City Council

MINUTES CITY OF DEKALB REGULAR MEETING OF CITY COUNCIL APRIL 23, 2018 The City Council of DeKalb, Illinois held a Regular meeting on April 23, 2018 in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Smith called the meeting to order at 6:05 p.m. A. ROLL CALL Deputy City Clerk Scott called the roll and the following members of the City Council were present: Alderman Bill Finucane, Alderman Mike Marquardt, Alderman Pat Fagan, Alderman Kate Noreiko, Alderman Mike Verbic, and Mayor Jerry Smith. Alderman Dave Jacobson arrived at 6:06 p.m. Alderman Tony Faivre was absent. Also present were: Interim City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Finance Director Molly Talkington, Police Chief Gene Lowery, Fire Chief Eric Hicks, Community Development Director Jo Ellen Charlton, Public Works Director Tim Holdeman, Assistant Public Works Director Bryan Faivre, Information Technology Director Marc Thorson, Human Resources Director Cris Randall, Community Services Assistant Joanne Rouse, Management Analyst Patrick DiDiana, Interim Support Services Superintendent Andy Raih, and Deputy City Clerk Ruth Scott. B. PLEDGE OF ALLEGIANCE Police Sergeant Jeff Weese led the Pledge of Allegiance. C. APPROVAL OF THE AGENDA – ADDITIONS / DELETIONS Mayor Smith asked Council members if there were any additions or deletions to the agenda. There were none. MOTION Alderman Noreiko motioned to approve the agenda; seconded by Alderman Verbic. VOTE Motion carried by 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. D. PUBLIC HEARINGS Mayor Smith opened the Public Hearing at 6:08 p.m. and read the following by title only: Regular Meeting of City Council Agenda April 23, 2018 Page 2 of 12 1. 2018 Proposed Annual Action Plan for One Year Use of Funds (April 1, 2018 – March 31, 2019) Under the Community Development Block Grant (CDBG) Program. Community Services Assistant Rouse provided an overview of this item. The Community Development Block Grant (CDBG) Consolidated Plan is a five-year plan that provides a unified vision for developing actions designed to address housing and community development needs. Development of the plan is a collaborative activity between the City and the local community that creates the opportunity for citizen participation in setting long-term CDBG five-year strategies and short-term actions to meet priority needs. She then outlined the objectives identified by the CDBG Five-Year Consolidated Plan (2015- 2019). Mayor Smith asked if there was anyone present who wished to speak to this item. There were none. There was brief discussion between Alderman Noreiko and Community Services Assistant Rouse regarding the funds available to assist with private property rehabilitation, which provides grants to very low/low-income homeowners to make exterior and interior repairs. Mayor Smith closed the Public Hearing at 6:17 p.m. E. SPECIAL ITEMS OR PRESENTATIONS & CITIZEN’S COMMENTS 1. Special Items a. Proudly DeKalb Mayor Smith presented Cate Cardella with a Certificate of Commendation for her efforts in organizing an event to help clean-up the downtown area, which was very successful. b. Proclamation: Administrative Professionals Day – April 25, 2018. Mayor smith read the proclamation and presented it to Executive Assistant Ruth Scott. c. Proclamation: Arbor Day – April 27, 2018. Mayor smith read the proclamation and presented it to Interim Support Services Superintendent Andy Raih. d. Proclamation: International Firefighter’s Day – May 4, 2018. Mayor Smith read the proclamation and presented it to Fire Chief Hicks and other members of the Fire Department e. Proclamation: Municipal Clerks Week, May 6-12, 2018.  Regular Meeting of City Council Agenda April 23, 2018 Page 3 of 12 Mayor Smith read the proclamation and presented it to Deputy City Clerk Ruth Scott. f. Proclamation: Public Service Recognition Week, May 6-12, 2018. Mayor Smith read the proclamation and presented it to Interim City Manager Patty Hoppenstedt. g. Proclamation: Letter Carriers’ Stamp Out Hunger Food Drive Day - May 12, 2018. Mayor Smith read the proclamation and presented it to Carl and Clare Kron. h. Annie Glidden North Revitalization Plan Task Force Update. Alderman Jacobson and Alderman Finucane provided an update on the work being done by the taskforce, noting they were making progress and preparing to make a report to Council. Alderman Finucane also reminded everyone of the next meeting on May 7, 2018. 