HomeMy WebLinkAboutMinutes - 05/16/2016 - City CouncilREGULAR MEETING
May 16, 2016
Mayor Low called the regularly scheduled 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 Community
Development Polerecky, Director of Finance Lynch, Director of Public Works Schmitt, Chief of
Police Jones, City Attorney McArdle, City Engineer Pieper and City Clerk Jones. Absent: None.
PRESENTATION OF PROCLAMATION TO THE MCHENRY GARDEN CLUB RECOGNIZING
NATIONAL GARDEN WEEK, DUNE 5 THROUGH 1UNE 11, 2016, IN THE CITY OF MCHENRY
Mayor Low read the Proclamation aloud to Council. Mayor Low stated that she was
appreciative of the efforts of the members of the McHenry Garden Club in beautification of the
City. Mayor Low invited those members of the McHenry Garden Club in attendance to the front
of the room to accept the Proclamation.
CITY OF MCHENRY MISSION STATEMENT
Mayor Low read aloud the Mission Statement of the City of McHenry.
PUBLIC INPUT SESSION
Mr. Craig Wilcox, 5809 Whiting Drive, McHenry, informed Council the Marine Recruiting
Center, currently located in McHenry is closing. The central location for Marine recruitment
located on Randall Road in Lake in the Hills will remain open.
CONSENT AGENDA
A. Three year agreement with Eder, Casella & Co. for Municipal Auditing Services for a total cost of $114,400;
Be Renewal of Northeastern Illinois Regional Crime Lab Membership for $35,985 and Intergovernmental Maintenance
Agreement, in the amount of $3,000, for a total cost of $38,985;
C. Change Order No 1, for a credit in the amount of $4,241, and authorization for final payment to Stuckey Construction
Co., in the amount of $97,759, for Municipal Center Phase I Improvements;
D. Waiver of bid requirements and accept proposal from sole provider Corrective Asphalt Materials, in the amount of
$14,760, for the 2016 Pavement Maintenance Program;
E. Approval of agreement with Compass Minerals America., Inc., for the purchase of road salt, for an amount not to
exceed $91,515;
F. Parks Special Use, Beer/Wine & Community Room Liquor Permits;
G. March 21, 2016 City Council meeting minutes;
H. May 2, 2016 City Council meeting minutes; and
I. Approval of Payment of Bills, in the amount of $3,584,215.03.
Alderman Curry requested the Items A and E the Consent Agenda be pulled for further
discussion and voted on separately.
Motion by Curry, second by Santi, approving the Consent Agenda, Items B through D,
and F through I, as amended.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
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Voting Nay: None.
Absent: None.
Motion carried.
Responding to Alderman Curry's inquiry regarding Item B, membership in the
Northeastern Illinois Regional Crime Lab (NIRCL), Chief of Police Jones informed Council that the
NIRCL is a multi -jurisdictional laboratory available to member departments for crime scene and
evidence processing. The McHenry Police Department has developed a professional
relationship with the laboratory over a 14-year period which has greatly improved the effective
and efficient analysis of evidence collected at crime scenes.
Alderman Santi opined he is pleased to see that Item C on the Consent Agenda has been
issued a credit and that the project came in under budget.
Alderman Curry opined that it might be beneficial to look at different accounting firms
in the future since the City of McHenry appears to have used the same firm for the last
eighteen years. Responding to Alderman Curry's inquiry, Director of Finance Lynch stated that a
Request for Proposal (RFP) has not been sent out regarding accounting firms. In response to
Alderman Curry's inquiry regarding fees, Director Lynch stated that Eder, Casella and Company
has consistently held their annual price increases to between 2% and 3%.
Responding to Alderman Curry's inquiry, City Administrator Morefield informed Council
that per Section 203 of the Sarbanes-Oxley Act, Eder, Casella and Company ensures that the
audit development and review partners are rotated, at a minimum, every five years to ensure
auditor independence. City Administrator Morefield noted that Eder, Casella and Company's is
a local firm that has a familiarity with the City's operations and accounting system, which has
allowed Staff to address important financial issues and implement new accounting standards.
Motion by Wimmer, second by Condon, approving Consent Agenda, Item A, as
presented.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
Responding to Alderman Curry's inquiries, Director of Public Works Schmitt informed
Council that the salt has not yet been purchased, however once purchased delivery is
anticipated at the end of next year.
Motion by Curry, second by Condon, approving Consent Agenda, Item E, as presented.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
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Voting Nay: None.
Absent: None.
Motion carried.
