City of Columbia Committee of the Whole met Oct. 23.
Here is the minutes provided by the Committee:
I. CALL TO ORDER
Chairman Ebersohl called the Committee of the Whole committee meeting of the City Council of the City of Columbia, Illinois to order at 7:00 P.M.
Upon Roll Call, the following members were:
Present: Committee Members - Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens. Mayor Hutchinson was also present.
Absent: None.
Quorum Present.
Administrative Staff Present: City Attorney J.D. Brandmeyer, Accounting Manager Linda Sharp, Deputy Chief of Police Jason Donjon, Assistant City Engineer Tim Ahrens, Director of Community Development Emily Fultz (arrived at 7:25 P.M.) Plan Commission Chairman William Seibel (arrived at 7:25 P.M.) and Deputy Clerk Donna Mehaffey.
Guests: Ms. Barbara Quint of 2530 Quint Lane, Mr. and Mrs. Patrick Quint of 2554 Quint Lane, Mr. Jack Strellis representing Mr. and Mrs. Thomas Jones of 405 Palmer Road, Mr. and Mrs. Steve Lake of 2536 Quint Lane, Mr. and Mrs. Reynold Ledbetter of 150 Maryhill Place and Mr. and Mrs. Ernest Everett of 200 Maple Hill Lane.
Chairman Ebersohl stated the meeting was called for the purpose of discussing: (1) Approval of Minutes from the September 25, 2017 Committee of the Whole Meeting; (2) Annexations; (3) Intergovernmental Agreement with Monroe County Enforcing Cannabis and Drug Paraphernalia Ordinance; (4) GIS Presentation; (5) Subdivision Code; (6) Plan Commission Update; (7). Other Items to be Considered; (8) Citizen Comments; and (9) Executive Session –5 ILCS 120/2(c)
II. APPROVAL OF MINUTES FROM THE SEPTEMBER 25, 2017 COMMITTEE OF THE WHOLE MEETING
The minutes from the September 25, 2017 Committee of the Whole committee meeting were submitted for approval.
MOTION: It was moved by Alderman Niemietz and seconded by Alderman Reis, to approve the minutes from the September 25, 2017 Committee of the Whole committee meeting. Upon Roll Call vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens voted yea, MOTION CARRIED.
III. ANNEXATIONS
Mayor Hutchinson opened the discussion on the proposed annexations.
Comments and concerns were made from property owners:
Mrs. Marian Ledbetter
Mr. Ernest Everett
Ms. Barbara Quint
Comments and concerns discussed between the property owners and the Committee:
o Zoning of properties.
o Annexation agreements, annexation drafts, length of agreements and if renewable.
o Review of annexation agreement before signing.
o Two properties would be separate annexation agreements.
o Water and sewer taps go with the property and not the property owner.
o Property annexation would stay with the property if sold.
o Land of Lincoln property - annexation agreement and R-7 Zoning remains per discussions with Director of Community Development Emily Fultz and City Attorney Terry Bruckert,
o Concerns can be submitted to the City Attorney.
o Difficult to change Zoning from one Zoning category to another.
o City Attorney will include the zoning of the property for the annexation agreement.
The deadline for the proposed annexation agreements completed is Friday, December 29, 2017.
iv. INTERGOVERNMENTAL, AGREEMENT WITH MONROE COUNTY ENFORCING CANNABIS AND DRUG PARAPHERNALIA ORDINANCE
Mayor Hutchinson explained the proposed intergovernmental agreement with Monroe County and the City of Columbia. With the proposed agreement, the City of Columbia will be able to enforce the Monroe County Ordinance Prohibiting the Unlawful Possession of Cannabis and Drug Paraphernalia within the city limits of Columbia, which will streamline the process and the money will be kept in Monroe County instead of going to the State of Illinois. Deputy Chief of Police Jason Donjon noted the proposed agreement will be a lot better since the State of Illinois civil law violation does not currently allow the Columbia
Police Department to notify parents of juveniles under 18 years old with possession of cannabis under 10 grams and drug paraphernalia. He added with the intergovernmental agreement, their department will be able to notify the parents of juveniles under 18 years old with possession. Under retention with the State of Illinois civil law violation, every six months the violation automatically has to be expunged. With the Monroe County ordinance, the violation does not have to be expunged every six months.
It was the consensus of the committee to move forward with the proposed intergovernmental agreement between the City of Columbia and Monroe County for the Monroe County Enforcing Cannabis and Drug Paraphernalia Ordinance for consideration at the next City Council meeting.
