City of Geneseo, Henry County, Illinois Committee of the Whole Meeting February 26, 2013 Pledge of Allegiance Roll Call The City Council of the City of Geneseo met Tuesday, February 26, 2013 at the Council Chambers, 115 South Oakwood Avenue. Mayor Linda Van Der Leest called the meeting to order at 6:00 PM. Aldermen Keith Kennett, Carl Freeman, James Roodhouse, Doug Crow, Howard Beck, and Bob Wachtel answered roll call. Alderman Derek Betcher and Justin Snodgrass were absent. Also in attendance were Directors Rice, Opsal, Inspector Mills and Chief Piotrowski, along with various audience members. Mayor Van Der Leest asked that the proclamation for K-9 Officer Bobby be approved. K-9 Officer Bobby was handled and lived at the resident of Officer Weisser. Motion by Freeman, second by Kennett to approve the proclamation for K-9 Officer Bobby Voice Vote. 6 Ayes. 2 Absent Mayor Van Der Leest stated that Officer Weisser is going to work with Brian Ludwig from our Parks Department and Chief Piotrowski to set up a memorial fund to accomplish two tasks; to acquire another K9 for the City and discussion of placing a plaque and tree up in Richmond Hill Park because it was in the park that Officer Weisser and K-9 Officer Bobby did their training. Chief Piotrowski stated that they are planning on putting up a bronze plaque in the lobby next to Carlo s in about 3 weeks and there will be a memorial service for the public at that time. Mayor Van Der Leest stated that she would like to give proper thanks to Vandemore Funeral Home as they handled the Cremation rites. She stated that they also did a procession through town up to Richmond Hill Park, past Officer Weisser s home, which is where Officer Bobby lived as a pet and back to Vandemore. Chief Piotrowski stated that they performed a last call which is when they call over the police radio for the officer and the K-9 and there is no response. Public Safety Item 1: Non-highway Vehicles Chief Piotrowski stated that the City allowed the use of non-highway vehicles on City streets and then they banned them at a later date. Since then we have had a couple requests for special occasions to use them. He stated that this ordinance was supposed to allow for an specific exceptions to the ban. He stated that there should be a note the exceptions are for not-for-profits and special events only. Chief Piotrowski stated that he would like to ask to have the authority to give authorization for the use of a non-highway vehicle with Council notification. Mayor Van Der Leest stated that she felt that this arraignment worked well with barricade use and street closings and that this would work well also. Alderman Beck stated that general liability insurance would cover this type of vehicle. Motion by Crow, second by Wachtel to work under the direction of Chief Piotrowski to incorporate corrections as well as exemptions for not-for-profits, special events, proof of liability insurance, and a valid driver s license. Voice Vote. 6 Ayes. 2 Absent Public Safety Item 2: Interview Room Recording System Chief Piotrowski stated that the interview room recording system that they currently use is having audio problems. He stated that due to these problems the States Attorney s office has asked us to update our system. He stated that the irecord system has evidence tracking so that you can mark audio and video as needed and with a certain number of licenses that many people can view it and it will mark the video as to who has viewed it. He stated the some of the existing equipment can be reused, such as microphones and cameras. Chief Piotrowski asked that the bid and quote process be bypassed and that he will use seized funds to pay for this.
Motion by Kennett, second by Roodhouse to allow for bypass of bid and quote process to continue on with the purchase of a new recording system not to exceed $22,000 of which equity shared funds will be used to purchase this product. ROLL CALL VOTE: AYES: 6 Wachtel,Crow,Freeman,Kennett,Beck,Roodhouse NAYS: 0 ABSTAIN: 0 ABSENT: 2 Betcher,Snodgrass Public Safety Item 3: PTA Fun Run FYI Only Public Safety Item 4: Replacement of Personnel Chief Piotrowski stated that he needs to replace Officer Cotty who resigned in October of 2012. Mayor Van Der Leest requested that the Council move this item to abeyance due to the climate at the State level with regards to monetary payments. She stated that she would like to recognize Chief Piotrowski for his du diligence with his department. Alderman Beck asked how often the academy runs. Chief Piotrowski stated that it is about every 3 months and there is a prospective person in the chute but you run the risk of losing them when you can t act timely. Motion by Wachtel, second by Crow to move the Replacement of Personnel item to Abeyance. Voice Vote. 6 Ayes. 2 Absent Public Safety Item 5: City Emergency Notification Chief Piotrowski stated that the Public Safety department has an emergency notification system in place. He stated that he wanted to see if there was any interest in putting a system in place for the water sewer, electric, and general City Hall use. He stated that there are 5 companies that supply this kind of service, and the PD uses Nexell. He stated that the cheapest one is $3500 a year. He stated that the problem is that if only 5 people sign up for the notifications then only 5 people will be notified. Item City Emergency Notification died for lack of a motion. Public Works Item 1: Grass Clippings/Grass in Sewer Director Rice stated that this ordinance is in response to grass clippings that are blown into the storm sewers. Chief Piotrowski stated that there would be a warning given first. Director Rice stated that there would need to be a few corrections made and would like to bring the final documents to City Council. Motion by Beck, second by Kennett to take to Council for consideration Ordinance O-13-075 Amending section 93.15 of the code book of the City of Geneseo, entitled Weeds, and O-13-076 Amending section 51.002 of the code book of the City of Geneseo permitted and non-permitted use of public sewers.. Public Works Item 2: Band Shell Director Rice stated that the band shell is decayed and the handicapped access is rotting and the hand rail is falling off. He stated that it is in need of paint and new soffits. He stated that he would also like to see a poured sidewalk from the band shell north to Pearl St., and sidewalks around the band shell and out to meet the main sidewalks. He stated that we need to make this more handicapped friendly. Motion by Wachtel, second by Beck to approve the request to allocate the funds from Cole Cabin and Humane Society Sale for use on the band shell maintenance and renovation.
