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Home My WebLink AboutPacket - 02/01/2016 - City CouncilAGENDA REGULAR CITY COUNCIL MEETING Monday, February 1, 2016, 7:00 PM l . Call to Order 2. Roll Call 3. Pledge of Allegiance led by McHenry Boy Scout Troop 459 4. City of McHenry Mission Statement 5. Public Comment: Any person wishing to address the City Council will be required to step forward to the podium and identify themselves for the record and will be asked but are not required to provide their address. Public comment may be restricted to three -minutes for each individual speaker. Order and decorum shall be maintained atpublic meetings. 6. Motion to approve the following Consent Agenda Items: A. Award of bid for McHenry Recreation Center Janitorial Services to Alpha Building Maintenance for the contract term of 14-months with an option to renew for 12-months for $2%120, and Porter Service for $23,296, for a total contract amount of $52,416; B. Approval of McHenry Area Chamber of Commerce request for a temporary use permit and 10 temporary advertising signs for annual Business Expo at McHenry West Campus High School on Saturday, February 27St from 10:00 AM to 4:00 PM; C. Authorization to seek Requests for Qualifications and use of Petersen Park for annual McHenry Area Jaycees Days Fireworks and Celebration July 2nd with a July 3rd rain date; D. Authorization to seek Requests for Proposals to tenant farm the Petersen Ball Field Annex property; E. Renewal of tenant farm lease agreements with 1) James Finch for approx. 24.5 acres located off Curran Road (PIN 09-33400-003) for an annual payment of $2,989; 2) Charles Schaefer for approx. 12 acres on Riverside Hollow Outlot A (09-24-351-004) for an annual payment of $1,6209 and 3) Kevin & Georgia Bauer for an approx. 64-acre section of the Petersen Farm property for an annual payment of $11,13 6; F. McHenry Rotary Sunrise Club request to host the St. Patrick's Day Community Service Group Awareness Parade on Sunday, March 13'h; temporary closure of Waukegan Road, Green Street, Pearl Street, and Park Street between 1:00 PM and 1:30 PM; special use for associated activities in Veterans Memorial Park until 4:00 PM; and, waiver of all associated fees. G. McHenry Rotary Club a) use of Petersen park to setup, host, and cleanup the Blues, Brew & BBQ's festival from August 5 through August 7; b) special event liquor license for the sale of beer, wine, and malt liquor with sales to cease 15-minutes prior to park closure; and, c) permission to post temporary advertising signs in municipal right-of-way as presented. H. Temporary Use Permit for use of Petersen Park on October 15, 21, 22, 28 & 29 for the Wonder Lake Ski Team Haunted Hayrides I. December 21, 2016 City Council meeting minutes; and J. List of Bills in the amount of $352,434,56, The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services 0rz acustomer-oriented, efficient, and fiscally responsible manner. McHenry City Council Agenda February 1, 2016 Page Two 7. Motion to adopt the City of McHenry Fund Balance and Rese> ve Policy 8. Transmittal and Discussion of the Draft FY 2016/2017 through FY 2020/2021 Capital Improvements Plan 9. Mayor's Statement and Reports 10. Committee Reports 11. Staff Reports 12. Future Agenda Items 13. Adjournment The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the hig hest quality of prograr�rs and services in a customer -oriented, effreieut, and fiscal/y responsible ntmmer Bill Hobson, Deputy City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us CONSENT AGENDA TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator FOR: February 1, 2016 Regular City Council Meeting RE: McHenry Recreation Center Janitorial Services ATT: Bid Results Memorandum from Recreation Center Manager Matt LaPorte Contractor Interview and Reference Check Forms On January 4th, the City Council approved a request to advertise for bids to contract the McHenry Recreation Center Janitorial services. The proposal is for an initial 14-month contract for overnight cleaning of the Recreation Center with the option for an additional 12-month extension. Also, a bid was requested to provide Porter Service to accommodate the day-to-day cleaning needs during regular business hours. On January 25th, a bid opening was held and four (4) bids were received with the lowest base bid submitted by Alpha Building Maintenance for the base bid of $29,120, and an additional $23,296 for Porter Service. If Council concurs, then it is recommended a motion is considered to approve the bid from Alpha Building Maintenance for McHenry Recreation Center Janitorial Services for 14-months9 with an option to renew for an additional 12-months in the amount of $29,120, and $23,296 for Porter Service, for a total contract amount of $52,416. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with fhe highest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. Stat't' Attendance: ��Iatt LaPorte, Bill Robson, Nlarci Ueraghty )ublic Attendance: Monika Tatar, Crystal Maintenance Service Corp., 847/228-6555 13I13 OPI+',NING Monday, January, 25, 2016, 1:00 McHenry Municipal Center IYIcHenry Recreation Center Janitorial Services CUNVANY NAME BED CUNDIENTS i --- Alpha Building Maintenance $29,120 Base Bid Bid Bond Included Porter Service Option #1, $23,296 f Perfect Cleaning Service $36,400 Base Bid Bid Bond Included Porter Service Option #1., $25,480 f f I meric Facility Service $46,200 Base Bid Cashier's Check Included No Porter Service Option Bid Crystal Maintenance Service $2,445/month or S34,230 Base Bid Cashier's Check Included Porter Service Option #1 $1,650/month or $23,100 I i To: McHenry City Council From: Matt LaPorte, Recreation Center Manager RE: Janitorial Bid Recommendation Date: January 27, 2016 I recommend awarding the Janitorial Services contract to Alpha Building Maintenance Service, Inc. from Homer Glen, IL in the amount of $290120. Explanation The Parks and Recreation Department went out for Bid on the Janitorial Services at the McHenry Recreation Center. A total of four (4) bids were received for 14 months of service. Additionally, an optional day porter ° cleaning service was available for bidding. All bids include an opt -out clause, should the performance not meet our requirements and expectations. Alpha Building Maintenance Service is amedium-sized, family -owned business that has been in business for 47 years. They specialize in servicing school districts, municipalities, and medical facilities. They report to be financially strong, generating over $10 million dollars, annually. Alpha Building Maintenance Service was the low bidder on the Recreation Center project. Per our bid specifications, they provided four references, of which three were able to be reached for questioning. The results of those questions are included as supplemental documents. Alpha Building Maintenance Service received favorable and glowing recommendations from these references. All of the references reached are, or have been, under contract with Alpha Building Maintenance Service for at least one year. Additionally, the owner's regional manager, Joe Wall, was interviewed. He effectively answered the questions asked, and resolved any foreseeable doubt that they are a responsible bidder. After checking references, completing my interview, and reviewing their bid documents; I am recommending Alpha Building Maintenance Service to be awarded the Janitorial Services contract in the amount of $29,120 for the overnight cleaning of the McHenry Recreation Center. The optional day porter service totaling $23,296 will not be selected. McHenry Recreation Center Contractor Interview Form Alpha Building Maintenance Services, Inc. Contact Person: Joseph Wall, Regional Manager M`HenryA" �. What is your staffing model for this facility (hours per night, staffing numbers, coverage)? Until we start cleaning we can't be sure but I anticipate z staff working 3 hours/night. We would rotate 3-4 people so they aren't working 7 days a week. z. Do you have staff/crew in this area? If now, how will you find staff/crew for this facility? We have experienced staff. We have crews cleaning schools in Huntley, Batavia, Lake Villa. 3. Do your staff wear uniforms and name tags? Yes 4. What do you do if your crew does not show up? How will you know? We have roving crews who work in the area, they would switch over and cover this facility in the event staff could not make it in. We have an electronic based clock in system and our employees are in regular communication with the area supervisor. It's not good business for us if people don't show up and they won't work for us for long. 5. Do you check in on the crew and how often? We have area supervisors who check in unannounced. They are also responsible for working with them on training. 6. How does your bid breakdown for expense/revenue? Do you make enough revenue to retain staff, deliver service and make this be financially feasible? We make $10 million in revenue annually. We have over 40o employees. We assign an account area supervisoror project manager to the site. They train the staff and do random inspections. The average tenure of our supervisors is 14 years, we have very little turn over among our employees but we do get your occasional turn over of worker employees. 7. Will you provide a breakdown of expense and revenue? Yes I will follow up with that. 8. Do you complete background checks? Yes that apart of our protocol. g. Will you serve as the main contact? The supervisor will be your main contact. Then me. We let the supervisor hire the people that works for them. McHenry Recreation Center Janitorial Contract Reference Check Form McHenry, _ ,� References Being Completed for Prospective Contractor: Alpha Building Maintenance Service, Inc. Agency Contacted: Park Forest Public Library Maitenance Contact Person: George Manno, Director of �. Please provide the services the contractor provided for you. Still current. Do carpet and building cleaning. Water damage repair. z. What dates did they provide services for you. June 2013 through current. 3. Were they in a contractual agreement with you? In a contract now. Extended contract last two years. Have not gone out to bid. 4. Did you or would you renew that agreement? Why or why not? Want to renew when we gout to bid again. 5. Were you satisfied with their performance? Did the staff perform well? We were satisfied with their performance. Extremely so. 6. Why or why didn't they meet your expectations? I leave them notes, works well. Responsive. They are in constant communication. I like them so much, I bought them a shoulder vac. They go above and beyond. We once had a flood and they brought in a few guys and within z hours it was (cleaned up). 7. Did you have any issues with communication, scheduling meetings, follow up with their management staff? No issues at all. 8. Any issues with the appearance of staff? Did they have name tags, uniforms? No issues. 9. Did the staff arrive on time on a regular basis? Did they not show up? Yes . Never had issue of a no show. to. Any other comments? Would recommend them to anyone. McHenry Recreation Center Janitorial Contract Reference Check Form 1a McHenry; References Being Completed for Prospective Contractor: Alpha Building Maintenance Services, Inc. Agency Contacted: Village of Park Forest Contact Person: Monica Murphy �. Please provide the services the contractor provided for you. They do the cleaning of common areas and washrooms for our retail office space on the ground level and office areas above. z. What dates did they provide services for you. They are a current contractor, and are in the second year of the two year contract. 3. Were they in a contractual agreement with you? See above 4. Did you or would you renew that agreement? Why or why not? Yes, we would renew with them if they were the lowest bidder. 5. Were you satisfied with their performance? Did the staff perform well? Yes, they are very reliable and responsive. 6. Why or why didn't they meet your expectations? Very reliable, if something was missed they take care of it the next day. Very responsive and good communication. 7. Did you have any issues with communication, scheduling meetings, follow up with their management staff? No issues. Alpha's contac (communication) is pretty responsive. Email is their primary communication. 8. Any issues with the appearance of staff? Did they have name tags, uniforms? Don't know that. Did not check as they came in at night. 9. Did the staff arrive on time on a regular basis? Did they not show up? Yes, no issues with showing up. No issues of not showing up that I am aware fof. Very reliable. �o. Any other comments? They handled things that were overlooked very promptly. McHenry Recreation Center Janitorial Contract Reference Check Form 4 McHenry References Being Completed for Prospective Contractor: Alpha Building Maintenance Service, Inc. Agency Contacted: Village of Hoffman Estates Contact Person: Paul Petrenko �. Please provide the services the contractor provided for you. Janitorial contractor for city buildings: public works building, Village Hall, police etc. z. What dates did they provide services for you. Approximately zoo6-zoo. Had a 3 year contract, did a 4th year. Agency had to re -bid use they added a police station and it changed the scope of the contract. 3. Were they in a contractual agreement with you? Yes, ended in 2010. See above. 4. Did you or would you renew that agreement? Why or why not? We renewed them for the 4'h year but went out to bid when we added the police station and were disappointed they came in so high on the re -bid. 5. Were you satisfied with their performance? Did the staff perform well? Were satisfied with their performance. 6. Why or why didn't they meet your expectations? We look for 3 things: how much supervision do they have, how well they respond to complaints and how well they fix things. We got little in terms of complaints and were one of the better contractors we have had. 7. Did you have any issues with communication, scheduling meetings, follow up with their management staff? No issues. But this was 6 years ago. 8. Any issues with the appearance of staff? Did they have name tags, uniforms? Came in the middle of the night. Didn't want to have them interacting with staff. g. Did the staff arrive on time on a regular basis? Did they not show up? Yes they came in when needed. No issues with no shows �o. Any other comments? My reference is from6 years ago. These companies change. cHenr Ross Polerekcy, Director of Community Develoment McHenry Municipal Center 333 Green Street CONSENT AGENDA SUPPLEMENT DATE: February 1, 2016 TO: Mayor and City Council FROM: Ross Polerecky Director of Community Development McHenry, Illinois 60050 Phone: (815) 363-2170 Fax: (815) 363-2173 www.ci.mchenry.il.us RE: McHenry Area Chamber of Commerce Annual Business Expo ATT: Request Letter/Temporary use and Sign Permit Applications Municipal Code Chapter 7, Sec. 7.50.4 The McHenry Area Chamber of Commerce has applied for a temporary use permit to host the annual Business Expo at McHenry High School West Campus, 4724 W. Crystal Lake Road, on Saturday, February 27t" from 10:00 AM to 4:00 PM. The Chamber is also requesting approval to post 15 temporary signs advertising the event at various locations throughout town. The Chamber submitted a request for 15 locations however the maximum permitted for any one event is 10 as specified in Municipal Code Chapter 7, Sec. 7.50.4 (attached). The Chamber has been informed of this policy and they understand staff's recommendation to limit approval to 10 locations and that the signs may be posted 10 days prior to the event and removed the day after the event. If Council concurs, then it is recommended a motion is considered to grant a temporary use permit to the McHenry Area Chamber of Commerce as presented with permission to post temporary advertising signs in right-of-ways at 10 locations as specified in Municipal Code Chapter 7, Sec. 7.50.4 as presented. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in a customer -oriented, efficient, and fiscally responsible manner. I wowol I V Ah I 'ca o coYnme�•ce TO: Mayor Susan Low, Alderman &City Council FROM: Kay Rial Bates, President Expo Committee DATE: January 8, 2016 SUBJ: 2016 Expo On behalf of the McHenry Area Chamber of Cornrneree Board of Directors and Expo Committee, we are requesting approval to put up signs at the following establishments from February 17th through February 28th. Our Expo is Saturday, February 27th at McHenry West Campus. We invite you to have 2 complimentary booths in a prime location as in the past. Expo suns to be set ttp a# the following loca#ions: 1 Route 120 and Route 31— {George R. Justen & Son Funeral Home former place) 1 Route 31 North and Pearl Street — First Midwest Bank property 1 Route 120 at R.A. Adains 1 Route 31 North and McCullom Lake Road - Target 1 Route 31 North at Fifth Third Bank 1 McCullorn Lake Rd. — Meijer/Staples sign 1 Route 120 and Ridge Road - Meyer Material 1 Route 120 and Ringwood Road — Illinois State Bank 1 Crystal Lake Road North end at Route 120— Coldwell Banker I Crystal Lake Road & Bull Valley Road — Church of Holy Apostles 1 Crystal Lake Road at Harms Farm 1 Route 31 South and Bull Valley Roads 1 Route 31 South and Prime Parkway — Home State Bank 1 Route 31 North - Center Medical Arts Complex 1 Fountain Shoppes Please let me know if this meets with your• approval and the next step we need to take. Thank you for your consideration! 1257 N. Green Street, McHenry, IL 60050 815-385-4300.815-385-9142 (fax) www.mchenrychamber.com • infc@mchenrychamber.com Minor Permit Conimmiity &Economic DeveIopinent 333. S. Green Street, McHenry,IL 60050 E-mail: CED &i.mcltenry.H.us (815) 363-2170 ADDRESS: ll V'-'1 j l�`1 OFFICE use ONLY EST]IvIATED COST OF CONSTRUCTION: Ezistirtg Use: ❑ Coll1111erCial ❑ Indust/Office ❑ Air Conditioning ❑ Fire Suppression ElAccessory Bldg ElLawn Irrigation ❑ Driveway/Lot 1?ay. ❑ Masoruy ❑ Demolition ElRetaining Wall (over4 ❑ Electric ❑ Remodel/Alteration ❑ Fence ❑ Seal Coating/Stripe ❑ Fur•ttace ❑ Side�valldStaics ElFire Alarm ElSiding El Other: ❑ H/C Signs ❑ Freestanding ,❑ Wall Temporary to Over the Conuter ❑ Re -roof ❑ Water Heater Water/Server Repair ZDist: oning To vmhip/Pin: Flood Zonc: PERMIT I'EE� D� at PIan Review: Building: Plumbing: Bond: Misc.Deposit: `-Oiiiier: M Chi P.�l CU Q.C��-(,L. � vim Address: �� . (n(a1'1 St Unit#: r ITCity: d-k,o State: `f (� Zip: bbbso E-mail: om a l� 1 MN chum bcF%d C" tto Coil ra�. O `1" Phone: ( Electrical Contractor: Phone: Srrbtnit � copy of an electz•ical license with this application. Plumbing Contractor: Phone: (_ ) Submit the following: Letter of intent on plumbing contractors letterhead (with corporate seal, or notary seal) stating that they are doing this job; copy of State plumbing license; copy of certificate of State registration. Roofing Contractor: Phone: (•__) Note! Submit a cagy of a State of Illinois roofing contractor• license with this application, Notes: & )ls QCC �� , X i� Ct �II coLbcCj flit-L� �IS�C� tt�1� Yj'l{ �Ta � cS��uO Dn){ Yjo`h V) cAt r ex PO All information provided herein is tree and correct and all ordinances and codes of the City of McHenry shall be complied with. I hereby represent and agree that, in consideration of this permit being issued, only the work herein applied for will be done and that the premises being lvorked oil will only be used for the purposes set fort{t herein. I hereby indenmtify the %Yd its officials and employees from any and all liability for damages, lawsuits, attorneys fees and injuries, including death sustained by anyone or damage to any property, including surveying errors and eilgr6achntent liability which accrue against the City, its officials and employees relating to the work referenced herein. DATE: / FOR OFFICE USE Approved lay Issued Expiration Scanned Name: Date: Date: (Rev. 4/14) CITY OF MCHENRY TEMPORARY USE PERMIT APPLICATION APPLICANT NAME: ADDRESS: (City:) M �Ne ►� ��1 PRONE: (615) eA \' eV3U(CtL m(Whoe� Ur Cbyri m . G� e eve ,<- FAX: ( �) �j oJ' J 'f d ~ EVENT DATE{S)/HOURS: EVENT GENERAL EVENT DESCRIPTION: EXISTING LAND MOBILE:. E-MAIL,1 byl c mchtri (Li th QY)16C, �I �] aU 15� C SETUP:(Datc) � ` (� ` 1� TAKE DOViTN:(Date)� `• a p OPEN TO PUBLIC, YES O ❑ (In-vitation Oily) ATTENDANCE (Projected) ADMISSION FEE: YES: ❑ S NONE PARKING: NO, OF VEHICLES: o o SELF El VALET Ll REMOTE/SHUTTLE ElCOM O1Cf d bI17( MUSIC: NONE El[ YES (Iryes) ACOUSTIC l AMIPLIPIII,D El90iob1 Q)CC L )o(m ( , v 1el t v-) ��cteh K TEMPORARY STRUCTURES, NO ❑ YES El(byes, indicate number, size, and type) WILL EVENT BE ADVERTISED?: N0: ❑ YES: � ([f}'es, indicate where and hotv) PYROTECHNICS: NO: EAYES: ❑ (If yes describe) SUBMITTAL C)FIECI�I.,IST PERMIT NO. OFFICE USE ONLY ZONING DIST: PERMIT FEES FEE: DEPOSIT: COPIES: TOTAL: EXPIRATION DATE: COUNCIL ACTION: DATE: APPROVED El DENIED El \V/ CONDITIONS: YES ❑ NO: El ❑ Completed temporary use peI•mit applicatian. (including property owner signature). ❑ Two copies of site plan showing event layout, location of all structures (existing and/or temporary), property lines, abutting streets, ingress/egress. El Two copies of a parking plan including on site and/or remote parking/slluttle. El Completed sign permit application, if applicable. I HEREBY CERTIFY THAT ALL INFORMATION CONTAINED HEREIN IS ACCURATE AND TRUE AND THAT I WILL ABIDE BY ALL CITY OFMCHENRY ORDINANCES AND CODES RELATING TO THE ISSUANCE OF THIS TEMPORARY USE PERMIT. (_�—� 7 SIGNED: (OWNE OR WA TE: TE TH[S PERMIT IS GR:INTED AND ACCEPTED WITH THE EXPRESS UNllE12STANDING AND AGI2EEilfENT THAT SAIL? TEMPORAR]' USE SHALL CONFORM 1N ALLRESPECTS \V1TII Tf lE ORDINANCES OF THE CITY OF MC[IENRY AS NOR' IN FORCE. (DIRECTOR„ COATSTRUCTIOAT AND NEIGHBORHOOD SERVICES 333 S. GItEEit� STREET DIcHE1t�RY ILLIl\OIS 60050 {815) 363-2170 9/14 Except: Temporary signs posted by non -for -profit, charitable or philanthropic organizations located wn the City of McHenry, advertising a particular event subject to the following conditions. If all conditions listed herein are met City Council approval shall not be required. If any one of the conditions listed herein cannot be met or some variance of any condition is being requested City Council approval if required. (MC44-1095) a. reserved (MC-14-1095) b. A sign permit is obtained; and c. The required $30.00 temporary sign deposit is made; and d. The size of each sign cannot exceed 18 X 24 — inches (three square feet); and e. May be displayed up to two weeks prior to the event and must be removed no later than two days following the event; and f. A city issued permit sticker is displayed on each sign; and g. The overlap on the display of two or more temporary signage permits shall not exceed one week; and h. One sign may be posted at each the following ten locations: • Chapel Hill and Route 120 (S/W Corner Only) • Richmond Road and Elm Street (South side of Elm Street only) • Crystal Lake Road and Elm Street (North side of Elm Street only) • Ringwood Road and Elm Street (One corner of intersection only) • Ridge Road (west city limits) and Route 120 (In close proximity to City welcome sign) • Richmond Road and Diamond Drive (One corner only) • Richmond Road and Blake Blvd. (One corner only) • Richmond Road and McCullom Lake Road (One corner only) • Crystal Lake and Bull Valley Road (One corner only) • Bull Valley Road and South Route 31 (One corner only) Office of the City Administrator Bill Hobson, Deputy City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us CONSENT AGENDA DATE: February 1, 2016 TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator RE: Annual Jaycees Day Fireworks Display and Celebrations in Petersen Park ATT: Request for Qualifications Annually, the City of McHenry partners with the McHenry Area Jaycees to produce the annual Jaycees Day Fireworks celebration in Petersen Park. This year, staff is seeking authorization to advertise for qualifications from area pyrotechnics to produce at a minimum, a 25-minute fireworks display choreographed to music selected by the City and Jaycees. The Jaycees Day Fireworks Celebration is scheduled for Saturday, July 2°a with a rain date of Sunday, July 3ra The Jaycees are requesting permission to begin the celebrations in Petersen Park at 4:00 PM with a deejay playing music as spectators enter the park and live music performed by a local band from 6:00 PM to 9:15 PM. Musical entertainment has been a part of this event since 2005. The local band, when selected will be asked to secure sponsorship and provide additional sound equipment. A total of $15,000 is included in the proposed FY 16/17 budget. Annually, the Jaycees donate $10,000 towards the cost of the fireworks contract with the city contributing $5,000. In addition to financial participation, the city will provide services from Parks, Public Works and the Police Department. Equipment and staff from the McHenry Township Fire Protection District will also assist as necessary. The Jaycees will provide funds for a sound system and background music through revenue derived from the $6 per car parking fee. If the City Council concurs then it is recommended to approve staff s request to solicit RFQ's and approve the McHenry Area Jaycees request to host the annual Jaycees Day Celebrations as presented. City of McHenry, Illinois Fireworks Display Saturday, July 2, 2016 Rain Date: Sunday, July 3, 2016 Request for Qualifications Form General Information Name and address of firm responding: Name of firm's contact: Telephone number of contact: Experience How many years has your firm been in the business of providing fireworks and pyrotechnic displays? (Years) Does your firm do this on a full-time basis? If no, please explain. How many years has the contact person been in the business of providing fireworks and pyrotechnic displays? (Years) How many fireworks displays did your firm produce for clients in calendar year 2014? How many are expected in 2015? Technolo ic�pabilMes Does your firm use computer fired fireworks and, if yes, how long has the firm being doing so? Approximately what percentage of your 2014 and 2015 aerial fireworks displays have been computer fired? Does your firm choreograph aerial firework displays to music? If yes, does your firm choreograph the display to music provided by the client? Please elaborate on your firm's choreographing capabilities or attach information explaining your firm's capabilities in this area. Approximately what percentage of your 2013 and 2014 aerial fireworks displays have been choreographed to music? Safety Has your firm been cited for any safety violations within the past five years? If yes, please explain in detail. Has your firm, or any employee of your firm, had an application for a fireworks permit been rejected within the past five years? If yes, please explain in detail. Has your firm ever had an application for general liability insurance rejected? If so, please explain in detail. Has your firm, or any employee of your firm, had any serious accidents resulting in bodily injury or the possibility of bodily injury related to the ignition of fireworks within the past five years? If yes, please explain in detail. Comparable Event The City of McHenry and the McHenry Area Jaycees intend to provide a fireworks display of at least 25 minutes in duration, fired on land by a computer or electronically and choreographed to music selected by the City and Jaycees. Please identify a future program in the northern Illinois or southeastern Wisconsin area comparable to these general characteristics. Provide the date of the planned event, the name and phone number of a contact person involved in the administration of the event and the name and phone number of the local fire protection official responsible for monitoring the event. Information about the contract cost for the event, the planned duration of the display and the number, size and type of shells in the planned program should be provided. Event name and location: Event contact person and phone number Fire protection official name and phone number Contract cost for event ($15,000-20,000 budget) Planned duration of event minutes Please attach information identifying the number, size, and type of shells included in the planned program. Actual Event Contract cost $15,000 Planned duration of event minutes Please attach total shell count and size and number of shells to be utilized. Signatures By affixing a signature below, the respondent attests to the accuracy of the statements made above and acknowledges that falsification of any information in this document will result in the firm's removal from further consideration. Name of Contractor/Firm: Signature of Representative Name (Please Print) Date City of McHenry, Illinois Request for Qualifications Fireworks Display July 2, 2016 I. Scope of Request for Qualifications The City of McHenry, Illinois, in conjunction and cooperation with the McHenry Area Jaycees, is requesting qualifications (RFQ) from contractors engaged in the provision of fireworks displays. This RFQ process is the first step in a process leading to the award of a one-year contract for the provision of Jaycee Day celebration fireworks displays in the City of McHenry for July 2016. The City's intent in conducting this RFQ process is to identify those contractors having a responsible history of providing fireworks displays in northern Illinois and southern Wisconsin with the capability of providing a computer choreographed, pyro- musical production with all pyrotechnics fired by computer program/electronically. From the list of respondents, the City will narrow the list of contractors to a qualified vendor based on the history of the firm and their experience in providing the services desired. Representatives of the City of McHenry, as well as the Jaycees, will review the RFP's submitted by the qualified contractors to evaluate their safety procedures, capabilities, and performance in the provision of fireworks display services. References by other event organizations and local fire protection officials overseeing the past events will also be used to evaluate the qualified contractors. After completing an evaluation of the qualified and responsible contractors, the City will seek to negotiate a one-year contract for the provision of fireworks services for July 2016. II. Statement of Qualification Requirements A. Contractors wanting to be considered for this contract are required to provide the information requested on the attached RFQ form. Contractors are encouraged to supplement this form with any additional information that may assist the City in evaluating the safety and performance capabilities of the contractor. B. The City of McHenry intends to incorporate in the evaluation process a firm's safety procedures, setup, technological abilities and performance at displays in the northern Illinois and southern Wisconsin area during the 2014 celebration and festival season. These criteria will play a large role in determining the award of the contract. Firms submitting statements of qualifications are asked to provide a list of events in the northern Illinois and southeastern Wisconsin area at which the contractor is supplying a fireworks display. The contractor should also identify one program in the area possessing the features and characteristics most comparable to the program sought by McHenry (i.e., 20-25 minute program duration, land fired, computer choreographed, pyro-musical production, electronically and/or computer fired). The contract cost, the duration of the display, and the number, size and type of shells for the comparable program should be included with the response. Additional information required on the comparable event includes: 1) the contractor's contact name and telephone number with whom an on -site tour can be arranged to view the setup area prior to the fireworks event; 2) the name and telephone numbers of event organizers; and, 3) the name and telephone number of local fire protection officials monitoring the event. C. For information concerning procedures for responding to the RFQ or questions concerning the technical specifications or components of the City of McHenry's fireworks program, contact Deputy City Administrator Bill Hobson at (815) 363-2159 or bhobson@ci.mchenr..i�. Such contact shall be for clarification purposes only. Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum. D. It is preferred that all questions be submitted in writing to the City of McHenry, Attn. Bill Hobson, Deputy City Administrator at 333 S. Green Street, McHenry, IL 60050 or by fax to (815) 363-3186 or email bhobson(i ei.mchenr..i� . Questions of a material nature must be received prior to the cut-off date specified in the RFQ schedule. No part of the RFQ submittal may be submitted by fax. E. Eligibility. To be eligible to respond to this RFQ, the proposing firm must be regularly engaged in the business of providing fireworks displays for a minimum of three (3) years and must demonstrate that they, or the principals assigned to the project, have successfully completed services, similar to those specified in the Scope of Services section of this RFQ, on a regular basis to customers with programs similar in size and complexity to the City of McHenry, Illinois. F. Be properly licensed in the State of Illinois and all certificates up to date. G. Statement of Qualifications Response Schedule. 1. Release Request for Statement of Qualifications —February 2, 2016 2. RFQ Response Due — February 26, 2016 no later than 5:00 p.m. at the City Administrator's Office, City of McHenry, Illinois, 333 S. Green Street, McHenry, IL 60050. Information on City of McHenry/Jaycee Day 2016 Fireworks Program Date: Saturday, July 2, 2016 Rain Date: Sunday, July 3, 2016 Time: 9:30 pm Location: Petersen Park Waterfront Property Owner: City of McHenry Fire/Rescue: McHenry Township Fire Protection District Budget: $15,000 (2016) Sponsors: McHenry Area Jaycees / City of McHenry FIREWORK VENDORS Mr. Bob Kerns Melrose Pyrotechnics, Inc. P.O. Box 302 Kingsbury, IN 46345 Spectrum Pyrotechnics, Inc. W9285 Hwy 16/60 Reeseville, WI. 53579 Mr. Cesar Benitez Five Alarm Fireworks Co. P.O. Box 67 Tinley Park, IL 60477 Bartolotta Fireworks Company, Inc. P.O. Box:) Genesee Depot, WI 53127 /Pete/Fireworks/2012 RFQ Bill Hobson, Deputy City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us CONSENT AGENDA TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator FOR: February 1, 2016 Regular City Council Meeting RE: Petersen Park Ball Field Annex Farm Lease ATT: Model Lease Agreement This past year the City unfortunately lost one of our long term farm lease partners, when Mr. Tom King passed away after a tragic accident. Mr. King had farmed the 22 acres adjacent to the Petersen Park ball Fields for 13 years after the city purchased this property from Cunat Inc. in 2002 to acquire easements for the McCullom Lake sewer extension project. Since Mr. Kings passing the city has received a number of inquiries regarding the future farming of the property. These came from both existing city farm lease holders and from other interested parties. The city has historically renewed leases with existing lessees unless they are no longer interested or there is a conflict of the lease terms. The city has been fortunate to have had several long term leases and great partnerships. Because of the interest in this particular piece of property, the fair way to determine the new lessee is to essentially have them bid on the property and propose what the interested parties are willing to pay in a sealed price per acre proposal that submitted to the city. Staff is requesting permission to pursue this formality by issuing a public notice to request proposals for a year-to-year lease of the 22-acre parcel now identified as the Petersen Park Ball Field Annex Farmland. The formal lease approval would then be presented to City Council at the March 7t' meeting. It is important to note that the current price per acre for the parcel is $173, for an annual payment of $3,454 and that the average for McHenry County land lease rate is $212 per acre. If Council concurs, it is recommended to consider a motion to issue a public notice for the request for proposals for the Farmland lease of the 22 acre Petersen Park Ball Field Annex as presented. The C!ry of McHenry is dedicated to providing its citizens, businesses, and vlsifors with the highest quality of programs and services in acustomer-oriented, efficient, and ftsca!!y responsible manner. PETERSEN BALL FIELD ANNEX LEASE AGREEMENT This Lease Agreement, made and entered into this day of 20163 by and between the City of McHenry, 333 S. Green Street, McHenry, Illinois hereinafter referred to as "Lessor," and hereinafter referred to as "Lessee." RECITALS WHEREAS, Lessor is the legal owner of the following described real estate: approximately 20 acres located south of McCullom Lake Road (PIN 09-27-22&002) on southern edge of Petersen Park, on the northerly border of Mill Creek Subdivision, located in the County of McHenry, State of Illinois, and more fully described in the attached site plan, Exhibit A (the "Premises"), excluding the 8046ot easement area depicted on the site plan along the western boundary of the property and including the existing barn for hay and farm equipment storage purposes. WI�REAS, Lessor wishes to lease to Lessee, and the Lessee wishes to lease from Lessor, the Premises. Now therefore, in exchange for the mutual covenants and conditions expressed herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: I. Term. This Lease Agreement shall commence on the lSt day of March 2016, and end on the 28 day of February 2017. Lessee covenants with Lessor, that at expiration of the term of this Lease Agreement, he will yield up the possession of the Premises to Lessor without further demand or notice, in as good order and condition as when this Lease Agreement was entered upon by Lessee, ordinary wear excepted. II. Rent. Lessee agrees to pay Lessor rent in the amount of it per acre for a total of $ , payable on November 1, 2016. In the event any payment of Rent is received by Lessor more than five (5) days after such Rent payment is due, such payment shall include a late payment penalty in an amount equal to five percent (5%) of the Rent due each day thereafter that such payment is delinquent. III. Use of the Premises. Lessee may use the Premises for farming purposes only. V. Obligations of Lessee. It is further expressly understood and agreed between the parties hereto, as follows: 1. Lessee shall not to burn anything on said Premises. 2. Lessee shall use the premises solely for agricultural purposes. Animals and livestock will not be permitted on said premises. 3. Lessee shall preserve and keep the trees, vines and shrubbery that now are or shall be planted on the Premises, from injury by ploughing, or from animals and further, to keep all necessary ditches and drains ploughed and cleaned out during the continuance of this Lease Agreement. 4. Lessee shall keep said Premises, including the hedges and fences, in proper and necessary repair. If Lessee fails to do so, Lessor may enter upon the Premises and make all proper and necessary repairs, and the cost thereof shall be additional rent, due and owing from Lessee to Lessor immediately. 5. If Lessee shall fail to cultivate said Premises as herein agreed, or shall fail to keep any of the covenants contained in this Lease Agreement, or shall assign this Lease Agreement, or shall sublet said Premises, or any part thereof, without the prior written consent of Lessor, then this Lease Agreement shall, at the election of the Lessor, be null and void, and Lessor, or his legal representative, shall have the right to take possession of said Premises, using such force as may be necessary, with or without process of law; and all damage growing out of a failure to perform any of the covenants of this Lease Agreement shall be added to and become a part of the rent, recoverable as rent. 6. Lessor reserves the right for itself, its employees, and its officers assigns or respective buyers to enter upon said Premises at any time, for the purpose of viewing same or making repairs or improvements thereon. 7. Lessor reserves the right to terminate this lease without notice to Lessee relative to all or part of the Premises for any reason whatsoever. Said portion of the land removed from this Lease Agreement will result in reduced Rent on a prorated basis. If there are crops on the Premises being removed from this Lease Agreement, Lessor shall pay Lessee the fair market value per bushel of said crops as of the date of said crops removal as established by the Stade Grain Company located in Marengo, Illinois, or a similar grain company located in McHenry County, Illinois, as agreed to by the parties. If the Lessor and Lessee are unable to reach an agreement as to the compensation due Lessee, each party will secure a representative who will be designated to resolve any disputes. The decision of the representatives will be final and binding on both parties. Failure of the representatives to agree shall qualify either party to file suit to resolve the issues. 8. Lessee agrees to follow present soil conservation practices as required for by the Soil Conservation Service for McHenry County to control soil loss. 9. Lessee agrees not to use any hazardous materials on said Premises. If Lessee does use any hazardous materials, the cost of cleanup will be paid by the Lessee. Lessor may initially pay, at its discretion for any cleanup however, Lessee shall reimburse Lessor for any costs incurred in the cleanup process. Any damage stemming from use of hazardous materials shall be construed as a material breach of this lease and shall be added to and become part of the rent, recoverable as rent. V. Entire Agreement. This Lease Agreement contains the entire understanding between the parties and supersedes any prior understandings or agreements between them respecting the subject matter. No representations, arrangements, or understandings except those fully expressed herein are, or shall be binding upon the parties. No changes, alterations, modifications, additions or qualifications to the terms of this lease shall be made or be binding unless made in writing and signed by each of the parties. VI. Attorneys Fees. The prevailing party in any action or proceeding to enforce the terms of this Lease Agreement shall be entitled to receive its reasonable attorneys' fees and other reasonable enforcement costs and expenses from the non -prevailing party. 2 VII. Hold Harmless. The Lessee agrees to indemnify, defend, and hold the Lessor harmless from any and all liabilities, claims, demands, suits, damages, actions, recoveries, judgments and expenses (including court costs, attorney's fee's, and costs of investigation) resulting from a breach by Lessee of any provision contained in this Lease Agreement, resulting in any way from Lessee's occupancy of the Premises, or arising from any personal injury occurring on the Premises during the term of this Lease Agreement. The provisions, undertakings, and indemnifications set out in this Section 7 shall survive the termination of this Lease Agreement, UIII. Notices. All notices, requests and other writings required under this Lease Agreement (including any notices of renewal, or termination rights) must be in writing and shall be deemed validly given upon the earlier of (i) actual receipt or (ii) the second business day after the date posted if sent by certified mail, return receipt requested, addressed to the other party as follows: If to Lessor: Attn: Bill Hobson The City of McHenry 333 South Green Street McHenry, IL 60050 If to Lessee: IN WITNESS WHEREOF, We have hereunto set our hands and seals, the day and year first above written. Lessor THE CITY OF MCHENRY By Susan E. Low, Mayor leas eagmtforRFP. j an2016 Lessee By: 3 �; Exhibit A • q6 r� . • t 0&0 AMW •. • .. .. 794?6 0 o GA AND elk to ell ALI b O i q v � .•'i• � lei � L ir APO JOY i r ea DR Ac oTa r•am�+ � � r� ry - . Ott At -tan ,. h a /9 079 4 �k +V � rat � .��. �' ` ��„ `� � .2 : • /.'lc:tc . Isi ( o , .�. 6a , le .•cG N 1Sa DRto Utz �� 1 wFa .arsi iss to -� - •• •� q0 ♦ Gr 7 OVW 4 U''1 E 2i t~A i o 4 B n ' �s , �]' :, ,ti• .h ., ! se cat' CrR . ' G� 7,F-et.. , xF• G.cS tsz�i.: - d .'.Rj� , •0 ' t 3�SteIF x n00 EdAt It jeoA: b0 Imp er y `• „w •p5k _ mod. t� �' o x f� '- ` tit'Rd d y J,' 276 t -aos ,rh z A i N�Rv OF T Bill Hobson, Deputy City Administrator McHenry Municipal Center CONSENT AGENDA TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator FOR: February 1, 2016 Regular City Council Meeting RE: Farm Lease Agreements ATT: Lease Agreement w/James Finch (former Levy Property) Lease Agreement w/ Charles Schaefer (Riverside Hollow) Lease Agreement w/ Bauer Family (Petersen Farm) 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us Following are recommendations to renew three tenant farm lease agreements for properties owned by the City of McHenry. The term for each lease is one-year commencing on March 1, 2016, to February 28, 2017. In an effort to bring the cost per acre closer to the McHenry County average land lease rate of $212 per acre, staff proposes to increase rent for each lease by approximately 5%. James Finch Lease. The city has leased the former Levy property located off Curran Road to James Finch since 2003. Attached is a lease agreement with Mr. Finch to farm approximately 24.5 acres. Staff proposes a price per acre increase from $111 to $117, for an annual payment of $2,867. Charles Schaefer Lease. Charles Schaefer has leased a portion of land acquired from Kennedy Homes as part of the Riverside Hollow subdivision development agreement since 2008. Attached is a lease agreement to farm approximately 12-acres. Staff proposes a price per acre increase from $123 to $129, For an annual payment of $1,548. Bauer Family Lease. Attached is a lease agreement to farm approximately 64-acres with Kevin Bauer and his mother Georgia Bauer. The city first leased this property to the Bauer Family in 2015. They maintained the property in good order and strictly followed the terms of the lease. Staff proposes a price per acre increase from $157 per acre to $165, for an annual payment of $10,560. If Council concurs, it is recommended to consider a motion to enter into the attached lease agreements as presented. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and frscally responsible manner. FINCH LEASE AGREEMENT This Lease Agreement, made and entered into this 2nd day of February 2016, by and between the City of McHenry, 333 S. Green Street, McHenry, Illinois hereinafter referred to as "Lessor," and James P. Finch, 4818 Inmans Way, Ringwood, Illinois hereinafter referred to as "Lessee." RECITALS WHEREAS, Lessor is the legal owner of the following described real estate: approximately 24.5 acres located in the NE 1/4 of the NW 1/4 of Section 33, McHenry Township (T.45N.-R.8&), (PIN 09-33- 100-003) located in the County of McHenry, State of Illinois, and more fully described in the attached Exhibit A (the "Premises"). WHEREAS, Lessor wishes to lease to Lessee, and the Lessee wishes to lease from Lessor, the Premises. Now, therefore, in exchange for the mutual covenants and conditions expressed herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: I. Term. This Lease Agreement shall commence on the 15c day of March 2016, and end on the %' day of February 2017. Lessee covenants with Lessor, that at the expiration of the term of this Lease Agreement, he will yield up the possession of the Premises to Lessor without further demand or notice, in as good order and condition as when this Lease Agreement was entered upon by Lessee, ordinary wear excepted. II. Rent. Lessee agrees to pay Lessor rent in the amount of $2,867, payable on November 1, 2016. In the event any payment of Rent is received by Lessor more than five (5) days after such Rent payment is due, such payment shall include a late payment penalty in an amount equal to five percent (5%) of the Rent due each day thereafter that such payment is delinquent. II I. Use of the Premises. Lessee may use the Premises for farming purposes only. IV. Obligations of Lessee. It is further expressly understood and agreed between the parties hereto, as follows: 1. Lessee shall not to burn anything on said Premises. 2. Lessee shall use the premises solely for agricultural purposes. Animals and livestock will not be permitted on said premises. 3. Lessee shall preserve and keep the trees, vines and shrubbery that now are or shall be planted on the Premises, from injury by ploughing, or from animals and further, to keep all necessary ditches and drains ploughed and cleaned out during the continuance of this Lease Agreement. 