Metro East Sun

City of Columbia Committee of the Whole met April 24.

Here is the minutes provided by the Committee:

Call To Order

Chairman Ebersohl called the Committee of the Whole committee meeting of the City Council of the City of Columbia, Illinois to order at 7:00 P.M.

Upon Roll Call, the following members were:

Present: Committee Members - Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens. Mayor Hutchinson was also present.

Absent: None.

Quorum Present.

Those present recited the Pledge of Allegiance.

Administrative Staff Present: City Administrator James Morani, City Attorney J.D. Brandmeyer, City Engineer Chris Smith, Director of Community Development Emily Fultz, Plan Commission Chairman William Seibel and Deputy Clerk Donna Mehaffey.

Guests: Mr. Dennis Brand and Attorney Mark Scoggins representing the Brellinger Fourth Addition Subdivision Preliminary Plat and Plan Commissioner Mr. Eugene Bergmann.

Chairman Ebersohl stated the meeting was called for the purpose of discussing: (1) Approval of Minutes from the April 10, 2017 Committee of the Whole Meeting; (2) Approval of Executive Session Minutes from the April 10, 2017 Committee of the Whole Meeting; (3) Brellinger Fourth Addition Subdivision - Preliminary Plat; (4) Plan Commission Update; (5) Development Review Process; (6) Special Census; (7) City Council Standing Committees; (8) FY 2017-2018 Salary Ordinance; (9) Other Items to be Considered; (10) Citizen Comments; and (11) Executive Session - 5 ILCS 120/2(c).

Approval Of Minutes From The April 10, 2017 Committee Of The Whole Meeting

The minutes from the April 10, 2017 Committee of the Whole committee meeting were submitted for approval.

Motion: It was moved by Alderman Niemietz and seconded by Alderman Reis, to approve the minutes from the April 10, 2017 Committee of the Whole committee meeting. Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Huch, Reis, Holtkamp and Martens voted yea. Alderman Roessler abstained. MOTION CARRIED.

Approval Of Executive Session Minutes From The April 10, 2017 Committee Of The Whole Meeting

The Executive Session minutes from the April 10, 2017 Committee of the Whole committee meeting were submitted for approval.

MOTION: It was moved by Alderman Reis and seconded by Alderman Holtkamp, to approve the Executive Session minutes from the April 10, 2017 Committee of the Whole committee meeting. Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens voted yea. Motion Carried.

Brellinger Fourth Addition Subdivision - Preliminary Plat

Director of Community Development Emily Fultz informed the committee there are 30 lots and two temporary cul-de-sacs for the Brellinger Fourth Addition Subdivision Preliminary Plat. She said the Plan Commission recommended the subdivision unanimously and said the developer was in attendance if there were any questions.

Developer Dennis Brand said the HOA for the fourth addition will have the same restrictions as the other HOA in the subdivision.

It was the consensus of the committee for the Brellinger Fourth Addition Subdivision Preliminary Platto move forward for consideration at the next City Council meeting of May 1.

Plan Commission Update

Plan Commission Chairman William Seibel presented the Plan Commission quarterly update to the committee. He said they have been working on subdivision reviews for Brellinger, Joyview Acres Phase IV, and the Walnut Ridge subdivision proposal. He also reported the Plan Commission has been working with the Historic Main Street group, the Heritage and Preservation Commission, and with Ms. Fultz on what Historic Main Street will look like and how it will function as part of the City. He added they have been looking at Zoning adjustments and qualifiers to preserve what is liked about Main Street. Mr. Seibel also said they discussed a zoning overlay versus a review. Mr. Seibel reported they have worked on the Burger King variances. Mr. Seibel added they have been working on the Zoning Code with Ms. Fultz focusing on the commercial properties on Main Street.

Mr. Seibel asked the committee for clarification on what is needed in the bottoms area namely future goals and development. He said they need a plan laid out and the City Council needs to point the Plan Commission in the right direction.