2. Presentations a. ComEd Presentation by External Affairs Manager George Gaulrapp Regarding the Installation of Advanced Metering Infrastructure (AMI) Smart Meters. Prior to speaking about the AMI program, Mr. Gaulrapp commented on the LED lighting program. Mr. Gaulrapp then introduced AMI Director Dave Doherty who provided an overview of the AMI Smart Meter Program. b. Community Coordinated Child Care (4-C) FY2018 Human Services Funding Annual Report by Executive Director Susan Petersen. Ms. Petersen provided an overview of the programs funded by the FY2018 Human Services Funding provided by the City. 3. Approval of the Mayor’s Appointments There were none. 4. Public Participation Dwayne Brown provided a list of what makes a successful business man, stating he believes that Jim Mason has all those qualities. He encouraged Council to accept Mr. Mason’s offer to become the City’s next City Manager. Regular Meeting of City Council Agenda April 23, 2018 Page 4 of 12 John Anderson spoke regarding the what is needed for the City’s next City Manager, stating he thinks that Jim Mason would be a good fit. Mark Charvat spoke to Council about why he thinks Jim Mason should be considered for the City’s next City Manager. He also expressed that he was glad there was nothing listed on the Consent Agenda that involved upcoming financial expenditures. He reminded Council of the EPI report and asked that the redacted portions be released to the public. Mr. Charvat asked why the Ward 1 and 2 meeting to discuss the Safe Streets Initiative (as discussed at the Committee of the Whole meeting on this same date) wasn’t posted on social media. Mr. Charvat also asked that the Mayor prepare a list of vacancies on the City’s boards, commissions and committees, as well as providing a list of contact information for current board, commission and committee members. Closing his comments, Mr. Charvat stated that an update on the Lord Stanley’s situation was needed. Kay Shelton spoke regarding the movie documentary “All the Queens Horses”, a documentary about Rita Crundwell, the former comptroller and treasurer who was convicted of embezzling $54 million from the City of Dixon, Illinois. Ms. Shelton stated that the documentary would be shown at the Egyptian Theatre on April 26, 2018 and encouraged everyone to attend. Ms. Shelton also mentioned that she works for two chambers of commerce, noting that neither receives any tax dollars. She suggested that perhaps a better fit for Jim Mason would be with the DeKalb Chamber of Commerce and maybe he could cut the $45,000 from the City’s budget. Ms. Shelton concluded her comments noting that her father likes the paint on the City’s water towers because the bottoms are painted with dark paint and it takes longer for them to look dirty. F. CONSENT AGENDA – OMNIBUS VOTE MOTION Alderman Jacobson motioned to approve the Consent Agenda; seconded by Alderman Verbic. Mayor Smith read the following items by title only: 1. Approval of City Council Minutes a. Minutes of the Special Committee of the Whole Meeting of March 20, 2018. b. Minutes of the Committee of the Whole Meeting of March 26, 2018. c. Minutes of the Regular City Council Meeting of March 26, 2018. d. Minutes of the Special City Council Meeting of March 30, 2018. e. Minutes of the Special City Council Meeting of April 4, 2018.  Regular Meeting of City Council Agenda April 23, 2018 Page 5 of 12 2. Receive & File a. Accounts Payable and Payroll through April 23, 2018, in the Amount of $1,708,609.38. b. Investment and Bank Balance Summary through February 2018. c. Year-to-Date Revenues and Expenditures for the General Fund and Water Fund through February 2018. 3. Resolution 2018-051 Authorizing the Mayor to Sign a Customer Release Form for the ComEd LED Street Lighting Program. VOTE Motion carried by 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. G. ITEMS FOR SEPARATE ACTION 1. Ordinance 2018-017 Amending Chapter 52 “Offenses Against Public Peace – Safety and Morals”, Subsection 52.130 “Parental Responsibility”. (Second Reading) Mayor Smith read Ordinance 2018-017 by title only. MOTION Alderman Verbic motioned to approve Ordinance 2018-017; seconded by Alderman Fagan. Police Chief Lowery provided a brief overview of this item, which initiates the COMPASS program, Changing Outcomes by Making Parents Accountable, Supported and Successful, an interdisciplinary approach to targeting juvenile recidivism. He noted that the program has the support of the DeKalb County State’s Attorney’s Office as well as a host of others. Alderman Fagan commented that this is an excellent program and he’s heard from people throughout the community who are impressed with it. Alderman Noreiko also provided her commendations for the program. Police Chief Lowery commented on his history with the program. VOTE Regular Meeting of City Council Agenda April 23, 2018 Page 6 of 12 Motion carried by 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. 2. Resolution 2018-052 Authorizing an Independent Contractor Agreement with Miovision Technologies, Inc. for the Purchase of Traffic Counting Devices in an Amount Not to Exceed $103,135. Mayor Smith read Resolution 2018-052 by title only. MOTION Alderman Noreiko motioned to approve Resolution 2018-052; seconded by Alderman Finucane. Public Works Director Holdeman provided an overview of this item. The DeKalb Sycamore Area Transportation Study (DSATS) has tracked roadway usage in the DeKalb region for over 10 years. DSATS has previously contracted with firms to perform annual traffic counts. This year, DSATS has decided to purchase a set of video traffic counters and each member organization will use the traffic counters to make counts in-house, rather than hiring a contractor to take the counts and produce the reports, providing more