4. If Lessee shall fail to cultivate said Premises as herein agreed, or shall fail. to keep any of the covenants contained in this Lease Agreement, or shall assign this Lease Agreement, or shall sublet said Premises, or any part thereof, without the prior written consent of Lessor, then this Lease Agreement shall, at the election of the Lessor, be null and void, and Lessor, or his legal representative, shall have the right to take possession of said Premises, using such force as may be necessary, with or without process of law; and all damage growing out of a failure to perform any of the covenants of this Lease Agreement shall be added to and become a part of the rent, recoverable as rent. 5. Lessor reserves the right for itself, its employees, and its officers assigns or respective buyers to enter upon said Premises at any time, for the purpose of viewing same or making repairs or improvements thereon. 6. Lessor reserves the right to terminate this lease without notice to Lessee relative to all or part of the Premises for any reason whatsoever. Said portion of the land removed from this Lease Agreement will result in reduced Rent on a prorated basis. If there are crops on the Premises being removed from this Lease Agreement, Lessor shall pay Lessee the fair market value per bushel of said crops as of the date of said crops removal as established by the Stade Grain Company located in Marengo, Illinois, or a similar grain company located in McHenry County, Illinois, as agreed to by the parties. If the Lessor and Lessee are unable to reach an agreement as to the compensation due Lessee, each parry will secure a representative who will be designated to resolve any disputes. The decision of the representatives will be final and binding on both parties. Failure of the representatives to agree shall qualify either party to file suit to resolve the issues. 7. Lessee agrees to follow present soil conservation practices as required for by the Soil Conservation Service for McHenry County to control soil loss. 8. Lessee agrees not to use any hazardous materials on said Premises. If Lessee does use any hazardous materials, the cost of cleanup will be paid by the Lessee. Lessor may initially pay, at its discretion for any cleanup however Lessee shall reimburse Lessor for any costs incurred in the cleanup process. Any damage stemming from use of hazardous materials shall be construed as a material breach of this lease and shall be added to and become part of the rent, recoverable as rent. V. Entire Agreement. This Lease Agreement contains the entire understanding between the parties and supersedes any prior understandings or agreements between them respecting the subject matter. No representations, arrangements, or understandings except those fully expressed herein are, or shall be binding upon the parties. No changes, alterations, modifications, additions or qualifications to the terms of this lease shall be made or be binding unless made in writing and signed by each of the parties. VI. Attorneys Fees. The prevailing party in any action or proceeding to enforce the terms of this Lease Agreement shall be entitled to receive its reasonable attorneys' fees and other reasonable enforcement costs and expenses from the non -prevailing party. VII. Hold Harmless. The Lessee agrees to indemnify, defend, and hold the Lessor harmless from any and all liabilities, claims, demands, suits, damages, actions, recoveries, judgments and expenses (including court costs, attorney fees, and costs of investigation) resulting from a breach by Lessee of any provision contained in this Lease Agreement, resulting in any way from Lessee's occupancy of the Premises, or arising from any personal injury occurring on the Premises during the term of this Lease Agreement. The provisions, undertakings, and indemnifications set out in this Section 7 shall survive the termination of this Lease Agreement. VIII. Notices. All notices, requests and other writings required under this Lease Agreement (including any notices of renewal, or termination rights) must be in writing and shall be deemed validly given upon the earlier of (i) actual receipt or (ii) the second business day after the date posted if sent by certified mail, return receipt requested, addressed to the other party as follows: 2 If to Lessor: Attn: Bill Hobson The City of McHenry 333 South Green Street McHenry, II, 60050 If to Lessee: James P. Finch 4818 Inmans Way Ringwood, IL 60072 IN WITNESS WHEREOF, We have hereunto set our hands and seals, the day and year first above written. Lessor THE CITY OF MCHENRY By Susan E. Low, Mayor Lessee I : ►7i��'a 1��i By: James P. Finch 3 g pr�q 5 p p , I vU2 r EJ'aHILAl A. DSO Doi OOG _ �`.t A/rl/i Lcznc vKH a b z''v .s AV y Gfd. 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HI := , AK : oo . rtc1 ooz • o3 �rG2 P/O Pl �LSJ R t [7 c ® iffo McHenry Safy`e ' K/Z010 S./� ¢ zBz z• of m rank Trust No.49?1 �riC nr << lows c3 59 hkiffo• � • 7sfnf-dwesfT�r; oa3 0 3� Joe 775 ZZ AAc7nIo,C YR 9 i 4FY ` ^w 7 S¢�LJ ons Z^E" F; Ma 8 3 . - Ra f .9Pat 8 -`5• BM L.J" COD IL /isi �k n Q O�ort/7e /� 'Pow L z ... VS! F(%i�SOl7 DDj op4. Cb70 Ho :iii". .. Oq7 O]3 N E'�EPI NEG'��y FIf IY PIT:./MI SCHAEFER LEASE AGREEMENT This Lease Agreement, made and entered into this 2"d day of February 2016, by and between the City of McHenry, 333 S. Green Street, McHenry, Illinois ("Lessor"), and Charles Schaefer, 3220 Prairie, Johnsburg, Illinois ("Lessee"), RECITALS WHEREAS, Lessor is the legal owner of following described real estate: Riverside Hollow Outlot A, parcel #09-24-351-004. The parcel is approximately 12 acres and described in the attached site pIan, Exhibit A (the "Premises"). WHEREAS, Lessor wishes to lease to Lessee, and the Lessee wishes to lease from Lessor, the Premises. Now, therefore, in exchange for the mutual covenants and conditions expressed herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: I. Term. This Lease Agreement shall commence on March 1, 2016 and end on February 28, 2017. Lessee covenants with Lessor, that at the expiration of the term of this Lease Agreement, he will yield up the possession of the Premises to Lessor without further demand or notice, in as good order and condition as when this Lease Agreement was entered upon by Lessee, ordinary wear excepted. II. Rent.. Lessee agrees to pay Lessor rent in the amount of $1,548 payable on November 1, 2016. In the event any payment of Rent is received by Lessor more than five (5) days after such Rent payment is due, such payment shall include a late payment penalty in an amount equal to five percent (5%) of the Rent due each day thereafter that such payment is delinquent. III. Use of the Premises. Lessee may use the Premises for farming purposes only. N. Obligations of Lessee. It is further expressly understood and agreed between the parties hereto, as follows: 1. Lessee shall not to burn anything on said Premises. 2. Lessee shall use the premises solely for agricultural purposes. Animals and livestock will not be permitted on said premises. 3. Lessee shall preserve and keep the trees, vines, and shrubbery that now are or shall be planted on the Premises, from injury by ploughing, or from animals and further, to keep all necessary ditches and drains ploughed and cleaned out during the continuance of this Lease Agreement. Approximately 2.45 acres of the property in question shall be preserved and omitted from the acreage lased to Lessor as described in the attached site plan, Exhibit A. 4. Lessee shall keep said Premises, including the hedges and fences, in proper and necessary repair. If Lessee fails to do so, Lessor may enter upon the Premises and make all proper and necessary repairs, and the cost thereof shall be added to and become a part of the rent, recoverable as rent. 5. If Lessee shall fail to cultivate said Premises as herein agreed, or shall fail to keep any of the covenants contained in this Lease Agreement, or shall assign this Lease Agreement, or shall sublet said Premises, or any part thereof, without the prior written consent of Lessor, then this Lease Agreement shall, at the election of the Lessor, be null and void, and Lessor, or his legal representative, shall have the right to take possession of said Premises, using such force as may be necessary, with or without process of law; and all damage growing out of a failure to perform any of the covenants of this Lease Agreement shall be added to and become a part of the rent, recoverable as rent. 6. Lessor reserves the right for itself, its employees, and its officers assigns or respective buyers to enter upon said Premises at any time, for the purpose of viewing same or making repairs or improvements thereon. 7. Lessor reserves the right to terminate this lease without notice to Lessee relative to all or part of the Premises for any reason whatsoever. Said portion of the land removed from this Lease Agreement will result in reduced Rent on a prorated basis. If there are crops on the Premises being removed from this Lease Agreement, Lessor shall pay Lessee the fair market value per bushel of said crops as of the date of said crops removal as established by the Stade Grain Company located in Marengo, Illinois, or a similar grain company located in McHenry County, Illinois, as agreed to by the parties. If the Lessor and Lessee are unable to reach an agreement as to the compensation due Lessee, each party will secure a representative who will be designated to resolve any disputes. The decision of the representatives will be final and binding on both parties. Failure of the representatives to agree shall qualify either party to file suit to resolve the issues. 8. Lessee agrees to follow present soil conservation practices as required for by the Soil Conservation Service for McHenry County to control soil loss. 9. Lessee agrees not to use any hazardous materials on said Premises. If Lessee does use any hazardous materials, the cost of cleanup will be paid by the Lessee. Lessor may initially pay, at its discretion for any cleanup however Lessee shall reimburse Lessor for any costs incurred in the clean up process. Any damage stemming from use of hazardous materials shall be construed as a material breach of this lease and shall be added to and become part of the rent, recoverable as rent. V. Entire Agreement. This Lease Agreement contains the entire understanding between the parties and supercedes any prior understandings or agreements between them respecting the subject matter. No representations, arrangements, or understandings except those fully expressed herein, are, or shall be binding upon the parties. No changes, alterations, modifications, additions, or qualifications to the terms of this lease shall be made or be binding unless made in writing and signed by each of the parties. VI. Attorneys Fees. The prevailing party in any action or proceeding to enforce the terms of this Lease Agreement shall be entitled to receive its reasonable attorneys' fees and other reasonable enforcement costs and expenses from the non -prevailing party. VII. Hold Harmless. The Lessee agrees to indemnify, defend, and hold the Lessor harmless from any and all liabilities, claims, demands, suits, damages, actions, recoveries, judgments and expenses (including court costs, attorneys fees, and costs of investigation) resulting from a breach by Lessee of 2 any provision contained in this Lease Agreement, resulting in any way from Lessee's occupancy of the Premises, or arising from any personal injury occurring on the Premises during the term of this Lease Agreement. The provisions, undertakings, and indemnifications set out in this Section 7 shall survive the termination of this Lease Agreement. VIIi. Notices. All notices, requests and other writings required under this Lease Agreement (including any notices of renewal or termination rights) must be in writing and shall be deemed validly given upon the earlier of (i) actual receipt or (ii) the second business day after the date posted if sent by certified mail, return receipt requested, addressed to the other parry as follows: If to Lessor: Attn: William Hobson The City of McHenry 333 South Green Street McHenry, IL 60050 If to Lessee: Charles Schaefer 3220 Prairie Trail Johnsburg, Illinois 60051 IN WITNESS WHEREOF, We have hereunto set our hands and seals, the day and year first above written. Lessor THE CITY OF MCHENRY By Susan E. Low, Mayor Lessee By: Charles Schaefer _�-`��^1 __ � ,r- = ��,� � : '-�� =p, -_i �.� EXHIBIT /� - - _ _ . --_r + �. -� '�= �� BAUER LEASE AGREEMENT This Lease Agreement made and entered into this 2nd day of February 20165 by and between the City of McHenry, 333 S. Green Street, McHenry, Illinois ("Lessor"), and Kevin Bauer and Georgia E. Bauer, 4803 Barnard Mill Road and Georgia E. Bauer ("Lessee"). RECITALS WHEREAS, Lessor is the legal owner of the land, being a portion of the Petersen Farm in McHenry, Illinois, for farming purposes only containing approximately 64 acres as described in the attached site plan, Exhibit A (the "Premises"). WHEREAS, Lessor wishes to lease to Lessee, and the Lessee wishes to lease from Lessor, the Premises. Now, therefore, in exchange for the mutual covenants and conditions expressed herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: I. Term. This Lease Agreement shall commence on March 1, 2016 and end on February 28, 2017. Lessee covenants with Lessor, that at the expiration of the term of this Lease Agreement, he will yield up the possession of the Premises to Lessor without further demand or notice, in as good order and condition as when this Lease Agreement was entered upon by Lessee, ordinary wear excepted. II. Rent. Lessee agrees to pay Lessor Rent in the amount of $10,560 payable on November 1, 2016. In the event any payment of Rent is received by Lessor more than five (5) days after such Rent payment is due, such payment shall include a late payment penalty in an amount equal to five percent (5%) of the Rent due each day thereafter that such payment is delinquent. III. Use of the Premises. Lessee may use the Premises for farming purposes only. IV. Obligations of Lessee. It is further expressly understood and agreed between the parties hereto, as follows: l .Lessee shall not to burn anything on said Premises. 2. Lessee shall use the premises solely for agricultural purposes. Animals and livestock will not be permitted on said premises. 3. Lessee shall preserve and keep the trees, vines and shrubbery that now are or shall be planted on the Premises, from injury by ploughing, or from animals and further, to keep all necessary ditches and drains ploughed and cleaned out during the continuance of this Lease Agreement. 4. Lessee shall keep said Premises, including the hedges and fences, in proper and necessary repair. If Lessee fails to do so, Lessor may enter upon the Premises and make all proper and necessary repairs, and the cost thereof shall be additional rent, due and owing from Lessee to Lessor immediately. 5. If Lessee shall fail to cultivate said Premises as herein agreed, or shall fail to keep any of the covenants contained in this Lease Agreement, or shall assign this Lease Agreement, or shall sublet said Premises, or any part thereof, without the prior written consent of Lessor, then this Lease Agreement shall, at the election of the Lessor, be null and void, and Lessor, or his legal representative, shall have the right to take possession of said Premises, using such force as may be necessary, with or without process A law; and all damage growing out of a failure to perform any of the covenants of this Lease Agreement shall be added to and become a part of the rent, recoverable as rent. 6. Lessor reserves the right for itself, its employees, and its officers assigns or respective buyers to enter upon said Premises at any time, for the purpose of viewing same or making repairs or improvements thereon. 7. Lessor reserves the right to terminate this lease without notice to Lessee relative to all or part of the Premises for any reason whatsoever. Said portion of the land removed from this Lease Agreement will result in reduced Rent on a prorated basis. If there are crops on the Premises being removed from this Lease Agreement, Lessor shall pay Lessee the fair market value per bushel of said crops as of the date of said crops removal as established by the Stade Grain Company located in Marengo, Illinois, or a similar grain company located in McHenry County, Illinois, as agreed to by the parties. If the Lessor and Lessee are unable to reach an agreement as to the compensation due Lessee, each parry will secure a representative who will be designated to resolve any disputes. The decision of the representatives will be final and binding on both parties. Failure of the representatives to agree shall qualify either party to file suit to resolve the issues. 8. Lessee agrees to follow present soil conservation practices as required for by the Soil Conservation Service for McHenry County to control soil loss. 9. Lessee agrees not to use any hazardous materials on said Premises., If Lessee does use any hazardous materials, the cost of clean up will be paid by the Lessee. Lessor may initially pay, at its discretion for any clean up; however; Lessee shall reimburse Lessor for any costs incurred in the clean up process. Any damage stemming from use of hazardous materials shall be construed as a material breach of this lease and shall be added to and become part of the rent, recoverable as rent. V. Entire Agreement. This Lease Agreement contains the entire understanding between the parties and supercedes any prior understandings or agreements between them respecting the subject matter. No representations, arrangements, or understandings except those fully expressed herein, are, or shall be binding upon the parties. No changes, alterations, modifications, additions or qualifications to the terms of this lease shall be made or be binding unless made in writing and signed by each of the parties. VI. Attorneys Fees. The prevailing party in any action or proceeding to enforce the terms of this Lease Agreement shall be entitled to receive its reasonable attorneys' fees and other reasonable enforcement costs and expenses from the non -prevailing party. VII. Hold Harmless. The Lessee agrees to indemnify, defend, and hold the Lessor harmless from any and all liabilities, claims, demands, suits, damages, actions, recoveries, judgments and expenses (including court costs, attorneys fee's, and costs of investigation) resulting from a breach by Lessee of any provision contained in this Lease Agreement, resulting in any way from Lessee's occupancy of the 2 Premises, or arising from any personal injury occurring on the Premises during the term of this Lease Agreement. The provisions, undertakings, and indemnifications set out in this Section 7 shall survive the termination of this Lease Agreement. VIII. Notices. All notices, requests and other writings required under this Lease Agreement (including any notices of renewal, or termination rights) must be in writing and shall be deemed validly given upon the earlier of (i) actual receipt or (ii) the second business day after the date posted if sent by certified mail, return receipt requested, addressed to the other party as follows: If to Lessor: Attn: Bill Hobson The City of McHenry 333 South Green Street McHenry, IL 60050 If to Lessee: Kevin Bauer Georgia E. Bauer 4803 Barnard Mill Road Ringwood, Illinois 60072 IN WITNESS WHEREOF, We have hereunto set our hands and seals, the day and year first above written. Lessor: TILE CITY OF MCHENRY By. Susan E. Low, Mayor Lessee: By: By: Kevin Bauer Georgia E. Bauer 3 far wit I Ar gal r •, • • , Go It Go 4 We We I ftr a IN it via >vo; IS • r '•, It Ow 6 • • • • r� rr r • tt X r 1 r _ FILL. , •If _ lit t qOISSI��, f. .:. N [ ... :a. k-...ri=4',�..srr....r.• .. mor 4�'ti"-+ L,,. .. .r' N'•,� •, •erve •Q' . v r Y VA All I, 4AFeelri f„-,s'�. rt 4, ".Sarrf S'3 FFA. •NA k „ ; r. .. • ' S Ss of lot 0 lY�f ��. =-A. Fill- } DD I 22 AV 9.4 Of We age ` n• s .I 14 .e, • . All IF el 14 as A o x.84 ' a, We AV Olt 5 .sr.r,.�s'A go to Io. .��' s• a .�'• i i or 0 NX b' I .. Y mill.d r AtIF of Me 4 be It 14 t i1 MIT a - a•�' .,d ,emu _ ' i 4IF ...tom •tx•- Y}�Pw'••`• `+ Ill .a �Ap i:'Ill. .s.. ' Soft irqq* FISAWIp We Wr +. x We AREu ` Wee age A of or we .. rxWe :s AS rt 1. VIA r,*rr y h , � �•'. ; ` :Fe:A Fee All •. _ .f_f GV ...1r — .� .. 'to W*' Wt�+'. , 'LilrIIgrSWfll Lao` LWell s 1 field�1' •+ ;r A VIA IF 6 it to ,•t all mor 0 — Bill Hobson, Deputy City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us CONSENT AGENDA TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator FOR: February 1, 2016 Regular City Council Meeting RE: St. Patrick's Day Community Service Group Awareness Parade ATT: Parade Route The McHenry Rotary Sunrise Club is seeking permission to host the annual St. Patrick's Day Community Service Group Awareness Parade on Sunday, March 13. As in past years, the parade will organize in the East Campus parking lot and step off at 1:00 PM. The parade will proceed west on Waukegan Road; north on Green Street crossing Route 120; east on Pearl Street; concluding north on Park Street adjacent to Veterans Memorial Park. The parade is relatively small, lasts approximately one-half hour, and will necessitate the temporary closure of four intersections (Waukegan Road/Green Street; Green Street/Route 120; Green Street/Pearl Street; and Pearl Street/Park Street). There will be no temporary parking ban requested on Green Street. At the park, the club is requesting permission to offer food vendors and entertainment in the gazebo. All activities. would conclude by 4:00 PM. McHenry Police Department staff support the event and determine it is not a burden on manpower. Activities in the park will be manned by Rotary volunteers and require no services from the city other than use of the park and electricity for food vendors. The Rotary Club is respectfully requesting a waiver A all associated fees. If Council concurs, then it is recommended a motion is considered to grant the McHenry Rotary Sunrise Club request to host the St. Patrick's Day Community Service Group Awareness Parade on Sunday, March 13t'. temporary closure of Waukegan Road, Green Street, Pearl Street, and Park Street between 1*00 PM and 1*30 PM; special use for associated activities in Veterans Memorial Park until 4*00 PM; and, waiver of all associated fees. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. St. [Patrick',c,5 ILWAM I i I' IrC 1:.j li EA I (1 P+ a �T}t�Y4 Yll n � R i F,l,l h�1�8be rs r'v( st 411 About 11 t.IListom GI0s,9 and S nke5hop lr* Fowtojli' Tap 009 ht�.h�ruy r`` 31 t �r,r WundFr�l Pancake Parr Venice ct CD 3 Cn t,RrH?. pry Hiqh Bill Hobson, Deputy City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us CONSENT AGENDA DATE: February 1, 2016 TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator RE: McHenry Rotary Club Blues, Brews & BBQ's Festival ATT: Event Flyer Special Event Liquor License Application MC Sec 7.50.4 Temporary Sign Locations The McHenry Rotary Club is requesting the temporary use of Petersen Park from Thursday, August 4th through Monday, August 8th, for the Blues, Brews and BBQ's. The actual event will take place on Friday, August 5th through Sunday, August 7th - use of Petersen Park on the Thursday preceding and Monday after is requested to facilitate event setup and cleanup. For the past four years, the McHenry Rotary club has hosted this festival that includes food vendors, live bands, and a barbeque cooking contest at the western portion of the park; and a special event liquor license to serve beer, wine, and malt beverages. The Rotary Club's goal is to host a family friendly event. Event details have not changed from past years; proposed hours are Friday 4:30 PM to 11:00 PM; Saturday 2:00 PM to 11:00 PM; and Sunday 12:00 PM to 8:00 PM. Each day will include food, live music, and beer service. A $5 donation will be requested at the gate and children 12 and under accompanied by an adult will be admitted free. A local security firm will provide wrist -banding for alcohol service and local business volunteers will serve the alcohol. All alcohol sales will cease 15-minutes prior to festival closing times. The city will have police presence at the event to ensure public safety. The cost to provide police services is estimated at $7,500 in addition to the $500 park rental fee to cover the cost for the city to prepare the park for the event and incidentals such as general patrol of the washroom facilities by a parks employee. All other aspects of the event including trash pickup, parking, stage, and sound will be manned by volunteers from the Rotary Club. The Rotary Club is also requesting permission to place 18" x 24" election style signage advertising the event in municipal right -of --ways at locations authorized pursuant to the Municipal Code, throughout the city. The signs would be installed on July 26th and removed August 8th If City Council concurs with this request then it is recommended that a motion be made to grant the McHenry Rotary Club 1) use of Petersen park to setup, host, and cleanup the Blues, Brew & BBQ's festival from August 4th through August 8'h; 2) special event liquor license for the sale of beer, wine, and malt liquor with sales to cease 15-minutes prior to park closure; and, 3) permission to post temporary advertising signs in municipal right -of --way as presented. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. s/sirs 1 o: City of McHenry RE: Event Schedule and Information. WWW.M12I3BB.com. Fifth Annual Relent Date: Aug. 5th thru Aug.7th, 2016 LOCATION — .PETERSEN PARK, 4300 Petersen Park rd. McHenry, .I.L 60050 Tuesday Aug. 2nd JUL.IE utility locate, prelim. layout, meet on site with park. staff. Thursday Aug. 4th Set up ter�.ts 8 am. Vendor arrival/pm. set up, electrical hook-ups Schedule Friday afternoon electrical / tent inspection. by Community Development. Lay cable / grey water trays. Friday Aug. Sth Set up tables/banners, Rotary Lunch, 4pm Health Dept. b'c City inspection. Crates open 4:30 Food. /Beer 5:00 to 10:45 (Beer ticket sales stop 10:30) Bands 5:00 to 11:00 pm Grounds close-11:00pm Sat. Aug. 6th Food / Beer 2:00 to 1.0:45 (Beer ticket. sales stop 10:30) Bands 4:00 to 11:00 pm Grounds close-11:OOpm Sunday .Aug. 7th Food JBeer Noon to 8:00 pm (Beer ticket sales stop 7:45) Bands 12:OOpm to B:OOpm BBQ cooking contest, contestants start at 8 am, judge 2 pm. Need Access to water hose bib at bath. building at 8 am. Use bleachers by volleyball area, place around tent. Announce Home Brew contest winners on stage, present awards. Home Brew Tasting and Judging offsite before hand. Grounds close-8:OOpm Rotary Teardown tables / banners 1Vlonday Aug. 8th Park clean-up /remove tents, toilets, garbage and equipment. Gate $10 (donat.i.on for charity) 12 - under free, uniformed Service men and women free. Presell tickets $5 at locations around town, presal.es end Thursday night. Tents by Rotary ( Classic Party Rentals) Entry gate20'x20', main dinning tent 40x60, beer area 40'x40', wrist band/ticket sales 20'x20', food vendor canopies 20'x.20', BBQ area 20x40. Food /Beverage served a113 days, up to 6 BBQ /food vendors. Bands will be local and regional. Clean up and overnight security supplied by Rotary, Thursday night thru Sunday night. Parking traffic layout and control by volunteers, motorcycle parking area on paved lot, 2 temporary generator parking lot lights by Rotary. Additional Portable Bathroom's, wash sinks and grey water / grease disposal by Rotary. Garbage dumpsters, and disposal, and charcoal barrel, by Rotary Vendor / park layout by Rotary Stage Sound and Lighting by Rotary (B&B Sound) Need one case of 50 gal. trash bags from. City, Rotary to supply the balance. Beer !Wine/ .Malt Beverages —supplied by Chas..Herdrich &Son. Wrist bands supplied thru Chas. Herdrich, different color each night, I. D. and banding by a private security. Beer served by volunteer/ sponsor, business groups, supervised by Rotary and McHenry P.D., Rotary to obtain City and State Liquor License, and sell beer tickets. 2 beers at a time walk away limit. Local craft brews to be offered. Signage around town: 15 signs 18"x24", advertising event, and directions to park 3 signs approx. 4'x8' temp signs placed on private property Advertising: Local Newspaper, Radio, Community Signs, Web Site, Face -book, Bill Boards, handouts and Rotary Club -runner. Pre -sell Sponsor / Cooperate packages of entry tickets. Insurance: Rain. out insurance, General and Dram Shop Insurance by Rotary Damage to Park facilities / major turf repair by Rotary. Health Department permits by Vendors. Rescue squad /first aid - M.cHenry Township F.i.re4 Beach. remains open., beach closes at 5 pm. Proceeds- All. proceeds go to McHenry Rotary Charitable Foundation and Scholarships. Set up booth/tent at Farmers Market for two weeks before to sell tickets at Concert in the Park City of McIIenr-y Additional Police provided during event. Parks Fee $500, one staff person on staff for possible issues. Utilities, water (cold only), electricity. Stage Cover, boom truck for stage banners on Thursday afternoon. Picnic 'fables / Benches, wood spools, umbrellas, Garbage cans, one case of S0 gal. trash bags. Bleachers for cooking contest viewing placed by 20x40 tent. Motorcycle parking lot on paved area. Light Temporary Toilets. SPECIAL EVENT LIQUOR LICENSE APPLICATION CITY OF MCHENRY (A special event liquor license may also be required by the State Liquor Control Commission) www.state.H.us/Icc FEE $25.00 COMPANY OR ORGANIZATION: ADDRESS:s PHONE NUMBER: TYPE OF BUSINESS OR ORGANIZAT�IO1N: 2, LICENSE APPLICANT: � f1l ADDRESS: DAYTIME TELEPHONE NO.: 0 APPLICATION DATE�� CITY: DATE OF BIRTH: CITY: ; ING TELEPHONE r 3, LOCATION WHERE SPECIAL EVENT HELD: 1 t' (non-residential premises only) 4, OWNER OF LOCATION WHERE SPECIALLEEEVVENT HELD: OWNER'SADDRESS: i': yC CITY: OO` TELEPHONE NUMBER: 5. DATE(S) OF EVENT: Vic/ > HOURS: +0 ��✓ �� ` `7 (not more than 3 days) c2ef�q,dJ r;2 E� 6, TYPE OF ALCOHOL TO BE SERVED: BEER WINE LIQUOR 7, NO UNDER -AGED OR INTOXICATED PERSON(S) SHALL BE SERVED ANY ALCOHOLIC BEVERAGES, 8, DRAM SHOP INSURANCE TO THE MAXIMUM LIMIT MUST BE OBTAINED AND A CERTIFICATE OF INSURANCE NAMING THE CITY OF MCHENRY AS ADDITIONALLY INSURED SHALL BE ATTACHED TO THIS APPLICATION. AFFIDAVIT reby states that the City of McHenry shall not be held liable for any arsons to whom this license has been issued shall hold the City of McHenry harmless in connection with any and all claims arising as a result of the consumption of alcoholic liquor or as a result of the issuance of this license. The undersigned certifies that they will not violate any of the laws of the City of McHenry, of the State of Illinois, or ofthe United States of America, in the conduct of this Special Event Liquor License and that the stateme c ined in this application are true and correct to the best of his/her knowledge and belief. The undersigned is aware that i or li in i required for this license. S BSCRIBED and SWORN to before me this d f r w sag 64 r A �*M (&AA4,44 KA Notary P lic DATE ISSUED EFFECTIVE DATE(S) 2012 oFr-iciAL SEAL ;r�at�re�f�A�fict� s DUNNA J THARP 20 NOTARY PUBLIC - STATE OF ILLINOIS MY COMMISSION EXPIRES: LICENSE NO. 9/14 Except: Temporary suns posted by non -for -profit; charitable or philanthropic organizations located within the City of McHenry.. advertising a particular event subject to thefollowing conditions. If all conditions listed herein are met City Council approval shall not be required. If any one of the conditions listed herein cannot be met or some variance of any condition is being requested City Council approval if required. (MC44-1095) a. reserved (MC;-14-1095) b, A sign permit is obtained; and c. The required $30.00 temporary sign deposit is made; and d. The size of each sign cannot exceed. 1.8 X 24 — ir7che4z (three square feet); and c. May be displayed up to two weeks prior to the event and must be removed no later than two days following the event; and C A city issued permit sticker is displayed on each sign; and g, The overlap on the display of two or more temporary signage permits shall not exceed one week; and h. One sign may be pasted at each the following ten locations: • Chapel Hill ari.d Route 120 (S11'J Corner Only) • Richmond Road and Elm Street (South side of Elm Street only) • Crystal Lake Road and. Elm Street (North side of Elm Street only) * Ringwood Road. and Elm Street (One corner of intersection only) • Ridge Road (west city limits) and Route 120 (In close proximity to City welcome sign) • Richmond .Road and Diamond Drive (One corner only) • Richmond Road and Blake Blvd, (One cor-rier only) • Richmond. Road and MCCullom Lake Road (One corner only) Crystal Lake and Bull Valley Road (One corner only) Bull Valley Road and South Route 31 (One corner only) MR6RT Oi TXR PO% R- f Rp Office of the City Administrator Bill Hobson, Deputy City Administrator McHenry Municipal Center C®IVSENT AGENDA DATE: February 1, 2016 TO: Mayor and City Council FROM: Bill Hobson, Deputy City Administrator RE: Wonder Lake Ski Team Haunted Hayride ATT: Haunted Hayride Request Letter 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 www.ci.mchenry.il.us The Wonder Lake Water Ski Team is requesting use of Petersen Park for the 19th Annual Haunted Hayride Program to be held on October 15, 21, 22, 28 and 29, 2016, permission to post temporary advertising signs in right-of-ways, and waiver of all associated fees. Hayrides will begin at 7:00 PM and close at 10:30 PM with a "Kiddie Matinee" from 3*00 PM to 5*00 PM on Saturday, October 18th. Last year, over 4,500 people attended the event. The Ski Team is requesting to again post 4'x4' freestanding, sandwich -style advertising signs on properties throughout the city for the month of October. The signs typically would require both a sign variance, costing $175, and temporary sign permit for $60, $30 of which is refundable. The signs are proposed at the following locations: 1. 302 N. Front Street —Gerstad Property 2. Bull Valley Road &Crystal Lake Road —Northwest Corner 3. Chapel Hill Road — Liberty Trails 4. Lincoln Road — Liberty Trails 5. McCullom Lake Road & Riverside Drive — Southwest Corner 6. Petersen Park Road & McCullom Lake Road 7. R.A. Adams- Route 120 8. Ridge Road — Gerstad Property — Deerwood Lot 46 The hayride route was moved from the picnic side of Petersen Park to Petersen Farm to create a buffer from the surrounding neighborhood and to protect the grove of mature oak trees. This was done so as a temporary solution and not meant to transfer some of the issues that were being experienced on the picnic side to another location. Last year was to be the last year of the event in this location, however the event organizers were able to adhere to strict guidelines put in place and created a mutually beneficial situation for both the ski team's event and for the City of McHenry. For these reasons the event is once again before council for consideration. TTie City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. As in the previous years, parking, loading, and unloading of the wagons will occur on the south side of McCullom Lake Road. Additional traffic control will be utilized on McCullom Road to alert drivers of wagons crossing from the hayfield to the main driveway of the farm. The Ski Team will be responsible for all additional costs incurred by the city for signage and manpower. This year and moving forward the city staff recommends charging the team $1,000 for the use of the park based on the city's non-resident special event fee schedule. If City Council concurs, then it is recommended to approve the use of Petersen Farmstead, permit temporary advertising signs at the locations presented, and waive the associated fees strictly for the signage for the Wonder Lake Ski Team annual Haunted Hayride on October 15, 21, 22, 28 and 29, 20160 Tize City of11�c�Ienr�� is dedicated to providing its citizens, businesses, and visitors with the highest rjuality of�rograms and services in a customer -oriented, efficient, and ftscaily responsible manner. December 7, 2015 Mayor Sue Low City of McHenry Aldermen City of McHenry 333 South Green Street McHenry, Illinois 60050 Dear Mayor Low and Aldermen: Art vry 01 The Wonder Lake Water Ski Show Team Organization would like to graciously thank both yourself and the Aldermen for supporting the Haunted Hayride community event we have hosted since 1997 at Petersen Park. Over those years, this event has been well attended and received good reviews for Halloween entertainment within the community while at the same time is an instrumental fundraiser supporting the annual budget of our non-profit organization. Through the successes of this event, we have been able to not only fund a major portion of our annual budget needs to perform local ski shows and compete on both a regional and national platform, we have also been able to support additional initiatives and give back. A few examples include: fostering the talents of our youth Junior Ski Team for children ages 5 43, providing Learn to Ski programs in partnership with NISRA (NorthermIllinois Special Recreation Area), and supporting the local Food Pantry with our annual food and donation drive. At this time we are kindly requesting the use of Petersen Park in October 2016 for the next annual Haunted Hayride, and therefore would like to be put on the January agenda for the McHenry City Council Meeting to formally make this request. The proposed dates for our Haunted, Hayride 2016 are the similar to those in past years, including: Saturday, October 154h Friday, Oct. 21St (7 — 10:30 p.m.) & Saturday, Oct. 22°d (7 — 10:30 p,m.) Friday, Oct. 28"' (7 — 10:30 p.m.) & Saturday, Oct. 29th (7 —10:30 p.m.) Our event committee members have worked closely with Bill Hobson and the parks department in coordination of the 2015 event and appreciate their support and assistance. Following their direction, this year we adjusted the ride to the hard paved surfaces within the Petersen Farm venue and received positive feedback from Bill and the park's department in our wrap-up meeting with our understanding there were no negative issues resulting from our use of the venue or any open items or concerns from the event overall. Our goal is to be good stewards of the park system and we appreciated this feedback. We also appreciate the support of the police department's ability to attend and escort our wagons as they were crossing the road into the venue. As in past years, we are asking that all fees for use of the park and sign permit fees be waived for our event, since we are a not -for -profit organization. Thank you in advance for this assistance. We are very happy to be part of the McHenry community Halloween season of events. The Haunted Hayride of 2015 was again very successful in terms of customer and neighborhood satisfaction. In total, this event entertained over 3,600 people from the community who attended the hayride. We hope to continue our successful partnership in the future, as it is only through the support of our local communities and its residents that our team can achieve the success we have enjoyed. If you have any questions, please do not hesitate to contact me at 815/276-6074, or our President, Jeri Blaksley at 815/37&0238. Thank you again, Lisa Frasik Secretary - Wonder Lake Water Ski Show Team Organization WONDER LAKE WATER SKI SHOW TEAM REGULAR MEETING December 21, 2015 Mayor Low called the regularly scheduled December 21, 2015 meeting of the McHenry City Council to order at 7:00 p.m. In attendance were the following Aldermen: Santi, Glab, Schaefer, Curry, Wimmer, Peterson and Condon. Absent: None. Also in attendance: City Administrator Morefield, Deputy City Administrator Hobson, Director of Economic Development Martin, Director of Finance Lynch, Director of Public Works Schmitt, Chief of Police Jones, City Attorney McArdle and City Clerk Jones. Absent: City Engineer Pieper. CITY OF MCHENRY MISSION STATEMENT Mayor Low read aloud the Mission Statement of the City of McHenry. PUBLIC INPUT SESSIO No one signed in to speak at Public Input. CONSENT AGENDA A. Transmittal of Fiscal Year 2015/2016 Second Quarter Budget Report; B. Adoption of an MFT Resolution for the 2016 purchase of rock salt; C. Award of bid to Woodward Printing, in the amount of $10,857, for the 2016 Parks and Recreation Program Brochure/ City Newsletter printing services; D. Approval of As Needed Checks, in the amount of $160,093.98; and E. Approval of List of Bills, in the amount of $721,972.45. Responding to Alderman Curry's inquiry regarding what the projected excess is for year end, Director of Finance Lynch stated that it is difficult to project year end excesses, however, at this time the City is a few hundred dollars over budget. Motion by Wimmer, second by Schaefer, approving the Consent Agenda, as presented. Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MOTION TO APPROVE THE TRANSFER OF A CLASS F2 LIQUOR LICENSE PERMITTING THE RETAIL SALE OF PACKAGED LIQUORS FROM 7-ELEVEN, INC. TO MIDTOWN FOOD &LIQUOR, LOCATED AT 3808 WEST ELM STREET City Administrator Morefield informed Council that the 7-Eleven has sold its McHenry store, located at 3808 West Elm Street to Mr. Ahamad Samham. Mr. Samham is president of Best Mobile, Inc. and is open for businesses at the former 7-Eleven location under the name Midtown Food and Liquors. Mr. Samham is applying for a Class F2 liquor license, which is the same classification as the former 7-Eleven. City Administrator Morefield noted that the sale of the business took place on December 8, 2015, and since that time no liquor has been sold or stored at the site. The Class F2 liquor license authorizes the sale of alcoholic liquors in packages Regular Meeting Page 2 December 21, 2015 only for consumption off premises where more than 50% of the public sales area is devoted to the sale of goods and commodities other than alcoholic liquor. Because this is a transfer of a liquor license it is unnecessary that Council approve an Ordinance amending the Municipal Code relating to the number of Class F2 in effect. City Administrator Morefield informed Council that Mr. Samham will be managing the business. He is BASSET certified and conversant with the State of Illinois liquor control regulations. Mr. Samham has received a satisfactory fingerprint report from the McHenry Police Department, all required paperwork has been submitted and all fees have been paid. Motion by Curry, second by Peterson, granting a Class F2 liquor license to Best Mobile, Inc. d/b/a Midtown Food and Liquor, located at 3808 West Elm Street, as presented, with the condition that all employees involved in the retail sale of alcohol are certified in Beverage Alcohol Sellers and Servers Education and Training (BASSET). Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MOTION TO APPROVE A 5' (FIVE FOOT) HEIGHT VARIANCE AND A 2' (TWO FOOT) SETBACK VARIANCE FROM THE SIGN ORDINANCE FOR THE PROPERTY LOCATED AT 353 BANK DRIVE (MCHENRY SAVINGS BANK) Director of Economic Development Martin informed Council that McHenry Savings Bank, located at 353 Bank Drive, is seeking two variances from the Sign Ordinance. The first is to exceed the maximum height for a freestanding sign by five feet and the second is a reduction in the minimum setback required for a freestanding sign permitted, from five feet to three feet. Or. Martin informed Council that the variances are required due to the roadway improvements on Illinois Route 31 and Bull Valley/Charles Miller Road. The base of both signs (existing and proposed is approximately 13.33 feet in width). As a result of the taking for the roadway improvements, the base of the existing sign protrudes approximately two feet into the new right-of-way. In order to utilize an existing portion of the sign base the applicant would like to rotate the new sign 180 degrees, which leaves the base two feet from the new right-of-way. The proposed variances are a direct result of a hardship imposed on the property due to the widening of the roadway at this location. Responding to an inquiry from Alderman Glab, Director Martin assured Council that the signage does not encroach on the 30-foot triangle. Responding to an inquiry from Alderman Schaefer regarding whether the solid bottom portion of the sign would impact sight lights, Director Martin stated that because of the positioning of the sign Staff did not believe that the view would be obstructed. Regular Meeting Page 3 December 21, 2015 Responding to an inquiry from Alderman Curry regarding whether there is sufficient room for the sign so it does not interfere with the sidewalk or roadway, Director Martin assured Council there was plenty of room for the sign and that it would not interfere with either a sidewalk or the roadway. Motion by Santi, second by Curry, granting the variances to the Sign Ordinance for 353 Bank Drive, consistent with the sign renderings, size, height and proposed use of the Eastern portion of the existing sign base, including: • Height variance of five feet; and • A setback variance of two feet. Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MOTION TO GRANT A TEMPORARY USE PERMIT TO ALLOW AN OPEN SALES LOT IN CONJUNCTION WITH MOTOR VEHICLE SALES AT 1112 N. FRONT STREET THROUGH FEBRUARY 28, 2016 Director of Economic Development Martin informed Council that in 2013 Mr. Randy Jeschke, owner of Next Auto Sales, was granted a Conditional Use Permit to allow an open sales lot at 3706 West Elm, Mr. Jeschke has been very successful at the location and is in the midst of moving his business to 1112 N. Front Street (the former Overton Cadillac Building), which exceeds 10,000 square feet and is a significant increase in lot and building size from Mr. Jeschke's existing location. Mr. Jeschke is seeking a Temporary Use Permit to allow an open sales lot, for leasing and sale of cars and small trucks in conjunction with his indoor showroom at the 1112 N. Front Street location, through February 29, 2016. Mr. Jeschke applied for a Conditional Use Permit for an open sales lot and parking variance at 1112 N. Front Street and was scheduled to appear before the Planning and Zoning Commission on December 16, 2015, however, notice was never published in the newspaper. Mr. Jeschke did send out certified letters to abutting property owners and posted a sign at 1112 N. Front Street. Director Martin noted that the item will appear on the December 16, 2015 agenda for the Planning and Zoning Commission, but will be continued to January 20, 2016. A notice will be published in the newspaper and a new sign will be posted reflecting the change in the meeting date. As a result, however, the applicant will be delayed one month creating the necessity for a Temporary Use Permit through February 29, 2016. Regular Meeting Page 4 December 21, 2015 Motion by Santi, second by blab, approving the Temporary Use Permit to allow an open sales lot in conjunction with motor vehicle sales at 1112 N. Front Street through February 29, 2016. Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MOTION TO AWARD BID FOR CONSTRUCTION OF MUNICIPAL CENTER IMPROVEMENTS PHASE I TO STUCKEY CONSTRUCTION COMPANY, IN THE AMOUNT OF $102,000 Assistant City Administrator Hobson reiterated to Council that on April 6, 2015, Council approved the Mayor's execution of a Professional Services Agreement with FGM Architects for the design and bid document preparation for the first phase of the Municipal Center Improvements, which include the redevelopment of the existing Aldermans' Conference Room into the new point of service counter for the Municipal Center. On November 2, 2015, Council authorized Staff to advertise for bids. Fifteen bids were submitted and opened on November 24, 2015. Upon review of the qualifications and references provided, in the opinion of FGM Architects, Stuckey Construction Company is the lowest responsible bidder with a bid of $102,000. Assistant City Administrator Hobson noted that the bid presented by Stuckey Construction Company is less than the estimated construction cost of $111,127 to $131,019, proposed in the conceptual budget. Responding to an inquiry from Alderman Wimmer, Assistant City Administrator Hobson stated the start date would be the second week in January 2016. Motion by Schaefer, second by Santi, awarding the bid for Municipal Center Improvements Phase I to Stuckey Construction Company, for the amount of $102,000, as presented.. Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MOTION AUTHORIZING THE MAYOR TO SIGN A RELEASE OF LENNAR CHICAGO, INC. FROM LETTER OF CREDIT OBLIGATIONS FROM A 20003 ANNEXATION AGREEMENT WITH CONCORD HOMES INC. AND FROM ALL FURTHER OBLIGATIONS UNDER THE ANNEXATION AGREEMENT RELATING TO THE MORGAN HILL AND PRAIRIE POINTE SUBDIVISIONS NORTH AND SOUTH OF VETERAN'S PARKWAY; AND ACCEPTANCE OF A REPLACEMENT LETTER OF CREDIT PROVIDED BY PRAIRIE POINTE LAND DEVELOPMENT CORPORATION Regular Meeting Page 5 December 21, 2015 City Attorney McArdle informed Council that Lennar Chicago, Inc. is requesting a release from the Letter of Credit Obligations from a 2003 Annexation Agreement with Concord Homes, Inc. and from all further obligations under the Annexation Agreement relating to the Morgan Hill and Prairie Pointe Subdivisions north and south of Veteran's Parkway. The Release includes a release of the existing $327,101 Letter of Credit held by the City of McHenry securing bike path, sidewalk and traffic signal installation costs. In exchange for the Release the Prairie Pointe Land Development Corp., is providing the City of McHenry with an Agreement to Assume Developer Obligations. If Prairie Pointe sells the parcels north of Veterans Parkway, it will only hold title to the southeast corner of Route 31 and Veteran's Parkway and no other assets. This Assumption Agreement will bind Prairie Pointe to construct the same improvements referenced above (i.e., bike path, sidewalk and traffic signal) when traffic warrants are met for the traffic signal at Route 31 and Veteran's Parkway. The Agreement will be secured by a replacement Letter of Credit in an amount of $418,000. Prairie Pointe will not be assuming the other obligations of the Annexation Agreement in general except as they relate to being the property owner of the southeast corner. City Attorney McArdle explained to Council that the terms of the Release are acceptable to all parties. The only remaining material obligations within the Annexation Agreement are: 1. The fees included within the Agreement for the unbuilt multi -family dwelling units within the Morgan Hill Subdivision, approximately 13, which are tied to the land for the remainder of the terms of the Annexation Agreement, which expires in 2023 and will be applicable and enforceable to any future developer of those units until the termination of the Annexation Agreement in 2023; and 2. A 1994 Recapture Agreement, which expired in 2004. Motion by Curry, second by Wimmer, authorizing the Mayor to sign a Release of Lennar Chicago, Inc. from Letter of Credit Obligations from a 2003 Annexation Agreement with Concord Homes, Inc., and from all further obligations under the Annexation Agreement relating to the Morgan Hill and Prairie Pointe Subdivision north and south of Veteran's Parkway; and, acceptance of a replacement Letter of Credit provided by Prairie Pointe Land Development Corporation. Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. MAYOR'S STATEMENT AND REPORT Mayor low wished Council and Staff and their families a Merry Christmas, thanking everyone for their hard work throughout the year. Regular Meeting Page 6 December 21, 2015 COMMITTEE REPORTS There were no Committee Reports. STAFF REPORTS There were no Staff Reports. FUTURE AGENDA ITEMS Responding to an inquiry from Alderman Curry regarding when Council might expect a dialogue regarding the Committee of the Whole discussion concerning engineering, Mayor Low stated discussion is anticipated at the Annual Meeting in April 2016. ADJOURNMENT Motion by Wimmer, seconded by Curry, to adjourn the meeting at 7:35 pm. Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson, Condon. Voting Nay: None. Absent: None. Motion carried. The meeting was adjourned at 7:35 pm. Mayor City Clerk Vendor Name Expense Approval Register McHenry, IL LIST OF BILLS COUNCIL MEETING 2/1/16 Account Number Description (Item) Payable Number Post Date Amount Vendor: ADAMS ENTERPRISES 1NC; R A ADAMS ENTERPRISES 1NC, R A 100-45-6110 SUPPLIES 772767 02J01/2016 13.94 ADAMS ENTERPRISES INC, RA 100-45-6110 SUPPLIES 773233 02/01/2016 21,94 ADAMS ENTERPRISES INC, R A 100-45-5370 VEHICLE REPAIRS 773579 02/01/2016 27.38 ADAMS ENTERPRISES INC, R A 100-33-5370 VEHICLE REPAIRS 773793 02/01/2016 40.60 Vendor ADAMS ENTERPRISES INC; R A?otal: 103.86 Vendor: ADAMS STEEL SERVICE INC ADAMS STEELSERVICE INC 100-22-5370 VEHICLE REPAIRS 329847 02/01/2016 12.35 ADAMS STEELSERVICE INC 100-22-5370 VEHICLE REPAIRS 329566 02/01/2016 21180 ADAMS STEEL SERVICE INC 100-33-5370 VEHICLE REPAIRS 329606 02101/2016 197,00 VendorADAMS STEELSERVICE INCTotal: 423:15 Vendor: AIRGAS SAFETY INC AIRGAS SAFETY INC 510-32-5380 REPAIR SUPPLIES 9047462539 02/01/2016 123436 AIRGAS SAFETY INC 510-32-5380 REPAIR SUPPLIES 9047462540 02/01/2016 285,73 Vendor AIRGAS SAFETY INC Total: 409,09 Vendor: ALMAZAN, LETICIA ALMAZAN, LETICIA 100-41-3637 PARKS & REC REFUND 129103 02/01/2016 46,00 Vendor ALMAZAN, LETICIA Total: 46.00 Vendor: AMERICAN HEATING & COOLING AMERICAN HEATING & 100-33-5115 REPAIRS ROOFTOP UNIT 01201602 02/01/2016 213.00 Vendor AMERICAN HEATING & COOLING Total: 213400 Vendor: ANDREWS, MAUREEN J ANDREWS, MAUREENI 100-47-5110 PARKS & REC INSTRUCTOR 9/19/15-1/19/15 02/01/2016 180400 Vendor ANDREWS, MAUREEN 1 Total: 180,00 Vendor: AQUA AMERICA AQUA AMERICA 510-32-5110 READS FROM 11/27/15- ms-1669941 02/01/2016 156.00 Vendor AQUA AMERICA Total: 156.00 Vendor: AT&T AT&T 100-43-5320 ALARM CIRCUITS 1/13/16-2/12/16 02/01/2016 10233 AT&T 10043-5320 ALARM CIRCUITS 1/16/16-2/15/16 02/01/2016 327.31 AT&T 100-45-5320 ALARM CIRCUITS 1/16/16-2J15/16 02/01/2016 327,31 AT&T 100-01-5320 PRI LINES 1/16-2/15/15 02/01/2016 104.55 AT&T 100-02-5320 PRI LINES 1/16-2/15/15 02/01/2016 39,21 AT&T 100-03-5320 PRI LINES 1/16-2/15/15 02/01/2016 K95 AT&T 100-04-5320 PRI LINES 1/16-2/15/15 02/01/2016 4534 AT&T 100-22-5320 PRI LINES 1/16-2/15/15 02/01/2016 254485 AT&T 100-30-5320 PRI LINES 1/16-2/15/15 02/01/2016 39.21 AT&T 100-33-5320 PRI LINES 1/16-2/15/15 02/01/2016 13,07 AT&T 100-41-5320 PRI LINES 1/16-2/15/15 02/01/2016 39,21 AT&T 100-44-5320 PRI LINES 1/16-2/15/15 02/01/2016 6453 AT&T 100-46-5320 PRI LINES 1/16-2/15/15 W/01/2016 13,07 AT&T 100-47-5320 PRI LINES 1/16-2/15/15 02/01/2016 6.53 AT&T 620-00-5110 PRI LINES 1/16-2/15/15 02/01/2016 26,15 Vendor AT&T Total: 1,430.02 Vendor: AUTO TECH CENTERS INC AUTO TECH CENTERS INC 100-22-5370 VEHICLE REPAIRS 268373 02/01/2016 25162 Vendor AUTO TECH CENTERS INC Total; 25162 Vendor: AVERY, MI MI AVERY, MI MI 100-41-3637 PARKS & REC REFUND 128925 02/01/2016 40.00 Vendor AVERY, MI MI Total: 40.00 1/27/2016 11:51:07 AM Expense Approval Register Packet: APPKT00331- PAYING AGENT FEE Vendor Name Account Number Description (Item) Payable Number Post Date Amount Vendor: BANK OF NEW YORK MELLON, THE BANK OF NEW YORK MELLON, 300-00-7300 PAYING AGENT FEE 252-1918663 02/01/2016 802.50 Vendor BANK OF NEW YORK MELLON, THE Total: 802.50 Vendor; BEHRNS, LESLIE BEHRNS, LESLIE 10046-5110 PARKS & REC-BABYSITTING 12/29/15-12/30/15 02/01/2016 300.00 Vendor BEHRNS, LESLIE Total: 300.00 Vendor: BELL, DEANNE BELL, DEANNE 100-41-3636 PARKS & REC REFUND 129063 02/01/2016 75.00 Vendor BELL, DEANNE Total: 75.00 Vendor: BERKHEIMER CO INC, G W BERKHEIMER CO INC, G W 510-31-6110 SUPPLIES 672872 02/01/2016 621.13 Vendor BERKHEIMER CO INC, G W Total; 621.13 Vendor: BONNELL INDUSTRIES INC BONNELL INDUSTRIES INC 100-33-5370 VEHICLE REPAIRS 0166855-IN 02/01/2016 138.00 Vendor BONNELL INDUSTRIES INC Total: 138.00 Vendor: BSN SPORTS INC BSN SPORTS INC 100-47-6110 SUPPLIES 97579580 02/01/2016 495.81 Vendor BSN SPORTS INC Total: 495.81 Vendor: BUSS FORD SALES BUSS FORD SALES 100-22-5370 VEHICLE REPAIRS 50197811 02/01/2016 466.26 BUSS FORD SALES 100-22-5370 VEHICLE REPAIRS 50197821 02/01/2016 157.32 Vendor BUSS FORD SALES Total: 623.58 Vendor: CENTEGRA OCCUPATIONAL HEALTH CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 163978 02/01/2016 150100 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164017 02/01/2016 240.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164073 02/01/2016 30.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164139 02/01/2016 60.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164203 02/01/2016 150.00 CENTEGRA OCCUPATIONAL 100-01-5110 1 164278 02/01/2016 30.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164411 02/01/2016 30.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164421 02/01/2016 30.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164576 02/01/2016 30,00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164686 02/01/2016 30.00 CENTEGRA OCCUPATIONAL 100-01-5110 MEDICALSERVICES 164713 02/01/2016 14.70 CENTEGRA OCCUPATIONAL 510-35-5110 MEDICALSERVICES 164868A 02/01/2016 192.00 Vendor CENTEGRA OCCUPATIONAL HEALTH Total: 986.70 Vendor: COMER COMER 100-41-5510 UTILITIES 11/20-12/21/15 02/01/2016 1,282.00 Vendor COMER Total: 1,282.00 Vendor: CONSTELLATION NEWENERGY INC CONSTELLATION NEWENERGY 100-33-5520 UTILITIES 11/23/15-12/27/15 02/01/2016 657.58 Vendor CONSTELLATION NEWENERGY INC Total: 657.58 Vendor: GOONEY COMPANY, FRANK GOONEY COMPANY, FRANK 400-00-8200 REC CENTER FURNITURE 61464 02/01/2016 10,442.92 Vendor GOONEY COMPANY, FRANK Total: 10,442.92 Vendor: CRESCENT ELECTRIC SUPPLY CO CRESCENT ELECTRIC SU PPLY CO 100-45-6110 SUPPLIES S501460832.001 02/01/2016 8.9S CRESCENT ELECTRIC SU PPLY CO 510-32-5380 REPAIRS & ELECTSUPPLIES S501480912.001 02/01/2016 70.31 CRESCENT ELECTRIC SUPPLY CO 510-32-5375 EQUIP REPAIR SUPPLIES S50149443&001 02/01/2016 192.00 CRESCENT ELECTRICSUPPLY CO 10045-6110 SUPPLIES S501498139.001 02/01/2016 139.23 CRESCENT ELECTRIC SUPPLY CO 100-45-6110 SUPPLIES S501500706.01 02/01/2016 26.91 CRESCENT ELECTRIC SUPPLY CO 100-33-6110 SUPPLIES S501508715.001 02/01/2016 70.75 CRESCENT ELECTRIC SUPPLY CO 510-32-5375 EQUIP REPAIR SUPPLIES S510493021.001 02/01/2016 96,74 Vendor CRESCENT ELECTRIC SUPPLY CO Total: 604.89 1/27/2016 11:51;07 AM Expense Approval Register Packet: APPKT00331- ENGINE BLOCK HEATERS Vendor Name Account Number Description (Item) Payable Number Post Date Amount Vendor: CUMMINS NPOWER LLC CUMMINS NPOWER LLC 510-32-5375 ENGINE BLOCK HEATERS 805-1810 02/01/2016 692632 Vendor CUMMINS NPOWER LLC Total: 692.32 Vendor: DOCUMENT IMAGING DIMENSIONS INC DOCUMENT IMAGING 620-00-6210 TONERSUPPLIES 288161 02/01/2016 119.00 Vendor DOCUMENT IMAGING DIMENSIONS INCTotal: 119400 Vendor: DURA WAX COMPANY INC, THE DURA WAX COMPANY INC, THE 100-01-6110 SUPPLIES 381611 02/01/2016 62A2 Vendor DURA WAX COMPANY INC, THE Total: 62.42 Vendor: EBY GRAPHICS INC EBY GRAPHICS INC 450-00-8300 GRAPHICS 1943 02/01/2016 475,00 EBY GRAPHICS INC 100-22-5370 VEHICLE STRIPING 1975 02/01/2016 65,50 Vendor EBY GRAPHICS INC Total: 540.50 Vendor: ED'S RENTAL & SALES INC ED'S RENTAL & SALES INC 100-33-5370 RENTALS 156443-1 02/01/2016 27491 Vendor ED'S RENTAL & SALES INC Total: 27.91 Vendor: EJ EQUIPMENT EJ EQUIPMENT 100-33-6110 SUPPLIES 000311 02/01/2016 200o80 EJ EQUIPMENT 100-33-5370 VEHICLE REPAIRS P00673 02/01/2016 130.54 E1 EQUIPMENT 100-33-5370 VEHICLE REPAIRS P00717 02/01/2016 461.58 EJ EQUIPMENT 100-33-5370 VEHICLE REPAIRS P00830 02/01/2016 761.55 Vendor EJ EQUIPMENTTotal: 1,554.47 Vendor: FAST EDDIES CAR WASH FAST EDDIES CAR WASH 100-22-5370 VEHICLE WASH 12/17/15 02/01/2016 18,95 Vendor FAST EDDIES CAR WASH Total: 18095 Vendor: FGM ARCHITECTS FGM ARCHITECTS 400-00-8200 MCHENRY REC CENTER 14-1800601-17 02/01/2016 6,46200 Vendor FGM ARCHITECTS Total: 6,462.00 Vendor: FLATHAU, TRACY FLATHAU, TRACY 100-41-3636 PARKS & REC REFUND 128927 02/01/2016 4,00 Vendor FLATHAU, TRACYTotal: 4.00 Vendor: FRY, ROBERTJ FRY, ROBERTJ 100-41-6110 VEHICLE REPAIRS 2015532 02/01/2016 5100 Vendor FRY, ROBERTJ Total: 52.00 Vendor: GALVICIUS, DEREK GALVICIUS, DEREK 10046-6920 DJ SERVICES INV0001510 02/01/2016 200,00 Vendor GALVICIUS, DEREK Total: 20100 Vendor: GESKE AND SONS INC GESKE AND SONS INC 100-33-6110 MATERIALS 35202 02/01/2016 1,407.95 Vendor GESKE AND SONS INC Total: 1,407.95 Vendor: GIOULOS, MOLLY GIOULOS, MOLLY 100-47-5110 PARKS & REC INSTRUCTOR 11/30/15-12/15/15 02/01/2016 52,50 Vendor GIOULOS, MOLLYTotal: S150 Vendor: HAWKINS INC HAWKINS INC 510-32-6110 SUPPLIES 3827650 RI 02/01/2016 627,18 Vendor HAWKINS INCTotal: 627.18 Vendor: HBK WATER METER SERVICE INC HBK WATER METER SERVICE 510-31-6110 SUPPLIES 16-029 02/01/2016 26204 Vendor HBK WATER METER SERVICE INC Total: 26204 Vendor: HOLTZ, SHANNON HOLTZ, SHANNON 100-41-3636 PARKS & REC REFUND 128720 02/01/2016 4.00 Vendor HOLTZ, SHANNON Total: 4.00 Vendor: HP SHOOTING CENTER INC HP SHOOTING CENTER INC 100-22-5110 RANGE RENTAL MPDO116 02/01/2016 100400 Vendor HP SHOOTING CENTER INC Total: 100.00 1/27/2016 11:51:07 AM Expense Approval Register Vendor Name Vendor: HUBER, KELLY HUBER, KELLY HUBER, KELLY Account Number 100-46-5110 100-47-5110 Vendor: HYDRAULIC SERVICES AND REPAIRS INC HYDRAULIC SERVICES AND 100-33-5370 HYDRAULIC SERVICES AND 100-33-5370 Vendor: IAEI IAEI 100-03-5410 Vendor: ILLINI POWER PRODUCTS ILLINI POWER PRODUCTS 510-32-5380 ILLINI POWER PRODUCTS 510-32-5380 Vendor: ILLINOIS ASSN OF CODE ENFORCEMENT ILLINOIS ASSN OF CODE 100-03-5410 Vendor: IN -PIPE TECHNOLOGY COMPANY INC IWPIPETECHNOLOGY 510-32-5110 Vendor: INTERNATIONALASSOC OF ARSON INVESTIGATORS INTERNATIONALASSOCOF 100-22-5410 Vendor: INTERNATIONAL CODE COUNCIL INC INTERNATIONAL CODE 100-03-5450 Vendor: INTERSTATE BILLING SERVICE INC INTERSTATE BILLING SERVICE 100-33-5370 INTERSTATE BILLING SERVICE 510-32-5370 INTERSTATE BILLING SERVICE 100-33-5370 Vendor: JETTS HEATING &AIR INC JETTS HEATING &AIR INC 100-41-5110 JETTS HEATING & AIR INC 10045-5110 Vendor:lORSON & CARLSON INC JORSON & CARLSON INC 100-33-5370 Vendor: JPMORGAN CHASE BANK NA JPMORGAN CHASE BANK NA 100-22-5110 Vendor: JUNGMANN, MARLENE B JUNGMANN, MARLENE B 100-46-6920 Vendor: KIMBALL MIDWEST KIMBALLMIDWEST 100-33-5370 KIMBALLMIDWEST 100-22-5370 KIMBALL MIDWEST 100-33-5370 KIMBALLMIDWEST 510-32-6110 KIMBALL MIDWEST 100-33-S370 Vendor: KING, SUSAN KING, SUSAN 100-41-3637 1/27/2016 11:51;07 AM Packet: APPKT00331- PARKS & REC PROGRAM INSTRUCTOR Description (Item) Payable Number Post Date Amount PARKS &REC PROGRAM 9/28/15-12/7/15 02/01/2016 63.00 PARKS & REC PROGRAM 9/28/15-12/7/15 02/01/2016 107.62 Vendor HUBER, KELLY Total: 170.62 VEHICLE REPAIRS 310043 02/01/2016 416.93 VEHICLE REPAIRS 310076 02/01/2016 389.32 Vendor HYDRAULIC SERVICES AND REPAIRS INC Total: 806.25 EAR MEMBERSHIP INV0001511 02/01/2016 120.00 Vendor IAEI Total: 120.00 BLOCK HEATERS PS0001882-1 02/01/2016 288.16 510325380 PSR000076-1 02/01/2016-267.90 Vendor ILLINI POWER PRODUCTS Total: 20.26 2016 MEMBERSHIP DUES INV0001512 02/01/2016 25.00 Vendor ILLINOIS ASSN OF CODE ENFORCEMENT Total: 25.00 MONTHLY SERVICE 16136 02/01/2016 8,000.OD Vendor IN -PIPE TECHNOLOGY COMPANY INC Total: 80000.00 MEMBERSHIP INV0001513 02/01/2016 100.00 Vendor INTERNATIONAL ASSOC OF ARSON INVESTIGATORS Total: 100.00 PUBLICATIONS 1000648595 02/01/2016 200.00 Vendor INTERNATIONAL CODE COUNCIL INC Total: 200.00 VEHICLE REPAIRS 3001216478 02/01/2016 158,38 VEHICLE REPAIRS 3001247152 02/01/2016 379.88 VEHICLE REPAIRS 3001275965 02/01/2016 169,25 Vendor INTERSTATE BILLING SERVICE INCTotal: 707.51 CONTRACTUALSERVICES - 33051 02/01/2016 190.00 CONTRACTUALSERVICES - 33645 02/01/2016 285.00 Vendor J ETTS HEATING & AIR INC Total: 475.00 SHARPENING OF TREE CHIPPER 0432952 02/01/2016 61.25 VendorJORSON & CARLSON INCTotal: 61.25 SUBPOENA FEE515-22602 58697997-11 02/01/2016 145.63 VendorJPMORGAN CHASE BANK NATotal: 145.63 FACE PAINTING SERVICES 1111 02/01/2016 252.00 Vendor JUNGMANN, MARLENE B Total: 252.00 538.99 4639275 02/01/2016 538.99 VEHICLE REPAIRS 4651714 02/01/2016 34.80 VEHICLE REPAIRS 4651606 02/01/2016 382.13 SUPPLIES 4665333 02/01/2016 234.81 VEHICLE REPAIRS 4665339 02/01/2016 285.13 Vendor KIMBALL MIDWEST Total: 1,475.86 PARKS &REC REFUND 129013 02/01/2016 8.60 Vendor KING, SUSAN Total: 8.60 ExpenseApproval Register Vendor Name Vendor: KIRCHNER FIRE KIRCHNER FIRE KIRCHNER FIRE KIRCHNER FIRE KIRCHNER FIRE Account Number 510-32-5110 100-33-5115 510-31-6110 100-41-5110 Vendor: LANG-CADILLAC-BUICK-GMC INC, GARY Packet: APPKT00331- CONTRACTUAL SERVICES -WASTE WATER DEPT Description (Item) Payable Number Post Date Amount CONTRACTUALSERVICES- 39694 CO NTRACTUALSERVICES-1415 39695 CO NTRACTUALSERVICES4401 39696 CONTRACTUALSERVICES- 39710 02/01/2016 02/Ol/2016 02/01/2016 02/01/2016 Vendor KIRCHNER FIRE Total: 526.25 202.50 72.75 239.25 1,040.75 LANG-CADILLAC-BUICK-GMC Inn -22-5370 VEHICLE REPAIRS 121939 02/01/2016 363.61 LANG-CADILLAC-BUICK-GMC 100-22-5370 VEHICLE REPAIRS 121996 02/01/2016 32.37 LANG-CADILLAC-BUICK-GMC 510-32-5370 VEHICLE REPAIRS 122028 02/01/2016 64.16 Vendor LANG-CADILLAC-BUICK-GMC INC, GARY Total: 460.14 Vendor: LARSON, ED LARSON, ED 100-01-5430 TRAVEL REIMB INV0001514 02/01/2016 11.88 Vendor LARSON, ED Total: 11.88 Vendor: LEACH ENTERPRISES INC LEACH ENTERPRISES INC 100-33-5370 VEHICLE REPAIRS 883160 02/01/2016 609.55 LEACH ENTERPRISES INC 100-33-5370 VEHICLE REPAIR CREDIT 883317 02/01/2016 -120.00 Vendor LEACH ENTERPRISES INC Total: 489.55 Vendor: MAHAJAN, ANJU MAHAJAN, ANJU 100-41-3637 PARKS & REC REFUND 129012 02/O1/2016 26.00 Vendor MAHAJAN, ANJU Total: 26.00 Vendor: MCCAFFERTY, BRITTANY MCCAFFERTY, BRITTANY 100-46-5110 PARKS & REC PROGRAM 1/20/16 02/01/2016 60.00 Vendor MCCAFFERTY, BRITTANY Total: 60.00 Vendor: MCCANN INDUSTRIES INC MCCANN INDUSTRIES INC 510-35-5370 VEHICLE REPAIRS 11039920 02/01/2016 80.06 Vendor MCCANN INDUSTRIES INC Total: 80.06 Vendor: MCDONALD, PAMELA S MCDONALD, PAMELA S 100-47-5110 PARKS & REC PROGRAM 12/1-12/15/15 02/01/2016 168.75 Vendor MCDONALD, PAMELA S Total: 168.75 Vendor: MCHENRY ANALYTICAL WATER LABORATORY INC MCH ENRY ANALYTICAL WATER 510-31-5110 MONTHLY DRINKING WATER 1600045 02/01/2016 390.00 Vendor MCHENRY ANALYTICAL WATER LABORATORY INC Total: 390.00 Vendor: MCHENRY COUNTY COUNCIL OF GOVERNMENTS MCHENRY COUNTY COUNCIL 100-01-5410 JAN MCCG MEETING INV0001515 02/01/2016 90.00 MCHENRY COUNTY COUNCIL 100-02-5410 JAN MCCG MEETING INV0001515 02/01/2016 45.00 MCHENRY COUNTY COUNCIL 100-01-5410 DEC ANNUAL MTG INV0001516 02/01/2016 570,00 MCHENRY COUNTY COUNCIL 100-02-5410 DEC ANNUAL MTG INV0001516 02/01/2016 150.00 Vendor MCHENRY COUNTY COUNCIL OF GOVERNMENTS Total: 855.00 Vendor: MCHENRY COUNTY GLASS & MIRROR MCHENRY COUNTY GLASS& 100-45-6110 SUPPLIES 68842 02/01/2016 132.00 Vendor MCHENRY COUNTY GLASS & MIRROR Total: 132.00 Vendor: MCHENRY COUNTY JUVENILE OFFICERS ASSN MCHENRY COUNTY JUVENILE 100-22-5410 MEMBERSHIP DUES INV0001517 02/01/2016 30.00 Vendor MCHENRY COUNTY JUVENILE OFFICERS ASSN Total: 30.00 Vendor: MCHENRY POWER EQUIPMENT INC MCHENRY POWER EQUIPMENT 10045-6110 SUPPLIES 158428 02/01/2016 25.90 MCHENRY POWER EQUIPMENT 510-35-6110 GENERATOR 158409 02/01/2016 429,95 Vendor MCHENRY POWER EQUIPMENT INC Total: 455.85 Vendor: MENARDS - WOODSTOCK MENARDS-WOODSTOCK 100-33-6110 SUPPLIES 93894 02/01/2016 55.24 Vendor MENARDS - WOODSTOCK Total: 55.24 Vendor: MEYER MATERIAL COMPANY MEYER MATERIAL COMPANY 100-33-6110 MATERIALS 705907651 02/01/2016 278.34 1/27/2016 11:51:07 AM ExpenseApproval Register Vendor Name Account Number MEYER MATERIAL COMPANY 510-3S-6110 Description (Item) MATERIALS Payable Number 705949940 Packet: APPKT00331- MATERIALS Post Date 02/Ol/2016 Vendor MEYER MATERIAL COMPANYTotal: Amount 145.00 423.34 Vendor: MICELI, CAROL MICELI, CAROL 100-41-3637 PARKS & REC REFUND 128721 02/01/2016 15.14 Vendor MICELI, CAROL Total: 15.14 Vendor: MIDWEST METER INC MIDWEST METER INC 510-31-6110 SUPPLIES 0073844-IN 02/01/2016 3,783.25 Vendor MIDWEST METER INC Total: 3,783.25 Vendor: MINUTEMAN PRESS OF MCH MINUTEMAN PRESS OF MCH 100-03-5330 BUSINESS CARDS 85341 02/01/2016 36.50 Vendor MINUTEMAN PRESS OF MCH Total: 36.50 Vendor: MNJ TECHNOLOGIES DIRECT INC MNJ TECHNOLOGIES DIRECT 620-00-6270 LOGITECH SPEAKER SYSTEM 0003439660 02/01/2016 31.03 Vendor MNJ TECHNOLOGIES DIRECT INC Total: 31.03 Vendor: MOBILE FLEET SERVICES INC MOBILE FLEETSERVICES INC 100-33-5370 VEHICLE REPAIRS 15647 02/01/2016 838.50 Vendor MOBILE FLEET SERVICES INC Total: 838.50 Vendor: MUELLER, HOPE MUELLER, HOPE 10041-3637 PARKS & REC REFUND INV0001518 02/01/2016 25.00 Vendor MUELLER, HOPE Total: 25.00 Vendor: NICOR GAS NICOR GAS 100-42-5510 UTILITIES 12/17/15-1/19/16 02/01/2016 63658 NICOR GAS 100-43-5510 UTILITIES 12/17/15-1/19/16 02/01/2016 95.94 NICOR GAS 100-45-5510 UTILITIES 12/17/15-1/19/16 02/01/2016 825.52 NICOR GAS 100-46-5510 UTILITIES 12/17/15-1/19/16 02/01/2016 484,94 NICOR GAS 510-31-5510 UTILITIES 12/17-1/19/16 02/01/2016 11324.57 NICOR GAS 510-32-5510 UTILITIES 12/17-1/19/16 02/01/2016 21857,26 Vendor NICOR GAS Total: 6,224.81 Vendor: NORTH SUBURBAN WATER NORTH SUBURBAN WATER 510-31-5430 MONTHLY MEETING FEB 2016 02/01/2016 80.00 Vendor NORTH SUBURBAN WATER Total: 80.00 Vendor: NORTHWEST ELECTRICAL SUPPLY CO INC NORTHWEST ELECTRICAL 100-01-6110 SUPPLIES 17254309 02/01/2016 106.15 Vendor NORTHWEST ELECTRICAL SUPPLY CO INC Total: 106.15 Vendor: NWBOCA NWBOCA 100-03-5430 TRAINING INV0001519 02/01/2016 100.00 Vendor NWBOCA Total: 100.00 Vendor: OTTOSEN BRITZ KELLY COOPER & GILBERT LTD OTTOSEN BRITZ KELLY COOPER 100-01-5230 LEGAL SERVICES -LABOR 84385 02/01/2016 6,899.25 OTTOSEN BRITZ KELLY COOPER 100-01-5230 LEGAL SERVICES-COMM 84386 02/01/2016 63.00 Vendor OTTOSEN BRITZ KELLY COOPER & GILBERT LTD Total: 60962.25 Vendor: PADRO, PEDRO PADRO, PEDRO 100-33-6210 EMPLOYEE CLOTHING ALLOW INV0001560 02/01/2016 297.88 Vendor PADRO, PEDRO Total: 297.8S Vendor: PETROLIANCE LLC PETROLIANCE LLC 510-35-6250 VEHICLE FUEL 9727942 02/01/2016 42.10 PETROLIANCE LLC 100-03-6250 VEHICLE FUEL 9727953 02/01/2016 7.42 PETROLIANCE LLC 100-45-6250 VEHICLE FUEL 9727954 02/01/2016 36.48 PETROLIANCE LLC 100-33-6250 VEHICLE FUEL 9727955 02/01/2016 186A0 PETROLIANCELLC 100-22-6250 VEHICLE FUEL 9727956 02/01/2016 403.64 PETROLIANCE LLC 510-35-6250 VEHICLE FUEL 9730064 02/01/2016 135.07 PETROLIANCE LLC 100-03-6250 VEHICLE FUEL 9730089 02/01/2016 51.09 PETROLIANCE LLC 510-32-6250 VEHICLE FUEL 9730090 02/01/2016 441.44 PETROLIANCE LLC 510-31-6250 VEHICLE FUEL 9730091 02/01/2016 180.05 PETROLIANCE LLC 100-45-6250 VEHICLE FUEL 9730092 02/01/2016 371.21 PETROLIANCE LLC 100-22-6250 VEHICLE FUEL 9730094 02/01/2016 10980,40 1/27/2016 11:51:07 AM Expense Approval Register Packet: APPKT00331- VEHICLE FUEL Vendor Name Account Number Description (Item) Payable Number Post Date PETROLIANCE LLC 100.03-6250 VEHICLE FUEL 9733252 02/01/2016 PETROLIANCE LLC 100-45-6250 VEHICLE FUEL 9733255 02/01/2016 PETROLIANCE LLC 510-35-6270 VEHICLE FUEL 9733226 02/01/2016 PETROLIANCE LLC 510-32-6250 VEHICLE FUEL 9733253 02/01/2016 PETROLIANCE LLC 510-31-6250 VEHICLE FUEL 9733254 02/01/2016 PETROLIANCE LLC 100-33-6250 VEHICLE FUEL 9733256 01/26/2016 PETROLIANCE LLC 510-35-5370 VEHICLE FUEL 9730718 02/01/2016 Vendor PETROLIANCE LLC Total: Vendor: PETTIBONE & CO, P F PETTIBONE & CO, P F 100-224510 EMPLOYEE UNIFORM ALLOW 34829 02/01/2016 PETTIBONE & CO, P F 100-22-4510 EMPLOYEE UNIFORM ALLOW 34830 02/01/2016 Vendor PETTIBONE & CO, P F Total: Vendor: PHELPS, IAMIE PHELPS,JAMIE 100-00-3410 TEMPORARY SIGN REFUND 15-12-015 02/01/2016 Vendor PHELPS, IAMIE Total: Vendor:PITELSEPTIC INC PITEL SEPTIC INC 100-45-5110 PORTABLE TOILET RENTAL 12419 02/01/2016 Vendor PITEL SEPTIC INC Total: Vendor: PORTER LEE CORPORATION PORTER LEE CORPORATION 620.00-5110 ANNUAL SOFTWARE SUPPORT 16794 02/01/2016 Vendor PORTER LEE CORPORATION Total: Vendor: PROSHRED SECURITY PROSHRED SECURITY 100-22-5110 SHREDDING SERVICES 990011912 02/01/2016 PROSHRED SECURITY 100-01-5110 SHREDDING SERVICES 990011911 02/01/2016 Vendor PROSHRED SECURITY Total: Vendor: QUALITY TIRE SERVICE QUALITY TIRE SERVICE 510-32-5370 VEHICLE REPAIR CREDIT 39507 02/01/2016 QUALITY TIRE SERVICE 510-32-5370 VEHICLE REPAIRS 39666 02/01/2016 QUALITY TIRE SERVICE- 100-33-5370 VEHICLE REPAIRS 40123 02/01/2016 QUALITY TIRE SERVICE 510-32-5370 VEHICLE REPAIRS 40235 02/01/2016 QUALITY TIRE SERVICE 100-41-5370 VEHICLE REPAIRS 40262 02/01/2016 Vendor QUALITY TIRE SERVICE Total; Vendor: RELIABLE MAINTENANCE INC RELIABLE MAINTENANCE INC 100-01-5110 CONTRACTUAL SERVICES 42924 02/01/2016 Vendor RELIABLE MAINTENANCE INC Total: Vendor: RESERVE ACCOUNT RESERVE ACCOUNT 100-01-5310 POSTAGE FOR MAILING INV0001521 02/Ol/2016 RESERVE ACCOUNT 100-D2-5310 POSTAGE FOR MAILING INV0001521 02/01/2016 RESERVE ACCOUNT 100-03-5310 POSTAGE FOR MAILING INV0001521 02/01/2016 RESERVEACCOUNT 100-04-5310 POSTAGE FOR MAILING INV0001521 02/01/2016 RESERVE ACCOUNT 100-22-5310 POSTAGE FOR MAILING INV0001521 02/01/2016 RESERVE ACCOUNT 100-41-5310 POSTAGE FOR MAILING INV0001521 02/01/2016 RESERVE ACCOUNT 510-31-5310 POSTAGE FOR MAILING INV0001522 02/01/2016 RESERVE ACCOUNT 510-32-5310 POSTAGE FOR MAILING INV0001522 02/01/2016 Vendor RESERVE ACCOUNT Total: Vendor: REX 24/7 TOWING REX 24/7 TOWING 610-00-5980 TOWING CHARGES 4517 02/01/2016 Vendor REX 24/7 TOWING Total: Vendor: ROTARY CLUB OF MCHENRY ROTARY CLUB OF MCHENRY 100-02-5410 DUES 2668 02/01/2016 Vendor ROTARY CLUB OF MCHENRYTotal: Vendor: S&S WORLDWIDE INC S&S WORLDWIDE INC 10046-6920 PARKS & REC SPECIAL EVENT 8911966 02/01/2016 Vendor S&S WORLDWIDE INC Total: 1/27/2016 11:51:07 AM Amount 43.69 171.89 145.97 354.97 149.00 2,061.17 47.90 178.00 30.00 30.00 168.75 168,75 11207,00 1,207.00 53,00 160,00 213.00 150.00 -150.00 40.00 40.00 87,20 167.20 680.00 680.00 10.74 8.38 43.43 329.00 301.47 50.80 479.83 9.94 1,233.59 2L�J[L 40.00 249.00 249.00 81,38 81.38 Expense Approval Register Packet: APPKT00331-PARKS & REC REFUND Vendor Name Account Number Description (Item) Payable Number Post Date Amount Vendor: SHUFELT, MARY SHUFELT, MARY 100-41-3636 PARKS &REC REFUND 129015 02/01/2016 20.00 Vendor SHUFELT, MARY Total: 20.00 Vendor: SIMEK, ANDRA SIMEK, ANDRA 100-41-3637 PARKS & REC REFUND 129066 02/01/2016 26.00 Vendor SIMEK, ANDRA Total: 26.00 Vendor: SPEER FINANCIAL INC SPEER FINANCIAL INC 300-00-7300 BOND FEE SERVICES d10/15-17 02/01/2016 476.25 Vendor SPEER FINANCIAL INC Total: 476.25 Vendor: ST MARIE, VALERIE ST MARIE, VALERIE 100-41-3637 PARKS & REC REFUND 128926 02/O1/2016 26.00 Vendor ST MARIE, VALERIE Total: 26.00 Vendor: STANS LPS MIDWEST STANS LPS MIDWEST 620-00-6210 COPIER READING - PD 316992 02/01/2016 71.11 STANS LPS MIDWEST 100-33-5115 COPIER LEASE - PW 317052 02/01/2016 236.85 STANS LPS MIDWEST 100-03-5110 COPIER READING -CED 317061 02/01/2016 738.66 STANS LPS MIDWEST 620-00-6210 COPIER READING- ADMIN 317090 02/01/2016 461.79 STANS LPS MIDWEST 620-00-6270 COPIER READING P&R 317135 02/01/2016 116.50 STANS LPS MIDWEST 100-03-5110 COPIER SUPPLIES-CED 317180 02/01/2016 79,50 Vendor STANS LPS MIDWEST Total: 11704.41 Vendor: STAPLES CREDIT PLAN STAPLES CREDIT PLAN 100-00-6210 SUPPLIES 1/4/16-1/13/16 02/01/2016-389.12 STAPLES CREDIT PLAN 100-03-6210 SUPPLIES 1/4/16-1/13/16 D2/01/2016 105,53 STAPLES CREDIT PLAN 100-04-6210 SUPPLIES 1/4/16-1/13/16 02/01/2016 42.98 STAPLES CREDIT PLAN 100-04-6210 SUPPLIES 1/4/16-1/13/16 02/01/2016 65.01 STAPLES CREDIT PLAN 100-22-6210 SUPPLIES 1/4/16-1/13/16 02/01/2016 166A5 STAPLES CREDIT PLAN 100-33-6210 SUPPLIES 1/4/16-1/13/16 02/01/2016 218.58 Vendor STAPLES CREDIT PLAN Total: 209.43 Vendor: SYNEK, JENNIFER SYNEK, JENNIFER 100-22-5430 TRAVEL EXP REIMB INV0001523 02/01/2016 24.00 Vendor SYNEK; JENNIFER Total: 24.00 Vendor: TRAFFIC CONTROL & PROTECTION INC TRAFFICCONTROL& 100-33-6110 SUPPLIES 85412 02/01/2016 449.35 TRAFFICCONTROL& 100-33-6110 SUPPLIES 85490 02/01/2016 274.5D TRAFFICCONTROL& 100-33-6110 SUPPLIES 85459 02/01/2016 45.78 TRAFFIC CONTROL& 510-35-6110 SUPPLIES 85459A 02/01/2016 70.77 VendorTRAFFiC CONTROL & PROTECTION INC Total: 840A0 Vendor: TREASURER STATE OF ILLINOIS TREASURER STATE OF ILLINOIS 270-00-8600 CONSTTRUCTION FOR 109304 02/O1/2016 201,034.67 TREASURER STATE OF ILLINOIS 440-00-8600 CONSTRUCTION FOR 109304A 02/01/2016 5,428.50 VendorTREASURER STATE OF ILLINOIS Total: 2061463.17 Vendor: TYLER TECHNOLOGIES TYLER TECHNOLOGIES 510-31-5110 UTILITY BILLING MAINT 025-145718 02/01/2016 60.00 TYLER TECHNOLOGIES 510-32-5110 UTILITY BILLING MAINT 025-145718 02/01/2016 60.00 Vendor TYLER TECHNOLOGIES Total: 120.00 Vendor: ULINE ULINE 510-32-6110 SUPPLIES 73978596 02/01/2016 358.18 Vendor ULINE Total: 358.18 Vendor: ULTRA STROBE COMMUNICATIONS INC ULTRA STROBE 450-00-8300 INSTALL310 070598 02/01/2016 581,19 ULTRA STROBE 450-00-8300 INSTALL OF EQUIP 070599 02/01/2016 11675,00 ULTRA STROBE 450-00-8300 LABOR 319 070607 02/01/2016 425,00 ULTRA STROBE 100-22-5370 RE PLACEMENT SPOTLIGHT 070609 02/01/2016 179.95 ULTRA STROBE 100-22-5370 VEHICLE REPAIRS 070628 02/01/2016 375.00 ULTRASTROBE 100-22-5370 LIGHTS310/311 070631 02/01/2016 211,80 1/27/2016 11;51;07 AM Expense Approval Register Packet: APPKT00331- FED SIGNAL LIGHTBAR REPLACEMENT Vendor Name Account Number Description (Item) Payable Number Post Date Amount ULTRA STROBE 100-22-SB70 FED SIGNAL LIGHTBAR 070666 02/01/2016 264,95 Vendor ULTRA STROBE COMMUNICATIONS INC Total: 31712*89 Vendor: USA BLUEBOOK USA BLUEBOOK 510-31-6110 SUPPLIES 844061 02/01/2016 101.90 USA BLUEBOOK 510-31-6110 SUPPLIES 846690 02/01/2016 130,56 USA BLUEBOOK 510-31-6110 SUPPLIES 847995 02/01/2016 618,78 Vendor USA BLUEBOOK Total: 85114 Vendor: VERMONT SYSTEMS INC VERMONT SYSTEMS INC 400-00-8800 ACCESS CONTROLSOFTWARE 49448 02/01/2016 5,034A3 Vendor VERMONT SYSTEMS INC Total: 5,034.43 Vendor: VIKING CHEMICAL COMPANY VIKING CHEMICAL COMPANY 510-32-6110 SUPPLIES 27029 02/01/2016 21695,85 Vendor VIKING CHEMICAL COMPANY Total: 2/695685 Vendor: VOLLKOMMER, PATRICIA VOLLKOMMER, PATRICIA 100-41-3637 PARKS & REC REFUND 129092 02/01/2016 26.00 Vendor VOLLKOMMER, PATRICIA Total: 26.00 Vendor: WASTE MANAGEMENT OF WI PHEASANT RUN RDF WASTE MANAGEMENT OF WI 510-32-5580 SLUDGE REMOVAL 0029829-2742-4 02/01/2016 10,318.28 Vendor WASTE MANAGEMENT OF WI PHEASANT RUN RDF Total: 10,318.28 Vendor: WASTE MANAGEMENT WASTE MANAGEMENT 100-03-5110 CLEAN UP HIGHVIEW 3262184-2013-0 02/01/2016 209,00 Vendor WASTE MANAGEMENTTotal: 208.00 Vendor: WORK, AMANDA WORK, AMANDA 100-41-3637 PARKS & REC REFUND 129148 02/01/2016 45.00 Vendor WORK, AMANDA Total: 45.00 Vendor: WORKING WORLD INC WORKING WORLD INC 100-01-5110 CONTRACTUAL SERVICES 127778 02/01/2016 410.52 WORKING WORLD INC 100-01-5110 CONTRACTUAL SERVICES 127818 02/01/2016 634,44 WORKING WORLD INC 100-01-5110 CONTRACTUAL SERVICES 1/10- 127873 02/01/2016 S27.15 Vendor WORKING WORLD INC Total: 1,572.11 Vendor: ZIERKE, TERRI ZIERKE, TERRI 100-41-3637 PARKS & REC REFUND 129011 02/01/2016 24.50 Vendor ZIERKE, TERRI Total: 24.50 Vendor: ZUKOWSKI ROGERS FLOOD & MCARDLE ZUKOWSKI ROGERS FLOOD & 100-01-5230 LEGAL FEES -CORPORATE 117999 02/01/2016 13,651450 ZUKOWSKI ROGERS FLOOD & 740-00-5230 RETAINED PERSONNEL 118000 02/01/2016 300.00 ZUKOWSKI ROGERS FLOOD & 100-01-5230 TRAFFIC 118001 02/01/2016 61375*00 ZUKOWSKI ROGERS FLOOD & 740-00-5230 RETAINED PERSONNEL 118002 02/01/2016 725,00 ZUKOWSKI ROGERS FLOOD & 740-00-5230 RETAINED PERSONNEL 118003 02/01/2016 300tOD Vendor ZUKOWSKI ROGERS FLOOD & MCARDLE Total: 21,351.50 Grand Total: 3350384.59 1/27/2016 11:51:07 AM Expense Approval Register Fund Summary Fund Expense Amount 100-GENERALFUND 61,001.95 270- MOTOR FUELTAX FUND 201,034,67 300 - DEBT SERVICE-1997A FUND 11278*75 400- RECREATION CENTER FUND 21,93935 440 -CAPITAL IMPROVEMENTS FUND %428.50 450- CAPITAL EQUIPMENT FUND 3,156.19 510- WATER/SEWER FUND 38,147460 610- RISK MANAGEMENT FUND 40,00 620- INFORMATION TECHNOLOGY FUND 21032,58 740- RETAINED PERSONNEL ESCROW 11325,00 Grand Total: 335,384.59 Packet; pPPKT00331-RETAINED PERSONNEL Expense r v l Kegister McHenry, IL LIST OF BILLS COUNCIL MEETING #2-2/1/16 e r Vendor Name Account Number Description (item) Payable Number Post Date Amount Vendor: ADAMS ENTERPRISES INC, R A ADAMS ENTERPRISES INC, RA 100-33-5370 TRUCK LIGHT 771891 02/01/2016 18.82 ADAMS ENTERPRISES INC, RA 100-33-5370 OIL, MOTOR, FLEET FLEX, 772907 02/01/2016 1,842.48 ADAMS ENTERPRISES INC, RA 100-33-5370 SOLENOID, CONTROLLER, RAM 773008 02/01/2016 789.92 ADAMS ENTERPRISES INC, RA 100-33-5370 SPRING & BOLTS 773139 02/01/2016 85.14 Vendor ADAMS ENTERPRISES INC, R ATotaL 2,736.36 Vendor: ADAMS STEEL SERVICE INC ADAMS STEEL SERVICE INC 51.0-31-6110 Vendor: ADVANCED AUTOMATION AND. CONTROLS INC ADVANCED AUTOMATION AND 510-32-6110 Vendor: ADVANTAGE MECHAN{CALINC ADVANTAGE MECHANICAL INC 510-32-6110 Vender: AMERICAN HEATING &COOLING AIVIERICMll HEATING & 510-31-6110 Vendor: AMERICAN WATER WORKS ASSN AMERICAN WATER WORICS 51D-31-5410 Vendor: ANALYTICALTECHNOLOGY INC ANALYTICALTECHNOLOGY INC 510-31-6110 Vendor. ARCO MECHANICAL EQUIPMENT;SALES AftCO MECHANICAL 100-33-5115 Vendor: ASSOCIATED ELECTRICAL CONTRACTORS ASSOCIATED ELECTRICAL 100-01-5110 ASSOCIATED ELECTRICAL 100-01-5110 Vendor: WAWKINS INC HAWICINS INC 510-32-6110 Vendor: CRESCENT ELECTRI65UPPLY CO CRESCENT ELECTRIC SUPPLY CO 510-32-5380 Vendor: PETROLIANCE LLC PETROLIANCE LLC 100-33-6250 STEEL TROUBLE SHOOT &REPAIR TROUBLESHOOT & RERAIR 330011 02/01/2016 Vendor ADAMS STEEL SERVICE INC Total: 15 2381 02/01/2016 Vendor ADVANCED AUTOMATION AND CONTROLS INCTotal: 26664 02J01/2016 Vendor ADVANTAGE MECHANICAL INCTotal: SERVICE CALL FOR NO HEATAT 01071606 02/01J2016 Vendor AMERICAN HEATING & COOLING Total: PALMER MEMBERSHIP DUES 4/1/16-3/31/16 02/01/2016 VendorAMERICAN WATER WORKSASSNTotal: A14/A11 GAS DETECTOR' 124829 02/01J2016 Vendor ANALYTICAL TECHNOLOGYINC Total: 33.58 33.58 770:00 770.00 2,656.00 2,656.00 1H5.00 185.00 83.00 83.00 1,145:54 1,145.54 CALIBRATION SERV ON CARE 14979 02J01J2016 1,350.00 Vendor ARCO MECHAN1CAi-EQUIPMENT SALES Total; �� 1;350.00 INSTALL & REPAIR GROUND 3500128 02/01/2016 1/291630 INSTALL QUAD OUTLET FOR 3500135 02/01/2016 259:89 Vendor ASSOCIATED ELECTRICAL CONTRACTORS Total: 1,551.19 CHLORINE CYLINDERS & 3824577 RI 02/01/2016 Vendor HAWKiNS iNC Total: STARTER &OVERLOAD LIFT& 5501492510.001 02/01J2016 VendorCRESCENT ELECTRIC SUPPLY CO Total: VEHICLE FUEL 9730093 02/01/2016 Vendor PETROLIANCE LLC Total: 4,554.83 4,554.83 524.19 524.19 749,28 749.2fl Vendor: SMITH ECOLOGICAL SYSTEMS INC SMITH ECOLOGICALSYSTEM5 510-31-6110 EJECTOR BODY, DIFFUSER, 19256 02J01J2016 711.OD Vendor SMITH ECOLOGICAL SY5TEM5 INC Total: 711400 1/Z7/Z01G 11:58:16 AM Expense Approval Register Packet: APPKT00329 -CHLORINE CYLINDERS &POLYMER TOTE Fund Summary fund Expense Amount 100 - GENERAL FUND 61386,83 510- WATER/SEWER FUND 10,663.14 Grand Total: 17,04937 Derik Morefield, City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 dmorefield@ci.mchenry.il.us AGENDA SUPPLEMENT DATE: February 1, 2016 TO: Mayor and City Council FROM: Derik Morefield, City Administrator Carolyn Lynch, Finance Director RE: Fund Balance and Reserve Policy ATT: Proposed Fund Balance and Reserve Policy Resolution R-12-019 — Establishing Fund Balance Policies as Required by GASB 54 Estimation of Financial Results of Adoption of Fund Balance Policy January 11, 2016 Finance & Personnel Committee Meeting Report - UNAPPROVED The purpose of this agenda item is to present Council with an expanded Fund Balance and Reserve Policy for consideration and adoptions. The document was recommended for consideration by the Finance & Personnel Committee by a vote of 2 ayes and 1 nay at the January 11, 2016 committee meeting. A copy of the unapproved Finance & Personnel Committee Meeting report has been attached for your information. Background The Government Accounting Standards Board (GASB) is responsible for setting generally accepted accounting principles (GAAP) that prescribe how governments should report their financial information within their Comprehensive Annual Financial Reports (annual audited financial statements). The City's financial statements must be prepared in accordance with and in conformance to these standards in order to receive an unqualified (i.e., clean) opinion from the City's auditors. Receiving this unqualified opinion is very important to the users of the City's financial statements which include bond rating agencies, government oversight bodies, and residents. It is one of several factors that allow the City to maintain its high bond rating (Aa2/Moody's, AA/S&P) and lowers the City's overall borrowing costs. In 2009, the GASB issued Statement 54, Fund Balance Reporting and Government Fund Type Definitions, which is intended to enhance the usefulness of fund balance information by The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. clarifying and improving the consistency of fund balance classifications and providing additional guidance for governmental fund type definitions. The new classifications are to develop a clear hierarchy of fund balance that illustrates the level of constraints imposed upon the use of resources reported within the governmental funds. Fund balance measures the net financial resources available to finance expenditures of future periods. It is the amount of assets less liabilities in a fund at a specific point in time, usually the end of the fiscal year (April 30th for the City of McHenry). On August 6, 2012 the City adopted Resolution R-12-019, Establishing Fund Balance Policies as Required by GASB 54. A copy of this resolution has been attached for informational purposes and reference. Analysis Although the City's audits have been conducted based on the GASB Statement 54 guidelines, the City Administration is recommending that the City's existing fund reserve policy be expanded, to include the addition of specific language for establishing and maintaining fund balance reserves. This proposed Fund Balance and Reserve Policy defines fund balance amounts as defined by the following GASB Statement 54 classifications: 1. Non -spendable fund balance —includes amounts of assets that are not in a spendable form, such as inventory or prepaid items; 2. Restricted fund balance — amounts constrained for specific purposes by external entities, usually a higher level of authority such as the Federal government or the State of Illinois. An example of this type of restriction is the revenues reported in the Motor Fuel Tax (MFT) Fund which are restricted for certain street and infrastructure improvements in accordance with the Illinois Department of Transportation (IDOT); 3. Committed fund balance — amounts constrained for a specific purpose by the City and must be designated by the City Council through a formal action; 4. Assigned fund balance — fund balance amounts constrained for a specific purpose and designated by the Finance Director, with the advice and consent of the Finance Personnel Committee; 5. Unassigned fund balance — the remaining fund balance amounts reported within the Governmental Funds that are not assigned to one of the previous four categories. To classify fund balance in categories other than "unassigned," GASB Statement 54 requires formal approval of a Fund Balance and Reserve Policy by the City Council. The attached Fund Balance and Reserve Policy provides specific information concerning the designations and categorization of fund balance for the City's governmental funds and achieves the criteria as identified in GASB Statement 54. Recommendation If Council concurs with this policy, it is recommended that a motion be made to adopt the attached Fund Balance and Reserve Policy for the City of McHenry. In addition, information has been provided that identes current fund balance levels and what impact the adoption of this policy may have on them. CITY OF IVICHENRY FUND BALANCE AND RESERVE POLICY Overview • The purpose of this policy is to establish the principles and parameters to which a Fund Balance target will be defined at the beginning of each budget period. This policy is established to provide financial stability, cash flow for operations, and the assurance that the City will be able to respond to emergencies with fiscal strength. • In the event that unexpected situations may cause the City to fall below the minimum fund balance level, certain steps will be followed to correct the deficiency, as outlined in the section below titled "Fund Balance Parameters." Definitions • Fund Balance —The difference between assets and liabilities in a Governmental Fund. • Net Position —The amount remaining after subtracting total liabilities from total assets for Proprietary Funds. • Operating Expenditures —Total expenditures minus capital and debt service. • Governmental Funds —Are used to account for all or most of the City's general activities, including the collection and disbursement of restricted or committed monies (special revenue funds), the funds restricted, committed or assigned for the acquisition or construction of major capital assets (capital projects fund), and the funds restricted, committed or assigned for the servicing of general long-term debt (debt service funds). The general fund is used to account for all activities of the general government not accounted for in some other fund. o General Fund —Accounts for all activities of the City not accounted for in another fund. The General Corporate Fund is used to account for most of the day -today operations of the City, which are financed from tax revenues and other general revenues. Nine (9) separate activities are accounted for within the General Fund including: Administration, Elected Officials, Community & Economic Development, Finance Department, Police Commission, Police Department, Public Works -Administration, Public Works -Streets, and Parks and Recreation. o Special Revenue Funds — These funds are utilized to account for revenues derived from specific sources which are usually required by law or regulation to be accounted for as separate funds. For the City of McHenry these funds include the following funds, with definitions provided: ■ Tourism Fund —The Tourism Fund is used for the purpose of financing tourism through promotion of the City. It is derived from a 5% occupancy tax on motel and hotel receipts. ■ Pageant Fund —The purpose of the Pageant Fund is to account for revenues and expenditures used to conduct the annual Miss McHenry Pageant. ■ Band Fund —The purpose of the Band Fund is to finance and account for expenditures incurred in the provision of summer concerts to promote culture and recreation to the community. ■ Civil Defense Fund —The City Defense Fund is used to fund and account for activities related to the training of personnel and the purchase and maintenance of equipment to protect and defend the City from natural disasters or man-made environmental disasters through early warning and public notification systems. ■ Alarm Board Fund —The purpose of this fund is to pay for the maintenance of radios, as well as the annual maintenance of the head - end equipment, in the City's dispatch center. Revenues are derived from the monitoring of business fire alarms, which are directly connected to the dispatch center. ■ Audit Fund —The Audit Fund accounts for expenses incurred to complete the annual financial audit of the City. ■ Annexation Fund —This fund tracks funds received from negotiated annexation agreements that are intended to be used for improvements to infrastructure or City facilities. ■ Motor Fuel Tax Fund —The Motor Fuel Tax (MFT) Fund is to provide dedicated revenues from taxes on gasoline and diesel sales primarily to road maintenance and improvements. ■ Developer Donation Fund —The purpose of this fund is to account for donations collected from developers on behalf of the primary and secondary school districts, fire protection district, and the City's park s(stem. ■ Tax Increment Finance Fund —The Tax Increment Finance (TIF) Fund is utilized to capture the tax increment on property taxes generated through private investment within the downtown TIF District. These funds are then reinvested into this area to undertake public improvements and/or as incentivization to spur additional private investment. o Capital Projects Fund —Capital Projects Fund is utilized to account for financial resources to be used for the acquisition or construction of capital facilities or other major fixed assets. The following funds are identified within the Capital Projects Fund: ■ Recreation Center Construction Fund —The purpose of this fund is to, first, account for revenues and expenditures related to the construction of the recreation center facility; and, second, to account for capital expenditures specific to the completed recreation center facility. ■ Special Service Area #4A —The SSA#4 Fund is utilized to account for revenues and expenses associated with annual debt service for the sewer project located in the Lakewood Road Subdivision. ■ Capital Improvements Fund —The purpose of the Capital Improvements Fund is to account for funds identified for the maintenance and construction of public infrastructure projects other than water and sewer utilities. This includes roads and public facility maintenance, improvements and/or construction. ■ Capital Equipment Fund —The Capital Equipment Fund is utilized to track annual expenditures of equipment replacement (e.g., vehicles, computer equipment) as identified in the 5-Year Capital Improvement Program. o Debt Service Fund —The Debt Service Fund accounts for bonded indebtedness incurred by the City's General Fund, including bond and interest payments. • Enterprise Funds —Enterprise Funds are business -type funds utilized to account for operations and activities that are financed and operated in a manner similar to a private business enterprise, and where the cost of providing goods and services to the general public on a continuing basis is expected to be recovered primarily through user charges. The City has also established Enterprise Funds when it was advantageous to segregate revenues earned and expenses incurred for an operation for purposes of capital maintenance, public policy, management control, or accountability. The following funds comprise the City's Enterprise Funds: o Water and Sewer Fund — The Water and Sewer Fund funds the operations of the Water, Wastewater and Utility Division of the Department of Public Works who's functions are to provide a safe and reliable supply of high quality potable water and to protect public health and the environment by treating sewage to meet stringent environmental standards prior to discharge. o Capital Development Fund —This fund accounts for the construction, expansion and/or extension of water and wastewater systems to accommodate new development and growth in the community. Revenues are generated through capital development fees on new residential and non-residential development. o Utility Improvements Fund —The Utility Improvements Fund is utilized for capital projects that improve or expand the capacity of the Water and Wastewater utilities. o Marina Operations Fund —This Enterprise Fund is used to maintain acity-owned 60-slip marina on the Fox River. • Internal Service Funds —Internal Service Funds are established to finance and account for services and/or commodities furnished by one department or agency to other departments or agencies of the city. The Internal Service Funds of the City are as follows: o Employee Insurance Fund —The purpose of this fund is to finance and account for expenditures incurred to provide health insurance benefits to employees. o Risk Management Fund —The Risk Management Fund accounts for all activity related to risk management and insurance costs (other than employee health insurance) including loss control, loss prevention, risk transfer, and risk assessment. o Information Technology Fund —The IT Fund facilitates the implementation of innovativeI high quality technology -based services to each of the City's departments. • Fiduciary Funds —These funds are used to account for resources held for the benefit of parties outside of the city. The Fiduciary Funds of the city include the following funds: o Employee Flexible Spending Fund —Accounts for employees' pre-tax medical spending accounts that are offered as a benefit to City employees. o Development Escrow Fund — This fund is used to segregate developer funds held by the City to ensure the completion of specific public improvements such as sidewalks and traffic signals. o Retained Personnel Fund —The Retained Personnel Fund accounts for funds collected as reimbursement and expended for professional and technical services used to assist or advise the City in connection with land development. o Revolving Loan Fund —This fund accounts for activity in the Revolving Loan Program, a low -interest program for businesses and industry with the goal of job creation. o Police Pension Fund —Accounts for retirement benefits for retired police officers and their beneficiaries through employer and employee contributions and investment earnings. Governmental Fund Equity • With the implementation of GASB 54, the fund balance structure for governmental funds changed as of the fiscal year ended April 30, 2012. Multiple fund balance classifications include: Non -Spendable, Restricted, and Unrestricted, with unrestricted being further broken down into: Committed, Assigned, and Unassigned. • .Expenses that can be attained from multiple fund classifications shall be used from the most to least restrictive fund. With the discretion of the Finance Director, and with the advice and consent of the Finance and Personnel Committee, a deviation can be made from this policy if it is in the best interest of the City of McHenry. • Fund classifications are described by the following: o Non -Spendable Fund Balance — (1 of 2 conditions) ■ Amounts that are not in spendable form ➢ Can never be spent (i.e., Inventory, Prepaid Rent) ➢ Cannot currently be spent because of cash flow timing (i.e., Long - Term Receivables) ■ Amounts that are required to be maintained intact (i.e., principal of an endowment) o Restricted ■ Externally enforceable legal restrictions (i.e., grants, debt proceeds, tax levies) o Unrestricted (3 designations) ■ Committed — Amounts constrained for a specific purpose by a government using its highest level of decision -making authority ➢ Must be committed prior to fiscal year-end, however, dollar amount can be decided at a later time. ➢ Revenues reported within any given special revenue fund are considered "Committed" by the City Council in accordance with GASB Statement 