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, June 22, 2021 6:30 PM Council Chambers A. CALL MEETING TO ORDER Mayor Pro Tem Stehman 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: 4 - Councilman David Jerome, Councilman Tony Hausmann, Councilman Donna Green, and Councilman Jeff Stehman Absent: 1 - Mayor John Miller C. INVOCATION Delivered by Pastor Walther of Good Shepherd Lutheran Church. D. PLEDGE OF ALLEGIANCE Recited. E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS 1. Proclamation - Parks and Recreation Month July 2021 Attachments: Proclamation Mayor Pro Tem Stehman read the Proclamation. 2. Recognition of Steve Banks on his Retirement - 21 Years of Service Mayor Pro Tem Stehman recognized Steve Banks for his many years of service with the City. Mr. City of Collinsville Page 1 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 Banks was not present. 3. Presentation of the Collinsville Education Scholarship Foundation Awards (Maria Coca and Millicent Collins) Collinsville Education Scholarship Foundation Board President Kia Redmon spoke of the foundation and introduced the recipients, Millicent Collins and Maria Coca. 4. Presentation of the Yard of the Month Contest Winners for June Attachments: Agenda Item Report Mayor Pro Tem Stehman presented a plaque and gift certificate to June Yard of the Month winners, Scott and Vicki Ahlers of 24 Wheat Ridge. F. BUSINESS PRIOR TO PUBLIC INPUT G. COUNCIL DISCUSSION 1. Key Performance Indicators - Public Works Department Attachments: Staff Memo Street Superintendent Mike Doi highlighted accomplishments for 2020: * Satisfied EPA requirements in order to close landfill * Demolished 6 condemned dwellings * Disposed of over 3,000 tons of sludge * Completed 70 storm water projects * Replaced over 2,000 feet of sidewalk * Oil and chipped over 23 miles of streets He advised an analysis was done regarding the lawn maintenance program and a long term plan was developed. Currently, they have been able to eliminate 40% of the properties on their mowing list with the responsibility turned over to the property owners. The Street Dept. will continue to mow IDOT properties, as needed. He spoke of goals for 2021: * Oil and chip at least 18 miles of streets throughout the City * Replaced bad sidewalk slabs and install handicap ramps along St. Louis Rd. * Crack Fill on streets * Attempt to reduce the number of yards to mow by 10% * Implement larvicide program during summer months Councilman Jerome inquired of the index targets and suggested modifying targets based on the budget allotment. He also inquired if the targets included work performed by contractors to which Mr. Doi advised the data only included work done in-house by City employees. Mr. Doi spoke of improved processes which made for an efficient workflow. City of Collinsville Page 2 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 Mr. Doi advised the mill and overlay program was postponed due to COVID. He advised the department is staffed with 15 employees; however, 5 were off due to injuries and many had been quarantined throughout the year due to COVID regulations. He also indicated challenges due to administration staff retirement. City Manager Bair elaborated and advised the Street Department will focus on mill and overlay projects and address stormwater mitigation efforts in 2021. Next, Mr. Doi spoke of the fleet maintenance division. He spoke of the benefits in having a mobile service vehicle for immediate repairs rather than outsourcing. He mentioned regular preventative maintenance allows the City to keep older vehicles and equipment in good working order. He estimated a savings of $73,000 for in-house vehicle maintenance when comparing hourly shop labor and markups on parts. The 2 man department faced a significant challenge in 2020 in which 1 employee suffered an injury and was out most of the year. Goals for the fleet maintenance division includes increased preventative maintenance activities and quantified tracking, as well as mechanics training. A brief discussion was had regarding the replacement plan outlined in the Capital Improvement Plan. Public Works Director Dennis Kress spoke of the effects of and reduction of services within Public Works Department due to COVID. He highlighted metrics for the Wastewater division for 2020: * Cost of processing