City of Collinsville City Council met Sept. 13.
Here are the minutes provided by the council:
A. CALL MEETING TO ORDER
Mayor Miller called the meeting to order at 6:30 pm. He announced New Business item #1. (Ordinance Renaming Executive Dr. to Richard Mark Way) will be moved up on the agenda under Presentations, after Item #2. (Key to the City) as Mr. Mark has another engagement.
B. ROLL CALL
Also present: City Manager Mitch Bair, Corporate Counsel Steve Giacoletto, and City Clerk Kim Wasser.
Present: 5 - Councilman Tony Hausmann, Councilman Donna Green, Councilman Jeff Stehman, Councilman David Jerome, and Mayor John Miller
Absent: 0
C. INVOCATION
Delivered by Pastor Christopher Watkins of New Community Church.
D. PLEDGE OF ALLEGIANCE
Recited.
E. PROCLAMATIONS/RECOGNITION/PRESENTATIONS
1. Swearing-In of New Police Officer - Trevor Meyer
Mayor Miller swore in Trevor Meyer as a new Police Officer with the City of Collinsville by reciting the oath.
2. Presentation of Key to the City - Richard Mark
Mayor Miller spoke highly of Mr. Mark and his many contributions to the City of Collinsville. He presented him with a Key to the City plaque and thanked him for his services.
1. Ordinance Renaming Executive Drive to Richard Mark Way
Community Development Director Travis Taylor advised staff is requesting to rename Executive Drive to Richard Mark Way, in honor of his many contributions to the community. He advised that Mr. Mark recently retired as the President of Ameren Illinois Company after 16 years with the company. Ameren's headquarters is located on Executive Drive.
A motion was made by Councilman Hausmann, seconded by Councilman
Stehman to approve. The motion carried by the following vote:
Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
3. Proclamation - Emergency Preparedness Month, September 2022
Mayor Miller read the Proclamation.
4. Proclamation - Constitution Week, September 17-23, 2022
Attachments: Proclamation
Mayor Miller read the Proclamation.
F. BUSINESS PRIOR TO PUBLIC INPUT
G. COUNCIL DISCUSSION
1. State of the Streets Discussion
City Engineer Troy Turner gave an overview on the state of City streets, rating process used to help determine when maintenance is necessary, highlighted past projects, spoke of pavement preservation, and oiled and chipped City streets. He identified streets under IDOT's jurisdiction to clarify who is responsibility for maintenance. He identified street classifications:
Principal Arterials = 14.3 miles, all maintained by IDOT
Minor Arterials = 19.1 miles (10.1 maintained by City and 9 by IDOT)
Major Collectors = 21.1 miles (19.5 maintained by City and 1.6 by IDOT)
Minor Collectors = 12.9 miles, all maintained by City
Local Roads = 196.1 miles (195.6 maintained by City and 0.5 by IDOT - Caseyville Rd.)
He spoke of the various surface materials on City roads to include oil and chip, asphalt and concrete and gave a breakdown of miles for each type of surface. He explained permanent surface streets to consist of hot mix asphalt or concrete.
Next, Mr. Turner explained the PASER rating system used to evaluate roads. The system consists of a 1-10 rating scale with 1 = failing and 10 = excellent. He added that a 10 rating score is typically a new roadway surface that has yet endured harsh weather conditions. He spoke of various surface defects that is identified when determining the rating score. He displayed pictures of roads as examples of each rating score. He gave a comparison of street ratings from 2018 with an average of 6.7 to that of 2021, 6.6 average.
He highlighted street resurfacing projects over the past few years. He outlined associated costs for pavement preservation based on the type of surface materials and overall rating. He displayed pictures to describe the various types of resurfacing available.
A discussion was had regarding the pros and cons of oil and chip streets.
Pros Cons
Low cost, easy maintenance Needs to be maintained often
Good skid resistant surface Can be damaged during snow and ice clearing He spoke of the tasks to convert an oil and chip street to asphalt and associated costs.
A discussion was had regarding the cost of maintaining roads at an average 7 score and associated costs with upgrading others with a lower than average rating score. They also discussed which classification of roads to focus their efforts on as a priority and the various funding avenues to assist with arterial roads.
Councilman Stehman thanked Mr. Turner for his explanations as it answered many of his questions. He spoke of the need to have adequate roads for the residents and those who travel to and from Collinsville.
Council inquired of Keebler Rd. which is a local roadway but heavily traveled. Public Works Director Dennis Kress spoke of a water main problem that has caused many issues to the roadway surface of Keebler. He spoke of the need to address the water main issue first and then re-establish the sub-base on the roadway before addressing the surface.