MOTION TO APPROVE THE 2016 STREET RESURFACING PROGRAM PROFESSIONAL SERVICES
AGREEMENT WITH HR GREEN, INC., FOR THE LUMP SUM AMOUNT OF $60,000 (LESS THAN
3% OF CONSTRUCTION ESTIMATE) FOR DESIGN ENGINEERING, A TIME AND MATERIAL
AMOUNT NOT TO EXCEED 5% OF FINAL CONSTRUCTION COSTS FOR CONSTRUCTION
OBSERVATION ENGINEERING AND AUTHORIZATION TO PUBLICLY BID CONSTRUCTION OF THE
PROJECT
Director of Public Works Schmitt informed Council that the 2016/2017 Capital
Improvement Program (CIP) includes:
• $2,000,000 for the design/observation engineering and construction of the Street
Resurfacing Program;
• $30,000 for the resurfacing of the parking lot at the Lakeland Park Community Center;
and,
• $75,000 for sidewalk replacement with revenues from the General Fund.
Staff is also recommending the transfer of an additional $68,000 to the Street
Resurfacing Program from the Bull Valley Road/Curran Road Intersection Improvement Project
due to a lower bid received for that project. Director Schmitt informed Council that at the
February 1, 2016 and March 21, 2016 meeting of the Public Works Committee, the committee
unanimously recommended the following streets, plus alternates, to be included in the 2016
Street Resurfacing Program:
• Ashley Drive (Chesterfield Drive to Front Royal Drive);
• Essex Court (Chesterfield Drive to south end),
• Barnwood Trail (Courtland Trail to cukde-sac);
• Whiting Court (Whiting Drive to south end);
• Front royal Drive (Elm Street to Chesterfield Drive);
• Crescent Avenue (Country Club Drive to John Street);
• Main Street (Front Street to Green Street);
• Linda Road (Fairway Drive to Skyway Drive);
• Skyway Drive (Bauer Road to Ronda Rod);
• Sussex Drive (Front Royal Drive to Ashley Drive);
• Sarasota Drive (Augusta Drive to Creekside Trail), and,
• Lorient Drive (Ronda Road to Bauer Road.
• The Alternates are.
o Manchester Mall (Front Royal Drive to Manchester Drive);
o Donnelly Place (Dorchester Place to Brighton Place); and,
o Colony Trial (Deerwood Trail to Timber Trail).
Director Schmitt informed Council that in order to establish the proposed list of streets
to be included in the 2016 Street Resurfacing Program, Staff and the City Engineer visited each
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street to verify and inspect the current condition of the pavement. Also included in the 2016
Street Resurfacing Program is the Lakeland Park Community Center parking lot. He stated the
sidewalk at the northwest corner of Broad Street and Green Street would be replaced to meet
current American with Disabilities Act (ADA); and, replacement of sidewalk on the south side of
Lillian Street from Route 31 to the railroad tracks.
HR Green, Inc. submitted a Professional Services Agreement for design engineering and
construction observation engineering. The scope of work includes preparation of detailed
contract plans, cost estimate, assistance in bid tabulation, bid award recommendation, file
inspections and payment recommendations. Director Schmitt informed Council that the design
engineering services fee is a lump sum amount of $60,000 (less than 3% of the construction
estimate). The construction observation engineering is a time and material amount, not to
exceed 5% of final construction cost.
Alderman Glab opined he is pleased to see the price quoted for engineering.
Responding to Alderman Curry's inquiry regarding the different rates quoted for various
personnel, City Engineer Pieper stated the format and costs depend on different phases of the
project and the various levels of expertise required of the personnel performing the different
task involved in the project. City Engineer Pieper informed Council that each level has a
different billing rate.
Motion by Glab, second by Wimmer, to:
1. Approve the Professional Services Agreement, for the lump sum amount of
$60,000 (less than 3% of construction estimate) for design engineering and for a
time and material amount not to exceed 5% of final construction cost for
construction observation engineering; and,
2. Authorization to publicly bid the 2016 Street Resurfacing Program.
Voting Aye: Santi, Glab, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: Curry.
Absent: None.
Motion carried.
MOTION TO APPROVE THE LAKELAND PARK DRAINAGE STUDY PROFESSIONAL SERVICES
AGREEMENT WITH HR GREEN, INC., FOR AN AMOUNT NOT TO EXCEED $50,000
Director of Public Works Schmitt informed Council the Lakeland Park Subdivision in the
City of McHenry, has a long history of drainage challenges ranging from localized flooding issues
to water quality and maintenance issues within the Lakeland Park Drainage Ditch likely caused
by bank erosion and siltation problems. Staff has determined that by looking at the overall
drainage area, money would be spent as effectively as possible and the completed projects
would not push the problems further downstream. The Lakeland Park Drainage Study would
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identify the existing conditions, develop project alternatives, develop a phasing plan and
budgetary estimates, and identify possible funding sources.