Public Works Item 3: Bridge Resolution Director Rice stated that S. State St. Bridge is deteriorating at a rapid rate and he would like Council to petition the County to take the lead, they could turn this into a federal project. As a federal project 80% would be covered and our portion would be around $30,000. Finance Director Hughes stated that Highway Superintendent Brandau stated that the agreement to build the bridge was based on the maximum being levied for road and bridge, so in the fall we could levy the max and make the same agreement as was signed when the first bridge was built. Motion by Wachtel, second by Freeman to send R-13-063 A Resolution Authorizing the Mayor to Sign a Petition for County Aid to Build a Bridge at South State Street. Public Works Item 4: Geneseo Fen Director Rice stated that Angela Moorehouse made a presentation a year ago about the Geneseo Fen. He stated that she has contacted him once and he wanted to open it up for discussion. Alderman Crow stated that he feels that we should keep it out of state control. It has been protected accidently for years. He stated that he feels that we need to write an ordinance so that future generations understand the fragility of the area and that it should be protected. This is a part of Prairie Park so we need to include it on our City maps and post some signs. He stated that an ordinance would provide legal protection to keep future Council s from selling the property or damaging the ecosystem because they are unaware of it. Mayor Van Der Leest asked if Alderman Crow could be around on Thursday to talk to City Attorney Thurman. He stated that he would meet with City Attorney Thurman and work on a document. Public Works Item 5: First United Methodist Church Expansion Director Rice stated that the First United Methodist Church would like to have access which would include the current sidewalk. He stated that the sidewalks to the north and south would then become the property of First United Methodist Church. Motion by Wachtel, second by Beck to direct City Attorney and Director Rice to draw up the documents to approve this item at the next Council meeting. Public Works Item 6: State Street Resolution No Discussion Motion by Freeman, second by Wachtel to approve resolution R-13-065 A Resolution approving and authorizing the Mayor to sign a Local Agency agreement for Federal participation. Mayor Van Der Leest asked for a motion to add an item under Public Works entitled, clarifier. Motion by Beck, second by Wachtel to add the item clarifier. Public Works Item 7: Clarifier Director Rice stated that as an update on the Clarifier the lowest bid that came in is at $66,820 with no installation, with installation costing $19,500, and then it will need to be painted. He stated that it is unknown if this quote includes the removal of the old equipment. He stated that he would like to bring 2 quotes to the March City Council meeting for final approval, and get this ordered because there is a 12 to 16 week delivery time once ordered. Motion by Crow, second by Beck to take 2 quotes to the March City Council for final approval.
Update on State Street Project: Director Rice stated that the packets are out to the residents. He stated that we will be having a meeting on Thursday from 7-9pm and Saturday from 9-noon to start collecting the signatures from the residents. We need to get all 53 signatures before the project can begin, and if we can t get them then we will have to decide what we are going to do next. No Action Taken Electric Department: No Items Inspection Department: Inspector Mills stated that all side yard variances were granted at last night s Zoning Board Meeting. No Action Taken Alderman Kennett stated that he felt that we need to give some leeway to the building inspector to make routine decisions without bringing it to Council, which would cut down on processing time. Mayor Van Der Leest stated that we need to create a subcommittee to come up with a plan to streamline the process for zoning and economic development requests. She asked Alderman Roodhouse if he would work with Alderman Kennett and Inspector Mills to accomplish this. General Municipality Item 1: Standard & Poors Finance Director Hughes handed out a summary from Standard & Poors and he stated that the City of Geneseo received an upgrade from A- to A+ Stable. Mayor Van Der Leest stated that there will be a press release in coordination with the bond refinancing. No Action Taken General Municipality Item 2: CGI Finance Director Hughes stated that CGI communications would like to make a short film of the City of Geneseo. He stated that there would be a link on our website to view the film, but in return the City will have to send out a letter to businesses asking them to advertise with this company on the short film. Alderman Beck stated that he wasn t really comfortable with the City sending out this letter requesting advertising for a company that is not local; he stated that he isn t sure that is what the City is all about. Alderman Kennett stated that may be this would be better flying under the Chamber. Mayor Van Der Leest stated the consensus is that this item will die for lack of a motion and it can be referred to the Chamber. Item died for lack of a motion Alderman Roodhouse asked if the Council would be in favor of allotting a couple thousand dollars and hiring someone to create a short video for the City, no advertisement and would be copy write by the City. Alderman Beck stated that they could probably use Economic Development funds for this. General Municipality Item 3: Life Skills Finance Director Hughes stated that the Life Skills class from the high school is looking to bring their students over to job shadow. He stated that they would be teacher, employee supervised. Mayor Van Der Leest stated that it wouldn t actually be job shadowing; it would be to learn work skills. She stated that the jobs would include the lobby area cleaning, windows, inside and out, the conference room table and Council Chambers. She asked what employee would be supervising, and Chief Piotrowski stated that the CSO Mallum would be supervising. Motion by Roodhouse, second by Freeman to enter into an agreement with the Geneseo Public School District 228 Life Skills class for volunteer job shadowing beginning April 1.