was $1.35 per 1,000 gallons (National average is $3.28) * Processed 1.5 billions gallons of wastewater at full compliance with standards * Completed design of the Bio-Solids project * Over 77,000 feet of sewer main cleaned and more than 40,000 video recorded * 47 sewer lateral inspections for repairs and/or installation * 333 grease trap inspections He mentioned goals for 2021: * Achieve National Pollutant Discharge Elimination System compliance * Break ground on the Bio-Solids project * Begin design upgrades for lift stations and add cellular based monitoring Next, Director Kress highlighted the Water Department (Plant and Lines): * Cost dropped to $2.31 per 1000 gal to treat (National average is $2.64 ) * Plant produced 713,421,000 gallons for the community * Total gallons bills was 597,283,371 for 11,704 accounts * Completed Bluffview Dr. main replacement project * Installed new water fountains in parks * Replaced/Installed 2,300 feet of new water main * Serviced 116 hydrants * Maintenance cost per mile of lines is $6,570 A discussion was had regarding the loss of water at approximately 16%. Director Kress spoke of a process to determine how much water is unaccounted for. City of Collinsville Page 3 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 Lastly, he mentioned goals for the department: * Expand KPI data to include financial data for plant and distribution system * Replace two 1,700 feet segments of large water mains on St. Louis Rd. * Replace water mains in Emery subdivision * Replace 2' water main on Garnet to Strong Ave. * Begin planning of smart meter implementation (Automated Meter Infrastructure - AMI) Discussion had regarding how the Automated Meter Infrastructure will work. 2. Boarding of Buildings Attachments: Staff Memo Ordinance - Draft Travis Taylor, Community Development Director, spoke of the proposed text amendment regarding permits requirements for boarding of buildings. The ordinance will establish a time limit in which structures may remain boarded up, codify method of boarding up doors and windows, and allow staff to regulate. A discussion was had regarding the permit process in the event of a catastrophic event or emergency. They also discussed the various reasons why a building may need to be boarded up (condemned and inhabitable vs catastrophic event or emergency). Director Taylor spoke of differentiating the various reasons for boarding up a building within the ordinance. City Manager Bair spoke of allowing for extensions to those making an effort to remedy the situation. Mayor Pro Tem Stehman inquired of an appeals process to which Director Taylor advised the Building Code Review Committee would hear appeals. H. SPEAKERS FROM THE FLOOR None. I. COMMENTS & ANNOUNCEMENTS - MAYOR None. J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS None. K. COMMENTS & ANNOUNCEMENTS - CITY STAFF None. L. CONSENT AGENDA City Clerk Wasser read the Consent Agenda. City of Collinsville Page 4 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 1. Motion to Approve Payment of Bills for the Period Ending June 11, 2021, in the Amount of $608,157.82 Attachments: Agenda Item Report BOARD LIST 06-03-21 BOARD LIST 06-09-21 BOARD LIST 06-10-21 UTILITY REBATES 2. Motion to Approve Payroll for the Period Ending May 28, 2021, in the Amount of $718,095.63 Attachments: Agenda Item Report BRD LST 06-04-21 3. Motion to Approve Minutes of the June 8, 2021 Council Meeting Attachments: Agenda Item Report Minutes 4. Resolution Requesting Permission from IDOT to Close Main Street for Annual Smokin' on Main Festival Attachments: Agenda Item Report Resolution Certificate of Insurance Collinsville Certificate of Insurance IDOT 5. Resolution Reappointing a Member to the Planning Commission (Matt Popov) Attachments: Agenda Item Report Resolution 6. Resolution Reappointing a Member to the Collinsville Fire and Police Commission (Vicki Borror) Attachments: Agenda Item Report Resolution Mayor Pro Tem Stehman asked if the Council wished to pull any items prior to a Motion. No items were pulled. A motion was made by Councilman Green, seconded by Councilman Jerome, to approve the Consent Agenda. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller City of Collinsville Page 5 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 Abstain: 0 M. NEW BUSINESS 1. Ordinance Authorizing the Mayor to Execute an Intergovernmental Agreement with Illinois Department of Transportation for the Maintenance of Traffic Control Devices Attachments: Agenda Item Report Ordinance Agreement City Engineer Troy Turner advised this ordinance would allow the Mayor to enter into an agreement with IDOT for shared maintenance responsibilities and energy costs of traffic control signals in Collinsville. The agreement indicates that all proposed expenses in excess of $10,000 must have prior approval by the City. The terms of the agreement is for a 10 year period (July 1, 2021 through June 30, 2031). A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 2. Ordinance Accepting an Illinois Workers' Compensation Commission Settlement Contract Lump Sum Petition and Order Attachments: Agenda Item Report Ordinance Arbitration Decision Chief Financial Officer Kris Mooney gave an overview of a workers' compensation settlement for Mike Prosser as displayed on the slide presentation. City Clerk Wasser advised the slide presentation was incorrect (wrong employee) and that the Agenda Item Report, Ordinance and Arbitration Decision outlined in the agenda was a workers' compensation settlement for Brad Akers to which CFO Mooney concurred. Corporate Counsel Giacoletto outlined the workers' compensation settlement for Mr. Akers in the amount of $20,346.75 stemming from an injury he sustained on December 4, 2019 during the course of his employment duties. Councilman Jerome advised the Workers' Compensation Commission document is actually labeled as an Arbitration Decision and not a Lump Sum Petition and Order. Motion to amend the Ordinance to read as "Accepting an Illinois Workers' Compensation Commission Arbitration Decision or Settlement" by Councilman Jerome, second by Councilman Hausmann. Roll call: Hausmann - yes, Green - yes, Stehman - yes, Jerome - yes, Miller - absent. Motion to amend passed. City of Collinsville Page 6 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 A motion was made by Councilman Jerome, seconded by Councilman Green to approve as amended. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 3. Ordinance Authorizing the Mayor to Sign a Professional Services Contract with Sports Facility Advisory, LLC in Relation to the Collinsville Sports Complex Attachments: Agenda Item Report Ordinance Contract City Manager Bair advised this ordinance would authorize the Mayor to enter into a contract with Sports Facility Advisory LLC in order for them to conduct a feasibility study and business plan for the Sports Complex. This study begins the process of planning to improve the facility as a sports tourism destination. The contract is in an amount not to excess $70,100 (less than what was budgeted for in the CIP at $150,000). Southwest Corridor Business District Funds will be used to pay for the study. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 4. Ordinance to Award Bid and Authorize Contract with Heneghan Construction Services in the Amount of $43,000 (Willoughby Farm Stormwater Mitigation - Project #RD21-005) Attachments: Agenda Item Report Ordinance Willoughby Stormwater Map Bid City Engineer Turner advised this ordinance would award bid and authorize contract with Heneghan Construction Services in the amount of $43,000 for stormwater mitigations at Willoughby Farm. The project will be done in phases to include grading, construction of rain gardens, installation of an underground drain system, and installation of Flexi-Pave. Funding for the project to come from grants (Madison Co. Environmental and IEPA) and TIF District 1. A brief discussion was had regarding the new Flexi-Pave product and possible other uses. City of Collinsville Page 7 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 A motion was made by Councilman Jerome, seconded by Councilman Hausmann to approve. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 N. OLD BUSINESS O. CLOSED SESSION P. ANNOUNCEMENTS Q. ADJOURNMENT A motion was made by Councilman Green, seconded by Councilman Hausmann to adjourn at 8:05pm. The motion carried by the following vote: Aye: 4 - Jerome, Hausmann, Green, and Stehman Nay: 0 Absent: 1 - Miller Abstain: 0 City of Collinsville Page 8 Printed on 7/14/2021 City Council Minutes - Final June 22, 2021 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 9 Printed on 7/14/2021