City of Collinsville City Council met Oct. 15.
Here is the minutes provided by Council:
A. Call Meeting to Order
Mayor Miller called the meeting to order at 6:30 pm.
B. Roll Call
Also present: City Manager Mitch Bair and Deputy Clerk Payton Drury.
Present: 5 - Councilman Donna Green, Councilman David Jerome, Councilman Tony Hausmann, Councilman Jeff Stehman, and Mayor John Miller
Absent: 0
C. Invocation
Delivered by Pastor Greg Pratt of First Baptist Church.
D. Pledge of Allegiance
Recited.
E. Proclamations/Recognition/Presentations
1. Presentation of the 2019 Yard of the Year Contest Award
Attachments: Agenda Item
Report Mayor Miller presented the Yard of the Year Award to Kevin Stroud of 414 Wadsworth Street.
2. Swearing In of Paul Kilquist as Sergeant with the Police Department
Sergeant Kilquist was unable to attend the meeting.
3. Presentation of Retirement Plaques:
Dan Porter
Ray Rowland
Mayor Miller recognized Dan Porter and Ray Rowland as retiring from the Collinsville Police Department. He presented them with a retirement plaque and thanked them for their many years of service to the City of Collinsville.
F. Business Prior to Public Input
G. Council Discussion
1. CIP Discussion - Gateway Center and Parks Projects
Attachments: Staff Memo
City Manager Bair addressed the tourism and hospitality projects outlined in the CIP for Gateway Center and Parks Department. He advised the Gateway Convention Center projects represented $4,515,000 of total costs ($752,000 per year) and $5,661,385 ($254,076 per year) for Parks and Recreation projects. He outlined funding sources for each department's projects and clarified that property tax funds are not utilized for these projects.
He identified CIP projects for the Gateway Convention Center to include facility improvements and renovations as well as new equipment that is necessary for daily operations. He also mentioned the need to discuss a potential expansion to the center to accommodate athletic events and gaming space with adjoining hotel.
Next, he identified CIP projects for the Parks and Recreation Department which includes facility improvements at the Activity Center/Water Park and various City parks, equipment, and vehicles (fleet and shuttle bus). He spoke of the need to replace inherited equipment and vehicles due to poor conditions. Councilman Stehman reiterated the fact of recent ownership by the City of CARD owned property as well as parks under CARDs responsibility.
Mayor Miller spoke of funding mechanisms in place that will be utilized for projects within the Gateway Center and Parks and Recreation Department. He clarified that property tax funds would not be used for these projects.
2. Strategic Plan Update
Attachments: Staff Memo
City Manager Bair gave an overview of the City's Strategic Plan. He mentioned the various reasons why the plan needs to be updated which includes the City's merger with the Gateway Convention Center, creation of a Parks and Recreation Department, the addition of $48 million in assets with no debt attached and an increase in net position of over $15 million. He also spoke of the Council's commitment to improving the City's infrastructure.
He spoke of the current Strategic Plan to include External/Internal Assessment (SWOT Analysis - Strengths, Weaknesses, Opportunities, Threats), Mission Statement, Vision, Core Values and Goals for the City. He further elaborated on each component of the Strategic Plan:
* SWOT Analysis - evaluation of key internal and external data and factors that influence the City's success in achieving our mission.
* Mission Statement - identifies purpose and "how" we achieve our vision.
* Vision Statement - establishes "why" reasons. "Why are we a dynamic small town?"
* Core Values - reflects what is important to the community and provides guidance to the Vision and Mission Statements.
* Goals and Objectives - identifies how we use the values to achieve the Mission Statement followed up with objectives that states how we plan to obtain the goals.
He spoke of amending the Vision Statement by addressing key components - Why do we do what we do? What's our purpose? How do we do what we do? And then identifying what we do. He explained the purpose of a vision statement is to describe the community's values and express a shared image of what we want the community to become over the next 10-20 years, and address all aspects that make up our community.
City Manager Bair suggested reviewing the Strategic Plan for potential amendments:
1. Vision - reviewed for clarification
2. Core Values - discuss for adequacy
3. Mission - reworked to be more concise
4. Goals - evaluated in an effort to combine and condense
Councilman Jerome referred to the Mission Statement as being convoluted. He mentioned the recent growth of the City's responsibilities and the need to refocus efforts as to where and how to continue to move forward.
Mayor Miller agreed with Councilman Jerome and City Manager Bair in that the mission should be condensed and clarified.
