City of Collinsville City Council Met April 27.

By Angelica Saylo Pilo

Jun 30, 2021

Here is the minutes provided by the 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, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser.

Present: 5 - Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, Councilman Tony Hausmann, and Mayor John Miller

Absent: 0

C. INVOCATION

Delivered by Pastor Dale Barnhurst of Seventh-day Adventist Church.

D. PLEDGE OF ALLEGIANCE

Recited.

E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS

Mayor Miller read the Proclamations.

1. Building Safety Month May 2021

2. Motorcycle Awareness Month May 2021

F. BUSINESS PRIOR TO PUBLIC INPUT

G. COUNCIL DISCUSSION

1. Purchasing Policy Update

Chief Financial Officer Kris Mooney gave a brief review of the proposed updates to the City's Purchasing Policy.

Change purchasing amounts:

Department Heads - from $5,000 to $10,000

City Manager - from $20,000 to $30,000

Purchases over $30,000 but up to $50,000 can be approved by Council via email and formally approved at future meeting.

He advised procedures will not change regarding quotes, requests for proposals, and/or sealed bids. As well as no changes regarding emergency purchases.

He spoke of a 5% contingency on Capital Improvement Plan (CIP) purchases. He also proposed a 5% contingency, up to $10,000, for all purchases approved by Council. He further advised the CIP would be done on an annual basis and approved by Council as a whole.

A brief discussion was had regarding the 5% contingency. City Manager Bair gave examples, such as the road maintenance/repair projects, in which the contingency may be helpful due to fluctuating prices.

2. 1st Quarter Financial Review

CFO Mooney gave a financial update for first quarter of 2021.

General Fund:

Revenues = $6,114,727 ($56,712 from grants)

Expenses = $7,979,440 ($863,869 debt service payment for Gateway Center)

Highlights for General Fund:

- Cash position as of 3//31/21 = $4,271,740

- Revenues are 3% over budget projections

- Deficit projected at $411,278 (45% lower than budgeted amount)

- Expenditures over projections due to an unexpected increase in liability insurance premiums

Special Revenue Fund:

TIF Districts 1-4

Revenues = $85,560

Expenses = $279,850

Fund Balance = $1,494,662 (accumulative)

Business Districts (Southwest Corridors, Northeast, Collinsville Crossings, Fournie Lane)

Revenues = $822,278

Expenses = $684,487

Fund Balance = $5,372,978 (accumulative)

Motor Fuel Tax

Revenues = $509,917

Expenses = $308,173

Capital Projects Fund

Revenues = $312,813

Expenses = $927,981

Highlights for Special Revenue Funds:

- Received grants for Capital Projects (TIF #1 - $121,682 for Eastport Plaza Drive and MFT - $75,870 for Fairmont Ave Bridge)

- TIF economic incentives estimated at $2.4 million

- NEBD economic incentives estimated at $110,000

- GO Bonds Series 2017A will be paid in full by December 2021

CFO Mooney gave a first quarter revenue comparison for the past 3 years. He spoke of Hotel/Motel Tax and trends associated with occupancy rates. Lastly, he highlighted new businesses in town. He spoke of sales tax revenues generated for various businesses as well as Food and Beverage Tax revenues.

H. SPEAKERS FROM THE FLOOR

Mike Ogle advised he is a Collinsville resident and operates an auction company. He inquired of the City's process to auction surplus items. He spoke of being able to auction off surplus items on behalf of the City.

I. COMMENTS & ANNOUNCEMENTS - MAYOR

Mayor Miller mentioned the ribbon cutting event for the new Cotton's Ace Hardware store. He spoke of their great customer service. He asked the public to be mindful of children playing outside as summer draws near.

J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS Councilman Jerome thanked City Manager Bair and staff for working with Unit 10 to allow for the Collinsville High School prom to be held at Gateway Center.

K. COMMENTS & ANNOUNCEMENTS - CITY STAFF

City Manager Bair committed on the CHS prom and indicated a 5 year agreement to host the prom at the Gateway Center was reached. He thanked the many local businesses for sponsoring the prom.

Parks and Recreation Director Kimberly Caughran spoke of the upcoming Memorial Day Fireworks Celebration to be held o May 30 at the Aqua Park.

Public Works Director Dennis Kress mentioned the free yard waste disposal event scheduled for May 7 and 8.

City Manager Bair gave a brief COVID update.

L. CONSENT AGENDA

City Clerk Wasser read the Consent Agenda.

1. Motion to Approve Payment of Bills for the Period Ending April 16, 2021, in the Amount of $535,301.66

2. Motion to Approve Payroll for the Period Ending April 2, 2021, in the Amount of $684,278.17

3. Motion to Approve Minutes of the April 13, 2021 Council Meeting

5. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for the Horseradish Festival

Mayor Miller asked if the Council wished to pull any items prior to a Motion.

