MINUTES COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL FINANCE AND BUDGET, PROCEDURES AND REGULATIONS PUBLIC SAFETY AND PUBLIC WORKS

Transcription

1 CITY OF PARK RIDGE 505 BUTLER PLACE PARK RIDGE, IL TEL: FAX: TDD: MINUTES COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL FINANCE AND BUDGET, PROCEDURES AND REGULATIONS PUBLIC SAFETY AND PUBLIC WORKS CITY HALL COUNCIL CHAMBERS 505 BUTLER PLACE, PARK RIDGE, IL MONDAY, AUGUST 26, 2013, 7:00 P.M. I. Roll Call Mayor Schmidt called the meeting to order at 7:03 pm City Clerk Betty Henneman read the Roll Call and the following Elected Officials indicated their presence at the meeting: Alderman Sweeney, Smith, Shubert, Knight, Mazzuca, Maloney and Mayor Schmidt. Alderman Milissis was absent. There was a quorum. II. Approval of Minutes A. August 12, 2013 Committee of the Whole Meeting Moved by Ald. Sweeney. Seconded by Ald. Mazzuca. III. IV. Citizens Who Wish to be Heard on a Non-Agenda Item Public Works A. Action Items 1. APPROVE LANDSCAPE AGREEMENT WITH AT&T FOR VIDEO-READY ACCESS DEVICES TO BE LOCATED IN THE PUBLIC RIGHT-OF-WAY OF THE PUBLIC UTILITY EASEMENT Moved by Ald. Maloney. Seconded by Ald. Sweeney Mr. Jim Maurer, the Vice President for external affairs for AT&T, discussed the placement of 11 distribution boxes. He stated that the 11 placements could be negotiated if a resident had a serious issue with them. He also said that if there is any graffiti on the boxes they will come out and clean it up. Ald. Mazzuca asked if there would be a cap placed on how many boxes AT&T could install. Per Maurer, no other community has this cap and most communities are asking for more boxes because they want the service. Joan Sandrick of 409 S. Clifton asked why there are 13 addresses listed in the packet when there are only supposed to be 11. She also expressed concern about the placement of some of the boxes. She asked if problems would be created at alleys with sight lines and questioned whether or not these boxes would replace the boxes that are currently on the sites. THE CITY OF PARK RIDGE will provide reasonable auxiliary aids or services necessary to afford an individual with a disability an equal opportunity to participate in all services, programs and facilities. Persons requiring assistance are requested to notify the City of their needs well in advance to provide sufficient time for the City to make an accommodation. Requests for accommodation should be made by calling , TDD , or in the Administration Department at City Hall, 505 Butler Place.

2 Maurer discussed the address discrepancy that Ms. Sandrick brought up. AT&T explained that the address does not necessarily signify the location of the box it is just an address that they use in their system. Also, the line of sight issue has been addressed by City staff and AT&T and all future boxes will be handled in the same manner. In regard to the locations that already have boxes, there will be an additional box. Jay Terry of 244 Columbia asked if residents would be notified prior to placing any new boxes in Mr. Maurer assured the Council that AT&T would notify nearby residents before beginning each installation. City Clerk Betty Henneman informed the aldermen that the City received s from 23 residents seeking approval of the installation. Roll call: AYES: Ald. Smith, Shubert, Knight, Mazzuca, Maloney, Sweeney NAYS: None ABSENT: Ald. Milissis Motion carried, APPROVAL OF CONTRACT AND PURCHASE ORDER FOR 2013/2014 WATERMAIN PROGRAM, LENNY HOFFMAN EXCAVATING, INC., 3636 LAKE AVENUE, WILMETTE, ILLINOIS 60091, $695, Moved by Ald. Maloney. Ald. Sweeney seconded. Per Public Works Director Wayne Zingsheim, this bid is $120K lower than the others. Ald. Mazzuca asked why we are not using the $120K to increase the size of the project. Zingsheim said that the money may be needed in case of unforeseen circumstances. V. Public Safety A. Action Items 1. APPROVE THE RESOLUTION AUTHORIZING THE CITY OF PARK RIDGE TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT TO PARTICIPATE IN A CENTRALIZED FIRE COMMUNICATIONS CENTER KNOWN AS THE REGIONAL EMERGENCY DISPATCH CENTER, AND APPROVING THE INTERGOVERNMENTAL AGREEMENT WITH THE REGIONAL EMERGENCY DISPATCH CENTER Moved by Ald. Sweeney. Ald. Mazzuca seconded. Fire Chief Zywanski explained that the Fire Department previously received emergency and nonemergency dispatching services from the North Suburban Emergency Communication Center (NSECC), located in the second floor of Des Plaines City Hall. With the dissolution of NSECC and the Joint Emergency Telephone System Board (JET) pursuant to Illinois Commerce Commission order, fire department dispatching services are now being performed by the Des Plaines Emergency Communications Center (DPECC). Park Ridge Police and Fire Departments are customers of Des Plaines under a two-year intergovernmental agreement. It is not operationally or financially feasible for either fire department to remain in DPECC as the sole fire department. Further, Des Plaines has recently indicated that it will not be financially feasible for their City to continue as an emergency dispatch center for the long term. There is a state-of-the-art fire department dispatching facility located in Northbrook that currently provides call-taking, emergency medical pre-arrival instructions, and fire department dispatching services to the Fire Departments of Highwood, Lincolnwood, Morton Grove, Niles, Northbrook, Northfield, Wheeling, Wilmette, and Winnetka/Kenilworth, and also the Deerfield-Bannockburn, Lincolnshire- Riverwoods, Long Grove, North Maine, and Prospect Heights Fire Protection Districts. RED Center is the premier fire department dispatching center in the State of Illinois. Former NSECC and current DPECC dispatchers have been performing the emergency call transfer process for Niles and Morton Grove Fire and EMS calls since 2002, with no issues. Niles and Morton Grove Fire Departments have been members of the Regional Emergency Dispatch Center since 1977, Page 2 of 6