3. Code Enforcement Process
Attachments: Staff Memo
Assistant City Manager Derek Jackson highlighted the Code Enforcement Process:
Step 1 - Reporting of Violation. He mentioned the various avenues in which violations can be reported (staff discovered, Nuisance Complaint Hotline, Mobile App, Online web submission, director call or email to staff). He advised 1,502 code violations have been reported between January 1 and September 30, 2019 (837 via Hotline or Direct call to office, 238 via email or Mobile App, and 427 via proactive code enforcement).
Step 2 - Verification of Violation. He explained that an inspection is performed to verify the violation exists. If no violation is found, the case is closed. If a violation exists, a notice follows. Depending on the time of violation, a door hanger may be left addressing the violation. On average, it takes 1.5 days from complaint to inspection for verification of violation.
Step 3 - Notice of Violation to Property Owner. He advised the property owner receives a Notice of Violation that describes the nature of the violation, timeframe to correct the violation and contact information. The type of notice depends on if this is first time offender or repeat offender and the type of violation (severity, life safety issues). First and second notice may be given before going to court as compliance is the ultimate goal.
Step 4 - Civil or Criminal Action, if necessary. He explained that if the violation is not corrected within the allotted time, civil or criminal court action will follow in Municipal Court or County Court in order to seek forced compliance. He explained the due process for each court (Municipal or County). He clarified that a fine may be recommended for final notices due to staff's time on the violation but the goal is ultimately compliance. He spoke of the due process for each court proceedings.
Step 5 - Violation Abated and Case Closed. He advised a City Inspector will conduct an inspection to verify that violation has been abated and once completed, the case is closed. In 2019, voluntary compliance took an average of 31 days, 43 days for forced compliance, and 193 cases required court proceedings (13 percent of all cases).
Asst. City Manager Jackson listed some common code violation types (tall grass, inoperable vehicles, snipe signs, chipping paint, commercial and/or recreational vehicles in residential areas, and standing water). He spoke of the policies for inspectors and mentioned areas for improvement.
Councilman Jerome inquired of resources for those who may need assistance. Asst. City Manager Jackson advised staff has, and is willing, to find resources to assist the property owner or connect the property owner with possible resources to remedy the violation.
Councilman Stehman spoke of sending a Notice of Violation immediately to the owner, along with the door hanger.
He gave an update on various properties that were previously mentioned during Public Comment at a former Council meeting:
412 E. Main - Demolished in 2016. Recently, a Notice of Violation was sent to property owner for tall grass/weeds which has since been abated. Currently, requiring owner to use fill for low spots, seed and straw. Owner is actively discussing selling the property to township for a municipal parking lot.
501 Beltline (Spirit Halloween) - Commercial Occupancy Inspection was performed on September 4, 2019. Fire Inspector found that all code requirements were satisfied.
211 E. Main (Lux Boutique) - Business License Fire Inspection was performed on November 6,
2018 with no issues found.
219 E. Main (Underground Dojo) - Business License Fire Inspection was performed on July 10, 2019 with no issues found.
9525 Collinsville Rd. (Rural King) - Fire Inspector performed an interior inspection and found no violations. Parking lot issues are being addressed. 100 E. Main (Mungo's) - Notice was sent to owner regarding the need for a dumpster enclosure and paved parking area.
115 E. Clay (Old Herald Brewing and Distillery) - Notice was sent to owner regarding the need for dumpster enclosure.
He further summarized the process and advised that due to the size of the city (25,000 plus residents and 40,000 properties) staff can not be expected to find all violations. He indicated violations may not be remedied as quickly as we would like since violators must be afforded due process.
Speakers from the Floor H.
Betsy May and Michelle Oller, identified themselves as being with Metro Properties (formerly known as Idlewood Estates). They mentioned recently purchasing the rental properties and spoke of issues regarding the lack of occupancy. Ms. Oller spoke of the renovations that were done and the increase in occupancy (97 percent). She mentioned the process with working with the City on the renovation project and spoke highly of Community Development staff. She spoke of the sense of community within the establishment and hosting events for their residents. She further advised they will be relocating their office at what is currently an old building in need of repairs. She spoke of their efforts in cleaning up the area.