Director Schmitt stated that currently the Illinois Environmental Protection Agency
(IEPA) is reviewing the Boone -Dutch Creek Watershed Planning Area Study. If approved, the
Lakeland Park Drainage Ditch might be eligible for a "319 Grant." The Grant focuses on water
quality improvements typically at a 60/40 cost share. The 2016/2017 Capital Improvement
Program (CIP) includes $50,OOO for a Lakeland Park Drainage Study. HR Green, Inc. has
submitted a Professional Services Agreement for the study. The scope of the work includes
gathering of data, hydrologic and hydraulic modeling, alternative analysis, technical
memoranda, meeting attendance and project administration. The engineering services fee is a
time and material amount, not to exceed $50,000.
Responding to Alderman Santi's inquiry whether studies of this type have been
performed in the past, Director Schmitt stated other studies have been performed but they
were not been as comprehensive nor was grant money available. City Engineer Pieper
informed Council that because CMAP is conducting a study, the "319 Grant" may be available to
the city.
Alderman Glab stated that he has been concerned about the situation in Lake Park
Subdivision for many years and would like Council to be kept informed about the progress of
the study. Alderman Glab opined that a major focus of the study should be detention oriented.
Alderman Curry opined he is pleased to see the study moving forward and supports the
project, but expressed concern regarding the rates.
Motion by Wimmer, second by Peterson, approving the Professional Services
Agreement with HR Green, Inc. for the Lakeland Park Drainage Study in an amount not to
exceed $50,000, as presented.
Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
MOTION AUTHORIZING STAFF TO ADVERTISE FOR REQUESTS FOR PROPOSAL FOR THE
UPGRADE AND RELOCATION OF THE POLICE DISPATCH_CENTER RADIO SYSTEM AND ALL
ASSOCIATED SERVICES AND HARDWARE
Chief of Police tones informed Council staff is seeking authorization to advertise for
proposals for the technical component of the renovation of the McHenry Dispatch Center,
doing business as NERCOM. The cost of the upgrade and relocation would be split by the cities
of McHenry, Woodstock and Harvard per the percentage enumerated in the Intergovernmental
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Agreement (IGA) signed between the aforementioned cities. The RFP would assist the City with
identifying a qualified contractor to perform the work under strict specifications.
The RFP has been vetted by two local companies that are in the business of Dispatch
Center infrastructure, installation and support. It has been determined to be a true
representation of the components and construction/installation that would be needed to
achieve the goal of constructing a public safety answering point (PSAP) that would allow for
future growth and provide emergency dispatch service for all partner agencies, along with any
Police/Fire agency that may desire to come to the McHenry Dispatch Center, doing business at
NERCOM, for their emergency dispatch needs.
Alderman Condon opined it is great to see this project moving forward. Chief Jones
credited a really good, knowledgeable administrative staff in the McHenry Police Department.
Alderman Curry concurred with Alderman Condon.
Motion by Condon, second by Schaefer, approving the request to advertise for
proposals for this phase of the renovation of the McHenry Dispatch Center, doing business as
NERCOM, as presented.
Voting Aye:
Voting Nay:
Absent:
Motion carried.
Santi, Glab, Schaefer, Curry, Wimmer, Peterson, Condon.
None.
None.
MOTION TO APPROVE THE PURCHASE OF TWO (2) POLICE FORD INTERCEPTOR SEDANS AND
THREE (3) POLICE FORD UTILITY VEHICLES, A TOTAL OF (5) VEHICLES, FROM BUSS FORD FOR
$133,393; EQUIPMENT FOR FOUR (4) POLICE VEHICLES; ONE (1) PUBLIC WORKS VEHICLE, AND
COMPUTER MOUNTING HARDWARE FOR TWO (2) EXISTING POLICE VEHICLES FROM ULTRA
STROBE, INC., AT THE COST OF $24,071.73; VEHICLE GRAPHICS FROM EBY GRAPHICS AT THE
COST OF $950; AND FOUR (4) PANASONIC TOUCHPAD COMPUTERS AT THE COST OF $10544,
FOR A TOTAL AMOUNT NOT TO EXCEED $168,958.73
Staff sought competitive pricing for the purchase of all of the vehicles identified.
