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, September 24, 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: 4 - Councilman David Jerome, Councilman Cheryl Brombolich, Councilman Jeff Stehman, and Mayor John Miller Absent: 1 - Councilman Donna Green C. INVOCATION Delivered by Pastor Jeffrey Young of First Presbyterian Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of the September Yard of the Month Award to Thomas Hanna of 803 W. Clay Street Attachments: Agenda Item Report Mayor Miller announced the Yard of the Month presentation will be held at a future meeting as the receipient was unable to attend. 2. Presentation of Retirement Plaque to Mike Bell City of Collinsville Page 1 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 Mayor Miller presented Mike Bell with a retirement plaque and thanked him for his years of service at the Collinsville Police Department. Police Chief Steve Evans spoke highly of Mr. Bell and the contributions he brought to the Police Department. 3. Proclamation Recognizing October as National Community Planning Month Attachments: Agenda Item Report Proclamation Mayor Miller read the Proclamation. 4. Proclamation Recognizing the week of October 7, 2018 as National Fire Prevention Week Attachments: Staff Memo Proclamation Mayor Miller read the Proclamation. 5. Swearing In of Firefighter Zachary Jenny Mayor Miller swore in Firefighter Zachary Jenny and Matthew Reeder. Mayor Miller and Fire Chief Kevin Edmond welcomed Firefighter Jenny and Reeder, as well as their families, to the Collinsville Fire Department. 6. Swearing In of Firefighter Matthew Reeder F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Rezoning Real Estate Owned by Black Friday LLC Located at 800 S. Morrison Ave. ("B-5" to "M-1") Attachments: Agenda Item Report Ordinance Planning Commission Staff Report 9/13/18 Planning Commission Minutes 09/13/18 - Draft Community Development Director David Bookless advised this is a request to rezone the property known as the catsup bottle property from B-5 to M-1. He explained that B-5 is an obsolete warehouse district which means that any change in the use requires the property to be rezoned. Planning Commission recommended approval to rezone to M-1 as the use is consistent with the district. He displayed historical pictures of the property and displayed recent pictures showing the exterior improvements that have been made by the current owner. He displayed an aerial zoning map that identified neighboring properties. He highlighted the R-1 Single Family Residential parcels adjacent to the properties. He indicated that sexually oriented/adult businesses are not permissible in M-1 properties that are within 250 feet of R-1 parcels. He advised that Black Friday Liquidator sells new and used commercial kitchen equipment. They will have a showroom and warehouse. Councilman Jerome inquired of the applicant knowing that this is a non-conforming M-1 due to City of Collinsville Page 2 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 building location and setbacks to which Director Bookless advised they are aware. Councilman Brombolich inquired as to why the applicant could not have done a Planned B-5. Director Bookless advised that a Planned B-5 would have memorialized the setbacks as they currently are instead of M-1 setback requirements and a Planned District would require a site plan review which did not seem appropriate. She further inquired if the parking lot would be paved to which Director Bookless advised it will be, weather permitting. Councilman Jerome inquired of M-1 parking requirements. Director Bookless indicated parking requirements for M-1 are minimal and based on the number of employees for a warehouse. A discussion was had regarding B-5 zoning. Director Bookless clarified that B-5 is no longer used so anything previously zoned B-5 that has a change in use must be rezoned. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 G. COUNCIL DISCUSSION 1. Capital Improvement Plan Update Attachments: Staff Memo City Manager Bair spoke of the updates to the Capital Improvement Plan. He mentioned a change in the organization to add Parks and Recreation Department and the Gateway Convention Center. He advised the update will address new projects, funding sources, revisions to previously approved projects, and financial information. He spoke of completed CIP projects which came in under budget at $3.9 million. He indicated staff will budget for the entire project costs with grants taken off at net. He mentioned work capacity challenges. He spoke of projects completed, costs and revenues for the past 10 years. He mentioned the lack of infrastructure investments by prior City Manager during 2012 through 2015. He spoke of service expansion projects to include water and sewer services and the Sugar Loaf water main extension. He mentioned utilizing the Hotel Accommodation Tax and General Fund to offset cost of projects within the Parks and Recreation Department and at the Gateway Convention Center. City Manager Bair spoke of the financial strategy for CIP projects. He mentioned using General Funds while still maintaining a 15-20% reserve. He highlighted changes to the CIP regarding budgeting: City of Collinsville Page 3 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 * Move the cost for computer replacements from IT into the respective department as operational expense. * Maintenance contracts will be included in operational budget. * Reallocate fleet vehicles from Administration. He spoke of projects within the Gateway Convention Center to include renovations, ADA compliant connection to Doubletree, vehicle replacement program, LED signage and equipment (forklift, staging, trash containers) at