MINUTES CITY OF DEKALB CITY COUNCIL REGULAR MEETING JULY 27, 2015

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1 MINUTES CITY OF DEKALB CITY COUNCIL REGULAR MEETING JULY 27, 2015 The City Council of DeKalb, Illinois held a Regular Meeting on Monday, in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 6:00 p.m. A. ROLL CALL City Clerk Jennifer Jeep Johnson called the roll and the following members of Council were present: Alderman Dave Jacobson, Alderman Bill Finucane, Alderman Michael Marquardt, Alderman Bob Snow, Alderman Kate Noreiko, Alderman Dave Baker, Alderman Monica O Leary, and Mayor John Rey. Also present were: City Manager Anne Marie Gaura, City Attorney Dean Frieders, Finance Director Cathy Haley, Police Chief Gene Lowery, Fire Chief Eric Hicks, Community Development Coordinator Ellen Divita, Interim Public Works Director/City Engineer John Laskowski, Utilities Superintendent Bryan Faivre, Economic Development Coordinator Jennifer Diedrich, Management Analyst Lauren Stott, Management Intern Jared Heyn, Management Intern Emily Tipps, Management Intern Chris Jackson, City Clerk Jennifer Jeep Johnson, and Deputy City Clerk Ruth Scott. Mayor Rey asked everyone to stand for a moment of reflection to honor a fallen City of DeKalb Police Officer. B. PLEDGE OF ALLEGIANCE Police Officer John Loechel led the Pledge of Allegiance. C. APPROVAL OF THE AGENDA ADDITIONS / DELETIONS Alderman Noreiko moved to approve the agenda, seconded by Alderman O Leary. Snow, Noreiko, Baker, O Leary, Rey. Mayor Rey declared the motion passed. D. PUBLIC HEARINGS There were no public hearings scheduled.

2 E. SPECIAL ITEMS OR PRESENTATIONS & CITIZEN S COMMENTS 1. Special Items a. Introduction of Management Intern Chris Jackson. Regular Meeting Page 2 of 11 Management Analyst Lauren Stott introduced Management Intern Chris Jackson and provided information regarding his educational background. b. Introduction of Management Intern Emily Tipps. 2. Presentations Management Analyst Lauren Stott introduced Management Intern Emily Tipps and provided information regarding her educational background. a. Proclamation: Bicycle Safety Week, July 27 August 2, 2015 Presented to League of Illinois Bicyclists Executive Director Ed Barsotti. Mayor Rey read the proclamation and presented it to League of Illinois Bicyclists Executive Director Ed Barsotti. b. Yards of Distinction Awards: June 2015 Jerry and Lisa Gorchels 804 N. Ninth Street Donna Waldvogel and Francine St. Clair 1415 Cambria Drive Allen and Deborah Brue 2575 Greenwood Acres Drive Michael and Elaine Bennett 1423 Margaret Lane Thomas and Bernadette Rynberg 107 W. Royal Drive Mayor Rey read each certificate and presented them to those recipients who were at the meeting. Mayor Rey thanked all recipients for their efforts in beautifying the community. c. Outstanding Achievement in Popular Annual Financial Reporting (PAFR) Award. Finance Director Haley stated this award was a joint effort between the City Manager s Office and the Finance Department. The purpose of the PAFR is to help the community better understand the financial conditions of the City. She added that receiving this award in the first year of completing the PAFR is quite an accomplishment. The PAFR is on the City s website for review. 3. Approval of the Mayor s Appointments

