COMMITTEE OF THE WHOLE. Monday, November 28, :00 p.m. City Hall Council Chambers 109 James Street Geneva, IL AGENDA

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1 COMMITTEE OF THE WHOLE Monday, November 28, :00 p.m. City Hall Council Chambers 109 James Street Geneva, IL AGENDA 1. Call to Order 2. Consider Consent Agenda *3. Approve Committee of the Whole Minutes from October 24, 2011; Special Meeting from October 31, 2011; and November 14, Items of Business a. Recommend Draft Resolution Authorizing Execution of PACE Ride in Kane Subsidy Agreement for FY 2012/13. b. Recommend Acceptance of Water & Wastewater Rate Structure Task Force Report. 5. New Business 6. Upcoming Meetings: Committee of the Whole: December 12, Adjournment

2 COMMITTEE OF THE WHOLE MINUTES OCTOBER 24, 2011 Present: Mayor Burns, Ald. Brown, Flanagan, Hill, Maladra, Marks, Kilburg, Piper, Singer, Vogelsberg Absent: Ald. Dantino Also Present: McKittrick, Dawkins, Clerk Landberg, Mexin, Nash, Olson, Untch 1. Call to Order Chairperson Piper called the meeting to order at 7:00pm noting that Ald. Dantino was absent. 2. Consider Consent Agenda Moved by Ald. Brown, second by Ald. Singer V/V: 9-0 Motion carried. *3. Approve Committee of the Whole Minutes from October 10, Approved on Consent Agenda 4. Items of Business a. Clerk Administers Oath of Office to Police Officer Ryan M. Ericksen Clerk Landberg administered the oath for new Police Officer Ericksen. Mayor Burns welcomed Ericksen to the force and Erickson introduced his family and guests in attendance. b. Introduction & Recognition of Mrs. Mary Brittany Schmitz, Author Mayor Burns stated that Ms. Schmitz was unable to attend and would reschedule for a future meeting date. c. Recommend Approval of Chamber of Commerce Requests for 2011 Christmas Walk Moved by Ald. Hill, second by Ald. Vogelsberg V/V: 9-0 Motion carried. d. Recommend Draft Ordinance Amending Title 10, Chap. 4 (Fire Prevention & Safety) Related to Opening Burning the City of Geneva. Moved by Ald. Hill, second by Ald. Marks Several residents were present to voice their opinions on the proposed amendments. Julie Mann Jaeger who resides on Lewis Road, was opposed to the amendments citing health concerns. Jaeger also stated that the proposed language would not be enforceable. Robert Langeness of Kane St. was concerned about the proximity of some of his neighbors homes with small lots with wood frame homes. Committee of the Whole Minutes Oct. 24, 2011 Page 1

3 Steve Persinger on Kaneville Road was in favor of the proposed amendments stating that he didn t believe there was a problem currently and that neighbors could work together if there were concerns. Pat Jaeger of Lewis Road was opposed to the amendments citing wood smoke as a dangerous air pollutant. Jaeger was also concerned for the elderly community and the pervasive smoke from fire pits. Jaeger also believed the proposed language would not be enforceable. Jaeger suggested changing the time limitation to 10pm instead of 11pm. Ald. Maladra was not in favor of the proposed amendments stating that changing the law because most people are currently breaking the law wasn t a good enough reason to allow. Maladra also cited enforceability issues. Maladra also stated that open burning is a nuisance issue and should not be allowed. Ald. Piper was in favor of the proposed amendments stating that the current language was dealing with leaf burning and this new amendment would bring the City up to date with current practices. Ald. Brown was confident that Police and Fire staff would be able to carry out the enforcement and was in favor of the changes. Ald. Flanagan thanked staff for drafting the proposed language and would support the amendments. Ald. Singer was opposed to the amendments citing safety and health concerns. Singer moved to amend the motion to add language that would require an E.P.A. endorsed fire pit for any resident who would have open burning. For lack of the second, the motion failed. Singer offered another amendment to change the fee language from not less than $50 to not less than $100. AYES: 1 NAYS: 8 MOTION FAILED. Ald. Kilburg brought up the issue of fireworks as it related to open burning. Chaiperson Piper stated that it was not germane to the issue. Pat Jaeger stated that he was also against any fireworks in the City. ROLL CALL VOTE: AYES: 7 NAYS: 2 MOTION CARRIED. e. Recommend Draft Ordinance Amending Title 1, Chap. 5 (City Council), Sec (Election, Term and General Duties) Related to Number of Aldermen. Moved by Ald. Brown, second by Ald. Singer V/V: 9-0 MOTION CARRIED. f. Recommend Acceptance of 2 nd Quarter FY Goals Status Report Moved by Ald. Kilburg, second by Ald. Flanagan V/V: 9-0 MOTION CARRIED. Committee of the Whole Minutes Oct. 24, 2011 Page 2

