City of Collinsville City Council met Sept. 28.
Here are 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 Jeff Stehman, Councilman David Jerome, Councilman Tony Hausmann, Councilman Donna Green, and Mayor John Miller
Absent: 0
C. INVOCATION
Delivered by Council member Donna Green.
D. PLEDGE OF ALLEGIANCE
Recited.
E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS
1. Proclamation Community Planning Month October 2021
Mayor Miller read the Proclamation.
2. Proclamation Fire Prevention Week October 3-9, 2021
Mayor Miller read the Proclamation.
3. Recognition of Rick Moss' Service to the City
Mayor Miller thanked both, Rick Moss and Dennis Hellige, for their years of service to the community and gave each a plaque.
4. Recognition of Dennis Hellige's Service to the City
F. BUSINESS PRIOR TO PUBLIC INPUT
G. COUNCIL DISCUSSION
1. Greenhouse Gas Inventory
Deputy City Manager Derek Jackson introduced Waleska Do Valle Santos, Sustainability Intern, and Dr. Sharon Locke, Director of STEM Center and Associate Professor of SIUE. He spoke of the Greenhouse Gas Inventory objectives which will contribute to the City's sustainability plan, establish a baseline in order to provide for comparisons, and identify target areas for reduction in emissions.
Ms. Santos advised data was collected using 2019 data as the year 2020 may not accuaretly reflect emissions. She indicated the EPA identifies economic sectors that contribute to emissions (transportation, electricity generation, industries, agriculture, commercial and residential properties) and the emissions they transmit with the highest being carbon dioxide at 80%. She advised the software to collect the data was ClearPath which is used by other cities and allows for comparison among cities. She spoke of the development process in collecting data and establishing the scope of the project.
She spoke of the City's demographics that contribute to community emissions which includes energy from residential and businesses, transportation, solid waste, water and wastewater. She highlighted the overall CO2 emissions by the community within each category:
Energy = 250,600 mt
Transportation = 123,663.5 mt
Solid Waste = 5,019.90 mt
Water and Wastewater = 2,382.60 mt
Process and Fugitive from natural gas distribution = 1,799 mt
She advised the total CO2 emissions by the community of Collinsville was 383,465 mt in 2019. She displayed a chart showing how Collinsville compared to other communities.
Ms. Santos listed recommendations to reduce emissions by the community:
1. Create online information energy efficiency and clean energy options for residents and businesses.
2. Implement green business challenge for local businesses.
3. Partner with utilities to promote energy efficiency programs.
4. Educate the public on sustainability efforts.
5. Coordinate efforts with Willoughby Farm, school district, and county with education efforts.
6. Promote alternative transportation methods.
Next, she spoke of the City's governmental emissions which included facilities, streetlights and traffic signals, fleet vehicles, employee commute, and water and wastewater plant operations. She spoke of energy usage and highlighted the overall CO2 emissions by City government within each category:
Buildings and Facilities = 1,741.82 mt
Streetlights and Traffic signals = 1088 mt
Fleet Vehicles = 934.82 mt
Transit Fleet (Shuttle Bus) = 23,096 mt
Employee commute to work = 408 mt
Water and Wastewater operations = 1,749 mt
She advised the total CO2 emissions for the City government was 5,962 mt in 2019. She displayed a chart showing how Collinsville compared to other communities
Ms. Santos listed recommendations to reduce emissions by the City:
1. Improve energy efficiency at water and wastewater facilities.
2. Coordinate with Ameren to use energy efficient streetlights and traffic signals.
3. Install solar panels on buildings.
4. Update to energy efficient HVAC and LED lighting at City facilities.
5. Implement use of electric vehicles for City fleet and install charging stations.
6. Encourage employees to practice energy saving methods - turn off electronics, car pool, etc. She concluded her presentation with outlining climate mitigation steps.
City Manager Bair clarified that both water plants were in operation in 2019 and the new water plant is more energy efficient that the former facility. He advised the City will look into practical manners to be sustainable and implement improvements where and when possible. He indicated sustainability goals and strategies will be addressed in the City's Strategic Plan and Capital Improvements Projects plan in order to reduce the City's carbon footprint.
Deputy City Manager Jackson thanked Ms. Santos for her efforts during her internship with the City and Dr. Locke's support in establishing the report. He advised the Cool Cities Committee will partner with the City for recommendations on improvements and how to implement them.