3 Page 3 of 11 None scheduled. 4. Public Participation Kay Shelton, President of Lincoln Highway Association presented to bring attention to an online petition, the purpose of which is to establish the Lincoln Memorial Highway as a national monument, by presidential decree. She asserted that such a designation would increase tourism exponentially, and encouraged everyone to go to the site to sign. F. CONSENT AGENDA OMNIBUS Mayor Rey requested that item F.4. Resolution be removed from the Consent agenda for further discussion. Alderman Snow moved to approve the Consent Agenda as amended, seconded by Alderman O Leary. Snow, Noreiko, Baker, O Leary, Rey. Mayor Rey declared the motion passed. Alderman Snow moved to approve the listings on the Consent Agenda as amended, seconded by Alderman Noreiko. Snow, Noreiko, Baker, O Leary, Rey. Mayor Rey declared the motion passed. 1. Approval of City Council Minutes a. Minutes of the Committee of the Whole Meeting of March 12, b. Minutes of the Committee of the Whole Meeting of June 22, c. Minutes of the City Council Meeting of June 22, Alderman Noreiko stated there was a scrivener s error in the minutes at G.13., paragraph 4. The word advocated should read abdicated. Items F.1.a through F.1.c approved in the Consent Agenda by Omnibus vote. 2. Receive & File

4 Page 4 of 11 a. Accounts Payable & Payroll through July 28, 2015 in the Amount of $1,594, b. Human Services Funding FY th Quarter & Annual Report. Items F.2.a. and F.2.b approved in the Consent Agenda by Omnibus vote. 3. Resolution Authorizing an Intergovernmental Agreement with the DeKalb Park District for Approval of the Placement of a Historical Marker to be Facilitated by the DeKalb Area Agricultural Heritage Association at Memorial Park, 101 East Lincoln Highway, Denoting the Location of the Development of the Flying Ear of Corn Logo. Resolution approved in the Consent Agenda by Omnibus vote. G. Items for Separate Action F.4. Resolution Authorizing a Preliminary Engineering Services Agreement for Motor Fuel Tax with Infrastructure Management Services Inc. in the Amount of $35,000 to Evaluate the Pavement on City Streets. Mayor Rey read Resolution by title only. Alderman Snow moved to approve Resolution ; seconded by Alderman Noreiko. Interim Public Works Director/City Engineer Laskowski presented Council with a graph detailing the infrastructure data collection schedule. Alderman Noreiko asked why an evaluation is needed every six years adding that the roads should last longer than that. Interim Public Works Director Laskowski stated the goal is to maintain the roads and prevent the need for complete reconstruction. He added that preventative maintenance is preferred. Alderman Noreiko asked if the prior study was for just the base. Interim Public Works Director/City Engineer Laskowski stated the base and surface make up the index making comparisons equal. 1. Ratification of Ordinance Adopting the Annual Budget for the Fiscal Year Beginning July 1, 2015, and Ending June 30, 2016 in the City of DeKalb in the Amount of $83,043,898.

5 Page 5 of 11 Mayor Rey read Ratification of Ordinance by title only. Alderman Finucane moved to approve the Ratification of Ordinance ; seconded by Alderman Marquardt. City Attorney Frieders explained that in the process of preparing minutes for the June 22, 2015 Regular meeting, it was determined that while Council engaged in a lengthy discussion of the budget and the ultimate vote approved the budget, in the midst of the discussion a motion to approve the budget was not made. When the question was called, a motion was not properly put before Council. In an effort to ensure transparency, and avoid any question regarding the legitimacy of the approval of the budget, it is recommended to vote to ratify and approve Ordinance Adopting the Annual Budget for the Fiscal Year Beginning July 1, 2015 and ending June 30, 2016, in the City of DeKalb, in the Amount of $83,043,898, on Second Reading. 2. Ratification of Approval of Resolution Authorizing an Agreement with Preservation of the Egyptian Theatre for the Purpose of Financing Facility Improvements to the Egyptian Theatre with Tax Increment Financing Funds Not to Exceed $330,000 Beginning July 1, 2015 through June 30, Mayor Rey read Ratification of Approval of Resolution by title only. Alderman Snow moved to approve the Ratification of Ordinance ; seconded by Alderman Marquardt. City Attorney Frieders explained that in the process of preparing minutes for the meeting, it was determined that while Council engaged in a lengthy discussion of the agreement and the ultimate vote approved the agreement, in the midst of the discussion a motion to approve the resolution had been made. Accordingly, when the question was called, a motion was not properly put before Council. In an effort to ensure transparency and avoid any question regarding the legitimacy of the approval of the agreement, it is recommended to vote to ratify and approve Resolution Authorizing an Agreement with Preservation of the Egyptian Theatre for the Purpose of Financing Facility Improvements to the Egyptian Theatre with Tax Increment Financing Funds Not to Exceed $330,000 Beginning July 1, 2015 through June 30, 2016.

