HomeMy WebLinkAboutPacket - 09/16/2002 - City Council
A G E N D A
REGULAR CITY COUNCIL MEETING
Monday, September 16, 2002 7:30 P.M.
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Public Input Session – 10 Minute Limitation
5. Consent Agenda:
Recommendation to Hire Kristi Readwine as Police Department Telecommunication Officer at an
annual salary of $32,100;
Recommendation to hire Custom Landscaping Design & Construction, Inc. for the renovation of the
Cumberland Circle Island in an amount not to exceed $7,818.00;
Recommendation to waive bid requirements and direct Trkla, Pettigrew, Allen & Payne, to execute a
Letter of Authorization to Terracon, Inc. to perform the Phase 2 Environmental follow Up for an
amount not to exceed $10,000;
Ordinance granting final approval of the North Gate Development West Subdivision;
Ordinance correcting the name of Metalmaster Drive to Metalmaster Way;
As Needed Checks;
List of Bills.
6. Recommendation to approve ordinances to Annex properties at 3100 and 3102 Lincoln Road; approve
Zoning of properties at 3100 and 3102 Lincoln Road; and to grant Variances for properties at 3100 and
3102 Lincoln Road
7. Request for a Sign Variance from Blimpie Sandwich Shop located in the Liberty Square Mall.
8. Recommendation to hire Baxter & Woodman, Inc. to prepare a proposal for the Expansion of the South
Wastewater Treatment Plant.
9. Award of Bid to Gary Lang Chevrolet, Inc. in an amount not to exceed $19,790 for the purchase of a
Public Works 1-Ton Cargo Van for the Water Division
10. Award of Bid to Buss Ford in an amount not to exceed $68,590 for the purchase of two 4-heel Drive Cab
and Chassis Trucks for the Street Division.
11. Ordinance proposing the establishment of a Special Service Area for Shamrock Farm Development.
12. Recommendation to request Nunda Township to participate in a cost share for an appraisal of the
properties named in Tax Objections filed by Gary Lang and Follett Real Estate, Enc., LLC.
13. Recommendation to Purchase Six Holiday Lighting Displays from Temple Displays in an amount not to
exceed $8,784.50.
14. Continued Discussion: Meyer Material Annexation
15. Mayor – Statement and Reports
16. Committee Reports
17. Department Head Reports
18. New Business
19. Executive Session: Personnel: Hiring/Collective Bargaining
20. Adjournment
Posted and Mailed: September 11, 2002
C O N S E N T A G E N D A
The Consent Agenda for the, September 16, 2002 City Council meeting consists of
the following items:
Recommendation to Hire Kristi Readwine as Police Department Telecommunication Officer at an annual salary
of $32,100;
Recommendation to hire Custom Landscaping Design & Construction, Inc. for the renovation of the Cumberland
Circle Island in an amount not to exceed $7,818.00;
Recommendation to waive bid requirements and direct Trkla, Pettigrew, Allen & Payne, to execute a Letter of
Authorization to Terracon, Inc. to perform the Phase 2 Environmental follow Up for an amount not to exceed
$10,000;
Ordinance granting final approval of the North Gate Development West Subdivision;
Ordinance correcting the name of Metalmaster Drive to Metalmaster Way;
As Needed Checks;
List of Bills.
Attachments
AGENDA SUPPLEMENT
TO: Mayor and City Council
FROM: John T. Lockerby, Assistant City Administrator
FOR: September 16, 2002 Regular City Council Meeting
RE: Installation of a T1-Line to provide High -Speed Internet Access.
Recommendation: Authorize a contract with Stan’s Office Technologies to provide
High-Speed Internet Access to Municipal Center.
Background
Since the Information Technology Specialist and I have joined the staff, the following
processes have begun:
The existing server has been purged of information to maximize its
capacity;
An inventory of hardware and software has been created;
A research effort was initiated for a new municipal telephone
system;
Short-range Information Technology was created; and
An internal Technology Committee was formed to create a long-
range technology plan.
Part of the long-range technology plan is to wire the municipal center to network all
of the city departments requiring the purchase of a server capable of facilitating all
city departments and to provide high-speed Internet Access to all city departments.
Discussion
Internet access is needed for two major business functions of the city. First, in order
to provide expeditious and accurate service to the community, the Police Department
Telecommunications Center should have the capability to communicate directly with
the McHenry Township Fire Protection District. Second, it is needed to provide
reliable and quality Internet Access to each city department. A few examples of how
city staff would utilize the Internet are listed below:
The Community Development Department could access County
and/or Township tax records online. This is particularly useful when
determining property owners. Currently, the department must
telephone the county and/or township; at times, the necessary
information is not obtained until the next day.
The Administration Department could more efficiently purchase
office supplies online saving an increasing amount of time and
money.
The Public Works Department and the City Clerk’s office could more
efficiently complete regular data sharing tasks via Internet Access.