Council asked to move item L. 4. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing the Sale of Said Property to New Business, item M. 5., for further discussion of the auction process. Mayor Miller agreed. A motion was made by Councilman Jerome, seconded by Councilman Stehman, to approve the Consent Agenda. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

M. NEW BUSINESS

1. Ordinance to Award Bid and Authorize a Contract with Key Equipment & Supply Company in the Amount of $254,750 (Purchase of 2021 Elgin Pelican Street Sweeper - Project #CIP-ST21-044)

Street Superintendent Mike Doi advised bids were received and opened on April 6 for the purchase of a 2021 Elgin Pelican street sweeper. Key Equipment submitted the lowest bid at $267,750 minus a $13,000 trade-in value for old Pelican, for a total project cost of $254,750. It is staffs opinion that trade-in value exceeds selling outright. Project cost is a 4% increase of budgeted amount in CIP. A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

2. Ordinance Authorizing the Mayor to Execute an Agreement between the City of Collinsville and Porter Corp C/O Hutchinson Recreation and Design Related to the Installation of Shelters at Woodland Park

Director Caughran advised this ordinance would authorize the Mayor to execute an agreement for the purchase of shelter kits for Woodland Park through a joint purchasing program. Separate bids for the construction of the shelters will be forth coming. Reimbursement grants will be used to offset cost. A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

3. Ordinance Authorizing the Mayor to Sign an Agreement with Great Rivers and Routes Tourism Bureau

City Manager Bair advised this ordinance would authorized the continued tourism services with Great Rivers and Routes Tourism Bureau (GRRTB) through April 2022 at an annual cost of $100,000 (quarterly payments). He spoke of the impact GRRTB has had on the City of Collinsville; and promotion of the Gateway Center and Parks and Recreation Department.

A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

4. Resolution Authorizing the Filing of a Petition for Detachment and Disconnection of Parcels of Real Estate from the State Park Place Fire Protection District that are Located Within the Corporate Limits of the City of Collinsville

City Manager Bair indicated this resolution would authorize the City to file a petition to detach and disconnect specific parcels (Fairmount Park) from the State Park Place Fire Protection District (SPPFPD). Parcel was annexed into the city limits in 1972 but State Park challenged and court case decision indicated it would be in both jurisdictions. Currently, this represents double taxation to Fandual at Fairmount Park. He advised that all statutory requirements have been followed with notification to County Clerk as well as each trustee of the SPPFPD. He advised that the Collinsville Fire Department is the sole provider for fire and EMS services to Fairmount Park.

Councilman Stehman inquired as to the amount of double taxes paid by Fairmount Park. City Manager Bair advised it is a little over $9,000. He indicated the monetary amount is not necessarily the primary issue but rather who is providing the services at the property. He further advised this is to clarify roles and responsibilities. He further advised the City has received no reply or input from SPPFPD.

A motion was made by Councilman Stehman, seconded by Councilman Green to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

5. Ordinance Declaring Personal Property Owned by the City as Surplus and Authorizing Sale of Said Property

City Clerk Wasser advised the City currently uses a nationwide governmental online auction site (Public Surplus) to sell items deemed as surplus. The software program is easy to use, allows items to be posted whenever, and at no cost to the City.

Councilman Jerome inquired of monetary differences in onsite auctions from the past to that of online option. She (Wasser) advised the process was done differently in that items were collected over a period of time and onsite auctions were only done every 2-3 years. Due to the pandemic last year not many items were replaced making the amount of surplus items minimal but over $35,000 was brought in via the online auction site. The onsite auctions were very time consuming; and required the City to collect and store numerous items for a couple of years. She further advised the online auction site allows for as little as 1 items to be posted for sale, for a period of time that we designate with a reserve amount that we specify. She indicated that a committee was previously formed and interviewed a couple of online auction companies and settled on Public Surplus because of their vast client base.

City Manager Bair spoke of the operational costs involved in a physical onsite auction and time consuming. He indicated the current process as being successful with minimal staff involvement.

Councilman Stehman mentioned utilizing local businesses when it is beneficial and best practice for the City. Staff will research and report back to Council.

A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller

Nay: 0

Absent: 0

Abstain: 0

N. OLD BUSINESS

O. CLOSED SESSION

Mayor Miller asked for a motion to proceed into closed session pursuant to 5 ILCS 120/2(c):

1. Appointment, employment, compensation, discipline or performance of employees

11. Pending or Threatened or Imminent Litigation

A motion was made by Councilman Stehman, seconded by Councilman Hausmann to approve. The motion carried by the following vote:

Aye: 5 - Green, Stehman, Jerome, Hausmann, and Miller