3 the former NSECC dispatch center and the current DPECC dispatch center have trained emergency telecommunicators who are well versed in the emergency call transfer process and have been performing these transfers to RED Center since Further, since the closing of the NSECC dispatch center, the Niles and Morton Grove 911 calls now go direct to the Glenview Emergency Dispatch Center, who then transfers the Niles and Morton Grove Fire and EMS calls direct to RED Center. According to Brent Reynolds, the Executive Director of the Glenview Emergency Dispatch Center, the emergency call transfer process takes only seconds to perform. The fee that is charged for the service is based on call volume. This has a full capital replacement fund in it. This is a joint decision that needs to be made by Park Ridge and Des Plaines or it cannot be done. Des Plaines is considering it on September 3. Ald. Sweeney asked that if we decided to stay, would we lose any ability to communicate with the other fire departments. Per Chief Zywanski, we have to communicate on different frequencies so two radios need to be carried. If we go to RED Center, all of the neighboring communities will be in RED Center. This means that we would all be on the same radio frequency and would no longer have to carry two radios. Per Chief Zywanski, if we decide to go to RED Center now, it is will at least eight months before it is up and running. Rick Tracy from the Metropolitan Alliance of the Police feels that they should try to keep the Des Plaines center open rather than moving to RED Center. He is trying to save the jobs of the 25 people that work there. He believes that there is a delay in calls from RED Center and that the communications between police and fire are not as good with RED Center. Dawn Hyken, 888 Paddock Drive in Carol Stream stated that she has worked as a fire and police dispatcher from Des Plaines for 11 years. She gave some facts that she hopes the Council would consider prior to voting on this issue. She feels that there will definitely be delays in service with RED Center. Many people that call the dispatch center hang up prior to dispatch being able to call RED Center. In this case, the dispatcher has to call them back and get their information. She also stated that they put in a FOIA requesting figures on how much it would cost to upgrade the current system and have not received any information to date. Ald. Knight asked to see figure on how much it would cost to upgrade the current system. City Manager Hamilton said that he would get figures prior to going to another vote. Amy Brogan, 5354 Pensacola in Chicago has worked at the dispatch center for 14 years. She also feels that the Des Plaines center should remain open and that there will be delays with RED Center. Lloyd Godfrey of 1318 Elliott in Park Ridge asked if the quality of service would be much slower after the change to RED Center. Chief Zywanski said that he would not recommend the change if he believed that was true. 2. MOTION TO RECONSIDER: APPROVE THE REQUEST TO DONATE A USED CITY VEHICLE (2002 FORD EXPLORER XLS) TO THE MAINE TOWNSHIP EMERGENCY MANAGEMENT PROGRAM, 1700 BALLARD, PARK RIDGE, ILLINOIS Moved by Ald. Sweeney. Ald. Mazzuca seconded. Mayor Schmidt feels that we should not be donating anything to another government body. Ald. Knight concurred with Mayor Schmidt. Ald. Mazzuca stated that it a good idea to donate this vehicle since the group provides assistance to miscellaneous City events. The car is only valued at $3,000 which is an insignificant amount. Ald. Maloney agreed that it is an insignificant amount but we should still not donate to another taxing body. He stated that we could sell it to them if they wanted to offer us blue book value for the vehicle. Ald. Shubert stated that he was going to change his vote to no since he believes it would set a bad precedent. Ald. Sweeney stated that the Maine Township Emergency organization has helped Park Ridge and donated a lot of time for special events. Ald. Knight stated that the time is not donated it is paid for by tax payers. Page 3 of 6