54 and are intended to be used for the related purpose. ■ Assigned — Amounts constrained, for the intent to be used for a specific purpose by the City Administrator and Finance Director ➢ Includes any remaining positive balances in governmental funds (other than the General Fund) that is not classified in any other fund balance category ➢ A drawdown of the fund balance would be classified within this category ■ Unassigned — Remainder of the General Fund's fund balance that is not classified in a previous category and amounts have not been expended in excess of resources available in other governmental funds Proprietary (Enterprise/Internal Service) Fund Equity • Proprietary funds include Enterprise and Internal Service Funds. • Expenses that can be attained from multiple fund classifications shall be used from the most to least restrictive fund. With the discretion of the Finance Director, and with the advice and consent of the Finance and Personnel Committee, a lesser restrictive net asset classification can be used if they determine that it is in the best interest of the City. • The net assets will be composed of three primary categories. o Net Investment in Capital Assets —That portion of a proprietary fund's net assets that reflects the fund's net investment in capital assets less any amount of outstanding debt related to the purchase/acquisition of said capital assets. ■ Related debt, for this purpose, includes the outstanding balances of any bonds, mortgages, notes, or other borrowings that are attributable to the acquisition, construction, or improvement of capital assets of the Government. o Restricted Net Assets —That portion of a proprietary fund's net assets that are subject to external enforceable legal restrictions (e.g., grantor, contributor and bond covenants). o Unrestricted Net Assets That portion of a proprietary fund's net assets that is neither restricted nor invested in capital assets (net of related debt). Fund Balance Parameters (By Fund) • It is the City's philosophy to support long-term financial strategies, where fiscal sustainability is it first priority, while also building funds for future growth. It is essential to maintain adequate levels of fund balance to mitigate current and future risks and to ensure stable tax levies. Credit rating agencies carefully monitor levels of fund balance to evaluate a City's credit worthiness. • Revenues received within a given fund are specifically committed for its related purpose. Revenues reported within any fund may be modified from time to time through the annual budget process. • The following parameters will be used as part of the budget process to establish targets for the following funds: o General Fund —The unrestricted fund balance should be maintained at 120 days (4 months) of estimated operating expenditures including those expenditures reported in other Governmental Funds that receive annual operating transfers, with the exception of transfers intended to fund capital projects. If the unreserved fund balance falls below the minimum, a plan will be developed to return to the minimum balance within a reasonable period of time. One-time revenues shall not be used to fund current operations. This level of fund balance shall provide the capacity to: ■ Offset unexpected downturns in elastic revenues due to fluctuations in the local, state and national economies or the loss of a major sales tax contributor(s); ■ Offset negative fiscal changes brought about by action or legislation of another unit of government or agency; ■ Ensure the continued, timely repayment of debt obligations that the City may have in the event of a financial downturn; ■ Provide a sufficient cash flow for daily financial needs at all times; and, ■ Provide a funding source for unanticipated expenditures or emergencies that may occur. Funds in excess of the minimum may be considered for the funding of one-time, nonrecurring expenditures, assigned for future capital activities or used for the funding of other long-term obligations. o Tourism Fund — No target is established for this fund. The expenditures in this fund are to be used for financing tourism through promotion of the City. o Pageant Fund — No target is established for this fund. o Band Fund — No target is established for this fund. There is an estimated yearly operating transfer provided by the General Fund to cover expenses. o Civil Defense Fund —The unrestricted fund balance should be maintained at 120 days (4 months) of estimated operating expenditures. Additional fund balance needs to be retained to address long-term equipment replacement and or repair. o Alarm Board Fund —The unrestricted fund balance should be maintained at 120 days (4 months) of estimated operating expenditures. Additional fund balance needs to be retained to address long-term equipment replacement. o Audit Fund — No target is established for this fund. Any fund balance accumulated within this fund will be utilized to lower operating transfers from other funds or the property tax levy. o Annexation Fund —The unrestricted fund balance should be maintained at sufficient levels to address the related annual debt service payments pledged by this fund and additional funding for capital projects. o Motor Fuel Tax Fund — No target is established for this fund. The expenditures intended for the Motor Fuel Tax revenues must not exceed the amount of funds available from the State of Illinois Motor Fuel Tax Fund. These revenues should only be used for street improvements and repair, as allowed by the State of Illinois Law. o Developer Donation Fund —The unrestricted fund balance should be maintained at sufficient levels to fund park related capital projects. o Tax Increment Finance Fund — No target is established for this fund. All fund balance within this fund will go to pay for improvements completed within the TIF district. o Recreation Center Construction Fund —The unrestricted fund balance should be maintained at 120 days (4 months) of estimated operating expenditures. Additional fund balance needs to be retained to address long-term equipment/furniture replacement or other unforeseen capital needs. o Special Service Area #4 (SSA#4) — No fund balance is maintained in this fund, all revenues are transferred to the Utility Improvements Fund to cover project costs. o Capital Improvements Fund — No target is established for this fund. The expenditures in this fund are to be used for retiring debt service and for capital infrastructure expenditures. One-time revenues should be placed in this fund. However, the City will plan appropriately and maintain a sufficient reserve in order to meet the long-term capital planning, projected cash flow requirements, and infrastructure needs of the community. o Capital Equipment Fund — No target is established for this fund. The expenditures in this fund are to be used for capital equipment expenditures. o Debt Service Fund — No target is established for this fund. This fund is used only as a debt service fund. o Water and Sewer Fund —The Water and Sewer Fund cash and investment balance should be maintained at a minimum level of 25%-35% of the previous year's operating expenses taking into account typical levels of expenditures required for capital outlays. Rates should be maintained at sufficient levels to meet the costs of water and sewer programs, fund depreciation, and build reserves for future capital needs. Water rates for consumers will be reviewed on an annual basis based on operating and capital needs. If the balances fall below the minimum, rates will be adjusted so as to gradually return to the minimum within a reasonable period of time. If balances exceed the minimum, the overage will be used to keep future rate increases lower or fund capital projects for the water/sewer systems. o Capital Development Fund — No target is established for this fund. The expenditures in this fund are to be used for retiring debt service and for capital expenditures. o Utility Improvements Fund — No target is established for this fund. The expenditures in this fund are to be used for capital infrastructure expenditures. One-time revenues should be placed in this fund. However, the City will plan appropriately and maintain a sufficient reserve in order to meet the long-term capital planning, projected cash flow requirements, and infrastructure needs of the community. o Marina Operations Fund — No target is established for this fund. All fund balance within this fund will go to maintain the City owned marina. o Employee Insurance Fund — No target is established for this fund. Any fund balance accumulated within this fund will be utilized to provide stability for the City's health insurance costs. o Risk Management Fund — No target is established for this fund. Any fund balance accumulated within this fund will be utilized to provide stability for the City's risk management costs. o Information Technology Fund —The unrestricted fund balance should be maintained at 120 days (4 months) of estimated operating expenditures. Additional fund balance needs to be retained to address capital expenditures. o Employee Flexible Spending Fund — No fund balance is maintained within this fund. This fund is used only as an agency fund. o Development Escrow Fund — No fund balance is maintained within this fund. This fund is used only as an agency fund. o Retained Personnel Fund — No fund balance is maintained within this fund. This fund is used only as an agency fund. o Revolving Loan Fund — No target is established for this fund. Any fund balance accumulated within this fund will be utilized to offer low interest loans to local businesses. o Police Pension Fund —Fund balance targets will be determined through the Police Pension Board and the annual actuarial analysis. RESOLUTION R�I L-UI9 Establishing I and Balance Policies as Required by CASE 54 WI2EAS, the Governmental Accounting Standards Board ("GASB") bas adopted Statement 54 ("GASB 54"), a new standard for governmental fund balance reporting and governmental fund type definitions that became effective in governmental fiscal years staring after June 15, 2010, and WIIEREAS, #lie City of McHeiuy, Illinois wishes to eonnpiy wifln GASB 54 as reclnired begiinung with the previous May 1, 2011— April 30, 2012 fiscal year; NOW THEREFORE BE IT RESOLVED, that the City of McHezuy, Illinois hereby adopts the following policy: FUND BALANCE POLICIES Fund balance measures the net financial resources available to #"manse expenditures of fixture periods. The City of McHezuy's Unassigned General Fund Balance will be maintained to provide the City with sufficient ' ,vorking capital and a margin of safety to address local and regional emergencies without borrowing. The unassigned General Fund Balance may only be appropriated by resolution of the City Council. Fund Balance of the City of McHeiuy may be coinnnitted for a specific source by formal action o£ the City Council..Aznendments or modification io the conuiutted fund balance must also be approved by formal action of the City Council. Committed fund balance does not lapse at year-end. The McHemy City Council delegates authority to assign fund balance for a specific purpose to Carolyn Lynch, Finance and Accounting Manager, with the advice and consent of the Finance and Personnel Committee. For purposes o£ fund balance classification, expenditures are to be spent from restzicted £und balance first, followed in order by committed fund balance, assigned fiend balance and Iastly, unassigned fund balance. Carolyn Lynch, Finance and Accounting Manager, has the authority to deviate from this policy if it is in the best interest of the City of McIlenry, with the advice and consent of the Finance and Personnel Connnittee. This policy should be revisited each year for review. The above Resolution is adopted this Oh day of August, 2012. AYES: Santi, G1ab, Schaefer, Blake, Wiznmer, Peterson, Coindon NAYS: None ABSENT: None ATTEST: City Clerk Fund balance Policy Requirements Fund Description Fund Balance/(Deficit} - 4/30/15 Proposed Policy Minimum Surplus/Deficit 100 General Fund 10,041,968 6,224,733 3,817,235 200 Tourism Fund 263,601 N/A 263,601 205 Pageant Fund {2,636) N/A (2,636) transfer from gfto cover deficit? 210 Band Fund 14,755 N/A 14,755 220 Civil Defense Fund (7,804) 1,100 {8,904) transfer from gf to cover deficit? 225 'Alarm Board Fund 186,292 20,000 166,292 230 Audit Expense Fund 18,600 N/A 18,600 260 Annexation Fund 241,953 35,000 206,953 270 Motor Fuel Tax Fund 1,140,120 N/A 1,140,120 280 Developer Donation Fund 720,394 N/A 720,394 290 TIF Fund (738,454) N/A (738,454) 300 Debt Service Fund 344,859 N/A 344,859 400 Recreation Center Fund 3,637,439 164,700 3,472,739 424 SSA #4 -Lakewood Rd. Utility 26 N/A 26 426 SSA #6 - Hunterville (179,115) N/A (179,115) transfer from gf to cover deficit? 440 Capital Improvements Fund 1,233,542 N/A 1,233,542 450 Captial Equipment Fund 490,802 N/A 490,802 510 Water/Sewer Fund 4,368,273 1,601,277 2,766,996 550 Capital Development Fund 1,195,910 N/A 1,195,910 580 Utility Improvements Fund (90,914) N/A (90,914) transfer from w/s to cover deficit 590 Marina Fund 426,365 N/A 426,365 600 Employee Insurance Fund 270 N/A 270 610 Risl< Management Fund 576,225 N/A 576,225 620 Information Technology Fund 200,593 138,700 61;893 700 Employee Flex Fund - N/A - 720 Developmental Escrow Fund - N/A - 740 Retained Personnel Fund - N/A - 750 Revolving Loan Fund 114,129 N/A 114,129 760 Police Pension Fund 21,151,953 N/A 21,151,953 :- Fund Required Balance 100 6,224,733 based on 15/16 budget - 4 months of operating expenses including internal service fund transfers 220 1,100 current deficit is 7,804; plus we need to plan for larger repairs and/or replacements 225 20,000 based on 15/16 budget - 4 months of operating expenses; will go down once MTFPD payments end in FY15/16 260 35,000 amount pledged for Debt Service - do we want to get rid ofthis amount? 400 164,700 based on estimated 16/17 budget - 4 months of operating expenses 510 1,601,277 30% of 15/16 operating expenses - no capital or depreciation 620 138,700 based on 15/16 budget - 4 months of operating expenses including internal service fund transfers FINANCE & PERSONNEL COMMITTEE MEETING REPORT January 11, 2016, 5:30 PM McHenry Municipal Center In Attendance: Committee Members: Chairman Alderman Wimmer, Alderman Curry and Alderman Condon. Absent: None. Also in Attendance: City Administrator Morefield, Deputy City Administrator Hobson; Chief of Police Jones; Public Works Director Schmitt; Economic Development Director Martin; and Deputy City Clerk Geraghty. l . Call to Order: Chairman Alderman Wimmer called the meeting to order at 5:30 PM. 2. Public Input: None 3. Discussion and Motion to recommend to City Council the adoption of an expanded Fund Balance and Reserve Policy. Chairman Wimmer asked City Administrator Morefield to begin the discussion on the draft policy. Administrator Morefield acknowledged the committee's desire for the development of a purchasing policy and explained the policy is still in development. Pending review by City Attorney McArdle, it will be presented to the committee at the next meeting in March. Administrator Morefield then provided background on the purpose of establishing an expanded Fund Balance and Reserve Policy. He stated the Government Accounting Standards Board (GASB) is responsible for setting generally accepted accounting principles (GAAP) that prescribe how governments should report their financial information with their annual audited financial statements. All the city's financial statements are prepared in accordance and in conformance to these standards, which has allowed the city to maintain its high bond rating lowering the city's overall borrowing costs. In 2009, the GASB issued Statement 54, Fund Balance Reporting and Government Fzcczd Type Definitions, which is intended to enhance the usefulness of fund balance information by clarifying and improving the consistency of fund balance classifications and provide additional guidance for governmental fund type definitions; and in 2012, the city adopted a Resolution establishing fund balance policies as required by GASB 54. Although city audits have been conducted based on the GASB 54 guidelines, staff is recommending the city's existing fund reserve policy be expanded to include the addition of specific language for establishing and maintaining fund balance reserves. The proposed expanded policy defines fund balance amounts as defined by GASB classifications: 1. Non -Spendable: amounts for assets that are not in a spendable form such as inventory or prepaid items. 2. Restricted: amounts constrained for specific purposes by external entities usually a higher level of authority such as the Federal government or the State of Illinois. 1 Examples include revenues reported in MFT Fund restricted for certain street and infrastructure improvements in accordance with IDOT. 3. Committed: amounts constrained by the city for a specific purpose and must be designated by Council through formal action. 4. Assigned: amounts constrained for a specific purpose and designated by the Finance Director with advice and consent of the Finance & Personnel Committee 5. Unassi ig led: the remaining fund balance amounts reported within the Governmental Funds that are not assigned to one of the previous four categories. To classify fund balance categories other than "unassigned," GASB Statement 54 requires formal approval by the City Council of a Fund Balance and Reserve Policy. Administrator Morefield explained the draft policy provided to the committee this evening provides specific information concerning the designations and categorization of fund balance for the city's governmental funds and achieves the criteria as identified in GASB Statement 54. Administrator Morefield noted information is also included in the meeting packet that identifies current fund balance levels and the impact adoption of this policy may have on them. Chairman Alderman Wimmer opened the floor for questions. Alderman Curry asked why we have separate funds for band and pageant. Director Lynch explained accounting procedures recommend the establishment of a fund when fees are charged; as with the Alarm Board fund from which the city receives revenue. In the past, the city levied the Band Fund however it really is not necessary today. Alderman Curry asked about Hunterville and why it is over budget. Director Schmitt explained that the annexation of the Hunterville subdivision, which began at the request of its residents, included the extension of water and sewer and the establishment of a special service area (SSA) for water. The City Council awarded a bid to a contractor who began to purchase equipment for the project. Not known to the city, the subdivision held a backdoor referendum and voted the SSA down. The equipment purchased by the contractor had to be paid for by the city, which is reflected as a negative balance in the Hunterville fund. However, the good news is the city was able to put the equipment to good use by trading4n some of the pumps purchased for Hunterville for pumps that suit the city's needs and are still in use today. Alderman Curry suggested the $180,000 deficit be transferred to the General Fund. Alderman Curry said he would prefer to see the fund balance based on the previous year's actual expenditures rather than the budget expenditure amount adding we seem to be holding more than we need. He also suggested that a 4-month fund balance be the target with action required if it hits a 3-month level. 2 Alderman Condon agreed there should be something to flag spending that may need to be addressed. However she stated that she would rather have more reserves than less and is agreeable with what is presented tonight. Chairman Alderman Wimmer called for a motion. Alderman Condon made a motion, seconded by Chairman Alderman Wimmer to forward the Fund Balance and Reserve Policy as presented to the full City Council for consideration. Voting Aye: Voting Nay: Absent: Motion carried. Condon, Wimmer; Curry. None 4. Discussion re ag rdin� the Draft FY 16/17 — FY 20/21 Capital Improvement Program (CIP) Chairman Alderman Wimmer asked City Administrator Morefield to lead the discussion on presentation of the Draft FY 16/17 — FY 20/21 CIP. Administrator Morefield told the Committee that typically a more developed CIP document is presented to the committee however tonight staff is seeking feedback regarding the projects presented prior to preparing the document in its final form. Administrator Morefield informed the committee that prior to the meeting, Alderman Curry emailed suggestions and questions regarding the CIP, including a suggestion that staff use more realistic dollars when presenting projects in the first year of the program. Administrator Morefield said he agrees and added that tonight he will convey the needs as identified by the Directors for the first year of the CIP and in the future staff will provide more realistic numbers. Administrator Morefield noted that the Streets/Sidewalks category is usually the city's first priority in the CIP. The proposed GIP for 2016/17 list has already changed with the recent award of an additional $500,000 from the Council of Mayors for the Bull Valley/Curran Road improvements project. Every project proposed in the five-year CIP is included in the document presented tonight along with a summary for Year 1 projects. All Year 1 projects are ranked with "A" as the highest priority. Alderman Curry stated now that he understands the process staff uses to determine the CIP and that Year 1 numbers will now be more realistic, he has no further questions or suggestions about the process used to develop the CIP. Alderman Condon stated she thinks the projects proposed in the first year of the plan are good. Alderman Curry said he is aware capital budgets are tough to develop and everyone involved did a nice job. Administrator Morefield said credit should go to the Directors, Superintendents and Commanders who worked hard to provide the information. He also 3 said he will respond to the list of suggestions and questions posed by Alderman Curry and forward his responses via email to the committee. Administrator Morefield summarized by stating as the committee and staff move into the budget process, the CIP will be a good reference to use. Chairman Alderman Wimmer asked if there was any new business to discuss and there was none. Adjournment: Motion by Condon to second by Curry to adjourn the meeting at 6:10 PM. Voting Aye: Voting Nay: Absent: Motion carried. Condon, Curry, Wimmer. None None Reviewed and Approved: Alderman R. Wimmer, Chairman Date: 2016 0 Derik Morefield, City Administrator McHenry Municipal Center 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-2119 dmorefield@ci.mchenry.il.us AGENDA SUPPLEMENT DATE: February 1, 2016 TO: Mayor and City Council FROM: Derik Morefield, City Administrator Carolyn Lynch, Finance Director RE: Transmittal of Draft FY16/17 Capital Improvement Program (CIP) Information for Discussion Purposes ATT: Draft FY16/17 — FY20/21 Capital Improvement Program The purpose of this City Council agenda item is to provide an opportunity for the City Council to discuss the Draft FY16/17 - FY20/21 Capital Improvement Program (CIP). Any changes recommended by Council will be incorporated in to the final draft of the document which will be presented to Council for adoption at the February 15, 2016 City Council Meeting. Background The City of McHenry uses capital improvement planning for the multi -year preparation, scheduling, and updating of a list of projects and related equipment to be acquired, built or improved by the City within a fixed period. It covers the entire range of public facility and service requirements. The program lists all future projects, the amount requested for each year, and the proposed source/method of financing. On the basis of this information, summaries of capital activities and financial requirements can be identified for each year. As both ashort- and long-range plan for physical development, the CIP links the City's Comprehensive Plan and other planning documents with the annual budget. It provides a mechanism for: • Estimating capital requirements; • Proposing revenue sources for existing and future projects; • Planning, scheduling and, most importantly, implementing projects; • Budgeting high priority projects; • Coordinating the activities of various departments' project schedules; and The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. • Monitoring and evaluating the program of capital projects. The first year of scheduled projects is referred to as the "Capital Budget Year" and includes those projects recommended for funding in the upcoming fiscal year however the CIP does not, in and of itself, appropriate funds for capital projects. Instead, these projects will be further prioritized based on need, be subsequently included in the FY2016/17 Budget request, and submitted to the City Council for consideration based on available funding. Importantly, it is not realistic to assume or believe that all projects requested or recommended for either the Capital Budget Year or within the 5-year CIP planning period can be funded for implementation. Ultimately, funding for capital projects on an annual basis relies on a combination of available revenues generated over and above operating expenditures and the City's ability and willingness to commit cash reserves and/or fund balances. In terms of process, annually the City Administration develops status updates for projects that have been funded during current budget year and project requests for new projects. These requests can be updates and resubmittals of project requests from previous years or entirely new project requests. Once submitted, the City Administrator, Finance Director, and respective Department Director and, where appropriate, other Departmental Staff meet to review the projects, clarify the purpose and scope of the projects, and to identify the priority of the projects based on need. This results in moving projects up or down the priority scale or within the 5-year CIP planning period. The City Administrator then takes the results of this process and begins the development of the 5-year CIP document. The initial compilation of project requests was provided to the Finance & Personnel Committee for input on January 11th. The draft before Council on February 1st represents further development of the CIP document. Summary/Overview of the FY16/17 — FY20/21 Capital Improvement Program The 5-Year Capital Improvement Program, as presented, continues to reflect the guiding principles that it be balanced and meet the needs of afull- service city. In establishing this balance, it is important to identify that this plan includes the funding of projects which are related both to the maintenance and replacement of existing assets — from vehicles and equipment to playground amenities — as well as the evaluation and introduction of new projects, services and facilities to be able to respond to the increasing needs of a growing and diverse population. This balance is not only desirable but, more importantly, necessary if McHenry is to retain and expand upon the high quality of life which its residents enjoy. Ultimately, the benefit of the 5-Year CIP is not measured in the number of projects or dollars expended in any single year, but rather is measured cumulatively in achieving the long-range goals of the community. As proposed, the schedule of projects identified in the 5-Year CIP far exceeds the City's existing financial resources however this is not unexpected, unusual or uncommon. Conversely, this is one of the benefits of having a Capital Improvement Program. It allows for the annual evaluation, prioritization, and scheduling of projects via a uniform, consistent, and objective process. In addition to recommending projects for funding in the Capital Budget Year, the CIP also identifies and outlines those projects that are recommended to be undertaken in the succeeding five years and, hence, compels the City to begin planning and strategizing these projects from a community -wide perspective in relation to the goals and objectives established for the City, as distinct from the view of a single department and/or operation. Most often, when clear communication and cooperation exists between the public, elected officials, and the administrative organization of the municipal government, the CIP tends to become a planning tool with clear short and long term capital objectives and goals. While sales and income tax revenues have shown growth in recent years the City Administration continues to take a cautious approach to estimating revenues derived from these sources on an annual basis. This is in response to the economic recession of the previous decade that resulted in unmet revenue projections, constricted spending on operational and capital items, and a decline in the General Fund fund balance. This conservative budgeting approach has resulted in the City's ability to gradually reintroduce capital projects over the last four fiscal years and the rebuilding of the General Fund fund balance, which is not only important for ensuring that there is a sufficient operational reserve, but also provides the City with the ability to undertake substantial capital projects, as are proposed in the FY16/17 — FY20/21 CIP, with an assurance that funding is available. The CIP document itself is divided in to six (6) chapters. Chapter 1 provides an introduction to capital improvement planning and methodology. Chapter 2 is an update of the status of capital improvement and capital equipment projects that were included in the FY15/16 Budget for implementation. Chapter 3 is a summary and overview of the 5-year Capital Improvement Program. Chapter 4 identifies projects proposed and recommended for funding through the General Fund. Chapter 5 identifies projects proposed and recommended for funding through the Water and Sewer Utility Fund. Finally, Chapter 6 identifies projects proposed and recommended for funding through the Tax Increment Finance Fund. Chapters 4, 5 and 6 include a description of the fund CIP objectives, a table summary comparing the various CIP projects, detailed project narratives and finally, new for FY16/17, a list of projects being recommended for funding in the FY16/17 Capital Budget Year by the City Administration. It should be noted that this list of recommended projects is subject to further reduction based on the development of the FY16/17 Budget and the availability of funds. General Fund CIP The 5-year General Fund Capital Improvement Program includes thirty-eight (38) projects with an estimated cost of $65,689,276. By far, the largest single project category in the 5-year CIP is that which includes Streets/Sidewalks/Signals improvements, totaling $53,876,350. This amount includes an estimated $48,385,350 for the Local Street Program; $250,000 for Pavement Maintenance/Cracksealing; $400,000 for the Sidewalk Program; with the remaining amounts being comprised of such improvements as the Bull Valley Road/Curran Road Intersection ($1,600,000), Curran Road S-Curve Safety Improvements ($500,000), Pearl Street/Lincoln Road Improvements ($1,875,000), Ringwood Road Improvements ($271,000), Illinois Route 31/Veterans Parkway Traffic Signal ($300,000), and improvements to Venice Avenue. While the Bull valley Road/Curran Road Intersection, Curran Road S-Curve, Pearl/Lincoln and Ringwood Road improvements are all proposed for funding primarily through non -municipal sources such as the Surface Transportation Program (STP) or Highway Safety Improvement Program (HSIP), it is important to note that these projects require local matching dollars of between 10% and 20%. In the past, this amount has been funded through Motor Fuel Fax (MFT) funds however, a combination of a decline in MFT dollars with the need to utilize MFT funds for road salt and debt service will require that the City look to the General Fund for these matches in the future. Based on a variety of important needs, the FY16/17 General Fund CIP is, as recommended, very aggressive. As described earlier, this is due to the fact that conservative operational increases and growing sales and income tax revenues have allowed the City to continue to realize annual budget surpluses (revenues over expenditures) and rebuild the General Fund fund balance. The General Fund fund balance was just over $10 million at the end of FY14/15 (April 30, 2015). With a recommended minimum General Fund fund balance of 120 days of budgeted General Fund operating expenditures ($6.225 million), the City has approximately $3.75 million in General Fund fund balance to dedicate to CIP projects. The City Administration cautions, however, that the use of General Fund fund balance for CIP projects must be evaluated on an annual basis and recommended/approved based on the funding available. The total recommended FY16/17 General Fund CIP includes twenty-two (22) projects totaling an estimated $4,854,574. Of this amount, $1,825,300 or 37.6% is identified as coming from non -General Fund sources (Information Technology Fund, Developer Donation Fund, Park Development Fund, Surface Transportation Program, Highway Safety Improvement Program). The remaining $3,029,274 or 62.4% is proposed for funding through the annual budget (revenues over expenditures) and the General Fund fund balance. In recent years, the City has had between $500,000 and $750,000 in budgeted surpluses to commit to CIP funding. Like the previous discussion regarding use of General Fund fund balance, the City Administration cautions that this must be evaluated on an annual basis as part of the budget development process. Projects recommended for funding in the FY16/17 General Fund CIP, described in greater detail in the attached CIP document, are identified as follows: General Administration Funding Sources) FY16/17 Recommended FY16/17 Total Security Camera Servers ITF $28,000 Telephone System Upgrade ITF $74,800 Category Total $102,800 Public Facilities Municipal Center Building Maintenance GF $60,000 Public Works Facility Improvements - DC $2700000 Police Admin/Dispatch Facility Improvements I GF $900,000 Category Total $1,230,000 Public Safety Police Vehicle Replacement GF $105,804 Police Vehicle Equipment GF $43,470 Category Total $149,274 Parks Miller Riverfront Boat Launch PDF $150,000 ADA Park Improvements GF $20,000 Parking Lot Improvements GF $30,000 Merkel Aquatic Center Improvements GF $10,000 Sport Court Renovations GF $27,500 Petersen Park Farm Improvements GF $20,000 Petersen Park Improvements GF $35,000 Category Total $292,500 Motor Pool Streets —Vehicle Replacement GF $35,000 Streets — Equipment Replacement GF $245,000 Parks — Equipment GF $50,000 Category Total $330,000 Streets/Sidewalks/Signals Street Program GF $1,000,000 Pavement Maintenance — Cracksealing GF $50,000 Bull Valley Road Improvements STP, GF $1,f00,000 Curran Road S-Curve Improvements HSIP, GF $25,000 Sidewalk Program GF $75,000 Category Total $2,750,000 General Fund CIP Total $4,854,574* * Surface Transportation Program (STP) _ $ 1,280,000 Highway Safety Improvement Program = $ 22,500 Information Technology Fund = $ 102,800 Developer Contributions = $ 270,000 Park Development Fund = $ 150,000 General Fund = $ 3,029,274 Water and Sewer Utility Fund CIP The Water and Sewer Utility Fund CIP consists of projects related to the operations, capacity and maintenance of the municipal water and sewer utility system. As such, except for the Streets/Sidewalks/Signals Category of the General Fund CIP, the Water and Sewer Utility Fund CIP includes the largest and most costly CIP projects. In previous years, water and sewer capital projects relied on funding derived from water and sewer rates, the issuance of bonds (paid from water and sewer rates), and/or capital development fees paid by developers. Unfortunately, capital development fees remain stagnant and the continued issuance of debt for projects paid through water and sewer rates alone is not sustainable. In an effort to separate water and sewer operational revenues and establish a dedicated funding source for capital projects, in FY15/16 the City Council amended the Municipal Code to establish new water and sewer rates and base fees for the purpose of funding water and sewer capital projects. The projects identified within the Water and Sewer Utility Fund CIP are therefore proposed for funding utilizing the existing Water and Sewer Utility Fund cash reserves and revenues derived from the newly established base fees for capital improvements. The 5-year Water and Sewer Utility Fund Capital Improvement Program includes ten (10) water projects, five (5) sewer projects, and eight (8) utility maintenance projects totaling $17,076,000. For the FY16/17 Capital Budget Year there are two (2) water projects totaling $103,000; two (2) sewer projects totaling $2,600,000; and four (4) utility maintenance projects totaling $290,000. Of special note, the most substantial project recommended for FY16/17 is the installation of the sanitary sewer forcemain linking the Central and South Wastewater Treatment Plants as part of the consolidation projects. Also, the utility maintenance projects being recommended include the replacement of aging water and sewer mains throughout the municipality. In addition, since projects proposed in the Water and Sewer Utility Fund CIP are typically more costly, resulting in the need for longer term planning, the Water and Sewer Utility Fund CIP has been expanded to include project recommendations out to a ten (10) year period. Projects recommended for funding in the FY16/17 Water and Sewer Utility Fund CIP, described in greater detail in the attached CIP document, are identified as follows: Water Funding Source(s) FY16/17 Recommended FY16/17 Total Water Treatment #4 Maintenance WSF $58,000 Well Inspection/Maintenance & Repair WSF $45,000 Category Total $103,000 Sewer WWTP Consolidation — Forcemain Extension WSF $2,300,000 Sewer Division Motor Pool WSF $300,000 Category Total $21600,000 Utility Maintenance Oakwood Drive Sanitary Sewer Main Rehabilitation WSF $30,000 Sanitary Sewer Main Rehabilitation Program WSF $110,000 Water Main Replacement Program WSF $100,000 Sanitary Sewer Manhole Rehabilitation Program WSF $50,000 Category Total $290,000 Water and Sewer Utility Fund CIP Total $2,9931000 Tax Increment Finance Fund CIF Established by Council action in 2002, the McHenry Downtown Tax Increment Finance (TIF) was formed as a means to encourage private investment in revitalizing McHenry's downtown areas. In summary, once a TIF is established property taxes received by the various taxing bodies with jurisdiction within the TIF are "frozen." That is, the taxing bodies will continue to receive that same level of tax revenue as when the TIF was established. Any property tax increment that is realized through reassessed and increased property values can be used by the municipality to reinvest in downtown improvement projects or as incentives to spur private development within the TIF. Largely due to the recession and declining property values, the McHenry TIF currently does not generate tax increment in excess of what is required to pay the existing outstanding debt service and redevelopment incentives that have been incurred to date. Therefore, any projects that are considered for implementation within the TIF must be funded through the General Fund. These funds are tracked so that reimbursement can be made at a later date if and when sufficient TIF funds become available. Within the 5-year Tax Increment Finance Fund Capital Improvement Program five (5) projects are proposed for implementation/continuation. The most substantial of these, the Riverwalk Improvements, are estimated at more than $5 million. While it is unlikely that funding will be available for the scope of improvements identified in the TIF CIP, it is important that projects continue to be evaluated and recommended for implementation. For the FY16/17 Capital Budget Year three (3) projects are being recommended for funding at a total cost of $120,000. Projects recommended for funding in the FY16/17 Tax Increment Finance Fund CIP, described in greater detail in the attached CIP document, are identified as follows: Tax Increment Finance Funding Sources) FY16/17 Recommended FY16/17 Total Riverwalk Improvements — Retaining Wall Repairs GF $75,000 Street Lighting — Design GF $20,000 Downtown Kiosks GF $25,000 Category Total $120,000 Tax Increment Finance Fund CIP Total $120,000 In conclusion, the FY16/17 — FY20/21 Capital Improvement Program, as proposed, includes 58 projects or project categories with a total estimated cost of $85,317,276. The FY16/17 Capital Budget Year Capital Improvement Program includes 33 projects or project categories with a total estimated cost of $7,967,574. As previously stated, the final projects included for funding and implementation as part of the FY16/17 Budget will be dependent upon the anticipated available funding identified through the FY16/17 Budget development process. CITY OF MCHENRY, ILLINOIS AN N UAL 3-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 CITY OF MCHENRY ANNUAL 5-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) FISCAL YEAR 2016/201 / THROUGH FISCAL YEAR 2020/2021 Submitted To: Susan E. Low, Mayor Geri A. Condon, Alderman Scott Curry, Alderman Andrew Glab, Alderman Robert Peterson, Alderman Victor A. Santi, Alderman Jeffrey A. Schaefer, Alderman Richard Wimmer, Alderman Janice C. Dalton, City Clerk Prepared By: Derik Morefield, City Administrator Bill Hobson, Deputy City Administrator Carolyn Lynch, Finance Director John Jones, Chief of Police Doug Martin, Economic Development Director Ross Polerecky, Community Development Director Jon Schmitt, Public Works Director Ann Campanella, Human Resources Manager Marci Geraghty, Executive Assistant/Deputy City Clerk February, 2016 CITY OF MCHENRY 5-YEAR CAPITAL IMPROVEMENT PROGRAM FY2016/2017 THROUGH FY2020/2021 TABLE OF CONTENTS MISSION, VISION AND MISSION ACCOUNTABILITY STATEMENTS Chapter 1 INTRODUCTION TO CAPITAL IMPROVEMENT PROGRAMMING Introduction 1 What Are Capital Improvements? 2 What Are the Characteristics of Capital Improvements? 3 What Is Capital Improvement Planning? 3 Why Use A Five -Year Programming Period? 4 Why Update the Program Annually? 4 What Are the Benefits of Capital Improvements Programming? 4 Organization of the Capital Improvement Program Document 6 Chapter 2 STATUS OF FY15/16 CAPITAL IMPROVEMENT PROJECTS Introduction Status - FYI 5/16 CIP Revenues Summary &Overview 8 Status - FY15/16 Capital Improvement Program Expenditures by Fund & Line Item: Capital Equipment Fund 8 Capital Improvements Fund 11 Utility Improvements Fund 15 Tax Increment Finance Fund 19 Chapter 3 SUMMARY &OVERVIEW 5-YEAR CAPITAL IMPROVEMENT PROGRAM Introduction 20 Prioritization of Projects 20 Primary Funding Sources 22 Alternate Funding Sources 23 FYI 6/17 - FY20/21 Capital Improvement Program Summary & Overview, All Funds 25 Chapter 4 GENERAL FUND CIP General Fund: 5-Year Summary Overview, Tables & Project Descriptions: Summary Overview 30 General Administration 32 Public Facilities 36 Public Safety 49 Parks 60 Motor Pool/Equipment 70 Streets/Sidewalks/Signals 75 Stormwater/Drainage 86 Chapter 5 WATER, SEWER &UTILITY FUND CIP Water & Sewer Utility und: 5-Year Summary Overview, Tables & Project Descriptions: Summary & Overview 90 Water Projects 92 Sewer Projects 102 Utility Projects 109 Chapter 6 TAX INCREMENT FINANCE FUND CIP Summary Overview 116 Tax Increment Finance Projects 119 MISSION STATEMENT The City of McHenry is dedicated to providing its citizens, businesses and visitors with the highest quality of programs and services in a customer -oriented, efficient and fiscally responsible manner. VISION STATEMENT To make McHenry a community of choice for living, working and recreating for all, with unique natural resources, abundant cultural opportunities, outstanding neighborhoods, and a vibrant and diverse economy. CHAPTER ONE INTRODUCTION TO CAPITAL IMPROVEMENT PLANNING C HEART OF THE FOX RIVER✓ CITY OF MCHENRY AN N UAL 3-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 INTRODUCTION Among the primary responsibilities of municipal officials is to preserve, maintain and improve the City's inventory of buildings, streets, parks, and water and sewer facilities. Unfortunately, like most communities, the Capital Improvement (streets, water and sewer utility, public facility improvements, stormwater improvements) and Capital Equipment (technology upgrades, vehicle and equipment replacement) needs of the City of McHenry exceed the funding resources available to keep pace with making improvements to rapidly aging infrastructure while meeting the needs of the community for new facilities and infrastructure. The primary source of funding for capital improvement and capital equipment projects, other than water and sewer projects, is the General Fund. The General Fund is also the primary funding source for all of the operational costs associated with the following municipal budgetary units - Administration, Elected Officials, Community & Economic Development, Finance, Police, Police Commission, Public Works -Administration, Public Works -Streets, and Parks and Recreation and, as such, these must be funded prior to identifying amounts available for capital improvement and capital equipment projects. As a point of information, in the FYI 5/16 Budget, total General Fund Revenues are identified at $19,382,360. Of this amount, 82.7% of General Fund Revenues are identified as being derived from Property Tax receipts (26.5%), Income Tax receipts (12.6%) and Sales Tax receipts (43.6%). Also in the FY15/16 Budget, total General Fund expenditures were identified at $19,979,924 with $1,452,500 (7.3%) being earmarked for capital improvement projects and $226,225 (1.1%) being earmarked for capital equipment purchases. McHenry has faced a number of challenges over the last decade that resulted in reductions In personnel and operational costs and, notably, restrictions in the financial ability to implement capital improvement and capital equipment projects. In addition, the continued financial instability of the State of Illinois poses a continuous threat to reductions in state - shared revenues. Fortunately, a recovering economy has resulted in increases in revenues derived from sales tax and income tax receipts and in the City's ability to rebuild its General Fund Fund Balance to a level that establishes a healthy operational reserve, accounts for sudden reductions in state -shared revenues, and creates an emergency capital improvement/capital equipment funding source to address any unforeseen major capital improvement/capital equipment needs. With foresight, the McHenry City Council has reintroduced, and gradually increased, spending for capital improvement and capital equipment projects and will continue these efforts moving forward ensuring that public funds are spent wisely and efficiently. The City of McHenry utilizes a Capital Improvement Program (CIP) to identify projects, establish project priorities, and identify the amount and source of funds available to undertake these capital improvement and capital equipment projects. A Capital Improvement Program is the process best suited to assist the City Council in meeting the challenges of maintaining and improving the City's infrastructure and facilities as it presents a multi -year snapshot of the capital improvement and capital equipment needs of the community along with estimated costs for budgetary planning purposes. Capital Improvement Planning is recognized as a prudent financial management tool and a necessary planning practice. Maintenance and upkeep of facilities today may prevent crises and major replacement costs tomorrow. Equally important, communities that are seeking to attract business investment to guarantee a balanced and stable economic base recognize that a carefully planned infrastructure program is critical to this effort. Coupled with the Comprehensive Plan and other planning documents, the CIP promotes new investment in locations that can accommodate development with quality systems and services. As presented, the FY2016/17 through FY20/21 CIP attempts to balance the competing needs of maintaining existing facilities (i.e., what we have) i wth expanded and/or new facilities to meet present and future needs (i.e., what we need). This process also aids in distinguishing a "want" from A "need." WHAT ARE CAPITAL IMPROVEMENTS? Capital Improvements are, simply, public improvements that meet a set of pre -determined criteria. They represent projects involving the expenditure of public funds, over and above annual operating expenses, for the purchase, construction, or replacement of the long-term physical assets of A City. Examples include: • Streets/Roads/Sidewalks • Storm Sewers • Parks • Public Buildings • Water and Sanitary Sewer Systems Including Treatment Plants • Vehicles and Equipment 2 WHAT ARE THE GENERAL CHARACTERISTICS OF CAPITAL IMPROVEMENTS? Capital projects, as defined in the City of McHenry' Capital Improvement Program, are. • They are large in size and/or scope. • They have a substantial price tag (>$10,000). • They have a long-term usefulness and permanence (i.e., >greater than 10 years). • They involve expenditures of a non -recurring nature. • They add substantially to the value of the City's fixed assets. WHAT IS CAPITAL IMPROVEMENT PLANNING? Simply stated, capital improvement planning is the multi -year preparation, scheduling, and updating of a list of projects and related equipment to be acquired, built or improved by the City within a fixed period. It covers the entire range of public facility and service requirements. The program lists all future projects, the amount requested for appropriation in each year, and the proposed source/method of financing. On the basis of this information, summaries of capital activities and financial requirements can be determined for each year. As both ashort- and long-range plan for physical development, the CIP links the City's Comprehensive Plan and other planning documents with the annual budget. It provides a mechanism for: • Estimating capital requirements; • Proposing revenue sources for existing and future projects; • Planning, scheduling and, most importantly, implementing projects, • Budgeting high priority projects, • Coordinating the activities of various departments' project schedules; and • Monitoring and evaluating the program of capital projects. The first year of scheduled projects is referred to as the "Capital Budget Year" and includes those projects recommended for funding in the upcoming fiscal year. The CIP does not, in and of itself, appropriate funds for capital projects. Instead, these projects will subsequently be included in the FY2016/17 Budget request and submitted to the City Council for 3 consideration based on available funding. The current capital project budget as well as the succeeding years' schedule of projects make up the "Capital Improvement Program." WHY USE AFIVE-YEAR PROGRAMMING PERIOD? A five-year period is considered to be most suitable for municipal capital improvement planning. Two or three years is too little time for effective programming because planning and financing of major projects usually takes longer. On the other hand, a period of more than five years dilutes the accuracy of the projections to the point of becoming less than meaningful. WHY UPDATE THE PROGRAM ANNUALLY? The Capital Improvement Program is proposed to be updated annually in order to fine-tune the capital budget to reflect changing economic conditions and shifting priorities. The City must have the most accurate project costs included in the budget for the upcoming fiscal year. The program is also designed to be adjusted to reflect the need for additional projects and to respond to different priorities as established by City Council, in response to citizen input. Like McHenry itself, the CIP is not static. Instead, it can and should be reviewed and updated every year to reflect changing priorities, unexpected events, unique opportunities, cost changes, and/or alternate financing strategies. WHAT ARE THE BENEFITS OF CAPITAL IMPROVEMENTS PROGRAMMING? 