Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, August 21, 2019 6:01 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes August 21, 2019 1. CALL TO ORDER-Roll Call Present 7- Trustee Jose Chavez, Trustee Dave Richards, Trustee Brian A. Clancy Sr., Mayor John Noak, Trustee Lourdes Aguirre, Trustee Linda Palmiter, and Trustee Ken Griffin 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 19-2650 Fire Department Swearing In Clerk Holloway gave the oath of office to Assistant Chief's Murray and Pemble. Assistant Chief Murray thanked the Village and his friends and family. It is truly an honor. Assistant Chief Pemble thanked the Village, his family, his mentors and the members of the Romeoville Fire Department who have been overwhelmingly welcoming to him. 19-2656 Recognition of Steve Pyle Mr Pyle was called out of town for work. He will be recognized at the next Board Meeting. ORD19-1590 Consideration and Action on an Ordinance providing for the issuance of not to exceed $21,000,000 Taxable General Obligation Bonds, Series 2019B, of the Village of Romeoville, Will County, Illinois, and providing for the levy and collection of a direct annual tax sufficient for the payment of the principal of and interest on said bonds, the execution of a bond order in connection therewith, and authorizing the sale of said bonds to the purchaser thereof. Mr Openchowski reported that the Series 2019B bond issue will be for an estimated $20,000,000 with a twenty year and three month life and an estimated effective rate of 4.662%. No property taxes will be used to pay these bonds. The levy/payments will be abated each year. Total interest cost is an estimated $11.4 million. Annual estimated payments will be around $1.6 million. The estimated interest rate is 4.67%. The total bond issue cost is an estimated $31.4 million. The Village will use the bonds to construct a 58,000 s.f. athletic center on the vacant land west of the Edward Hospital Athletic and Event Center. The new athletic center will allow the Village to keep up with the increasing demand for tournament and event space, in addition to providing long sought after community amenities. The project will also include off site improvements including street lights, street scape, crosswalks, path and detention. The estimated cost of the project Village of Romeoville Page 1 Printed on 9/9/2019 Village Board - Workshop Meeting Meeting Minutes August 21, 2019 is $18.5 million. In addition, the existing center has portable floors that require removing and storing every year, which is damaging them. Therefore, the Village anticipates replacing the floors with a permanent floor. The projected cost estimate for this project is $1.5 million dollars. Mr Openchowski added that Bond Counsel asked that this item be voted on separately and not part of a consent agenda. Mr Gulden added that none of the amenities are in stone, we are still evaluating those. We have the flexibility to not have to lock anything in but also not exclude anything. Mayor Noak agreed. Mayor Noak added that these are funded off of the TIF District. There is not a single residential property involved in this TIF District. RES19-2763 A Resolution Approving an Agreement between the Village of Romeoville and the Naperville Exchange Club for the Planning and Operation of Ribfest Mrs Caldwell reported that this is for an agreement between the Village of Romeoville and the Naperville Exchange Club for the planning and operation of RibFest. She than gave highlights of the agreement. The term of the agreement shall end on December 31, 2024. There are various options for termination of the agreement. After 2024, the parties have the option to renew the agreement for an additional term of five years. Ribfest is ran mostly by volunteers. They do work with a professional logistics committee for set up and layout. We did extensive research on this. Staff shadowed and went out to this year's fest to see how it is ran and back of house stuff. This will be a big event for the community. We are working on parking. The Village's primary responsibility is to provide police and fire personnel, parking locations and street closures. The Exchange Club will handle the rest. We are asking the Board to authorize a change to the hours to leave them open to discussion. We have Bob Black and Rick Grimes from the Exchange Club here with us tonight. She than highlighted the things that we negotiated in the contract for the residents. The Exchange Club does try to be a good partner with the community. They have done this for 35 years. They are good at it. Mr Gulden added that our Staff has looked at this extensively. Chief Adams stated that we spent a lot of time at this year's fest. Chief Turvey stated that they visited RibFest on July 4th. He is confident that we can handle this. Mayor Noak stated that this is a charitable event. Village of Romeoville Page 2 Printed on 9/9/2019 Village Board - Workshop Meeting Meeting Minutes August 21, 2019 Bob Black spoke of the mission which is the prevention of child abuse and domestic violence. It is incredible what the organizations that we donate to do. We are very proud to be able to held these agencies. This is possible because of our volunteers. Mayor Noak stated that organizations can