V. GIS PRESENTATION
Assistant City Engineer Tim Ahrens presented the new leaf removal GIS system to the Committee. The system shows:
o All elected officials can log into the GIS system.
o Different areas of the City where leaves have been removed.
o Reports, addresses, and notes section.
o If leaves have been placed in the street for removal. The percentage of leaves left in the street (which is between 10-15 percent). Some have been left in the storm drains.
o If a vehicle is parked in front of the leaves.
o There were 223 leaf removals for the first week (October 16-20).
Other discussion items:
o All leaf calls go to DOPW.
o DOPW Administrative Assistant has a computer screen just for the leaves.
o There were four hours of training and everything was tested throughout the City.
o The GIS system is being used for leaf removal, but will also be used for tree limb removal next year.
Director of Community Development Emily Fultz reviewed the other components of the GIS system. They have been working with Horner & Shifrin on the building and zoning module, which will be launched on January 1, 2018. Ms. Fultz explained that Building Official Justin Osterhage has been performing mock building inspections. With the new system, when building inspections are completed, there will be common deficiencies and with a click of a button, items will be added citing the different code sections and a form letter will be generated with all of the information for the property owner to address those issues. This will be done before he returns to the office.
Examples of functions available in GIS:
o Obtain information by clicking on a parcel or type in a parcel number to obtain data.
o Buffer around a parcel or group of parcels.
o Create a map for print or PDF.
o Streetlight poles information for banners and holiday lights.
o City mowing areas.
o Layers - Zoning, City Limits, ADA ramps, water mains, manholes, steps, sidewalks, and street signage.
o TIF districts.
o Draw shapes of area issues.
o Annexation agreements.
o Water lines maintenance, condition, age, and tracking of water main breaks. o
Parks inventory - benches have been added, but nothing on trees or playgrounds.
Mr. Ahrens said the DOPW intern will complete more data input. He noted there is always data to collect to add to the system and they welcome suggestions.
Ms. Fultz said to contact her if there are any questions about GIS and added they will come back to the Committee in February to demonstrate the building and zoning module.
vi. SUBDIVISION CODE
Ms. Fultz reported on her memorandum regarding the greenspace analysis. She referenced three tables - Columbia Parks Acreage per Population, Parks Acres per 1,000 Population for Communities with <20,000 and Number of Residents per Park for Communities with < 20,000. Based on the information she presented, it can be understood that most communities the size of Columbia provide more parks that are smaller in size and are most likely spaced throughout the community. Ms. Fultz said Columbia is in a good position on greenspace and she is recommending to hold off on the green space requirement or fee requirement from the Subdivision Code. She added when the City completes a Comprehensive Plan update, a chapter should be dedicated to parks, recreation, and open spaces and a detailed study should be completed at that time. Ms. Fultz also said she wants to include language that requires developers to tie their development into the trails and greenway systems according to the bicycle pedestrian plan - Explore Columbia.
Ms. Fultz said she is hoping to have a full draft of the Subdivision Code by early November which will include the language that requires developers to tie their development into the trails and greenway systems. She added Mr. Scott Hanson continues to work with staff on the Subdivision Code and that a pre-final draft will be presented to the Plan Commission soon. Mr. Hanson will be invited back for this Plan Commission meeting to review major items that have been changed.
VII. PLAN COMMISSION UPDATE
Plan Commission Chairman William Seibel provided an update to the Committee. The Plan Commission is working on the following items in the Subdivision Code: greenspace, performance bonds, and review of the existing masonry ordinance. They are also working on an approved list of building materials which would include fiber cement siding. Mayor Hutchinson concurred the masonry ordinance has been in effect for about 10 years and there are now new exterior building materials available.
Chairman Ebersohl thanked Chairman Seibel for the Plan Commission update.
VIII. OTHER ITEMS TO BE CONSIDERED
There were no other items to be considered.
IX. CITIZEN COMMENTS
There were no citizen comments.
Χ. EXECUTIVE SESSION - 5 ILCS 120/2(c)
Chairman Ebersohl asked if there was a need to go into Executive Session. There was none.
XI. ADJOURNMENT
MOTION: It was moved by Alderman Agne and seconded by Alderman Reis to adjourn the Committee of the Whole committee meeting of the City Council of the City of Columbia,
Illinois held Monday, October 23, 2017 at 7:58 P.M. Upon voice vote, Chairman Ebersohl and Aldermen Agne, Niemietz, Roessler, Huch, Reis, Holtkamp and Martens voted yea.
MOTION CARRIED.
http://www.columbiaillinois.com/DocumentCenter/View/9459
Alerts Sign-up