1. Focusing attention on community goals, needs and capabilities. The CIP process ensures that CIP projects reflect community -wide goals and do not exceed available resources. It requires that projects be looked at collectively as opposed to individually to determine their value to the community. It forces projects to compete and justify expenditures when compared to other needs and wants. 2. Achieving optimum use of taxpayer's dollars. Advance programming can help avoid costly mistakes and duplication. It aids in making sound annual budget decisions and can result in 0 significant savings on interest for projects financed through bonds due to a higher bond rating attributable to the existence of a formal CIP. 3. Guiding future community growth and development. The location and capacity of capital improvements help shape how, when, and where a community develops. 4. Serving wider community interests. Projects within the CIP are prioritized, in part, on the basis of greatest benefit to the greatest number of City residents as opposed to department objectives which are usually narrower. 5. Encouraging more efficient government. Coordination of capital I mprovements can reduce scheduling problems and conflicting or overlapping projects. An obvious example is that utilizing a CIP can prevent paving a street one year only to have it torn up the next year to install a sewer. 6. Improving intergovernmental and regional cooperation. The CIP promotes the opportunity to plan the location, timing, and financing of improvements in the interest of the community as a whole and facilitates the identification of possibilities for shared facilities. 7. Maintaining a sound and stable financial program. The CIP reduces the frequency of large, unplanned expenditures that can endanger the financial well being of the City. With ample time for planning, the most economical means of financing a project can be studied and selected in advance. A balanced CIP can help prevent making commitments and debts that may prevent the initiation of more important projects in the future. Finally, it has a positive impact on the City 's credit rating and makes the community more attractive to business and industry. 8. Repairing or replacing existing facilities and equipment. As a wholeI the country's infrastructure is in serious disrepair and the CIP process helps focus attention on the need to maintain existing assets. 9. Enhancing opportunities for participation in federal and/or state grant programs. Preparing a CIP improves the chances of obtaining grant funds through documentation of the project as an officially identified community need. 5 10. Transparency of local government. The Capital Improvement Program process enhances transparency by providing the public with insight regarding those capital projects being considered by the public body for funding in both the upcoming fiscal year and subsequent capital improvement program planning period. ORGANIZATION OF THE CAPITAL IMPROVEMENT PROGRAM DOCUMENT This Capital Improvement Program document is subdivided into the following chapters: Chapter 1: Introduction to Capital Improvement Programming Chapter 1 includes an overview of the Capital Improvement planning process. Chapter 2: Status of FY14/15 Capital Improvement Projects Chapter 2 includes status updates for all capital improvement projects approved in the FYI 5/16 Annual Budget as of the development of the CIP document. Chapter 3: Summary &Overview of the 5-Year CIP Chapter 3 includes an introduction of the FY16/17-FY20/21 Capital Improvement Program and a summary and overview of all projects included in the 5-year plan. Chapter 4: General Fund Capital Improvement Program Chapter 4 includes a description of the policy recommendations and goals for the FYI 6/17 General Fund CIP, a summary and overview of the 5- year plan, and project descriptions for all projects recommended for funding in the FYI6/17 Capital Budget Year as well as those projects identified within the 5-year plan. Chapter 5: Water/Sewer Fund Capital lmprovement Program Chapter 5 includes a description of the policy recommendations and goals for the FYI 6/17 Water/Sewer Fund CIP, a summary and overview of the 5-year plan, and project descriptions for all projects recommended for funding in the FYI6/17 Capital Budget Year as well as those projects identified within the 5-year plan. Chapter 6: Tax Increment Finance Fund Capital Improvement Program Chapter 6 includes a description of the policy recommendations and goals for the FYI 6/17 Tax Increment Finance Fund CIP, a summary and 0 overview of the 5-year plan, and project descriptions for all projects recommended for funding in the FYI 6/17 Capital Budget Year as well as those projects identified within the 5-year plan. CHAPTER TWO STATUS Ur FY 15/ 16 CAPITAL IMPROVEMENT PROJECTS HEART OF THEOX RIVER CITY OF MCHENRY ANNUAL Q-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 STATUS U P DATES FY15/16 CAPITAL IMPROVEMENT PROGRAM EXPENDITURES BY FUND & LINE ITEM INTRODUCTION The purpose of this chapter is to provide a summary of the status of projects that were implemented as part of the FY15/16 Capital Equipment Fund, Capital Improvements Fund, Utility Improvements Fund, Tax Increment Finance, and Departmental -specific budgets. FY15/16 "Projected" amounts include expenditures as of the date of this document and anticipated expenditures through the end of the current fiscal year. It should be noted that the following narrative includes status updates for all capital projects, including those that were funded through sources other than municipal funds. For example, updates are provided for all roadway improvements funded through Federal and State sources as a means to provide updates for these projects. Capital Equipment Fund: Project: Finance/Utility Billing Software FY15/16 Budget: $ 1 /6,080 Total Projected: $ 172,184 The software agreement with Tyler Technologies was approved by the City Council on May 51 2014. Since then, staff from Tyler has been onsite to train main software users. As of May, 2015 all modules are "live" and fully functional. During the next few months, staff is going to implement two modules that will affect all departments including requisitions/purchase orders and employee services and time entry. The amounts provided above reflect the total project costs, An amount of $20,000 was rebudgeted from FYI 4/15 in FYI 5/16 to complete the project implementation. Project: Building Permitting Soffware FY15/16 Budget: $ 19,475 FY15/16 Projected: $ 19,475 0 software package for the Community and Economic Development Department. The software, provided by the company BS&A, was preferred because it is extremely user friendly and fulfills all of the Departments identified needs. The software was successfully installed in the Summer of 2014, all staff trained on its use, and it is currently being actively used for all aspects of Departmental operations. The budget and projected amount reflected above represents the second of two payments over a two year period for the purchase and installation of the software. Project: Police -Mobile Computers and Hardware FY15/16 Budget, $ 23,250 FY15/16 Projected: $ Computers have been purchased and installed in the two new command vehicles, all CIP vehicle equipment has been purchased and completed other than the equipment that needs to be installed in the new truck enforcement vehicle. Waiting on a piece of prisoner cage for truck enforcement vehicle also. All projects should be completed by end of February 2016. Project: Streets -Vehicle purchase FY15/16 Budget: $ 80,000 FY15/16 Projected: $ 80,721 The FY 15/16 Capital Equipment Fund included funding for the replacement of a 2002 Chevrolet one ton pickup truck. On December 7, 2015 City Council authorized the purchase of a 2016 Ford one ton cab and chassis from Buss Ford in the amount of $44,440 and purchase of a dump body, plow, salt spreader and liquid dispenser from RA Adams in the amount of $36,2810 Project: Police -Vehicle Replacement Program FY15/16 Budget: $ 80,500 FY15/16 Projected: $ 67,160 The funding request for :the FY15/16 was for the purchase of 3 marked Police Patrol Vehicles and 2 command SUV's. Funding for this expenditure was reduced $84,293.00. The Police Department analyzed the needs of the department and determined that its 0 greatest need for replacement vehicles were the two command vehicles. In order to meet the needs of the agency and the Police Vehicle Fleet program an adjustment will be made in the 17/18 Capital Improvement Plan regarding the future request for vehicle funds. With council approval, two 2015 Chevrolet Tahoes were purchased from Miles Chevrolet in the 15/16 year. Project: FY15/16 Budget: FY15/16 Actual Parks -Pickup Truck $ 40,000 $ 44,872 The FY 15/16 budget request for the new truck was to replace one of the oldest vehicles in the city fleet. In addition to the high mileage there were a number of safety concerns with the existing vehicle. The new truck was able to be purchased locally and seeking competitive pricing in October of 2015. The new truck was delivered to the city at the end of January 2016, Capital Improvements Fund and Motor Fuel Tax: Project: Municipal Center -Building Improvements FY15/16 Budget: $ 85,000 FY15/16 Projected: $ 102,000 The redesign of the front counter of the administration area has been a project that has been discussed for two years. The new design will shift the service area immediately adjacent to the front door. This approach will allow for both better control of the lobby and create a better customer service opportunity for residents. The project was finalized and approved for competitive bid in November of 2015. The bids were approved by city council in January of 2016 with the work expected to be completed by March 1 st of 2016. In addition to the construction costs the project required an additional $17,000 in furniture and installation costs. 10 Project: Municipal Center HVAC FY15/16 Budget. $ 80,000 FY15/16 Projected: $ 65,000 City staff was able to work with Trane Inc. of Chicago to replace all of the controls on the four rooftop units, two of which were failing, and install an entire new software package to manage the Municipal Center heating ventilation and air conditioning system. The user friendly version has already paid off dividends in a number of service calls that previously would have been required due to the intricate and antiquated nature of the original building software system form 1991. Project: Park Improvements FY15/16 Budget: $ 85,000 FY 15/ 16 Projected: $ 78,000 There were a number of projects that were targeted for renovation within the parks improvements category. The first project that was tackled was the resurfacing of the tennis courts at Knox Park. These are the only three tennis courts remaining in the parks department system. In addition, they are the city's only lighted tennis courts. The courts were re -colored and restriped. This was completed in the first part of the summer of 2015 and able to be utilized for the summer season. The project came in approximately $3,000 under the budgeted $25,000. The second project, that at this point has been delayed until the upcoming fiscal year, is the allocation of the monies for the walking path project that was awarded as part of the $358,000 ITEP Bike Path Grant. $15,000 will need to be re -budgeted as the Illinois Department of Transportation was not ready to move forward with the project. It will be bid and installed this summer. The proposed path will circumnavigate Knox Park, tying it into the new Recreation Center. The path will also add footage to the bike path masterplan and serve as an additional connection between route 31 and Green Street. Project number three is the replacement of the scoreboards at the Knox Park softball fields. New wireless LED scoreboards will service the two softball fields that are in constant use every night throughout the summer. This project is planned for this spring and is estimated to cost $7,000. Project number four is very similar in size and scope to the resurfacing of the tennis courts. The former tennis courts at Freund Field were transformed into basketball courts and re -dedicated in memory of Tim Althoff after a donation from the Althoff family. The sport court has reached the end of its useful life and will be removed. The courts will all be repainted with a sport surface. The estimated cost of the project is $25,000 and will be completed this spring. Finally, as a part of the city's commitment to Gary Lang Subaru in conjunction with their donation to the McBark Dog park are much needed upgrades to the park. A new water line will be run into the park by city staff and a fountain will be installed to have water available inside the park. Additionally, another shade structure will be erected farther into the park. Staff had looked at moving the current structure however by the time new footings and poured and the risk of damaging the existing structure was taken into account, a new structure is the better option. The estimated cost for these two items together is $10,000 and is also planned for installation this spring. Project: Downtown Lots FY15/16 Budget. $ 40,000 FY15/16 Projected: $ 40,000 The City was able to include the repaving of the main municipal parking lot between Green Street and Route 31 /120 behind the Green Street Cafe in the 2015 streets program. This inclusion produced a significant cost savings from initial cost estimates that ranged closer to $75,000. The lot is in a high profile location only accentuated by the weekly hosting of the Downtown Cruise Nights which routinely draw over 300 cars to the area. The construction of the lot was completed at the very end of the Cruise Night season, creating minimal impact on a very popular event. Project: Downtown Sidewalks FY15/16 Budget: $ 7,500 FY15/16 Projected: $ 7,500 Also included in the 2015 street paving bid were repairs to the downtown sidewalks. In a constant effort to maintain visitor friendly and safe downtown districts certain sections of sidewalks needed to be removed and re -poured. This in some case was due to chipping of old sidewalks, separation of slabs or even tripping hazards. This is an ongoing issue that will need to continually be addressed. 12 Project: Street Program FY15/16 Budget, $ 450,000 FY15/16 Projected: $ 450,234 On May 18, 2015, City Council approved a professional services agreement with HR Green, Inc. for design engineering and construction observation of the 2015 Road Resurfacing program in the amount of $44,159. The 2015 Road Resurfacing program included the following: Turnberry Dr. (Green St. to Ronda Rd), Silver Glen Rd. (Timber Tr. To Deerwood Tr); Deer Run Tr. (Deerwood Tr. To Silver Glen Dr); Mead St. (Crystal Lake Rd. to West end); downtown parking lot (behind the Green St. Cafe); and several sidewalk repairs throughout the downtown area. On July 20, 2015 four (4) bids were received for the 2015 Road Resurfacing program and on August 3, 2015 City Council recommended to award the contract to Curran Contracting. General Fund revenues funded the project. The program was completed in October of 2015. Project: Dartmoor/Crystal Lake Road Signal FYl 5/16 Budget: $ 400,000 FY15/16 Projected: $ 254,344 On May 18t" 2015 City Council approved the Professional Service Agreement with HR Green Inc for design engineering and construction observation in an amount not to exceed $49,522 and authorization to publicly bid the Crystal Lake Road/Dartmoor Drive traffic signal. On August loth 2015, two bids were received with Virgil Cook being the apparent low bidder in the amount of $204,822. On August 17th 2015 City Council awarded bid to Virgil cook and Son. The project is anticipated to be completed in early 2016. Project: Knox Drive Extension. FY15/16 Budget: $ 330,000 FY15/16 Projected, $ 212,644 On February 3rd- 2015, eight bids were received with Maneval Construction being the apparent low bidder. On Feb 1 bt", 2015 City Council Awarded the bid to Maneval Construction for the amount of $228,068.38. On April l 6t", 2015 construction began and was completed in May, 2015. 13 Project: McCullom Lake Road Improvements (Rebudget) FY15/16 Budget, $1,205,700 FY15/16 Projected: $1,495,221 On April 24, 2015 the Illinois Department of Transportation (IDOT) awarded Lorig Construction Company of Des Plaines, Illinois the project construction contract in the amount of $1,290,394.81. The McHenry County Council of Mayors approved up to $1,060,900 in Surface Transportation Program funding for Phase III and construction costs for this project. City Council approved a Professional Services Agreement with HR Green Inc. for Phase III Engineering in an amount not to exceed $129,826.66. In addition, the Public Highway At -grade Crossing Improvement Agreement between the Union Pacific Railroad and City of McHenry approved by City Council on February 2, 2015 states the city will reimburse the railroad for the upgrades to the track crossing estimated at $75,000. The project was completed in November, 2015. Project: Bull Valley Road Improvements (Phase II Engineering) FY15/16 Budget, $ 66,000 FY15/16 Projected: $ 65,279 On September 14, 2015 City Council approved a Preliminary Engineering Services Agreement for Motor Fuel Tax Funds with HR Green, Inc. in a lump sum amount of $65,278.75 for Phase II Engineering. The City is responsible for 100% of the cost of Phase I and II Engineering. Motor Fuel Tax (MFT) revenues will be utilized for the City's cost of the project. The McHenry County Council of Mayors approved up to $749,346 in STP funding for 80% of the Phase III and construction costs for this project. The contract documents will be prepared to meet a March 2016 IDOT letting. Project: Pavement Maintenance Program FY15/16 Budget: $ 30,000 FY15/16 Projected: $ 29,999 The purpose of this project was to provide general maintenance, in the form of asphalt crack sealing, to public roadways. The project was funded entirely with MFT funds. Public bidding was conducted in May of 2015, the project was let to Behm Maintenance in July and completed in September of 2015, I[! Utility Improvements Fund: Project: Water Meter Replacement FY15/16 Budget: $ 50,000 FY15/16 Projected: $ 35,000 As of November 19, 2015, $ 21,273 has been spent on new water meter bases for existing meter replacement and compound meter head replacement equipment. Due to billing software upgrades the replacement of Trace transponders was minimal until July 2015. Project: Water Tower Maintenance and Repair FY15/16 Budget. $ 300,000 FY15/16 Projected: $ 37,833 On November 2, 2015 the City Council approved a Professional Services Agreement with HR Green in the amount of $37,833. The project is anticipated to go out for bid in early 2016 with construction to begin in the spring. Project: Eastside Water Main Extension (South Leg) FY15/16 Budget: USEPA Funded The water main was installed and put into service in May 2015 and 5 homes were connected to City water. The last one was connected in July 2015. This project was funded by the USEPA. Project: Route 31 /Miller/Bull Valley Water Main Relocation FY15/16 Budget: $585,000 FY15/16 Projected: $585,000 The watermain relocation is complete and put in service as of November 6, 2015 within the budgeted amount of $585,000 for this project. The project included relocation of 450 feet of 12" watermain, 400 feet of 8" of watermain and eight fire hydrant 15 replacements. Project: Fieldstone Lift Station FY15/16 Budget: $ 330,000 FY15/16 Projected: $ 194,974 The project was identified in the FY15/16 budget and given a priority ranking of A. $330,000 was budgeted for the project including design engineering, construction, construction observation and pre -purchase of pumps and controls. Of the $330,000 budgeted, $100,000 is from a Legend Lake surety bond. On June 25th, 2015 City Council approved a PSA with H.R. Green for design engineering and construction observation in an amount not to exceed $25,974. On August 17th, 2015 City Council approved the pre- purchase of the pumps and necessary controls from Xylem Inc. in the amount of $81,824.60. The project was let out to bid on September 22nd, 2015. Bids were opened on October 13, 2015. The apparent low bid was Continental Construction Company in an amount of $128,000. They were unable to provide the necessary bonding information. As a result the bid was rejected and the contract awarded to the next lowest bidder, Keno and Sons Construction. On November 2nd, 2015 City council awarded the contract to Keno and Sons for an amount of $169,000, A pre -construction meeting was held on November 5th, 2015. Construction is expected to begin in January 2016 and be completed by the end of January 2016. The project is expected to come in under budget. Project: Sewer fetter Replacement FY15/16 Budget: $ 360,000 FY15/16 Projected: $ 359,479 The project was identified in the FY15/16 budget and given a priority ranking of A. The sewer jetter is used to clean and maintain the city's sanitary sewers. The sewer jetter uses high pressure water to remove grease and debris that could cause a sanitary sewer backup. $360,000 was budgeted for the purchase of a new sewer jetter truck. The City purchased the AquaTech brand for $359,479.00 thru NJPA (National Joint Powers Alliance) and HkVac Corporation. The City Council approved the purchase on June 1, 2015. The AquaTech was ordered on June 2, 2015. City staff should expect delivery at the end of November 2015. The AquaTech has been transferred to the Utility Division's motor pool. 16 Project: SWWTP/ CWWTP Consolidation FY15/16 Budget: $29,000,000 FY15/16 Projected: $ 11256,171 The CWWTP /SWWTP consolidation project has moved into the construction phase. The treatment plant designs were finalized and continue to include the new technology that will make McHenry a leader in wastewater treatment. The bid letting for the project was June 2nd, 2015, with a bid opening of July 24th, 2015. Five (5) bids were received for the project with Williams Brothers being the lowest bid at $30,180,000. On August 17t", 2015 City Council passed a motion to authorize the Mayor to sign a Notice of Intent to accept the bid and award the contract to Williams Brothers Construction, pending IEPA approval. The City received the Illinois Environmental Protection Agency (IEPA) construction permit on October 21St, 2015. A pre -construction meeting was held with city staff, Williams Brothers and H.R. Green on October 30t", 2015. The SRF Loan paperwork arrived on November 5t", 2015. Williams Brothers indicated they would like to break ground by the end of 2015 with a completion of 2017. A formal construction schedule will be forthcoming. To date the money spent on this project is as follows: City Council approved a Professional Services Agreement (PSA) with H.R. Green on March 3rd, 2014 in the amount of $1,325,188. Of which $1,256,171 was for treatment plant design and $49,017 was for force main design improvements. This leaves $20,000 for CWWTP demolition engineering. This has not been spent. In addition City Council approved a PSA with H.R. Green on June 15t", 2015 in the amount of $1,463,000 for project bidding services; project management and construction observation. Project:. Sanitary Sewer System Improvements Forcemain Extension FY15/16 Budget: $ 0 FY15/16 Projected: $ 49,017 The force main has been part of the consolidation design process from the beginning. In 201 1, during the first phase of the treatment plant consolidation project the Central Wastewater Treatment Plant (CWWTP) and the South Wastewater Treatment Plant (SWWTP) were connected by two force mains. One is a 16' pipeline that currently carries raw wastewater from the CWWTP to the SWWTP for treatment and one 6" pipeline that carries the waste sludge from the CWWTP to the SWWTP to be de -watered and disposed of. Also installed at that time was part of the 24" force main that will carry the majority of the CWWTP flow to the SWWTP once the project is complete. As the project moved to the construction phase the force main was bid out as a separate project due to the specialize skills needed for this size and type of project. The bid letting was on June 2nd1 2015, with bid opening on July 24tn1 2015. One bid was received from R. A. Mancini in an amount of $5,126,630. The engineer EOPC for this project was $1,440,000. On August 17t", 2015 City Council passed a motion to reject all bids. H.R. Green is looking to see if any engineering changes can be made. The project will be re -bid in early 2016. It is expected to receive more competitive bids at that time. Tax Increment Finance Fund: Project: TIF Improvements (Dobyn's House Property) FY14/15 Budget: $ 55,000 FY14/15 Projected: $ 46,964 Identified as an improvement as part of the Downtown Plan, the City's recent acquisition of the Miller Pont/Dobyn's House property allows for some immediate improvements, which will benefit the downtown by increasing public access to the Fox River and draw boaters and traffic off of the river by providing public boat docks. The piers would be installed in accordance with the Riverwalk Plan and placed as such to match any future infrastructure expansion, as was down with the Riverwalk Place Townhome piers. This project was completed in conjunction with expansion of the Riverwalk this year. Twelve public piers were added and will be signed appropriately in the spring. This has been an excellent addition to the Riverwalk already both for convenience for boaters and aesthetically accenting the walkway. 19 CHAPTER THREE SUMMARY & OVERVIEW 5-YEAR CAPITAL IMPROVEMENT PROGRAM z HEART OF THE FOX RIVER CITY OF MCHENRY ANNUAL 5-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 CITY OF MCHENRY CAPITAL BUDGET YEAR FYI 6/17 & 5-YEAR CAPITAL IMPROVEMENT PROGRAM FYI 7/18 THROUGH FY20/21 SUMMARY & OVERVIEW INTRODUCTION The dynamics of the City are no more evident than in the variety of projects contained in the Capital Improvement Program. This chapter is intended to provide a "big picture" summary and overview of the major projects comprising the 5-Year CIP. This will be accomplished by providing a snapshot of the projects being recommended for inclusion in the FY16/17 CIP and, further, a discussion regarding the goals of the City and the interdependence and relationship between various projects competing for funding that have been identified in the 5-Year CIP. This summary/overview will highlight the importance of a balanced Capital Improvement Program and the need to ensure that the needs of the community are identified, considered and addressed to the extent possible with funds available. Throughout this discussion, tables and/or charts will be utilized to assist in identifying FY16/17 - FY20/21 proposed project expenditures and for comparison purposes with previous CIP projects. Subsequent chapters of this document are arranged by fund and contain an introduction regarding the purpose and overview of each fund, tables and charts, which identify and compare proposed expenditures throughout the 5- year planning period, detailed descriptions arranged by priority, for each project proposed in the 5-year planning period, proposed funding sources for project implementation, and recommendations for projects to be included in the FYI 6/17 Capital Budget Year program. Prior to delving into the 5-Year CIP overview if; important to present a summary of how the projects are prioritized and a word about alternate funding sources, which are referenced throughout the project descriptions. PRIORITIZATION OF PROJECTS All projects submitted for inclusion in the 5-Year CIP are reviewed by the City Administrator, Finance Director and respective Department Directors and prioritized according to their perceived economic and operational necessity in relation to the anticipated community -wide benefits to be gained. Priorities are established using the following classification system: 20 Priority A - URGENT Projects which cannot reasonably be postponed. These may be to complete an essential or partially -finished project, or to maintain a minimum level of service in a presently established City program. Also, any project needed to address an emergency situation. Priority B -NECESSARY Projects which should be implemented within a few years to respond to anticipated needs of current City services, or replacement of unsafe or unsatisfactory facility (ies). Priority C -DESIRABLE Projects needed for the proper expansion of a City service or facility, the exact timing of which can be deferred until adequate funding sources can be secured. Priority D -DEFERRABLE Projects which would be needed for ideal operation, but which cannot yet be recommended for action. These can be postponed without detriment to present services. Projects that are ranked within the same classification can be distinguished further based on public health and safety considerations, breadth of service area, and/or the availability of matching funds from other sources. When determining the appropriate project funding levels throughout the 5-year program period, one or more of the following options will be exercised: • Recommend funding the project in the year and the amount requested by the Department Director • Recommend partial funding of the project in the year requested • Recommend delaying funding of the project to another fiscal year • Recommend setting aside a portion of the requested money each year to save enough to fund the project in a future year • Recommend that the project not be funded at all Again, the Capital Improvement Program is a planning tool, not a budgeting tool, and as such even projects that receive an "A" priority may not be able to be funded in any given budget year. However, prioritization of projects serves as 21 a guide in preparing the annual City budget and can assist the City Council in arriving at project funding decisions given limited resources. PRIMARY FUNDING SOURCES The Capital Improvement Program is reliant, primarily, on revenues generated through the City's General Fund Revenues for General Fund CIP projects and Water and Sewer Fund Revenues for Water, Sewer & Utility CIP projects. General Fund Revenues/General Fund Balance: Annually, as part of the budgeting process, estimated General Fund Revenues in excess of operating expenditures are identified for use towards the Capital Improvement Program. In recent years, due to the economic recession and fluctuations in General Fund funding sources (property tax, sales tax, income tax, other intergovernmental revenues, and user fees) the City was forced to limit Capital Improvement Program expenditures to only the highest priority projects. This resulted in a deferral of a majority of capital needs (e.g., facility maintenance, parks maintenance, vehicle replacement, local street improvements, etc.). In the past three to four budget years there has been indications of economic recovery through an upward trend in sales tax and income fax receipts (property tax revenues have been maintained flat), thus allowing the City to begin to expand the Capital Improvement Program. However, the City Administration has continued to take a cautious, conservative approach to the budgeting of General Fund Revenues to ensure that the City remains in a stable financial position. This combination of increased General Fund Revenues, along with a cautious approach to budgeting revenues and expenditures, has resulted in the establishment of a General Fund fund balance that not only meets our operational reserve requirements, but is now in a position to begin to supplement annual General Fund Revenues in the implementation of more substantial Capital Improvement projects. In the following document this will be reflected in the presentation of expanded FY16/17 Capital Improvement projects as part of the annual budget process. While these recommendations will result in a reduction of the General Fund fund balance, the fund will maintain a minimum of a 120 day reserve of budgeted General Fund operating expenditures. The City Administration will continue its conservative approach to the budgeting of General Fund Revenues as they relate to General Fund operational expenditures. Water and Sewer Fund: Revenues derived from the Water and Sewer Fund are used first for funding the operations of the Water, Sewer and, beginning in FY15/16, Utility Divisions of the Department of Public Works, In 2015 the City Council adopted revised water and sewer utility rates which included base fees for both water and sewer. Moving forward, these base fees will be used to fund 22 the implementation of water, sewer and utility capital improvement projects. Like the water and sewer rates, base fees will be reviewed annually to ensure that revenues are sufficient to fund both operating and identified capital projects. ALTERNATE FUNDING SOURCES In addition to General Fund Revenues and Water and Sewer Fund Revenues, many projects presented in the Capital Budget Year and 5-Year CIP are dependent upon funding sources other than those which are derived from property tax, sales tax, income tax, or user fees, the City must continue to evaluate and utilize one or a combination of the funding alternatives described below in financing the myriad of CIP projects contained in the 5-Year CIP: Federal and State Matching Funds: The City of McHenry has been extremely fortunate in recent years in obtaining a variety of Federal and State funding for the implementation of, primarily, roadway improvement projects. While this funding usually requires some form of local match (typically 20%), it is safe to say that most of these project would not be possible without the Federal and State contributions. Examples of this funding include, but is not limited to the: Motor Fuel Tax (MFT), Surface Transportation Program (STP), Illinois Transportation Enhancement Program (ITEP), Highway Safety Improvement Program (HSIP), Congestion Mitigation and Air Quality (CMAQ), and direct Illinois Department of Transportation (IDOT) participation. As an example, proposed as part of the FY16/17-FY20/21 Capital Improvement Program there is nearly $3.5 million in Federal and State -sourced funding proposed for the implementation of CIP projects. General Obligation Bonds: As a home -rule community, the City Council has the authority to issue bonds to fund large, community -wide projects. The taxing power of the City is automatically pledged to pay the principal and interest to retire the outstanding debt, but the City has always abated these taxes and paid the balances with general fund revenues. As such, it is important to be conservative with issuing G.O. Bonds because revenues must be available to ::over the principal and interest payments each year. In the past, G.O. Bonds have been used for street programs, drainage improvements, property acquisition and maintenance, and utility improvements. Special Service Area: Special Service areas are created to provide additional government services above the normal services to a specific area. The cost of the special services is paid through revenues collected from taxes levied or imposed upon property within that area. Examples of projects typically funded through this source are water, sewer, and road projects. 23 State and Federal Grants: The City has actively looked for grants to fund utility development, road improvements, and parks and recreation projects. Currently, road projects are the largest portion of the grant funding the City receives. These grant funds often times are contingent upon the City providing a match, so grants are selected carefully with the knowledge that funds have to be available to cover the match. Annexation Fees: The City Council created a policy whereby land annexed to the City would be assessed a fee per acre to offset costs for infrastructure and impact of the project on the City. These fees are typically used for road projects. Developer Donations: As a condition of approval of a final plat of subdivision, planned unit development, or building permit, each subdivider shall dedicate land and/or make cash donations in lieu of land for park sites to serve the immediate and future needs of the residents of the development. These fees are collected and used for park improvements. Developer Contributions: Fees built into the annexation agreement for specific projects. Developer contributions are generally used for new roads and neighborhood parks. 24 FY 16/ 17 - FY20/21 CAPITAL IMPROVEMENT PROGRAM SUMMARY & OVERVIEW ALL FUNDS FY16/17 Proposed 5-Year CIP Ranked by Total Expenditures FY16/17 Rank Activity/Fund # Projects $ Proposed FY16/11 70 of Total 1 Streets/Sidewalks/Signals 9 $53,876,350 63.1 % 2 Water 10 $8,808,000 10.3% 3 Tax Increment Finance 5 $5,555,000 6.5% 4 Sewer* 5 $5,415,000 6.3% 5 Public Facilities 4 $3,760,000 4.4% 6 Motor Pool 5 $3,030,500 3.6% 7 Parks 11 $2,188,000 2.6% 8 Stormwater/Draina e 4 $1,365,000 1.6% 9 Public Safety 3 $1,216,626 1.5% 10 General Admin/IT 2 $102,800 .1 % TOTALS* $85,317,276 10017o * Does not include CWWTP Decommissioning Project ($30,000,000) The 5-Year Capital Improvement Program, as presented, continues to reflect the guiding principles that it be balanced and meet the needs of a full -service city. In establishing this balance, it is important to identify that this plan includes the funding of projects which are related both to the maintenance and replacement of existing assets - from vehicles and equipment to playground amenities - as well as the evaluation and introduction of new projects, services and facilities to be able to respond to the increasing needs of a growing and diverse population. This balance is not only desirable but, more importantly, necessary if McHenry is to retain and expand upon the high quality of life which its residents enjoy. Ultimately, the benefit of the 5-Year CIP is not measured in the number of projects or dollars expended in any single year, but rather is measured cumulatively in achieving the long-range goals of the community. As proposed, the schedule of projects identified in the 5-Year CIP far exceeds the City's existing financial resources however this is not unexpected, unusual or uncommon. Conversely, this is one of the benefits of having a Capital Improvement Program. It allows for the annual evaluation, prioritization, and scheduling of projects via a uniform, consistent, and objective process. In addition to recommending projects for funding in the Capital Budget Year, the CIP also identifies and outlines those projects that are recommended to be 25 undertaken in the succeeding five years and, hence, compels the City to begin planning and strategizing these projects from a community -wide perspective in relation to the goals and objectives established for the City, as distinct from the Jew of a single department and/or operation. Most often, when clear communication and cooperation exists between the public, elected officials, and the administrative organization of the municipal government, the CIP tends to become a planning tool with clear short and long term capital objectives and goals. Specific to the FY16/17 - FY20/21 Capital Improvement Program, as identified earlier in this chapter, while sales and income tax revenues have shown growth in recent years the City Administration continues to take a cautious approach to estimating revenues derived from these sources on an annual basis. This is in response to the economic recession of the previous decade that resulted in unmet revenue projections, constricted spending on operational and capital items, and a decline in the General Fund fund balance. This conservative budgeting approach has resulted in the City's ability to reintroduce capital projects over the last couple of years and a rebuilding of the General Fund bund balance. This is not only important as it ensures a sufficient operational reserve, but also provides the City with the ability to undertake substantial capital projects, as are proposed in this CIP, with an assurance that funding is available. A continued example of need compared to funding availability is in the area of Streets/Sidewalks/Signals. The Department of Public Works has developed a comprehensive street improvement program for the resurfacing and/or improvement of existing local public roadways. As identified and described in this document, the 5-year Street Program is more than $48 million! In addition, with Motor Fuel Tax (MFT) funds being committed to the purchase of road salt and to fund debt service for previous road projects, FY16/17 will include recommendations for funding local match projects with the General Fund. Therefore, in FYI 6/17, it is being recommended that the City commit more than $1.375 million in General Fund dollars to roadway improvement projects. The City Administration is committed to funding the Street Program annually in future years. The discussion that follows provides asnapshot/overview of the focus of all Capital Improvement Program funds (detailed project narratives begin in Chapter 4) and further details the need to defer the introduction of new, large projects; ensure that funding is available to meet existing debt service commitments; and, continue to focus on the maintenance and/or redevelopment of existing assets. 26 General Administration The FY16/17-FY20/21 General Administration CIP, as proposed, includes two (2) projects totaling $102,800, Both projects are proposed for the first year of the 5- year planning period. These projects include the replacement of security camera servers for City Hall and Police squad car cameras, and the purchase and installation of a new Voice Over IP (VOIP) citywide telephone system to replace our existing 15-year old system. Public Facilities In the Public Facilities CIP there are four (4) projects recommended within the 5- year planning period totaling an estimated $3,760,000, These include significant facility maintenance projects for the Municipal Center, the installation of a Standby Generator and Salt Storage Bin at the Public Works Facility, and improvements to the Municipal Center for Police operations. Recommended for funding in FYI6/17 includes an estimated $900,000 for the expansion of the Police Dispatch Center and relocation of the Police Administration functions to the second floor of the Municipal Center. In FYI 5/16 the City took a number of steps to be selected as one of three surviving emergency dispatch facilities in McHenry County as a result of state -mandated consolidation efforts. While it is anticipated that the state and local 911 boards will provide grant funding for some of these costs, this process is currently underway and, as such, it is unknown when funding will be available. Therefore, the City must plan for the expenditures in order to move forward with the establishment of the expanded consolidated dispatch facility. Public Safety Public Safety CIP projects proposed for FY16/17-FY20/21 include the Vehicle Replacement Program, the related purchase of Vehicle Equipment. Parks The FY16/17-FY20/21 Parks CIP proposes eleven (11) projects totaling $2,188,000. In addition to important maintenance -related items such as Parking Lot Improvements and Sport Court Renovations, higher profile projects include proposed improvements to the municipal assets at Petersen Farm and Hickory Creek Farm. Due to a deferral of maintenance projects in recent years, it is important that a number of these projects be included for funding in the FYI 6/17 Capital Budget Year. Of note, the Miller Riverfront Park Boat Launch project is contingent upon the transfer of boat launch rights to the City of McHenry from another party however, this project will be funded through the Park Development Fund fund balance. 