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, May 14, 2018 7:00 PM Gateway Convention Center 1 Gateway Dr. Collinsville 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 Donna Green, Councilman Jeff Stehman, Councilman David Jerome, Councilman Cheryl Brombolich, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Aaron Semanek of Navigation Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of Plaque to Don Bean for his years of service to the Police Pension Board Police Officer and Active Police Pension Board Member Paul Kilquist presented Don Bean with a plaque recognizing 18 years of volunteer service to the Police Pension Board. Mayor Miller thanked Don for his many years of service and committment to the board. 2. Presentation of the Collinsville Education Scholarship Foundation Awards City of Collinsville Page 1 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 Kai Redmon, President of the Collinsville Education Scholarship Foundation, advised that 6 recipients will receive a $1,000 scholarship from the foundation. To date, 38 scholarships have been awarded. He introduced present foundation members - Brad Keene, Dr. Trisha Blackard, Kim Collins and Bill Metzger. The members introduced recipient winners: McCaully Bauer - She has a 4.31 GPA and will be graduating with a class rank of 17. Mr. Redmon mentioned the various school activities and volunteer service hours that Miss Bauer participated in. He further advised that she plans on attending St. Louis University with hopes of becoming a surgeon. Riley Harris - not present Karlie Jeffries - Board member Metzger spoke of Karlie's involvements with Student Council and other activities. He mentioned her volunteer efforts at the Senior Citizen Center and other locations. She plans on attending SIUE and enrolling in the School of Nursing program. Luke Moore - He is graduating in the top 10% of his with with a GPA above 4.0. Mr. Keene listed Luke's involvement with various school organizations as well as a hockey player. Luke is a State Scholar. He advised that Luke will be attending the Colorado School of Mines. Kaitlynn Schantz was introduced by Kimberly Collins. Ms. Collins spoke of her opportunity of informing the students that they were this year's scholarship recipients. She spoke of this scholarship being extra special as it comes from their community and indicated the City is proud of them. She continued to introduce Kaitlynn who is graduating 12th in her class with a 4.43 GPA. She mentioned the various school activities and volunteer service hours Kaitlynn participated in. She plans to attend the University of Illinois in Chicago. She hopes to work in the field of forensic pathology. Bridget Stephens - Board member Dr. Blackard spoke of personal life challenges that Bridget has encountered. Bridget plans to attend SIUC and study radiation therapy. She mentioned the various activities and service hours Bridget participated in. Dr. Blackard mentioned the numerous awards Bridget has earned. Mayor Miller congratulated the scholarship recipients and thanked foundation board members for their efforts in raising funds to be given as scholarships. F. BUSINESS PRIOR TO PUBLIC INPUT 1. Public Hearing on Pre-Annexation Agreement - 6832 Clay School Rd. a. Motion to Open Public Hearing b. Staff Report c. Public Input regarding Pre-Annexation Agreement d. Motion to Adjourn Public Hearing Motion to open the Public Hearing by Councilman Jerome, seconded by Councilman Brombolich. Roll call: Green - yes, Stehman - yes, Jerome - yes, Brombolich - yes, Miller - yes. Staff Report: City Manager Bair advised the City received a petition for a pre-annexation agreement with Robert Vogt of 6832 Clay School Road. He described the property and its location. He advised the Planning Commission has reviewed the agreement and recommended it for consideration with the Public Hearing process conducted by Council. He further advised the applicant is wanting to tap onto City water and City sewers when available. City of Collinsville Page 2 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 Public Input: None. Motion to adjourn the Public Hearing by Councilman Jerome, seconded by Councilman Stehman. Roll call: Green - yes, Stehman - yes, Jerome - yes, Brombolich - yes, Miller - yes. 2. Ordinance Authorizing the Mayor to Execute an Annexation Agreement Between the City of Collinsville and Robert Vogt (6832 Clay School Rd.) Attachments: Agenda Item Report Ordinance Pre-Annexation Agreement Petition for Annexation Annexation Plat Staff Report - Planning Commission Planning Commission Minutes 041218 (Draft) A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION 1. Residential Neighborhood Revitalization Program a. Occupancy Program b. Residential Incentives c. Building Code Updates Attachments: Staff Report City Manager Bair indicated that this discussion is a continuation from last Council meeting. He indicated public comments were received and will be addressed. Assistant City Manager Derek Jackson advised the City received 14 website inquiries which were also forwarded to the Council. He mentioned other inquiries and concerns that were identified on social media outlets. He further indicated the presentation will address these issues. City Manager Bair began the presentation by clarifying what the program is not: 1. Not a way to randomly inspect every residential property whenever. City of Collinsville Page 3 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 2. Not a way to generate revenue. 3. Not a way to track where individuals live. 4. Not a way to make all property building code compliant. 5. Not a way to negatively impact home sale process. 