2(c): 1. Appointment, employment, compensation, discipline or performance of employees 2. Collective bargaining 11. Pending or Threatened or Imminent Litigation A motion was made by Councilman Kypta, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Moss to adjourn at 9:07pm. The motion carried by the following vote: Aye: 5 - Moss, Kypta, Stehman, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 17 Printed on 2/28/2017 City Council Minutes - Final January 23, 2017 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 18 Printed on 2/28/2017