HomeMy WebLinkAboutMinutes - 03/21/2016 - City CouncilREGULAR MEETING
March 21, 2016
Mayor Low called the regularly scheduled March 21, 2016 meeting of the McHenry City Council to order
at 7:00 p.m. In attendance were the following Aldermen: Santi, Glab, Schaefer, Curry, Wimmer and
Peterson. Absent: Condon. Also in attendance: Deputy City Administrator Hobson, Director of Economic
Development Martin, Director of Community Development Polerecky, Director of Finance Lynch, Director
of Public Works Schmitt, Chief of Police Jones, Manager of Human Resources Campanella, City Engineer
Pieper, City Attorney McArdle and City Clerk Jones. Absent: City Administrator Morefield.
CITY OF MCHENRY MISSION STATEMENT
Mayor Low read aloud the Mission Statement of the City of McHenry.
PUBLIC INPUT SESSION
Mr. Craig Wilcox, 5908 Whiting Drive, addressed Council congratulating those that ran for elected
office and those that won office.
Mr. Wilcox acknowledged that the City of McHenry has been recognized as the second happiest
city to live in the State of Illinois. Mr. Wilcox encouraged Council to make an effort to reduce the property
tax levy on the residents of the City of McHenry in 2016, not only maintain a flat levy and continue to
support the growth of business in the City.
CONSENT AGENDA
A. Fiscal Year 2015/2016 Third Quarter Budget Report —For Informational Purposes Only;
B. 2016 City of McHenry Annual Zoning Map Update;
C. Mayor's execution of an Intergovernmental Agreement between the City of McHenry, City of Woodstock, City of
Harvard and McHenry Township Fire Protection District for Dispatch Center Operation;
D. Pay Application #1 to Williams Brothers Construction, in the amount of $1,412,938.85, for Wastewater Treatment Plant
Improvements;
E. City Council Meeting Minutes:
a. January 18, 2016;
b. February 1, 2016; and
c. February 15, 2016;
F. Committee of the Whole Minutes, February 22, 2016;
G. Payment of Bills in the amount of $13,594.16; and
H. Approval of List of Bills, in the amount of $581,221.01.
Alderman Santi requested that Item A on the Consent Agenda be voted on separately.
Alderman Schaefer noted scrivener errors on Page 6 on the minutes of the February 15, 2016
Council meeting, Alderman Glab voted nay and it is indicated that he voted both aye and nay, and Page 13
of the February 22, 2016 Committee of the Whole minutes indicates that Alderman Condon is absent,
while she was actually present. City Clerk Jones assured Council the errors would be corrected.
Motion by Santi, second by Wimmer, approving the Consent Agenda, Items B through H, as amended.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
Motion carried.
Regular Meeting
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March 21, 2016
Alderman Santi opined that he is pleased to see the Third Quarter Budget Report for Fiscal Year
2015/2016. He noted that it is informative without being overly detailed.
Motion by Sant!, second by Curry, approving Item A, Fiscal Year 2015/2016 Third Quarter Budget
Report — For informational Purposes Only.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
MOTION TO APPROVE A PROFESSIONAL SERVICES AGREEMENT (PSA) WITH FGM ARCHITECTS, IN THE
AMOUNT OF $115 000, FOR POLICE ADMINISTRATION AND COMMUNICATION CENTER CONTRUCTION
DESIGN SERVICES
Deputy City Administrator Hobson informed Council that the Professional Services Agreement
(PSA) with FGM Architects (FGM) is for the construction design services for the relocation of Police
Administration and expansion of the existing dispatch center. He noted that additional services proposed
by FGM is for the selection and procurement of furniture and for audio-visual consulting services related
to the expansion, with a total cost of $23,500 ($18,000 furniture and $5,500 audio/visual). Deputy City
Administrator Hobson noted the request indicates approval of a construction design PSA with FGM in the
amount of $115,000, which does not include the $23,500. Should Council chose to consider the additional
services the total scope of service would be $138,500. Deputy City Administrator Hobson informed
Council that Mr. Raymond Lee of FGM is present to answer any questions Council may have.
Deputy City Administrator Hobson provided Council with a summary of current dispatching
service and local dispatch centers. He stated that mandatory consolidation by July 2017 has forced
existing dispatch centers and dispatch center customers to evaluate dispatching needs of respective
communities in an effort to develop strategies for dispatch consolidation. Prior to the mandatory
consolidation the City of McHenry, six years ago, conducted an evaluation of dispatch services, including
potential outsourcing. The City of McHenry chose the path of maintaining and expanding its existing
dispatch center. The decision resulted in the development of dispatch service agreement with a number
of other jurisdictions.
Deputy City Administrator Hobson informed Council that the expansion of the dispatch center is
critical in the consolidation process because the City of McHenry has been identified as one of the three
remaining designated dispatch centers in McHenry County. The endorsement came through a formal
process and vote by the McHenry County Emergency Telephone Service Board (ETSB). The facility must be
sized appropriately to add new customers in the future. Through the addition of new customers, the
enactment of the Partnership Intergovernmental Agreement with additional municipalities, ongoing grant
opportunities specifically for dispatch expansion, and the utilization of Police seizure funds, the cost of the
expansion of the dispatch center can be reduced or recovered as the City of McHenry moves from its
current three (3) dispatch stations to what will ultimately house nine (9) potential active dispatch desks
with a civilian supervisor.
Deputy City Administrator Hobson outlined the expansion details and the necessity of the
relocation of the Police Administrator staff to the recently vacated Parks and Recreation Department on
the second floor. He noted that the relocation would provide not only a user friendly and customer
friendly space, but provide much needed space on the first floor for five sergeants that are currently
sharing a single constrained space.
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March 21, 2016
Deputy City Administrator stated that FGM has been an excellent partner with the City of
McHenry. He informed Council that the proposal outlines all encompassing services for the development
of the Police 911 Center and Administrative Spaces, including the design phase, construction document
phase, and bidding, negotiation and construction administration. The total cost for the design services is a
lump sum fee of $115,000. In addition to the base fee, should Council approve FGM's assistance in the
selection and procurement of furniture for the space there is a not to exceed amount of $18,000.
Additionally, in a similar arrangement to the furniture design and procurement, FGM has offered the
option of audio visual consulting on the project for a lump sum fee of $5,500, Deputy City Administrator
Hobson informed Council that the total cost for the development of the Police Department Center and
Administrative Spaces, including furniture, is estimated between $893,000 and $997,000. A complete
breakdown of the total estimated cost is provided to Council.
Chief of Police Jones recognized members of the Police Department Command Staff in
attendance. Chief Jones acknowledged Commander King's contribution in writing grant material related
to the Police 911 Center and Administrative Spaces. Chief Jones informed Council that a lot of surrounding
communities have already expressed an interest in joining the City of McHenry's expanded dispatch
center.
Alderman Wimmer opined that putting the entire package together appears to be the way to go
rather than piecing out the project.
Responding to an inquiry from Alderman Santi regarding previous centers of this type and size
that FGM has worked on, Mr. Lee stated that FGM has worked on approximately thirty (30) projects of
the type, some have been smaller centers and others have been significantly larger.
Alderman Glab opined that 15% for engineering fees seems high. Alderman Schaefer stated he is
pleased with the proposal.
Responding to Alderman Curry's inquiry regarding the services included in the $18,000 proposal,
Mr. Lee informed Council that FGM will assist, as an impartial party not affiliated with any particular
vendor, in the selection of furniture dealing with vendors in order that the City of McHenry will obtain the
best opportunities available.
Mayor Low acknowledged the importance of the project to the City of McHenry stating she
appreciates all the effort expended in bringing the project to fruition. Mayor Low recognized the
commitment and passion of Chief of Police Jones, Deputy Chief Birk, Commander King and the great
leadership team of the McHenry Police Department. Mayor Low thanked Mr. Lee and the staff of FGM for
their partnership with the City of McHenry.
Motion by Wimmer, second by Schaefer, approving the Professional Services Agreement with
FGM Architects, in the amount of $115,000, for the design and construction development of the Police
Department 911 Center and Administrative spaces, together with the selection and procurement of
furniture ($18,000) and for audio-visual consulting services ($5,500) related to the expansion with a total
cost of $23,500, for a total of $138,500.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
Regular Meeting
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March 21, 2016
MAYOR'S STATEMENT AND REPORT
Mayor Low read the Proclamation aloud proclaiming April 29 2016 as Arbor Day and the City of
McHenry as a Tree City USA.
COMMITTEE REPORTS
Chairman Alderman Schaefer informed Council the Chairman's Report for the meeting of the
Public Works Committee held earlier this evening would be available shortly.
Chairman Alderman Wimmer informed Council that a meeting of the Finance and Personnel
Committee is scheduled on Wednesday, March 23, 2016 at 530 pm.
STAFF REPORTS
There were no Staff Reports.
FUTURE AGENDA ITEMS
There were no Future Agenda Items.
EXECUTIVE SESSION
Motion by Wimmer, second by Curry, to adjourn to Executive Session, pursuant to 5 ILCS
120/7(c)(11), to discuss Employment Matters at 7:33 pm.
Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
Motion carried.
Motion by Peterson, second by Wimmer, to return to Open Session at 8:09 pm.
Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
Motion carried.
Council returned to Open Session at 8:09 pm.
ADJOURNMENT
Motion by Peterson, seconded by Curry, to adjourn the meeting at 8:09 pm.
Voting Ave: Santi, Glab, Schaefer, Curry, Wimmer, Peterson.
Voting Nay: None.
Absent: Condon.
Motion carried.
The meeting was adjourned at 8:09 pm.
Maa/or
Gty Clerk