6. Not a way to avoid code enforcement efforts. He presented questions received and addressed them accordingly. He advised the need to have an occupancy program for all residential property and not just rental properties is because both have issues that need to be addressed equally and it is the most fair approach to do so. He advised that owner occupied properties need to be just as safe as those that are rented. He indicated that a number of problem properties are owner occupied and this approach is a proactive measure to ensure basic safety. He gave a comparison of what other programs are in place in various Illinois and Missouri municipalities. He indicated that Collinsville and Maryville has no program in place. He identified Edwardsville, Glen Carbon and Troy having an occupancy program for rental properties only and listed numerous other cities having a program for all residential units. He clarified that none of the other cities allow a private inspection in lieu a city inspection. He mentioned several affluent cities in Missouri that has no program in place. He listed several with a rental property only program and numerous with an occupancy permit program for all residential units. He further advised that no municipality in Missouri accepts a private inspection in lieu of. City Manager Bair clarified the "As Is" provision. He indicated it would permit the seller to put the inspection and responsibilities onto the buyer, providing that both parties agree to the clause. He further clarified that the term is not intended to convey an inferior product or problems. Staff is looking for a different name for the provision. He advised the provision allows for a seller to not be required to go through the process of making repairs and he gave an example of an elderly person having to sell their home and not having the funds to make the improvements. Lastly, he indicated the provision is in place in O'Fallon without issues or complications. He addressed comments regarding the code enforcement process. He advised code enforcement can typically only address the issues on the exterior of the building and not safety issues on the interior. He listed general violations that are addressed. He spoke of the timeframe surrounding the enforcement process once the complaint is received. He explained that if the responsible parties fail to comply, court proceeding begin which can take several months. He compared Collinsville's code compliance statists with that of the National average. Volunteer compliance was 88%, same as the National average and took an additional 4 days to achieve compliance. Forced compliance for Collinsville was also the same as the National average at 12% but was accomplished 77 days less than the average. He spoke of ways to improve code enforcement efforts and proposed code updates. He spoke of adopted strategies to improve efforts that addressed staffing, resolving open cases, and improved communications. He also mentioned future strategies to include clean-up days and incentives. He indicated that code enforcement alone does not work but will when combined with proactive programs in place. City of Collinsville Page 4 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 He highlights the proposed checklist for the occupancy inspection program. He mentioned revisions made to the previously proposed documents. He addressed concerns surrounding staffing and work load demand. He displayed a graph which indicated an average of 45 minutes for a single family home inspection and an average of 30 minutes for a rental unit. City Manager Bair next addressed a comment regarding allowing private home inspector perform the inspections. He spoke of issues pertaining to this concept that included accessing a fee, requiring the inspector to be registered with the City, utilizing the City's inspection checklist and signing off on an affidavit certifying the inspection. He advised that the American Society of Home Inspectors indicated they are unaware of any community taking this approach and had issues with it. He spoke of the difference between the 2012 ICC to that of the 2015 version. He advised the City is currently under the 2006 ICC codes. He spoke of the implications on the ISO rating as they only give credit for codes 5 years or newer. Councilman Stehman explained the ISO ratings and how they affect insurance premiums. He also explained that this update is not tied to the occupancy program but should be updated on a regular basis. City Manager Bair clarified that the inspection process will not require homes to be up to current building code standards as long as everything is functioning in a safe manner. City Manager Bair spoke of certifications for inspectors. He reiterated that occupants would not be tracked but maximum occupancy load enforced per code. He addressed assisting Unit 10 school with enrollment fraud. He mentioned the process regarding an administrative warrant. Mayor Miller clarified that the maximum occupancy load is to address the number of people who can live there on a permanent bases and does not include temporary overnight guest. Councilman Stehman indicated he has heard from several landlords who indicated that if the program is enacted it should include both rental and owner occupied homes to which he agreed. He mentioned a couple of homes that recently sold with noticeable code issues. He recommended changing the "As Is" term. He spoke of updating code enforcement issues and the need for additional eyes in the field. He elaborated on how the program worked in O'Fallon with allowing for time to remedy an issue. He advised the City will not require a homeowner to use a specific contract but will be required to use a State certified contract for various improvement such as plumbing which is required now or the homeowner could do the repairs themselves as long as it passes inspection. 2. Orchard Shell Request for NEBD Incentives Attachments: Staff Memo City Manager Bair spoke of the business district and the intentions of why it was set up. He summarized the scope of the project to include replacing fuel dispensers with a pat at the pump system, concrete repairs, replacement of canopy light fixtures, repair gas pump islands and re-branding efforts. The total cost of the project is estimated at $133,000. The applicant is City of Collinsville Page 5 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 requesting a reimbursement of 40% ($53,000). He advised this project is the second phase of his initial project which consisted of a sign replacement. He explained the funding mechanism for the NEBD which includes the addition of 1% tax. He indicated the applicant paid over $5,200 in NEBD taxes last year. He spoke of the point of sale system. He indicated staff recommends not including the POS system in the reimbursement amount as it is directly related to the costs of doing business making it ineligible. He asked Council to consider on how the award should be dispersed. A discussion was had regarding dispersement options and examples of other projects that were reimbursement with business district funds. They spoke of a reimbursement upon completion or over a period of time as a tax rebate. They discussed the POS system and whether or not it should be included as an eligible item. Applicant, Steve Seuss, explained the reasons why a new POS system was necessary. He indicated the new pumps will allow the customer to pay at the pump which requires an integrated POS system. He mentioned paying into the NEBD for years and asked Council to consider a lump sum payment as he is unable to borrow the full amount. He estimated the POS system to cost $10,000. Council spoke of establishing a process similar to that of the Uptown TIF program. 3. City App Presentation and Demonstration City Clerk Wasser spoke of the City's goals to effectively communicate with the public which is currently done through various avenues (website, message board and social media). It has been identified that many people utilize their cell phones to obtain information as well. At Council's direction, a committee was formed to explore cell phone communication options. The committee elected to go with Gov311 to assist in the development of a City app. Gov311 offered to customize a phone app specifically designed for Collinsville which would address our needs, tech support with unlimited updates at no additional costs, easy to use features with customized dropdown menu options, and unlimited Cloud storage. The cost of the program included a one-time step up fee of $2,000 and $1,750 per year service fee but Gov311 offered a buy one year get one year free of service. She introduced Bill McCarty, Gov311 president. Mr. McCarty spoke of the app and how easy it is to use for the public and employees to not only obtain information but report issues. He encouraged everyone to download the app as it is currently available. He demonstrated the various options - reporting problems, contacting Council and staff, links to government offices and other entities in Collinsville, and local news and events. He identified the push notification option that allows the City to communicate directly with the public (boil orders, upcoming events). City of Collinsville Page 6 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 H. SPEAKERS FROM THE FLOOR Rich Bardwell identified himself as a landlord. He expressed concern over the administrative issues surrounding the occupancy program. He mentioned issues he has seen regarding unsafe conditions. Christine Schmitt spoke of the first time home buyer program as an inappropriate use of funds. She spoke of comparisons between the City of Collinsville to that of O'Fallon with regards to homes (size, age, price range) and household incomes. She spoke of the inspection process. She thanked Council for their efforts. Scott Rayho asked Council to consider different points of views regarding the occupancy program and to take the necessary time before implementing. He indicated realtors want to promote home ownership. He thanked Council and staff for efforts in improving Collinsville. Phil Astrauskas spoke of transparency and inquired of whereabouts of different staff members. He replied to a previous comment regarding a historical home on Main Street and indicated he has a rental unit on Main Street. He mentioned a safety violation on S. Chestnut involved an uneven basin. Phil Astrauskas Jr. spoke of landscaping as being a part of the inspection. He suggested bringing the program to a vote by the citizens. He mentioned house fires caused by cooking. He inquired of condemnation process and maximum occupancy load enforcement. He further indicated that if an inspection program is implemented it should apply to all homes as he has observed issues in owner occupied homes as well. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller thanked the speakers for expressing their opinions and suggestions. He indicated that Council and staff is working diligently on a program that will work for everyone. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green addressed Mr. Astrauskas' comment regarding a rental property on Main Street and indicated she does not know if he or someone else is the owner but it is evident which property is rental and which is owner occupied by outside appearance. She spoke of the increase amount of rental property and its impact on the community. She indicated it has been 1 year since she and Councilman Jerome took office. She spoke of being honored for having the opportunity to serve. Councilman Stehman spoke of the Occupancy Permit Program as a work in progress. He advised Council appreciates the feedback and they are making appropriate changes based on the public's comments. He spoke of personal attacks. He promised to be fair in his decision making. Councilman Brombolich spoke of her role as a Councilman, focusing on what is best for the community and all of the citizens. She spoke of the program and advised it is not being considered as a personal issue towards one side or another but rather what benefits the City as a whole. She asked the public to be patient and advised Council is being responsive to public comments. She spoke of the 311 system. City of Collinsville Page 7 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 Councilman Jerome spoke of the app and thanked staff for efforts. He mentioned using the News and Events button on the app to promote all the positive stories and attributes Collinsville has to offer. He mentioned all that has been accomplished in 1 year. He spoke of the amount of time spent on the Occupancy Permit Program to ensure it is done correctly. He congratulated the scholarship winners and the 2018 graduating class. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF None. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending May 4, 2018 in the Amount of $3,230,584.64 Attachments: Agenda Item Report BOARD LIST 04-18-18 Utility Rebates BOARD LIST 04-20-18 BOARD LIST 04-25-18 Utility Rebates BOARD LIST 04-27-18 BOARD LIST 05-04-18 Utility Rebates BOARD LIST 05-04-18 2. Motion to Approve Payroll for the Period Ending April 30, 2018, in the Amount of $595,174.38 Attachments: Agenda Item Report Board List 04-20-18.pdf Board List 04-30-18.pdf 3. Motion to Approve Minutes of the April 23, 2018 Regular Meeting Attachments: Agenda Item Report 04232018RegMtg.pdf 4. Resolution Requesting Permission from the Illinois Department of Transportation to Close a Street for VFW Memorial Day Parade Attachments: Agenda Item Report Resolution Certificate of Insurance 5. Resolution Reappointing Members to the Collinsville Planning Commission (Dennis Hellige, Randy Mitchell, and Matt Popov) City of Collinsville Page 8 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 Attachments: Agenda Item Report Resolution 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 Green, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Amending the Regulations for Motel and Hotel Registrations Attachments: Agenda Item Report Ordinance City of Los Angeles V Patel 13-1175.pdf Police Chief Steve Evans spoke of the mandated guest registration to be made available to police officers upon request. Recently, he discovered that Supreme Court ruled this practice to be unconstitutional. He, and Corporate Counsel, recommends amending the ordinance accordingly. A motion was made by Councilman Stehman, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing Professional Services Agreement with Thouvenot, Wade & Moerchen, Inc. in the Amount of $66,318 for Preliminary Engineering Services for Bridge Rehabilitation (replacing the superstructure) of Black Lane Bridge (Section 16-00102-00-BR). Attachments: Agenda Item Report Ordinance Contract - IDOT BLR05510 Black Lane Bridge Map Overview by City Engineer Troy Turner, who advised this project was identified during routine inspection. It was identified that the superstruction was insufficient. He identified the bridge as being City of Collinsville Page 9 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 on Fairmont Avenue. He spoke of rebar showing through the concrete. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Resolution in Support of the City's Surface Transportation Block Grant Program-Suballocated (STP-S) Funding Application (Summit Avenue Reconstruction) Attachments: Agenda Item Report Resolution Project Map City Engineer Turner spoke of sidewalks installed on Summit Ave. as a City goal. It is also a plan to have bike lanes leading to Willoughby Farm and Uptown area. He identified the location of the project and implementation in phases, starting at Summit Bridge to Main Street. He mentioned other funding avenues. He advised this application is for the year of 2022 construction. He spoke of the process. A motion was made by Councilman Stehman, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION Mayor Miller asked for a motion to proceed into closed session to discuss in accordance with 5 ILCS 120/2(c): 1. Appointment, employment, compensation, discipline or performance of employees 5. The purchase or lease of real property 6. The setting of a price for sale or lease of property A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller City of Collinsville Page 10 Printed on 5/31/2018 City Council Minutes - Final May 14, 2018 Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS 1. City Hall will be closed on Monday, May 28 in honor of Memorial Day. The next Council meeting will be held on Tuesday, May 29, 2018 at 7:00pm. The meeting will be held at the Gateway Convention Center. Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Green to adjourn at 9:42pm. The motion carried by the following vote: Aye: 5 - Green, Stehman, Jerome, Brombolich, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 11 Printed on 5/31/2018 City Council Minutes - Final May 14, 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 12 Printed on 5/31/2018