4 Roll Call: AYES: NAYS: ABSENT: Motion Failed Ald. Mazzuca, Sweeney, Smith Ald. Knight, Maloney, Shubert Ald. Milissis VI. Finance and Budget A. Pensions 1. Investment Return Assumptions for the Coming Year s Funding Calculations Acting Finance Director Kent Oliven discussed the difference between the 6.5% investment rate of return that the actuary reports have assumed and the 6.75% that the State of Illinois Department of Insurance (IDOI) had recently suggested for pensions the size of the City of Park Ridge. Oliven explained that he spoke with Tim Sharpe, who is the actuary for both the Police Pension Fund and the Firefighters Pension Fund. Mr. Sharp said that the Academy of Actuaries is mandating that everyone move from the 1971 mortality tables to the 2000 tables. He is not in favor of that move, as he believes that the 1971 tables already overstate life expectancies. As an example, he said that the Illinois Department of Insurance (IDOI) had a study showing that out of 50,000 police and firefighters 2 lived to 100 years old and did not live to 101. However, the 1971 mortality tables make him calculate possible death scenarios, with 3% colas, out to 110 years old. The 2000 mortality tables will make him calculate possible death scenarios out to 120 year old. He said that this change will increase current year costs by around 10%. Coincidentally, Mr. Sharpe offered that 10% is similar to a quarter point change in the investment rate of return. Finance Chairman Dan Knight stated that if the Council wanted to add an additional investment rate scenario for the actuary to consider that a decision needs to be made now, before the actuary is commissioned. Ald. Knight asked Oliven if he was suggesting that when we see the range of options this year, we will see that range that is using the 2000 mortality tables. Oliven said that this is correct. Ald. Mazzuca asked what the cost of the actuary would be for an extra calculation would be. Oliven said that the City picks up half of the cost but he is not sure what the rate is. He also asked if the market environment is different than last year in terms of investment returns and if we should possibly take advantage of this. He feels that the funds should be investing more in equities. Oliven stated that since he has been here the funds have been moving more toward equities. JD Bruchsaler, 1000 N. Greenwood, the Fire Pension Trustee answered Ald. Mazzuca s question as to whether or not they could get some better assumption rates. He states that they would like to always work cooperatively with the City. He also hopes that we all do our fiduciary duty and work together. Ald. Knight stated that we definitely want to work cooperatively on this and it should be discussed on a yearly basis. Ald. Knight also asked to have some input on the Actuary Report when it is complete and Bruchsaler assured him that he would. Per Bruchsaler, no decisions will be made for three months. Mary Tomanaka a Financial Advisor from Grace Home Consulting spoke on the topic of the potential for a rising rate environment. The explained that the Boards have both been working on this by increasing equity allocation. It is about 50/50 right now. A money manager has also been hired. The bonds that are in the portfolio are roughly 3% right now. This issue is addressed on a regular basis. The Boards do not want to use corporate bonds but do use agencies. 2. Financial Report June 30, 2013 Police Pension Oliven stated that he will include the Financial Report in the Finance COW meeting packets on a regular basis. 3. Investment Report June 30, 2013 Police Pension Oliven asked that if anyone had any questions regarding the Investment Report, now would be a good time to ask since the Financial Advisor was at the meeting. Next month, an Investment Report for Fire will be provided since they are meeting soon. 4. Other Reports And Articles Oliven said that he also included a packet of miscellaneous articles for informational purposes. Page 4 of 6

