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, February 12, 2018 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: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser. Present: 5 - Councilman Cheryl Brombolich, Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor David Seaton of Collinsville Community Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of Retirement Plaque to Bill Kavaliunas Mayor Miller presented a retirement plaque to Bill Kavaliunas, who retired after 39 years with the City. 2. Presentation of Retirement Plaque to Mike Reichert City of Collinsville Page 1 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 Mayor Miller presented a retirement plaque to Mike Reichert, who retired after 18 years of service with the City. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. Economic Development Incentive Policies Attachments: EconomicDevelopmentIncentiveMemo_021218.pdf City Manager Bair spoke of previous discussions regarding economic development incentive policies with regards to TIF and Business District funds. Some discussions were had with the Economic Development Commission but staff would like to present Council's recommendations to them and bring this item back to Council for additional discussions. He elaborated on the purpose for incentive policies that included the City being good stewards with funds, ensure rate of return on investment, establish expectations, performance measurement in place, have a focused goal and to have a standard model for project evaluations. He spoke of policies regarding Tax Increment Finance funds. He mentioned the need for individual policies that are defined by the district as well as general policies. He addressed goals that should be identified which included code compliance and emphasis on infrastructure that is regional in service and may include water, sewer, stormwater, transportation and technology upgrades/Wi-Fi. He spoke of ways to evaluate performance measures (increase in property value and property tax revenues, number of full time jobs, being a sales tax generator - increase sales tax, new sales revenues and focus on retail sales to ensure they are not being lost to other communities). He mentioned lodging opportunities by increasing the amount of rooms available, rates, and hotel/motel tax. He spoke of the need for enhanced project design that would exceed City design requirements with good planning and design for the surrounding area and the community as a whole. He further indicated code compliance issues would include Building, Fire and ADA compliance. Next, City Manager Bair spoke of Business District policies that are similar to that of TIF. He mentioned goals for Business Districts to include the attraction of sales tax generators, vacancy rate, address retail leakage, improve aesthetics, promote redevelopment of obsolete structures, efficient lot layout design, improve public right of way, and sign conversation (from poles to monuments). He mentioned other related issues that would need to be addressed such as developments that demonstrate a tremendous value to the City and overall community, residential development incentives, targeted industries, and types of development which is specific to individual districts. Associate Planner Cristen Hardin gave an update regarding the Northeast Business District. She spoke of eliminating the sign grant program but support the removal of pole signs in the business improvement program. She indicated the need to update language within the policy. She mentioned the use of policies to focus on new construction and type of businesses that generate sales tax. She spoke of the application requirements to include the submission of a comprehensive business plan and City of Collinsville Page 2 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 financial details. She further mentioned the evaluation process that would include performance measures. City Manager Bair indicated the next step would be staff addressing recommendations and input from Economic Development Commission with draft policy to be presented to Council for additional discussion. Councilman Stehman spoke of the Building Codes needing to be refined. He indicated the need to quantify an increase in jobs based on the application. He spoke of the Uptown area consisting of older buildings that may need additional maintenance and may or may not increase employment. City Manager Bair spoke of Home Furniture as an example. Councilman Brombolich mentioned an increase in jobs may be difficult to quantify based on the type of business. She indicated standards may be different depending on the location in town. City Manager Bair mentioned generalized standards as being helpful. Councilman Jerome mentioned his dislike for the TIF program but spoke of it as being necessary to stay competitive. He indicated the need to use the program wisely and based on performance measures. He mentioned various criteria to be considered. He spoke of generated sales tax as a primary criteria since it is more objective. He spoke of the standards being more restrictive rather than broad. Mayor Miller spoke of the application process to have all the neccessary information submitted to address City requirements. 