4 5. New Business Resident Zach Ploppert asked the council to consider raising the fines for underage drinking. Mayor Burns stated that it would be discussed at an upcoming policy discussion meeting and thanked Ploppert for his concern. 6. Upcoming Meetings: Special Committee of the Whole October 31, Adjournment On a motion by Ald. Marks, second by Ald. Singer, the meeting was adjourned by unanimous voice vote at 8:13pm. Committee of the Whole Minutes Oct. 24, 2011 Page 3

5 SPECIAL COMMITTEE OF THE WHOLE MINUTES OCTOBER 31, 2011 PRESENT: Mayor Burns, Ald. Brown, Flanagan, Hill, Maladra, Marks, Kilburg, Piper, Singer, Vogels berg ABSENT: Also Present: Ald. Dantino McKittrick, Dawkins, Mexin, Divita, Untch 1. Call to Order Mayor Burns called the meeting to order at 7:00pm noting that Ald. Dantino was absent. Burns offered a motion to suspend Roberts Rules of Order. Second by Ald. Flanagan. V/V: 9-0. Motion carried. 2. Items of Business a. Policy Discussion on Underage Drinking Regulations At the request of resident Zach Ploppert, the committee reviewed the current fine structure for underage drinking. Ploppert requested that the fee be increased. Police Chief Mexin outlined the current procedures and fine structure noting that in the last two years, 214 charges had been filed with 96% of those charges to first time offenders. Based on the data, Mexin did not see a concern with second offenses but would not be against raising the fines if the council deemed it necessary. Some council members brought up discussion on additional requirements such as community service and/or supervision. McKittrick stated that staff was not trained nor did the City have the resources to provide these services. Some council members felt that the fee structure was not enough to get their attention. Chic Williams with the Geneva School District cited their programs and stated that parents need to be more involved in this problem. Consensus was reached to direct staff to research the community service component and to see if this would be feasible through city resources. b. Policy Discussion on Parking Violation Fees McKittrick brought up discussion on possible increase in parking violation fees. Staff has done research on surrounding communities and Geneva is not in line with these other communities fee structures. Consensus was reached to have staff research and draft an ordinance amendment to increase parking violation fees. Special Committee of the Whole Minutes Oct. 31, 2011 Page 1

6 c. Policy Discussion on Downtown Business District Divita detailed different avenues the City could take to help economic development in Geneva Business Districts. Divita noted that the current TIF districts in the City will be expiring in 2013 and Other avenues to spur development include buying/selling property; condemnation; sales tax overlay. Divita stated that she would bring back more information after the Downtown Master Plan was complete and after the EDC has investigated these avenues. d. Policy Discussion on 2012 Tax Levy McKittrick presented the various scenarios to the committee and noted the negative growth factors in the County. Consensus was to bring the item to the November 14tt Committee of the Whole with a proposed 2% increase. 3. New Business Ald. Hill stated his concern over recent arrests for underage drinking in homes where parents were present. Ald. Kilburg gave a health update on Ald. Dantino stating that they were hopeful he would be coming out of ICU soon. Ald. Flanagan asked about the leaf collection program status. McKittrick stated that staff would make door hangers for the council members to give to constituents with provisions. 4. Upcoming Meetings: Committee of the Whole: Nov. 14, Adjournment On a motion by Ald. Piper, second by Ald. Maladra, the meeting was adjourned by unanimous voice vote at 9:50pm. Special Committee of the Whole Minutes Oct. 31, 2011 Page 2