A discussion was had regarding short term efforts for improvement such as the planting of trees. Deputy City Manager Jackson advised tree canopy is helpful but does not necessary yield immediate results. He mentioned the installation of solar panels, which is costly but reaps immediate benefits.
Councilman Jerome spoke of partnering with others in programs to make energy efficient products affordable for citizens. He mentioned using the neighborhood program as an avenue to promote sustainability efforts.
Councilman Hausmann inquired of high percentage within transportation due to Collinsville's location among various interstates to which Deputy City Manager Jackson advised more transportation activity would account for the increase percentage of transportation emissions.
Dr. Locke thanked Deputy City Manager Jackson for his leadership in the project and the City's partnership with SIUE.
H. SPEAKERS FROM THE FLOOR
None.
I. COMMENTS & ANNOUNCEMENTS - MAYOR
None.
J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS
Councilman Stehman spoke of the Illinois Municipal League conference he recently attended. He mentioned valuable information he received at the conference regarding economic and community development, online sales tax impact for cities and state, criminal justice reform information as well as the financial impact it has on smaller communities and the implementation process, updates on the Adult Use Cannabis Act, statewide COVID updates, and overall networking opportunities. He encouraged others to attend the next annual conference.
Next, Councilman Stehman mentioned listing Capital Improvement Projects based on priority for Council to review and discuss. He mentioned the various projects - new Public Works facility, renovations to City Hall, AMI water meters, Uptown pavilion, additional fire station, various projects within the parks, Gateway Center expansion, assistance with Miner's Theater for development, land acquisition for future developments, and Great Streets Program for St. Louis Road.
K. COMMENTS & ANNOUNCEMENTS - CITY STAFF
City Manager Bair advised staff is in agreement with Councilman Stehman in prioritizing Capital Improvement Projects. Staff will identify mission critical needs and determine funding availability for Council to review. He advised COVID stalled many projects. Councilman Stehman spoke of Council's active role in addressing projects. Councilman Hausmann mentioned Council's involvements on subcommittees. Councilman Jerome spoke of the Open Meetings Act and Council's goal of being transparent. City Manager Bair thanked the Council for their leadership and support.
Public Works Director Dennis Kress advised he recently received a request from Madison County Transit (MCT) to close Horseshoe Lake Rd. at Rt. 157 for approximately 6 months while they construct an underpass for the bike trail. The construction will take place in 2023, between April - October. He indicated that closing Horseshoe Lake Rd. would be the safest route for traffic and construction personnel. He advised the road closure would also allow the City to do necessary road maintenance and repairs on Horseshoe Lake Road at the same time. He advised local traffic would utilize a detour route through Eastport Plaza Dr. while truck traffic would be prohibited.
He introduced Jason Dryer, Project Manager with Oates and Associates, who could elaborate on the scope of the project should the Council have additional questions. Mr. Dryer advised the Illinois Department of Transportation is in support of the project.
City Manager Bair clarified that the project is not the City's but rather MCT's; however, road closure permission is required by City. Council spoke in favor of the project as a safe alternative.
Director Kimberly Caughran, Parks and Recreation Department, mentioned upcoming events:
Tunes at Blum - September 29
Willoughby Fall Farm Day - October 2
October Block Party Month with activity bags for rent
Halloween House Decorating Contest
Yard of the Year contest voting underway
L. CONSENT AGENDA
City Clerk Wasser read the Consent Agenda.
1. Motion to Approve Payment of Bills for the Period Ending September 17, 2021, in the Amount of $685,974.90
2. Motion to Approve Payroll for the Period Ending September 3, 2021, in the Amount of $733,102.36
3. Motion to Approve Minutes of the September 14, 2021 Council Meeting
4. Ordinance Regarding the Disclosure of Closed Session Meeting Minutes (First Half of Calendar Year 2021)
5. Resolution Requesting Permission from the Illinois Department of Transportation to Close Main Street for the Veterans' Day Parade (November 11)
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 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
Abstain: 0
M. NEW BUSINESS
1. Ordinance Authorizing the Mayor to Sign an Agreement with Bellefeuil, Szur, & Associates (BS&A) Related to a License and Maintenance Agreement for Financial Software
Kris Mooney, Chief Financial Officer, advised the City's current financial software is outdated, 35 years old, with minimal updates available; thereby, making various processes manual. The City solicited requests for proposals for Financial Software on April 15 and received 3 bids (Tyler Technologies, BS&A, and Civic Systems). All 3 companies demonstrated their software for staff; however, Tyler Tech was unable to conduct an in person demonstration. Tyler Tech was eliminated due to their cost and customer service concerns.
