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 25, 2019 6:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:30 pm. B. ROLL CALL Also present: Assistant City Manager Derek Jackson, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser. Present: 5 - Councilman David Jerome, Councilman Cheryl Brombolich, Councilman Jeff Stehman, Councilman Donna Green, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Mayor Miller. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Swearing In Of New Firefighters: Eric Freeman Dave Pratl Colin Fuhrman Corey Funk Kevin Pons City of Collinsville Page 1 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Jim Wilderman Mayor Miller swore in new Firefighters. F. BUSINESS PRIOR TO PUBLIC INPUT 1. Ordinance Amending Section 17.900.030 of Chapter 17.90 (Historic Preservation) of Title 17 (Zoning) of the Collinsville Code of Ordinances Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Draft Planning Commission Minutes February 14, 2019 Planning Associate Cristen Hardin advised this ordinance pertains to an amendment regarding the Historic Preservation Commission (HPC) for the City. The proposed amendment will increase commission size to 11 voting members (9 residents appointed by the Mayor and approved by Council, 1 Planning Commission representative and 1 Parks and Recreation Advisory Board representative). The amendment would also remove term limits and clarifies the role of staff and commission members. She advised the Planning Commission recommends approval. Councilman Brombolich commented on how busy the HPC is and glad to see efforts to expand their membership. Councilman Stehman concurred with Councilman Brombolich and spoke of their dedication. He mentioned professional staff members that can monitor the day to day responsibilities. Councilman Jerome inquired of language specifying the same representative could not chair both commissions. Motion to revise the amended ordinance to include language that the Planning Commission and Parks and Recreation Advisory Board representative(s) cannot serve as the role of officer on the Historic Preservation Commission by Brombolich, second by Green, roll call vote: Jerome - yes, Brombolich - yes, Stehman - yes, Green - yes, Miller - yes. Mayor Miller asked if the HPC members had concerns or questions regarding the amendments. Ms. Hardin indicated they had questions regarding clarification. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve as amended. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 City of Collinsville Page 2 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION H. SPEAKERS FROM THE FLOOR None. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the swearing in ceremony of the new firefighters, with the support of their families, as an emotional event. He spoke of the comradery among firefighters. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS None. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF Asst. City Manager Jackson gave an update regarding the City's staffing levels over the past 3 years. He advised the total number of employees has increased due to the adoption of the Parks and Recreation Department and the merger with the Gateway Convention Center. The total number of full-time employees in 2018 is 218. This amount includes 11 in Parks and Recreation and 17 at the Gateway Center. The total number of full-time employees in 2016 was 179 and in 2017 was 176. He displayed a breakdown of full-time employees per department. He noted that the decrease in Community Development Department was due to the transfer of Shuttle Bus employees to the Parks and Recreation Department. Outside of the Parks and Recreation Department and Gateway Center, there were 6 additional employees hired in 2018 - 2 in the Finance Department, 2 in IT and Administration, and 2 in Public Works. The additional staff was necessary to accommodate operations and City business needs. He summarized the City's employment trends for 2016 through 2018: Staffing increased due to additional departments and responsibilities. Full-time employment decreased by 3 in 2017. Focus on City infrastructure through the CIP and development has required additional employees. No changes were financed with property taxes. Of the $2.7 million collected in property taxes, $2.5 million goes to fund the Fire and Police Pensions. Public Works Director consolidation and hiring of City Engineer has resulted in a $74,000 costs savings. Public Works and other departments were understaffed in 2015. Councilman Stehman spoke of the impact to the City by getting things done over the past couple of years. He mentioned various departments understaffed. He spoke of the benefits to having a City Engineer. He mentioned consolidating positions. He spoke of the occupancy permit program. City of Collinsville Page 3 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Councilman