flexibility. The DSATS Policy Committee, as the approving agent of all DSATS funded projects, with the recommendation of DSATS staff and the Public Works Department, approved awarding the contract to Miovision. The project will be funded with DSATS grant funds with no impact to the City’s General Fund. The contract includes the option to extend the data analysis services for an additional two years. He noted that as the DSATS fiscal agent, Council has the authority to enter into an agreement for such purchases. Alderman Noreiko asked about the security of the equipment during use, specifically the tripods. Public Works Director Holdeman replied that the tripods will be used as a means of last resort. When they are in use, the counters will be padlocked onto the device. Alderman Finucane added that the device will also be used by the other participating partners of DSATS, such as DeKalb County, Sycamore and Cortland. Public Works Director Holdeman concurred. VOTE Motion carried by 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. 3. Resolution 2018-053 Authorizing an Engineering Services Agreement with Dixon Engineering, Inc. for Coating Inspection and Construction Engineering of the North Water Tower Painting and Repair in an Amount Not to Exceed $41,492. Mayor Smith read Resolution 2018-053 by title only.  Regular Meeting of City Council Agenda April 23, 2018 Page 7 of 12 Assistant Public Works Director Faivre provided a brief overview of this item, noting the work to be done to the water tower, which includes coating inspection and construction engineering for painting and repair. MOTION Alderman Finucane motioned to approve Resolution 2018-053 by title only; seconded by Alderman Noreiko. VOTE Motion carried by 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. 4. Resolution 2018-054 Authorizing an Intergovernmental Agreement with the Illinois Department of Transportation, the DeKalb Sycamore Area Transportation Study Metropolitan Planning Organization, and the City of DeKalb Transit Provider for the Cooperative Development of a Transportation Performance Management System. Mayor Smith read Resolution 2018-054 by title only. MOTION Alderman Finucane motioned to approve Resolution 2018-054; seconded by Alderman Marquardt. Public Works Director Holdeman provided an overview of this item, stating this is an Intergovernmental Agreement (IGA) between the Illinois Department of Transportation (IDOT), the DeKalb Sycamore Area Transportation Study (DSATS) Metropolitan Planning Organization (MPO), and the City of DeKalb, the designated Transit Provider for the DeKalb metropolitan area. This IGA allows for IDOT, DSATS, and the City to coordinate and develop a performance-based approach to planning as codified in 23 CFR 450 on May 27, 2016. All State Departments of Transportation (DOTs), MPOs, and Transit Providers are mandated to enter into agreements by May 27, 2018, or risk having all Federal Highway Administration (FHWA) and Federal Transit Administration (FTA) grant funding suspended until the agreements are signed. The DSATS Policy Committee (PC) approved this IGA at their April 11, 2018 meeting. Once signed by the City, as the designated recipient of all FTA grant funding, IDOT will sign the agreement. The City Transit staff will be responsible for overseeing data sharing between the City, DSATS and IDOT in order to remain in compliance with all federal regulations. Bessie Chronopoulos commented that this is a positive movement towards utilizing the area’s transit system. She asked about the overall financial picture with regard to grants Regular Meeting of City Council Agenda April 23, 2018 Page 8 of 12 and their future availability, the impact on the roads and ridership, and the sustainability factor. Alderman Verbic noted that long term we to need to determine is our transportation system sustainable and what portion of that is coming from the City. Time will determine what that commitment will be. He noted that transportation is critical for the City because not everyone can rely upon a motor vehicle to get places. We need to know along the way what does this look like it will cost us in the long run. Alderman Marquardt asked if this was just a measuring tool of the program already in place. Public Works Director Holdeman replied that it’s a new program and the MPOs, like DSATS, have the option to develop their own performance measures or adopt the state’s. For now, it’s been decided to adopt the state’s, at least for the first year. He noted that the state is going around to different communities getting input and doing a lot of work with transportation experts on establishing performance measures. Alderman Marquardt asked if it’s additional money in grants. Public Works Director Holdeman stated it was not. He explained that it’s using existing data in a different way to be clearer in terms of the effectiveness of the grants that the federal government is giving. Brief discussion ensued. VOTE Motion carried by 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. 