Phil Astrauskas spoke of violations at properties being addressed. He spoke of the remaining foundation at the property on E. Main that needs to be removed. He mentioned the need of dumpster enclosures for businesses. He spoke of the City Manager's previous employment contract with regards to the use of a City vehicle and suggested he (Bair) reimburse the City for taking the vehicle home to Missouri. He spoke of comparisons with other municipalities regarding compensation of City Manager. He indicate a lack of development within the City in comparison to surrounding communities. He spoke of a low per capita income in Collinsville. He mentioned the size of the Council and suggested an increase.
Phil Astrauskas Jr. gave a piece of paper to Councilman Green and advised it was a notice for peeling paint on a building. He indicated 2 inspectors have come to his properties for inspections and suggested sending only 1 which may allow for additional inspections to be done in a shorter amount of time. He spoke of City Manager Bair living in Missouri. He spoke of the City Manager's contract. He mentioned comments made by him (Bair) and Council members, at a previous Council meeting, regarding the use of a City vehicle. He mentioned the City Manager has purchased a 1 bedroom condo in Collinsville. He spoke of the Mayor not paying property taxes. He highlighted the Collinsville Municipal Code regarding residency requirements for the City Manager and suggested removing it. He indicated life safety issues not being addressed. He requested a meeting with the Mayor but was declined due to pending litigation.
I. Comments and Announcements - Mayor
None.
J. Comments and Announcements - Council Members
Councilman Jerome spoke of the City Manager's contract which was approved months ago. He suggested the recent discussion regarding the contract is due to pending litigation. He clarified that an expert was consulted regarding competitive salaries for competent a City Manager. He explained that Mr. Bair accepted less money to stay in Collinsville versus what he could be making if he went elsewhere. He advised Mr. Bair now has a personal car that he uses per his current contract. He further advised the residency requirement is not necessary so it was removed from the contract. He spoke of his (Bair) efforts and vision for moving the city forward. He mentioned the establishment of a budget and Capital Improvement Plan, the merger with Gateway Center and the creation of a Parks and Recreation Department.
Councilman Hausmann thanked staff for addressing the damaged dugout at the park. He spoke of the capital improvements for Woodland Park and the importance of park improvements. He suggested including businesses into a community appearance process to enhance property.
Councilman Green thanked Metro Properties for their comments and investing in the community. She spoke of the Council's commitment to serving the community. She addressed the comment about Mayor Miller not paying property taxes. She spoke in defense of veterans and the exemption in place. She clarified that Mayor Miller is exempt from paying property taxes due to his service to our country.
Councilman Stehman spoke of City Manager Bair's contract. He spoke of the personnel manual and a residency waiver that was granted to Mr. Bair when he was the Community Development Director by a previous City Manager. He spoke of Mr. Bair's time with the City. He spoke of his employment with the City of O'Fallon, who did not have a residency requirement. He indicated many are removing residency as a condition for employment. He spoke of criticism by the public.
Comments and Announcements - City Staff K.
Ashley Pfitzger, Producer of the Wedding Show at the Gateway Center, spoke of the recent event. The event was held on August 18 from 1-4:30pm with various activities. A total of 506 were in attendance and 90 vendors participated. She highlighted the financial impact of the event:
Gross Income - $38,970.72
Expenses - $ 9,526.60
Profit $29,444.12 (increase of $4,764.21 since August 2018 event)
Councilman Hausmann inquired of where the attendees were from to which Ms. Pfitzger advised the furtherest from Missouri was Cape Girardeau and Godfrey for Illinois.
Councilman Jerome asked if the expenses included staff to which she advised it does. City Manager Bair spoke of the benefits of creating their own events and credited the staff for their efforts.
Parks and Recreation Director Kimberly Caughran spoke of the upcoming annual Fall Festival, Saturday, October 26 from 10am-3pm and sponsored by Navigation Church. Next, she spoke of the 3rd annual Christmas at the Collins House and Light Up Parade set for December 7. Interested parade participants can obtain an application form and information from the City's website. Mayor Miller spoke of identifying an individual who represents the community to serve as the parade's grand marshal.
City Manager Bair spoke of an upcoming citizen survey regarding Uptown Festivals and Events. He spoke of comments made by Mr. Astrauskas and the frustration that he leaves the meeting before Council can address his comments. He spoke of actionable agenda items that contradicts his comments. He mentioned various developments that had an economic impact on the community.
Consent Agenda
Deputy Clerk Drury read the Consent Agenda.