The Police Department could communicate more effectively with
police officers offsite.
Each department could access and maintained the city’s web site.
Currently, most city employees access the Internet include e-mail at one central
terminal located in the Administration Department. Some employees use their own
personal Internet provider accounts to conduct city business. This temporary
approach has required the addition of telephone lines.
With the purchase of an additional server, and the installation of the T-1 High-Speed
Internet Access line the city will be capable of providing Internet service and internal
e-mail to all departments.
Please note each department head will determine the needs of their employees for
Internet and e-mail access pursuant to the City of McHenry Personnel Policy and
Procedures manual Appendix A and Appendix B adopted in 2000.
Options
There are two processes available of providing Internet access to the City of
McHenry, DSL or T-1. Upon staff’s investigation and polling of other municipalities, it
was discovered that T-1 service is the preferred option of most municipalities using
the Internet in a similar manner as McHenry. With multiple line requirements, DSL
is not able to adequately service virtual private networks (VPN), which is required to
connect to other organizations, vendors, and remote city locations.
Three vendors were found that have the capability of providing T-1 service to the City
of McHenry. Stan’s Office Technologies was found to provide the best value for both
the initial one-time costs and monthly/annual service fee.
Recommendation
It recommended to authorize Stan’s Technologies to install a T-1 line in the Municipal
Center to provide High-Speed Internet Access.
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CONSENT AGENDA
TO: Mayor and City Council
FROM: John T. Lockerby, Assistant City Administrator
FOR: September 16, 2002 Regular City Council Meeting
RE: Hiring Recommendation for Telecommunication Officer
Recommendation: To authorize the hiring of Kristi Readwine as Telecommunication
Officer for the McHenry Police Department at a starting annual salary of $31,006
pursuant to the Police Bargaining Union Contract subject to successful completion
of a pre-employment physical.
A vacancy was created in the Police Department when Telecommunication Officer
Margaret Zook accepted the position of Department Records Clerk.
Approximately 45-applications were reviewed to fill the vacancy; oral interviews were
conducted with 14 of the applicants resulting in a communications eligibility list of 10
individuals ranked in order of qualifications. The most recent Telecommunication
Officer hired from this list was Erin Montressor on July 1, 2002.
It is staff’s consensus to hire Ms. Kristi Readwine as Telecommunication Officer. Ms.
Readwine has nearly two years of experience as a Dispatcher with Grayslake Police
Department. A copy of her application is attached for your review.
It is recommended that the City Council authorize the hiring of Ms. Kristi Readwine as
Telecommunication Officer at the starting salary range of $31,006 pursuant to the
Police Bargaining Union Contract and subject to the successful completion of a pre-
employment physical.
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CONSENT AGENDA
TO: Mayor and City Council
FROM: John T. Lockerby, Assistant City Administrator
FOR: September 16, 2002 Regular City Council Meeting
RE: McHenry Riverwalk Phase 2 Environmental Follow Up
Recommendation: Approve the waiving of bids and direct Trkla, Pettigrew, Allen &
Payne, Inc. (TPAP) to execute a Letter of Authorization to Terracon, Inc. to perform
the Phase 2 Environmental Services for an amount not to exceed $10,000.
As reported in the Mayor’s Weekly Status Update delivered to the City Council on Friday,
September 6, 2002; the results of the Phase I Environmental Study for the Riverwalk
performed by Terracon, Inc. are completed. As anticipated, the Phase 1 Report
recommends that minor follow up is undertaken in five specific areas.
Trkla, Pettigrew, Allen & Payne, Inc. the city’s Riverwalk consulting firm is requesting an
authorization to proceed with Phase 2 Environmental Services on five sites located along
the Riverwalk.
The recommendation to approve the waiving of bids is based upon Terracon, Inc. was
originally selected through a Request for Proposal Process and satisfactorily performed the
Phase I Environmental Study.
Recommendation
It is the recommendation of staff for the Mayor and City Council to approve the waiving of
bids and direct TPAP to execute an authorization letter to Terracon, Inc. to perform the
Phase 2 Environmental Services for an amount not to exceed $10,000.
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AGENDA SUPPLEMENT
TO: Mayor and City Council
FROM: John A. Lobaito, City Administrator
John T. Lockerby, Assistant City Administrator
FOR: September 16, 2002 Regular City Council Meeting
RE: Intervention of Property Tax Appeals of Gary Lang and Follett Real Estate Ent.
LLC
Background
On August 12, 2002, the City Council authorized the filing of the necessary paperwork to
intervene on two tax objections filed by Gary Lang and Follett Real Estate Ent. This filing
allows the city to participate in the process if it chooses. Upon review of the evidence
submitted by both petitioners, it is the opinion of staff that the appraisals presented are
insufficient and the income capitalization approach to the appraised value of the property is
not reliable.