2. Electric Audit and Cost Reduction Strategy Discussion
Logan Pelo, Projects and Grants Coordinator, gave an overview of the City's electrical uses, costs and reduction strategies. He advised the City's electric bills has nearly tripled due to issues outside of our control; therefore, causing the need to seek usage reduction strategies. He spoke of the review process in order to make an informed decision on how to lower energy costs:
1. Identify facilities with services from Ameren and those from SW Electric
2. Catalogue meters to usage
3. Identify facilities with high usage
4. Understand bulk usage statistics
5. Study cost, determine reduction strategies and energy production options for each facility
He gave an overview of the City's energy accounts and mapped the meters using GIS mapping. He spoke of Energy Saving Performance Contracts as a way to offset the costs for facility upgrades.
Mr. Pelo spoke of solar installation options and used the solar canopy at the Aqua Park as an example. He mentioned utilizing net metering for solar arrays to allow for renewable energy to be metered and/or overage to be sent to the grid; however, he advised SW Electric does not offer net metering but indicated Ameren and Homefield Energy does. He identified facilities that could benefit from solar panels based on usage, building size and location.
He gave a breakdown of high energy consumption by facilities and notes those within Ameren or SW Electric territories. He also identified the average monthly cost for each facility based on usage. The Wastewater and Water Treatment Plants were identified as having the highest usage which he explained is due to the type of facility they are.
Lastly, he summoned up his presentation and advised Council that staff is in the middle stages of an electric account audit. Staff is researching to get a better understanding of electric production and attempting to find cost reduction strategies. A comprehensive City energy efficiency and solar strategy will be forthcoming.
H. SPEAKERS FROM THE FLOOR
Chris Volkman identified himself as an Engineer with IDOT. He spoke of the resurfacing project on Rt. 159, starting at Kinloch St. in Collinsville going north towards Edwardsville. He gave a scope of the project. He explained that IDOT requires a letter of understanding from each city where the project encompasses. He indicated the letter of understanding addresses maintenance responsibilities. He asked Council to approve in order for the project to proceed.
I. COMMENTS & ANNOUNCEMENTS - MAYOR
None.
J COMMENTS & ANNOUNCEMENTS - COUNCIL MEMBERS
Councilman Stehman replied to a comment that was made by a member of the public at a previous meeting regarding a comment he (Stehman) made at another meeting. The comment was something to the effect of he (Stehman) 'not supporting businesses.' Councilman Stehman advised he misspoke and the comment was taken out of context. He clarified his comment that he was referring to out of town organizations or special interest groups as there was a person making comments at the meeting who was affiliated with the special interest group. He advised he has always supported community businesses and is from a family who has had businesses in Collinsville, including himself. Lastly, he mentioned a comment he made regarding a "fact sheet prepared by the City." He clarified his comment that the fact sheet was developed by a citizens group in an effort to educate the public on Home Rule. The fact sheet is available to the public from the group.
K. COMMENTS & ANNOUNCEMENTS - CITY STAFF
City Manager Bair announced upcoming events:
Tunes at Blum - free concert at Blum House, September 14 and 28 starting at 6:30pm
Floats needed for the Christmas Light Up Parade
Find the Candle Hunt continues
He advised the City received $302,400 in Highway Safety Improvement Program funding for safety upgrades on Clay Street, from N. Morrison to N. Seminary. Construction is slated for summer 2024.
Lastly, a promotional video was shown regarding the upcoming Italian Fest.
L. CONSENT AGENDA
City Clerk Wasser read the Consent Agenda.
1. Motion to Approve Payment of Bills for the Period Ending September 2, 2022, in the Amount of $1,059,705.38
2. Motion to Approve Payroll for the Period Ending August 31, 2022, in the Amount of $855,843.36
3. Motion to Approve Minutes of the August 23, 2022 Council Meeting
4. Ordinance Providing Final Plat Approval to a Subdivision Under Collinsville Subdivision Control Ordinance, Being a Subdivision in Part of the Northeast Quarter of Section 19 and Part of the Northwest Quarter of Section 20, All in Township 3 North, Range 8 West of the Third Principal Meridian, City of Collinsville, Madison County, Illinois (McMillin's Subdivision - Located Behind 1075 McDonough Lake Rd.)