5 B. Action Items 1. APPROVE A PURCHASE ORDER INCREASE (FY2013) FOR PAYROLL SERVICES TO CERIDIAN, 3311 E. OLD SHAKOPEE ROAD, BLOOMINGTON, MN IN THE AMOUNT OF $ Moved by Ald. Knight. Ald. Sweeney seconded Oliven explained that this line item was based on an estimate which was exceeded by 1.9%. 2. BUDGET TRANSFER FOR ELECTRICITY FOR SIBLEY LIFT STATION, $12,500.0 Moved by Ald. Knight. Ald. Sweeney seconded. Hamilton stated that $4,000 a year is budgeted for electricity for the pump and since there was a flood this year this transfer covers the electricity due to the storm event. Roll call: AYES: Ald. Mazzuca, Ald. Maloney, Ald. Sweeney, Ald. Smith, Ald. Shubert, Ald. Knight NAYS: None ABSENT: Ald. Milissis Motion carried, 6-0. C. Discussion Items 1. Uptown TIF Strategic Plan Per Oliven this process is underway. There is a lot of data collection involved which comes from many different sources. The Park District and School District 207 have been met with and have already started providing us data. It is a very time consuming process but it is moving along. District 64 will be met with after the school year has started. D. Department Head Report 1. Update Memorandum Oliven explained that there was not too much to update on this month. He did include some observations regarding the Revenue & Expenditure Report and some minor changes. He also included some articles of interest. 2. Revenue & Expenditure Report This item will be discussed at next month s meeting. E. Human Resources 1. Review / update on each union body, labor negotiation(s), grievance(s) Hamilton explained that the City is still awaiting the Board Agent assigned to the case to determine whether to issue a formal complaint and notice of hearing on either of the charges relating to unfair labor Practice with 150. In regards to ICOPs, the City met with reps from ICOPs on July 23 regarding the posting of the two part time positions. The union has filed an unfair labor practice charge. The union is demanding that we hire a full time position. The second ULP has been outstanding for a couple of years which Hamilton believes will be withdrawn. There are also two grievances with the Police that are ongoing. The City is always trying to come up with an amicable resolution to these issues. 2. Review / update on the non-union body There was no update on this. Page 5 of 6

6 3. Staffing Changes Hamilton stated that we have had a couple of new hires. CP&D hired a part-time electrical plans inspector, John Sclafani and a part-time Urban Forester, Jodi Carlson. Both have proven to be very good hires. There was Purchasing Agent position budgeted for 2014 but it was decided to hold off until Ald. Mazzuca asked the Purchasing Agent position would be involved in the bidding process. Hamilton said that it would not. The process would still be centralized by department. Per Oliven, this does delay the benefits of having someone to handle procurement and contracts. 4. Status of Payroll Conversion The testing is up to an 8 week process. The 2 nd phase is in process. VII. Procedures and Regulations A. Action Items 1. MODIFICATIONS TO CHAPTER 15; MASSAGE THERAPY Move to approve. Sweeney seconded. Per Community Development Manager Jim Testin, the ordinance needs to coincide with state requirements. The attorney and CP&D staff have drafted the modifications to be consistent. B. Discussion Items 1. REQUEST WITHDRAWN; MODIFICATIONS TO CLASS L LIQUOR LICENSE Hamilton explained that the applicant withdrew the request. 2. EVALUATION OF THE POLICY; MOTIONS TO DEFER City Attorney Buzz Hill explained that an issue came up regarding the clarification of an Alderman s request to defer. The language in the 3P Manual was attached. Item number 4 states: Upon the request of any two aldermen present, any report of a Committee of the Council shall be deferred for final action thereon to the next regular meeting of the City Council after the report is made. Attorney Hill stated that it appears that such an absolute right is no longer necessary under the Committee of the Whole system. By show of hands, it was agreed to clean this up. This will be added as an action for next month s P&R. C. DEPARTMENT HEAD REPORT 1. Memorandum regarding Ald. Mazzuca stated that there was a request to add this to the agenda tonight as a discussion item but he did not receive the materials until late Thursday night. Ald. Mazzuca asked that it be removed from tonight s discussion. City Manager Hamilton wanted to place it on as a Department Head report. Ald. Mazzuca stated that a member of the City staff stated that he did not trust the City s Procurement process, which prompted this discussion. Ald. Shubert said that further discussion should definitely be held by the Aldermen on this subject. Ald. Knight also commented that he is all for a robust procurement plan. This issue will be discussed further at September s P&R meeting. Hamilton will be willing to answer any questions. VIII. Other City Business The City Council meeting will be held next Tuesday not next Monday due to the Labor Day Holiday. IX. New Business X. Adjournment Meeting adjourned at 10:21 pm Page 6 of 6