5. Resolution 2018-055 Approving the Community Development Block Grant Annual Action Plan (One Year Use of Funds) for Program Year 25 (April 1, 2018 through March 31, 2019). Mayor Smith read Resolution 2018-055 by title only. MOTION Alderman Finucane motioned to approve Resolution 2018-055; seconded by Alderman Verbic. Community Services Assistant Rouse provided a brief overview of this item, stating the resolution being presented is approval of the draft that was first presented and described during the Public Hearing portion of this meeting. The draft plan is an estimate of what is believed we will get from HUD and how those funds would be allocated. Approval of the resolution includes the understanding that numbers will be adjusted accordingly based on the actual allocation when HUD issues it and adjusted proportionately up or down as required. Any drastic changes of overall funding from HUD will be brought to Council’s attention. The other option other than approving the resolution would be the issuance of any recommendations or suggestions that Council may have.  Regular Meeting of City Council Agenda April 23, 2018 Page 9 of 12 Alderman Finucane asked how hold over funds would be affected if there was a significant reduction in funding. Community Services Assistant Rouse responded that the holdover funds would still be allocated to the City of DeKalb. In the event of a drastic funding reduction, one of the options HUD allows is to go back and revise the five-year consolidated plan if needed to make any major reallocations of money. VOTE Motion carried by 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. H. NEW OR UNFINISHED BUSINESS 1. Review of the Request for Proposals for City Manager Recruitment and Selection Services. Human Resources Director Randall provided an overview of this item, reviewing the scope of the RFP with Council. She noted the RFP would be released on April 24, 2018, with consensus from Council. Responses would be due on May 14, 2018. Mayor Smith clarified that at this time staff was only looking for a consensus from Council to release the RFP. Human Resources Director Randall concurred. Alderman Verbic asked if it would matter to these firms if the City were to change its code as it pertains to the City Manager, as well as any contractual language used in the past. In other words, would the language need to be changed before releasing the RFP. Human Resources Director Randall replied not at this time. However, it will matter once Council meets with the firm it decides to work with and begins working on the position profile. Mayor Smith stated this process is extremely critical to this community. He noted that there’s information on the City’s website regarding this item. Alderman Fagan asked if recruitment for the last two City Managers were done in-house or with an outside firm. Human Resources Director Randall replied that the last City Manager was hired using an outside firm. The City Manager before that was an internal hire. Alderman Fagan stated he was still confused about putting current recruitment on hold (as was stated in a previous Council meeting) if it was decided to move forward with in- house recruitment for the City’s next City Manager. Mayor Smith stated that it was important to let the public know that while the City is requesting the proposals, it doesn’t negate from finding someone from within, locally or otherwise. This is just one of the first steps. Jim Mason spoke regarding his interest in becoming the City’s next City Manager. Will Heinisch stated the City has hit a glass ceiling and is going nowhere. The past two City Managers have failed, and he wonders if the City Manager form of government is the Regular Meeting of City Council Agenda April 23, 2018 Page 10 of 12 right option, or is it getting the right City Manager. He believes the right City Manager needs to be a business entrepreneur. Council reached consensus to release the RFP following the process outlined. 2. Review of the Request for Proposals for City Engineering Services. Public Works Director Holdeman provided a history of the City’s Engineering Department from 2016 to the present. He stated that while WBK has done an excellent job, the City lacks the continuity of having a full time City Engineer. He noted that many communities are in the same situation. Mayor Smith stated that having a permanent City Engineer is extremely important. He asked if it was possible to continue to advertise for a permanent engineer after the RFP is released. Public Works Director Holdeman stated it was not. The job posting would be taken down to signify to firms that the City is serious. Mayor Smith stated the City has been fortunate enough at this point to have access to one WBK engineer, Greg Chismark. He would hate to see us get into a scenario where we wouldn’t have to access to a dedicated engineer. Public Works Director Holdeman stated that we would expect to interview not just the firm, but the firm as well as the individual assigned to the City. It would be a requirement. Alderman Jacobson offered comments regarding the difference between an in-house City Engineer and one contracted from a firm. He noted that outsourcing the