City of Collinsville City Council met February 12.
Here is the minutes as provided by the council:
A. Call Meeting to Order
Mayor Miller called the meeting to order at 7:00pm.
B. Roll Call
Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto and City Clerk Kim Wasser.
Present: 5 - Councilman Cheryl Brombolich, Councilman Donna Green,
Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller
Absent: 0
C. Invocation
Delivered by Pastor David Seaton of Collinsville Community Church.
D. Pledge of Allegiance
Recited.
E. Proclamations/Recognition/Presentations
1. Presentation of Retirement Plaque to Bill Kavaliunas
Mayor Miller presented a retirement plaque to Bill Kavaliunas, who retired after 39 years with the
City.
2. Presentation of Retirement Plaque to Mike Reichert
Mayor Miller presented a retirement plaque to Mike Reichert, who retired after 18 years of service
with the City.
F. Business Prior to Public Input
G. Council Discussion
1. Economic Development Incentive Policies
Attachments: EconomicDevelopmentIncentiveMemo_021218.pdf
City Manager Bair spoke of previous discussions regarding economic development incentive policies
with regards to TIF and Business District funds. Some discussions were had with the Economic
Development Commission but staff would like to present Council's recommendations to them and
bring this item back to Council for additional discussions.
He elaborated on the purpose for incentive policies that included the City being good stewards with
funds, ensure rate of return on investment, establish expectations, performance measurement in place,
have a focused goal and to have a standard model for project evaluations.
He spoke of policies regarding Tax Increment Finance funds. He mentioned the need for individual
policies that are defined by the district as well as general policies. He addressed goals that should be
identified which included code compliance and emphasis on infrastructure that is regional in service
and may include water, sewer, stormwater, transportation and technology upgrades/Wi-Fi. He spoke
of ways to evaluate performance measures (increase in property value and property tax revenues,
number of full time jobs, being a sales tax generator - increase sales tax, new sales revenues and focus
on retail sales to ensure they are not being lost to other communities). He mentioned lodging
opportunities by increasing the amount of rooms available, rates, and hotel/motel tax. He spoke of the
need for enhanced project design that would exceed City design requirements with good planning and
design for the surrounding area and the community as a whole. He further indicated code compliance
issues would include Building, Fire and ADA compliance.
Next, City Manager Bair spoke of Business District policies that are similar to that of TIF. He
mentioned goals for Business Districts to include the attraction of sales tax generators, vacancy rate,
address retail leakage, improve aesthetics, promote redevelopment of obsolete structures, efficient lot
layout design, improve public right of way, and sign conversation (from poles to monuments).
He mentioned other related issues that would need to be addressed such as developments that
demonstrate a tremendous value to the City and overall community, residential development
incentives, targeted industries, and types of development which is specific to individual districts.
Associate Planner Cristen Hardin gave an update regarding the Northeast Business District. She
spoke of eliminating the sign grant program but support the removal of pole signs in the business
improvement program. She indicated the need to update language within the policy. She mentioned
the use of policies to focus on new construction and type of businesses that generate sales tax. She
spoke of the application requirements to include the submission of a comprehensive business plan and
financial details. She further mentioned the evaluation process that would include performance
measures.
City Manager Bair indicated the next step would be staff addressing recommendations and input from
Economic Development Commission with draft policy to be presented to Council for additional
discussion.
Councilman Stehman spoke of the Building Codes needing to be refined. He indicated the need to
quantify an increase in jobs based on the application. He spoke of the Uptown area consisting of
older buildings that may need additional maintenance and may or may not increase employment. City
Manager Bair spoke of Home Furniture as an example.
Councilman Brombolich mentioned an increase in jobs may be difficult to quantify based on the type
of business. She indicated standards may be different depending on the location in town. City
Manager Bair mentioned generalized standards as being helpful.
Councilman Jerome mentioned his dislike for the TIF program but spoke of it as being necessary to
stay competitive. He indicated the need to use the program wisely and based on performance
measures. He mentioned various criteria to be considered. He spoke of generated sales tax as a
primary criteria since it is more objective. He spoke of the standards being more restrictive rather
than broad.
Mayor Miller spoke of the application process to have all the neccessary information submitted to
address City requirements.
2. IDOT Parking Elimination on south side of Main St. (Between Orient St. and
Lebanon Rd.)
Attachments: Staff Memo
Public Works Director Dennis Kress spoke of the pending parking restrictions due to the Main St.
resurfacing project. He advised that IDOT has requested the City to review lane width for the project
area. He further advised that the area does not allow for the required lane width and on street parking
width. He indicated the south side of Main St., between Orient St. and Lebanon Rd., has fewer
homes and many have accessible driveways from Church Street. He advised residents were notified
of the pending no parking on the street restriction via a letter. He has yet received any comments.
