City Council Special Meeting/Strategic Session

125 S. Center Street City of Collinsville Collinsville, IL 62234 Minutes - Final City Council Special Meeting/Strategic Session Councilman Nancy Moss Councilman Jeff Kypta Councilman Jeff Stehman Councilman Cheryl Brombolich Mayor John Miller Interim City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, February 8, 2016 6:00 PM City Hall Training Room A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:00pm. B. ROLL CALL Present 5 - Councilman Jeff Stehman, Councilman Cheryl Brombolich, Councilman Nancy Moss, Councilman Jeff Kypta, and Mayor John Miller Absent 0 C. SPEAKERS FROM THE FLOOR Speakers may address the Council under the terms of Ordinance No. 4765. Time is limited to 4 minutes per speaker. Please refer to the last page of the agenda for specific rules governing input. Bob DesPain spoke of the City Manager candidate meeting and an email from the Mayor regarding address the Council. He indicated his email was concerning Rule 3 in which he asked to eliminate the subject matter and Rule 6 regarding refrain from personal attacks on City appointed officials and employees. He read the Mayor's response to his inquiry. D. CITY COUNCIL 1. Public Works Department - presentation and discussion Street Division update New Water Plant update Overview by Dennis Kress, Public Works Director updated the Council on open service orders, City of Collinsville Page 1 Printed on 3/17/2016 City Council Special Meeting/Strategic Minutes - Final February 8, 2016 Session public works department organization, street laborer needs, road projects, planned projects and water plant update. Mike Prosser, Foreman in the Street Division, updated Council on service orders. He indicated there were a total 548 open service orders of which 234 required no action because they were duplicated or outdated (requesting snow removal, etc.) That left a remaining 314 service orders which were investigated by 3 Foreman for a week. A total of 201 service orders were completed, being they were investigated and required physical action. It took approximately 2 months to complete the 201 service orders. There are 14 service orders still pending and were placed within scheduled programs to be completed. All service order complainant are contacted via phone call or through the Web QA system. Director Kress explained the Web QA system and Foreman Prosser explained the service order process. Interim City Manager Bair explained the reorganization of the public works departments. He indicated the individual Director positions (Water/Sewer Director and Street Director) were eliminated and responsibilities incorporated in the Public Works Director position. The Public Works Director's salary is $98,500. This reorganization is a cost savings of $44,459. He further explained that a City Engineer will assist in overseeing various projects. The City Engineer's salary is not to exceed $100,000. Also, 3 laborers in the Street Division have been budgeted for at $260,400. He further explained the structure of the Street Department over previous years: 2009 - 17 laborers with 3 of them assigned to the construction crew, net of 14 laborers 2015 - 12 laborers with 3 of them assigned to the construction crew, net of 9 laborers The reduction in laborers was due to retirements and reassigning. Director Kress explained the 3 laborers would get the Street Division back to a level that would allow them to complete programmed activities (equipment maintenance, tree trimming, sidewalks, painting and striping, crack sealing and maintenance of City buildings. Councilman Kypta inquired of what duties is causing the deficiencies. Director Kress explained that increased responsibilities such as numerous banner replacements and mowing program. Foreman Prosser explained other responsibilities the laborers will do on rainy days when they can't paint or stripe will include cleaning of catch basins, maintenance on equipment, etc. Foreman Prosser also explained the Street Division has not had a proactive preventative maintenance program in place due to manpower shortage. Director Kress gave an overview of the project funding sources: STP (Surface Transportation Program) - 80/20 funding which means the City is responsible for 20% and can only be used on collector and arterial streets. Recent projects of such funding include S. Clinton St. and Summit bridge replacement. MFT (Motor Fuel Tax) - allows for annual oil and chip program, road maintenance supplies, overlaying and micro paving. Can be used with matching funds from STP and CMAQ. Recent projects of such funding include resurfacing Pine Valley, Heatherwood, Golfview, Echo, Coral, etc. City of Collinsville Page 2 Printed on 3/17/2016 City Council Special Meeting/Strategic Minutes - Final February 8, 2016 Session CMAQ (Congestion Mitigation and Air Quality) - 80/20 funding (City responsible for 20%). An example of such funding is the pending Keebler/Beltline intersection improvement project. CIP (Capital Improvement Projects) - funding by the City to improve and build infrastructure and for purchasing and/or replacing equipment. Recent project is the improvements to Lebanon Rd. TIF (Tax Increment Financing) - this funding can only be used within a designated TIF District. Recent projects using such funding includes the Uptown Streetscape program, Eastport Plaza and Collinsport overlay. Director Kress also gave an overview of planned CIP projects for 2016. He indicated street repairs are prioritize based on physical inspections. The street survey will be done in March and repairs prioritize accordingly. He displayed various pictures of deteriorating roads throughout the city. He also gave an overview of the 2016 CMAQ which includes the Beltline Keebler intersection improvement project at an estimated total cost of $1,658,323.41 with City's contribution of $911,989.19. City's portion of funding source coming from MFT and NE Business District. He explained land acquisition caused delay in project. Total amount spend so far is $387,934.41 for design cost and property acquisition. The CMAQ project funding was approved 2007 and is valid for 10 years. Director Kress mentioned the STP projects for 2016. These projects include Clay St. resurfacing and Streetscape for a total cost estimated at $1,833,000. City's portion of funding source comes from TIF. Projects for 2016 include Streetscape 4 and approximately 5,750 LF of sidewalks. Public Works Director Kress concluded with an overview of the new water plant updates. He explained an ordinance will be presented for the purchase of 10+ acres at 9525 Collinsville Rd. (just east of RuralKing/Shop 'n Save complex) as the new water plant location. The cost for redesign at the new location is $110,000 plus additional expenses piping, access and clearing site. However, this proposal alleviates the need for property replacement in the amount of $98,000 and development, which is estimated at $200,000 of OSLA Property at Sports Complex. This new location will allow the City to move forward despite CARD lawsuit, which has delayed the project. Director Kress highlighted the fact that the City will save $765,000 in interest expenses due to falling interest rates. He distributed a handout to the Council with a revised schedule for the project. E. ADJOURNMENT City of Collinsville Page 3 Printed on 3/17/2016 City Council Special Meeting/Strategic Minutes - Final February 8, 2016 Session A motion was made by Councilman Moss, seconded by Councilman Kypta to adjourn. The motion carried by the following vote: Aye: 5 - Councilman Stehman, Councilman Brombolich, Councilman Moss, Councilman Kypta, and Mayor Miller Nay: 0 Absent: 0 Abstain: 0 City of Collinsville Page 4 Printed on 3/17/2016 City Council Special Meeting/Strategic Minutes - Final February 8, 2016 Session 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 5 Printed on 3/17/2016