role should be a savings. There was discussion between Alderman Fagan and Public Works Director Holdeman regarding compensation. Alderman Noreiko asked if WBK would be a candidate for presenting a proposal, with Public Works Director Holdeman stating yes. Discussion ensued. Alderman Finucane stated he doesn’t see a proposed length of contract. Public Works Director Holdeman stated the term is undesignated. Discussion ensued regarding the details of the RFP. Consensus was reached by Council to move forward with RFP. 3. Review of the Request for Proposals for Refuse, Recyclables, and Yard Waste. Management Analyst DiDiana provided an overview of this item, noting the scope of the RFP. He stated the RFP will be released on April 26, 2018, close on May 17, 2018, and then brought back to Council with a recommendation on June 11, 2018. Consensus was reached by Council to proceed with the RFP.  Regular Meeting of City Council Agenda April 23, 2018 Page 11 of 12 Mayor Smith noted that there was someone wishing to speak to the Safe Streets Initiative. Teri Faulkner spoke to the Safe Streets Initiative, which was discussed during the Committee of the Whole meeting on this same date. She is not in favor of Phase III and believes it should be reorganized in order to take into consideration the financial burden it puts on students. Mayor Smith encouraged Ms. Faulkner to speak to Police Chief Lowery or attend the meeting being held on April 26, 2018. I. REPORTS – COMMUNICATIONS Alderman Jacobson commented on the event coordinated by Cate Cardella and commended everyone who showed up to help make it a success. Mayor Smith commended the Council members on the work they do in their own wards and in other areas. Alderman Finucane reported on NIU Cares Day and listed a number of projects they worked on. He reiterated that the next Annie Glidden North Revitalization Plan Task Force meeting would be held on May 7, 2018. He concluded his comments by wishing NIU students well on their upcoming finals. Alderman Noreiko also commended Cate Cardella for organizing the recent cleanup event in the downtown area. Alderman Verbic welcomed the upcoming Huskie Bowl and Block Party. He noted that the first glimpse of the 2018 Huskie Football schedule could be seen immediately following the event. Mayor Smith commented on the upcoming kick-off benefit event for Police Commander Craig Woodruff on June 23, 2018 at the Egyptian Theatre. He also noted the website that was put together to support the Woodruff family – backuphasarrived.com. Mayor Smith commended those within the City who have put together their efforts to assist Police Commander Woodruff. Alderman Finucane commented that May 3, 2018 is the DeKalb County Day of Giving event. Police Chief Lowery encouraged everyone to attend the June 23, 2018 benefit for Police Commander Woodruff and those who have put so much work into making this event possible. He also commented on the Safe Streets Initiative, noting that information is available on the City’s website. Finance Director Talkington reported that the Budget Basics video could now be viewed on YouTube and Facebook. Mayor Smith asked Finance Director Talkington for an update on the library rebate issue. She stated that she has met with Library Director Emily Faulkner and the library is currently library working on how to distribute the refunds. Regular Meeting of City Council Agenda April 23, 2018 Page 12 of 12 Fire Chief Hicks commented on the Smoke Detector Drive event taking place on April 28, 2018. He stated there are plenty of detectors available for anyone who needs one. Community Development Director Charlton responded to a comment made by Mark Charvat during the public participation portion of this meeting. She stated that her staff have been working to review changes to policy and procedures when condemnation is involved. It’s her expectation to provide Council and the community with an update shortly. Public Works Director Holdeman thanked those who volunteered for NIU Cares Day. He reported that the VEO Bike Share Program would be launching on April 24, 2018. He also reported that letters have been mailed to residents (with return receipt) on the 300, 400, 500 and 600 blocks of S. Second Street with regard to requests by some residents to remove the remaining historical curb on S. Second Street. The City is asking those residents if they’re in favor of or against that request. Information will be provided to Council after the May 2, 2018 response deadline. Police Chief Lowery encouraged the community to attend the upcoming DeKalb Benevolent pancake breakfast. J. RECESS FOR EXECUTIVE SESSION OF THE CITY COUNCIL There was no Executive Session scheduled. K. ADJOURNMENT MOTION Alderman Jacobson motioned to adjourn the meeting; seconded by Alderman Marquardt. VOTE Motion carried by a 7-0-1 voice vote. Aye: Jacobson, Finucane Marquardt, Fagan, Noreiko, Verbic, Smith. Nay: None. Absent: Faivre. Mayor Smith declared the motion passed and adjourned the meeting at 8:14 p.m. _____________________________________ RUTH A. SCOTT, Deputy City Clerk Approved by City Council: May 14, 2018.