City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Jeff Stehman Councilman Cheryl Brombolich Councilman Donna Green Councilman David Jerome Mayor John Miller City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, October 23, 2017 7:00 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 7:00 pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser. Present: 5 - Councilman Jeff Stehman, Councilman David Jerome, Councilman Cheryl Brombolich, Councilman Donna Green, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Wright of Holy Cross Lutheran Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of Retirement Plaque to Rich Wittenaurer Mayor Miller presented Rich Wittenaurer with his retirement plaque. Rich worked for the City at the Police Department for 23 years. During that time, he served the community in various capacities. Rich will continue his dedication to public service as the Police Chief for Shiloh, IL. Rich thanked the public and the City for his opportunities. 2. Presentation of the September 2017 Yard of the Month Award to Sue City of Collinsville Page 1 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Barnhart of 1003 Keebler Attachments: Agenda Item Report Mayor Miller presented Sue Barnhart with the September 2017 Yard of the Month plaque and gift card. 3. Check Presentation to the Collinsville Main Street Community Association for Fall Festival from Scott Credit Union Scott Credit Union presented a check in the amount of $1,700 to Tami Springer of the Collinsville Main Street Community as sponsorship for the Fall Festival. F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Approving a Planned Development District P-M1 Planned Industrial District (Ameren Illinois Substation) Attachments: Agenda Item Report Ordinance Site Plan Planning Commission Staff Report Planning Commission Draft Minutes 101217.pdf Community Development David Bookless displayed an aerial map of the area with existing substation as well as several mobile homes and single family home. He explained the rezoning to Planned Industrial District will allow for expansion of the Ameren substation. A retailing wall will be installed to improve the site. The mobile homes and single family home will be removed and replaced with green space and landscaping to screen substation. He advised the Planning Commission recommends approval. Councilman Jerome inquired of the final site plan approval. Director Bookless explained that civil construction plans will be required for review and approval by staff. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Stehman, Jerome, Brombolich, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION 1. ArchImages Space Planning Update Attachments: Staff Memo Director Bookless introduced Greg Garner of ArchImages and summarized issues with the existing layout of City Hall. ArchImages was hired to conduct a space assessment. City of Collinsville Page 2 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Mr. Garner explained the space assessment process. He explained they focused on priorities which included public services, staff efficiencies, security and accessibility. Needs were addressed such as main entrance into the building, consolidated customer service counter, compliance with ADA, Life Safety issues and security measures, future grown, improvements and operational efficiency. He spoke of how the facility is currently being used and mentioned various issues they wanted to address (multiple entry points, 2 public service counters, ADA, space efficiency issues, capacity of Chambers, restroom accessibility, inadequacy of multipurpose room). Mr. Garner presented proposed concept plan for each floor - main entrance point into the building for the public with a main service counter, multipurpose room on main level for ADA accessibility, and ADA accessible restrooms for public. He gave a brief layout of office locations. He mentioned moving the Council Chamber to the second floor which would increase capacity to 100 and have ADA restrooms available. He indicated minimal changes to the administration area but mentioned relocating Public Works to the existing training room. He spoke of the next phase of the assessment to include a cost estimate. They will host a planning session with staff on November 13, update Council at the November 27 meeting with final assessment delivered by December 18. 2. Budget 101 City Manager Bair indicated this presentation will include the budget schedule, structure, plan, process overview, financial policies and practices, and fiscal environment. He explained the bi-annual budget which is priority bases budgeting of resources and services. The fiscal year runs from January 1 through December 31. He further described the City's budget is similar to that of a household budget. He added that any increase in expenditures requires Council's approval. He described fund accounting, steps in preparing the budget and how it is implemented. He spoke of priority based budgeting to include strategic plan as well as Council goals. City Manager Bair broke the budget down to include Sewer, Water and General Fund (Fire, Police, Public Works, Parks, Community Development, and Administration). He mentioned items within the budget by department. He spoke of fund types (General, Enterprise, Special and Capital). He spoke of the City's business plan and highlighted values and principles to include effectively serving the residents, improving the community, focus on improving policies, processes and procedures to reduce costs while increasing services, and making sound financial decisions. City of Collinsville Page 3 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 He described the fund balance (revenues minus expenditures). Finance Director Tamara Ammann spoke of the financial policy to include an ending fund balance between 15-20% of estimated annual revenues within operating funds (General and Enterprise). She described the plans in place to rebuilding the fund balance should they fall below reserve. City Manager Bair gave an overview of fund balance projections. Director Ammann mentioned the revenue policies. She mentioned