City Council

MINUTES CITY OF DEKALB COMMITTEE OF THE WHOLE MEETING FEBRUARY 27, 2017 The City Council of DeKalb, Illinois held a Committee of the Whole meeting on February 27, 2017 in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 5:01 p.m. A. ROLL CALL City Clerk Jennifer Jeep Johnson called the roll, and the following members of the City Council were present: Alderman Bill Finucane, Alderman Kate Noreiko, Alderman Dave Baker, Alderman Tony Faivre and Mayor John Rey. Alderman Bob Snow arrived at 5:01 p.m. Alderman Mike Marquardt arrived at 5:38 p.m. Alderman David Jacobson arrived at 5:47 p.m. Also present were: City Manager Anne Marie Gaura, Assistant City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Finance Director Cathy Haley, Police Chief Gene Lowery, Fire Chief Eric Hicks, Community Development Director Jo Ellen Charlton, Public Works Director Tim Holdeman, Human Resources Director Cris Randall, Information Technology Director Marc Thorson, Management Analyst Lauren Stott, and City Clerk Jennifer Jeep Johnson. B. ITEMS ALSO ON THE REGULAR AGENDA There were none. C. CONSIDERATIONS 1. FY2016.5 Year-End Strategic Plan Update. Mayor Rey introduced Management Analyst Stott, who provided background on this item. Assistant City Manager Hoppenstedt reviewed the agenda for the presentation. She explained that the presentation covers three status categories for action items: 1) Achieved (items that City staff identified to be worked on for this fiscal year); 2) Not achieved (staff has not addressed an item this fiscal year); and 3) Completed (action has been completed for the strategic plan timeframe). This fiscal year identified 51 action items – two were completed, 47 were achieved, and two were not achieved. Assistant City Manager Hoppenstedt highlighted the two completed items: 1) Being identified as a bike friendly community at a bronze level; and 2) Celebrating the opening of the library expansion, to emphasize its importance as a central gathering place. Committee of the Whole Meeting Minutes February 27, 2017 Page 2 of 4 Assistant City Manager Hoppenstedt then highlighted those items not achieved: 1) Establishment of a business incubator. While staff continues to meet with various stakeholders, this item has taken a lower priority at this time. 2) Acquire and maintain an efficient enterprise software system. At the direction of Council, this item was paused until an Information Technology Director was hired. Assistant City Manager Hoppenstedt provided an overview of the 51 Action Items that were achieved as they related to the five visions detailed in the Strategic Plan. Management Analyst Stott provided the achievements in the Sense of Place category: 1) To identify and connect consistently with underrepresented populations; 2) Develop aesthetic and imagine enhancing projects and programs; and 3) Community Vitality and a Vibrant Downtown. Assistant City Manager Hoppenstedt provided achievements in the following categories: Vision of Inclusiveness: 1) Review and adjust City policies, practices, and programs to serve this core vision. Vision of Accessibility: 1) Explore the possibility of a bicycle friendly community distinction. Vision of Efficient, Quality, and Responsive Services Achievement: 1) communicate updates on current infrastructure projects to residents in a timely manner. 2) Ensure compliance with federal and state laws. FY2017 Goals and Strategies: 82 Action items were identified on which to focus, 45 of which are carry-over, and 37 of which are new. The next update with be in roughly three months. Alderman Noreiko thanked staff for the update, and asked how citizens can keep up-to-date on progress. Assistant City Manager Hoppenstedt responded that the first quarterly update is available as a quick-link on the City’s website home page. The update provided at this meeting will be available on the website in roughly a week. Further discussion ensued as to the bicycle friendly community distinction item. Alderman Faivre suggested that the bicycle friendliness of the City be considered when reviewing the Complete Streets Program planning. Management Analyst Stott encouraged Council and the community to provide any additional feedback. Mayor Rey thanked staff for their work, and suggested that a meeting be added for a Strategic Planning discussion for FY2018.  Committee of the Whole Meeting Minutes February 27, 2017 Page 3 of 4 2. 2017 Street Maintenance Program. Public Works Director Holdeman provided background on this item, which is to request approval for the 2017 Street Maintenance Program. He provided specific information on the amount and types of roads located within DeKalb. He also highlighted that the pavement condition is very important when considering upkeep, listing several factors to be weighed. Public Works Director Holdeman highlighted the Pavement Condition Index, which provides data on degradation over time. He identified three different condition categories: 1) acceptable; 2) pre-failing; and 3) failing. He also explained how the categories impact projected costs. Public Works Director Holdeman explained that the City isn’t going to be able to turn the road conditions around within a year, but there is a vision for the future on how to address them moving forward. Alderman Baker inquired as to the use of Tax Increment Financing (TIF) for road maintenance. City Manager Gaura explained that a multi-year plan is coming forward for review, and addressed the different philosophies that could be adopted regarding the use of TIF monies. Public Works Director Holdeman briefly identified streets for maintenance, including 328 locations scheduled for patching, which will then be categorized based on size, etc. He also provided cost estimates for the project, stating they may be adjusted based on money available. He further explained that the future includes a strategy for a dedicated funding source. Alderman Noreiko inquired as to whether curbs are part of sidewalk maintenance, with the response being they are part of street maintenance. She added that the yellow no parking stripes are worn away, and whether they'd be addressed. Public Works Director Holdeman said there is a striping program, and encouraged citizens to let Public Works know where restriping needs to occur. Brief discussion ensued as to action required by Council. Alderman Baker raised the issue of potentially bonding for streets, which was briefly discussed, especially as they interact with TIF. Further discussion ensued as to a dedicated funding source, including a potential gas tax, including how it interacts with the so called "lock box" amendment. Alderman Noreiko added that she receives a significant amount of comments regarding street maintenance needing to be done outside of the TIF districts, and looks forward to being able to address those issues. Committee of the Whole Meeting Minutes February 27, 2017 Page 4 of 4 D. PUBLIC PARTICIPATION Mike Bauling expressed concern over the proposed Street Maintenance Program, and provided additional data on what's needed from his perspective. He does not believe this is the best use of the City’s funds. E. RECESS FOR EXECUTIVE SESSION OF THE CITY COUNCIL 1. Approval to Hold an Executive Session to Discuss Personnel as Provided for in 5 ILCS 120/2(c)(1). 2. Approval to Hold an Executive Session to Discuss Collective Bargaining as Provided for in 5 ILCS 120/2(c)(2). MOTION Alderman Noreiko moved to hold an Executive Session; seconded by Alderman Finucane. VOTE Motion carried on an 8-0 roll call vote. Aye: Jacobson, Finucane, Marquardt, Snow, Noreiko, Baker, Faivre, Rey. Mayor Rey declared the motion passed. Mayor Rey closed the meeting to the public at 6:00 p.m. Mayor Rey opened the meeting to the public at 6:18 p.m. F. ADJOURNMENT MOTION Alderman Jacobson moved to adjourn; seconded by Alderman Marquardt. VOTE Motion carried on an 8-0 voice vote. Aye: Jacobson, Finucane, Marquardt, Snow, Noreiko, Baker, Faivre, Rey. Mayor Rey declared the motion passed and concluded the meeting at 6:18 p.m. ________________________________ JENNIFER JEEP JOHNSON, City Clerk Approved by City Council: March 27, 2017.