HomeMy WebLinkAboutMinutes - 11/02/2015 - City CouncilREGULAR MEETING
November 2, 2015
Mayor Low called the regularly scheduled November 2, 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 Engineer
Pieper, City Attorney McArdle and City Clerk Jones.
CITY OF MCHENRY MISSION STATEMENT
Mayor Low read aloud the Mission Statement of the City of McHenry.
PUBLIC INPUT SESSION
No one spoke at Public Input.
CONSENT AGENDA
A. Resolution supporting the Development of Intergovernmental Agreements for the Consolidation of Police Dispatch
Services at an Expanded McHenry Dispatch Center;
B. Authorization to advertise for bids for Phase 1 Construction of the Municipal Center Improvements Project;
C. Motion to reject bid from Continental Construction of Evanston, IL and award bid to Keno & Sons of Lake Bluff, IL, for
construction of the Fieldstone Lift Station Rehabilitation Project, for an amount not to exceed $169,000;
D. Motion to approve City Council Minutes:
a. September 14, 2015;
b. September 21, 2015; and
C. October 5, 2015; and
E. Approval of List of Bills, in the amount of $553,097.86.
Responding to an inquiry from Alderman Peterson, Chief Jones informed the Council
that there are currently six public safety answering points (PSAPs) in the McHenry County area.
Governor Rauner on June 29, 2015, signed legislature mandating the consolidation of PSAPs
which provide 9-1-1 dispatching for police, fire and rescue services. The number of PSAPs will
be reduced to three, with a vision for an expanded McHenry Dispatch Center providing
specialized police, fire and EMS dispatching for multiple agencies in McHenry County.
Motion by Wimmer, second by Condon, 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 APPLICATION FROM AKLSC. LLC D/B/A LUCKY LOUISE'S. LOCATED AT
341 FRONT STREET. FOR A CLASS A LIQUOR LICENSE AND ORDINANCE INCREASING THE
NUMBER OF CLASS Al LICENSES IN EFFECT FROM ONE (1) TO TWO (2)
City Administrator Morefield informed Council that Ms. Pamela Swift, president of
AKKLSC, LLC d/b/a Lucky Louise's submitted an application for a Class Al liquor license in
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conjunction with a video cafe in the Fountain Shoppes retail center, located at 341 Front Street.
City Administrator Morefield explained that the Class Al liquor license permits the service of
beer and wine at tables only and the retail sale of beer in packages.
City Administrator Morefield stated that Lucky Louise's is a family -owned and operated
deli -style cafe serving wine and offering video gaming. Food will be offered for dine -in and
carry -out. Wine from Illinois Vineyards will be available for sale by the glass and packaged. City
Administrator Morefield informed Council that Mayor Low has met with Ms. Swift, all
requirements have been met, fees have been paid and all required paperwork submitted. A
satisfactory fingerprint report has been received by the McHenry Police Department.
Alderman Condon opined that many establishments have been in that location and she
is hopeful this one will prosper. Alderman Condon expressed concern that the video gaming
machines, on the concept plan, were located at the front of the cafe. Alderman Condon
suggested a more appropriate location would be the rear portion of the site. Ms. Swift stated
that they are not locked into a design and would be willing to change the configuration.
Alderman Schaefer inquired whether it would be possible to purchase alcohol inside the
establishment and then have it served or consumed outside. Director of Economic
Development Martin informed Council that it would require a Public Hearing and a Variance
prior to permitting the consumption of food or alcohol outside of the premises.
Motion by Condon, second by Santi, granting a Class Al liquor license to AKLSC, LLC
d/b/a Lucky Louise's, located at 341 Front Street, with the condition that all employees involved
in the sale and service of alcoholic liquors obtain State of Illinois BASSET certification; and,
approving an Ordinance increasing the number of Class Al liquor licenses in effect from one (1)
to two (2)
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
MOTION TO APPROVE APPLICATION FROM HIGHLAND PARK CVS, LLC D/B/A CVS PHARMACY
#10470, LOCATED AT 3900 WEST ELM STREET, FOR A CLASS F2 LIQUOR LICENSE AND
ORDINANCE, INCREASING THE NUMBER OF CLASS F2 LICENSES IN EFFECT FROM NINE (9) TO
TEN 10
Mayor Low announced that representatives from CVS are in attendance at tonight's
meeting, together with Ms. Cathleen Deneen, the local manager of the new CVS.
