City Council

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Councilman Jeff Stehman Councilman Donna Green Councilman David Jerome Councilman Tony Hausmann Mayor John Miller City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Tuesday, May 28, 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: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser. Present: 5 - Councilman Donna Green, Councilman David Jerome, Councilman Tony Hausmann, Councilman Jeff Stehman, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Jeff Young of First United Presbyterian Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Jr. Service Club Check Presentation for Glidden Park Project Members of the Jr. Service Club presented a donation check to the Parks and Recreation Director Kimberly Caughran to help fund improvements to the Glidden Park project. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION City of Collinsville Page 1 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 1. National Citizen Survey Discussion Attachments: Agenda Item Report NCS 2019 Collinsville FInal Report City Manager Bair spoke of the National Citizen Survey. He explained the purpose of the survey as a way to set a benchmark, receive feedback from residents, determine areas of strength and weaknesses, comparison to other communities and measure progress. The survey allows for addressing strategic plans and goals, engage residents, and establish priorities. Results were compared to the National Research Center Database, peer communities and Collinsville's past performance (2011, 2009 and 2007). He mentioned how benchmarks are established. The database is comprised of over 600 communities. The survey captures residents' opinions regarding community characteristics, governance, and participation with an emphasis on safety, mobility, natural environment, economy, recreation, and community engagement. The survey identified opportunities for improvement to include mobility (sidewalks and walking trails) and recreation and wellness as they were below national benchmark. He spoke of the 2019 survey results to that of 2011 (last time the survey was conducted in Collinsville): * Quality of Life - 65% ranked Collinsville as excellent or good * Place to Live - 73% rated Collinsville as excellent or good * Safety - 9 in 10 gave a positive rating * Economy - 4 in 10 gave favorable rating (improvement since 2011 for employment opportunities) * Education - 6 in 10 gave positive rating (similar to other communities) * Natural Environment - 8 in 10 residents were pleased with garbage collection and recycling * Participation - 8 in 10 would recommend living in Collinsville and half of residents felt sense of community City Manager Bair advised the survey also focused on special interest topics which included housing, parked and events. Housing: * Half of the respondents rated single family homes and overall housing stock in Collinsville as excellent or good * Multi-Family Apartments - 4 in 10 were pleased with multi-family apartment units while 2 in 10 rated apartment complexes as poor * Half of the residents thought the amount of multi-family units within the City was too much Parks and Recreation: * 9 in 10 felt that parks and recreation was essential to the community * Most residents rated safety in parks and aqua park as an important aspect * 8 in 10 rated appearance, affordability and customer service as very important Events: * 8 in 10 had attended Italian Fest * 7 in 10 attended the Horseradish Festival * 4 in 10 had attended the Smokin' on Main event * one-third attended the light up Christmas Parade City of Collinsville Page 2 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 * 2 in 10 had not heard of the community events He summed up the survey results and indicated safety and economy are important to our residents, there have been improvements to mobility, and recreation options presents an area of opportunity for the City: * 9 in 10 residents gave positive ratings to feeling safe * 4 in 10 gave favorable reviews to most aspects of economy * 6 in 10 residents positively rated ease of travel by public transportation * 7 in 10 gave excellent or good scores regarding services related to mobility * 7 in 10 reported visiting City parks in the last year and only 4 in 10 were pleased with recreational options (decline since 2011) City Manager Bair advised the City will integrate National Citizen Survey data with KPI's (Key Performance Indicators) and departmental benchmarks. The data will also be used to establish the next Strategic Plan. Councilman Stehman spoke of the importance of comparison and community engagement. He advised areas identified as needing improvements are already being addressed. He spoke of the survey as being a beneficial tool. H. SPEAKERS FROM THE FLOOR Phil Astrauskas inquired of the status of sidewalks on Summit. He mentioned an issue at the vacant lot next to the senior center. He also mentioned an issue regarding the sidewalk in the 300 block of S Chestnut. He spoke of the Crime Free program. He mentioned Councilman Stehman's property. He spoke of not receiving return calls from Council. Lindsey Keller-Jansen spoke of treatment of wastewater treatment plant agenda item. She spoke of disposal options but indicated the current option was not included in the study. She spoke of Class A sludge and indicated land application is a better alternative. Craig Keller of Keller Farms spoke of the land application process. He indicated the engineering firm did not include land application as an alternative. He advised Keller Farms has been working with City for 30 years. Phil Astrauskas Jr. distributed pictures to Council regarding code violations. He mentioned peeling paint at City Hall. He spoke of the property maintenance program. He mentioned maintenance issues in the Uptown area and tall grass at a property on Spring Street. He spoke of a building permit obtained by Councilman Stehman building permit. Scott Rayho spoke of the survey and how to improve. He spoke of infrastructure improvements. He mentioned the Drury redevelopment project. He spoke of Collinsville as being a hometown community and upcoming events. He mentioned the Memorial Day celebration. City of Collinsville Page 3 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the Memorial Day celebration and fireworks. He thanked staff for putting the event on. He mentioned the VFW parade. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Green spoke of hearing ongoing negative comments by Mr. Astrauskas. She spoke of the importance of listening to constituents, showing respect and communicating in a civil manner. Councilman Stehman spoke of verbal attacks by Mr. Astrauskas. Councilman Hausmann spoke of the Memorial Day event and thanked staff. Councilman Jerome also spoke positively of the Memorial Day event. He mentioned the sense of community. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair spoke of the Memorial Day event and a video highlighting the celebration was shown. He mentioned the opening of the Collinsville Aqua Park. Assistant City Manager Derek Jackson updated the Council on the welcome bags for new residents. Councilman Jerome suggested adding menus from local restaurants and delivery services. He spoke of the recent electronic recycling event as being a success. Police Chief Steve Evans mentioned the new radar speed signs, located on Pine Lake Rd. and Summit Avenue. The signs are funded from the Police Forfeiture account. Councilman Hausmann spoke of the impact the sign has had on Pine Lake Road. City Manager Bair addressed comments mentioned by the public. He mentioned a recently approved ordinance for mill and overlay improvements that will address sidewalk concerns. He advised the building on Main St. by the senior citizen center is in the process of being demolished. The Crime Free Coordinator has always been a full-time position. He further advised it has been recommended by Corporate Counsel to communicate with Mr. Astrauskas in writing only due to pending litigation. He explained the date on the permit for property owned by Councilman Stehman was accidently typed incorrectly and the date of payment was the same date as issued. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. City of Collinsville Page 4 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 1. Motion to Approve Payment of Bills for the Period Ending May 17, 2019, in the Amount of $1,134,529.55 Attachments: Agenda Item Report BOARD LIST 05-10-19 BOARD LIST 05-17-19 2. Motion to Approve Payroll for the Period Ending May 3, 2019, in the Amount of $710,463.52 Attachments: Agenda Item Report Board List 05-03-19 3. Motion to Approve Minutes of the May 13, 2019 Council Meeting Attachments: Agenda Item Report 05132019RegMtg 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, Jerome, Hausmann, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance to Repeal and Replace Previous Ordinance 17-4 Adopting City of Collinsville Personnel Policies Attachments: Agenda Item Report Ordinance Personnel Policies 2019 Stacey O'Brien, Human Resource Coordinator, spoke of repealing and replacing the Personnel Policies with additional policies and revisions. Policy revisions include: Employment Definitions - creates a part-time position which allows employees to pay into IMRF and work more hours than the 1,000 hour annual threshold. Promotions and Transfer - defines a break in service for accumulated benefits. Code of Ethics - policy needed to be updated to include child abuse. City of Collinsville Page 5 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 New Policy recommendations: Outside Employment - reporting secondary employment in the event of conflicts of interest. Child Safety and Reporting of Child Abuse - training required for employees who work with children. Terminal Vacation - employees will no longer be allowed to extend their service time by using vacation. City Sponsored Events - injuries sustained at a volunteer attendance event are not considered for workers' compensation. Councilman Stehman inquired of the provisions regarding the terminal vacation policy. City Manager Bair advised this practice is not permitted at other municipalities and it makes for a bad financial practice to permit it. Councilman Stehman asked for guidelines to be included regarding what constitutes a conflict of interest with regards to outside employment instead of it being arbitrary. City Manager Bair clarified that an employee can have a business but could not do business with or for the City. He further advised the policy could be adopted by the Council with a procedure written regarding conflicts of interest. Ms. O'Brien advised procedures would be established with the City Manager regarding terminal vacation guidelines A motion was made by Councilman Stehman, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing an Agreement with Crawford, Murphy & Tilly, Inc. Consulting Engineers to Provide Engineering Services for the Bio-solids Dewatering Capital Project at the Wastewater Treatment Plant in an amount Not to Exceed $710,000. Attachments: Agenda Item Report Ordinance Engineering Agreement Public Works Director Dennis Kress advised this ordinance will allow for an agreement with Crawford, Murphy and Tilly (CMT) with regards to design, administration and construction observation for the Bio-Solids Dewater and Disposal Project at the Wastewater Treatment Plant in an amount not to exceed $710,000. The total cost of the project is estimated at $5,590,000. He advised the project has been submitted to the IPA for consideration of a low interest load through the State Revolving Loan Program. Debt service will be paid for by overall operational savings (energy City of Collinsville Page 6 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 costs and disposal fees). He advised a rate increase is not anticipated. He further identified benefits to the Bio-Solids Dewater and Disposal Project: * Cost control of disposal fees * Reduction in energy costs * Flexibility and self reliance in disposal * Favorable position to address potential future EPA regulations * Addresses maintenance needs, storage tanks and odor control * Allow for future expansion * Reduces the need for expensive capital and maintenance improvements Director Kress elaborated on the long term cost control of disposal fees and explained the difference between landfill option, Class A Bio-Solids and the current treatment method. He indicated the goal is to a Class A Bio-Solid by the year 2026. Jim McCleish, engineer for Keller Farms, spoke of land application costs to that of landfill and Class A. He mentioned