Mayor Hutchinson explained all of the challenges in the bottoms area, such as the levees, new flood maps, etc. Mayor Hutchinson added there is a lack of developers that want to take a risk. Mayor Hutchinson said it will all boil down to is which developer has the money and will take the risk to develop this area. Mayor Hutchinson said they need to look at the area to see what would be acceptable there. Mayor Hutchinson said there is still a proposed Intergovernmental Agreement between the Village of Dupo and the City of Columbia that is still being worked on. He added that Columbia developer Mr. Joe Koppeis and Ms. Edie Koch of the Monroe County Economic Development Corporation have been meeting with the representative from Union Pacific Railroad. He added there has been a lot of going back and forth.

City Administrator James Morani said the Fish Lake Interchange will be revisited and it will likely be zoned for more modernized commercial purposes when the Zoning Code is revised. Mayor Hutchinson added the zoning was established at the Fish Lake Interchange over 30 years ago.

Mayor Hutchinson reminded Mr. Seibel to keep parking in the back of the Plan Commission Board's mind because Main Street parking is at a premium. Mayor Hutchinson added to also look at parking situations, especially around development. Mr. Seibel responded that the Plan Commission has been looking at more parking to be located behind the buildings on Main Street and used the Thai House new parking lot as an example.

Alderman Niemietz asked if the Mixed Use Zoning that was developed years ago was in effect and Mr. Morani said that it was just a concept and is not on the books. The City did adopt a Mixed Use policy last year to accommodate the Main Street Abbey project and another that was proposed by a developer but this will be revisited by Ms. Fultz and the Plan Commission.

Alderman Niemietz also commented on some of the empty buildings on Main Street; the buildings are not utilized to the fullest and parking lots are roped off. Alderman Niemietz asked if something could be offered or suggested to enhance the businesses and make them more attractive. Mr. Morani said some times incentives are the only method of developing vacant properties. Mayor Hutchinson added the hope is that once Main Street continues to be enhanced and as new businesses open, private investment in downtown will increase.

Ms. Fultz replied there is now an Executive Director for the Historic Main Street Columbia Organization and that once the organization becomes more active with activities starting on Main Street, there will be more business and interest on Main Street with the existing businesses seeing more sales and more interest will development in the vacant buildings.

Ms. Fultz added Community Development will help with some of the underutilized or vacant buildings. Mr. Morani said the new North Main Street Streetscape will also help the Main Street area, will encourage more investment, and agrees that the roped off parking lot does look unsightly. Mr. Morani further said the City is unable to stop someone from roping off their property. Alderman Niemietz also commented on all the outside storage for the businesses but said it is permitted. Ms. Fultz said she can look at the outdoor storage and see if something can be done about it.

Alderman Roessler spoke of the Mel Stuckmeyer farm property area that seems to be developing the most and will have the most problems in the future. Alderman Roessler asked if the area could possibly be zoned to a less dense zoning value than it is right now. Alderman Roessler said the transition right now between Quarry Road and Rueck Road and on over towards Stuckmeyer's farm is zoned R-2 to R-5 and asked about zoning R-2 all the way over and then remove R-5 at that location. Alderman Roessler said this area is the most likely area to develop. Alderman Roessler said it would be desirable to have the less dense Zoning and asked if there could be any kind of trade-off with Mr. Stuckmeyer for the zoning change. Mr. Seibel noted he is fairly new to the Plan Commission, but understands that the current Comprehensive Plan said it is designed or preserved for less dense zoning residential in the area north of Quarry Road. Mr. Seibel said it is something the Plan Commission has been working on. Mr. Seibel said the Comprehensive Plan shows less dense Zoning the further out you go and referred to it as the "North View". He said he does not believe there would be R-6 Zoning at that location. Alderman Roessler reiterated the area is R-5 right now and wants less dense zoning in this area, either R-3 or R-4.

Alderman Martens said he previously spoke to Ms. Fultz about this issue. Alderman Martens asked if there was a possibility of getting an appraisal with R-5 Zoning and an appraisal with R-3 Zoning on the Stuckmeyer property and see if it could be the same price for those types of Zoning. It was noted that the re-zoning request would have to come from Mr. Stuckmeyer for his property. Alderman Martens said he is willing to speak to Mr. Stuckmeyer about his property, he knows him and is worth a shot. Mr. Morani said he was not sure how to appraise something like what Alderman Martens was talking about. Alderman Martens said once the appraisal is completed, it could be shown to Mr. Stuckmeyer. This could possibly show that the appraisal has not changed by changing the Zoning. Aldermen Roessler and Ebersohl suggested to skip the appraisal and just speak to Mr. Stuckmeyer. Mr. Morani said he has never done an appraisal like that, but it does not mean it can't be done.