Final Plat of McMillin's Subdivision
5. Resolution Requesting Permission from IDOT to Close Main Street for the Christmas Parade
6. Resolution Requesting Permission from IDOT to Close Main Street for the Fall Festival
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 - Hausmann, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
M. NEW BUSINESS
2. Resolution Approving Plans and Specifications Relative to Federal Aid Primary (FAP) Route 600 and Federal Aid Urban (FAU) Route 8887 (IL 159/Troy Rd) Section (122,122-130) RS-4 in the City of Collinsville Madison County, Illinois
City Engineer Troy Turner advised staff is recommending that the Council deny approval of this Resolution because this project will coincide with the road closure project on Horseshoe Lake Rd and Rt. 157 making for construction on 2 main arterial roads in town at the same time. He advised the plans do not further the City's goals to increase pedestrian traffic along this route which includes Dorris School and Woodland Park access. Plus, the plans do not contain adequate information to ensure that work to be performed will meet City requirements.
City Manager Bair spoke of issues with scheduling these projects at the same time and guideline requirements not being met. He mentioned maintenance responsibilities not being addressed or the lack of language clarification regarding maintenance responsibilities. He mentioned the City having to cut the grass along IDOT's right-of-ways because they failed to do so on a regular basis.
Mr. Volkman, IDOT Engineer, advised no lane closures are expected on this project during peak hours and the Horseshoe Lake Rd. project is slated during the summer when school is out of session. He referred to the project as typical with some ADA upgrades. He advised IDOT could not guarantee maintenance but indicated the City already does the maintenance. A discussion was had regarding the 2 projects (Horseshoe Lake Rd. at Rt. 157 and Rt. 159 starting at Kinloch going north of City). They mentioned detouring traffic. Mr. Volkman spoke of the letter of understanding as being a standard letter.
Public Works Director Dennis Kress advised the maintenance requirements for this project addressed in the letter of understanding is vague and appears to have increased the City's responsibilities. He indicated that detailed information needs to be included in the letter of understanding for the City to make an informed decision. As written and submitted, it appears the City's maintenance responsibilities have increased to include the cost of lights, electricity and striping. If different, the letter of understanding needs to include that detailed information. He advised that an email invite with a project number only was addressed to the Mayor and City Clerk but never to the Public Works Director or City Engineer; even though, he has asked IDOT to update their records to include them. Had they been invited, concerns would have been addressed then. He too, spoke of issues surrounding simultaneous road construction projects on the 2 main thoroughfares in Collinsville.
Mr. Volkman advised that no peak time road closures for the Rt. 159 project is scheduled. He indicated he was not aware of past practice regarding the maintenance and electricity costs for street lights. He advised the same letter of understanding is utilized state-wide and can not be negotiated with each municipality. Director Kress advised the language of the letter is not clear enough to make a determination as to who is responsible for what.
City Manager Bair spoke of the need for maintenance on Beltline Rd., lack of details in the agreement, and poor planning of the 2 projects at once which could cause traffic issues.
Mayor Miller spoke of the immediate need for agreements to be clear and precise. He advised the City cannot take on additional responsibilities that should be that of IDOT. He asked for a meeting with IDOT to discuss the perimeters of the agreement.
Director Kress spoke of sidewalk issues along this corridor. He advised the City wanting to replace the sidewalks and address ADA issues but was told they (City) could not unless IDOT's policies were met. He advised the letter of understanding is ambiguous and the City's maintenance responsibility is being expanded.
Mayor Miller requested a meeting to be scheduled with IDOT to discuss the matter. City Manager Bair suggested to table the agenda item until such meeting. Mr. Volkman informed the Council that work will not proceed until the Resolution is passed.
No motions were made.
3. Ordinance Authorizing the Mayor to Execute a Letter of Understanding between the Illinois Department of Transportation and the City of Collinsville, Illinois with Regards to the Maintenance of IL 159 from Kinloch Avenue to the Northern City Limits
Director Kress advised this Ordinance is regarding the letter of understanding as previously discussed. City Engineer Turner advised the last discussion item was a Resolution to approve the plans and this is an Ordinance to approve the letter of understanding. He (Turner) advised the letter of understanding cannot be approved if the plans were not approved.
No motions made.
N. OLD BUSINESS
O. CLOSED SESSION
Mayor Miller asked for a motion to proceed into closed session pursuant to 5 ILCS 120/2(c):
2. Collective bargaining
5. The purchase or lease of real property
11. Pending or Threatened or Imminent Litigation
A motion was made by Councilman Hausmann, seconded by Councilman Green to approve. The motion carried by the following vote:
Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
P. ANNOUNCEMENTS
Q. ADJOURNMENT
A motion was made by Councilman Stehman, seconded by Councilman Green to adjourn at 8:46 pm. The motion carried by the following vote:
Aye: 5 - Hausmann, Green, Stehman, Jerome, and Miller
Nay: 0
Absent: 0
Abstain: 0
https://collinsville.legistar1.com/collinsville/meetings/2022/9/1585_M_City_Council_22-09-13_Minutes.pdf
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