Councilman Stehman inquired of assistance by the City for the affected residents. Director Kress
advised the City offers assistance for curb cuts. He advised 9 homes are along this stretch of Main St.
with 4 driveways total. He clarified that this is only eliminating on street parking and that no driveways
are being affected nor eliminated.
Mayor Miller spoke of this as addressing necessary clearance for emergency vehicles.
H. Speakers from the Floor
None.
I. Comments & Announcements - Mayor
Mayor Miller spoke of the discussion items being beneficial.
J Comments & Announcements - Council Members
Councilman Green announced the C3 (Collinsville Community Collaboration) event scheduled for
March 8 from 5-7:30 pm at the Gateway Center. She spoke of booth spaces available and
encourage interested parties to visit the website and/or Facebook.
Mayor Miller spoke of the upcoming Empty Bowl event scheduled for Wednesday, February 14. He
advised the event is hosted by the Collinsville Women's Club and benefits the Collinsville Food Pantry.
Councilman Brombolich congratulated Bill Kavalinuan and Mike Reichert on their retirements and
thanked them for their service.
K. Comments & Announcements - City Staff
None.
L. Consent Agenda
City Clerk Wasser read the Consent Agenda.
Councilman Jerome spoke of the reappointment of Mr. Wepking and Mr. Moss to the Planning
Commission. He indicated they both have been a great additional to the commission.
Finance Director Tamara Ammann explained the purpose for the resolutions regarding the tax
abatements. She indicated the resolutions are the same as previously approved by Council in
December (Series 2007B and 2009 bonds). The bonds were refinanced after being abatement
causing the series bonds being reassigned as 2017A and 2017B bonds. The County Clerk would like
new resolutions with the reassigned names listed.
1. Motion to Approve Payroll for the Period Ending January 26, 2018, in the
Amount of $614,077.49
Attachments: Agenda Item Report
Board List 01-26-18.pdf
2. Motion to Approve Payment of Bills for the Period Ending February 2, 2018,
in the Amount of $1,237,387.19
Attachments: Agenda Item Report
BOARD LIST 01-22-18
BOARD LIST 01-26-18
BOARD LIST 02-02-18
3. Motion to Approve Minutes of the January 22, 2018 Regular Meeting
Attachments: Agenda Item Report
01222018RegMtg.pdf
4. Resolution Reappointing Members to the Collinsville Planning Commission
(Wepking, Moss)
Attachments: Agenda Item Report
Resolution
5. Resolution Authorizing Local Agency Funding Agreement with IDOT for the
Main Street Resurfacing Project (Sec 14-00100-00RS).
Attachments: Agenda Item Report
Resolution
IDOT Local Public Agency Agreement for Federal Participation
Addendum 1 - Location Map
6. Resolution Requesting Utility Permit from Illinois Department of
Transportation (IDOT) for Installation of Utility Crossing Under Interstate-255
and Interstate-55/70 for the Eastport Water Main Extension & Loop
(TIF-644-17)
Attachments: Agenda Item Report
Resolution - IDOT 30533
Utility Permit Application - IDOT 30533
CIP - Eastport Water Main Extension and Loop Project
7. Resolution Providing for Tax Abatement for the General Obligataion
Refunding Bonds, Series 2017A, of the City of Collinsville, Madison and St.
Clair Counties, Illinois
Attachments: Agenda Item Report
Resolution
8. Resolution Providing for Tax Abatement for the Taxable General Obligataion
Refunding Bonds, Series 2017B, of the City of Collinsville, Madison and St.
Clair Counties, Illinois
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 Brombolich, to approve the Consent Agenda. The motion
carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
M. New Business
1. Ordinance Authorizing Expenditure of TIF Funds (Home Furniture, 125 E.
Main St.)
Attachments: Agenda Item Report
Ordinance
Uptown TIF Application
Roof Bids
EIFS Bids
Sign Package Bids
Incentive Worksheet
Performance Letter
Overview by Cristen Hardin, who explained this ordinance represents Home Furniture's TIF request
for a rehab project (re-roofing and EIFS) at their main building (125 E. Main) and their Annex
building. She indicated this is the first phase of a multi-phase rehab project. A redevelopment
agreement may be considered for the future rehab project at Home Furniture as the entire project is
estimated to exceed the $200,000 cap for Uptown TIF program. Staff is recommending support for
the re-roofing and EIFS installation but not signage. Lowest cost for re-roofing of both buildings was
$232,571 (40% is $93,028.40). Lowest cost for EIFS installation was $28,797 (40% is
$11,511.60). Total reimbursement of $104,504.