Through the purchasing power of Illinois Joint Purchasing Contracts and the establishment of a
relationship with vendors specializing in emergency equipment, staff was successful in securing
pricing for all five vehicles (including equipment) at the cost of $168,958.73. Approval of the
purchase will permit a savings of approximately $15,341.27 in CIP funds.
Chief Jones informed Council that all of the new vehicles and equipment would replace
vehicles, equipment and computers that are at the end of their service life. Once all of the new
vehicles are purchased and placed into service, Staff will be bringing forward to Council a
request to auction a total of five retired vehicles. The sale of the auctioned vehicles would allow
for a portion of the funding expenses to be recovered.
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Chief Jones informed Council that while there is no state contract pricing as yet for the
2017 Ford Utility vehicle, Buss Form provided a competitive price through Ford's Government
Concession Program. Buss Ford offered a base price of $27,305 for one 2017 Ford Utility base
model. Titles and licensing fees are $105 per vehicle, which are included in each quote. Chief
Jones noted that in addition to the Illinois contract pricing, Staff requested comparative price
quotes from the National Auto Fleet Group under the National Joint Powers Alliance Contract
No. 102811. Pricing on each of the three Ford Utility base model vehicles was quoted at
$30,6890
Motion by Curry, second by Santi, authorizing the purchase from Buss Ford of Two (2)
Ford Interceptor Sedans and three (3) Ford Utility vehicles in the amount of $133,393.00,
equipment for four (4) Police vehicles, one (1) Public Works vehicle, and computer mounting
hardware for two (2) existing Police vehicles from Ultrastrobe Inc in the amount of $24,071.72,
vehicle graphics from Eby Graphics at the cost of $950.00 and four (4) Panasonic Touchpad
Computes in the amount of $10,544.00, for a total amount not to exceed $168,959.73.
Voting Aye: Santi, Glab, Schaefer, Curry; Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
MAYOR'S STATEMENT AND REPORT
Mayor Low had no Statement or Report.
COMMITTEE REPORTS
Chairman Alderman Peterson of the Parks and Recreation Committee informed Council
that a meeting of the Parks and Recreation Committee was held prior to this evening's meeting
and minutes would be forthcoming.
STAFF REPORTS
Chief of Police Jones informed Council that Cop on Top will take place on Friday, May 20,
from 5:00 am to 2:00 pm at Dunkin Donuts to benefit Special Olympics.
Director of Public Works Schmitt introduced Mr. Scott Schweda, the new Street
Superintendant in the Public Works Department.
Director of Public Works Schmitt informed the Council the Electronic Waste Collection
would take place on Saturday, May 21, at the Public Works facility from 9:00 am to 12:00 PM.
Deputy City Administrator Hobson informed Council that a Grand Opening Ceremony
would be held at the McHenry Recreation Center at 5:30 pm on Friday, May 20, for elected
officials and invited guests. A Grand Opening for the community would be held on Saturday,
May 21. Prizes will be distributed and there will be events for children.
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Deputy City Administrator Hobson announced a Summer Special at the McHenry
Recreation Center that includes unlimited access to the facility for three (3) months at a cost of
$99.00. Adding, currently there are 1,180 Recreation Center members.
Deputy City Administrator Hobson informed Council Cruise Nights will begin May 23 and
continue each Monday night through September.
Deputy City Administrator Hobson informed Council the Farmers Market currently has
20 vendors. Farmers Markets are held in Veterans Memorial Park on Thursdays from 4:00 pm
to 7:30 pm prior to city band concerts and will continue throughout the season.
City Administrator Morefield informed Council that the McHenry Area Chamber of
Commerce has two Ribbon Cutting Ceremonies scheduled:
• Wednesday, May 18, 2016 at 11:00 am —Advocate Good Shepherd Hospital at the
McHenry Walgreens; and
• Friday, May 20, 2016 at 10:30 am — Curran Contracting located at 1819 Dot Street,
McHenry (Open House — 9:00 am to 4:00 pm).
Mayor Low expressed her hope that the Council is available to attend the official Grand
Opening of the McHenry Recreation Center.
FUTURE AGENDA ITEMS
There were no Future Agenda Items.
ADJOURNMENT
Motion by Wimmer, seconded by Santl, to adjourn the meeting at 7:49 pm.
Voting Aye:
Voting Nay:
Absent:
Motion carried.
The meeting was adjourned at 7:49 pm.
Mayor
City Clerk