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 City Manager Mitch Bair Corporate Counsel Steve Giacoletto City Clerk Kim Wasser Monday, September 12, 2016 6:00 PM City Hall Training Room A. CALL MEETING TO ORDER Mayor Miller called the meeting to order at 6:00 p.m. B. ROLL CALL Also present: City Manager Mitch Bair, Public Works Director Dennis Kress, Street Department Foreman Mike Prosser, and City Clerk Kim Wasser. 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. None. D. CITY COUNCIL 1. Street Department Operational Update City Manager Bair indicated the presentation will consist of an operational update for the Street Department regarding projects, streets and sidewalks. Public Works Director Kress gave an overview of activities and programs of the Street Department City of Collinsville Page 1 Printed on 10/5/2016 City Council Special Meeting/Strategic Minutes - Final September 12, 2016 Session since November 2015 that included tree trimming, road painting, crack sealing, facility maintenance, oil and chip of roads, and curb repairs. He gave further details regarding projects. Roads: - oil and chip program was put back on the schedule, 19.2 miles was completed at a cost of approximately $120,000. - mill and overlay contract was recently approved by Council and will consist of a total of 115 miles with 560 feet of oil and chip pavement to be converted to permanent asphalt. He explained the need to concentrate on converting roads from oil and chip and will work on in the future. City Engineer completed the necessary paperwork instead of out sourcing. Estimated project cost will be $476, 000. Sidewalk replacement: - working on sidewalk survey with ADA transition plan which is critical as grants and additional funding available - 255 feet of sidewalks were replaced. He gave a list of streets in which sidewalks are to be replaced for a total of 10,760 feet. Foreman Prosser explained the sidewalk replacement program halted in 2009 for various reasons. Contract Roads Projects: - Beltline/Keebler Intersection. Improvements are in progress but some utility work causing delays. - Streetscape IV. In progress and should be completed this fall. - Clay Street Streetscape and Overlay. Improvements delayed due to utility work and could be postponed until spring 2017. Hank's Excavating was given an extension. Storm sewers were televised and some repairs are necessary. - Main Street resurfacing. Will consist of repaving Main St. from Combs to Lebanon Rd. and some sidewalk repairs. Scheduled for summer 2017 with an IDOT letting slated for April. Director Kress advised sign boards will be displayed notifying citizens when roads are closed due to construction. He also explained the MFT fund liabilities. He indicated he received an invoice from IDOT in the amount of $492,200.17 for previous projects, Spring St. improvements and the S. Clinton bridge and reconstruction. He did not give specific details due to pending litigation but indicated a portion of the projects were eligible for Madison County funding. He advised he currently has request for funds which may offset the liability. He further suggested using MFT funds for street sweeper replacement as this is an eligible expense. Director Kress further spoke of the Capital Equipment Plan. Current inventory of capital equipment includes 26 vehicles with an average age over 12 years and 23 pieces of equipment with an average age of over 14 years old. He is projecting capital investment in the amount of $200,000 per year for the next 10 years (trade in allowances not considered). Overall, maintenance cost should go down with replacing equipment on a scheduled plan. City of Collinsville Page 2 Printed on 10/5/2016 City Council Special Meeting/Strategic Minutes - Final September 12, 2016 Session City Manager Bair advised he will update Council on the Capital Improvement Plan. 2. Discussion of City Hall Renovations City Manager Bair discussed spatial reorganization at City Hall. He gave a brief history of the remodeling project that occurred in 2008 and indicated consideration of spatial use or needs of the organization were not addressed. He indicated the room that housed the courtroom was not remodeled and mentioned issues (ADA compliance, customer service decentralization, inefficient use, lack of flexibility to alter service, lack of facilities to accommodate town halls or large public meetings, and informal setting for board and commission meetings. He indicated the opportunity to reorganize City Hall and address issues since the relocation of the Madison County Circuit Court facility. He displayed an interior layout of City Hall and indicated items that will be addressed (ADA and OMA compliance, resident access, a consolidated and accessible customer service counter, efficient organization to address functionality and much needed office space. He explained the next steps moving forward would be to get input from expert in spatial planning, establish needs and priorities with decision based on professional recommendations, and determine associated costs. This will include replacing the outdated and inefficient mechanical systems. E. ADJOURNMENT A motion was made by Councilman Moss, seconded by Councilman Stehman to adjourn at 7:18 pm. 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 3 Printed on 10/5/2016 City Council Special Meeting/Strategic Minutes - Final September 12, 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 4 Printed on 10/5/2016