work with the Exchange Club to volunteer during the event to help raise funds for their organization. Trustee Chavez stated that there was a lot of work done here. This is a great organization. He emphasised that this is run by volunteers and also he noted the restoration clause which is very important. Thanks to all who have put their time into this. We will learn as we go along. This is a big step for our municipality. He wishes everyone the best. Trustee Palmiter stated that she hears great things about the organizations. Her only concern is that our residents did not get informed as much as she thought they should that we are doing this tonight. She wishes them well. Trustee Richards stated that he is excited for this. Thanks to our staff for all of their hard work to make sure our residents are protected. I believe we have an agreement that does this. He has spoke to many residents who are very excited that this is happening. The biggest concern is parking and we are working on that. We do not want to negatively impact our residents. This contract checks all the boxes. Rick Grimes thanked the Village for the consideration. When they were looking for alternative sites we looked at several. Romeoville stood head and shoulders above. We hope to bring the same event here. He is excited to be getting involved with the community. We will do everything to be a great partner. A representative from Guardian Angel Community Services in Joliet stated that she understands their mission. This is a party with a mission. We are very excited that this is coming to our community. We are more than happy to provide volunteers and put boots on the ground. Lisa Lass, the Executive Director of the Will County Child Advocacy Center, stated that they are very excited that Romeoville is getting this fest. All of the cases of child abuse in Will County comes through the advocacy center. The Exchange Club has been a very generous supporter. We do volunteer at the fest. We are very excited that this is coming to Will County. Bill Mayer, President of the Exchange Club of North Will County, thanked them for picking Romeoville. This is a game changer for this community. Thanks to all who worked to get this here. Village of Romeoville Page 3 Printed on 9/9/2019 Village Board - Workshop Meeting Meeting Minutes August 21, 2019 Mayor Noak added that his wife works in this field, the mission is personal in his household. Trustee Griffin stated that this is a great thing for the organizations that will benefit from this event. RES19-2767 A Resolution with Respect to an Amendment to the Downtown Tax Increment Finance District Redevelopment Plan and Project, Establishing the Dates for a Public Hearing and Joint Review Board, and Other Matters with Respect to the Village of Romeoville Downtown TIF ("Downtown TIF") Mr Gulden reported that it is in the best interest of the Village to increase the budget for the redevelopment projects and adjust the projections for the equalized assessed valuation of the Downtown TIF District. We have had discussions and received letters of support from the taxing bodies within the TIF District regarding this proposed extension. To begin the process for this extension, the Board needs to pass this resolution to establish the date of the Joint Review Board meeting which will be September 12th at 10:00 a.m. and establish the date for the Public Hearing which will be October 16th at 6:00 p.m. Mayor Noak expressed his gratitude to our legislators in getting this extension. This is a joint effort of many different legislators and government entities. RES19-2762 A Resolution to Adopt an Early Retirement Incentive Program Mr Gulden reported that the Illinois Pension Code provides that a participating employer may elect to adopt an early retirement program offered by IMRF to help municipalities save money. This program allows IMRF employers who have employees age 50 and above with 20 years of service the option to purchase up to 5 years of additional service credit. Per IMRF, the total cost of the ERI Program must be presented to the Mayor and Board. Our ERI summary estimates are based on a survey which was sent to all 32 eligible IMRF employees. The survey results demonstrate 8 very interested employees, 11 somewhat interested employees and 13 not interested employees. Based on the 8 very interested, the net cost savings over five years is $569,400. Transitional plans have been discussed and reviewed. We think this is good program for the employees and the Village. Mayor Noak stated that this is a good program. This is an opportunity to do whats best for the employees and Village. Trustee Chavez stated that this is a great thing being offered to our employees. He is sad to see some of the names on this list. Village of Romeoville Page 4 Printed on 9/9/2019 Village Board - Workshop Meeting Meeting Minutes August 21, 2019 Trustee Palmiter agreed with Trustee Chavez. 4. ADJOURNMENT A motion was made by Trustee Griffin, seconded by Trustee Clancy, that this Meeting be Adjourned at 6:49 p.m. The motion carried by the following vote: Aye: 6- Trustee Chavez, Trustee Richards, Trustee Clancy, Trustee Aguirre, Trustee Palmiter, and Trustee Griffin Non-voting: 1- Mayor Noak Village of Romeoville Page 5 Printed on 9/9/2019