2. IDOT Parking Elimination on south side of Main St. (Between Orient St. and Lebanon Rd.) Attachments: Staff Memo Public Works Director Dennis Kress spoke of the pending parking restrictions due to the Main St. resurfacing project. He advised that IDOT has requested the City to review lane width for the project area. He further advised that the area does not allow for the required lane width and on street parking width. He indicated the south side of Main St., between Orient St. and Lebanon Rd., has fewer homes and many have accessible driveways from Church Street. He advised residents were notified of the pending no parking on the street restriction via a letter. He has yet received any comments. Councilman Stehman inquired of assistance by the City for the affected residents. Director Kress advised the City offers assistance for curb cuts. He advised 9 homes are along this stretch of Main St. with 4 driveways total. He clarified that this is only eliminating on street parking and that no driveways are being affected nor eliminated. City of Collinsville Page 3 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 Mayor Miller spoke of this as addressing necessary clearance for emergency vehicles. H. SPEAKERS FROM THE FLOOR None. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the discussion items being beneficial. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green announced the C3 (Collinsville Community Collaboration) event scheduled for March 8 from 5-7:30 pm at the Gateway Center. She spoke of booth spaces available and encourage interested parties to visit the website and/or Facebook. Mayor Miller spoke of the upcoming Empty Bowl event scheduled for Wednesday, February 14. He advised the event is hosted by the Collinsville Women's Club and benefits the Collinsville Food Pantry. Councilman Brombolich congratulated Bill Kavalinuan and Mike Reichert on their retirements and thanked them for their service. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF None. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. Councilman Jerome spoke of the reappointment of Mr. Wepking and Mr. Moss to the Planning Commission. He indicated they both have been a great additional to the commission. Finance Director Tamara Ammann explained the purpose for the resolutions regarding the tax abatements. She indicated the resolutions are the same as previously approved by Council in December (Series 2007B and 2009 bonds). The bonds were refinanced after being abatement causing the series bonds being reassigned as 2017A and 2017B bonds. The County Clerk would like new resolutions with the reassigned names listed. 1. Motion to Approve Payroll for the Period Ending January 26, 2018, in the Amount of $614,077.49 Attachments: Agenda Item Report Board List 01-26-18.pdf 2. Motion to Approve Payment of Bills for the Period Ending February 2, 2018, in the Amount of $1,237,387.19 City of Collinsville Page 4 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 Attachments: Agenda Item Report BOARD LIST 01-22-18 BOARD LIST 01-26-18 BOARD LIST 02-02-18 3. Motion to Approve Minutes of the January 22, 2018 Regular Meeting Attachments: Agenda Item Report 01222018RegMtg.pdf 4. Resolution Reappointing Members to the Collinsville Planning Commission (Wepking, Moss) Attachments: Agenda Item Report Resolution 5. Resolution Authorizing Local Agency Funding Agreement with IDOT for the Main Street Resurfacing Project (Sec 14-00100-00RS). Attachments: Agenda Item Report Resolution IDOT Local Public Agency Agreement for Federal Participation Addendum 1 - Location Map 6. Resolution Requesting Utility Permit from Illinois Department of Transportation (IDOT) for Installation of Utility Crossing Under Interstate-255 and Interstate-55/70 for the Eastport Water Main Extension & Loop (TIF-644-17) Attachments: Agenda Item Report Resolution - IDOT 30533 Utility Permit Application - IDOT 30533 CIP - Eastport Water Main Extension and Loop Project 7. Resolution Providing for Tax Abatement for the General Obligataion Refunding Bonds, Series 2017A, of the City of Collinsville, Madison and St. Clair Counties, Illinois Attachments: Agenda Item Report Resolution 8. Resolution Providing for Tax Abatement for the Taxable General Obligataion Refunding Bonds, Series 2017B, of the City of Collinsville, Madison and St. Clair Counties, Illinois Attachments: Agenda Item Report Resolution City of Collinsville Page 5 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 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 Jerome, seconded by Councilman Brombolich, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing Expenditure of TIF Funds (Home Furniture, 125 E. Main St.) Attachments: Agenda Item Report Ordinance Uptown TIF Application Roof Bids EIFS Bids Sign Package Bids Incentive Worksheet Performance Letter Overview by Cristen Hardin, who explained this ordinance represents Home Furniture's TIF request for a rehab project (re-roofing and EIFS) at their main building (125 E. Main) and their Annex building. She indicated this is the first phase of a multi-phase rehab project. A redevelopment agreement may be considered for the future rehab project at Home Furniture as the entire project is estimated to exceed the $200,000 cap for Uptown TIF program. Staff is recommending support for the re-roofing and EIFS installation but not signage. Lowest