7 COMMITTEE OF THE WHOLE MINUTES NOVEMBER 14, 2011 PRESENT: ABSENT: Also Present: Ald. Brown, Ald. Hill, Maladra, Marks, Kilburg, Singer, Vogelsberg Mayor Burns, Ald. Dantino, Flanagan, Piper McKittrick, Dawkins, Dinges, LeMaire, Buffington, Van Gyseghem, Collins 1. Call to Order Chairperson Vogelsberg called the meeting to order and noted that Mayor Burns, Ald. Dantino, Flanagan and Piper were absent. 2. Items of Business a. Proclaim November 14-19, 2011 as National Education Week in the City of Geneva. Geneva High School student government rep Maureen Levy gave a brief overview of the program and presented the City with the proclamation. b. Recommend Approval of Use of Right of Way for Salvation Army Red Kettle Drive Moved by Ald. Hill, second by Ald. Marks V/V: 7-0 Motion carried. c. Recommend Draft Resolution Authorizing First Amendment to Lease Agreement with T-Mobile Central LLC at Logan Avenue Tower. Moved by Ald. Kilburg, second by Ald. Brown V/V: 7-0 Motion carried. d. Recommend Draft Resolution Authorizing Agreement with Kane County for Donation of Permanent and Temporary Easements for Randall Road Pedestrian/Bicycle Underpass. Moved by Ald. Hill, second by Ald. Maladra V/V: 7-0 Motion carried. e. Recommend Draft Resolution Authorizing Bid Award and Contract to Alaniz Landscape Group in the Amount of $57,848 for 2012 and $57, for 2013 for City Landscape Maintenance Program. Moved by Ald. Brown, second by Ald. Singer On a question from Ald. Kilburg, Supt. LeMaire reviewed the other bid amounts and past performance of Alaniz. V/V: 7-0 Motion carried. Committee of the Whole Minutes Nov. 14, 2011 Page 1

8 f. Recommend Draft Resolution Declaring Electric Div. Vehicle G-15 as Surplus Property. Moved by Ald. Singer, second by Ald. Marks On a question from Ald. Kilburg, Supt. Buffington stated that last year they looked at replacing Truck #9. This is Truck #15, a smaller truck. These were different vehicles. V/V: 7-0 Motion carried. g. Recommend Draft Resolution Authorizing Award to Purchase Contract to Badger Truck Center, Inc. in the Budgeted Amount of $107, for Electric Div. Bucket Truck. Moved by Ald. Hill, second by Ald. Maladra V/V: 7-0 Motion carried. h. Recommend Draft Ordinance Amending Title 9, Chapter 1, Article 1A (Temporary Electric Power Service) Moved by Ald. Kilburg, second by Ald. Singer On a question from Ald. Singer, McKittrick stated that the fees would be referred to the general rates in the code. V/V: 7-0 Motion carried. i. Recommend Draft Resolution Declaring Water & Wastewater Div. Vehicle G-13 as Surplus Property. Moved by Ald. Hill, second by Ald. Marks V/V: 7-0 Motion carried. j. Recommend Draft Resolution Authorizing Award and Purchase Contract to Morrow Brothers Ford Inc. in the Amount of $26, for Water/Wastewater Div. One-Ton Pickup Truck. Moved by Ald. Hill, second by Ald. Singer V/V: 7-0 Motion carried. k. Recommend Approval of 2011 City of Geneva Tax Levy. Moved by Ald. Kilburg, second by Ald. Singer Hill stated his opposition to any increase in the city levy during the current economic times. Maladra stated that the City has reduced its budget the last several years and now we need to raise the levy to maintain our level of services to our residents. McKittrick also reminded the council that the rate was an estimate it would need to be passed within 20 days of formal approval. Once the estimate is set, it is a cap it cannot go higher. If you choose to vote a lower amount on December 5, you can do that. If you keep it the same as last year, it would be a loss of $200,000 to the City. We are trying to maintain the least amount of increase to keep the service level the same as it is currently. An $11.00 increase on a $300,000 home is the average increase. Kilburg stated he would support the rate but asked what areas of services would be impacted with the levy rate remaining the same as the current year. McKittrick did not want to speculate as the budget process takes upwards of four months and those issues are ironed out line by line during that process which will begin in January. Kilburg asked about anticipated capital programs that might be impacted. McKittrick stated she would come back with some items but it would be arbitrary at this point without seeing the capital project list for next year, which would come from departments in January. Marks asked about procedural questions on passing the levy. McKittrick clarified that the estimate needs to be approved and final vote to be filed by the county by the end of December. The actual EAVs will not come from the county until March. We have to work based on the estimates provided by the county. Committee of the Whole Minutes Nov. 14, 2011 Page 2

