City Council

MINUTES CITY OF DEKALB CITY COUNCIL COMMITTEE OF THE WHOLE MEETING SEPTEMBER 22, 2014 The City Council of DeKalb, Illinois held a Committee of the Whole Meeting on Monday, September 22, 2014 in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 5:07 p.m. A. ROLL CALL Economic Development Coordinator Jennifer Diedrich called the roll and the following members of City Council were present: Alderman Bill Finucane, Alderman Bob Snow, Alderman Ronald Naylor, Alderman David Baker, Alderman Monica O’Leary and Mayor John Rey. Alderman David Jacobson and Alderman Kristen Lash were absent. Also present were: City Manager Anne Marie Gaura, Assistant City Manager Rudy Espiritu, City Attorney Dean Frieders, Finance Director Cathy Haley, Fire Chief Eric Hicks, Police Commander John Petragallo, Public Works Director T.J. Moore, City Engineer John Laskowski, Economic Development Coordinator Jennifer Diedrich, and Deputy Clerk Ruth Scott. B. ITEMS ALSO ON THE REGULAR AGENDA None C. CONSIDERATIONS 1. Internship Program Economic Development Coordinator Jennifer Diedrich stated she has been appointed as the Intern Coordinator. She acts as a City resource for the interns, she maintains open lines of communications between the interns and City staff, evaluates and monitors the progress of assigned projects, organizes tours of all departments, hosts monthly brown bag luncheons to introduce one another and encourage camaraderie, and serves as their sounding board for any issues they may be encountering. Committee of the Whole Meeting September 22, 2014 Page 2 of 3 Ms. Diedrich also provided background of the City’s Internship Program stating that the program was established over fifty years ago and the City was the first municipality to employ a Northern Illinois University (NIU) Master of Public Administration (MPA) Management Intern in 1963. The City’s current intern program allows students planning on entering the local government profession to test the skills and theories they’ve learned in their academic career while gaining real-world experience. The program also provides mentoring, networking, municipal management, and evaluation and documentation of their progress while also benefiting the City and providing support to the citizens of DeKalb. The City currently has six interns – two NIU MPA Management interns that work out of the City Manager’s office, one NIU MPA Management intern that splits time between the City Manager’s Office and the Community Development Department, two NIU undergraduate interns that operate out of the Police Department, and one 711 Legal intern that operates out of the Municipal Court held at City Hall. The Public Works Department is planning for a GIS intern to split time between the DeKalb-Sycamore Area Transportation Study (DSATS) and the Water Division, a role approved for in FY15 budget. Economic Development Coordinator Diedrich further stated that while the City Manager’s Office and the Police Department have been the departments where interns have typically been placed, the City Manager has future plans to improve and grow the City’s program even further with an intern being assigned to the Fire Department and two interns being assigned to the Police Department. Fire Chief Eric Hicks stated that one graduate student from the NIU School of Geography would be placed with the Fire Department to assist with the upgrade of the CAD system. Police Commander John Petragallo stated that one graduate from the NIU MPA Program would be assigned to Police Administration to assist in facilitating the development of the Intelligence Driven Policing Model, review management processes and make recommendations for improvement, examine finance procedures from petty cash to budgeting, examine purchase and procurement procedures, and research and apply for grant funding. Police Commander Petragallo stated the other intern would be a graduate student from the NIU School of Psychology and would be assigned to the Domestic Violence Unit. Due to the high number of domestic violence cases reported each year, sometimes small details are overlooked. This intern would be used for report review of the domestic violence cases, assist with the development of proactive methodologies to reduce the calls for service associated with domestic  Committee of the Whole Meeting September 22, 2014 Page 3 of 3 violence, enhance the delivery of services to victims of abuse, establish early intervention practices, and seek grant funding to further develop the program. D. RECESS FOR EXECUTIVE SESSION Alderman Finucane moved to hold an executive session to discuss Personnel as provided for in 5 ILCS 120/2(c)(1); Sale of Property as provided for in 5 ILCS 120/2(c)(6); Pending or Imminent Litigation 5 ILCS 120/2(c)(11); Collective Bargaining as provided for in 5 ILCS 120/2(c)(2); and Selection of a Person to Fill a Public Office as provided for