cost for re-roofing of both buildings was $232,571 (40% is $93,028.40). Lowest cost for EIFS installation was $28,797 (40% is $11,511.60). Total reimbursement of $104,504. At Council's requests, she obtained additional finance information about the business. They provided information about the investments they have made, operations and performance measures. She advised the information was provided to Council in their agenda packet. She noted the current retail square footage is 25,000 but will increase by 3,500 upon completion of the rehabilitation project. They anticipate increasing their sales tax to $1.2 million with sales tax revenues to the City over $15,000. Councilman Jerome inquired of the additional square foot. Ms. Hardin advised the overall rehabilitation project will facilitate the increase of retail square footage, not the re-roofing project City of Collinsville Page 6 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 alone. Due to water intrusion issues, the re-roofing project must happen before interior improvements can be made. He inquired of the additional sales tax with regards to the additional square footage of retail space. She explained the additional retail space that will be added once improvements are done as well as the new sleep center. He further inquired of the added sales tax revenue the City will receive from the additional 3,500 square feet. It was determined that 1.25% of $315,000 would be the added sales tax revenue amount. Mayor Miller spoke of Home Furniture as a long standing business in Collinsville. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Amending Various Fees in the Collinsville Municipal Code, Title 4 (Fees), Title 2 (Administration and Personnel), Title 3 (Revenue and Finance), Title 10 (Vehicles and Traffic), and Title 15 (Building and Construction) Attachments: Agenda Item Report Ordinance Draft Master Fee Schedule Existing Fee Schedule Assistant City Manager Derek Jackson highlighted various amendments to the fee schedule and recapped previous discussion: - deleted fees (Pro-rated Business License, Local Record check, Tow Release, Fireplug Service, Yard Waste Program - amended fees (9 categories) - new fees (Late, Reinspection, Mobile Home Park Inspection, Microchip) He advised the biggest change to the schedule is the overall layout as the fees will now be grouped into categories making the appearance user friendly. A draft fee schedule was included in the agenda packet for review. He addressed comments previously made by Council. He advised the fee schedule will also be organized in alphabetical order and indicated the Freedom of Information Act does not require the associated fees to be outlined in the FOIA ordinance and the fee schedule section so it will only be listed in the fee schedule. He advised the schedule also includes language regarding an outstanding fee clause with exceptions listed. City Manager Bair indicated this may help with outstanding water accounts. Finance Director Ammann spoke of the steps now taken and the benefits of having language addressing outstanding water accounts. City of Collinsville Page 7 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 A discussion was had regarding the appeal process and Corporate Counsel Giacoletto confirmed appeals are handled by the City Manager. Councilman Stehman asked for clarification with regards to property owners having outstanding water accounts at one location and if that would affect them opening another account at a different location. Director Ammann advised they would have to bring all account payments up to date before a new account could be established. Councilman Brombolich inquired as to how the process would be handled. City Manager Bair advised staff personnel handling the application for which the individual is applying for would initiate the process to determine all accounts are paid in full. He gave an example of the Business License application process. Councilman Jerome spoke of the appeal process and asked staff to ensure provision is a clear administrative process. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Resolution to Amend the Appropriation of Funding for the Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (2018 MFT General Maintenance Program) Attachments: Agenda Item Report Resolution - BLR 14220 Amended Estimate of Maintenance Costs - BLR 14231 Resoution 17-29R - Amended 2018 MFT Funding 11/13/17 Public Works Director Dennis Kress advised this resolution would allow for an amendment to the allocation of Motor Fuel Tax (MFT) funds to include stormwater structures. The previous MFT resolution which was approved in November 2017 was for the maintenance of streets only. He advised the City will need to rebid the CA-13 Aggregate Chips for oil and chip resurfacing projects as the City did not receive bids at the bid letting. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: City of Collinsville Page 8 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Authorizing the Purchase of a 2018 Ford T150 Transit Cargo Van from Landmark Ford Through the Illinois Joint Purchasing Program in the Amount of $25,526. Attachments: Agenda Item Report Ordinance Director Kress advised this ordinance will authorize the purchase of a cargo van that will be used by the Facility Maintenance Coordinator. The vehicle will be purchased from Landmark Ford through the Illinois Joint Purchasing Program in the amount of $25,526. The van will be equipped with shelving and storage for tools, equipment and supplied. He explained the purchase was not included in the CIP; however, funds are available due to the savings on the purchase of a backhoe that came in $26,614 less that the budgeted amount. City Manager Bair indicated the Facility Maintenance Coordinator will help with maintenance of the park structures also. He advised the salary for the Facility Maintenance Coordinator came in at $11,000 under budget. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance to Award Bid and Authorize a Contract with N & W Horizontal Boring Co. Inc. in the Amount of $58,750 to Provide Directional Drilling for the Installation of 940 Feet of 8" Sewer Main Along Country Lane, Project # CIP-657-18. Attachments: Agenda Item Report Ordinance Director Kress advised although the bid documents were sent to various companies and advertised in the newspaper, only 1 bid was received and opened on February 5. The bid received was from N and W Horizontal Boring Co. in the amount of $70,500. As part of their bid, N and W offered a cost savings alternative allowing them to bore the entire project in one drilling operation which reduced their bid to $58,750. He indicated N and W has the necessary equipment and expertise to drill the entire length of the bore in one drilling. The proposed bid is $19,310 more than the original estimate but the City of Collinsville Page 9 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 increase is due to the redesign of the sewer main alignment and increase in construction costs as a whole. Circle K has provided $60,000 towards the construction of the sewer main extension with the City's hard costs (labor engineering fees, materials and equipment rental) at $21,852. Councilman Stehman asked if design was being done in-house to which Director Kress advised the City does not have survey crews so it is being outsourced. City Manager Bair indicated construction bids are coming in higher than anticipated since there is a variety of projects going on. He mentioned amending the CIP in the near future to address this issue. He spoke of giving a costs analysis for each project. A motion was made by Councilman Stehman, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing the Mayor to Sign a Redevelopment Agreement Between the City of Collinsville and 115 E. Clay, LLC and Ardent Spirits, Inc. Attachments: Agenda Item Report Ordinance Ardent Spirits Redevelopment Agreement Exhibit E - Approved Site Plan Staff Memo Ardent Spirits 012218 Old Herald Brewery Distillery Business Plan City Manager Bair advised this ordinance would authorize $650,690 in incentives for the project. The applicant had requested $803,536. Based on discussions regarding the project, staff supports an incentive in the amount of $650,690. He highlighted the project to include development cost estimated at $2.5 million with based revenues estimated at $2.4 million for the first year in operation. He indicated the revenues are conservative. He spoke of the EAV which is expected to double or more. The incentive is scheduled to be awarded upon the completion of each phase: Phase 1 - $193,000 Phase 2 - $397,000 Phase 3 - $59,000 The City will place a lien on the property for the amount awarded. Councilman Jerome inquired of date deadlines for each of the phases of the project. Corporate Counsel Giacoletto advised the phase deadline dates are outlined in the agreement. A motion was made by Councilman Jerome, seconded by Councilman City of Collinsville Page 10 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 Brombolich to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing the Sale/Auction of Said Property Attachments: Agenda Item Report Ordinance Overview by City Clerk Wasser, who advised this ordinance would declare various items owned by the City as surplus and allow the items to be sold to the highest bidder on the City's auction site. The items include: * Pump motors (4) from the Water Dept. She indicated the pump motors were purchased 15 years ago from another facility that was upgrading their system and were to be used as backup. She further advised the motors will not be compatible with wells at the new treatment plant. * Wide format printer/scanner/copier from Water Dept. - printing and scanning features no longer work and is unable to be repaired due to age. * 2002 Dodge Ram truck - no longer needed for operations within the Police Dept. The vehicle was going to be reassigned to another department but upon inspection it was determined the cost of repairs outweighed the value of the vehicle. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS City Clerk Wasser announced City Hall would be closed on Monday, February 19 for Presidents' Day. Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Stehman City of Collinsville Page 11 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 to adjourn at 8:36 pm. The motion carried by the following vote: Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 12 Printed on 2/27/2018 City Council Minutes - Final February 12, 2018 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 13 Printed on 2/27/2018