9 Maladra stated the council needs to bite the bullet on this if they intend to maintain the services our residents expect. McKittrick also stated that if cities do not account for new construction, you would lose the new growth funding and EAV would not account for that. Brown stated he would support the increase but thinks the system is broken due to what the State requires the City to do and the fact that we do not have the budget process in place. Brown would like to see some budget info between now and January to see what possible projects would be affected with a lower rate. ROLL CALL VOTE: AYES: 6 NAYS: 1 Motion carried. Item would be brought back for formal approval on December 5, l. Recommend Approval of Draft Resolution Authorizing Staff to Negotiate and Enter Agreement with New World Systems in an Amount Not to Exceed $515, for Enterprise Resource Planning Software. Moved by Ald. Singer, second by Ald. Brown Ald. Hill and Marks stated opposition to the software purchase based on the price and would be more favorable to a less expensive option. Mgr. Collins stated that the current software predates most of the current employees and does not serve the needs of the staff and residents in the current technological world. Collins also stated the proposed pricing was not out of line compared to other communities and what they had spent on their systems. Dawkins stated that an RFP was sent out for this purchase. The proposed plan was not the least nor most expensive that was submitted, but the best option for the City to change the way they do business with their customers. The need for online bill payment is important, as our customers are able to do this with virtually every other bill they pay. Singer asked how long this would be useful. Collins stated that current market and technology demands updates. The current software contract does not include updates. Updates would be for at least 5 years. Kaul LeFief with New World Systems was on hand to answer questions on the software. ROLL CALL VOTE: AYES: 5 NAYS: 2 Motion carried. 3. New Business Ald. Vogelsberg congratulated Geneva businessperson Joe Stanton on receiving the Geneva Chamber of Commerce 2011 Wood award at their recent annual dinner meeting. 4. Upcoming Meetings: November 28, CLOSED SESSION ON COLLECTIVE NEGOTIATING MATTERS BETWEEN THE PUBLIC BODY AND ITS EMPLOYEES OR THEIR REPRESENTATIVES. On a motion by Ald. Brown, second by Ald. Hill, the committee adjourned to closed session at 8:16pm. The meeting was called back to open session on a motion by Ald. Singer, second by Ald. Marks at 8:26pm. 6. Adjournment On a motion by Ald. Marks, second by Ald. Singer, the meeting was adjourned my unanimous voice vote at 8:27pm. Committee of the Whole Minutes Nov. 14, 2011 Page 3

10 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Ride In Kane PACE Subsidy Agreement Mary L. McKittrick, City Administrator Date: November 28, 2011 Please Check Appropriate Box: X Committee of the Whole Meeting Special Committee of the Whole Meeting X City Council Meeting Special City Council Meeting Public Hearing Other - Estimated Cost: N/A If NO, please explain how the item will be funded: Budgeted? YES NO Executive Summary: The Ride in Kane Program was implemented in February 2008 and provides community access for senior citizens 65 years or older and persons with disabilities. Ride in Kane replaced the St. Charles / Geneva Dial a Ride program which was limited to day time service and rides only within St. Charles and Geneva. Under the Ride in Kane Program, riders have the opportunity to access locations anywhere in the County and are also able to obtain door-to-door transportation service in the evenings and on weekends. Through a centralized call center, Ride in Kane dispatches taxis, Pace lift-equipped buses, and other service providers vehicles for demand-response, curb-to-curb transportation. This Program was made possible by federal grants from the New Freedom Initiative (NFI) and Job Access Reverse Commute (JARC) awarded from the Regional Transportation Authority (RTA), as well as contributions from participating agencies. The attached agreement provides subsidies by PACE to this Program. The grant funding helps fund City of Geneva riders in an amount not to exceed $12,816 provided by Pace subsidies. The City pays the balance up to the annual budgeted amount ($30,000 in FY ), Attachments: (please list) Resolution PACE Subsidy Agreement Recommendation / Suggested Action: (briefly explain) Approve the Resolution to authorize the City Administrator to execute the PACE Subsidy Agreement as presented, effective January 1, 2012 through December 31, 2012, subject to FY budget approval.

11 RESOLUTION NO RESOLUTION AUTHORIZING EXECUTION OF RIDE IN KANE PACE SUBSIDY AGREEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, the RIDE IN KANE PACE SUBSIDY AGREEMENT attached hereto. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this 5 th day of December, AYES: NAYS: ABSENT: ABSTAINING: HOLDING OFFICE: Approved by me this 5 th day of December, ATTEST: Mayor City Clerk