City Administrator Morefield informed Council that an application for a Class F2 liquor
license has been submitted by CVS/Pharmacy for the new store, located at 3900 West Elm
Street, scheduled to open in January 2016. The Class F2 liquor license permits the retail sale of
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alcohol in packages only for consumption off premises where 50% of sales are devoted to goods
and commodities other than alcoholic liquors. City Administrator Morefield informed Council
that all fees have been paid, all required paperwork has been submitted and the McHenry
Police Department has received a satisfactory fingerprint report for the store manager.
Responding to an inquiry from Council regarding a tentative date for the opening of the
CVS/Pharmacy, a representative of CVS stated that the target date for the opening is Sunday,
January 24, 2016.
Motion by Curry, second by Peterson, granting a Class F2 liquor license to Highland Park
CVS, LLC d/b/a CVS/Pharmacy #10470, located at 3900 West Elm Street, with the condition that
all employees involved in the sale of alcoholic liquors obtain State of Illinois BASSET
certification; and approving an Ordinance increasing the number of Class F2 liquor licenses in
effect from nine (9) to ten (10).
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
MOTION TO AUTHORIZE THE MAYOR'S EXECUTION OF AN EASEMENT AGREEMENT BETWEEN
THE CITY OF MCHENRY AND MCHENRY COUNTRY CLUB, FOR THE PURCHASE OF A 1,593
SQUARE FOOT PERPETUAL UTILITY EASEMENT, IN THE AMOUNT OF $60,464; AND GRANTING
USE TO THE CITY OF A TEMPORARY CONSTRUCTION EASEMENT TO FACILITATE THE
CONVEYANCE OF SANITARY SEWER LINES TO THE SOUTH WASTEWATER TREATMENT PLANT
City Administrator Morefield informed Council that plans are complete for the
installation of a 24" forcemain to convey raw wastewater from the Central Wastewater
Treatment Plant (CWWTP) to the South Wastewater Treatment Plan (SWWTP). The conveyance
line sections required to complete the directional boring of the 24" forcemain include:
• Under the channel at the Riviera Marina;
• Across the first fairway and part of the parking lot at the McHenry Country Club to the
intersection of John Street and Riverstream Drive;
• Then south starting at the east end of Fairway Drive to the SWWTP.
An addition to the existing utility easement, purchased from the McHenry Country Club in 2010,
is required to soften the curve of the 24" forcemain into a directional bore pit northwest of the
existing parking lot. Temporary construction easements are required adjacent to John Street
and at the east end of Fairway Drive.
Representatives of the McHenry Country Club requested Staff and the City Engineer to
investigate the installation of a parking lot as part of the 24" Forcemain Project as
compensation for the permanent utility easement and temporary construction easements. It
was determined that the engineer opinion of probably cost (EOPC) estimates the cost of the
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parking lot (including a 20% contingency) would be $60,464. City Administrator Morefield
informed Council that the McHenry Country Club Board opted to accept a payment of $60,464,
rather than the City constructing the parking lot as part of the 24" Forcemain Project. City
Administrator Morefield referred to an email from Steve Buss, Board Member and Treasurer of
the McHenry Country Club, dated November 2, 2015, addressing MCC's expectations with
regard to the final grade at McHenry Country Club (MCC). Mr. Buss's e-mail indicated that MCC
does not expect a perfect finish or even seeding on the easement property and work area at
the club. A rough finish grade is fine and the MCC will take care of the rest. City Administrator
Morefield stated that City Attorney McArdle has prepared an Easement Agreement and, MCC,
has executed the Agreement. Staff is requesting Council's approval of the purchase of the
permanent utility easement and temporary construction easement from MCC in the amount of
$60,464 and authorization for the Mayor's execution of the Easement Agreement.