27 Motor Pool The Motor Pool CIP proposes five (5) projects totaling $3,030,500 within the 5- year planning period. These projects primarily include the replacement of vehicles and equipment within Streets, Parks, Downtown Maintenance, and Community & Economic Development based on consistently reviewed and updated vehicle replacement programs. As standard policy, the Administration will continue to push vehicles and equipment to their full useful lives without incurring unreasonable maintenance costs. Streets/Sidewalks/Signals As is reflected in the specific section and project narratives, the Streets/Sidewalks/Signals CIP represents the largest area of proposed expenditures ($53,876,350 or 63.1 %) of the entire Capital Improvement Program. Maintenance and replacement of public roadways presents an even greater challenge to municipalities than water and sewer utilities due to the fact that no mechanism for funding roadway improvements exists. While water and sewer improvements can be planned based on water and sewer rate adjustments/revenues, the only current mechanism for funding local street improvements is via Motor Fuel Tax (MFT) revenues. Unfortunately, population - based MFT funding of between $450,000 and $700,000 per year does not come close to meeting the multi -million dollar needs of a local Street Program and, further, nearly all of the existing MFT funding received by the City is committed to the purchase of road salt and servicing the existing debt for previous road projects. In FY14/15 the City Administration made a committed effort to funding the improvement of local streets through the Street Program with General Fund Revenues. This was continued in FYI 5/16 and, in FYI 6/17, this is being expanded through the use of General Fund fund balance dollars with a total General Fund recommendation of $1,378,500 for roadway projects. Stormwater/Drainage The Stormwater/Drainage CIP includes four (4) projects within the 5-year planning period of the CIP. These are related to regional, or broader, improvements to the public stormwater/drainage system which benefit multiple residences and neighborhoods. Water, Sewer &Utility The Water, Sewer &Utility CIP (subdivided for more specific detail in this document) includes a combined twenty-three (23) projects totaling $17,076,000. Not unlike the importance of ensuring that the public roadways are appropriately maintained, the proj aects included within the Water, Sewer & Utility CIP focus on ensuring that the City's water and sewer infrastructure is maintained and, furthermore, that there is sufficient capacity of the system for serving new residents and businesses well into the future. An important element of planning and funding Water, Sewer & Utility CIP projects is ensuring that annual revenues cover both operating and capital improvement needs. In 2013/2014 the City Council authorized the completion of a Water/Sewer Rate Study to identify how to adjust water and sewer rates to ensure that they were not only meeting operational and maintenance (O&M) costs but also creating a sufficient reserve in the Water & Sewer Fund to implement future capital improvement projects. The results of this analysis, presented to Council in mid- 2014, identified that increases were needed to be made to water and sewer rates and, further, that capital development fees for system improvements, would be required to ensure that the water and sewer systems can be operated, maintained, and expanded appropriately. In 2015 Council adopted new water and sewer rates and base fees to fund operational costs and ensure a funding mechanism for capital improvements to the systems. Tax Increment Finance Due primarily to a decrease in the assessed value of property within the Tax Increment Finance (TIF) District and, thus, decreased TIF revenues, the primary focus of the TIF within the first couple of years of this 5-year planning period is to limit proposed expenditures and ensure that existing debt service obligations related to existing improvements are able to be made. For FY16/17, it is recommended that funding be allocated from the General Fund to undertake the repair/replacement of a portion of the sea wall west of Green Street, complete design engineering services for the replacement of street lights on Elm Street between Green Street and River Road, and to replace the aged downtown kioks. These expenditures would be tracked and reimbursed to the General Fund from the Tax Increment Finance Fund at such time that sufficient revenues exist. Again, more detailed project information, along with proposed expenditures, can be found in the accompanying chapters. 29 CHAPTER FOUR GENERAL FUND CAPITAL IMPROVEMENT PROGRAM HEART OF THE FOX RIVER CITY OF MCHENRY AN N UAL O-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 IP: Summary Overw Each year that the annual 5-year Capital Improvement Program (CIP) is updated, there are changing priorities and unique considerations that are particular to that upcoming capital budget year. However, just as the last five (5) CIPs faced unprecedented financial challenges due to the declining economy, the FYI 6/17 - FY20/21 Capital Improvement Program continues to face a variety of economic pressures, mostly external to the city in nature, that must be considered in the development and implementation of the City's capital needs. Specifically impacting General Fund Revenues, which is the primary source for General Fund CIP projects, are the following: Residential Development - A continued stagnant housing market results in reduced fees which are used to fund streets, park improvements and development, General Fund operational costs, and generally the CIP as a hole. Even should the housing market show improved si wgns of recovery, it will take many budget cycles for residential projects to be implemented and revenues derived from these developments realized. State of the State - As of the writing of this document the State of Illinois continues to operate without a budget. While this may seem like an issue contained in Springfield, the reality is that the State continues to send mixed messages about the impact of State budget decisions on local government funding. While municipalities have been able to avert a reduction to the Local Government Distributive Fund (LGDF) to date, this remains a target as a way to reduce the State budget crisis. The 50% reduction in LGDF, proposed in late 2014/early 2015 would have resulted in a reduction in State -shared revenues of approximately $1.3 million to the City of McHenry. With the likelihood of this threat remaining until the State is able to resolve its budget issues, the City must must continue to be conservative in its revenue projections and expenditures to ensure that we remain prepared for such a move. In addition, as identified in Chapter 1, the primary source of funding for the General Fund CIP is capital improvement and capital equipment transfers derived from General Fund Revenues, General Fund Revenues are derived from Property Tax Receipts (26.5%), Sales Tax Receipts (43.6%) and Income Tax Receipts (12.6%). As such, the following is provided as a snapshot regarding the status of these revenue sources. Property Tax Receipts -Property Tax revenues have been purposefully "frozen" by the McHenry City Council for the past five (5) years as a way to relieve the tax burden on property owners in the municipality. As this has resulted in this revenue source remaining relatively unchanged, General Fund Expenditures, 30 including the General Fund CIP, must account for this by ensuring that funding is available for operational expenses first, followed by funding for the CIP projects. Sales Tax Receipts - Approximately halfway through FY10/1 1, still in the midst of the economic recession and facing the relocation of a major sales tax contributor (WalMart) out of the community, the City of McHenry adopted a 1 % Local Sales Tax as a means to supplement revenues, to rebuild the General Fund fund balance, and as a source for the implementation of General Fund CIP projects. While the City has been able to successfully rebuild a healthy General Fund fund balance and continue to reintroduce projects in the General Fund CIP as a result of the Local Sales Tax, the fact is that total sales tax receipts (State Sales Tax +Local Use Tax + Local Sales Tax) have deviated $765,717 over the four (4) year period since the introduction of the Local Sales Tax - from a high in FYI 4/15 of $8,931,769 to a low of $8,166,051 in FYI 2/13. In fact, from FYI 1/12 to FYI 2/13, there was a decrease in total sales tax receipts of $277,580 (3.3%). Due to this fluctuation, and with an understanding that consumer spending is based on factors outside of the control of the municipality, the City Administration continues to provide conservative estimates for sales tax receipts during the budgeting cycle. This conservative approach limits the amount of General Fund dollars which are identified for General Fund CIP projects. Income Tax Receipts -Income tax receipts have increased 27.7% over the past four (4) years, however, the increase between FY12/13 to FY13/14 was only 1 %. In summary, identifying available funding for General Fund CIP projects is a process that includes: 1) the development of a balanced operating budget that continues to limit expenditures and conservatively estimate revenues; 2) the identification of any surplus (revenues/expenditures) that can then be committed for capital improvement and capital equipment projects; and, 3) the amount available in the General Fund fund balance that can be dedicated to funding projects. The following General Fund CIP is the most aggressive program that has been proposed in at least the last ten (10) years but one that includes a number of important capital improvement and capital equipment projects which not only are needed, but required, for the City to continue to provide the high level of services and meet the infrastructure needs of the community. 31 GENERAL ADMINIS Proposed Projects )N: 5-Yei �rvlew c GENERAL CORPORATE FUND CIP 5 YEAR SUMMARY Fund Title FY16/17 FY17/18 FY78/19 FY20/21 FY21/22 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $91238,225 $20,3841112 $19,4110396 $11,604,795 $5050,748 $65,689,276 Fund CIF 32 N ERAL ADJ Project: Priority Ranking. Funding Request: N: ProieCT Na Security Camera Servers B FY16/17 FY17/18 FY18/19 FY19/20 FY 20/21 Total $28,000 -0- -0- -0- -0- $28,000 Funding Source(s): FY16/17 FYI 7/18 FY18/19 FYI 9/20 FY 20/21 1 Total IT Fund 1 $28,000 -0- -0- -0- -0- I $28,000 The City currently has (2) Dell PowerEdge R610 Servers that are for the security cameras at City Hall and for the Squad Car Videos. The City Hall Camera Server connects up to (2) Dell PowerVault MD1000 Storage Systems. Several failed hard drives have already been replaced and due to its age it is recommended that the Servers and Storage Systems by replaced at this time. Proposed funding will be for the purchase of (2) Servers and (1) Storage System that will be able to meet our requirements and also allow for future growth. Project: Priority Ranking: Funding Request: Telephone System Upgrade B FY16/17 FY17/18 FY18/19 FY19/20 FY 20/21 Total $74,800 -0- -0- -0- -0- 1 $741800 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY 20/21 Total IT FundI $74,800 I -0- I-0- -0- -0- $74,800 Our current telephone system is approximately 15 years old and our voicemail system has reached its End Of Life (EOF). We recommend that we upgrade our system to the Voice Over IP (VoIP) Technology telephone system. This would replace our core hardware and existing telephones with updated hardware and software. We currently have to pay Midco to come out and program any telephone when a new employee is hired or any changes need to be made to a telephone. With the new system, we will be able to program these changes ourselves saving the cost of labor. We will also be 33 able to take any telephone and plug it in to any network port without making changes on the core telephone system. 34 GENERAL ADMINISTRATION: Recommended Pro Most often, the General Administration category of the General Fund CIP includes the fewest number of projects and generally ranks at or near the bottom of the list in terms of proposed CIP expenditures from the General Fund. In addition, General Administration projects usually reflect proposed improvements to internal municipal operations that are not as easily recognizable to the general public as project such as the Local Street Program. In recent years however, this category has included projects with an increased level of importance as they have a direct impact on the efficiency of municipal operations. The recent implementation of the new Finance/Utility Software is an example of this. The projects being recommended for funding in FY16/17, as described in the project narratives that have been presented, address similar needs. It is important to note that the following two projects, while included as projects in the General Fund CIP, are recommended for funding through the Information Technology Fund (IT Fund). As defined, the IT Fund is funded through annual transfers from operating budgets to address municipal -wide technology enhancements (computer hardware and software replacement, etc.). The IT Fund is managed by Deputy Administrator Bill Hobson. Based on this process, there is sufficient funding available through the IT Fund balance to provide funding for both of these projects in FYI 6/17. It is therefore recommended that the following projects be included for funding in the FY16/17 Capital Budget Year at the identified funding levels: Project Funding Source FY16/17 Proposed FY16/17 Recommended Security Camera Servers IT Fund $28,000 $28,000 Telephone System Upgrade IT Fund $74,800 $74,800 Totals $102,800 $102,800 35 :ILITIES: 5-Yec Projects �w OT Fri GENERAL CORPORATE FUND CIP 5-YEAR SUMMARY Fund Title FYI 6/17 FYI 7/18 FY18/19 FY20/21 FY21 /22 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $9,238225 $20,384,112 I $19,411,396 $11,604,795 $5050,748 $65,6891276 Fund .: CIP 36 FACILITIES: Pro Project: Priority Ranking: Funding Request: Municipal Center Building Maintenance A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $60,000 $95,000 $60,000 $425,000 -0- $640,000 Funding Source(s): F116/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $60,000 $95,000 $60,000 $425,000 -0- $640,000 Fund The Municipal Center is over 20 years old and has started to show its wear in certain areas. Over the past 5 years we have seen building repair costs rise. Major building repairs need to be planned for and identified. The following maintenance schedule is being recommended for the 5-year CIP planning period: FY16 17 • $60,000 to upgrade the controls to the 44 VAV boxes throughout the facility and the primary controls in the equipment room FY 17 18 • $15,000 replace the rope caulking around the windows in the facility • $80,000 for new carpeting in the Administration/Council Chambers & Construction and Neighborhood Services areas FY18 19 ' • $60,000 to address the aging boilers, both of which have been retubed once, with high efficiency systems FY19 20 • $125,000 for re -roofing and replacement of the flashing around the building • $300,000 for the replacement of (4) rooftop HVAC units • It should be noted that these two projects should be closely coordinated for implementation to reduce the number of penetrations to the new roofing. It may be that the project is phased in over a two-year period from FYI 9/20 to FY20/210 37 Project: Priority Ranking: Funding Request: Public Works Facility Improvements A FY16/17 FY17/18 I FY18/19 I FY19/20 I FY20/21 I otal $270,000 -0- 1 $1001000 .0- -0- 1 $370,000 Funding Source(s)a FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total Developer $270,000 -0- -0- -0- -0- $270,000 Cont. General -0- -0- $100,000 -0- -0- $100,000 Fund The purpose of this project category is to identify Public Works Facility -related projects. FY16/17 -Standby Generator Currently the Public Works Facility has very limited emergency standby electrical power capabilities in the event of a power.failure. Only two overhead doors on the east side of the facility are operable during an electrical power outage. The need for a standby generator for the entire building was emphasized in June 2011 when a very powerful wind storm left the Public Works Facility without electrical power for several days. As part of the recent rehabilitation of Water Treatment Plant #2 a larger standby generator was installed replacing the existing generator at that location. Staff proposes to utilize the generator removed from Plant #2 at the Public Works Facility. This generator relocation will require combining the two existing electrical services at the facility into one, the installation of an electrical transfer switch and miscellaneous conduit and wire installation. It is important to note the importance of combining the electric services in order to ensure that the entire Public Works Facility can access emergency power. In the case of a natural disaster the Public Works Facility serves as a redundancy facility for many municipal center functions, including server backup FYI 8/19 -Covered Salt Storage Bin Currently the Public Works Department has a 500 ton salt storage facility located at the South Wastewater Treatment Plant and utilizes a wastewater drying bed to store an additional 1,700 tons of salt. With the expansion of the South Wastewater Plant as part of the consolidation project, some of this storage capability will be lost. In addition, during the snow season salt is also stored inside the Public Works Facility; this is not a long term solution due to the potential damage the salt moisture might cause to the interior of the building. Because snow plowing operations originate from the Public Works Facility, staff recommends constructing a second salt storage facility at the Public Works Facility location where salt will be stored in a separate building year round. Project: Priority Ranking: Funding Request: Police Facility Improvements A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 I Total $900,000 $750,000 $500,000 $500,000 -0- 1 $2,500,000 Funding Source(s)0 FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $900,000 $750,000 $500,000 $500,000 -0- $2,500,000 Fund The purpose of this project is to assure that the McHenry Police Department creates a facility that allows for the highest level of effective and efficient operation in line with the agency mission. This project will outline the steps needed to assess, develop a plan and determine if and when action should be taken over the next five fiscal budgets. The amount identified for funding in FY16/17 is for the build-out/expansion of the dispatch center, relocation of the Police Administration functions to the former Parks & Recreation space, and related furniture acquisition in order to provide for the consolidation of dispatch efforts. It is important to note that while funding is identified from the General Fund for this project at this time, it is anticipated that a portion of the costs associated with the dispatch expansion will be recovered from grant funding provided through the State and local 911 oversight boards. However, grant requests and announcements will not be available until after the CIP and Budget planning periods so, therefore, the request is being provided as a CIP recommendation at this time. Additionally, there are other funding sources that the Police Department are currently researching to offset dispatch/admin buildout costs. Buildout scope and cost will be continually evaluated. Technology improvement costs for the expansion of the dispatch center will be shared by the partner agencies, or funded by the 911 Board, with the City's portion being derived from the Alarm Board Fund. However, it is too early to anticipate what these costs will be at this time. Overview The McHenry Police Department currently utilizes a facility that was allocated in 1991, over 24 years ago. Over the last twenty four years the city has almost doubled in size allowing for growth within the police department to meet the needs of the public. This department growth combined with technology changes has produced multiple issues in the use of departmental workspace inside the facility. As the facility has aged it no longer meets the needs of the department. In 1991 the police department employed 28 officers and 7 civilian positions. In present day, at full staffing as allocated in 2008 the department staffs 51 sworn officers and 21 full and part-time civilian positions. This is over a 200% increase in staffing by the agency. Facility deficiencies can be identified 39 throughout the department, altering planned operations. These conditions affect efficiency, effectiveness, morale, occupant safety, and public perception of the department. A formal review and plan of action is needed to meet the current and future needs of the department, staff, equipment, fleet and public. Issues Identified Currently, the below identified facy deficiencies can be seen within the agency. These deficiencies prevent officers from performing their tasks at the highest level of output with the fewest amount of input. Individual Workspace (1) Patrol Sergeants, (2) Commanders, Deputy Chief, &Chief Six patrol sergeants currently share community office space in an area that is approximately 10x21 feet (210 Sq Feet). This area is too small to house the six command staff members. With the increased demands placed on first -line supervisors as they relate to personnel (paperwork and information technology), sergeants are in need of increased work space. It is recommended that the Patrol Sergeants move into the area that is currently occupied by Administration. This square footage will allow for the construction of individual sergeant offices and a central meeting room. This new space would allow for privacy when dealing with personnel issues and holding training/meeting/counseling sessions. The department is currently structured with (2) Commanders (middle management), (1) Deputy Chief, (1) Chief and (1) Administrative Assistant. With the lack of available workspace I believe that it is time to address the need for a structural change in the police section of the City hall building. It is our recommendation to move these administrative offices to the second floor directly above the current PD space. This move will allow for better work flow, private work stations for our first -line supervisors, and the future expansion of the Dispatch Center and Records Division. The building has already been designed to allow for a stairwell from the current PD area to the second floor, directly above. Accreditation As of the date of this project proposal the McHenry Police Department does not have space to maintain the function of agency accreditation. The Administrative CSO has been temporally placed in the Records Division and CALEA files are stored in multiple locations throughout the department, as space is limited. With the continued plan to maintain an accredited agency, separate workspace for the accreditation employees and their files is needed. Office workspace on the second floor for this position is also recommended. Information Technology As of the date of this project proposal the McHenry Police Department does not have space for the Information Technology (IT) position. To accommodate this position we have temporarily placed our IT representative on the second floor of the municipal building to share office space with building custodial services. With the continuous growth of Information Technology in law enforcement and the demands that are placed on the position, individual office/workspace is needed for the IT function to be efficient and effective. It is recommended that the police department IT position be provided separate and secure workspace separate from custodial services, allowing for better work flow. Divisional and Operational Workspace Squad Room /Follow-up In -Station Work Area With the increase of the work force as previously stated and the advancements in technology we have determined that the department squad room has limited space for all that our officers must do. In this area our officers are expected to participate in uninterrupted training, information gathering and information dissemination during their roll call times. Due to a lack of additional space the officer's voicemail system, computer report writing stations, evidence packaging station, mailboxes, equipment storage locations and paperwork are also stored inside of the roll call room. These additions add to the distractions of the room, affecting the efficient patrol operation. It is recommended that we develop a separate work space area that allows for computer work, paperwork, telecommunication, evidence packaging, and follow-up to be conducted free of the distraction of the roll call room. In realizing that a large part of an officer's work is the documentation of events handled by them every day, we recognize the importance of this workspace. This change will result in a more professional atmosphere for roll call and training. By creating a separate workspace area for follow-up and in station work, officer's work on evidence, sworn reports and follow-ups will become more accurate, increasing productivity. No structural changes in this area would be required. By moving the phones, computers, mailboxes and small equipment into the now sergeant's office, two distinct workspaces (Roll Call Room & Follow-up In -Station Work Area) would be developed. Investigations The investigation section is _currently at its maximum capacity with the workspace provided, allowing for no further growth. The current workspace layout does not allow for the most efficient work environment. Just as previously stated regarding the patrol sergeant's workspace individual offices for the Detective Sergeant and Detectives are requested in this plan. It is recommended that the Investigation Section be moved to the second floor of the City Hall building to accompany the Administrative Section. This move would include offices, meeting room and interview/interrogation rooms. The vacant space left by this move would allow for the expansion of the Evidence Function and workspace for the Street Crimes Unit. Street Crimes Unit Also in consideration is the hope that our street crimes unit will continue to flourish to the point that it will become a full time unit within the next three to five years. If that occurs the hope is for a private office for the supervisor and assigned officers of that unit that will allow for unit meetings, suspect interviews, case preparation, etc. As of the date of this project proposal the Street Crimes Unit activates approximately 12 days per month. During activations, the unit has no private workspace to conduct business that is confidential and sensitive in nature. It is the recommendation of the department to develop workspace for Street Crimes in the now Detective Office, allowing for the unit to share information in a fluid manner with the Patrol Section. Locker Rooms With the expansion of our work force from 1991 to its current level we have reached the point that our forefathers may not have anticipated. We now have more police employees than we have lockers to assign to them. It is imperative that our officers have access to lockers and adequate facilities to allow them storage of their police equipment and areas to change into their duty uniforms. An expansion of our current locker/bathroom/shower facilities is recommended. Evidence Function An evaluation on the status of our evidence collection, processing and storage has been done. Available storage space is at a maximum capacity with no room for growth. The McHenry Police maintains approximately 10,000 pieces of property at any given time. Recent events regarding evidence security have led us to realize the need for an updated system of handling evidence. Our current system of placing obtained evidence into bus lockers in a common hallway; awaiting removal by our evidence custodian, does not give us 100% assurance of an air tight chain of custody trail. It is our recommendation that the on -site evidence storage space be expanded. A pass -through locker system, leading into the evidence vault should be installed. This expansion and new locker system will assure that once the evidence leaves the reporting officer's hand and is placed through the pass through system the chain of custody is intact. Additional storage space will reduce the risk of items being damaged or misplaced once inside the vault. All evidence is then monitored via video surveillance and key fab access to the storage area. It is recommended that this expansion is done by expanding the vault to include the current evidence processing area and by creating a new evidence processing area inside the current Investigation Section workspace. This expansion will insure that our evidence vault is large enough to house evidence well into the future. We must realize that when our work force increases our intake of evidence increase exponentially. Public Lobby The layout and square footage of the police department lobby is out dated and has grown too small. With keeping in mind the 24/7 use of the lobby to the citizens of McHenry, an expansion of this area is recommended. Additional front lobby interview rooms are needed and more seating in the general area is needed to accommodate the growth. Room 42 The training room is due for a remodel/update. This area of the building has the potential to become a room that is available for use to the public and should be offered in such a manner. It is recommended that this room undergo a facelift to accommodate outside public meetings/trainings in our effort to provide use of the facility to the public. Workout Room The agency has outgrown the current workout space that it uses. The equipment in the space is purchased by the officers at no cost to the city. The space is small in size and has limited the amount and types of workout equipment that can be placed in the room. As you know McHenry Police pride themselves in maintaining their overall fitness for duty, which can be seen in agency testing requirements every six months. Maintaining this level of fitness directly affects the amount of work related injuries. Processing /Cells /Interview Rooms The processing area of the department is in need of an update. Calls for service involving arrestees have grown well over 200% since the processing area was built. The area is too small and creates officer safety and liability issues for the City. It is our recommendation to move the processing area of our holding facility to what is now the salleyport area. This new area would allow for a processing area that is double the size of our current area, allowing for the processing of more than one prisoner at a time safely. This would also allow us to add an additional cell in the old processing area if growth justifies it. salleyport The salleyport for the McHenry Police Department has been insufficient in size since it was built. Currently only one car at a time can enter the salleyport with a prisoner. All other prisoners must be walked in, which is not secure and increases the risks of incidents. It is our recommendation to add a new drive through salleyport, by placing an addition on the northeast corner of the city Hall building. Records Division The Records Division has surpassed the maximum storage capacity of their workspace at the time of this project proposal. During the year 2012 the office supplies storage closet in the Records Division was re -allocated to store arrest files due to the fact the all other storage areas had reached maximum capacity. It is recommended that the Records Division get remodeled with new rolling storage cabinets to allow for additional storage space with the already designated workspace. Furniture and Fixtures As we have identified the need for additional space within the department, this change comes with the need for updated furniture and fixtures. Many of the desks, chairs, file cabinets tabletops and lockers that we utilized have been in service since the building was built in 1991. These furniture pieces and fixtures are aged and in need of updating. Updating is needed for office furniture (desks and file cabinets), training room furniture, lobby furniture, roll call furniture, locker room fixtures and for mass storage in Records and Evidence. It is recommended that future be evaluated and Crel replaced as part of the facility project. Dispatch Center The Dispatch Center currently provides service for six agencies in McHenry County (McHenry Police, McHenry Township Fire Protection District, Johnsburg Police, McCullom Lake Police, Marengo Fire/Rescue and the Union Fire Department). The center has a small workspace with only three dispatch counsels. A consolidation mandate issued by the Governor creates an opportunity to consolidate additional police/fire agency dispatch services into our center. The current structure of our center and existing plans for growth has made our center the preferred consolidation center. This has changed the vision of our growth and created additional needs. In addition to the expenses that are created in preparing our center for the consolidation project, increasing call volume and advancements in technology must also be anticipated. This proposal secures funding for both the expansion of the number of functional work stations, and for upgrades and equipment the dispatch center will need to maintain efficient operations. The mandate for consolidation of dispatch centers must be completed by July 2017. We are hoping to partner with the closing centers to create a cascading consolidation where we move service agencies into our current center in a tiered fashion. This will create major growth in our center, expanding our additional work spaces from three to nine and taking our current staffing level of 12 full time employees and creating 22 full time telecommunicator positions and one position for a civilian supervisor. The shell for this growth must be planned for as the expansion project begins. The first phase of the expansion project in FY 16/17 should create five fully functional working counsels. FY 17/18 should allow for two additional full service dispatch stations. The other two work stations can remain unoccupied until FY 18/19 where it is anticipated due to additional interest, these work stations will need to be transitioned into functional work desks. With the move of the Administrative Section to the second floor of the building, the I oom can be expanded in its current location to accommodate a nine work station layout. A supervisor's office and a break room are also part of the projected expansion plan. Due to the scope of the expansion project, it is important the center will be able to grow and accommodate the needs of additional agencies in the county as the consolidation mandate becomes a reality. Conclusion In conclusion of this project request we have identified many of the obvious facility deficiencies that we have seen. In summary we are proposing that an expansion/revision of our department workspace be approved. Attached to this Facility Improvement Project are the findings of the space needs analysis and conceptual budget that was presented to the City in 2014. This space needs analysis was modified in 2015 to accommodate a larger scale dispatch center expansion project. Although these documents encompassed the entire municipal building we are able to separate the results of the police department based on the reports. In summary the space needs analysis shows that the police department is currently operating with 8,413 square feet when based on our agency size and needs, 17,878 square of the building should be allocated for the police department. This newly defined square footage accounts for roughly 43% of the Municipal Center. The second evaluation completed in 2014 was a conceptual budget for the renovation of the municipal center. This budget included the entire building and had an estimated cost range between $4.8 million and $5.7 million with an average of $5.2 million. The police department looks forward to the opportunity to further investigate options for this expansion to provide the best cost benefit to the City. With the completion of the recreation center in the spring of 2016 the police department feels that a renovation and workspace expansion should be a priority. We understand that a project of this size must be completed in steps over a period of time. We are requesting that the next phase of this project move forward within the next two fiscal years for the reasons identified above According to the "Police Facilities Planning Guidelines" published by the International Association of Chiefs of Police the following steps should be taken when addressing facility deficiencies: Step 1 Identify and Document Problems with Current Facility Internal Questionnaires Step 2 Build Police Internal Planning Team Develop main concerns and ideas as they relate directly to the needs of the individual agency. Step 3 Build Political Support for the Project Step 4 Identify and Secure Planning Funds (Fiscal Year 2013/ 141 Step 5 Establish the Pre -Design Project Team Step 6 Conduct a Space Needs Analysis Formal assessment of department workspace by accredited outside firm specializing in Police Agency needs. Step 7 Evaluate Facility Options Review of formal assessment completed in 2013/ 14 year. Revised 2015. Step 8 Decide action to be taken Step 9 Develop Preliminary Project( Step 10 Obtain Project Funding (Fiscal years 2014/ I5, 2015/ 16J 45 Step 11 Select architect, design and construction Services (Fiscal year2014/ 15) Step 12 Finalize design (Fiscal year2015/16) Step 13 Construction (Fiscal year 2016117) Benefits: • Increase efficiency and effective of agency • Reduce liability • Address current deficiencies • Address future growth projections • Accommodate consolidation mandate • Reduce health and risk factors • Address security concerns • Improve community service operations • Provide facility space for community events • Improved public perception Project: Funding Request: Future ProieCT NarratiVI City Entryway Signage FY16/17 FY17/18 I FY18/19 I FY19/20 I FY20/21 I Totai -0- $25,000 1 $25,0001 $25,000 1 $25,000 1 $100,000 The City's existing decorative entryway signs are more than 15 years old are showing significant signs of wear. The purpose of this project request is to replace these signs - currently located on east and west Route 120 and north and south Route 31 - with newer, larger and more decorative signs. As proposed, beginning in FYI 7/18, one sign per year for four (4) years would be replaced. Design work for the signs will be included in the FY16/17 Parks or Streets operating budget so that the signs can be constructed beginning in FYI 7/184 1BLIC FA< Recommended The development of appropriately sized and maintained public facilities is important to a community in many ways. First, this ensures the needs of the existing residents are addressed now and for the foreseeable future. Second, a solid public facility program results in a higher quality of life for residents, often interpreted by businesses as "desirable" when choosing where to locate or expand. In other words, modernized public facilities can be an effective economic development tool for retaining and attracting businesses. Especially important is the continued maintenance and adaptive reuse of existing public facilities to ensure that facilities remain efficient (both in terms of utilities and use) in order to reduce growing repair costs or remain competitive in the services that are being provided. The projects being recommended for funding in FY16/17, as described in greater detail in the project narratives, address significant maintenance issues at the Municipal Center, the availability of emergency power at the Public Works Facility (which serves as backup to the Municipal Center, and, results in the establishment of the McHenry Dispatch Center as one of three consolidated dispatch facilities in McHenry County (SEECOM and McHenry Sheriff being the other two). It is important to note that the Standby Generator project is proposed for funding through Developer Contributions resulting from a wireless lease agreement for equipment at the Public Works Facility location. Also, the improvement costs for the dispatch buildout are eligible for grant funding through State's consolidation mandate. However, this funding may not be known prior to the need to begin the buildout project to accommodate consolidation efforts. With this information, the following projects are recommended for funding in the FY 16/17 Capital Budget Year: Funding FY16/17 FY16/17 Pro'ect Source Pro osed Recommended Municipal Center Building Maintenance - Upgrade of 44 VAV GF $60,000 $60,000 Boxes Public Works Facility Improvements - Standby Generator DC $270,000 $270,000 Police Facility Improvements - Buildout of Dispatch Facility and GF $900,000 $900,000 Relocation of Admin Staff Totals $1,230,000 $1,230,000 PUBLIC Projects Year Summary Overview of Proposed GENERAL CORPORATE FUND CIP 5-YEAR SUMMARY Fund Title FY16/17 FYI 7/18 FY18/19 FY20/21 FY21 /22 ; 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $9,238,225 $20,384,112 $19,411,396 ', $11,604,795 $5050,748 $650689,276 Funtl'CIP PUBLIC SAFETY: Proiect Nara Project: Police Vehicle Replacement Priority Ranking: B Funding Requeste FY16/17 I FY17/18 I FY18/19 I FY19/20 FY20/21 Total $185,157 1 $136,220 $140/305 1 $194,390 $148,395 $804,467 Funding Source(s): FY16/11 FY17/18 FY18/19 FY19/20 FY20/21 Total General $185,157 $136,220 $140,305 $194,390 $148,395 $804,467 Fund The purpose of this program is to assure that the McHenry Police Department maintains the proper level of dependable police vehicles needed to service the community in all law enforcement efforts. This project will outline the vehicle replacement plan proposed over the course of the next five fiscal budgets. The police department has continued to seek out the most cost effective and efficient way to purchase and use vehicles. Factors considered in the replacement of police vehicles include upfront costs, maintenance cost during the life of the vehicle, projected longevity of the vehicle, community expectations and vehicle work performance needs. The McHenry Police Department currently maintains a vehicle fleet that includes the following vehicles as part of the vehicle replacement program: 1. 15 Marked Police Patrol Squad Cars 2. 2 Marked Command SUV Squads 3. 3 Marked Specialty Vehicles (1 CSO Vehicle, 1 Truck Enforcement SUV, and 1 Evidence Squad) 4. 9 Unmarked Squad Cars Between 2007 and 2014 the police department reduced its vehicle fleet by four vehicles. Most recently we reduced the fleet with the elimination of one CSO Vehicle. After the sale of the CSO Vehicle, the remaining fleet identified above is predicted to be of sufficient size for the next five fiscal years. It is the goal of the replacement program to continue to replace marked patrol squads once they have exceeded 80,000 miles and unmarked squads between 100,000 and 120,000 miles (depending on condition). An evaluation of our current fleet has been conducted and the following replacements over the course of the next five fiscal years are requested. FYl 6/17: 5 marked police patrol vehicles and 2 unmarked police vehicles 50 FYI 7/18: 4 marked police patrol vehicles and 1 unmarked police vehicle FYI 8/19: 4 marked police patrol vehicles and 1 unmarked police vehicle FYI 9/20: 3 marked police patrol vehicles, 2 Command SUV's and 1 unmarked police vehicle FY20/21: 4 marked police patrol vehicles and 1 unmarked police vehicle This rotating replacement program allows for the entire fleet to be rotated out every five years by replacing approximately 20% of the fleet each year. Below is the breakdown of estimated individual vehicle costs for marked patrol squads and unmarked vehicles. A 3% increase was added for each year due to the increased cost of vehicles. Cost analysis: Projected Pricing of Police Vehicles based on 2015/16 pricing with a 3% Cost Increase annually: Marketl Police Patrol Squad Cars or Unmarketl Vehicle Pricing Total 3% rate increase (2016/2017 fiscal year pricing) 26,451.00 Total 3% rate increase (2017/2018 fiscal year pricing) 27,244.00 Total 3% rate increase (2018/2019 fiscal year pricing) 28,061.00 Total 3% rate increase (2019/2020 fiscal year pricing) 28,902900 Total 3% rate increase (2020/2021 fiscal year pricing) 29,679.00 Specialty Vehicles (Command, Vehicles) Truck Enforcement, CSO, Evitlence Pricing Total 3% rate increase (2016/2017 fiscal year pricing) 36,050900 Total 3% rate increase (2017/2018 fiscal year pricing) 37,131.00 Total 3% rate increase (2018/2019 fiscal year pricing) 38,244000 Total 3% rate increase (2019/2020 fiscal year pricing) 39,391000 Total 3% rate increase (2020/2021 fiscal year pricing) 40,573000 The above projected replacements would be needed to maintain the current level of police services to the community. Police vehicles are the key piece of equipment used by all officers to perform their job tasks and are a necessity to perform both routine jobs and those of an emergency nature. 51 A review of vehicle maintenance records has shown that marked police vehicles (driven 24 hours a day by numerous people) begin to experience an increase in minor and major mechanical problems after they have exceeded 80,000 miles. The cost to repair and maintain a marked police patrol over 80,000 miles will exceed the benefit of keeping it in service. Unmarked police vehicles are often driven by only one officer and subsequently last longer and are maintained in better condition. Based on maintenance records, unmarked police vehicles can often exceed 100,000 miles before experiencing an increase in both minor and major mechanical issues. Over the last five fiscal years the police department has reduced its marked fleet to a size that is manageable and meets the needs of police demands. This reduction saves the city in annual repairs and maintenance cost to the fleet. By adopting and following the above replacement schedule the remaining vehicles are replaced at times that allow for minimal repair costs during the life of each vehicle and maximum revenue for vehicles sold at auction. Project: Priority Ranking: Funding Request: Police Vehicle Equipment B FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $73,640 1 $57,905 1 $59,061 1 $74,357 1 $61,537 1 $326,500 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $73,640 $57,905 $59,061 $74,357 $61,537 $326,500 Fund The purpose of this program is to assure that the McHenry Police Department maintains the proper level of equipment needed in all police vehicles. This program will outline the vehicle equipment replacement plan proposed over the course of the next five fiscal budgets. The McHenry Police Department currently maintains a vehicle fleet that includes the following vehicles as part of the vehicle replacement program: 5. 15 Marked Police Patrol Squad Cars 6. 2 Marked Command SUV Squads 7. 3 Marked Specialty Vehicles (1 CSO Vehicle, 1 Truck Enforcement SUV, and 1 Evidence Squad) 8. 9 Unmarked Squad Cars 52 Between 2001 and 2014 the police department reduced its vehicle fleet by four vehicles. Most recently we reduced the fleet with the elimination of one CSO Vehicle. After the sale of the CSO Vehicle, the remaining fleet identified above is predicted to be of sufficient size for the next five fiscal years. As current vehicles are replaced (highlighted in the CIP Vehicle Program) new equipment will be needed for each vehicle. The need for this new equipment is due to the following factors, 1. Age of current equipment: Equipment is transferred from one car to another for an average of three cycles before it needs replacement due to (1) excessive use /wear, (2) expiration of warranty, and (3) equipment failure. Equipment that has reached three cycles must be replaced when replacing the retired vehicle. • All but one of the in -squad radar units in service by the McHenry Police Department were purchased prior to the year 2001. The warranties on these units are well past the expiration dates. The police department is seeing the increased cost of maintaining these units in order to ensure reliability and accuracy. 2. Compatibility of old equipment: With the purchase of new model police vehicles existing equipment parts (cages, consoles, computer mounts, prisoner seats, etc.) are not compatible. 