1. Motion to Approve Payment of Bills for the Period Ending October 4, 2019 in the Amount of $1,354,340.21
Attachments: Agenda Item Report
Board List 09-20-19
Board List 09-26-19
Board List 10-04-19
2. Motion to Approve Payroll for the Period Ending September 20, 2019, in the Amount of $723,948.41 Attachments:
Agenda Item Report
Board List 09-20-19
3. Motion to Approve Minutes of the September 23, 2019 Council Meeting Attachments:
Agenda Item Report
Minutes
4. Resolution Requesting Permission from the Illinois Department of Transportation to Close Vandalia for Veteran's Day Parade Attachments
Agenda Item Report
Resolution
Certificate of Insurance
5. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for Christmas Parade Attachments:
Agenda Item Report
Resolution
Certificate of Insurance
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 Green, to approve the Consent Agenda. The motion carried by the following vote:
Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller
Nay: 0
Absent: 0
Abstain: 0
M. New Business
1. Ordinance to Award Bid and Authorize Contract with RCS Construction in the Amount of $257,987.50 (Municipal Parking Lot, 628 W. Clay St., Project #CIP-681-19)
Attachments: Agenda Item Report
Ordinance
Bid Tab
Clay Street Parking Lot Site Plan Final Approved
Overview by Mike Doi, Street Superintendent, spoke of the lack of event parking available in the Uptown area. He highlighted the project to include the construction of a concrete parking lot, rain garden, underground detention, and lighting. He advised 3 bids were received with RCS Construction being the lowest bid. This ordinance would award the bid and authorize a contract with RCS Construction for the municipal parking lot project, 628 W. Clay Street.
Councilman Jerome inquired of concrete prices to which Mr. Doi spoke of the fluctuation in prices at any given time. City Manager Bair indicated a high growth phase for the region which drives prices up.
A motion was made by Councilman Hausmann, seconded by Councilman Stehman to approve. The motion carried by the following vote:
Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller
Nay: 0
Absent: 0
Abstain: 0
2. Ordinance Authorizing the Purchase and Installation of License Plate Reader Cameras from Fowler Technology Services in the Amount of $29,448.24
Attachments: Agenda Item Report
Ordinance
Agreement - Collinsville Rd. Camera
Agreement - Main St./Rt. 159
Police Chief Steve Evans advised this ordinance would authorize the purchase and installation of License Plate Reader (LPR) cameras at 2 locations (9500 block of Collinsville Rd. and intersection of Main St. and Rt. 159) in Collinsville. The LPRs is an opportunity to expend the use of technology to prevent crimes from occurring and/or help solve them afterwards. He explained how the cameras work and transmit data. He clarified that Fowler Technology Services is the only vendor in the area working with local law enforcement and the DEA. The total cost of the project is $29,448.24 and is funded by utilizing the Federal Forfeiture Funds.
Councilman Hausmann inquired of the how the locations were determined. Chief Evans mentioned several factors that helped in determining these locations (access into the City, lack of cameras in the area) and indicated the possibility of additional cameras in the future.
A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote:
Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller
Nay: 0
Absent: 0
Abstain: 0
3. Resolution to Authorize the Appropriation of Funding for the Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (2020 MFT General Maintenance Program)
Attachments: Agenda Item Report
Resolution
Estimate of Maintenance Costs
Street Superintendent Doi indicated this resolution is required by IDOT to utilize funds for the purchase of materials for street maintenance projects regarding the 2020 MFT Program. He mentioned other IDOT requirements. He listed various materials to be purchased (road salt, concrete for sidewalk, curb and gutter repairs, oil and chip, crack filler, labor costs for street sweeper as well as rental on the street sweeper). A motion was made by Councilman Stehman, seconded by Councilman Hausmann to approve. The motion carried by the following vote:
Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller
Nay: 0
Absent: 0
Abstain: 0
N. Old Business
O. Closed Session
P. Announcements
Q. Adjournment
Mayor Miller thanked Councilman Green for her comments. Councilman Green acknowledged that they (Council members) will sometimes receive criticism based on differences and decisions but should not have to hear negative comments against the rights of a military veteran. A motion was made by Councilman Stehman, seconded by Councilman Green to adjourn at 8:29pm. The motion carried by the following vote:
Aye: 5 - Green, Jerome, Hausmann, Stehman, and Miller
Nay: 0
Absent: 0
Abstain: 0
http://collinsville.legistar1.com/collinsville/meetings/2019/10/1164_M_City_Council_19-10-15_Minutes.pdf
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