He spoke highly of BS&A in that they have mature software modules and reputation for good customer service. Their program would allow for significant improvements within the Finance Department (paperless account payable process, automated approval of invoices, automated Purchasing Card transactions and payment, automated payroll with additional software, employee portal with up to date information, etc.)
CFO Mooney advised BS&A will provide software updates at no additional costs. He spoke of the implementation cost but explained BS&A will absorb 80% of the process which will free up administrative time. First year cost of the project is $272,025 and the additional 4 years of annual maintenance of $120,300 for a total of $392,325.
Discussion was had regarding the overall cost value for the implementation process which is tedious and time consuming.
Councilman Green inquired of the timeline. CFO Mooney advised implementation would begin within 30 days of approval and may take up to 10 months to complete. He anticipates software fully installed and in place by next spring.
A motion was made by Councilman Hausmann, seconded by Councilman Stehman to approve. The motion carried by the following vote:
Aye: 5 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
Abstain: 0
2. Ordinance Authorizing the CFO to Execute a TIPS Vendor Agreement with Andrews Technology HMS, INC
CFO Mooney spoke of the issues surrounding the current payroll process which is manual and requires the attention of 2 full-time staff members. BS&A recommended NOVAtime by Andrews Technology as a payroll software that will integrate with the financial software automatically; thereby, saving a considerable amount of staff's time. He advised NOVAtime will replace the 8 different time clock software programs used by the City. He spoke of the various aspects of the program. He indicated the additional staff time saved from manual payroll entry may be re-purposed by taking on the collections of Food and Beverage Tax and Hotel/Motel Tax which would be an annual savings of $70,000.
A motion was made by Councilman Jerome, seconded by Councilman Green to approve. The motion carried by the following vote:
Aye: 5 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
3. Ordinance Authorizing the Mayor to Sign a Legal Services Agreement Related to PFAS Groundwater Contamination
Director Kress advised this ordinance would authorize a legal service agreement with the various firms to represent the City in a product liability action against PFAS (Per and Polyfluoroalkyl Substance) manufacturers in regard to PFAS groundwater contamination. He explained what PFAS is. He advised EPA is conducting a statewide investigation of all community water supplies to determine the prevalence of PFAS. In December of 2020, the EPA tested and confirmed the presence of 1 of 8 PFAS within the City's tap water at the Water Treatment Plant. He advised this is a consolidated lawsuit in which the firms will represent all the cities in an effort to recover operational and capital costs for removal of PFAS from water.
City Manager Bair clarified that legal fees are contingent upon the award of a settlement.
A motion was made by Councilman Green, seconded by Councilman Hausmann to approve. The motion carried by the following vote:
Aye: 5 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
Abstain: 0
4. Ordinance Authorizing the City Council to Exercise Power of Administrative Review of a Special Use Permit Requested by Miles Maggio in Relation to Kingdom Stays Short Term Rental Accommodations Located at 710 St. Louis Road.
Community Development Director Travis Taylor advised on September 9, 2021, the Planning Commission approved a Special Use Permit application for a bed and breakfast for Kingdom Stays at 710 St. Louis Road with a 4-3 vote. This ordinance allows the Council to exercise the power of an administrative review on the Special Use Permit. He indicated the Special Use Permit application will come before Council for review at the next meeting as a Business Prior to Public Input item since a hearing was already held before the Planning Commission and no new evidence or additional public comments can be submitted. He advised the minutes from the September 9, 2021 Planning Commission were attached to the agenda and the video may be viewed on the City's website.
Councilman Jerome advised he asked for the review.
A motion was made by Councilman Jerome, seconded by Councilman Stehman to approve. The motion carried by the following vote:
Aye: 5 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
Abstain: 0
N. OLD BUSINESS
O. CLOSED SESSION
P. ANNOUNCEMENTS
Q. ADJOURNMENT
A motion was made by Councilman Jerome, seconded by Councilman
Hausmann to adjourn at 8:26 pm. The motion carried by the following vote:
Aye: 5 - Stehman, Jerome, Hausmann, Green, and Miller
Nay: 0
Absent: 0
Abstain: 0
https://collinsville.legistar1.com/collinsville/meetings/2021/9/1486_M_City_Council_21-09-28_Minutes.pdf
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