Motion by Schaefer, second by Wimmer, approving the purchase of the permanent
utility easement and temporary construction easements from the McHenry Country Club, in the
amount of $60,464, and to authorize the Mayor to execute the Easement Agreement.
Alderman Curry suggested that the language in the Easement Agreement should be
clarified regarding the restoration of the Easement Area. A discussion ensued. City Attorney
McArdle informed Council that he would redraft the language on the Easement Agreement to
clarify the language then resubmit the document to the Board at MCC for signature. A
discussion ensued. City Attorney McArdle suggested three different scenarios:
1. The Motion could move forward, relying on the verbiage in the current Easement
Agreement and assurances in Mr. Buss's e-mail of November 2, 2015;
2. The Motion could move forward, since the Board at MCC has signed the Easement
Agreement and a letter could be attached clarifying and defining the finishing; or
3. The Motion could be withdrawn and a Motion to table the item presented to Council
and a new Easement Agreement be drawn up defining the parameters for the rough
grade finish.
Mayor Low inquired if Alderman Schaefer and Alderman Wimmer are willing to
withdraw their Motion and second. Alderman Schaefer and Alderman Wimmer agreed to
withdraw the Motion.
Motion by Curry, second by Santi, to table the approval of the purchase of the
permanent utility easement and temporary construction easements from the McHenry Country
Club, in the amount of $60,464, and authorization for the Mayor to execute the Easement
Agreement, pending revision of language in the Easement Agreement defining the rough grade
finish.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
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Motion carried.
MOTION TO AUTHORIZE THE MAYOR'S EXECUTION OF A PROFESSIONAL SERVICES
AGREEMENT WITH HR GREEN INC. FOR WATER TOWER NO. 3 REPAINTING AND
MAINTENANCE REPAIR BIDDING AND CONSTRUCTION COORDINATION SERVICES, FOR AN
AMOUNT NOT TO EXCEED $37,833; AND, AUTHORIZATION TO ADVERTISE FOR BIDS FOR THE
PROJECT
City Administrator Morefield informed Council that Water Tower #3, located at Adams
Industrial_ Park, was constructed in 2000. The coating on the tower has experienced some
failures. During 2012 some spot cleaning and coating touch-ups were performed by Water
Division Staff. In April 2013, Dixon Engineering completed an inspection of the exterior and
interior of the tank. Dixon's report, dated April 10, 2013, outlines recommendations including:
• Exterior overcoat;
• Dry interior painting;
• Wet interior painting;
• Seam sealing;
• Flap gate installation;
• Expansion joint replacement;
• Cable support relocation; and
• Overspray protection/cleaning.
City Administrator Morefield noted that a 20-year life expectancy for the coating is desirable;
maintenance of the paint coatings provides longevity to the steel structure and a clean
appearance.
HR Green, Inc. has submitted a Professional Services Agreement (PSA) for Water Tower
#3 repainting and maintenance repair. The PSA includes engineering design, budding services
and construction observation services on a time and material basis, not to exceed $37,833. The
Capital Improvement Program includes $300,000 for the maintenance and repair of Water
Tower #3.
Motion by Santi, second by Condon, approving the Professional Services Agreement
with HR Green Inc., in the amount of $37,833, and authorization to bid the Water Tower #3
Repainting and Maintenance Repair Project.
Voting Aye: Santi, Glab, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: Curry.
Absent: None.
Motion carried.
MOTION TO AUTHORIZE THE MAYOR'S EXECUTION OF AN IDOT PRELIMINARY ENGINEERING
SERVICES AGREEMENT FOR FEDERAL PARTICIPATION WITH HR GREEN, INC., FOR AN AMOUNT
- NOT TO EXCEED $29,990.27, FOR PHASE 1 ENGINEERING OF CURRAN ROAD S-CURVE SAFETY
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IMPROVEMENTS AND THE CITY CLERK'S EXECUTION OF AN IDOT RESOLUTION FOR
IMPROVEMENT BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE FOR SAME
City Administrator Morefield reiterated to Council that IDOT, through the Highway
Safety Improvement Program (HSIP) was recently awarded $450,000 for the Curran Road
(formerly Draper Road) S-Curve Safety Improvement. The improvement 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. Motor Fuel Tax (MFT) revenues would be utilized for the
City's cost of the Project. It is estimated that the contract documents would be prepared to
meet a 2017 letting.