12 RIDE IN KANE PACE SUBSIDY AGREEMENT City o[geneva This agreement is made this day of,2011, by and between the Suburban Bus Division of the Regional Transportation Authority (RT A) operating under the name of and hereinafter referred to as "Pace" and City of Geneva, hereinafter referred to as "the City of Geneva". WHEREAS, the Parties have entered into a Ride In Kane New Freedom/JARC referred to as the "RIK NFI/JARC Agreement". Service Agreement hereinafter WHEREAS, the RIK NFi/JARC Agreement provides for City of Geneva to satisfy the local share for the eligible mobility management costs of the project for its registered riders and the local share for the eligible operating costs of the project at no less than 50 percent of the net cost for its registered riders; WHEREAS, Pace hereby agrees to subsidize City of Geneva service under the RIK NFI/JARC Agreement by contributing funds in the amount not to exceed $12,816 as long as Pace funds are available. NOW THEREFORE, in consideration of the mutual promises hereinafter set forth, the parties agree as follows: TERM - This agreement will be in effect beginning January 1,2012 and ending December 31,2012. PACE SUBSIDY - The maximum subsidy shall be the lesser of the amounts calculated in each of the following way: 1. 75% of the projected Operating Deficit in the Approved Budget; or 2. 75% of the actual Operating Deficit; or 3. $3.00 multiplied by the number of annual one-way passenger trips not to exceed the maximum number of trips in the Approved Budget or $12,816 as long as Pace funds are available. BILLING - Pursuant to RIK NFI/JARC Agreement, Pace shall bill the Township on a monthly basis for 50 percent of the net operating costs ofthe service and a portion of the mobility management costs that may exceed funding hereunder less the remaining monthly Pace subsidy for its eligible riders. The Township agrees to make payment to Pace due within thirty days of receipt of billing. Payment shall be sent to: Pace Suburban Bus Service 550 W. Algonquin Road Arlington Heights, IL Attn: Accounting Department 2012 Subsidy Agreement Page 1 City of Geneva

13 PACE City of Geneva By: Thomas J. Ross, Executive Director By: Mary McKittrick City Administrator Date: Date: _ Attest: Attest: Date: Date: _ 2012 Subsidy Agreement Page 2 City of Geneva

14 COST ESTIMATE WORKSHEET 2012 LOCAL SHARE AGREEMENT PROJECT: CITY OF GENEVA REVENUE $ 13,600 EXPENSES $ 104,906. OPERA TING DEFICIT $ 91,306 PACE SUBSIDY $ 12,816 NFl GRANT AMOUNT $ 37,233 CALL CENTER GRANT $ 11,237 _. PACE CALL CENTER SUBSIDY $ 2,809 LOCAL SHARE $ 27,211 RIDERSHIP 4,700 VEHICLE HOURS 1,650 Cost Estimate Worksheet 20 J 2 Local Share Agreement

15 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Report and Recommendation by the Geneva Water and Waste Water Rate Task Force Ald. Craig Maladra/ Task Force Member Joe Stanton Date: November 22, 2011 Please Check Appropriate Box: x Committee of the Whole Meeting Special Committee of the Whole Meeting City Council Meeting Special City Council Meeting Public Hearing Other - Estimated Cost: n/a If NO, please explain how the item will be funded: Budgeted? x YES NO Executive Summary: Mayor Burns established a Water & Wastewater Task Force comprised of Alderman and citizens to investigate the current structure and level of Geneva s water and sewer rates, and to assess the suitability of alternative rate structures for meeting the long term obligations of the utility. Attached is the report from the task force. Attachments: (please list) Task Force Report Recommendation / Suggested Action: (briefly explain) Task Force recommends acceptance of report and request for staff to develop RFQ for comprehensive rate/structure study.

16 Water & Wastewater Task Force to the Committee of the Whole Mayor Burns established the Water & Wastew ater Task Force to investigate the current structure and level of Geneva s water and sewer rates, and to assess the suitability of alternative rat e structures for meeting the long term obligations of the utility. Having met regularly since September 28, we conclude that Geneva has a well run water utility, and a financially sound water fund. The budget is balanced, and reserves are approaching levels specified by Council policy. That said, we recognize that the current pricing model is inadequate. The base rate component of the model was established as part of a rate study done in 1985, and covers only the cost of meter reading and replacement. At $1.39 per meter, Geneva s base rate is among the lowest in the area. In the twenty-six years since that study, many factors have changed. Constructi on of a state-ofthe-art Drinking Water Treat ment Plant; expansion of the Waste W ater Treatment Plant; declining growth as the City nears build out; and improved public conservation. Throughout all this change, we have held the base rate flat. The result is an increasingly volatile revenue stream, offset by more frequent adjustments to the overall rate. Attempts to minimize rate increases have resulted in staff reduction and deferred capital investment. We feel that were this pattern to continue, the financial health of our water utilit y and its infrastructure will be weakened. We feel that a new or modified model is needed - a model that will encourage conservation wit hout impeding industrial devel opment, and also reduce the volatility of overall rates, lending stabilit y as the effectiveness of conservation m easures continues to improve. The Water & Wastewater Task Force appreciates the foresight of Mayor Burns in providing the opportunity for members of the community, Council and staff to re-examine this enterprise fund. Having done so, the Task Force recommends that City staff prepare a request for qualifications (RFQ) and proceed with a selection process to e ngage consulting expertise for a co mprehensive rate and/or structure study which will serve as the foundation for the new model in the same way the 1985 study formed the basis of rate decisions to date. Respectfully submitted on November 28, 2011.