in 5 ILCS 120/2(c)(3). Motion seconded by Alderman O’Leary. Mayor Rey closed the meeting to the public at 5:18 p.m. Alderman Lash arrived at 5:20 p.m. during the closed session of the meeting. Mayor Rey opened the meeting to the public at 6:11 p.m. E. ADJOURNMENT Alderman Finucane moved to adjourn the meeting, seconded by Alderman Lash. Motion carried on a voice vote. Mayor Rey declared the meeting adjourned at 6:11 p.m. __________________________________________ RUTH A. SCOTT, Deputy City Clerk Approved by City Council Date: October 13, 2014  MINUTES CITY OF DEKALB REGULAR MEETING OF CITY COUNCIL SEPTEMBER 22, 2014 The City Council of DeKalb, Illinois held a regular meeting on Monday, September 22, 2014, in the Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 6:16 p.m. A. ROLL CALL Economic Development Coordinator Jennifer Diedrich called the roll and the following members of City Council were present: Alderman Bill Finucane, Alderman Kristin Lash, Alderman Bob Snow, Alderman Ronald Naylor, Alderman David Baker, Alderman Monica O’Leary and Mayor John Rey. Alderman David Jacobson was absent. Also present were: City Manager Anne Marie Gaura, Assistant City Manager Rudy Espiritu, City Attorney Dean Frieders, Finance Director Cathy Haley, Fire Chief Eric Hicks, Police Commander John Petragallo, Public Works Director T.J. Moore, City Engineer John Laskowski, Economic Development Coordinator Jennifer Diedrich, and Deputy Clerk Ruth Scott. B. PLEDGE OF ALLEGIANCE Officer Fernandez led the Pledge of Allegiance to the Flag. C. APPROVAL OF THE AGENDA – ADDITIONS / DELETIONS MOTION Alderman Snow moved to approve the agenda, seconded by Alderman Lash. Motion carried 7-0-1 on a roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Mayor Rey declared the motion passed. D. PUBLIC HEARINGS None.  Regular City Council Meeting Minutes September 22, 2014 Page 2 of 8 E. SPECIAL ITEMS OR PRESENTATIONS & CITIZENS COMMENTS 1. Special Items a. Mayor Rey read the Proclamation for Fire Prevention Week, October 5 – 11, 2014, and presented the Proclamation to Fire Chief Hicks. Chief Hicks thanked the Mayor and Council for the support they show throughout the year. Chief Hicks also stated that the Fire Department has smoke detectors for those residents needing one. b. Mayor Rey read the Proclamation for Community Planning Month, October 2014. c. Mayor Rey read the Proclamation for DeKalb Public Library “The Big Read” Month, October 2014, and presented it to Dee Coover, Director of the DeKalb Public Library. 2. Presentations a. Public Works Director Moore presented a commendation to Public Works Crew Leader/Technician Scott Rongey. Mr. Rongey rescued a small child from the middle of the street on August 26, 2014. b. DeKalb Public Library Director Dee Cover presented the library’s annual report. Ms. Coover stated the new library board president was Virginia Cassidy. Ms. Coover also stated the library had recently received a large sum of money from the State of Illinois which is largest amount the state has ever given a public library. Ms. Coover further stated that the library is a very busy place and staff are very excited about the new library and would like to come back to a Council meeting in the near future to discuss detailed plans. F. CONSENT AGENDA – OMNIBUS VOTE Alderman Naylor asked to remove item F.10 from the Consent Agenda. MOTION Alderman O’Leary moved to approve the Consent Agenda as amended, seconded by Alderman Lash. Motion carried on a 7-0-1 roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Mayor Rey declared the motion passed. Regular City Council Meeting Minutes September 22, 2014 Page 3 of 8 MOTION Alderman Finucane moved to approve the listings on the Consent Agenda as amended, seconded by Alderman Lash. Motion carried on a 7-0-1 roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Mayor Rey declared the motion passed. 1. Approval of City Council Minutes a. Committee of the Whole Minutes of August 25, 2014 b. Regular Meeting Minutes of August 25, 2014 c. Committee of the Whole Minutes of September 8, 2014 d. Regular Meeting Minutes of September 8, 2014. Approved in the Consent Agenda by Omnibus Vote. 2. Receive & File a. Accounts Payable through September 23, 2014 in the amount of $420,146.88. b. Accounts Payable through September 11, 2014 in the amount of $344,982.65. c. Finance Advisory Committee Meeting Minutes of August 20, 2014. d. Citizen’s Community Enhancement Commission Minutes of June 16, 2014. Received and filed in the Consent Agenda. 3. Resolution 2014-084 Authorizing an Outdoor Patio Lease with Eduardo’s from September 18, 2014, through December 31, 2017. Approved in the Consent Agenda by Omnibus Vote. 4. Resolution 2014-085 Authorizing an Outdoor Patio Lease with O’Leary’s Restaurant from September 18, 2014, through December 31, 2017. Approved in the Consent Agenda by Omnibus Vote. 5. Resolution 2014-086 Authorizing an Outdoor Patio Lease with the Hillside Restaurant from September 18, 2014, through December 31, 2017. Approved in the Consent Agenda by Omnibus Vote.  