HR Green, Inc. has submitted an Engineering Services Agreement utilizing IDOT's
required standard form, for an amount not to exceed $29,990.27. The scope of services
includes:
• Project coordination;
• Data collection and review;
• Survey services;
• Preliminary design studies;
• Environmental studies;
• Project development report; and
• Meetings with City Staff, [DOT and Federal Highway Administration personnel.
City Administrator Morefield noted that the City's cost participation for Phase I engineering is
$2,999.03, funded by MFT revenues. IDOT has reviewed and approved the IDOT Preliminary
Engineering Services Agreement for Federal Participation with HR Green, Inc.
Responding to inquiries from Alderman Curry regarding how the engineering fees were
ascertained, City Engineer Pieper briefly explained to Council the rates that the engineering
company is required to present annually to IDOT and how [DOT calculates the amounts to
arrive at a value for a job.
Motion by Schaefer, second by Wimmer, approving the [DOT 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 and the City Clerk's execution of IDOT Resolution for Improvements by
Municipality under the Illinois Highway Code.
Voting Aye: Santi, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: Glab.
Absent: None.
Motion carried.
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MOTION TO APPROVE AN AMENDMENT TO THE FISCAL YEAR 2015/2016 BUDGET, IN THE
AMOUNT OF $29,000, FOR THE ESTABLISHMENT OF A DIRECTOR OF BUILDING &
NEIGHBORHOOD SERVICES
Mayor Low acknowledged some concerns have been raised regarding recommendations
coming out of Committee and requested that City Attorney McArdle address Council.
City Attorney McArdle informed Council that there is no relationship between
procedural issues and recommendations at the Committee level in meetings and how the
Council discusses and takes action during Council meetings.
City Administrator Morefield informed Council that prior to December 2014, Doug
Martin, while serving as Deputy City Administrator, provided oversight for the activities of the
Department of Community and Economic Development. In the role, Mr. Martin was charged
with providing direction for all building inspection and code compliance activities, planning and
zoning processes, and business retention and attraction (economic development) efforts.
With a strong desire to boost economic development efforts through the establishment
of a full-time staff person, in December 2014, Mr. Martin was given the title of Director of
Economic Development with a charge to focus 100% of his time on assisting existing businesses
to remain in McHenry and to bring new businesses to the community. In the 10-months since
Mr. Martin transitioned to the role of Director of Economic Development, the effort has
achieved significant retention and attraction results. City Administrator Morefield used as
examples: DSW, Big R, CVS Pharmacy, Black Diamond Plumbing and Mechanical, Superior Felt
(expansion), Dunkin Donuts, Door Service, Inc., together with unrelenting efforts to maintain
Fabrik in the corporate community. Additionally, Mr. Martin expands economic development
awareness through the implementation of the McHenry Market Pulse blog, hosting regular
networking events and open houses with real estate agents/brokers, and by representing the
City of McHenry throughout the region. City Administrator Morefield indicated that Mr. Martin
works tirelessly in his efforts to promote McHenry as a business friendly community.
City Administrator Morefield stated that following Mr. Martin's transition to Director of
Economic Development, the day-to-day oversight and direction for the building inspection and
code compliance functions of the Department of Community and Economic Development were
assumed by the City Administrator, with an understanding that this was for an interim period of
time. During the past 10-month period, the Department has successfully completed the
installation of the BS&A building inspection, code compliance and project tracking software,
and has dealt with an overwhelming number of inspections due to the spring 2015 hail storm
event that resulted in hundreds of roof and siding permits. Due to the day-to-day demands of
the position of City Administrator it has been determined that what is needed moving forward
is an individual that can develop and implement strategies that solidify and expand the City's
building inspection and code compliance efforts. The need was verbalized by Mayor Low and
affirmed, by consensus of the Finance & Personnel Committee at a meeting held on July 20,
2015.