It was noted the area is currently zoned R-5 and has been zoned R-5 since the Columbia Lakes Subdivision was developed a long time ago. Mr. Morani said Ms. Fultz and he can discuss this matter further and will come up with some ideas.

Plan Commission Chairman Seibel commented what he likes is to think ahead and be proactive instead of waiting until someone wants to develop a subdivision with 300 homes. He added that it is good to look to the future.

Plan Commissioner Eugene Beromann

Mr. Eugene Bergmann of the Plan Commission addressed the committee regarding the Comprehensive Plan, which is a legal document. He explained the Comprehensive Plan needs to be re-done and needs to be followed for planning purposes for the City of Columbia. He said our current plan is no good if a developer comes to the City and wants to do a major development. He stressed the City needs an updated plan with land uses and zoning to protect the City. He added infrastructure, highway frontage roads, and corridors are needed. He does not want the City to become another Manchester Road in St. Louis and added the City also needs more sales tax revenue. He said the City needs to think about the Comprehensive Plan, come to a decision, re-do the plan, and give the Plan Commission direction.

There were no questions from the committee. Chairman Ebersohl said Mr. Bergmann brought up some good points.

Development Review Process

Ms. Fultz addressed the committee on the proposed development review process which included a Plan Commission Submittal Schedule which showed timelines for other communities, a draft of the Subdivision of Property Instructions and Guidelines, and a draft ordinance to make the proposed changes.

Plan Commission Submittal Schedule Ms. Fultz said City Engineer Chris Smith, Building Official Justin Osterhage and she review plans before they go to the Plan Commission. Mr. Fultz has set up deadlines to give the City enough time to review the plans submitted. The schedule is for three weeks. Ms. Fultz said when planning the submittal schedule, she also contacted other local governments. She added all of the submittals will be done in writing and will be more formal. She also said this is a critical part of the process. Mr. Morani said that depending on the development, the developer may bring in the plans sooner. Mr. Morani felt the timelines are very reasonable. Ms. Fultz wants to have more formal meetings with the developers on the front end and feels the schedule is very realistic. Mr. Morani stated the City is lean on staff and the schedule gives everyone definitive expectations. Mr. Smith said in the past some of the delays are due to incomplete submittals.

Alderman Holtkamp suggested to add another week to the Plan Commission Submittal Schedule as he felt it was too tight. Alderman Roessler felt the time line could be expanded. It was also mentioned there will be absences and vacations where staff will not be at work. Mr. Morani said that staff preferred to keep the Plan Commission meetings scheduled twice a month and then they can be cancelled if needed. Alderman Holtkamp also pointed out that some of the developments may be larger than others, may take more time for review, and will not be able to go by the schedule. Mr. Morani commented that obviously there would be exceptions to the rule depending on the size of the development.

Mayor Hutchinson said by having these meetings and having a check list, the developers will have everything in writing. Once they know what is expected, the process will be improved.

It was the consensus of the committee to revise the Plan Commission Submittal Schedule by adding one more Week.

Subdivision of Property Instructions and Guidelines with Ordinance Ms. Fultz reviewed the draft of the Subdivision of Property Instructions and Guidelines with the committee. Ms. Fultz said the only changes were items 3 and 4 on page 2. She amended the language from the Clerk's Office review to City Staff review. The City's Municipal Code will also have to be changed, so the draft ordinance will be ready for consideration at the next City Council meeting on May 1.

Alderman Roessler complimented Ms. Fultz, Mr. Morani and City Staff for all the changes that have been accomplished and those changes are for the good of the City. Mr. Morani said they are playing catch up. Mr. Morani also said it is a time management issue and agreed Plan Commissioner Eugene Bergmann is correct; the comprehensive plan needs to be updated. Mr. Morani said after the Zoning Code has been completed, then the Subdivision Code will be completed. Mr. Morani also said he wishes a lot more items could get accomplished sooner. Mr. Morani added that Ms. Fultz has recently made progress with the annexations and that will be moving forward soon. Mr. Morani directed her to take a brief pause from the Zoning Code work so this can get accomplished. Alderman Niemietz added the Gateway Connector should be removed from the Comprehensive Plan and also referenced the frontage road issues.

Special Census

Mr. Morani referenced the building lease for the U.S. Census Bureau for Columbia's Special Census will be for four months with Tammy Mitchell Hines at her building located at 207 N. Main Street, Suite 104. This is an inside unit with outside access. Mr. Morani added he has contacted Mr. Cotton of Cotton's Ace Hardware at 229 N. Main Street to make sure temporary parking is secured and ready for Monday, May 1.

Mr. Morani said there are no ADA restrooms at the City's Oak Street building and that is why the Census Bureau's office can't be located there. This was per Alderman Roessler's inquiry. Mr. Morani added the Census Bureau is required to have ADA restrooms.

It was the consensus of the committee to move forward with the building lease at the Tammy Mitchell Hines building for Columbia's Special Census.

City Council Standing Committees

Mr. Morani referred to the memorandum and City Council Standing Committee Restructuring Proposal to the committee. Mr. Morani stated this was for distribution only, the committee should review it, and it will be discussed at the May 8 Committee of the Whole meeting.

FY 2017-2018 Salary Ordinance

Mr. Morani presented the proposed salary ordinance for fiscal year May 1, 2017 to April 30, 2018. Mr. Morani added salaries were increased by 3% except for what was discussed in Executive Session on April 10. He also said the top three salaried positions will be frozen. The proposed ordinance will be presented for consideration at the May 1 City Council meeting.

Other Items To Be Considered

Mr. Morani reviewed three other items with the committee.

1. Proposed Ordinance for Appointment of Members of Boards, Commission and

Committees for fiscal year May 1, 2017 to April 30, 2018

Mr. Morani said the proposed ordinance for the Appointment of Members of Boards, Commissions and Committees would be ready for the May 1 City Council meeting for consideration. Mr. Morani added new appointees are shown in yellow and if there are any questions, to let him know.

2. Employee Compensation Packages Exceeding $75,000

Mr. Morani noted that Accounting Manager Linda Sharp has prepared the document for Employees Whose Compensation Package Exceeds $75,000 for the fiscal year May 1, 2017 to April 30, 2018. The document was posted on the City's website on April 20 under the City Government tab. This is required by state law.

3. Code Compliance Officer

Mr. Morani shared with the committee the job description for the Code Compliance Officer. Mr. Morani said the position will be part-time and the candidate will need building code enforcement, building inspection, or building construction experience. Mr. Morani lastly

said the position will be advertised this week.

Chairman Ebersohl reported the following:

1. Proposed Burger King Restaurant

Chairman Ebersohl reported a concern to the committee on an ingress/egress issue. He said that realtor moving trucks for the real estate office in Joe Koppeis' office building are being parking behind the office building. The moving trucks are larger and longer vehicles and when parked in the parking spaces behind the building, they do not fit in a regular parking space and are parked off the back of the parking lot. There may be a problem when driving to the proposed Burger King using that entrance. Mr. Morani said he would speak to City Attorney Terry Bruckert about this situation.

2. Bolm-Schuhkraft Memorial Park Baseball Field

Chairman Ebersohl stated the entire baseball field at the park is still a mess. Chairman Ebersohl noted that Songs4Soldiers was to be repairing it by now and the field is not anywhere close to being played on. Alderman Martens agreed the field is not usable and said there are piles of materials all over it. He added that the next Songs4Soldiers event in September will be having a landscape company repair the field. City Engineer Chris Smith said there are mulch piles and those are to be moved offsite. Mr. Morani will work with Mr. Smith to contact the Songs4Soldiers organization.

Citizen Comments

There were no citizen comments.

Executive Session - 5 ILCS 120/2(c)

Chairman Ebersohl inquired if there was a need to go into Executive Session. There was OC.

Adjournment

Motion:

It was moved by Alderman Reis and seconded by Alderman Agne to adjourn the Committee of the Whole committee meeting of the City Council of the City of Columbia, Illinois held Monday, April 24, 2017 at 8:25 P.M. Upon voice vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens voted yea. MOTION CARRIED.