improvements needed for Class A option vs the current land application method. He mentioned EPA regulations. He suggested land application as being the preferred method as it is cost effective and sustainable. He mentioned an extension is being requested so they could address storage tank issues. He spoke of odor issues while en route to the landfill. Craig Keller of Keller Farms indicated he has addressed concerns and is asking Council wait 2 weeks before considering this ordinance. He explained the current situation and how the sludge is handled, spoke of contract and terms with reduced pricing. Councilman Jerome inquired of what additional information would be addressed within 2 weeks. Mr. McCleish advised storage will be addressed regarding Class B Bio-Solids at the plant as they believe an additional storage tank is not necessary. Councilman Jerome spoke of concerns regarding the Keller Farms contract needing to be renegotiated after 10 years at an undisclosed amount. He spoke of proactively addressing the issue now, making it EPA friendly and meeting regulatory changes in the future. A brief discussion was had regarding the bio-solid systems and whether or not the byproduct could be used on the fields. Director Kress spoke of how the odor issue will be addressed and contained. He further advised the current scrubbers are undersized and inefficient. He explained the odor control process. CMT Engineer Scott Knight elaborated on odor control and the difference between storing liquid sludge vs. dewatered material hauled away. He also advised odor control chemicals will be added to the material during the dewatering cycle. Councilman Jerome inquired of using the current storage tanks and eliminating odor. Mr. Knight advised the current odor control system is not adequate and would need to be increased. The estimated cost to increase the current system is $1.3 million. He spoke of times when the storage tanks are at capacity. When considering a 20 year life cycle, the existing tanks are unlikely to accommodate future growth in the City. He advised additional tanks would require increased odor City of Collinsville Page 7 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 control measures. Director Kress spoke of capacity issues of the storage tanks. Based on projections, the existing storage will not be sufficient to accommodate growth. A brief discussion was had regarding capacity issues of the storage tanks. Councilman Jerome asked of potential EPA regulations for the future. Mr. Knight indicated it is unknown but the Class A process eliminates issues regarding regulatory issues as it positions the City into compliance with requirements well into the future. Director Kress spoke of disposal fees. He advised the current system, Class B, will cost $12,520,597 based on Keller Farms contract. The landfill option (dewater and disposal) is estimated to cost $12,549,748 with plans to work towards the Class A Bio-Solids solution around the year 2026. Mayor Miller allowed closing remarks from engineers on both sides. They summarized their previous statements. Councilman Jerome thanked both parties for addressing the issues. He spoke of improvements to address potential regulatory guidelines and future growth as a phased project. Mayor Miller thanked all involved for discussing the issues in determining what is best for the City. Councilman Green spoke of needing to make the right decision for the community. She spoke of having ongoing discussions to better understand the situation. She spoke of her appreciation to Keller Farms for providing a service to the City for many years. She thanked Director Kress for his efforts and forward thinking. Councilman Stehman spoke of meeting with both parties and engineers regarding the issue. He advised the issue is not political but based on the expertise of staff and their recommendations for what is in the best interest for the City. He indicated that tabling the item for 2 weeks would not have an impact on his decision. Councilman Hausmann thanks both parties for contributing information. He explained that his thought process is not political or personal but rather what is the best option (Class B vs landfill, Class B vs Class A) for the City. He further advised a phased in approach makes sense. A motion was made by Councilman Jerome, seconded by Councilman City of Collinsville Page 8 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 Stehman to approve. The motion carried by the following vote: Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Authorizing the Mayor to Sign a Redevelopment Agreement Between the City of Collinsville and Drury Corporation Attachments: Agenda Item Report Overview by City Manager Bair, advised this item was previously discussed at the March 25 Council meeting. He advised Drury is seeking $1.5 million in TIF #1 incentives of a $5.2 million project. The incentive amount represents 28.8% of the development costs. The project includes a complete reimaging and rebranding. The agreement structure would be 3 installments of $500,000 starting in 2020 and after substantial completion. Part of the agreement includes they will operate this location as a Drury for a period of 8 years. Staff recommends approval. Mayor Miller spoke of the positive notion that Drury wants to improve their property and invest in the City. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Green, Jerome, Hausmann, Stehman, 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): 1. Appointment, employment, compensation, discipline or performance of employees A motion was made by Councilman Green, seconded by Councilman Stehman. to approve. The motion carried by the following vote: Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 P. ANNOUNCEMENTS City of Collinsville Page 9 Printed on 6/11/2019 City Council Minutes - Final May 28, 2019 The monthly Electronics and Appliance Recycling in Uptown Collinsville for June is canceled due to the Horseradish Festival. The next scheduled drop off date is July 13. Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Hausmann to adjourn at 9:02 pm. The motion carried by the following vote: Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 10 Printed on 6/11/2019 City Council Minutes - Final May 28, 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 11 Printed on 6/11/2019