General Municipality Item 4: Bi-State Regional Commission Resolution Finance Director Hughes stated that this is a Resolution for housekeeping. He stated that since we are a member of Bi-State we need to pass this. He stated that they are updating their by-laws. Motion by Kennett, second by Wachtel to approve the Resolution for Bi-State Regional Commission. General Municipality Item 5: Job Descriptions Director Opsal stated that the two job descriptions are for the Electric Line Foreman and Electric Lineman. He stated that they have been sent to the union for approval, but he hasn t heard anything back yet. He stated that it was just housekeeping, cleaning up verbiage, such as the change from Superintendent to Director. Motion by Crow, second by Beck to approve updated job descriptions. General Municipality Item 6: Municies Hearing Officer Contract Finance Director Hughes stated that the contract for the Municies Hearing Officer was drafted by Ancel, Glink. He stated that the contract is to protect both parties. Mayor Van Der Leest stated that a correction to the numbering on Entire Agreement needs to be corrected on the final document. Motion by Beck, second by Crow to approve the contract for the Municies Hearing Officer. General Municipality Item 7: Discussion of Sale of Bond No Discussion No Action General Municipality Item 8: Part Time Employees not to Exceed more than 30 hours of work a week Finance Director Hughes stated that employees with 29.5 hours are not covered now. He stated he would like to begin reviewing the Personnel Policy Manual to see how it lines up with Obama Care in the future. Motion by Beck, second by Wachtel to direct staff to review the Personnel Policy Manual for changes due to Obama Care. General Municipality Item 9: Liquor License Class Amendment Mayor Van Der Leest stated that she would like to see the process for issuing a Liquor License a little less time consuming. Ancel, Glink,herself and Finance Director Hughes are working together to put language in place for flexibility to permit an additional license to be issued without having to come back every time by setting a maximum and minimum number of licenses. She stated that right now we don t have a license for Casey s; we need to be able to move one from another class to create what we need and create a new class for a Brew Pub. Motion by Roodhouse, second by Beck to update the language of the liquor ordinance to allow a maximum number of liquor licenses, allowing the transfer of numbers between classes, and to create a new class for a Brew Pub. General Municipality Item 10: Geneseo Telephone Co. proposal for phone system replacement Mayor Van Der Leest stated that out of respect for the phone co. she is not going to release the figures until she is sure that the Council is moving forward with the replacement system. She stated that she would highly recommend it due to the amount of dropped calls and problems that staff are having with the current system. She stated that she would like to bring the proposal forward next month.
Motion by Wachtel, second by Freeman to bring the proposal for the replacement phone system from Geneseo Telephone Co. forward to the meeting next month.. Motion to enter into Executive Session at 8:15 PM by Wachtel, second by Freeman, Pursuant to personnel matter pursuant to: 5ILCS 120/2(c)(1) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Motion by Crow, second by Roodhouse to return to open session at 9:24PM. Action after Executive Session No action taken. Adjournment Motion by Beck, second by Wachtel to adjourn at 9:25 PM. Respectfully submitted, Loree K. Phlypo City Clerk
STATE OF ILLINOIS ) COUNTY OF HENRY ) SS CITY OF GENESEO ) I, Jill Laingen, Deputy City Clerk of Geneseo, Henry County, Illinois, do hereby certify that the foregoing are the original minutes of the Committee of the Whole Meeting on February 26 th, 2013, and that said minutes consisting of six pages were approved at the legally convened regular meeting of the City Council meeting on March 12 th, 2013. IN WITNESS WHEREOF, I have hereunto affixed my official signature and the seal of the City this 13 th day of March, 2013. (Seal) By: