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, December 1, 2020 6:30 PM Gateway Center A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:30 pm. B. ROLL CALL Also present: Deputy City Manager Derek Jackson, Corporate Counsel Steve Giacoletto, and Deputy City Clerk Payton Drury. Present: 5 - Councilman Tony Hausmann, Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller Absent: 0 C. INVOCATION Delivered by Mayor Miller. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. National Citizen Survey Voice of the People Award - Transformation in Economy Attachments: Staff Memo Deputy City Manager Jackson announced the City of Collinsville received recognition through the National Citizen Survey Voice of teh People Award for its transformation in the economy based on having a significant increase in employment opportunities. He advised this program is an opportunity City of Collinsville Page 1 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 for residents to rate their City on a variety of issues (Public Safety, Environment, Economy, Recreation, Community Engagement). F. BUSINESS PRIOR TO PUBLIC INPUT 1. Public Hearing on Pre-Annexation Agreement - 7121 Lebanon Rd. a. Motion to Open Public Hearing b. Staff Report c. Public Input d. Motion to Adjourn Public Hearing Motion to Open the Public Hearing by Councilman Hausmann, second by Councilman Stehman. Roll call vote: Hausmann - yes, Green - yes, Stehman - yes, Jerome - yes, Miller - yes. Staff report given by Community Development Director Travis Taylor, who advised the property owners of 7121 Lebanon Rd., Jeffrey and Susan Essenmacher, petitioned the City to enter into a pre-annexation agreement. The Essenmacher's plan to build a single family home at the site and connect onto City water services. The property will be annexed into the City as zoned R-1 once it becomes contiguous with City limits. He advised the Planning Commission reviewed and recommends approval of the pre-annexation agreement. Public Input: None Motion to Close the Public Hearing by Councilman Green, second by Councilman Hausmann. Roll call vote: Hausmann - yes, Green - yes, Stehman - yes, Jerome - yes, Miller - yes. 2. Ordinance Authorizing the Mayor to Execute a Pre-Annexation Agreement Between the City of Collinsville and Jeffrey and Susan Essenmacher - 7121 Lebanon Rd. Attachments: Agenda Item Report Ordinance Annexation Petition Pre-Annexation Agreement Annexation Plat PC Staff Report 11122020 Minutes - Pre-Annexation Director Taylor advised this ordinance would approve the pre-annexation agreement for 7121 Lebanon Rd. as previously discussed in the public hearing. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 City of Collinsville Page 2 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 Absent: 0 Abstain: 0 3. Ordinance Amending Title 17 (Zoning) of the Collinsville Municipal Code as it Pertains to Residential Infill Setbacks Within the R-1 and R-1A Districts Attachments: Agenda Item Report Ordinance PC Staff Report Unapproved PC Minutes VAR-20-01 Findings of Fact Caitlin Rice, Associate Planner, advised this ordinance would amend Title 17 Zoning allowing for single family infill development to average a front yard setback where the setback cannot reasonably be adhered to. She advised the Planning Commission reviewed and recommends approval of the text amendment. She indicated several surrounding communities provide some method of relief for infill development setback requirements. She advised the City's Infill Design Regulations for single family residential properties is to complement surrounding buildings and maintain the established streetscape design. The amendment would give staff the tools necessary to approve design in conformance with the character of an established area. She summarized the proposed text amendments: - Establishes a Method to Determine Infill Setbacks - if the lot is eligible, the minimum front yard setback may be averaged. - Determines Eligible Lots - must be located on a block where 50% of the structures do not meet required minimum setback. - Defines a Block. - Provides for a minimum required setback of no less than 10 feet. She gave an example of a property that did not meet the current setbacks and how the setbacks would be established if averaged. A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 G. COUNCIL DISCUSSION 1. Rate and Fee Study Attachments: Staff Memo Deputy City Manager Jackson gave an overview of the City's rates and fees. City of Collinsville Page 3 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 He indicated Collinsville's municipal property tax rate is 0.7186, well below surrounding communities. The City's property tax primarily funds the public safety pensions. He displayed a chart as to how the property tax is divided up among the various entities. Next, he gave a breakdown of the City's sales tax and advised it primarily funds operations: General Sales Tax = 6.85% Home Rule Tax = 1.25% Total 8.10% He advised the Utility Tax rate is 4% and funds capital improvement projects. Deputy City Manager Jackson spoke of the City's rates (water, sewer, trash) in comparison with other cities: Collinsville (incorporated City limits) - $5.33 per 1,000 gallons, flat rate, with a $7.00 monthly service fee. Unincorporated area - $7.99 per 1,000 gallons, flat rate, with a $7.00 monthly service fee. Flat sewer rate - $7.24 per 1,000 gallons, anticipate a 3% ($0.16) increase in 2021. Trash Services - $14.45 per household or $10.97 for senior citizens, anticipate a 2.99% increase in 2021. 2. Vehicles and Parking on City Right-Of-Way Attachments: Agenda Item Report Director Taylor asked Council for their input with regards to parking of vehicles on the City's right-of-way, truck routes and load limits, and other parking issues. He indicated a variety of aspects that the code would address regarding vehicles (parking on the street, nuisance vehicles, and snow routes. Councilman Stehman spoke of the importance of addressing these issues in order to improve the neighborhoods. Councilman Jerome spoke of this amendment in addressing health and safety issues, as well as nuisances, with regards to vehicles. He gave examples of each aspect. He spoke of the need to generally specify what constitutes a nuisance without being too detailed. H. SPEAKERS FROM THE FLOOR None. I. COMMENTS & ANNOUNCEMENTS - MAYOR Mayor Miller spoke of pending weather conditions and reminded the public of safety precautions. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS see video K. COMMENTS & ANNOUNCEMENTS - CITY STAFF City of Collinsville Page 4 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 Park and Recreation Director Kimberly Caughran highlighted upcoming events: - Letters from the North Pole - Light-Up Collinsville Contest - Driveway Dance Party with Santa and Grinch - Bonfires and Brews at Willoughby Farm - Collins House Coloring Contest - Elsa and Anna's Gingerbread Workshop - You've Been Elfed - Virtual Holiday Trivia Competition - Reindeer Bells Hunt She announced discounted Aqua Park season passes will go on sale November 27. She spoke of the free food giveaway on December 19, hosted by Heights Church. Deputy City Manager Jackson announced a free yard waste drop off will be held on December 4 and 5 for residents. He also addressed property tax abatement ordinances that will be presented under the Consent Agenda. He clarified that property taxes are not used to pay bonds associated with debt. The abatement of these bonds must be done annually to avoid higher property taxes. Previously, these annual tax abatement ordinances were done under New Business but will be handled as Consent items moving forward. L. CONSENT AGENDA Deputy City Clerk Drury read the Consent Agenda. 1. Motion to Approve Payment of Bills for the Period Ending November 20, 2020, in the Amount of $1,688,393.10 Attachments: Agenda Item Report BOARD LIST 11-04-20 BOARD LIST 11-12-20 BOARD LIST 11-20-20 2. Motion to Approve Payroll for the Period Ending November 13, 2020, in the Amount of $1,540,925.22 Attachments: Agenda Item Report BRD LST 11-06-20 SB BRD LST 11-09-20 BRD LST 11-20-20 3. Motion to Approve Minutes of the November 10, 2020 Council Meeting City of Collinsville Page 5 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 Attachments: Agenda Item Report Minutes 4. Ordinance Providing for Tax Abatement for the General Obligation Refunding Bonds, Series 2012 Attachments: Agenda item Report Ordinance 5. Ordinance Providing for Tax Abatement for the General Obligation Refunding Bonds, Series 2014 Attachments: Agenda Item Report Ordinance 6. Ordinance Providing for Tax Abatement for the General Obligation Refunding Bonds, Series 2017A Attachments: Agenda Item Report Ordinance 7. Ordinance Providing for Tax Abatement for the Taxable General Obligation Refunding Bonds, Series 2017B Attachments: Agenda Item Report Ordinance 8. Resolution to Include Taxable Allowances as IMRF Earnings Attachments: Agenda Item Report Resolution Mayor Miller asked if the Council wished to pull any items prior to a Motion. No items were pulled. A motion was made by Councilman Jerome, seconded by Councilman Green, to approve the Consent Agenda. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Mayor to Execute a Professional Service Agreement with Crawford, Murphy & Tilly, Inc., in an Amount Not to Exceed City of Collinsville Page 6 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 $65,000 (Phosphorus Feasibility Study and Discharge Optimization Plan) Attachments: Agenda Item Report Ordinance Agreement NPDES Permit Public Works Director Dennis Kress advised this ordinance would allow for a professional service agreement with Crawford Murphy and Tilly (CMT), in an amount not to exceed $65,000, in order to prepare a Phosphorus Reduction Feasibility Study and Phosphorus Discharge Optimization Plan. The plan is required as a condition of the Wastewater Treatment Plant's National Pollutant Discharge Eliminations System Permit through the Illinois Environmental Protection Agenda. The plan must be submitted to IEPA by March 31, 2021. A motion was made by Councilman Hausmann, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 2. Ordinance to Award Bids and Authorize Contracts for the Purchase of Chemicals for Water & Wastewater Treatment Plants (2021 Chemical Bids) Attachments: Agenda Item Report Ordinance Director Kress advised bids were received for the annual purchase of chemicals to be used in the treatment process at the Water and Wastewater Treatment Plant. Lowest bids received are as follows: Lime Delivery - Beelman Logistics, $26.59/ton Powdered Lime - Mississippi Lime, $218.00/ton Aluminum Sulfate - Chemtrade, $1.1286/gallon Fluoride - Univar USA, $0.26/lb Carbon Dioxide - Cryogas, $150.00/ton He spoke of the financial impact as several bids came in higher than last year with an overall increase of 2.6%. A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 7 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 3. Ordinance Authorizing the Mayor to Execute Supplement #2 to the Professional Services Agreement with Oates Associates, Inc. in the Amount of $72,852.80 for Preliminary Engineering Services for the Reconstruction of Sugar Loaf Road (Section 14-00101-00-PV and 15-00101-01-PV). Attachments: Agenda Item Report Ordinance Proposal Contract Map City Engineer Troy Turner advised this ordinance would authorize Supplement #2 of the service agreement with Oates, in the amount of $72,852.80, with regards to engineering services associated with the reconstruction of Sugar Loaf Road. The total contract agreement would be $292,644.41. He outlined the original scope of the project: Phase 1 - 1,200 feet of pavement reconstruction from Rt. 157 to top of hill Phase 2 - road reconstruction, curb and gutters, storm sewer, and pedestrian walk from top of hill extending 600 feet east He explained that Phase 2 had to be removed from the original scope of the project as the City was unable to acquire necessary right-of-way property. Later, Phase 2 was realigned to only require minimal right-of-way acquisition; therefore, requiring additional design work. A motion was made by Councilman Hausmann, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 4. Resolution to Appropriate Motor Fuel Tax (MFT) Funds for Preliminary Engineering of Sugar Loaf Road Reconstruction (Sec. 14-00101-00-PV & 15-00101-01-PV) in the amount of $292,644.41 Attachments: Agenda Item Report Resolution Overview by City Engineer Turner, who advised this resolution would authorize the appropriation of Motor Fuel Tax (MFT) funds to pay for the preliminary engineering services associated with the Sugar Loaf Road reconstruction project. Services includes roadway design, survey, right-of-way plat and legal descriptions, as well as contract administration. A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller City of Collinsville Page 8 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 Nay: 0 Absent: 0 Abstain: 0 5. Ordinance Authorizing the Mayor to Sign a Redevelopment Agreement Between the City of Collinsville and Kruta Bakery, Inc. and Jim G. Kruta, as Trustee for the Jim G. Kruta Trust Attachments: Agenda Item Report Ordinance Agreement Redevelopment and Expansion Plans Deputy City Manager Jackson advised Kruta's Bakery is seeking a TIF 1 incentive for the redevelopment and expansion to their business. Total development cost is estimated at $1,046,547 with TIF eligible expenses being $968,957 (93% of the project costs). He indicated staff is recommending an incentive award in the amount of $350,000 (33.65% of the total site development costs and 36.45% of TIF eligible site development costs with a required minimum project expenditure of $900,000. The project is expected to increase business up to 3 times more. He advised Kruta's Bakery has never received incentives from the City. He briefly highlighted the scope of the project and indicated it was discussed in detail at the November 10 Council meeting. A motion was made by Councilman Jerome, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 6. Ordinance Providing for the Acceptance of a Gift of Vacant Real Estate Located on Bond Ave. Attachments: Agenda Item Report Ordinance Quit Claim Deed Overview by Deputy City Manager Jackson, who advised Kruta's Bakery is wishing to donate vacant property to the City. The property is located on Bond Ave., approximately 6,300 square feet, valued at $30,000. He displayed an aerial map of the property. The property will be used as part of the St. Louis Rd./Bond Ave. Corridor Development project. A motion was made by Councilman Green, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller City of Collinsville Page 9 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 Nay: 0 Absent: 0 Abstain: 0 7. Ordinance Authorizing the Mayor to Execute a Professional Service Agreement with CBB in the Amount of $117,578 (Preliminary Engineering Services for the Construction of a Parking Lot and Roadway Improvements Along St. Louis Road from Maple St. to South Jefferson Ave.) Attachments: Agenda Item Report Ordinance Contract City Engineer Turner advised this ordinance would authorize an agreement with CBB in the amount of $177,758 for professional services associated with the construction of a parking lot and roadway improvements along St. Louis Rd., between Maple St. and S. Jefferson. He clarified that TIF funds would be used to pay for the preliminary engineering and MFT funds for construction. The scope of the project includes construction of a municipal parking lot, upgrading pedestrian accommodations, alignment and improvements to the roadway. This project is part of the Great Streets Plan. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Hausmann, seconded by Councilman Stehman to adjourn at 7:50 pm. The motion carried by the following vote: Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 10 Printed on 12/21/2020 City Council Minutes - Final December 1, 2020 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 12/21/2020