Regular City Council Meeting Minutes September 22, 2014 Page 4 of 8 6. Resolution 2014-087 Authorizing an Agreement with Hanson Professional Services for Engineering Services Related to the Construction of a Concrete Threshold for New Hangar Construction at DeKalb Taylor Municipal Airport in the Amount of $37,530. Approved in the Consent Agenda by Omnibus Vote. 7. Resolution 2014-088 Authorizing an Amendment to the Parsons Brinkerhoff Agreement to Add Additional Activities to the DeKalb-Sycamore Area Transportation Study (DSATS) Long Range Transportation Plan Contract in an Amount Not to Exceed $34,000. Approved in the Consent Agenda by Omnibus Vote. 8. Resolution 2014-089 Authorizing an Agreement Between the American Federation of State, County and Municipal Employees (AFSCME) Local #813 and the City of DeKalb for the Period Beginning January 1, 2014 through December 31, 2016. Approved in the Consent Agenda by Omnibus Vote. 9. Resolution 2014-090 Approving the Closure of a Portion of Illinois Route 38 on Thursday, October 2, 2014 from 4:30 p.m. to 6:30 p.m. for the 2014 DeKalb High School Homecoming Parade. Approved in the Consent Agenda by Omnibus Vote. 10. Resolution 2014-091 Authorizing an Extension of the Intergovernmental Tax Abatement Agreement with DeKalb Community Unit School District #428, DeKalb Park District, DeKalb Library District, DeKalb Sanitary District and DeKalb Township through December 31, 2015. Mayor Rey read Resolution 2014-091 by title only. MOTION Alderman Snow moved to pass Resolution 2014-091, seconded by Alderman O’Leary. Alderman Naylor asked if this agreement had been approved by all taxing bodies. City Attorney Frieders replied it had except for the DeKalb Central Unified School District #428 but they were expected to approve it during their September 22, 2014, board meeting. VOTE Motion carried by a 7-0-1 roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Mayor Rey declared the motion passed. G. ITEMS FOR SEPARATE ACTION 1. Resolution 2014-092 Adopting Certain Financial Management Policies. Regular City Council Meeting Minutes September 22, 2014 Page 5 of 8 Mayor Rey read Resolution 2014-092 by title only. MOTION Alderman Snow moved to pass Resolution 2014-092, seconded by Alderman O’Leary. Finance Director Haley reported that several of the City’s financial policies were reviewed over the last few months with changes and additions taken to the Finance Advisory Committee meeting of August 20, 2014 for the committee’s review. Changes and additions were made to the following policies: Budget Policy; Fund Balance Policy; Revenue and Expenditure Policy; Accounting, Auditing and Financial Reporting Policy; Capital Asset Policy; and the Debt Management Policy. Alderman Naylor stated he had concerns regarding the Short-Term Debt section of the Debt Management Policy where it states the City Manager can draw up to $1 million without Council’s approval from a line of credit. Alderman Naylor asked Finance Director Haley if that was typical of most cities. Finance Director Haley stated it was atypical of most cities; however, this section of the policy was incorporated several years ago. Alderman Naylor asked if the City had ever drawn on this line of credit. Assistant City Manager Espiritu stated the City had done so previously. In 2009 the City had trouble making payroll when the State of Illinois wasn’t paying on time. Alderman Naylor stated he would like for the policy to state that a special meeting of the City Council would be called to request approval from the Council prior to the City Manager withdrawing $1 Million. City Manager Gaura recommended removing the Short-Term Debt portion of the Debt Management Policy that states the City Manager can draw $1 Million from the City’s line of credit. Mayor Rey asked Finance Director Haley to review the policy that was in place in 2009 and report back to Council. Alderman Naylor stated that throughout some of the policy sections, the terminology of “should” versus “shall” arises. He further stated that the word “shall” is mandatory while the word “should” is permissive. City Manager Gaura stated that during the Finance Advisory Committee meeting of September 11, 2014, committee member Tom Teresinski suggested changing some of the wording in the newly revised financial policies. Mr. Teresinski then spoke to Council regarding his suggestion.  Regular City Council Meeting Minutes September 22, 2014 Page 6 of 8 Mayor Rey recommended this item be postponed until the policies in question could be further reviewed by the Finance Advisory Committee. MOTION RESCINDED The current motion of Alderman Snow, seconded by Alderman O’Leary, approving Resolution 2014-092 was rescinded. 