6 Page 6 of 11 Motion carried on a 6-2 roll call vote. Aye: Finucane, Marquardt, Snow, Noreiko, Baker, Rey. Nay: Jacobson, O Leary. Mayor Rey declared the motion passed. 3. Ordinance Approving the Preliminary and Final Plat of Unit 4, Lot 12 of Park 88, and the Final Plan for Unit 4, Lot 12 of Park 88 Located on the North Side of Fairview Drive, West of Peace Road and South of Macom Drive. (Passage on First Reading, Waiver of Second Reading) Mayor Rey read Ordinance by title only. Alderman Snow moved to receive and file Ordinance ; seconded by Alderman Jacobson. Community Development Director Divita noted the following: Made clear that the modification in square footage of distribution center from the resolution. Before the Council on July 8, 2015 was due to the planning and design process. The current correct square footage of 97,812 is from the submission made to the Planning and Zoning Commission from July 15, 2015, though it is subject to change as the plans are solidified, at which point they will be brought back to the Planning and Zoning Commission. Ald. O Leary asked why second reading was being waived. Community Development Director Divita stated they would appreciate waiver of second reading in order to move dirt within a couple of weeks to stay on construction time table Alderman Snow moved to approve Ordinance on first reading and waive second reading; seconded by Alderman Finucane. 4. Resolution Adopting Certain Financial Management Policies. Mayor Rey read Resolution by title only.

7 Page 7 of 11 Alderman Noreiko moved to approve Resolution ; seconded by Alderman O Leary. Finance Director Haley drew attention to the following: investment policy best practices during budgeting budget process and amendments capital asset policy change There was a brief discussion between Mayor Rey and Finance Director Haley regarding the annual audit and saving tax payer money. 5. Ordinance Amending Chapter 54 Financial Administration as it Pertains to Adopting a Purchasing Manual and Financial Policies. (First Reading) Mayor Rey read Ordinance by title only. Alderman Snow moved to receive and file Ordinance ; seconded by Alderman Noreiko. Finance Director Haley stated that changes to Chapter 54 were provided to Council for review. The updates to Chapter 54 have been prepared in order to eliminate duplication of language or conflict between Chapter 54, the Financial Policies and the Purchasing Manual. 6. Resolution Authorizing the Negotiation and Execution of an Amendment to the Consulting Services Agreement with SAFEbuilt. Mayor Rey read Resolution by title only. Alderman Noreiko moved to approve Resolution ; seconded by Alderman Finucane.

8 Page 8 of 11 Community Development Director Divita explained that the proposed resolution covers the interim period between the current agreement, and while proposals are out with third party vendors, allowing the City to close out projects with SAFEbuilt without eliminating funding for future projects with as yet unknown vendors, allowing Council to select different vendors for varied projects. City Attorney Frieders clarified that it is the City s intention to go through the Request for Proposal process (RFP) to select vendors to provide services. Mayor Rey inquired as to when an RFP is anticipated. Community Development Director Divita stated RFP is anticipated by the next meeting. Alderman Snow offered that going forward, the language be incorporated in such a way that, should the City choose to switch contractors, it isn t in the position of having to keep flipping between the percentage based and hourly fee models. He emphasized that the contract should offer the City the ability to renegotiate based on whichever method Council chooses. Alderman Jacobson asked whether any analysis of how the cost to the City changes on the hourly fee structure, versus the percentage fee structure? Community Development Director Divita explained that Finance Director Haley had conducted research on the issue, estimating savings at over $80,000. She added that as development increases and more services are added, this is subject to change. Alderman Jacobson asked whether it will end up costing significantly more as services are added under the hourly fee based model. Community Development Director Divita reiterated that the hourly fee based model is for the interim period. City Attorney Frieders explained that the City intends to provide comparative cost saving structures moving forward. City Manager Gaura stated that cost savings will be provided moving forward. Community Development Director Divita drew attention to the spreadsheet within report showing valuation of permits from fiscal year 2015 compared to those from 2014, which shows a valuation increase of 500%, an impressive increase in investment in the community. Motion carried on a 7-1 roll call vote. Aye: Finucane, Marquardt, Snow, Noreiko, Baker, O Leary, Rey. Nay: Jacobson. Mayor Rey declared the motion passed.