Green thanked Asst. City Manager Jackson for providing the outlined staffing data. Councilman Brombolich spoke of the benefits of having an in-house Engineer. She mentioned consolidating positions and the savings that entailed. She spoke of the need for IT personnel. Mayor Miller mentioned the savings by taking on our own fleet maintenance program. Public Works Director Dennis Kress spoke of the facility maintenance coordinator. They spoke of the in-house janitorial services. Mayor Miller thanked Council for their efforts. Councilman Jerome spoke of the progressive approach the Council and staff has taken to improve the City. He spoke of the need for additional employees to accomplish goals. He spoke of improvements that benefits the community. He spoke of the attributes each Council member brings to the dais. Councilman Green spoke of running the city like a business. She spoke of the energy and quality of the leadership. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. Councilmen Brombolich and Green advised they would be voting on the minutes as they watched the meeting online. Councilman Jerome spoke of the Historic Preservation Commission members as dedicated volunteers. 1. Motion to Approve Payment of Bills for the Period Ending February 15, 2019, in the Amount of $1,087,086.73. Attachments: Agenda Item Report BOARD LIST 02-08-19 BOARD LIST 02-15-19 2. Motion to Approve Payroll for the Period Ending February 8, 2019, in the Amount of $673,059.11 Attachments: Agenda Item Report Board List 02-08-19 3. Motion to Approve Minutes of the February 11, 2019 Meeting Attachments: Agenda Item Report 02112019RegMtg 4. Resolution Reappointing Members to the Historic Preservation Commission (Bill Iseminger, Lavadna Hines, Lois Metzger, and Carolyn Welch) City of Collinsville Page 4 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 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 Stehman, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Repealing Ordinance No. 18-117 and Amending Chapter 10.08 Entitled Parking Prohibited in Fire Lanes Attachments: Agenda Item Report Ordinance Fire Chief Kevin Edmond advised this ordinance will repeal and replace the previous approved ordinance in order to allow for amendments. He indicated an incorrect street direction was listed for Courtland, the alley behind the Old Herald Brewery is to be determined a fire lane, and include Boskydells Dr. near Jefferson School as a fire lane. Councilman Jerome asked for clarification on Section F. of the ordinance regarding owners pavement markings and signage responsibilities on private property. Chief Edmond advised this pertains to commercial property only such as Home Depot, Walmart, grocery stores, etc. He further advised this allows for enforcement should someone park within the designated fire lanes on private property. Councilman Brombolich inquired of responses from citizens where fire lanes have been designated. Chief Edmond advised his department received a few responses and all were addressed. He explained how the concerns were remedied. Councilman Stehman spoke of the need to address issues that were lagging. He spoke of the need to have a comprehensive approach in addressing other parking issues such as those that are stored or parked on the street for long periods of time without being moved. A motion was made by Councilman Stehman, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 City of Collinsville Page 5 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Absent: 0 Abstain: 0 2. Ordinance Authorizing Professional Services Agreement with Tetra Tech, Inc. in the Amount of $35,731.00 for Environmental Engineering Services for Final Closure of the City Landfill. Attachments: Agenda Item Report Ordinance Proposal Director Kress advised this agreement with Tetra Tech allows for the preparation of documents to be submitted to the Illinois Environment Protection Agency (EPA) for closure of the City's landfill. He explained this has been an ongoing endeavor of the City's since 1990's. He further advised the City has completed all requirements set forth by the EPA. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Authorizing the Mayor to Sign a Contract With Azteca Systems, LLC for Permit, Licensing, Asset Managment Software and A License and Maintenance Agreement Attachments: Agenda Item Report CIP Project Sheet Ordinance Agreement Proposal Asst. City Manager Jackson advised this ordinance would authorize a 1 year contract with Azteca Systems in the amount of $47,825 in order to obtain Cityworks software package with licensing and service agreement. The software has two components: Cityworks PLL - Permits, Licensing, and Land Cityworks AMS - Asset management System The project was identified as a CIP project. Cityworks PLL will be utilized by the Community Development Department and Fire Department for building permits, business licensing, occupancy permits, etc. The AMS portal will be utilized by the Public Works Department, Fire Department and Fleet Maintenance to establish and track work orders, schedule preventative maintenance, etc. Councilman Brombolich spoke of the need for updated software. City of Collinsville Page 6 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Councilman Stehman mentioned this as being a priority of his. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Authorizing the Mayor to Execute a Service Agreement with Burns & McDonnell Engineering Company, Inc. for Software Implementation Services Attachments: Agenda Item Report Ordinance CIP Project Sheet Master Service Agreement Exhibit A Proposal Asst. City Manager Jackson advised this ordinance would authorizing a 1 year service agreement with Burns and McDonnell for Cityworks software implementation in the amount of $69,051. The scope of the project includes configuration of Cityworks Online, Cityworks AMS and PLL, user training, administrative support, data migration and quality control. Implementation process will begin in March and expected to be completed within 12 months. He spoke of the benefits to Collinsville, as Burns and McDonnell recently concluded implementation with the City of O'Fallon who has similar codes and processes in place to that of Collinsville. He further advised that migrating into a comprehensive software system and eliminating others would be an annual cost savings of $9,815. A motion was made by Councilman Green, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Authorizing the Mayor to Sign a Contract with Environmental Systems Research Institute, Inc. for Support Services related to the City's Geographical Information System City of Collinsville Page 7 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Attachments: Agenda Item Report Ordinance Agreement Asst. City Manager Jackson indicated this would authorize a contract with ESRI for GIS services. He spoke of the benefits of using GIS mapping and various staff members who utilize the program on a daily basis. A motion was made by Councilman Brombolich, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Authorizing the Mayor to Execute a Settlement Agreement And Release of Claims Between the City of Collinsville and Sandridge Manors, LLC, Retail Place, LLC, and Osborn Homes, Inc. Attachments: Agenda Item Report Ordinance Agreement Asst. City Manager Jackson advised this ordinance would authorize a settlement agreement and release of claims involving Sandridge Manor, Retail Place and Osborn Homes in regards to Sandridge subdivision. He mentioned development issues (stormwater retention, easements, sidewalks and lot consolidation) at the site in which this agreement will address. Corporate Counsel Giagoletto added that the City is not paying any money to settle the agreement. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Ordinance to Award Bid and Authorize Contract with Central Illinois Sign Company in the Amount of $124,500. (Monument Informational Signs - Project #CIP-671-19) City of Collinsville Page 8 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Attachments: Agenda Item Report Ordinance Planning Commission Staff Report - Activity Center Planning Commission Staff Report - Gateway Planning Commission Minutes January 10, 2019 Draft Planning Commission Minutes February 14, 2019 Mayor Miller advised the amount ($124,500) listed on the agenda is incorrect. Asst. City Manager Jackson apologized for the error and advised the correct number should be $134,610. Asst. City Manager Jackson advised this is an approved CIP project that came in over the amount budgeted. The project entails the placement of 3 new monument signs (2 at the Gateway Center and 1 at the Activity Center). The signs were reviewed and approved by the Planning Commission as the recommended size is larger than what code allows for. He mentioned the placement of the signs and their way finding value for those using the facilities. He advised 4 bids were received with Central Illinois Sign being the lowest. Councilman Brombolich advised Hotel Tax funds will be used to purchase the signs and Asst. City Manager Jackson concurred. He advised the signs will be similar to the one in front of City Hall but with a sharper image. Councilman Jerome asked if concerns were expressed due to the size of the sign to which Asst. City Manager Jackson advised the Planning Commission did not have concerns. A brief discussion was had regarding updating the sign code. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 8. Ordinance to Award Bid and Authorize Contract with Demond Signs Inc. in the Amount of $139,500 (Replacement of Freestanding Identification Sign - Project #CIP-672-19) Attachments: Agenda Item Report CIP Project Sheet Ordinance Planning Commission Staff Report Planning Commission Minutes January 10, 2019 Asst. City Manager Jackson advised this ordinance will authorize the replacement of the freestanding pole sign at the Gateway Convention Center which has been broken for several months. The project City of Collinsville Page 9 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 is an approved CIP project but coming back to Council for approval due to the proposed size of the sign and allowable electronic message center. He advised the sign project was reviewed and approved by the Planning Commission. He further advised 4 bids were received with Demond Signs being the lowest. Councilman Brombolich confirmed the funding for the project will come from Hotel Tax revenues to which Asst. City Manager Jackson agreed. A motion was made by Councilman Brombolich, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 9. Resolution Appointing Members to the Building Code Review Committee (Phil Throm, Chris Huckins, Larry Cooper, & Erik Illies) Attachments: Agenda Item Report Resolution Throm Application Huckins Application Cooper Application Illies Application Asst. City Manager Jackson advised this resolution will appoint 4 of the 5 members to the Building Code Review Committee. The committees responsibilities include review of appeals related to the International Code Council Building Codes and City's Occupancy Inspection program. Members are comprised of individuals who are certified in a field related to the building codes and the building environment. The appointment members include an architect, electrician, general contractor and real estate agent. The fifth member and 2 alternates will be appointed in the near future. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 10. Resolution Appointing Members to the Historic Preservation Commission (Bill Judge) City of Collinsville Page 10 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Attachments: Agenda Item Report Resolution Kimberly Caughran, Parks and Recreation Director, advised this resolution would appoint Bill Judge to the Historic Preservation Commission for a 3 year term. She further advised that members are appointed based on expertise, experience or interest in the area of architectural history and historical preservation. Mr. Judge's appointment would fill the 8th seat on the board with 1 remaining seat to be filled. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 11. Resolution Appointing Members to the Park and Recreation Advisory Commission (Richard Rehg, Kristin Hippchen, Melissa Smith, Julie Gary, Eric Nagel, David Seaton, and Peggy Kinamore) Attachments: Agenda Item Report Resolution Director Caughran advised this commission will help assist staff with the master plan for the parks as well as continue to build a relationship with the community. The commission is also required for various grants. The board member's terms are staggered to accommodate for renewals. Council spoke of the quality and willingness of volunteers wanting to support our City. A motion was made by Councilman Brombolich, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 12. Resolution Authorizing Local Agency Funding Agreement with IDOT for the Eastport Plaza Drive Resurfacing Project (Sec 17-00102-00-RS) Attachments: Agenda Item Report Resolution Location Map Agreement Troy Turner, City Engineer, advised the resolution allows the City to enter into a funding agreement City of Collinsville Page 11 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 with IDOT for Federal Participation in the construction of the Eastport Plaza Dr. resurfacing project. The City was awarded a grant in the amount of $405,000. The City's portion of the construction costs is $135,000 but advised Madison County will reimburse the City up to $135,000 in construction costs. He further advised the City has paid for preliminary engineering and will pay for construction engineering at a total cost of $132,600 which about 20% of the total cost of the project. He described the project details. Councilman Brombolich inquired of sidewalks. He advised sidewalks are in place with the exception of a small portion that is undeveloped. A motion was made by Councilman Jerome, seconded by Councilman Brombolich to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, 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 in accordance with 5 ILCS 120/2(c): 11. Pending or Threatened or Imminent Litigation A motion was made by Councilman Jerome, seconded by Councilman Stehman. to approve. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Brombolich, seconded by Councilman Green to adjourn at 7:52 pm. The motion carried by the following vote: Aye: 5 - Jerome, Brombolich, Stehman, Green, and Miller Nay: 0 Absent: 0 City of Collinsville Page 12 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 Abstain: 0 City of Collinsville Page 13 Printed on 3/12/2019 City Council Minutes - Final February 25, 2019 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 3/12/2019