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 Monday, July 22, 2019 6:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:30pm. B. ROLL CALL Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser. Present: 5 - Councilman Jeff Stehman, Councilman Donna Green, Councilman David Jerome, Councilman Tony Hausmann, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Pastor Sherman Smith of Pleasant Ridge Baptist Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Presentation of the July 2019 Yard of the Month Contest Award Attachments: Agenda Item Report Mayor Miller presented a plaque and certificate to Perry Kasper of 245 Sumner Blvd. 2. Swearing In of Bud Jeremias as Lieutenant with the Police Department Bud Jeremias was sworn in as Lieutenant with the Collinsville Police Department by Mayor Miller. City of Collinsville Page 1 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 3. Swearing In of Keith Jackson as Sergeant with the Police Department Keith Jackson was sworn in as Sergeant with the Collinsville Police Department by Mayor Miller. 4. Swearing In of Mike Mikoff as Lieutenant with the Fire Department Mike Mikoff was sworn in as Lieutenant with the Collinsville Fire Department by Mayor Miller. 5. Introduction of New City Employee - John Proffitt, Crime Free Multi-Housing Coordinator Mayor Miller introduced John Proffitt and welcomed him as the new Crime Free Multi-Housing Coordinator. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. 2018 Year End Financial Results - Hochschild, Bloom and Company LLP Attachments: 2018 Collinsville CAFR City Manager Bair spoke of the 2018 Comprehensive Annual Financial Report (CAFR). He gave a brief overview of what the CAFR is and how it related to the budget. He mentioned factors affecting financial conditions: Local Economy - EAV increased 2.7% ($1.2 billion) and an increase in sales tax revenues of 4.4% ($553,761) Long-Term Planning - unassigned fund balance for General Fund of $10,307,198 which exceeds 15-20% level per policy Initiatives - new Water Treatment Plant, development of Parks and Recreation Department, merger with Gateway Convention Center, Hotel/Motel Tax and Food and Beverage Tax, investments in street and sidewalk improvements, and consolidation of Public Works Facility He advised assets and deferred outflow of resources of the City exceeded its liabilities and deferred inflow of resources by $29,340,457 (net position). He highlighted the financial impact of the City: Net position - increased by $15,439,370 Governmental activities - increased $14,792,528 Business-type activities - increased $646,842 Total bond debt - increased by $9,997,971 He further explained the largest portion of the City's net position reflects investments in capital assets (land, buildings and improvements, equipment, vehicles and infrastructure). He displayed a graph depicting the City's net position trend and indicated 2015 was the worst year for net position which decreased $3,593,233. He attributed the 2015 decrease to expenses outpacing revenues as well as changes to the way pensions were accounted for (GASB 68). City Manager Bair spoke of the General Fund: 2018 Year End Balance - $21,179,538 (increase of $2,979,189 from 2017) City of Collinsville Page 2 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 Unassigned fund balance - $10,306,673 or 48.7%, available for spending at City's discretion He advised the increase in the fund balance is mainly attributed to the merger of the Gateway Convention Center which reflects as income from the center. He further advised general fund expenses increased due to newly established Parks and Recreation Department. He highlighted 2018 General Fund budgetary and outlined the adjustments: Budget - originally $22,368,690 but increased to $24,788,742 (10.8% adjustment) Expenditures - $23,656,196 Adjustments include: * Increase of $2,512,653 for expenditures related to Gateway Convention Center * Decrease of $1,045,650 in City Council program * Increase of $213,234 in Human Resources for expenses related to legal services and hiring of personnel * Increase of $446,204 in Parks and Recreation Program * Increase of $204,825 in Fire Program for workers' compensation payments * Increase of $41,245 in Operations related to in-house janitorial services * Increase of $31,274 in Finance for professional services and personnel * Increase of $16,267 in Economic Development for tourism bureau He spoke of tax revenues (property tax and sales tax). He advised property tax revenues are split between the General Fund and TIF. The Fire and Police Pensions are paid from property tax revenues issues to the City and gave the following breakdown for 2018: Property Tax Revenues - $2,631,365 Fire Pension - $ 910,998 Police Pension - $1,304,043 Balance of $416,324 to General Fund He concluded by indicating the need for more finances for capital projects and improvements. He also mentioned the need of a debt management policy. Mike Williams, auditor with City's audit firm Hochschild, Bloom and Company, spoke of the financial report. He highlighted the City's major initiatives. He spoke of the City going above and beyond the basic required audit. He congratulated the City on receiving their Certificate of Achievement for Excellence in Financial Report from the Government Finance Officers Association. He mentioned their Independent Auditor's Report. He spoke of 2018 assets being $133,952,050 versus 2017 at $106,387,742. He highlighted the fund balances, statement of revenues and expenditures, pension plan, and post employment liability disclosure. He spoke of the significant amount of assets due to the merger with Gateway Convention Center. Mr. Williams spoke of their report regarding internal controls and recommendations. He advised their firm found no issues regarding non-compliance. City of Collinsville Page 3 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 H. SPEAKERS FROM THE FLOOR Herman Wenos spoke of recently installing sod and the need to water it. He inquired of having a cap on water bills when it involves sod. Jason Bradley spoke of the proposed amendment regarding beekeeping. He mentioned county regulations. He mentioned experts regarding beekeeping and bee behavior. Scott Rayho spoke of the Parks Department collaborating with a consultant in order to establish a master plan to better our parks. He spoke of the benefits of seeking public input. He mentioned the efforts made by the Public Works Department in keeping the City's infrastructure working efficiently. He mentioned the upcoming Smokin' on Main event, blood drive and Archeology Day at Cahokia Mounds. He thanked Collinsville for participating in the Metro East Start Up Business Challenge. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of the 3rd annual Smokin' on Main event. He mentioned the available of cooling stations throughout the City. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Jerome advised the Smokin' on Main event will have multiple vendors offering BBQ and other items for sale. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City Manager Bair spoke of the issue regarding grass clippings being blown into the street and damaging the stormsewer system. He announced that Popeye's is open and reminded the public of a back road access to alleviate traffic. Parks and Recreation Director Kimberly Caughran announced the last Movies on Main event is scheduled for August 10 and will feature Legos Movie 2. She thanked the sponsors. She spoke of the Smokin' on Main event. She mentioned the Kid'Cation event scheduled for July 26 through August 4. City Manager Bair announced the new water bill phone payment system number is 1-855-276-3583 and goes into effect August 1. City Manager Bair addressed comments regarding beekeeping. He advised the City is doing intern projects and allowing the intern to present before the Planning Commission and Council. He clarified that Madison County regulations for unincorporated areas do not apply to Collinsville's corporate limits with regards to beekeeping. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending Jul 12, 2019, in the City of Collinsville Page 4 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 Amount of $1,122,199.37 Attachments: Agenda Item Report BOARD LIST 05-01-19 INS BOARD LIST 06-01-19 INS BOARD LIST 07-02-19 UTILITY REBATES BOARD LIST 07-12-19 2. Motion to Approve Payroll for the Period Ending June 28, 2019, in the Amount of $745,739.20 Attachments: Agenda Item Report Board List 06-28-19 3. Motion to Approve Minutes of the July 8, 2019 Council Meeting Attachments: Agenda Item Report 07082019RegMtg 4. Resolution Reappointing a Member to the Police Pension Board (Steve Evans) 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 Stehman, seconded by Councilman Jerome, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Mayor to Sign an Agreement with Planning Design Studio LLC for Professional Services Attachments: Agenda Item Report Ordinance Service Agreement Director Caughran advised this ordinance will authorize Planning Design Studio to development a Master Plan for the City's Parks and Recreation Department. The plan will identified priorities for future funding and project development, review existing facility, and analyze needs in the community. City of Collinsville Page 5 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 The Master Plan will be a working document to guide future development, grant opportunities, and planning to enhance the Parks and Recreation Department. City Manager Bair advised it will mainly focus on the Sports Complex and Aqua Park. Councilman Jerome inquired of input from the Planning Commission and Cool Cities Commission to which she advised their input will be sought. City Manager Bair advised they will also research solar power avenues. Councilman Hausmann spoke of the public's involvement and funding strategies to improve parks. Mayor Miller agreed with Councilman Hausmann. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance Authorizing the Mayor to Sign Agreement with ArchImages for Professional Services (Public Works Administrative and Maintenance Facility) Attachments: Agenda Item Report Ordinance ArchImages Design Proposal Public Works Director Dennis Kress advised this ordinance will provide professional services from ArchImages for the design and administration services for the Public Works Administration and Maintenance Facility on Juda. The contract is not to exceed $315,000. The new facility will house administration for Public Works, Street Dept., Fleet Maintenance, and Water Lines Maintenance Operations. The new facility on Juda will be centrally located allowing for more efficient service and reduce operational costs. He advised the relocation of the Public Works operations will allow Parks and Recreation to move into the existing Water Lines Maintenance Facility garage at the Sports Complex area and provide needed storage space for all department at the current Street Dept. facility. Greg Garner of ArchImages displayed an aerial map of the property on Juda and outlined a concept design. He spoke of the process it takes to design the facility. He highlighted the concept designs of the proposed facility with a floor layout. He mentioned the option for future expansion. He spoke of making the facility energy efficient and visually appealing. They displayed samples of the exterior materials. Next, they displayed salt storage options. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller City of Collinsville Page 6 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 Nay: 0 Absent: 0 Abstain: 0 3. Ordinance Accepting an Illinois Workers' Compensation Commission Settlement Contract Lump Sum Petition and Order Attachments: Agenda Item Report Ordinance Agreement Finance Director Pam Reid advised this ordinance would authorize a workers' compensation settlement in the amount of $37,492.38 to Lori Wise. Ms. Wise was injured during the course of her employment. All benefits have been paid and the case is ready for resolution. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Ordinance Amending Collinsville Municipal Code Title 8 Health and Safety, Regulating the Use and Storage of Residential Refuse Containers Attachments: Agenda Item Report Ordinance Planning Commission Staff Report Derek Jackson, Assistant City Manager, advised this is a discussion to address goals with the proposed text amendment regarding the use and storage of refuse containers. He advised the amendment will address where the containers are to be stored and acceptable timeframe for placing the containers at the curb for pick up. He advised the amendment indicates the containers are not to be stored in the front yard area of the residence. He further advised the timeframe for placing the containers at the curb would be 5pm the day before scheduled pick up until noon the day after pick up. He addressed issues surrounding the containers. City Manager Bair spoke of similar regulations that were discussed when the City incorporated automation but was deferred. Asst. City Manager Jackson advised the Planning Commission and Cool Cities Commission reviewed and gave recommendations. Councilman Jerome spoke of placement of the containers when being stored. Discussion was had regarding placement of the code within the Health and Safety category versus the Property Maintenance code. Councilman Green spoke of the need to address nuisances with a procedure in place. Council also discussed the proposed timeframe. Asst. City Manager Jackson clarified this City of Collinsville Page 7 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 ordinance would be complaint driven for repeat offenders. After much discussion, Council tabled the ordinance for additional information to follow. A motion was made by Councilman Jerome, seconded by Councilman Green to table. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Amending the Collinsville Municipal Code Chapter 2.50 Economic Development Commission (Members, Meetings, and Attendance) Attachments: Agenda Item Report Ordinance Chapter 2.50 EDC (Red Line) Chapter 2.50 EDC City Manager Bair noted the proposed changes: * Reduce voting members from 11 to 7. * Reduce voting at-large members from 4 to 1. * List PC Chair, Chamber Director and School District Unit 10 Superintendent as non-voting members. * Add Great Rivers and Routes Tourism Bureau President as non-voting member. * Remove vice-chairman position. * Allow commission to remove members due to lack of meeting attendance. * Establish monthly meetings on the 2nd Friday of each month. He advised the EDC unanimously recommended approval of proposed changes at their July 12 meeting. Councilman Stehman suggested having the Mayor appoint the chairman or set term limits. Councilman Jerome spoke of the need of having a vice-chairman. Council discussed the proposed amendments and recommended to table the ordinance. A motion was made by Councilman Stehman, seconded by Councilman Hausmann to table. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Declaring Personal Property Owned by the City as Surplus and City of Collinsville Page 8 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 Authorizing Sale or Disposal Attachments: Agenda Item Report Ordinance City Clerk Wasser advised each department did an assessment and identified various items no longer useful to their department. Efforts were made to repurpose the items within other departments. She displayed a list of items that have been deemed no longer useful to the City as a whole. She made note that several listed vehicles were repurpose from the Police Dept. to Community Development and Administration as fleet vehicles. She spoke of the Fleet Maintenance Replacement Plan which recommends replacing vehicles over 8 years old and/or over 100,000 miles. She indicated some vehicles need repairs that exceed value. Items will be placed on the City's public auction site or consignment. A motion was made by Councilman Green, seconded by Councilman Jerome to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 7. Ordinance Authorizing the Mayor to Execute an Agreement with Mitchell Bair Regarding City Manager's Employment Agreement Attachments: Agenda Item Report Ordinance City Manager Compensation Study Agreement Mayor Miller advised Council has been in negotiations with the City Manager, salary survey was completed by GovHR, and an agreement has been reached. Councilman Stehman spoke of efforts made to compare City Manager salary range. He spoke of Mr. Bair's professionalism. Councilman Green spoke of the process they took for the salary survey. She spoke of Mr. Bair's reputation among other professionals and communities. She spoke of his committment to Collinsville. Councilman Hausmann spoke of the consulting firm and helpful data for comparison. He agreed with comments made by previous Councilmen. Councilman Jerome spoke of time spent regarding personnel and compensation. He spoke highly of Mr. Bair's level of knowledge. Mayor Miller agreed with comments made by other Council members. He mentioned looking forward working with Mr. Bair for the remainder of his (Miller) term. City of Collinsville Page 9 Printed on 8/19/2019 City Council Minutes - Final July 22, 2019 City Manager Bair spoke of wanting to finish out his career in Collinsville. He spoke of the partnership he has with staff members and Council. He mentioned various projects and progress that was accomplished in a short period of time. He thanked Council for the comments. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Jerome, seconded by Councilman Hausmann to adjourn at 9:04pm. The motion carried by the following vote: Aye: 5 - Stehman, Green, Jerome, Hausmann, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 10 Printed on 8/19/2019 City Council Minutes - Final July 22, 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 8/19/2019