9 Page 9 of Award of a Bid in the Amount of $265,169 for the Kishwaukee Drive Manor Lane Water Main Project to H. Linden & Sons with Staff Authority to Approve Change Orders Up to $280,000. Mayor Rey read this item by title only. Alderman Noreiko moved to Award a Bid in the Amount of $265,169 for the Kishwaukee Drive Manor Lane Water Main Project to H. Linden & Sons with Staff Authority to Approve Change Orders Up to $280,000; seconded by Alderman Marquardt. Interim Public Works Director/City Engineer Laskowski made a point that the water main issues snuck up on everyone, and that the water mains have broken multiple times. DeKalb Township identified Kishwaukee Drive and Manor Lane for street maintenance, saving the city $28,000 in re-paving costs, should the City service the water mains now. Mayor Rey pointed out that the IGA between the Township and the City is the kind of relationship building he addressed in the State of the City address. Alderman Noreiko inquired whether the County notified the City as to the problem location. Interim Public Works Director/City Engineer Laskowski explained they did not, but that the City is now part of an intergovernmental league to help discuss these issues and keep ahead of them. Alderman O Leary asked whether preference was given to local contractors. Interim Public Works Director/City Engineer Laskowski explained that a 5% buffer is given to local bidders in order to give preference to them, but in this case, they came in above that 5%. 8. Request for a Proposal for Construction Engineering Services for the Kishwaukee Lane Manor Drive Water Main Replacement Not to Exceed $20,000. Mayor Rey read this item by title only.

10 Page 10 of 11 Alderman Marquardt moved to approve the Request for Proposal for Construction Engineering Services for the Kishwaukee Lane Manor Drive Water Main Replacement Not to Exceed $20,000; seconded by Alderman Noreiko. Alderman Noreiko asked if this item would have fallen under Interim Public Works Director/City Engineer Laskowski s office if he wasn t wearing two hats? Interim Public Works Director/City Engineer Laskowski stated yes, and that the City wanted to jump on the opportunity to address the water main issues while the Township planned to do road maintenance. Alderman O Leary asked if RFP would be brought before Council. Interim Public Works Director/City Engineer Laskowski explained they wouldn t as it will be under $20,000; however, staff is seeking approval to negotiate the best price for these services. H. NEW OR UNFINISHED BUSINESS None. I. REPORTS COMMUNICATIONS Alderman Jacobson had no report. Alderman Finucane had no report. Alderman Marquardt had no report. Alderman Snow had no report. Alderman Noreiko reported that she was impressed by the contributions of the citizens at Community Conversations, and feels the participants are invested in the process, which speaks to the success of the strategic planning sessions. She complimented the structure and organization of the events. City Manager Gaura reported that the final Community Conversations event will be on Thursday, July 30 at 7:00 p.m. at River Heights Golf Course and urged all to participate. Mayor John Rey reported that there will also be a Latino event hosted by Conexion Communidad on Wednesday, July 29, which will be conducted in Spanish. No further reports were offered.

11 Page 11 of 11 J. RECESS FOR EXECUTIVE SESSION None scheduled. K. ADJOURNMENT Alderman Jacobson moved to adjourn the meeting; seconded by Alderman Marquardt. Motion carried on a voice vote. Mayor Rey declared the meeting adjourned at 7:24 p.m. JENNIFER JEEP JOHNSON, City Clerk Approved by City Council Date: August 24, 2015