3. Information Technology: In -car video cameras have an average operational life of six years. The following vehicle replacements will require vehicle equipment purchases annually over the next five years. FY16/17: 5 marked police patrol vehicles and 2 unmarked police vehicles FY I / /180 4 marked police patrol vehicles and 1 unmarked police vehicle 1Y18/19: 4 marked police patrol vehicles and 1 unmarked police vehicle FY19/20* 3 marked police patrol vehicles, 2 Command SUV's and 1 unmarked police vehicle FY20/21: 4 marked police patrol vehicles and 1 unmarked police vehicle Below is the breakdown of estimated equipment costs for each type of vehicle purchased. Pricing is based on fiscal year 2015/16 and will have a 2% increase added for each year due to the increased cost of equipment and labor. It should be noted that video camera systems, radar units and roof top LED light bars are only replaced during specific years, based on operating condition and warranty status. Standard Marked Squad Equipment Cost Analysis: Description Pricin 53 Computer Mounting System- 500600 Emergency Lights, Electronics & Mounting Hardware 2/600600 Rear Plastic Seat 400.00 Prisoner Cage & Window Bars 1/400800 Installation Labor 1/700000 In -Squad Video Camera 2/700000 Video Camera Install 300.00 Radar Unit 2/000000 Radar Unit Install / Certification 100.00 New Roof Top and/or Interior Light Bar 1/000400 Total cost per marked vehicle 13,300.00 Total (2016/2017 fiscal year pricing) 66,500.00 Total 2% rate increase (2017/2018 fiscal year pricing) 54,264.00 Total 2% rate increase (2018/2019 fiscal year pricing) 55,348.00 Total 2% rate increase (2019/2020 fiscal year pricing) 70,570.00 Total 2% rate increase (2020/2021 fiscal year pricing) 57,584*00 Unmarked Squad Equipment Cost Analysis: Description Pricin Emergency Lights, Siren & Hardware 2/040000 Installation Labor 1/530900 Total Cost per unmarked vehicle 3/570900 Total (2016/2017 fiscal year pricing) 7,140.00 Total 2% rate increase (2017/2018 fiscal year pricing) 3,641.00 Total 2% rate increase (2018/2019 fiscal year pricing) 3171100 Gi Total 2% rate increase (2019/2020 fiscal year pricing) 1 3,787.00 Totai 27o rate increase (2020/2021 fiscal year pricing) 13,953.00 The above equipment replacement program would be needed to maintain the current level of police services to the community. Police vehicle equipment is required for all officers to perform their job tasks and is a necessity to perform both routine jobs and those of an emergency nature. Equipment placed in vehicles is directly related to the effective and efficient operations of the department. Dependable computers and emergency vehicle equipment is critical to the performance and mission of the agency. Emergency lighting and equipment reduces risk of vehicle accidents /city liability and allows officers to respond to emergency calls in a fast and safe manner. Prisoner transport equipment (cages and seats) allow for a reduced risk of officer injury and arrestee injury. Video camera systems allow for an accurate accounting of police incidents, used for criminal prosecutions and protection from false allegations of misconduct. In order to ensure safe roadways throughout the community, traffic enforcement is expected to be conducted by all sworn officers. Modern, reliable radar units will enable officers to complete this task. 55 Project: Funding Request: Future Project Na Police Body Worn Cameras FY16/17 FY17/18 FY18/19 I FY19/20 I FY20/21 I Total -0- -0- $34,531 1 $23,8431 $27,285 1 $85,659 The purpose of this program is to assure that, if necessary, the McHenry Police Department is able to implement a police body worn camera (BWC) program: • Obtain the proper BWC equipment for all officers • Train its officers on the proper use of the body worn cameras • Integrate the BWC equipment with existing equipment (in -squad camera system) • Provide adequate storage for all data obtained with the body worn cameras • Plan for a rotation of equipment at its end -of -life Overview Illinois Governor Bruce Rauner signed into law the Law Enforcement Officer -Worn Body Camera Act that will go into effect on January 1, 2016, The Act, in summary, states that any agency deploying body worn cameras must abide by the provisions of the Act. Some of the provisions are: • Cameras must be turned on at all times when the officer is in uniform and is responding to calls for service or engaged in any "law enforcement -related encounter" or activity that occurs while the officer is on -duty. • Recordings must be retained for a minimum of 90 days. o Recordings may not be altered, erased or destroyed prior to the expiration of the 90-day storage period. o Following 90 day storage period recordings must be destroyed unless flagged. An encounter is flagged when: ■ A formal or informal complaint has been filed; ■ The officer discharged his firearm; ■ Death or great bodily injury occurred; ■ The encounter resulted in a detention or an arrest, excluding traffic stops which resulted in only a minor traffic offense or business offense, ■ The officer is the subject of an internal investigation or otherwise being investigated for possible misconduct; ■ The supervisor of the officer, prosecutor, defendant, or court determines that the encounter has evidentiary value in a criminal prosecution; or 56 ■ The recording officer requests that the video be flagged for official purposes related to his/her official duties. o Under no circumstances shall any recording made with an officer -worn body camera relating to a flagged encounter be altered or destroyed prior to 2 years after the recording was flagged. If the flagged recording was used in a criminal, civil, or administrative proceeding, the recording shall not be destroyed except upon a final disposition and order from the court. The possibility exists of a law being passed making the use of body worn cameras mandatory for all police agencies. The McHenry Police Department is developing this Capital Improvement Program with that situation in mind. The following chart shows the cost of body worn camera equipment, its associated I.T. equipment and training needed for the program. These costs are in FY 2015/16 dollars. Description Body Worn Camera Equipment Cost Analysis: Pricina Panasonic Body Worn Camera (BWC) Main Kit 935.00 5-Year Warranty on BWC Main Kit 186.00 Panasonic BWC 10-Bay Offload & Charge Device 895.00 Trigger Integration / Double WkFi Antenna 135.00 Trigger Integration / Wireless LAN Module 2 139.00 Software Licensing - Per Server (annual renewal) 825.00 Software Licensing - BWC (up to 50 Pack Bundle) 1/900800 Panasonic Certified Installation & Configuration 2/040000 Panasonic Certified Training 800.00 Computer Server for Data Storage 7,000.00 Total cost to outfit all 47 MPD officers 73,837*00 The following plan shows the McHenry Police Department integrating body worn camera equipment over a period of three years. The first year of the plan (FY2018/19) is substantially more in cost due to the police department having to lay the groundwork (server, installation and training) for the program. A 3% cost increase is added to each year of the plan to cover estimated increased future costs. Fiscal Year Product Cost (3%annual increase) Number of Units Needed Total Cost FY 2016/17 0000 FY 2017/ 18 0.00 FY 2018/19 Data Storage Server 7,426.00 1 71426*00 FY 2018/19 Installation & Training 3/013000 1 3/013600 FY 2018/19 Licensing 2/892000 1 2/892400 FY 2018/19 Squad Integration 290000 5 11450*00 FY 2018/19 10-Bay Charge Station $950*00 2 1/900600 FY 2018/19 BWC Main Kit 992.00 15 14,880000 FY 2018/19 BWC Warranty 198400 15 2/970000 FY 2019/20 Licensing 2/979000 1 2,979.00 FY 2019/20 Squad Integration 299900 5 1/495400 FY 2019/20 10-Bay Charge Station 979.00 1 979900 FY 2019/20 BWC Main Kit 1/022000 15 15,330000 FY 2019/20 BWC Warranty 204900 15 31060000 FY 2020/21 Licensing 3/068600 1 3/068600 FY 2020/21 Squad Integration 308000 5 11540*00 FY 2020/21 10-Bay Charge Station 1,008.00 2 2/016000 FY 2020/21 BWC Main Kit 11053*00 17 17,091000 FY 2020/21 BWC Warranty 210000 17 3/570000 There have been many studies on the use of police body worn can and programs across the county are just in their infancy, but there are undeniable benefits to their use. Some of which are, • The necessity to record every interaction with residents is bound to minimize complaints about police officer behavior and the unnecessary use of force, because interactions are captured for everyone to see. • Use of the cameras while on -duty provides hard video evidence of decisions made by officers in high intensity situations. • Video recorded by body cams protect any false accusations, misconduct, or abuse against officers. • Increases transparency and accountability of officers. • May help prevent and de-escalate confrontational situations between officers and civilians. • May help provide valuable evidence in obtaining accurate witness and victim statements. • Video footage captured may help speed up court proceedings by providing indisputable proof of situations. This may lead to a reduction in court expenses due to an increase in pre-trial plea bargains or possibly an increased rate of convictions. ►AFETY: Recommended P Projects included in Public Safety are primarily for the maintenance and/or replacement of equipment for the McHenry Police Department. These upgrades and replacements are necessary to ensure that public safety programs continue to meet the high customer service expectations of the community. Recommendations for the FYl6/17 Budget include the replacement of three (3) marked squad cars and one (1) unmarked squad car plus the purchase and installation of related equipment (i.e., emergency lights, siren, hardware). In recent years the City Administration has committed to reintroducing a replacement program for Police vehicles. Pro'ect Funding Source FYI 6/17 Pro osed FY16/17 Recommended Police Vehicle Replacement GF $185,157 $105,804 Police Vehicle Equipment GF $73,640 $43,470 Totals $258,797 $149,274 Fri PARKS: 5-Year Summar GENERAL CORPORATE FUND CIP 5-YEAR SUMMARY Fund Title FYI 6/17 FYI 7/18 FY18/19 FY20/21 FY21 /22' 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $9,238225 $20,3841112 $19,411,396 $11,604,795 $5,0501748 $65,6891276 Fund CIP Project: Priority Ranking: Funding Request: Miller Riverfront Park Boat Launch A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $150,000 -0- -0. -0- -0- $150,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total Park Devel. $150,000 -0- -0- -0- -O- $150,000 Fund More than twenty (20) years ago the City received a grant from the State of Illinois for the development of Miller Riverfront Park. To be included with this project was a double boat ramp for the purpose of launching boats into the Fox River. Prior to the completion of the project the US Army Corps of Engineers implemented a moratorium on boat ramps, and eventually implemented a policy that limited the number of boats ramps to those existing at the time that the moratorium was put in place. The only way to be approved a boat ramp was to obtain the rights of an existing ramp. The result of this action by the USACE was that Miller Riverfront Park has been underutilized for many years. In an effort to obtain permission to develop the boat ramp and complete the project the City approached the USACE in 2014 to request a waiver of the moratorium given the extraordinary circumstances of the City's situation. In summary, the USACE denied this request and directed the City to attempt to identify "available" boat ramp rights. In 2014 the City became aware of a situation involving the Village of Lakemoor, Village of Johnsburg, and County of McHenry regarding an attempt to develop a boat ramp in the Village of Lakemoor. In summary, the Village of Lakemoor could not develop the ramp at the identified location. To help resolve the issue, the City of McHenry approached Lakemoor to identify that it would be interested in paying for the rights for the ramp at the cost to Lakemoor and offer the same rights to Lakemoor and Johnsburg residents and would be provided to McHenry residents. At the time that this narrative is being developed, it appears that a settlement is being reached between Lakemoor, Johnsburg and McHenry County which would provide the City of McHenry with the opportunity to purchase the ramp prior to the end of FY15/16. Should this be the case it is proposed that the boat ramp at Miller Riverfront Park be developed in FY16/17. Funding for the project is available in the Park Development Fund fund balance 61 Project: Priority Ranking: Funding Request: ADA Park Improvements A FY16/17 I FY17/18 I FY18/19 I FY19/20 I FY20/21 I Total $20,000 1 $20,000 1 $20,0001 $20,000 1 $20,000 1 $100,000 Funding Source(s)0 1-116/17 1-117/18 FY78/19 FY19/20 FY20/21 Total General $20,000 $20,000 $20,000 $20,000 $20,000 $100,000 Fund The City of McHenry is committed to continuing to implement various projects throughout the City's parks system in order to achieve compliance with the 2010 ADA standards for outdoor recreation facilities. Projects, along with estimated costs, are included in the Access Audit and Transition Plan report. Project: Priority Ranking: Funding Request: Parking Lot Improvements A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $30,000 1 $185,000 1 $25,0001 $75,000 1 $75,000 1 $390,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $30,000 $185,000 $25,000 $75,000 $75,000 $390,000 Fund Several of the asphalt parking lots in our public parks are severely in need of replacement. The breakdown of these lots and the year in which they were originally installed is listed below, as well as recommendations for the order which they should be replaced. Location Year Installed Recommended Replacement Yr Lakeland Park 1970's FY 16/17 Maintenance Garage 1970's FYI 7/18 Knox Park East Lot 1981 FY17/18 West Beach Park 1970's FYI 8/19 62 Petersen Park Ballfield Lot 1970's FY 19/20 Paving Knox Park West Currently Gravel FY 20/21 Project: Priority Ranking: Funding Request: Merkel Aquatic Center Improvements B FY16/17 1 FY17/18 FYIQ/ 19 V I I lAfm IFY20/21 Total $10,000 1 $200,000 1 $45,000 $0 1 $0 1 $255,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $10,000 -0- $45,000 -0- -0- $55,000 Fund Park Dev -0- $200,000 -0- -0- -0- $200,000 Fund An analysis was recently completed of the Merkel Aquatic Center, with the city receiving some favorable results. The facility is largely in relatively good shape with an estimated remaining life of approximately 15 years. The immediate concern for the pool itself will be the replacement of the liner in two years at the latest. Other considerations however should be made regarding the potential additions for the facility such as a spray pad, deck amenities or even a party deck/cabana area to expand the offerings to residents and provide opportunities for additional revenues. Project Recommended Amount Pool Amenes and Features FY16/17 $ 10,000 Spray Pad Are Installation FYI 7/18 $200,000 Pool Liner FY18/19 $ 45,000 63 Project: Priority Ranking: Funding Request: Sport Court Renovations B FY16/17 I FY17/18 I FY18/19 I FYI 9/20 1 FY20/21 I Total $27,500 1 $32,5001 $10,000 1 $10,000 -0- 1 $80,000 Funding Source(s)a FY16/11 FY17/18 F118/19 FY19/20 FY20/21 Total General $27,500 $32,500 $10,000 $10,000 -0- $80,000 Fund There are several basketball courts in the parks system that are in need of renovation and new equipment. There are 3 full court layouts in the community and 5 half court or shooting courts in various parks. Location Petersen Park Tennis Courts Fox Ridge Park Shamrock Park Althoff Courts at Freund Field Center Street Park Kiwanis Tot Lot McHenry Shores Park East Beach Park Project: Priority Ranking: Funding Request: Recommended Amount FY 16/ 17 $20,000 FY16/17 $ 7,500 FY17/18 $ 7,500 FY 17/ 18 $25,000 FY 18/ 19 $ 5,000 FY 18/ 19 $ 5,000 FY 19/20 $ 5,000 FY19/20 $ 5,000 Petersen Park Farm Improvements B FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $20,000 $60,000 $100,000 $100,000 $0 $280,000 Funding Source(s): FYI 6/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $20,000 $60,000 100,000 $100,000 4)0 $280,000 Fund 1 Project Purpose, Description and Benefit As a significant historical asset to both our community and the region, maintenance and restoration of the Petersen Farm must remain a constant focus of the city's resources. The proposed amounts include work to weatherproof the barn and silo's interior from the elements as well as painting/sealing. Substantial renovations to the horse barn and the farmhouse and the repair or removal of other structures on the site. Recently a Petersen Farm Foundation was established to help facilitate uses of the farm and to assist in fundraising for any improvements to the farm. FY16 17 • Batten boards on main barn • Sealing of the wooden silos • Analysis of the horse barn FY17 18' • Renovation of the horse barn FY18 19 • Main house restoration - exterior FY19 20 • Main house restoration - interior Project: Priority Ranking: Funding Request. Petersen Park Improvements B FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $35,000 $80,000 $20,0001 $20,000 -0- $155,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $35,000 $80,000 $20,000 $20,000 -0- $155,000 Fund There are a number of improvements at Petersen Park that should be implemented over the next few years. The park is our premiere athletic complex as well as the grounds for our larger festivals such Fiesta Days, Blues, Brews and BBQ, and the Montini Music Fest. The beach area is an attraction for many of our residents and a highlight of our parks system. Below is a list of recommended projects. Project Recommended Amount Beach Front Amenities FYl 6/17 $10,000 Paving of the service road FYI 6/17 $15,000 65 McCullom Lake Milifoil Treatment Concrete installation between fields 3&4 Petersen Park Parking Lot Lighting Replacement of Right Field netting Fencing replacement field #5 FY16/17 FY17/18 FY17/18 FY17/18 FY18/19 $151000 $351000 $201000 $25,000 $201000 PARKS: Ft Project: Funding Request: r AeCT Nary Knox Park Improvements FY16/17 FY17/18 FY11/19 1 FY19/20 I FY20/21 Total -0- $33,0001 $45,000 1 $20,000 1 -0- $98,000 While not as heavily utilized as Petersen Park, Knox Park is an important parks asset due to the fact that it is home to the Merkel Aquatic Center, ballfields, a soccer field, and newly renovated tennis courts. In addition, with the completion of the McHenry Recreation Center and an extended, connected walking path in 2016, Knox Park will be a part of a larger "campus" of a connected Municipal Center, Recreation Center and parks complex. As such, the following improvements are recommended for future years in Knox Park. Project Recommended Amount Spray Pad Are Installation FYI 6/17 $200,000 Softball Field Fencing FYI 7/18 $ 20,000 Swim Meet Scoreboard FYI 7/18 $ 61500 Softball Field #2 Scoreboard FYI 7/18 $ 6,500 Pool Liner FYI 8/19 $ 45,OOC Knox Park Parking Lot Lights FYI 8/19 $ 201OOC Project: Funding Request: Hickory Creek Farm Improvements FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- I -0- 1 $190,000 II -0- I$190,000 The Hickory Creek Farm buildings will need attention in the upcoming years. The most pressing need will be to replace the wood shingle roof on this large structure. The facility received a $500,000 grant from the state of Illinois in 1995 for historic preservation purposes. The roof, siding, windows, electric and utilities were replaced or upgraded to the building. Maintenance of the building is the responsibility of the City of McHenry. Future grant funding from the state of Illinois or other sources for this building are highly unlikely. Other areas of need in the near future are exterior painting of the building and fend 67 fencing replacement, repairs to the awnings, replacement of the heating units and other minor work. Project: Funding Request: Parks Washroom Facilities FY16/17 FY17/18 FY18/19 1 FY19/20 FY20/21 Total -0- -0- -0- 1 $275,000 $325,000 $600,000 The proposed project is for the construction of two washroom facilities in the Shamrock Farms Park and Fox Ridge Park. The parks are currently served by portable toilets but both are high use parks and the permanent facilities rated high in a survey of what users would like to see in our parks. Project: Funding Request: Legend Lakes Park Improvements FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- I -0- I -0- I -0- 1 $40,0001 $40,000 Galway Tot Lot is a park in Legend Lakes subdivision that is undeveloped at this point. There are other parks in close proximity and the home building in the subdivision has stopped. The $40,000 is for the grading, seeding and installation of park equipment in this 1.3 acre site. The developer committed to building 2 tot lots in the subdivision. Credit was given in the parks developer donation fund to complete these sites. Only the tot lot on Homestead was completed. Recommended Without question, one of the City's strongest assets is its comprehensive system of parks, consisting of 38 park sites comprising more than 635 acres, and the various user amenities that contribute to the outstanding quality of life enjoyed by the residents of McHenry. While there is not necessarily a need to expand the number of park sites and acreage, there is a need to ensure that appropriate maintenance and replacement of existing park amenities (court resurfacing, parking lot improvements, fence replacement, playground equipment replacement, etc.) is undertaken. Additionally, where the opportunity exists, it may also be possible to meet the needs of the community in existing park sites - such as the Miller Riverfront Park Boat Launch. The following projects are recommended for funding in the FY16/17 Capital Budget Year: Project Funding Source FY16/17 Proposed FY16/17 Recommended Miller Riverfront Park Boat Launch PDF $150,000 $150,000 ADA Park Improvements GF $20,000 $20,000 Parking Lot Improvements GF $30,000 $30,000 Merkel Aquatic Center Improvements GF $10,000 $10,000 Sport Court Renovations GF $27,500 $27,500 Petersen Park Farm Improvements GF $20,000 $20,000 Petersen Park Improvements GF $35,000 $35,000 Totals $292,500 $292,500 MOTOR POOL/EQUIPMENT: 5-Year Summary Overy Proposed Projects GENERAL CORPORATE FUND CIP SwYEAR SUMMARY Fund Title FY16/17 FYI 7/18 FY18/19 FY20/21 FY21 /22 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1365,000 $1,365,000 Drainage Total General $9,238225 $20,384,112 $19,411,396 $11,604,795 $5050,748 $65,689,276 Fund CIP 70 MOTOf Project: Priority Ranking: Funding Requesto T: Project Narratives Streets - Vehicle Replacement A FY16/17 FY17/18 FY18/19 FY19/20 I FY20/21 I Total $441,000 $420,000 $419,000 $370,000 1 $387,000 1 $2,037,000 Funding Source(s): FYIb/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $441,000 $420,000 $419,000 $370,000 $387,000 $2,037,000 Fund The FYl6/17 proposed project includes the replacement of; two (2) 2001 International dump trucks, one with a under belly plow; replacement of a 2003 Ford pickup truck, replacement of a 2004 Chevy pickup truck, and replacement of a 2005 Ford Taurus. Future needs include: • FY17/18 -Replacement of two (2) 2002 International dump trucks, one with a under belly plow, Replacement of a 2006 Ford 1.5 ton pickup truck, and a 2006 Ford 1 ton dump truck. • FY18/19 - Replacement of a 2003 International dump truck, replacement of a 2004 International dump truck with an under belly plow. Replacement of two (2) 2008 ford pickup trucks. • FY19/20 -Replacement of a 2005 International dump truck, and a 2006 Vac -All Sweeper. • Fy20/21 -Replacement of two (2) 2006 International dump trucks, one with an underbelly plow. Replacement of a 2012 Ford F250 pickup truck. 71 Project: Priority Ranking: Funding Request: Streets - Equipment Replacement A FY16/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total $245,000 $135,000 $51,000. $125,000 $170,000 $726,000 Funding Source(s)0 FY16/17 1 FY1ilia I FY18/19 FY19/20 FY20/21 Total General Fund $245,000 $135,000 $51,000 $125,000 $170,000 $726,000 The FYl6/17 proposed project includes the replacement of a Case front-end loader that is more than twenty (20) years old. Future needs include: • FY17/18 -Replacement of a 1996 Case loader/backhoe and a 1997 Sullair air compressor. • FY18/19 -Replacement of a 2003 Dyna-pac roller, 1994 Hillsboro trailer and a 2004 Target saw. • FY19/20 -Replacement of a 2005 Case uni loader, 2007 Morbark chipper and a 1983 Flatbed trailer. • FY20/21 - Replacement of a 2005 Morbark chipper and a 2005 Case loader/backhoe. Project: Priority Ranking. Funding Request: Parks - Equipment Replacement A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $50,000 $55,000 $10,000 $12,500 $0 $127,500 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General Fund $50,000 $55,000 $10,000 $12,500 -0- $127,500 The Parks Division is responsible for a wide array of development and maintenance items throughout our parks system and downtown areas. This not only includes such activities as mowing and maintaining ballfields, but also to ensure the beautification of our downtowns. The following items are proposed to assist with these efforts. • FYl 6/17 -Utility Vehicle with 24' boom attachment. This vehicle would be able to service light poles throughout the downtown and Riverwalk Areas without having to utilize the much larger lift truck within the public works. • FY17/18 - 10' Mower • FYl 8/19 -Attachments for Utility Vehicle • FYl 9/20 - Ballfield machine 73 MOTOR POOL/EQUIPMENT: Future Y Project: Parks - Vehicle Replacement Funding Request: PrDie FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $45,000 .0. $45,001 -0- $90,000 The Parks Division operates numerous vehicles to assist in its mission of maintaining the City's park system. Proposed in the 5-year CIP is the replacement of two (2) of the division's pickup trucks. These include V-plows for snow removal. MOTOR POt Recommer As the community continues to expand, both in geography and population, municipal vehicles and equipment are required to maintain the City's existing and new network of park land, roads, and utilities. Therefore, the Motor Pool/Equipment category of the General Fund CIP continues to focus on meeting the City's vehicular and equipment replacement needs. Similar to items funded through the General Administration category, it is sometimes difficult to identify the public benefit of expenditures in the Motor Pool/Equipment category. However, without the proper equipment and rolling stock, City crew's would be unable to efficiently maintain the City's parks, streets and related assets. The purpose of this category is to identify vehicle and equipment replacements for General Fund funded departments, other than the Police Department. Vehicles and equipment utilized by the Department of Public Works' Sewer and Water Divisions are included in the Water, Sewer, and Utility Capital Improvement Program section of this document. Project Funding Source FY16/17 Pro osed FY16/17 Recommended Streets - Vehicle Replacement GF $441,000 $35,000 Streets - Equipment Replacement GF $245,000 $245,000 Parks - Equipment GF $50,000 $50,000 Totals $736,000 $330,000 iI DEWALKS/SIGNALS: 5-Year, Proposed Projects GENERAL CORPORATE FUND CIP 5-YEAR SUMMARY Fund Title FY16/17 FY17/18 FYI8/19 FY20/21 FY21 /22 5-Year Total General $1021800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,5571499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ -0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $9,238225 $20,384,112 $19,411,396 $11,604,795 $5050,748 $65,689,276 Fund'CIP 75 STREETS/SIDEWALKS/SIGNALS: Pro Project: Street Program Priority Ranking: A Funding Request: FY16/17 FY17/18 FY18/19 FY19/20 I FY20/21 I Total $4,868,128 $15,688,487 $16,727,499 $9,139,705 $1,961,531 $48,385,350 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $4,868,128 $15,688,487 $16,727,499 $9,139,705 $1,961,531 $48,385,350 Fund The City has approximately 125 centerline miles of roadway under their jurisdictional responsibility. To establish the priority list of street improvements, staff and the city engineer visit each street to verify and inspect the current condition of the pavement in order to rank streets for improvement. Street ranking is based on a 10 point system, with the ranking of # 1 being equivalent to a gravel road and a ranking of # 10 being equivalent to a newly paved road. Based on the most recent rankings, verified in 2015, funding was requested in FY16/17 in the amount of $4,868,128 for streets with a ranking of it , #2, or #3; FY17/18 in the amount of $15,688,487 for streets with a ranking of #4, FY18/19 in the amount of $16,727,499 for streets with a ranking of #5, FY19/20 in the amount of $9,139,705 for streets with a ranking of #6; and FY20/21 in the amount of $1,961,531 for streets with a ranking of #7. Unfortunately, the amount of improvements far outweighs the dollars available in Motor Fuel Tax (MFT) revenues and/or General Fund revenues to be able to undertake these projects. In fact, in recent years, MFT dollars have been dedicated to a combination of Pavement Maintenance/Cracksealing projects and as the local match for multi- jurisdictional/multi-funding source projects and, in fact in FY16/17, MFT funding has reached a level that cannot even support the City's 20% local match for multi -funded roadway projects. The needs of the Streets Program are only increasing, not diminishing and, as such, beginning in FY14/15 the City Administration made a concerted effort to dedicate a portion of General Fund Revenues to fund the Street Program. While it is not possible that all of the annual needs of the Street Program can be met, it is step towards addressing the highest priority/lowest ranked streets. 76 Project: Priority Ranking: Funding Request: Pavement Maintenance = Cracksealing A FYI 6/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total $50,000 $50,000 $50,000 $50,000 $50,000 $250,000 Funding Source(s): FY16/11 F117/18 FY18/I FY19/Am FY20/Arm 1 Total General $50,000 $50,000 $50,000 $50,000 $50,000 $250,000 Fund Since 2012 the Capital Improvement Program included funding for a cracksealing maintenance program with revenues from the Motor Fuel Tax Fund. This was the first year a pavement maintenance program using the cracksealing method was performed on City streets. Routing, cleaning, and sealing cracks is effective pavement preservation practice for streets that exhibit nominal pavement distress. The primary cause of asphalt failure is water infiltration into the street sub grade. Cracksealing is one of the most cost-effective preventative maintenance practices for City's roadways. Public Works Staff will prepare a list of potential streets for the FYI 6/17 pavement maintenance program and will also perform construction observation. A pavement maintenance program such as cracksealing protects the investment of the road resurfacing program. Due to the fact that MFT Revenues are declining, combined with the need to commit MFT funds as the local match to State and/or Federally funded projects, the FY16/17 Cracksealing Program is proposed for funding through the General Fund. 77 Project: Priority Ranking. Funding Request: Bull Valley Road Improvements (STP, MFT) A FY16/17 FY17/18 FY18/19 I FY19/20 FY20/21 Total $1, 600 .0. -0- 1 -0- -0- $1, 600,000 Funding Source(s)0 FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General Fund $320,000 -0- -0- -0- -0- $360,000 STP Funds $11280,000 -0- -0- -0- -0- $1,280,000 MFT Funds -0- -0- -0- -0- -0- -0- Bull Valley Road (FAU 3860) from Draper Road to Curran Road (FAU 0084) will be improved for a total length of approximately 5,200 feet. The proposed improvements consist of intersection capacity improvements, widening, hot -asphalt resurfacing with binder course and surface course, aggregate shoulders, pavement patching, minor drainage improvements and new pavement markings. Intersections within the project limits will be analyzed to enhance traffic flow and improve turn lane capacity. As part of Phase I engineering, HR Green evaluated the Curran Road intersection to determine the feasibility of installing turn lanes or a round -a -bout to enhance the intersection capacity. Due to the feasibility of installing a round -a -bout at this intersection due to larger amount of right-of-way required compared to a signalized traditional intersection, it was determined to move design forward using a signalize traditional intersection. It is the intent of the improvements to enhance intersection capacity, increase the structural integrity of the pavement structure, provide travel lanes with an aggregate shoulder with the ability to support occasional vehicle loads, and address various minor drainage issues along the route. The McHenry County Council of Mayors originally awarded up to $749,346 of Surface Transportation Program (STP) funds for Bull Valley Road Improvements. The staff and city engineer requested and received an additional $530,654 in funding to be able to complete resurfacing of Bull Valley Road to the western city limits, for a total project cost of $1,600,000. STP funding will pay for up to 80% of the total cost of construction and Phase III engineering with a local match requirement of 20%. The City is responsible for 100% of the cost of Phase I and II Engineering. The City's 20% match will be funded with General Fund dollars due to the fact that sufficient MFT funding is not available. Project: Priority Ranking. Funding Request: Curran Road S-Curve Improvements (HSIP) A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $25,000 $35,000 $440,000 $0 $0 $500,000 Funding Source(s)0 FY16/11 FY17/18 FY18/19 FY19/20 FY20/21 Total General Fund $2,500 -0- -0- -0- -0- $2,500 HSIP Funds $22,500 $31,500 $396,000 -0- -0- $450,000 MFT Funds -0- $3,500 $44,000 -0- -0- $47,500 The Illinois Department of Transportation though the Highway Safety Improvement Program (HSIP) recently awarded $450,000 for this project. The improvements on Curran Road from approximately 400 feet south of Route 120 to Ojibwa Lane includes super. elevated pavement, paved shoulder with rumble strips, ditch grading for recoverable slopes, pavement markings and additional signage. HSIP funds pay for 90% of Phase I & II engineering, construction and construction observation engineering. Due to insufficient available MFT funding, General Fund revenues will be utilized for the City's cost of the project. On November 2, 2015 City Council approved a Preliminary Engineering Services Agreement for Federal Participation with HR Green, Inc. in an amount not to exceed $29,990.27 for Phase I Engineering of Curran Road (formerly Draper Road) S-Curve Safety Improvements. It is estimated that the contract documents will be prepared to meet a 2018 letting. Project: Priority Ranking: Funding Request: Sidewalk Program B FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $75,000 $75,000 $75,000 $75,000 $75,000 $400,000 Funding Source(s): FYI Project 6/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General $75,000 $75,000 $75,000 $75,000 $75,000 $400,000 Fund Purpose, Description antl Benefit Sidewalks are removed and replaced by Public Works Staff on an as -needed basis. 79 Sidewalk repairs are also included in the annual road resurfacing program. Sidewalks with trip hazards, major cracks and significant spalling are replaced. In addition, sidewalk crossings that require ramp retrofits to meet the requirements of the Americans with Disabilities Act (ADA) are constructed. The city's lost major sidewalk program took place I at that time $190,000 was budgeted for the program. Staff recognizes the need for a sidewalk program due to the large amount of sidewalks throughout town that are deteriorated, do not meet ADA requirements, and gaps that exist between the sidewalk networks. Sidewalks improve pedestrian safety, by separating vehicle and pedestrian traffic. Narratives Project: Funding Request: Future Years Prolec Pearl Street/Lincoln Road Improvements (STP, MFT) FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $1,875,000 .0. -0- -0- $1,875,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General Fund -0- $375,000 -0- -0- -0- -0- STP Funds -0- $1,500,000 -0- -0- -0- $1,500,000 MFT Funds -0- -0- -0- -0- -0- -0- The McHenry County Council of Mayors placed the Pearl Street/Lincoln Road Improvements project on their Multi -year B (MYB) list for $1,500,000 of Surface Transportation Program (STP) funding. This project is next on the list of MYB projects for construction funding as STP funds become available in 2017, 2018 or 2019, The McHenry Township Road District has committed to allocating funds towards Phase III Construction Observation Engineering and construction of the road improvements which fall under their jurisdiction which is approximately 1,100 linear feet of Lincoln Road. The project would include intersection capacity improvements, on -street bicycle lanes between Illinois Route 31 and the Fox River, an off-street bicycle path between the Fox River and Chapel Hill Road, sidewalk improvements to conform to the latest accessibility guidelines, curb and gutter replacement, bridge deck rehabilitation and HMA pavement removal and replacement with binder and surface courses. STP funding will pay for up to 80% of the total cost of construction and Phase III engineering with a local match requirement of 20%. The City is responsible for 100% of the cost of Phase I and II Engineering. Due to decreasing or committed MFT funds, the City's portion of this project will be funded through the General Fund. On September 14, 2015 City Council approved a Preliminary Engineering Services Agreement for Motor Fuel Tax Funds with HR Green, Inc. in a lump sum amount of $169,200.00 for Phase I & II Engineering of the Pearl Street/Lincoln Road Improvement. Also included in the contract bid plans are extending approximately thirty-five sanitary sewer stubs from the sanitary sewer main under the Lincoln Road pavement to the homeowner's property line. City staff and the City Attorney are investigating option to recapture the cost of the sanitary sewer stub installations through future annexation agreements, adoption of requiring payment upon connection or creation of a special service area assessment (SSA). The contract documents will be prepared to meet a 2017 letting. Project: Funding Request: Ringwood Road Improvements FY16/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total -0- $6,000 $265,000 .0. -0- $271,000 Funding Source(s)a FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General Fund -0- $6,000 $53,500 -0- -0- $59,500 STP Funds -0- -0- $211,500 -0- -0- $211,500 MFT Funds -0- -0- -0- -0- -0- -0- The McHenry County Council of Mayors recently awarded $1.5 million dollars though the Surface Transportation Program (STP) for this project. The Village of Ringwood is the lead agency on the Ringwood Road Improvement Project (Route 120 to Spring Grove Road). The Village of Johnsburg, McHenry Township Road District and the City of McHenry are participating on their respective jurisdictional responsibility. The Village of Ringwood has completed Phase I on the proposed project. The Village of Johnsburg and the McHenry Township Road District have also committed to allocating funds towards Phase II Engineering and construction of the road improvements. The City of McHenry's portion of the project is approximately 3,200 feet of Ringwood Road, north of Route 120. The proposed improvements consist of hot -mix asphalt surface removal, hot - mix asphalt resurfacing with binder course and surface course, patching and pavement striping. STP funding will pay for up to 80% of the total cost of construction and Phase III engineering with a local match requirement of 20%. The City is responsible for 100% of the cost of Phase I and II Engineering. General Fund dollars will be required to fund the City's portion of the project. It is estimated that the contract documents will be prepared to meet a 2018 letting. Project: Funding Request: Illinois Route 31 /Veterans Parkway Traffic Signal FY16/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total -0 $300,000 -0- -0- $300,000 $300,000 Funding Source(s)a FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General-0- Fund Developer -0- $300,000 -0- -0- -0- $300,000 Contribution The annexation agreement for the Morgan Hills/Prairie Pointe Subdivisions states the developer shall be responsible for and pay the cost of the construction and installation of a traffic control signal at the intersection of Illinois Route 31 and Veterans Parkway. The obligation for this has recently been transferred to Prairie Pointe Land Development Corporation under a reassigned letter of credit. It is anticipated that this project may be implemented in FY17/18 due to the potential for a private redevelopment in this area. Project: Funding Request: Venice Avenue Improvements FYIb/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- -0- -0- -0- $295,000 $295,000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General -0- -0- -0- -0- $295,000 $295,000 Fund The Downtown Plan adopted in 2003 states "Venice Avenue is the only street in Downtown McHenry in need of major repair and improvement. It is recommended that Venice Avenue extend east and connect to Riverside Drive to improve circulation and access to businesses and parking areas south of Elm." The Core Downtown Sub -Area Plan adopted in 2009 also recommends opening Venice Avenue to Riverside Drive. The proposed improvements consist of asphalt removal, hot -mix asphalt resurfacing with binder course and surface course, combination curb and gutter, pavement patching, drainage improvements and new pavement markings. ►TREETS/SIDEWALKS/SIGNALS: Recommended P The Streets/Sidewalks/Signals category must remain a leading priority financial commitment of the City based on the existing and increasing needs of a growing community. The development of new roadways and, most importantly, maintenance and expansion of the community's existing roadway infrastructure are important to meeting the needs of McHenry's residents. In addition, the development of a comprehensive transportation network is essential to the economic development efforts undertaken by the City. Without sufficient transportation routes to move goods and consumers, existing businesses, frustrated, could choose to relocate out of the community and/or new businesses will also choose to locate elsewhere. Nowhere is the impact of the growth of a community more evident than the transportation difficulties related to McHenry's primary east -west and north -south arteries - Routes 120 and 31, both under the jurisdiction of the Illinois Department of Transportation (IDOT). As you will see in the following charts and descriptions, a heavy emphasis is currently being placed on coordinating with other local, regional, state and federal organizations to plan and initiate improvements to Routes 120 and 31. However, the City cannot lose sight of the importance of ensuring that local roads and related infrastructure is maintained and/or enhanced and, as such, the Streets/Sidewalks/Signals Capital Improvement Program attempts to incorporate a balance of infrastructure maintenance and expansion projects. Of special note, the reader will identify that the "Street Program" involves a number of projects that encompass programmatic improvements to the City's existing streets system. Currently, this program, with a 2015 price tag of more than $48 million cannot be adequately funded due to a combination of other roadway improvement commitments and a lack of funding. It is listed as an "A" priority and included in the list of recommended projects as it is extremely important the reader is aware that maintenance/replacement of existing public roadways cannot be delayed indefinitely. In the FY16/17 Budget the City Administration will be recommending expanded funding for the Street Program not only through the anticipated General Fund Revenues but also from the General Fund Fund Balance. The latter is only possible because of the fiscal diligence the City has shown in recent years in reducing operational costs while budgeting conservative annual revenues which has allowed the City to rebuild the General Fund fund balance to a level that allows for the implementation of substantial capital projects like the Street Program. In addition, with MFT revenues that are already committed (debt service and road salt purchases) or declining, General Fund dollars will be required as the local match for other roadway projects (STP, HSIP). Project Funding Source FY16/17 Proposed FYI 6/17 Recommended Street Program GF $4,868,128 $1,000,000 Pavement Maintenance - Cracksealin GF $50,000 $50,000 Bull Valley Road Improvements STF, GF $1,600,000 $1,600,000 Curran Road S-Curve Improvements HSIP, GF $25,000 $25,000 Sidewalk Program GF $75,000 $75,000 Totals $6,618,128 $1,453,500 /DRAINAGE: 54ear GENERAL CORPORATE FUND CIP' 5-YEAR SUMMARY Fund Title FY16/17 FYI 7/18 FYI 8/19 FY20/21 FY21 /22 5-Year Total General $102,800 -0- -0- -0- -0- $102,800 Administration Public $1,230,000 $870,000 $685,000 $950,000 $25,000 $3,760,000 Facilities Public $258,797 $194,125 $233,897 $292,590 $237,217 $1,216,626 Safety Parks $292,500 $610,500 $455,000 $520,000 $460,000 $2,188,000 Motor $736,000 $680,000 $480,000 $577,500 $557,000 $3,030,500 Pool Streets/ Sidewalks/ $6,618,128 $18,029,487 17,557,499 $9,264,705 $2,406,531 $53,876,350 Signals Stormwater/ _0- -0- -0- -0- $1,365,000 $1,365,000 Drainage Total General $9,238 225 $20,384,112 $19,411,396 $11,604,795 $5 050,748 $65,6891276 Fund'CIP )RMWATER/DRAINAGE: Project: Funding Request: Ramble Road Storm Sewer Project Na FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- .0. -0- -0- $500,000 $500,000 This project includes engineering and construction of storm sewer improvements in the area of Ramble Road and Home Avenue. Specific drainage improvements will be determined by engineering and could include storm sewer piping, sheet flow modifications, or detention to reduce the risk of localized flooding. This area is served by open ditch drainage and driveway culverts with limited underground storm sewer pipe. Drainage improvements projects such as this repair and/or improve existing drainage structures in order to provide better protection for property and life from storm sewer runoff. Project: Funding Request: Willow Lane Storm Sewer FY76/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- I -0- I -0- I -0- 1 $200,000 1$200,000 This project includes engineering and construction of storm sewer improvements in the area of Knoll Avenue and Willow Lane. Specific drainage improvements will be determined by engineering and could include storm sewer piping, sheet flow modifications, or detention to reduce the risk of localized flooding. This area is served by open ditch drainage and driveway culverts with limited underground storm sewer pipe. Drainage improvements projects such as this repair and/or improve existing drainage structures in order to provide better protection for property and life from storm sewer runoff. E:�1 Project: Funding Request: Lakeland Park Ditch Dredging FY16/17 FYI 7/18 FYI 8/19 FYI 9/20 FY20/21 Total .0. -0- .0. -0- $500,000 $500,000 The Lakeland Park Drainage Ditch is located north of Elm Street (Illinois Route 120) between Ringwood Road and Maple Avenue. The ditch generally flows in an easterly direction to a point where if joins Boone Creek just upstream from the Fox River. Over the past several years the City has been addressing drainage problems within the Lakeland Park Subdivision. Improvements have included cleaning out existing storm sewers, regrading existing open ditches and constructing new larger size storm sewers. This project would be the first phase of surveying, engineering and possible construction of the regrading/dredging to the Lakeland Park Drainage Ditch to assure continued drainage to prevent potential flooding. Project: Funding Request: Storm Sewer Mapping FY16/17 FY17/18 FY78/19 FY19/20 FY20/21 Total -0- 1 .0- 1 -0- 1 .0- 1 $165,000 1 $165,000 The Public Works Department is currently utilizing a geographic information system (GIS) for the CHy's water and sewer mapping. The GIS mapping was constructed in 2006 by SEC Group using global positioning system (GPS) equipment. The original GIS mapping included the locations of watermains, fire hydrants, main line valves, wells, water towers, sanitary sewer lines, sanitary _sewer manholes and sanitary sewer lift stations. Since the original' mapping staff has added the locations of b-boxes, City maintained street lights, and storm sewer outfalls. Currently staff has very limited mapping (nothing on GIS) of the City's vast storm sewer system and is purposing to add this to the existing GIS system. )RMWATER/DRAINAGE: The Stormwater/Drainage Capital Improvement Program has two primary goals: first, the maintenance and/or enhancement of existing public stormwater management infrastructure; and, second, to respond to requests from individual residents or small groups of residents to undertake projects that will relieve their properties of stormwater management concerns. Unfortunately, as is most often the case, many of these problems relate to the topography of individual parcels or adjacent parcels and/or private property improvements, which have resulted in increased stormwater detention onto properties. As such, the focus of the Stormwater/Drainage CIP is the implementation of public projects which benefit larger areas of the community and not individual properties. At this time, no projects are being recommended for inclusion in the FY16/17 Budget. CHAPTER FIVE WATER, SEWER &UTILITY FUND CAPITAL IMPROVEMENT PROGRAM HEART OF THnF0X !RIV:ERb/ CITY OF MCHENRY AN N UAL 5-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 iEWER UTILI Summary Over Similar to the Capital Improvement Program recommendations for the General Fund CIP, the Water & Sewer Utility Fund CIP requires a balanced, broad -based approach. As in previous years, all of the various elements and aspects of the City's utility infrastructure need to be considered when preparing the 5-year plan for the Water & Sewer Utility Fund. The City needs to consider the projects and funding to properly maintain all of the utility systems on a daily basis, provide compliance with both current and future regulatory standards, provide reliable, quality service to our customers, and at the same time, balance expenses with available revenue. The City must be able to continue to provide the daily service while also planning for the future in all areas including water treatment, well capacity, water storage, water distribution, wastewater treatment, sanitary sewer mains, motor pool, maintenance of lift stations, and water meter installation, maintenance and reading. The Water &Sewer Utility Fund CIP consists of projects related to the operations, capacity and maintenance of the municipal water and sewer utility system. As such, except for the Streets/Sidewalks/Signals Category of the General Fund CIP, the Water & Sewer Utility Fund CIP includes the largest and most costly CIP projects - from the maintenance of water and sewer mains to the development of expanded or new water and wastewater treatment plants. Given the extreme importance of utility infrastructure in all aspects of the community, attention must be given to the proper maintenance of the existing facilities and the daily operation and maintenance of the utility systems to provide a reliable service to our customers. This attention to the present must be balanced with the need to prepare for the future by identifying and undertaking improvements that will be needed to improve capacity, compliance, technology, and efficiency of the system to continue to provide the high quality of service that our customers expect. With utility operations, one of the greatest challenges is not only to keep up with the ever changing regulatory standards and the goal to achieve compliance, but to also anticipate future changes in regulations and treatment standards in advance. Due to the complexity of these regulations, the time required to modify the treatment processes for improved performance, and the time required to accumulate funding, these changes and improvements can require years to implement from start to finish. As a result, the 5-Year CIP becomes critical for the successful operation of the City's utilities. As you will see, the scope of projects included in the Water &Sewer Utility Fund CIP is immense, with needs far in excess of what is generated through annual water and sewer user fees. To address this, the City completed a Water and Sewer Rate Study in 2013/2014 and implemented a new rate structure in FY15/16 that will not only ensure that the annual operational costs of the water and sewer utilities can be maintained, but also provides a funding source for the capital costs needed to undertake the identified system maintenance improvements as well as the development of newer facilities. This rate structure will be reviewed and updated on an annual basis to ensure that significant rate increases can be avoided in the future. Unless otherwise identified, all projects outlined in this section are to be funded through the Water & Sewer Utility Fund. In addition, since projects proposed in the Water &Sewer Utility Fund are typically more costly, resulting in the need for longer term planning, the Water & Sewer Utility Fund CIP has been expanded from a 5-year to a 10-year snapshot of potential projects. Projects identified beyond the 5-year planning period will be presented at the end of each of the Water and Sewer narrative sections below under "Future Projects." The following proposed project narratives will be presented separately as Water System Improvement projects, Sewer System improvement projects, and Utility maintenance projects (which encompass both water and sewer systems) in order to assist the reader to quickly and clearly distinguish between the two. 91 Water & Sewer Util Proposed Projects -Year Summary Overview of GENERAL CORPORATE FUND CIP 11 5-YEAR SUMMARY 5-Year Fund Title FYI 6/17 FYI 7/18 FY18/19 FYI 9/20' FY20/21 Totals Water System $103,000 $480,000 $175,000 $255,000 $7,795,000 $8,808,000 Improvements Sewer System $2,600,000 $320,000 $2,130,000 $350,000 $15,000 $5,415,000 Improvements Utility Maintenance $290,000 $1,313,000 $345,000 $345,000 $560,000 $2,853,000 Projects Total Water & Sewer Utility $2,993,000 $2,113,000 $2,650,000 $950,000 $8,370,000 $17,076,000 Fund CIP 92 W Project: Priority Ranking: Funding Request: Water Treatment Plant #4 Maintenance A FY16/17 FY17/18 FYId/ 19 FY19/20 FY20/21 Total $58,000 .0. -0- -0- -0- $581000 Funding Source(s): FY16/17 FY17/18 FY18/19 FY79/20 FY20/21 Total General-0- Fund Water Sewer $58,000 $20,000 $10,000 -0- -0- $88,000 Revenues FY16/17 -Water Treatment Plant (WTP) #4 was constructed in 1993. The treatment plant is located in a residential neighborhood and was constructed to look similar to homes in fihe Oaks of McHenry. The building is over twenty years old and replacement of the exterior aluminum siding is needed. The exterior siding is a protective layer to the building, as well as providing a pleasant appearance for neighboring residents. In November 2014, an architectural firm provided an architectural design, bidding services and construction oversight proposal for $7,400, The construction cost estimate replacing the siding, trim, garage door, and windows is $ 45,000. 