School District 15, School District 156, and Nunda Township have intervened in both tax
appeals. To date, the township has performed its own appraisal of the Gary Lang property
and is currently working on obtaining an appraisal of the Follett property. Historically, one of
the school districts has taken the lead on providing legal representation at the tax appeal
board hearing. The appraisal performed by the township is typically used as evidence by
school district counsel with the cooperation of the township. Periodically, the city has joined
with the other taxing districts and shared in the cost of the appraisal and representation at
the hearing.
Analysis
In order to maintain the city’s tax base, it is important to protect it from unwarranted
reductions in property values. Assessing property values is not an exact science;
consequently, there is value in presenting evidence opposing a property tax reduction.
If both petitioners are successful in reducing their property values, the City of McHenry’s
share of property tax revenue could be reduced by approximately $14,400 annually.
Recommendation
It is recommended that the city partner with School District 15, School District 156, and
Nunda Township in submitting evidence to the tax appeal board on these two tax objection
filings. Additionally, it is recommended that the city share in the cost of the appraisals for
both Gary Lang and Follett Real Estate Ent. LLC. The city’s participation will be limited to
20% or a not to exceed amount of $2,500.
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AGENDA SUPPLEMENT
TO: Mayor and City Council
FROM: Daniel J. Marcinko, Public Works Director
FOR: September 16, 2002
RE: South Wastewater Treatment Plant
Expansion
EVALUATION COMMITTEE RECOMMENDATION: It is the recommendation of the
Evaluation Committee that the Mayor and City Council award the design of the 0.5 million
gallons per day (MGD) expansion of the South Wastewater Treatment Plant to Baxter &
Woodman Consulting Engineers of Crystal Lake.
Background
Pursuant to the City Council’s direction, the staff was asked to prepare a request for qualifications
for the expansion of the South Wastewater Treatment Plant. The request was limited to the City
Engineers, Smith Engineering Consultants Incorporated and Baxter & Woodman Consulting
Engineers. Each engineer was asked to provide their approach based upon the City’s Facility Plan
prepared in May 2001 by Baxter & Woodman. The scope of the project was to determine each
engineer’s approach to the 0.5-MGD expansion of the South Wastewater Treatment Plant.
The Evaluation Committee assembled by City Administrator Lobaito conducted interviews with each
Engineer on Wednesday – September 4 and Thursday – September 5 to discuss each firm’s
approach to the job and qualifications. The Committee Members consisted of City Administrator
Lobaito, Assistant City Administrator Lockerby, Director of Public Works Marcinko, Assistant
Director Public Works Fink and Wastewater Superintendent Hester.
The Evaluation Committee reviewed each engineering firm based upon the following selection
criteria:
Expertise
Implementation
schedule (timeline)
Design
development approach
Scope of
Services
Knowledge of the
City’s existing facilities
Responsive
service
Working
relationship
Design talent
Project team
members
Range of
capability
Firm location
Analysis
Baxter & Woodman’s approach followed the 2001 Facility Plan Amendment. (As of this writing, the
IEPA has not officially approved the Plan.) Consequently, as part of the Scope of Services for the
amendment to the City’s Wastewater Facility Plan, approximately 50% of the preliminary work for
the plant expansion has been completed. Having this work completed has allowed for Baxter &
Woodman to complete the project in 24 months. Smith Engineering’s approach will require a 24 –
36 month completion schedule.
Wastewater treatment and conveyance is one of the cornerstones of Baxter & Woodman’s firm.
Since 1946, they have designed more wastewater treatment plants in northeastern Illinois than any
other engineering firm, regardless of size. These projects range in cost from a few thousand dollars
to twenty-five million dollars with design populations from a few hundred to over 100,000.
With respect to Baxter & Woodman’s knowledge of the McHenry’s existing wastewater facilities,
Baxter & Woodman has in excess of a 40-year relationship with the City. This knowledge and
understanding of the facilities is unmatched. Baxter & Woodman provided planning, design, and
construction related services on both the City’s Central and South Wastewater Treatment Plants.
The Scope of Services offered by each engineering firm varies due to each firm’s approach to the
project. Smith Engineering took a long-range approach to wastewater treatment. Baxter &
Woodman’s approach has utilized the population growth anticipated in the Facility Plan document
that is currently under review by the IEPA. Staff will further review the city’s long-range
infrastructure needs and schedule a workshop meeting to present said findings and
recommendations.
The City of McHenry has the distinct privilege of having two qualified engineering firms available to
the City to meet the needs of our residents and the future growth of our community. Each
engineering firm’s design talent and project team members are highly skilled and bring extensive
experience and knowledge to this project
Evaluation Committee Recommendation
It is recommended to the Mayor and City Council to award the design of the 0.5 million gallons per
day (MGD) expansion of the South Wastewater Treatment Plant to Baxter & Woodman Consulting
Engineers of Crystal Lake and to request a contract from Baxter & Woodman for an engineering
service agreement.
DJM:ch