City Council

MINUTES CITY OF DEKALB SPECIAL CITY COUNCIL MEETING APRIL 4, 2018 The City Council held a Special Committee of Whole meeting on April 4, 2018, in the Council Chambers, located at the City of DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Smith called the meeting to order at 5:00 p.m. A. ROLL CALL Deputy City Clerk Carri Parker called the roll, and the following members of the City Council were present: Alderman David Jacobson, Alderman Bill Finucane, Alderman Michael Marquardt, Alderman Pat Fagan, Alderman Kate Noreiko, Alderman Patrick Fagan, Alderman Mike Verbic, and Mayor Jerry Smith. Also present were: Interim City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Finance Director Molly Talkington, and Deputy City Clerk Carri Parker. Alderman Finucane commented on the 50th anniversary of the assignation of Dr. Martin Luther King, Jr. Alderman Finucane read a quote by Dr. Martin Luther King, Jr. Alderman Fagan referenced Item B on the agenda and asked about public participation. Mayor Smith stated that Public Participation would be part of the agenda. Alderman Finucane asked if the agenda needed to be approved with the verbal addition of Public Participation. Attorney Frieders stated that if the agenda is followed accordingly it would be allowed. Mayor Smith expressed his concerns with the actions that occurred at the Special City Council meeting of March 30, 2018 and apologized for the City’s mistake of calling a Special meeting on a state holiday (Good Friday). City Attorney Frieders explained the reasoning behind the Special City Council meeting called on March 30, 2018. He stated that the Opens Meeting Act (OMA) lists which state holidays are recognized, adding they are listed in the state statute. He explained that the notification of the error of scheduling the meeting was announced accordingly. He expressed that staff apologizes for the error. City Attorney Frieders further stated that the information being presented at this meeting should be viewed as new and that Council should disregard any information from the March 30, 2018, meeting. Special City Council Meeting April 4, 2018 Page 2 of 6 Interim City Manager Hoppenstedt also apologized for the error of scheduling a meeting on a state holiday. She expressed that staff would strive to never let that happen again. B. RESOLUTION 2018-042 AUTHORIZING THE WAIVER OF BIDS, THE EXECUTION OF THE PURCHASE OF PUBLIC SAFETY PUBLIC RADIO PACKAGES WITH EF JOHNSON, AND PAYMENT IN EXCESS OF $20,000 AND NOT TO EXCEED $171,000. Mayor Smith read Resolution 2018-042 by title only. MOTION Alderman Verbic motioned to approve Resolution 2018-042; seconded by Alderman Finucane. Finance Director Talkington explained the reason behind the request to purchase public safety radios. She stated that the City has not applied for the federal grant yet, but it could be an offset. She mentioned that the grant notification would not be until late July 2018. She added that the Fire Department does have $60,000 to offset the purchase of the Fire radios. Police Commander Leverton provided background information on the relationship with EF Johnson. He summarized the history of the County’s radio project. He mentioned there was a Request for Proposal process and EF Johnson was selected to provide the County radios. He explained the cost associated with the single-band radios was $2,820 each and dual-band radios were $4,250 each, before any bulk discounts and any accessory purchase. Police Commander Leverton continued, stating that DeKalb County Deputy Chief Sullivan approached the City stating that EF Johnson would have the radios available early. The dual-band radios are $1,000 each due to an order cancellation. Police Commander Leverton expressed the bonus of having the dual band radios working with other governmental agencies during emergencies. The cost advantage plus the two departments having the same technology would allow for sharing of equipment between departments. Alderman Jacobson requested to see the radio and stated it is a nice piece of equipment. Alderman Noreiko asked why DeKalb was given this opportunity. Police Commander Leverton explained that the timing was perfect as the County had already been in contact with EF Johnson for their radio purchases. By the County asking if other communities would have the same opportunity available, the City was contacted. Deputy Fire Chief McMaster explained that the Fire Department is requesting 70 radios. He stated that the Fire Department has been working on a VHF system for the past 30 years. He explained that the Fire Department had investigated two grant opportunities:  Special City Council Meeting April 4, 2018 Page 3 of 6 State Fire Marshall Office for $25,000 and the Assistance Firefighter Grant (AFG) through FEMA. He stated that the process starts next month and that it could take up to a year to receive the funds. He explained that if the grant is awarded, the City will not be reimbursed for the purchase of the radios, but it will allow for the purchase of the accessories. With this lower price from EF Johnson, the Fire Department would be able to purchase all the radios needed. Alderman Fagan asked about the grant match and if it was budgeted. Deputy Fire Chief McMaster confirmed that 10% of the grant has been budgeted and confirmed that $200,000 was budgeted. Alderman Jacobson expressed his concern on the budget changes. He stated that the changes in revenues need to be discussed and Council needs to address any shortfalls. Alderman Fagan stated that even if it saves one life, communication between departments/agencies is imperative. He pointed out that it is $11,000 over budget for FY2018. Alderman Verbic thanked staff for the budget options and stated it is helpful for Council consideration. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Finucane, Marquardt, Fagan, Noreiko, Verbic Smith. Nay: None. Absent: Faivre. Alderman Marquardt left the dais at 5:31 p.m., returning at 5:33 p.m. C. BUDGET WORKSHOP Finance Director Talkington stated that the budget contains many assumptions within personnel. She added that the 2.5% increase for non-bargaining employees is listed. She added that this was an assumption and not accurate salaries. Interim City Manager Hoppenstedt presented the services that the City Manager’s Office provides to the community and other internal departments. She explained the roles of each of the staff members in the City Manager’s Office. She continued with the primary functions, such as policy review, Freedom of Information Act requests, OMA compliance, overseeing boards and commissions, mass communication, public outreach/relations, legal support, professional support for the seven City departments, project management, and research and data analysis. Interim City Manager Hoppenstedt continued by summarizing the line item budget for the City Manager’s Office. Special City Council Meeting April 4, 2018 Page 4 of 6 Alderman Fagan asked about the percentage distribution of salaries. Interim City Manager Hoppenstedt explained that employees are split between funds, stating that 90% was General Fund and 10% is the Water Fund. Alderman Fagan questioned the grant options for the interns. Interim City Manager Hoppenstedt explained that the interns were receiving a grant and in FY2018 the interns are not receiving any grants. She clarified that the interns that receive the grants are in other departments. Alderman Fagan asked about the car allowance and when it was started for department heads. Alderman Jacobson and Alderman Finucane stated that the car allowance dates back to former City Manager Mark Biernacki. Interim City Manager Hoppenstedt stated that staff would bring the car allowance back to Council for further consideration. Alderman Fagan asked about the meeting expenses and why the increase in FY2018. Interim City Manager Hoppenstedt explained that the Interns and Analysts were added in FY2018 City Manager’s Office meetings budget causing the increase, as they were not included previously. Alderman Fagan asked about the distribution of the City Attorney expenses. Interim City Manager Hoppenstedt explained that the expense has moved around over the years but can be brought back to the City Manager’s Office with the guidance of the Council. Alderman Jacobson expressed his concern about the budgeted expenses in the City Manager’s Office. He stated that the difficult discussion needs to be had with regard to cutting back on training and development across departments. Interim City Manager Hoppenstedt explained the changes made in the past years relative to cutting professional development. Mayor Smith pointed out that the City Manager’s Office is budgeted $60,000 less in 2018 than in 2017. He stated that looking at each item may need to be addressed more than others. Alderman Noreiko questioned special events and employee meetings. Interim City Manager Hoppenstedt explained that these are expenses for snacks and beverages for a variety of meetings. Alderman Verbic stated that the car allowance being provided to highly compensated employees needs to be looked at with future policy discussion. He stated that the City needs to focus on customer service and allowing for more transparency. He suggested that for conferences, one person should attend and report back to the City.  Special City Council Meeting April 4, 2018 Page 5 of 6 Mayor Smith summarized the discussion, indicating that further discussion and possible action needs to be had regarding professional meetings, car allowance, dues, and subscriptions. Interim City Manager Hoppenstedt explained the Legislative budget process by working directly with Mayor Smith. Alderman Jacobson questioned the amount of the Metro West dues. Interim City Manager Hoppenstedt explained that the dues price is based on the population of the City. Interim City Manager Hoppenstedt explained the line item budget for the DeKalb Municipal Band. She expressed that the budget was cut by $10,000 in 2018 for personnel costs. D. PUBLIC PARTICIPATION Mayor Smith asked for any public participation. No one came forward. Finance Director Talkington confirmed that the items in need of review were professional meetings, car allowances, dues, and subscriptions. Alderman Jacobson stated he was satisfied with the process of going through the line item budget and feels this process is valuable. Interim City Manager Hoppenstedt provided background information on the car allowance going back to 2006, indicating that the actual allowance paid in 2006 was $18,900. Alderman Fagan asked what the car allowance was in 2012. Interim City Manager Hoppenstedt stated the car allowance in 2012 was $11,910. Alderman Fagan pointed out that amount is different than 2006. Alderman Finucane expressed his gratitude to the Council for coming prepared. E. RECESS FOR EXECUTIVE SESSION OF THE CITY COUNCIL Mayor Smith read the following items: 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 Selection of a Person to Fill a Public Office as Provided for in 5 ILCS 120/2(c)(3). MOTION Special City Council Meeting April 4, 2018 Page 6 of 6 Alderman Noreiko moved to hold an Executive Session; seconded by Alderman Jacobson. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Finucane, Marquardt, Fagan, Noreiko, Verbic, Smith. Nay: None. Absent: Faivre. Mayor Smith declared the motion passed. Mayor Smith closed the meeting to the public at 6:20 p.m. Mayor Smith opened the meeting to the public at 6:40 p.m. F. ADJOURNMENT Mayor Smith asked for a motion to adjourn. MOTION Alderman Noreiko motioned to adjourn the meeting; seconded by Alderman Verbic. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Finucane, Marquardt, Fagan, Noreiko, Verbic, Smith. Nay: None. Absent: Faivre. Mayor Smith declared the motion passed. Mayor Smith adjourned the meeting at 6:41 p.m. __________________________________________ CARRI PARKER, Deputy City Clerk Approved by City Council: April 23, 2018.