At Council's requests, she obtained additional finance information about the business. They provided
information about the investments they have made, operations and performance measures. She
advised the information was provided to Council in their agenda packet. She noted the current retail
square footage is 25,000 but will increase by 3,500 upon completion of the rehabilitation project.
They anticipate increasing their sales tax to $1.2 million with sales tax revenues to the City over
$15,000.
Councilman Jerome inquired of the additional square foot. Ms. Hardin advised the overall
rehabilitation project will facilitate the increase of retail square footage, not the re-roofing project
alone. Due to water intrusion issues, the re-roofing project must happen before interior improvements
can be made. He inquired of the additional sales tax with regards to the additional square footage of
retail space. She explained the additional retail space that will be added once improvements are done
as well as the new sleep center. He further inquired of the added sales tax revenue the City will
receive from the additional 3,500 square feet. It was determined that 1.25% of $315,000 would be
the added sales tax revenue amount.
Mayor Miller spoke of Home Furniture as a long standing business in Collinsville.
A motion was made by Councilman Stehman, seconded by Councilman Green
to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
2. Ordinance Amending Various Fees in the Collinsville Municipal Code, Title 4
(Fees), Title 2 (Administration and Personnel), Title 3 (Revenue and Finance),
Title 10 (Vehicles and Traffic), and Title 15 (Building and Construction)
Attachments: Agenda Item Report
Ordinance
Draft Master Fee Schedule
Existing Fee Schedule
Assistant City Manager Derek Jackson highlighted various amendments to the fee schedule and
recapped previous discussion:
- deleted fees (Pro-rated Business License, Local Record check, Tow Release, Fireplug Service,
Yard Waste Program
- amended fees (9 categories)
- new fees (Late, Reinspection, Mobile Home Park Inspection, Microchip)
He advised the biggest change to the schedule is the overall layout as the fees will now be grouped
into categories making the appearance user friendly. A draft fee schedule was included in the agenda
packet for review. He addressed comments previously made by Council. He advised the fee
schedule will also be organized in alphabetical order and indicated the Freedom of Information Act
does not require the associated fees to be outlined in the FOIA ordinance and the fee schedule section
so it will only be listed in the fee schedule. He advised the schedule also includes language regarding
an outstanding fee clause with exceptions listed. City Manager Bair indicated this may help with
outstanding water accounts. Finance Director Ammann spoke of the steps now taken and the benefits
of having language addressing outstanding water accounts.
A discussion was had regarding the appeal process and Corporate Counsel Giacoletto confirmed
appeals are handled by the City Manager.
Councilman Stehman asked for clarification with regards to property owners having outstanding water
accounts at one location and if that would affect them opening another account at a different location.
Director Ammann advised they would have to bring all account payments up to date before a new
account could be established.
Councilman Brombolich inquired as to how the process would be handled. City Manager Bair
advised staff personnel handling the application for which the individual is applying for would initiate
the process to determine all accounts are paid in full. He gave an example of the Business License
application process.
Councilman Jerome spoke of the appeal process and asked staff to ensure provision is a clear
administrative process.
A motion was made by Councilman Brombolich, seconded by Councilman
Green to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
3. Resolution to Amend the Appropriation of Funding for the Maintenance of
Streets and Highways by Municipality Under the Illinois Highway Code (2018
MFT General Maintenance Program)
Attachments: Agenda Item Report
Resolution - BLR 14220
Amended Estimate of Maintenance Costs - BLR 14231
Resoution 17-29R - Amended 2018 MFT Funding 11/13/17
Public Works Director Dennis Kress advised this resolution would allow for an amendment to the
allocation of Motor Fuel Tax (MFT) funds to include stormwater structures. The previous MFT
resolution which was approved in November 2017 was for the maintenance of streets only. He
advised the City will need to rebid the CA-13 Aggregate Chips for oil and chip resurfacing projects as
the City did not receive bids at the bid letting.
A motion was made by Councilman Jerome, seconded by Councilman
Stehman to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
4. Ordinance Authorizing the Purchase of a 2018 Ford T150 Transit Cargo Van
from Landmark Ford Through the Illinois Joint Purchasing Program in the
Amount of $25,526.