2. Ordinance 2014-034 Authorizing the Issuance of Not to Exceed $2,950,000 General Obligation Refunding Bonds, Series 2014, of the City of DeKalb, Illinois. Mayor Rey read Ordinance 2014-034 by title only. MOTION Alderman Snow moved to receive and file Ordinance 2014-034; seconded by Alderman Finucane. MOTION Alderman Snow moved to pass Ordinance 2014-034; seconded by Alderman Finucane. Elizabeth Hennessey of William Blair presented a report to Council regarding the Series 2014 General Obligation Refunding Bonds. Ms. Hennessey stated a public sale of the bonds would involve getting a bond rating. She further stated that savings would be higher for the City by putting it through a private sale. There was a brief discussion regarding the bond issue. Alderman Naylor asked how many times this bond had been refunded. Finance Director Haley stated this bond refunded the 2000 issue. The 2000 series bond had new money and some refunding components for the 1998 and 1999 note deals. After some research, it was found that those notes financed waste, water and storm sewer issues. Alderman Naylor advised he would like for staff to create a report showing what the bonds funded. VOTE Motion to receive and file Ordinance 2014-034 carried by a roll call vote of 7-0-1. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. VOTE Motion to waive second reading of Ordinance 2014-034 carried seconded by a roll call vote of 7-0-1. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Regular City Council Meeting Minutes September 22, 2014 Page 7 of 8 H. NEW OR UNFINISHED BUSINESS None. I. REPORTS – COMMUNICATIONS Alderman Finucane congratulated the DeKalb Barbs on their win over the Sycamore Spartans at the Castle Challenge on September 19, 2014. Alderman Lash mentioned a story she read in the Northern Star that said Huskie buses were being returned to the turnaround on the west side of the Holmes Student Center due to pedestrian safety concerns. Alderman Snow had nothing to report. Alderman Naylor complimented Castle Bank on the most successful Castle Challenge to date. He further congratulated the DeKalb Barbs on their win over the Sycamore Spartans. Alderman Naylor also reported that he would be hosting another coffee at the Barb City Manor on Saturday, October 18, 2014. Alderman Naylor commented that he and several council members had attended the Illinois Municipal League (IML) Conference this past week and came back with several helpful ideas from the seminars attended. Alderman Baker reported he was happy to hear that the DeKalb Barbs defeated the Sycamore Spartans at the Castle Challenge. Alderman O’Leary had nothing to report. Mayor Rey reported that the IML was attended by several council members. He further stated that it was great to meet with other municipalities and know that other communities are dealing with the same issues as DeKalb. City Manager Gaura had nothing to report. City Attorney Frieders reported on the recent public attention over the traffic safety checkpoint held in DeKalb over the weekend. The police officer shown in the video was not a City of DeKalb Police Officer but an officer from another agency. City Attorney Frieders also reported he had the opportunity to speak with City Clerk Peerboom and she has decided to tender her official resignation this week due to health issues. Economic Development Coordinator Diedrich reported that former 711 intern, Alexis Simmons, has graduated from the NIU College of Law for Prosecution and was currently awaiting to sit for the bar exam.  Regular City Council Meeting Minutes September 22, 2014 Page 8 of 8 Assistant City Manager Espiritu had nothing to report. Finance Director Haley had nothing to report. Police Commander Petragallo had nothing to report. Fire Chief Hicks reminded everyone of the Fire Department’s Pancake Breakfast on Sunday, October 5, 2014. Public Works Director Moore had nothing to report. City Engineer Laskowski had nothing to report. J. RECESS FOR EXECUTIVE SESSION Alderman Naylor moved to approve a request to hold a closed session to discuss Personnel as provided for in 5 ILCS 120/2(c)(1); Sale of Property as provided for in 5 ILCS 120/2(c)(6); Pending or Imminent Litigation 5 ILCS 120/2(c)(11); Collective Bargaining as provided for in 5 ILCS 120/2(c)(2); and Selection of a Person to Fill a Public Office as provided for in 5 ILCS 120/2(c)(3); seconded by Alderman Lash. Motion carried on a 7- 0-1 roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Absent: Jacobson. Mayor Rey declared the motion passed. Mayor Rey closed the meeting to the public at 7:33 p.m. Mayor Rey opened the meeting to the public at 8:25 p.m. K. ADJOURNMENT Alderman Lash moved to adjourn the meeting, seconded by Alderman Finucane. Motion carried on voice vote. Mayor Rey declared the meeting adjourned at 8:25 p.m. ____________________________________ RUTH A. SCOTT, Deputy City Clerk Approved by City Council Date: October 13, 2014