an estimated cost of $1.9 million. Funding to come from a grant, Hotel Accommodation Tax and TIF 1. Next, he spoke of improvements within the Parks and Recreation Department at an estimated $3.2 million through the year of 2023. Funding for improvements to come from grants, Hotel Accommodation Tax and TIF funds, where applicable. Improvements include rebranding of the activity center and water park, address Life Safety and maintenance issues He identified and displayed pictures of various issues at the center when it was relinquished to the City by CARD. He mentioned improvements at Willoughby Farm to include paddock remediation, solar project and parking. He highlighted improvement projects at Woodland Park to include replacement of playground equipment, picnic tables and shelters, bleachers, amphitheater, parking and lake dredging. Glidden Park improvements include replacing the skating rink, drinking fountains, parking, pickle ball and sidewalk accessibility. Improvements for Schnuck's Park will include the replacement of the playground and dredging of the lake. Projects at the recreational complex will include new signage, replacing the bleachers and picnic tables. He spoke of City owned property on St. Louis Rd., formerly known as Beck's Lodge. He mentioned utilizing the property as a small neighborhood park with playground equipment, splash pad and parking. City Manager Bair spoke of improvements within the Public Works division. He mentioned various projects (Fournie Lane Extension which will open up the area to potential warehouse and distribution centers, Sugar Loaf Water Main Extension that will address fire issues and frequent boil order problems and Road Reconstruction, road resurfacing and sidewalks). A discussion was had regarding sidewalks. Public Works Director Kress explained the difficulty of replacing sidewalks and trying to keep up with prep work for mill and overlay road repairs. He suggested out sourcing the sidewalks. He spoke of the lack of sidewalks and road repairs that were not done for a period of time and the constant effort to catch up. The 2018-2023 CIP is projecting $13.2 million in infrastructure improvements. Next, City Manager Bair mentioned improvements within the Fire Department to include warning siren replacement, revitalization of Fire Station 1, engine replacement and hearing protection. He spoke of the vehicle replacement program and radio upgrade project at the Police Department. Lastly, he spoke of other City improvements that included asset management software, fleet vehicles and maintenance, welcome signage and IT projects. Councilman Stehman asked for a cost analysis of maintaining what we have versus improvements or City of Collinsville Page 4 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 replacement. He spoke of setting future goals. Councilman Brombolich also inquired as to the cost to accomplish the work that is necessary. Director Kress explained the construction crew does not replacement sidewalks but addresses drainage issues and topography changes. He spoke of the need to determine what projects can be done in-house versus outside construction. Councilman Jerome inquired of adequate manpower to accomplish necessary projects. Director Kress indicated he frequently has to pull laborers from one project to work on another. Troy Turner, City Engineer, spoke of doing curb and gutter projects in-house. He mentioned failing sidewalks and ADA accessible issues. He spoke of new pavement technologies to extend the life of road repairs. H. SPEAKERS FROM THE FLOOR Scott Rayho spoke in favor of establishing an advisory board for the Parks and Recreation Department. He spoke of the issues with only have a board consisting of 5 members and suggested 7-9 board members. Phil Astrauskas mentioned various good things going on in the City but voiced his concerns regarding funding. He spoke of expired building permits. He mentioned the late fee penalties for the Crime Free Program. He spoke of business district funds being requested and generated sales tax. He mentioned a sidewalk issue on S. Chestnut Street. I. COMMENTS & ANNOUNCEMENTS - MAYOR None. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS None. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair addressed the comment regarding the Crime Free Program late fees. He mentioned previous Council discussions surrounding the parameters of the late fee provision. Councilman Brombolich clarified that other municipalities double the fee after 30 days late but Council elected to establish a late fee after 60 days delinquent. She also reiterated the discussion regarding sidewalks that need to be repaired and how they are being addressed. Community Development Director David Bookless gave a brief update regarding the Occupancy Permit Program. He advised 59 applications have been received, 36 inspections done and 23 scheduled. There have been 33 permits granted. There were 3 that did not pass first inspection. Violations found were related to GFCIs, unprotected wiring and smoke/CO detectors. He advised his department is receiving calls from tenants asking for inspections due to ongoing maintenance issues. Councilman Brombolich mentioned an issues that was discussed on Facebook. Director Bookless advised his department received a complaint late Friday regarding mold and the called asked for an City of Collinsville Page 5 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 inspection to be done come Monday. The Facebook comments occurred over the weekend, prior to the inspection. Parks and Recreation Director Kimberly Caughran announced Fall Farm Day at Willoughby Farm on the first Saturday in October. Police Chief Steve Evans spoke of the Metroeast Teen Traffic Safety Event scheduled for October 16 and 17 at the Gateway Convention Center. He advised that over 500 teens from Collinsville High School have been invited to participate in this safety event on October 16 and approximately that many more from surrounding communities have been invited to participate on October 17. He spoke of the objectives of the event, keynote speakers and demonstrations. Councilman Jerome mentioned the Collinsville Fire Department golf fundraiser event scheduled for October 6. City Manager Bair gave an update regarding the progress at Ardent Spirits and indicated they have a goal of opening in November or December. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending September 14, 2018, in the Amount of $1,541,699.74. Attachments: Agenda Item Report BOARD LIST 08-01-18 BOARD LIST 09-07-18 BOARD LIST 09-14-18 2. Motion to Approve Payroll for the Period Ending September 7, 2018, in the Amount of $699,574.32 Attachments: Agenda Item Report Board List 09-07-18.pdf 3. Motion to Approve Minutes of the September 10, 2018 Meeting Attachments: Agenda Item Report 09102018RegMtg 4. Resolution Requesting Utility Permit from Illinois Department of Transportation for Noeth Excavating to Sewer Lateral at 1960 Beltline Rd. Attachments: Agenda Item Report IDOT Resolution and Utility Permit City of Collinsville Page 6 Printed on 11/1/2018 City Council Minutes - Final September 24, 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 Stehman, seconded by Councilman Jerome, to approve the Consent Agenda. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing Expenditure of Northeast Business District Funds to Mane Attraction Hair Studio Boutique (1501 Vandalia) Attachments: Agenda Item Report Ordinance Application Bids Overview by Cristen Hardin, Associate Planner, who advised Mane Attraction Hair Studio submitted an application for funds from the Northeast Business District for building improvements. The proposed improvements consist of vinyl railing with solar light caps. The project costs is $3,840 with a reimbursement request of $1,536. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 2. Ordinance Authorizing the Mayor to Execute an Agreement Between the City of Collinsville and Control Technology Solutions, LLC Attachments: Agenda Item Report Ordinance Assistant City Manager Derek Jackson advised this ordinance will allow for an energy savings contract with CTS Group for improvements to Fire Station 1 and 2. CTS Group evaluated and presented their findings at both Fire Stations to the Council at a previous meeting. CTS Group is estimating an annual operational and energy savings of $9,513. The improvements will address undersized HVAC unit and lighting as well as safety issues for the firefighters. The contract is for $261,722 with an estimated 20 year return with a $15,000 energy grant that was received from Madison County. City of Collinsville Page 7 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 3. Ordinance Authorizing the Mayor to Execute a Fiber Internet and Ethernet Service Agreement with Spectrum-Charter Communications for Gateway Convention Center Attachments: Agenda Item Report Ordinance Agreement Asst. City Manager Jackson advised the City was contacted by Spectrum-Charter who advised they recently installed fiber internet in the Eastport Plaza area. He advised this was previously slated as a Capital Improvement Project for the City. The Gateway Center staff has identified that internet speed has been an ongoing issue at their location and indicated that many of their clients/vendors require streaming capabilities or transactions. Having multiples users at the same time has also been an issue. The speed increase will satisfy the needs of the center. Spectrum-Charter is offering a significant savings with a 5 year contract. City Manager Bair elaborated on the need for faster internet service as part of the business plan for Gateway Center. Mayor Miller inquired as to how the internet upgrade was determined. Asst. City Manager Jackson advised he worked with staff at each facility, IT personnel and Spectrum-Charter to determine the needs based on usage data. It was determined that the upgrades were adequate for each facility. He further advised the infrastructure is in place and the upgrade will take place immediately upon the execution of the contract. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 City of Collinsville Page 8 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 4. Ordinance Authorizing the Mayor to Execute a Fiber Internet and Ethernet Service Agreement with Spectrum-Charter Communications for City Hall Attachments: Agenda Item Report Ordinance Agreement Overview by Asst. City Manager Jackson, who advised this internet upgrade is adequate for City Hall based on usage. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 5. Ordinance Authorizing the Mayor to Execute a Fiber Internet and Ethernet Service Agreement with Spectrum-Charter Communications for the Police Department Attachments: Agenda Item Report Ordinance Agreement Asst. City Manager Jackson advised this contract would upgrade the internet speed for the Police Department facility. He spoke of the price break with a 5 year contract. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 6. Ordinance Providing for the Codification of the Economic Development Commission for the City of Collinsville Attachments: Agenda Item Report Ordinance City Manager Bair advised this commission was previously approved as a resolution but this ordinance amends the Municipal Code to recognize the Economic Development Commission (EDC) as an advisory commission. He identified changes to the commission: - Removes CARD membership - Adds the Parks and Recreation Director as an ex-officio member City of Collinsville Page 9 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 - Allows Chamber to appoint a representative in the absence of an Executive Director - Amends the Executive Director of the Gateway Convension Center as an ex-officio member due to consolidation - Addition of the President and CEO of the Great River and Routes Tourism Bureau as ex-officio member Councilman Brombolich inquired as to the number of voting members to which City Manager Bair advised 11. A motion was made by Councilman Stehman, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 7. Ordinance Creating the Parks and Recreation Advisory Commission for the City of Collinsville Attachments: Agenda Item Report Ordinance Director Caughran advised this is similar to the codification and structure of the EDC ordinance. The advisory commission will be comprised of 5 members and will provide guidance to the Parks and Recreation Department with regards to programming, improvement projects and future needs. Councilman Brombolich inquired as to how it was determined to have 5 members. Director Caughran advised staff compared our needs with that of other communities that have a similar advisory commission and many of them are comprised of a 5 member board. Councilman Brombolich compared this to other advisory commissions (EDC, Planning Commission) and indicated those commissions consist of 11-13 members. City Manager Bair spoke of the difference and focus of the EDC and Planning Commission when compared to the Parks and Recreation Commission. He spoke of issues with having more members and indicated other communities function with a 5 member board. Councilman Brombolich inquired as to who may serve on this type of commission, will it be a general citizen or someone who has some sort of expertise or experience. City Manager Bair advised the City will accept applications from residents and staff is looking for people who utilize the parks. Councilman Brombolich spoke of various organizations who utilize the park facilities. Councilman Jerome concurred with Councilman Brombolich in that the Parks and Recreation Commission should have more members that is consistent with an advisory board. He spoke of the various facilities and activities they offer. He mentioned the benefits of having members with experience or special interest for the various facilities. City of Collinsville Page 10 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 Councilman Stehman indicated he does not see this as a board that will be actively involved but rather suggesting programs or improvements to staff. A discussion was had regarding the functions of the advisory commission. Councilman Brombolich suggested establishing a 7 member Parks and Recreation Advisory Commission. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to amend the ordinance to allow for 7 members, instead of 5 members, seconded by Councilman Jerome; roll call vote: Jerome - yes, Brombolich - yes, Stehman - yes, Miller - yes. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve as amended. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 8. Ordinance Authorizing "No Parking" Zones in Front of Communal Mail Boxes on Ridgewood Court and Lester Avenue Attachments: Agenda Item Report Ordinance Aerial Map Mike Doi, Street Superintendent, advised this ordinance will establish a no parking zone in front of communal mail boxes in the Ridgewood Ct. and Lester Ave. area. He advised that staff recently attended a neighborhood meeting in the area and residents requested a no parking zone due to issues surrounding the disruption of mail being delivered as mail boxes are regularly blocked by cars parked in front of them. If approved, signage will be posted as well as painted curbs to indicate parking is prohibited. The Police Department will also send a letter to all neighborhood residents informing them of the parking restrictions. Staff recommends approval. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 9. Resolution Appointing a Member to the Cool Cities Committee (Lisa Ciszczon City of Collinsville Page 11 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 Brennan) Attachments: Agenda Item Report Resolution Application Overview by Asst. City Manager Jackson, who advised this resolution would appoint Lisa Brennan to the Cool Cities Committee. Staff had the opportunity to meet with Ms. Brennan regarding her ideas and goals. She comes highly recommended by Willoughby Farm staff members. She is a student of Sustainability Education at Prescott College. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 10. Resolution Appointing a Member to the Police Pension Board (Mike Bell) Attachments: Agenda Item Report Resolution Mayor Miller advised this resolution will appoint Mike Bell to serve as an interim appointment to the Police Pension Board. This position is vacant due to the resignation of the Finance Director. Mr. Bell was previously the Active Duty Member on the Police Pension Board. He is willing to serve as the appointed member until a new Finance Director is in place. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller Nay: 0 Absent: 1 - Green Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Stehman, seconded by Councilman Jerome to adjourn at 9:20pm. The motion carried by the following vote: Aye: 4 - Jerome, Brombolich, Stehman, and Miller City of Collinsville Page 12 Printed on 11/1/2018 City Council Minutes - Final September 24, 2018 Nay: 0 Absent: 1 - Green Abstain: 0 City of Collinsville Page 13 Printed on 11/1/2018 City Council Minutes - Final September 24, 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 14 Printed on 11/1/2018