Attachments: Agenda Item Report
Ordinance
Director Kress advised this ordinance will authorize the purchase of a cargo van that will be used by
the Facility Maintenance Coordinator. The vehicle will be purchased from Landmark Ford through
the Illinois Joint Purchasing Program in the amount of $25,526. The van will be equipped with
shelving and storage for tools, equipment and supplied. He explained the purchase was not included
in the CIP; however, funds are available due to the savings on the purchase of a backhoe that came in
$26,614 less that the budgeted amount.
City Manager Bair indicated the Facility Maintenance Coordinator will help with maintenance of the
park structures also. He advised the salary for the Facility Maintenance Coordinator came in at
$11,000 under budget.
A motion was made by Councilman Brombolich, seconded by Councilman
Green to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
5. Ordinance to Award Bid and Authorize a Contract with N & W Horizontal
Boring Co. Inc. in the Amount of $58,750 to Provide Directional Drilling for
the Installation of 940 Feet of 8" Sewer Main Along Country Lane, Project #
CIP-657-18.
Attachment: Agenda Item Report
Ordinance
Director Kress advised although the bid documents were sent to various companies and advertised in
the newspaper, only 1 bid was received and opened on February 5. The bid received was from N
and W Horizontal Boring Co. in the amount of $70,500. As part of their bid, N and W offered a cost
savings alternative allowing them to bore the entire project in one drilling operation which reduced their
bid to $58,750. He indicated N and W has the necessary equipment and expertise to drill the entire
length of the bore in one drilling. The proposed bid is $19,310 more than the original estimate but the
increase is due to the redesign of the sewer main alignment and increase in construction costs as a
whole. Circle K has provided $60,000 towards the construction of the sewer main extension with the
City's hard costs (labor engineering fees, materials and equipment rental) at $21,852.
Councilman Stehman asked if design was being done in-house to which Director Kress advised the
City does not have survey crews so it is being outsourced.
City Manager Bair indicated construction bids are coming in higher than anticipated since there is a
variety of projects going on. He mentioned amending the CIP in the near future to address this issue.
He spoke of giving a costs analysis for each project.
A motion was made by Councilman Stehman, seconded by Councilman
Brombolich to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
6. Ordinance Authorizing the Mayor to Sign a Redevelopment Agreement
Between the City of Collinsville and 115 E. Clay, LLC and Ardent Spirits Inc.
Attachments: Agenda Item Report
Ordinance
Ardent Spirits Redevelopment Agreement
Exhibit E - Approved Site Plan
Staff Memo Ardent Spirits 012218
Old Herald Brewery Distillery Business Plan
City Manager Bair advised this ordinance would authorize $650,690 in incentives for the project. The
applicant had requested $803,536. Based on discussions regarding the project, staff supports an
incentive in the amount of $650,690. He highlighted the project to include development cost
estimated at $2.5 million with based revenues estimated at $2.4 million for the first year in operation.
He indicated the revenues are conservative. He spoke of the EAV which is expected to double or
more. The incentive is scheduled to be awarded upon the completion of each phase:
Phase 1 - $193,000
Phase 2 - $397,000
Phase 3 - $59,000
The City will place a lien on the property for the amount awarded.
Councilman Jerome inquired of date deadlines for each of the phases of the project. Corporate
Counsel Giacoletto advised the phase deadline dates are outlined in the agreement.
A motion was made by Councilman Jerome, seconded by Councilman
Brombolich to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
7. Ordinance Declaring Personal Property Owned by the City as Surplus and
Authorizing the Sale/Auction of Said Property
Attachments: Agenda Item Report
Ordinance
Overview by City Clerk Wasser, who advised this ordinance would declare various items owned by
the City as surplus and allow the items to be sold to the highest bidder on the City's auction site. The
items include:
* Pump motors (4) from the Water Dept. She indicated the pump motors were purchased 15 years
ago from another facility that was upgrading their system and were to be used as backup. She further
advised the motors will not be compatible with wells at the new treatment plant.
* Wide format printer/scanner/copier from Water Dept. - printing and scanning features no longer
work and is unable to be repaired due to age.
* 2002 Dodge Ram truck - no longer needed for operations within the Police Dept. The vehicle was
going to be reassigned to another department but upon inspection it was determined the cost of repairs
outweighed the value of the vehicle.
A motion was made by Councilman Jerome, seconded by Councilman Green
to approve. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
N. Old Business
O. Closed Session
P. Announcements
City Clerk Wasser announced City Hall would be closed on Monday, February 19 for Presidents'
Day.
Q. Adjournment
A motion was made by Councilman Green, seconded by Councilman Stehman
to adjourn at 8:36 pm. The motion carried by the following vote:
Aye: 5 - Brombolich, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
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