the need of diversification for revenue since it is predominantly based on sales tax which means revenues are based on the economy. A discussion was had regarding property tax. She spoke of the expenditures/expense policies. She mentioned a "pay-as-you-go" basis, with current year expenses paid for by current year revenues. She further spoke of the contingency account which contains $100,000 in the General and Enterprise Funds ($200,000 total) that can never be spent. This contingency clause was established several years back in the event of an economic decline and before the 15-20% reserves (Fund Balance) policy was in place. City Manager Bair indicated Council would need to review policy and consider amendment to remove contingency. They briefly spoke of the capital improvement policies. Director Ammann highlighted the accounting and debt policies. Pie charts were displayed showing where revenues are generated from as well as charts showing various expenditures. A discussion was had regarding the Comprehensive Annual Financial Report and the Audited Financial Statement. Director Ammann spoke of projected tax revenues for the 2018 budget (1% sales tax, 1.25% home rule sales tax, income tax, utility tax, telecommunication tax). She mentioned the property tax levy will be $2.6 million. She gave a property tax rate comparison with surrounding communities. City Manager Bair elaborated on property tax considerations by suggesting to lift the dollar cap which would result in a neutral net or decrease in taxes based on CARD tax rate decrease and an increase in EAV. He further explained the dollar cap is necessary due to parks and recreation operating expenses. City Manager Bair spoke of a new business program. He mentioned the proposed lease termination agreement with CARD and the transfer of operations to the City. The 2018-2019 program would include creating a Parks and Recreation division, internal fleet maintenance and facility maintenance (janitorial services, building upkeep). He concluded with proposed 2018-2019 Budget schedule: * Revision will be made based on Council's discussion. * Public hearing notice prepared and with additional budget discussion at November 13 Council meeting. * Public hearing held on November 27 for 2018 and 2019 budget. * Adoption of the 2018 Budget on December 11. * Adoption of 2019 Budget on January 8, 2018. City of Collinsville Page 4 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Councilman Brombolich thanked staff for the explanation. Councilman Jerome agreed with the concept of running the operations to that of a business plan. Mayor Miller concurred. Councilman Green also thanked staff for the detailed explanation. H. SPEAKERS FROM THE FLOOR Bob DesPain spoke of an incident where he was cited for a traffic violation. He mentioned a Freedom of Information request he submitted to the Police Department. CARD Commissioner Aaron Wright indicated he was in favor of the agreements between the City and CARD with regards to the termination of the lease agreement for the parks as well as relinquishing ownership of Schnucks park to the City. He mentioned previous comments made by Council regarding the maintenance of the park properties and negotiations. Karen McReynolds indicated she was of the understanding the Circuit Court was told to vacate City Hall. She spoke of the cancelled Council meeting. She mentioned a duplicate invoice that was paid. Phil Astrauskas spoke of the cancelled meeting. He mentioned a town hall forum meeting. He spoke of apartments in Collinsville. He also spoke of a water bill. He mentioned he is being sued by the City. He mentioned property owned by Councilman Stehman. He spoke of the zoning map. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller mentioned the Chamber awards banquet. He spoke of a town hall meeting scheduled for Monday, November 20 at 6:30 pm to be held at the Gateway Convention Center. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Brombolich congratulated the Chamber award recipients. Councilman Jerome spoke of the excellent job Mark Ahlvers did with the video production of the Hometown Heros Banner program. He further elaborated on the banner program, its success and how it is being duplicated in other communities. He encouraged the public to feel free to contact him via email or phone message if they have questions or comments. He spoke of the town hall meeting. He congratulated the high school soccer and football teams. Councilman Stehman indicated the property he owns at 201 Beidler has a special use permit which was granted by the City in the 70's. Councilman Green spoke of the Chamber awards banquet and encouraged the public to attend next year. She spoke of Mark Ahlvers being a talented asset for the City. She mentioned upcoming community events - Fall Festival on October 28 and Christmas Parade on December 2. City of Collinsville Page 5 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 K. COMMENTS & ANNOUNCEMENTS - CITY STAFF Director Ammann addressed a water account bill that was mentioned at a previous meeting and indicated the bill was calculated correctly and included fees as outlined in the ordinance. She researched the invoice to the Collinsville Library that was also previously mentioned. She indicated it was a refund for personal property tax that was discontinued by the State many years ago. She spoke of another item that was previously mentioned regarding additional payroll for Firefighters. She indicated, per their contract, they receive a uniform allowance which is paid out once a year since it is not calculated into their base wages. They also receive a certification bonus. City Manager Bair clarified that the Council cannot comment on pending litigation. He advised that additional information regarding the town hall meeting will be forthcoming. The City Scoop will be sent to the printers this week and in the mail shortly thereafter. He clarified that the Circuit Court was not forced to move out of City Hall. They previously asked the City to spend up to $320,000 to remodel the room for their purposes; however, Circuit Clerk Mark Von Nida later determined that it was in their (Madison County Circuit Court) best interest to eliminate the satellite court facility in Collinsville. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending October 13, 2017 in the Amount of $2,617,999.56 Attachments: Agenda Item Report Board List 09-01-17.pdf Board List 09-22-17.pdf Board List 09-29-17.pdf Board List 10-05-17.pdf Board List 10-13-17.pdf 2. Motion to Approve Payroll for the Periods Ending October 6, 2017 in the Amount of $1,113,566.92 Attachments: Agenda Item Report Board List 09-22-17.pdf Board List 10-06-17.pdf 3. Motion to Approve Minutes of the September 25, 2017 Meeting Attachments: Agenda Item Report 092517RegMtg.pdf 4. Resolution Reappointing Members to the Historic Preservation Commission (Rayho and Falline) City of Collinsville Page 6 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Attachments: Agenda Item Report Ordinance 5. Resolution Requesting Permission from IDOT to Close Street for Christmas Parade Attachments: Agenda Item Report Resolution Insurance Certificate 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 Green, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Jerome, Brombolich, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing the Sale of Personal Property (Various Obsolete Motorola Wide Band Radio Equipment) Attachments: Agenda Item Report Ordinance Police Department Lieutenant Eric Herman advised he is requesting permission to declare and authorize the sale of some wide band radio equipment. He further indicated that on January 2013 the FCC mandated that all public safety organizations use narrow band UHF/VHF radio equipment thereby making these (wide band) radios obsolete. The wide band radio equipment is no longer useful to the City but could be useful and could have a minimal monetary value to amateur radio operators. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Stehman, Jerome, Brombolich, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing the Mayor to Execute Agreements with the Collinsville City of Collinsville Page 7 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Area Recreation District Related to the Transfer of Operations of the City Parks Attachments: Staff Memo Ordinance CARD Approved Ordinance No. 17-08 Overview by City Manager Bair, who explained this ordinance would terminate the lease with CARD for the 4 City owner park properties and transfers the ownership of Schnucks Park to the City, authorizes the transfer of equipment to the City which is associated to the maintenance of the parks, stipulates property tax levy reduction, and reassigns revenues from the parks to the City. He further indicated the City would receive 25% of the P.E.P. Grant funds ($28,000) which can be used for operations or capital needs for parks. He advised that CARD approved their ordinance and their portion of the agreement at their October 17, 2017 meeting. CARD Board President Ron Jedda advised that after long negotiations, the City and CARD was able to work out an agreement that will benefit Collinsville property owners as well as CARD. He explained the expected City property tax increase, along with the corresponding property tax decrease by CARD, would result in a net neutral property tax impact on City property owners and a decrease to those that are not within the City of Collinsville. CARD will work with the City on P.E.P. (Park Enhancement Project) Grant funds. He further advised CARD will give some equipment that is used for the maintenance of the parks to the City. He indicated this would be beneficial for the improvement and quality of the parks. He noted the amount of debt that has had a negative impact on CARD. He indicated CARD would incur revenue losses due to property owners disconnecting from CARD. He explained that disconnected property owners will no longer be paying taxes to support CARD operations. CARD has allowed property owners to opt out of paying these taxes and they anticipate more petitions to follow suit which would further reduce operating revenues. He also advised CARD board members approved an ordinance terminating the lease of City owned parks subject to the City passing a similar ordinance. He concluded by thanked the Mayor, City Manager Bair, Councilman Stehman and Corporate Counsel Giacoletto for their cooperation. Councilman Jerome spoke of the agreement which will allow the City to take over the responsibilities of the parks and allows CARD to focus on their assets (Splash City, Willoughby Farms, Arlington Golf Course). The agreement also allows for resources to the City for the maintenance of the parks. He thanked Mr. Jedda for his efforts. He apologized to Mr. Wright for comments previously made and spoke of a positive relationship between the City and CARD in the future. Councilman Stehman thanked all the parties involved for their diligence in resolving the situation. Councilman Green spoke of individuals who have expressed concern about their future due to this agreement. City Manager Bair clarified that he is unaware of any property owner within the corporate limits of the City of Collinsville who has disconnected from CARD and the City would not encourage such. A motion was made by Councilman Green, seconded by Councilman City of Collinsville Page 8 Printed on 1/9/2018 City Council Minutes - Final October 23, 2017 Brombolich to approve. The motion carried by the following vote: Aye: 5 - Stehman, Jerome, Brombolich, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS City Clerk Wasser announced the upcoming light up Christmas parade scheduled for Saturday, December 2 at 5:30 pm to be held on Main and Clay streets. Following the parade will be family friendly events at the Collins House. She encouraged everyone to visit the City's website for more information. Q. ADJOURNMENT A motion was made by Councilman Stehman, seconded by Councilman Green to adjourn at 9:07 pm. The motion carried by the following vote: Aye: 5 - Stehman, Jerome, Brombolich, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 9 Printed on 1/9/2018 City Council Minutes - Final October 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 10 Printed on 1/9/2018