2014 estimates were $52,400.2016 estimates include a 10% increase bringing the estimated total to $ 58,000. FY17/18 -WTP #4 Control Panel -After discussions with our control support engineers, it has been determined that a partial upgrade to the Control Panel is the most cost efficient path to fully upgrading the panel. This will allow for the newest PLC to be included while utilizing the majority of other components within the panel. As need be, those components can be retrofitted in the future. 2016 estimates are $20,000. FY18/19 -WTP #4 Filter Media Cleaning - An inspection of the media was completed in March 2015. The conclusion of the testing revealed the media to be in good condition and complete replacement not warranted at this time. The media is approaching 22 years old, and as maintenance, should be considered for cleaning. 2016 estimates are $101000 & 93 Project: Priority Ranking: Funding Request: Well Inspection/Maintenance & Repair A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $45,000 $30,000 $30,000 $30,000 $30,000 $165,000 Funding Source(s)0 FY16/17 FYif/ 18 FYIQ/ 19 FY19/Arm 0 FY20/21 Total General-0- Fund Water Sewer $45,000 $30,000 $30,000 $30,000 $30,000 $165,000 Revenues In 2005 the City began a yearly testing and inspection program of each City well. The program was started to aid in indentifying wells that were in need of pumping equipment or well repair. The tests performed outline the original specific capacity (well production) to current specific capacities, which aid in determining what wells should be targeted for rehabilitation. Other electrical tests are performed in an effort to anticipate motor failures, and enable "scheduled" shut downs for these wells. To date six wells has been "rehabbed" producing positive results. Proposed projects for fiscal year 201 &17 include: Well #2 is one of two wells that provide raw water to Water Treatment Plant # 1 located on Green Street. In 2009, Water Well Solutions used the high rate injection process (Hy - RIP) to rehabilitate the well. This process injects high rates of national sanitation foundation (NSF) approved chemicals into the well, removing any mineral and biological buildup which enables additional water production capacity in the well. The Hy -RIP process was successful yielding 450 gallon per minutes (gpm). In the summer of 2012, a chemical analysis of the raw water and an iron deposit from the column pipe of well #2 revealed the presence of Gallionella iron bacteria. This stalk like bacteria is not harmful but is aggressive causing the well screen and pump intake to become clogged, therefore limiting water production. Tests completed after the treatment showed reduced levels of the iron bacteria, but not eliminated. In March of 2014, the motor failed and needed replacement. Consequently, the pump was replaced as well. Since the last well rehabilitation, the gpm has steadily decreased, from 450gpm to 260gpm, a 44% decrease in pump capacity. The most likely cause being the iron bacteria. Staff recommends chemically treating the well for the Gallionella iron bacteria to increase water production. Well #8 is one of two wells that provide raw water to Water Treatment Plant #3 located on Crystal Lake Road. In 2007, the well was rehabilitated using the Hy -Rip process and new pumping equipment installed. Consequently, in May of 2008 a power surge rE caused a motor failure. Motor was replaced and electrical test showed infinity at 1000V.Tests on February 25, 2010 of electrical readings indicated 0-1 meg at 1000V. This would indicate a close to grounded motor. Well#8 has shown a significant decrease in pumping capacity. In 2008 the well produced 275gpm and as of November 2015 the well was pumping 160 gpm which is a decrease of 42%. This may be attributed to pump and motor wear, as the water level in the well appears to support a higher yield. 95 WATER CIP: Project: Funding Request: Water Meter Replacement FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $100,000 $100,000 $100,000 $100,000 $400,000 In December 2001, the City began installing Badger Meter "Trace" transponders, which had a 10 year battery life expectancy, and allowed the meters to be read via radio technology (drive -by). In 2006 Badger Meter discontinued "Trace" and produced "Orion" which is still a "drive -by" technology, but with a greater battery life expectancy of 20 years. Funding of an aggressive meter replacement program began in budget year 12/13. McHenry optioned for special pricing offered through Badger Meter and purchased an additional 1,000 Orion transponders in FYI 3/14, which is anticipated to save $50,000 over the length of the program. Originally 3875 units needed to be replaced. There are approximately 1,380 Orion units currently in stock and approximately 3,100 "Trace" units remaining in circulation. Due to billing software upgrades the replacement of Trace transponders was minimal until July 2015. Trace units have reached and are surpassing their battery life expectancy. In January 2014 the USEPA amended the Safe Drinking Water Act (No Lead Law) as it relates to lead in manufactured brass products. It has an effect made the rebuilding of the meter bases not feasible until the old bases containing higher amounts of lead are changed out. Along with transponder change outs, it will be necessary to replace the meter bases when required. It is Staff's recommendation to resume funding in FYI 7/180 Project: Funding Request: Water Division Motor Pool FY76/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $45,000 $35,000 $35,000 $30,000 $145,000 The purpose of this project request is for the replacement of Water Division motor pool vehicles. Vehicles proposed for replacement throughout the 5-year CIP planning period are as follows: FYl 6/17 -None FYl 7/18 - 2002 Chevy C2500 Duramax w/Utility Box and Lift Gate FY18/19 - 2009 Dodge Durango FY19/20 - 2010 Chrysler/Dodge Caravan (Operator Vehicle FY20/21 - 2011 Ford Transit Connect (Meter Van) Project: Funding Request: SCADA Server Upgrade FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 I Total -0- $15,000 -0- -0- -0- 1 $15,000 In 2003 the City upgraded the Water Systems Supervisory controls. The new technology is called Supervisory Control And Data Acquisition (SCADA). The SCADA system is responsible for multiple events, including turning water treatment plants on and off, alarms related to failures, security, tower levels, etc.... In short it is the brains of the operation. In 2009 the City upgraded the SCADA Server, at a cost of $12,000. The server is responsible for "viewing" the current state of operation, storing the daily data from the system, alarm call outs, etc... It is recommended that the server be upgraded around 5 years old. The server is over 5 years old and a planned upgrade is needed. This would help prevent a major loss of control should the server "crash". A proposal will be needed for upgrade in FY17/18 is estimated at $15,000. Project: Funding Request: Well #8 Raw Water Line Rehabilitation FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 $220,000 1 -0- I -0- I -0- 1 $220,000 Well #8 is one of two wells that supply raw water to Water Treatment Plant #3. WTP#3 is located at Crystal Lake Road and Malibu Court. The well, however is located approximately 2 blocks away in the Malibu "Tot Lot". The well was drilled and raw water piping installed to WTP#3 in 1985. Over the past decade the raw water line has experienced several leaks. A galvanized nipple and a galvanized plug have been replaced on the pitless adaptor at the well. The raw water line has experienced pinhole leaks on most of the cast iron fittings connecting the sections. In an effort to understand why this was continuing to happen, an electrician was brought in as well as a representative from the Ductile Iron Pipe Research Association, or DIPRA. No conclusive cause could be given for the unusual amount of leaks. A new technology to rehabilitate a watermain is pipe lining. The process involves a fibrous liner to be pulled through the pipe and with hot water expanded to conform to the "host" pipe. The material must be a NSF approved and become structural in order to withstand system pressures. Estimates for pipe lining are $220,000 and $300,000 for traditional open cut 97 method. This is very similar to sanitary sewer "slip lining" which has been used in City projects previously with great success. Project: Funding Request: Utility Master Plan Update FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $50,000 -0- -0- -0- $50,000 A comprehensive Master Utility Plan for Water, Wastewater, and Storm Water was completed in 1966, 1989 and updated in 1994. In 2007 a Water/Sewer Model Report was completed. This report considered existing distribution and collection system needs coupled with future development, within the Facility Planning Area (FPA) boundary. The need to bring all the information together in one updated Master Utility Plan would serve to prioritize future projects and objectives in current and future time tables. Project: Funding Request: Well #14 (Liberty Trails) &Raw Water Line to Plant #6 FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- I -0- I -0- 1 $65,000 1 $885,000 1 $950,000 The City conducted a test well program in the fall of 1997, concluded in the spring of 1998. One site was determined to have the possibility to produce 455 gpm. The site at that time was known as the Diedrich Property, now known as the Liberty Trails Subdivision. Depending on the construction of WTP #6, a raw water line would need to be installed from Liberty Trails to the treatment plant site located in Adams Commercial Center, Water Tower #3, and Well # 11 sites. This project will need to be revisited for its true cost and feasibility. Project: Funding Request: Water Treatment Plant #6 Development (Adams Industrial Park) FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 I Total -0- -0- -0- $25,000 $2,700,000 1 $2,725,000 On February 18, 2002 the City Council approved an Engineering Services Agreement with Baxter & Woodman to design Water Treatment Plant #6. This treatment facility would treat a total of 1000 gpm, supplied from two 500 gpm shallow wells, Well # 11 located at the Water Tower #3 site, and a future well. The need for the expansion was documented in a 1994 Update to the Utility Master plan. Subsequently in a letter from the City to Baxter & Woodman dated May 4, 2005, the City terminated the agreement with Baxter & Woodman. The reason for terminating the agreement was that the water system demonstrated a greater demand on the west side of the City, as that was the area of greatest development. WTP #6 was never "completely" finished with the design phase. For this reason, funds outlined in FY17/18 are to be used to complete the design. Some questions remain and will need to be addressed for the design to be completed. Project: Funding Request: Water Treatment Plant #5 Development FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 .0- 1 -0- I -0- 1 $4,100,000 1 $4,100,000 On September 6, 2006 the City Council approved an engineering services agreement with Smith Engineering Consultants. SEC's agreement was to provide construction documents consisting of plans and specifications for the construction of a new water treatment facility for Well # 12 and Well # 13, approximately 1,400 lineal feet of new finished water piping from the new facility to Farmstead Drive, and selection of submersible -type well pump and controls for Well # 13. The new facility will be designed to remove barium and radium from the raw water of Well # 13 and iron from the raw water of Well #12. The new treatment facility will utilize ion exchange to treat/remove the barium and radium from the 1,200 gpm from Well # 13 and aeration/filtration to treat/remove iron from the 500gpm from Well # 12. The new treatment facility will be housed in a new building that will architecturally resemble the fire house that was constructed to the east and include backwash retention, brine storage, chemical treatment systems, clear well, high service pumpage, 1 /2 bathroom, basic laboratory, dehumidifier, generator, transfer switch, instrumentation, controls and necessary apparatus. Due to the economic downturn, the Capital Development Fund cannot support the construction of WTP #5 at the present time. Expansion of the City's water system, as in the past, will be driven by current and future development. -10 Project Narr Project: Water Tower Maintenance &Repair Funding Request: FY21/22 FY22/23 FY23/24 FY24/25 FY25/26 Total -O- -0. $300,000 -0- -0- $300,000 Water Towers #1, #2, #4 were comprehensively inspected on August 2014. The inspections included Remote Operated Vehicles (ROV) in the "wet" interior; videos of the inspections are on file. A 20 year life expectancy for tower coatings is an industry standard. Tower #1 was built in 1960 and records suggest cleaning and repainting around 1978. That being said the tower was sandblasted and completely repainted in 2002. The August 2014 inspection revealed the coatings to be in good condition at the 12 year point. A subsequent inspection in FYl 9/20 should be completed to better assess the coating conditions and time line for repainting. The 20 year standard would be reached in FY22/23, reflected above. Should all the recommendations be followed, estimates for the project in 2014 dollars are $273,000. Tower #4 was built in 2006. In 2013 the exterior need to be "touched up" due to spots of delaminating top coat. This most likely will continue in future years leading up to the repainting process. The inspection report from August 2014 concluded the following, the overall exterior condition was good, with continued de -laminating of the top coat. The dry interior above the first floor deck was in fair condition, with signs of rusting. The wet interior was in good condition. A follow up inspection in 5 years is recommended to access and plan for future repairs. The premature coating failures could lead to the tank needing repainting earlier than 2026. Tower #2 was constructed in 1985; a complete repainting was completed in 2008. The inspection completed in 2014 concluded that the tank was in good condition overall. Schedule another inspection in approximately 5 years. Project: Funding Request: Water Treatment Plant 93 Rehabilitation FY21/22 FY22/23 FY23/24 FY24/25 FY25/26 I Total -0- .0. -0- -0- $2,500,000 1 $2,500,000 Water Treatment Plant #3 was constructed in 1986. It treats raw water from Well #7& Well #8. The filter media was replaced in 2000. A major overhaul of the filter is anticipated within the next 10 years. The treatment facility should be evaluated to aid in the decision to overhaul or replace the filter. The City has rehabbed two treatment facilities; Plant #1 in 2005 and Plant #2 in 2012. Both plants currently utilize "gravity" filtration. This form of filtration has proven to increase filter runs times and water quality. Looking forward, an in depth assessment will be need to determine the course of action. 101 Proposed Projects GENERAL CORPORATE FUND CIP 5-YEAR SUMMARY 5-Year Fund Title FYI 6/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total Water System $103,000 $480,000 $175,000 $255,000 $7,795,000 $8,808,000 Improvements Sewer System $2,600,000 $320,000 $2,130,000 $350,000 $15,000 $5,415,000 Improvements Utility Maintenance $290,000 $1,313,000 $345,000 $345,000 $560,000 $2,853,000 Projects Total Water & Sewer Utility $2,993,000 $2,113,000 $2,650,000 $950,000 $8,3701000 $17,076,000 Fund CIP 102 Project: Priority Ranking: Funding Request& WWTP Consolidation -Force Main Extension A FY16/11 FY17/18 FY18/19 FY19/20 FY20/21 I Total $2,300,000 -0- -0- -0- -0- 1 $2,300,000 Funding Source(s); FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General-0- Fund Water Sewer $2,300,000 -0- -0- -0- -0- $2,300,000 Revenues This project is the construction/ installation of the remainder of the force main connecting the new Central Wastewater Treatment Plant (CWWTP) pumping station and the South Wastewater Treatment Plant (SWWTP). In 2011, during the first phase of the treatment plant consolidation project the CWWTP and the SWWTP were connected by 2 force mains. One is a 16" pipeline that currently carries raw waste water from the CWWTP to the SWWTP for treatment and the other is a 6" pipeline that carries the waste sludge from the CWWTP to the SWWTP to be de -watered and disposed of. Also installed at that time was part of the 24" force main that will carry the majority of the CWWTP flow to the SWWTP once the project is complete. This project will be completing that force main. The design engineering and construction observation costs for this project have been included in the Professional Services Agreement's covering the design engineering and construction observation of the CWWTP and SWWTP consolidation. As the project moved to the construction phase the force main was bid out as a separate project due to the specialize skills needed for this size and type of project. The bid letting was on June 2nd, 2015, with bid opening on July 24th, 2015. One bid was received from R. A. Mancini in an amount of $5,126,630. The engineer EOPC for this project was $1,440,000. On August 17th, 2015 City Council passed a motion to reject that bid. H.R. Green is looking to see if any engineering changes can be made. The project was rebid in early 2016 and, as of the time of the development of this narrative, the new EOPC is $2,300,000. To fund this project it is recommended that surplus in the Water/Sewer Fund be utilized. The current surplus is $2,767,000 so sufficient funds exist for this project. Should the project come in at an amount more than this, General Fund fund balance will be required to complete the project. 103 Project: Priority Ranking: Funding Request: Sewer Division Motor Pool - Replacement A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $300,000 $290,000 $130,000 $150,000 $15,000 $885,000 Funding Source(s)0 FY16/17 FY17/18 F118/19 FY19/20 FY20/21 Total General-0- Fund Water Sewer $300,000 $290,000 $130,000 $150,000 $15,000 $885,000 Revenue The purpose of this project request is for the replacement of Sewer Division motor pool vehicles. Proposed for FYI 6/17 is the replacement of dump truck #634 with a hook lift/roll off truck and 3 containers. Due to the CWWTP/SWWTP consolidation project there will be a change in the sludge dewatering process that will require the use of a hook lift/ roll off truck and the containers. Vehicles proposed for replacement throughout the remainder of the 5-year CIP planning period are as follows. FY 17/18 -Replace dump truck #636 with a hook lift/roll off truck with containers FY 18/19 - Pickup Truck #623 & #625 & #617 FY 19/20 - Replace dump truck #633 with a 10 wheel dump truck FY 20/21 - Replace #622 John Deere Gator IP: Future Years P Project: Funding Request: Automation of Lift Station Generators FY16/17 I FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 $30,000 -0- -0- -0- $30,000 Fifteen (15) of the City's nineteen (19) lift stations have emergency power generators. Central Wastewater Treatment Plant (CWWTP) and South Wastewater Treatment Plant (SWWTP) also have emergency power generators. These generators are run, or exercised once a month. Currently a Wastewater Division employee spends approximately 2.5 days a month starting, transferring power and then shutting down the generators. By adding components to the generator and lift station control panels would allow the generators to start and run on an automatic program. Automating the generators will enable a wastewater employee to spend 2.5 days a month on other important projects. Project: Funding Request: WWTP Consolidation -CWWTP Demolition FYIb/17 FY77/18 FY78/19 FY19/20 FY20/21 Total .0- 1 -0- I -0- 1 $2,000,000 1 -0- 1 $2,000,000 The purpose of this project is the demolition of the CWWTP. Per IEPA regulations the CWWTP cannot be demolished until 1 year after the new treatment plant is finished and running in compliance. However, please note, there is no required timeline by which the facility must be demolished and it is hoped that this could coincide with private redevelopment of the site. Once demolition begins, all buildings will have to be removed. All in -ground and above ground concrete tanks will need to be removed and filled in. In addition, all old piping, air lines and electrical lines will need to be removed. The Engineer's Opinion of Probable Cost of this project is $1.5 to $2 million. On March 3rd, 2014 City Council approved a Professional Services Agreement with H.R. Green in an amount of $1,325,188. Of that amount $20,000 has been earmarked for CWWTP demolition engineering. 105 Project: Lift Station Generators Funding Request: FY16/17 FYI 7/18 FY18/19 FYI 9/20 FY20/21 Total .0. -0- -0- $200,000 -0- $200,000 The purpose of this project is to install a permanent emergency back-up power generator at the Broadway Ave Lift Station and the South Riverside Dr. so they can continue to operate seamlessly in a power outage. The generators would be natural gas powered units and sized to sufficiently handle the electrical load. Currently the only source of electricity for these lift stations during a power outage are portable generators. When a power outage occurs an operator must be called in to access the situation and tow a generator to the lift station and hook it up. Often during a power outage there are multiple lift stations and possibly treatment plants that are without power. It could potentially take the operator an extended amount of time to get the power resupplied to these two lift stations. By installing permanent generators at these two lift stations the City can be assured that the residents are much less likely to experience a sanitary sewer back-up in their home. 106 Project: Funding Request: f Narratives Update aeration at mixing on oxidation ditches at SWWTP FY21/22 FY22/23 I FY23/24 FY24/25 FY7.5/zk.J. Total -0- $750,000 1 -0- -0- -0- 1 $750,000 This project will update the aeration and mixing systems on the oxidation ditches at the SWWTP. Currently the method of aerating and mixing the oxidation ditches is with large inefficient mechanical mixers. There is little or no control on this set up. The project would consist of installing blowers and fine bubble diffusers, similar to what is currently used in the digesters, and submersible mixers. These two components will allow for more accurate control over the treatment process. This in turn will help the plant to run efficiently and in a cost effective manner. Project: Funding Request: Rebuild clarifier gearbox and manifold seals Clarifier #3 & #4 @ SWWTP FY21/22 FY22/23 FY23/24 FY24/25 FY25/26 Total -0- I -0- 1 $20,000 1 -0- I -0- 1 $20,000 The scope of this project includes rebuilding the intermediate drive gearboxes and replacing the manifold seals on clarifiers # 3 & #4. This requires draining each clarer and keeping it empty for the week the work is being done. Each clarifier should take 3 - 5 days. These are normal wear items and this work needs to be done periodically. The benefit to doing this in a planned manner instead of waiting until they break is that we are able to schedule the work when it is most convenient for us. This in turn aids in the operation of the treatment plant as well. Project: Funding Request: Replace / Upgrade Back-up GBT (Gravity Belt Thickener) FY21/22 FY22/23 FY23/24 FY24/25 FY25/26 Total -0- $285,000 -0- -0- -0- $285,000 The purpose of this project is to replace and upgrade the smaller back-up gravity belt thickener (GBT). This piece of equipment was purchased new in 1998. The GBT begins the sludge de -watering process. It is used to thicken up the sludge before it is finally pressed and dried. The project would consist of replacing the current GBT with a larger model. Upgrading this piece of equipment would mean the plant could continue to de -water sludge at an acceptable rate even if the main GBT was down for maintenance or repair. Currently we would need to operate in shifts or work overtime to keep up with normal production. Sewer UTHITY Fund: 5-Year Summary Proposed Projects GENERAL CORPORATE FUND CIPi 5-YEAR SUMMARY 5-Year Fund Title FY16/17 FY17/18 FY18/19 FYI9/20 FY20/21 Total Water System $103,000 $480,000 $175,000 $255,000 $7,795,000 $8,808,000 Improvements Sewer System $2,600,000 $320,000 $2,130,000 $350,000 $15,000 $5,415,000 Improvements Utility Maintenance $290,000 $1,313,000 $345,000 $345,000 $560,000 $2,8531000 Projects Total Water & Sewer Utility $2,993,000 ; $2,113,000 $2,650,000 $950,000 $8,370,000 $17,076000 ' Fund C1P UTILITY CIP: Project Narratives Project: Oakwood Drive Sanitary Sewer Main Rehabilitation Priority Ranking: A Funding Request: FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $30,000 -0- -0- -0- -0- $30,000 Funding Source(s): FYIb/17 FY17/18 FY18/19 FY19/20 FY20/21 Total General-0- Fund Water Sewer $30,000 -0- -0- -0- -0- $30,000 Revenues During routine cleaning and televising of the sanitary sewer main near 101 1 Oakwood Drive (south of Chesterfield Drive) it was discovered that approximately 201 linear feet of sanitary sewer main have cracks and separation that causes system infiltration. Also, a sinkhole is forming on the road surface. Installation of a cured in place liner in the sanitary sewer main is an efficient way to perform the repairs. This is in response to Public Works on -going effort and responsibility to maintain its sanitary sewer system and reduce system failures. In 2012, this process was successfully used for the repair of 822 linear feet of sanitary sewer main Golfview Avenue, Project: Priority Ranking: Funding Request: Sanitary Sewer Main Rehab Program A FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $110,000 $110,000 $110,000 $110,000 $110,000 $550,000 Over half of the water flow entering the treatment plants, or approximately 1,000,000 gallons per day, is groundwater and does not need to be treated. This groundwater enters the sanitary sewer system through cracks, breaks and loose joints in the sewer mains. During a severe rain event, over 2,000,000 gallons of ground water per day could potentially enter the sanitary sewer system. This amount of groundwater entering the treatment plants on a daily basis severely restricts the capacity and performance of the treatment plants. By eliminating as much of this infiltration as possible the city can li><i7 greatly increase the capacity and effectiveness of the treatment plants. The infiltration and inflow is reduced or stopped by inserting a new lining in the existing sewer main and thereby stopping the flow of groundwater into the sewer main. This type of repair was done in October 2012 on a section of the sewer main that runs down Golfview Ave. The result of this continuous rehab program is that the treatment plant would perform better and have reduced operating costs. Project: Funding Request: Water Main Replacement Program FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 $100,000 1 $100,000 1 $100,000 1 $100,000 1 $500,000 Currently there is no official water main replacement program. In 1996 the City replaced a limited amount of water main in the Millstream Subdivision due to the high frequency of water main breaks and disruptions of service that local residents were experiencing. In 2007 the City Council approved an engineering service agreement with Smith Engineering Consulting (SEC Group) to create a water system model evaluating the overall performance of the system. In this report, areas of town were identified with "undersized" water mains, creating issues like "bottle necks" where water hydraulically reaches maximum flow rates. This can pose issues for future development, fire protection, water quality, etc. Staff is attempting to institute a water main replacement program for aging infrastructure, proactive replacement for future needs, and to address water quality issues. Project: Priority Ranking: Funding Request: Sanitary Sewer Manhole Rehab Program A FYI 6/17 FY17/18 FY18/19 FY19/20 FY20/21 Total 50,000 $50,000 $50,000 $50,000 $50,000 $250,000 Currently there is no official sanitary sewer manhole rehabilitation program. During rain events and areas where the water table is high, rain and groundwater can enter the sanitary collection system through deficiencies in aging structures. This inflow and infiltration will increase the volume of sewage that will need to be treated. Eliminating open manhole covers with new sealed frame and cover will reduce inflow from rain water runoff. There are different spray type liners than can seal and improve the integrity of the structure. By reducing or stopping inflow and infiltration you improve the operation of pumps at lift stations and the wastewater treatment plants. 112 J I ILI I T CIP: Project: Funding Request: Project Narrativ Pearl Street/Lincoln Road Sanitary Sewer Stub Extension FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $525,000 -0- -0- -0- $525,000 Included in the contract bid plans for the Pearl Street/Lincoln Road Improvements are the extension of approximately thirty-five sanitary sewer stubs from the sanitary sewer main under the Lincoln Road pavement to the homeowner's property line. City staff and the City Attorney are investigating option to recapture the cost of the sanitary sewer stub installations through future annexation agreements, adoption of requiring payment upon connection or creation of a special service area assessment (SSA). The contract documents will be prepared to meet a 2017 letting. Project: Funding Request: Barreville Road Water Main Extension FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 $308,000 1 -0- I -0- I -0- I $308,000 In June 2008 the IEPA issued a permit for construction of approximately 1300 feet of water main along the west side of Barreville Road extending from Charles Miller Road to the Pebble Creek Subdivision. This project would "loop" the respective area described above, providing improved water quality, fire protection, and added system redundancy. The installation of sidewalks along Barreville Road is included in this project. The down turn in the housing market has impacted the Capital Development Fees collected, and as a result, the project has been delayed until funding becomes available. 113 Project: Funding Request Utility Division Motor Pool FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $220,000 $85,000 $85,000 -0- $390,000 The purpose of this project request is for the replacement of Utility Division motor pool vehicles. Vehicles proposed for replacement throughout the 5-year CIP planning period are as follows: FYIb/17-None FY17/18 - 2008 Ford F350 2wd Utility Truck (1 ton with lift gate),2006 Ford F250 4X4 w/Plow, 2005 Case 590 Super M tractor, 1994 Air Compressor FY18/19 - 2006 Wells Cargo Trailer (Water Main Break Trailer) FYl 9/20 - 2007 Mini Excavator, 2007 Mac -Lander Flatbed Trailer Project: Funding Request: Eastside Water Main Extension (North Leg) FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- I -0- I -0- I -0- 1 $300,000 1$300,000 In January 2007 the IEPA released a "Fact Sheet" which detailed sampling of the monitoring wells located at 3004 W. Route 120. The results indicated significant levels of chemical solvents in the ground water. There are multiple regulatory agencies involved, such as; IEPA, USEPA, Illinois Department of Health, and McHenry County Department of Health. Further testing concluded that private wells in a defined area were affected by this contamination. The IEPA asked the City to prepare to extend the public water supply to affected areas. Some of the affected areas - primarily north of Rt. 120- are in unincorporated McHenry County. Due to the public health risk, installation of a public water supply is necessary to provide safe and clean water to the affected properties. There are two designed and permitted phases for construction, i.e. "North and South legs." As of November 2013, the owner of the property on the southeast corner of Route 120 and River Road also installed approximately 300 ft of the "North Leg". This section includes the boring under Rt. 120. This is a "shovel ready" project once funding has been secured. Consequently, the projected cost has been reduced, bringing the estimated cost of construction to complete the North leg to $300,000, WATER & SEWER UTILITY FUND: Project Funding Source FYI 6/17 I Proposed FY16/17 Recommended Water Water Treatment Plant #4 Maintenance WSF $58,000 $58,000 Well Inspection/Maintenance & Repair WSF $45,000 $45,000 Water Total $103,000 $103,000 Sewer WWTP Consolidation - Force Main Extension WSF $2,300,000 $2,300,000 Sewer Division Motor Pool WSF $300,000 $300,000 Sewer Total $2,600,000 $2,600,000 Utility Oakwood Drive Sanitary Sewer Main Rehabilitation WSF $30,000 $30,000 Sanitary Sewer Main Rehab Program WSF $110,000 $110,000 Water Main Replacement Program WSF $100,000 $100,000 Sanitary Sewer Manhole Rehab Program WSF $50,000 $50,000 Utility Totals $290,000 $290,000 Water & Sewer Utility Fund CIP Totals $2,993,000 $2,9931000 115 CHAPTER SIX TAX INCREMENT FINANCE FUND CAPITAL IMPROVEMENT PROGRAM HEART OF THnF0X :RIV:FmnFt CITY OF MCHENRY ANNUAL 0-YEAR CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2016/2017 THROUGH FISCAL YEAR 2020/2021 INCREMENT FINANCE FUND ar. By action of the City Council, the City of McHenry Downtown Tax Increment Finance (TIF) District was established in 2002. Tax Increment Financing (TIF) is an economic development tool that was provided by state lawmakers more than 25 years ago to assist local governments in attracting private development and new businesses to their respective communities. TIF helps public and private investors overcome extraordinary costs that often prevent development and private investment from occurring on environmentally sensitive and other properties that are at risk of remaining underutilized/underdeveloped for an extended period of time. As a result of this investment, the TIF area is improved and property values increase. Without TIF benefits, a deteriorating area is less likely to improve. Investors do not invest capital into decaying areas and most local governments cannot afford the needed costly improvements without raising taxes. When considering an area for TIF designation, municipal officials must ask the question "Will the some kind of private investment occur here without an incentive?" In other words, "but for" the establishment of a TIF as a mechanism for providing financial incentives for private investment, would redevelopment occur that is desired by the community? Once a TIF is established, private investors and local governments are able to undertake redevelopment projects by utilizing the increase in property tax revenues, or tax increment, as a funding source for TIF improvements over a period not to exceed 23 years. The tax increment is the difference between the amount of property tax revenue generated before TIF district designation and the amount of property tax revenue generated after TIF designation. Establishment of a TIF does not reduce property tax revenues available to the overlapping taxing bodies because property tax revenues collected on properties included in the TIF at the time of its designation continue to be distributed to taxing districts in the same manner as if the TIF did not exist. Only property taxes generated by the incremental increase in the value of these properties after that time are available for use by the TIF. On April 15, 2002 the City Council established the City of McHenry TIF District. The TIF District encompasses the area between John Street on the south and the Fox River on the east, Third Street on the west and Pearl and Broad Street on the north. The primary intent of creating the TIF District was to revitalize the downtown with a primary focus of generating funds to construct the proposed Riverwalk. Much work has been completed to date in the TIF District and as a result the City is now positioned to encourage downtown revitalization. 116 The first development within the TIF District, Riverwalk Place Townhomes was formally approved by the City Council on April 14, 2003. The project consists of twenty (20) luxury townhome units with two bedrooms (third bedroom option), 2.5 bathrooms and two -car garages with an exterior of brick and siding. The 1.69-acre site is located on the north side of Waukegan Road, south of Boone Lagoon and east of Green Street. Construction of the development has transformed a vacant parking lot into a quality development that serves as an example for future developments in the TIF District. TIF assistance has also made it possible for the city to fund boat piers and public utility improvements at the site. Another project that came to fruition through the assistance of the TIF District has been the redevelopment of the former Eby Brown Building. The building has been completely renovated and is the new home of Verlo Mattress as well as various other inline store frontage. In 2007/08, the second major project within the TIF District began to take form on a parcel on the site of the former medical arts property at 1110 N. Green Street. The site was purchased and prepared by the city of McHenry eventually including the site as a TIF incentive through an RFQ/RFP process. A redevelopment agreement was approved by city council on March 5, 2007 and work on the building commenced. This four story mixed use building contains 52,000 total square feet including 17,000 square feet of first floor retail space. The 45,000 square feet of residential space occupy floors two through four of the building with 27 total units. In all just over $2,000,000 in incentives were provided to the Riverwalk Place development with the first certificate of Occupancy issued in January of 2010. Finally in the fall of 2012, the City of McHenry entered into a contract to purchase the former site of the Dobyn's House, commonly referred to as Miller Point in the Riverwalk Plans, The 2.6 acres of land will potentially be the base for the next redevelopment project as well as the continuation of the Riverwalk project and its extension to the Fox River. In 2014 the City worked with the Riverwalk Foundation to coordinate the construction of the Riverwalk from Miller Point north to and under the Elm 3treet/120 bridge. This included work on behalf of the Riverwalk Foundation to secure private easements and collaboration with design and construction and included financing of the project. Also, the City funded the implementation of a new pier system so that boats could dock at Miller Point throughout the day to access business in the downtown areas. The hard work of many has come to fruition with construction of the Riverwalk beginning and the base of redevelopment projects set. It is the intent of the City of McHenry to continue to encourage additional development and 117 redevelopment according to the adopted Downtown Plan and to complete the construction additional phases of the Riverwalk. The following includes a narrative description of projects being proposed for funding during FYI6/17, then within the 5-year CIP planning period, followed by a list of projects being recommended for funding in FYI6/17 by staff. It is especially important to note that, based on the overall decline of property tax revenues since the establishment of the TIF, combined with the existing outstanding debt service from implemented projects, that it is unlikely that many of the projects being included in the 5-year CIP planning period can be implemented as proposed. However, it is still important to maintain and update the TIF CIP as a planning tool in the event that a significant project results in an increase in TIF revenues or if private contributions to the Riverwalk Foundation are able to facilitate the implementation of projects. Furthermore, any TIF projects which are approved for implementation and funded through the General Fund CIP will be tracked and eligible for reimbursement from TIF revenues if or when they become available. 118 TAX INCREMENT FINANCE: Prom Project: Riverwalk Improvements Priority Ranking: A Funding Request: ratlives FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 I Total $75,000 $475,000 $800,000 $700,000 $3,000,000 1 $5,050,000 Funding Source(s): FY16/17 FY77/18 FY18/19 FY19/20 FY20/21 Total TIF Fund -0- $475,000 $800,000 $700,000 $3,000,000 $4.975,000 General $75,000 -0- -0- -0- -0- $75,000 Fund The comprehensive project encompasses the complete build -out of the Riverwalk and all of the associated elements. While it is anticipated that actual funding for the improvements will come from a variety of sources (public, private, not -for -profit) it is important that this project be maintained in the CIP and identified as an important TIF project. TIF funds will be dedicated to Riverwalk Improvements as they are available on a year to year basis. Phasing will break the project into smaller manageable pieces. FY16/17 • In 2015 it was identified that a section of the sea wall, west of Green Street, is failing and is in need of repair/replacement. While the property adjacent to the creek and sea wall belongs to D15/Landmark School, after careful review by staff and, importantly, the McHenry County Recorder's Office, it was determined that the sea wall is the responsibility of the City of McHenry. As such, and based on the severe condition of the sea wall, this project has been identified as an "A" priority project for funding in FYI 6/17. FY17/18 • $150,000 -Historic bridge restoration and assembly • $225,000 - bridge abutments • $100,000 - brick paver pathway, concrete, lights and landscaping FY18/19 -Along the river between Route 120 and Pearl with pier replacement. FY19/20 -Pearl Street to Weber Park. FY20/21 -The full build -out of items the amphitheater adjacent to Landmark School. 119 Beyond FY20/21 - Build -out of amenities at Miller Point. Project: Street Lighting Priority Ranking: B Funding Request: FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total $20,000 $300,000 $45,000 -0- -0- $365,000 Funding Source(s): FY16/17 FY77/18 FY18/19 FY19/20 FY20/21 Total TIF Fund -0- $300,000 $45,000 -0- -0- $345,000 General $20,000 -0- -0- -0- -0- $20,000 Fund The current lighting along the section of Route 120, between Green Street and River Road, is failing, poorly spread out and no longer meets IDOT standards. The replacement of the aggregate poles with lighting that would match the lights in the 120/31 /Richmond Road corridor would provide continuity through the most heavily traveled sections of city. It would be the goal to once again pursue ITEP or other grant opportunities to aide in construction costs, however, this funding is usually only available for "shovel ready" projects. As such, design work for the street lighting is being proposed for FYI 6/17, to be followed by research and application for funding for the acquisition and replacement of this lighting in future years. FYl 6/17 -Design work for the implementation of the lighting. FY17/18 -Construction of new lighting FY18/19 - Replacement of streetscape lighting on Riverside Drive Funding in FY1All 7 is proposed from the General Fund, to be tracked for any potential reimbursement by the TIF Fund. 120 Project: Priority Ranking: Funding Requeste Downtown Kiosks C FY16/17 FYI 7/18 FY18/19 FY19/20 FY20/21 Totai $25,000 -0- -0- -0- -0- $25,000 Funding Source(s)0 FY16/17 F117/18 FY18/19 FY19/20 FY20/21 Total TIF Fund -0- -0- -0- -0- -0- -0- General $25,000 -0- -0- -0- -0- $25,000 Fund The current kiosks on each of the downtown streets are wooden and have been repaired and repainted repeatedly. They are outdated and do not match the current sign package for the downtown wayfinding. Installing new signage would be an opportunity to reinforce the city of McHenry brand, relay the history of each district and create a pedestrian friendly informational kiosk that could include business listings for each street. Like other projects proposed within the TIF Fund, there are currently not sufficient TIF Funds to implement this project. As such, it is proposed to be funded through the General Fund with potential reimbursement from the TIF. TAX INCREMEN Project: Funding Request: Future Pr( Downtown Parking Improvements FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- $20,000 $40,000 $40,000 $40,000 $100,000 All of the downtown parking lots are in extremely poor condition. Lot replacement would be phased as follows: Veteran's Park Parking Stalls* FY17/18 $20,000 Court Street FYI 8/19 $40,000 Main Street FYI 9/20 $40,000 *To be coordinated with the Pearl/Lincoln roadway project Project: Funding Request: Riverwalk Surveillance System FY16/17 FY17/18 FY18/19 FY19/20 FY20/21 Total -0- 1 $15,000 1 -0- I -0- I -0- 1 $15,000 The purpose of this project is to install a multiple camera system to monitor the Riverwalk to protect from vandalism (destruction of property and graffiti) and to provide a mechanism for potentially identifying and prosecuting vandals. 122 Project Funding Source FYI 6/17 Proposed FYI 6/17 Recommended Riverwalk Improvements GF $75,000 $75,000 Street LightingLighfing GF $20,000 $20,000 Downtown Kiosks GF $25,000 $25,000 Totals $120,000 $120,000 123