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City Administration has reviewed job descriptions from a number of communities and
developed a new draft job description for a Director of Building and Neighborhood Services. As
envisioned, the position would be responsible for directing daily building inspection and code
compliance efforts; work with Staff, the City Administrator and Council, to develop specific
goals and objectives in these areas and be able to regularly monitor building inspection and
code compliance issues in a seamless manner.
Based on the City's wage and compensation matrix, the pay range based on
qualifications, would be between $82,284 and $120,131, likely in the lower 25% of the range
($82,284-$91,746). It is estimated that benefits (IMRF and medical insurance) would cost
approximately $35,000, for a total cost of between $117,000 and $127,000. Funding for the
position is not included in the FY 2015/2016 Budget, therefore, a budget amendment is
required to facilitate the recruitment and hiring for the position.
This matter was taken before the Finance and Personnel Committee for consideration
and recommendation on October 19, 2015. During the meeting it was identified that the timing
for recruitment and hiring for the position should proceed prior to the beginning of FY
2016/2017 (May 1st) in order to bring someone on board in time to participate in the 2016
building and code enforcement active season. Staff is anticipating recruitment for the position
to begin in mid -November, with interviews in mid -to -late December or early January, 2016, and
a start date in early February.
If Council concurs with the recommendation of the Finance and Personnel Committee,
Staff is requesting a motion to amend the FY 2015/2016 Budget, in the amount of $29,000, to
allow for recruitment and hiring of a Director of Building and Neighborhood Services. The
amount assumes a starting salary and benefits in the range identified and an estimated starting
date of February 1, 2016. City Administrator Morefield pointed out that the budget amendment
covers the period from February 1, 2016 through April 30, 2016. The salary and benefits going
forward would be included in the proposed 2016/2017 Budget.
Alderman Condon addressed Council stating, as Chair of the Community Development
Committee, it had been apparent for a long time that the Community Development
Department requires a new direction to expand and be more productive. She opined that
having a director with a primary focus on building and neighborhood services is in the best
interest of the citizens and the community.
Alderman Glab opined he believes the salary is excessive.
Responding to Alderman Schaefer's suggestion that more people in the field could be
more important than an executive position, City Administrator Morefield explained in detail the
responsibilities of the position of director and the need for an individual who is able to provide
direction in order to achieve good results.
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Alderman Curry opined that he is concerned about the timing of the request regarding
filling the position, not filling the position. He stated he does not see the necessity of amending
the budget when a new budget is forthcoming and the position could be allocated in the
2016/2017 Budget.
Alderman Wimmer stated that he believes the position is necessary and needs to be
filled. Alderman Peterson opined that the salary is high, but concurred with Alderman Wimmer
that the position needs to be filled. City Administrator Morefield assured Council that Director
of Human Resources Campanella would be assessing data from various municipalities and
comparable communities in an effort to ascertain an appropriate starting salary.
Mayor Low stated that the budget for 2016/2017 would not be approved until the end
of April 2016. She opined someone needs to be in the position prior the building season
beginning. The financial situation is improving and the City of McHenry again needs to become
proactive.
Alderman Santi stated that he is in favor of the position being filled, but concurred with
Alderman Curry that there is no need to fill it immediately.
Alderman Schaefer stated he is in favor of moving forward. He opined it is likely to take
a while to find a qualified candidate to fill the position.
Alderman Curry reiterated that he believes the process could be effectuated to begin
May 1, 2016, following approval of the new budget. Alternatively, he suggested beginning the
process now, but not amending the budget to do it. Alderman Peterson opined that in order to
begin the process the budget needs to be amended. Alderman Peterson stated that it is
unreasonable to seek a candidate, offer a position and not have the funds budgeted. A lengthy
discussion ensued.
Motion by Condon, second by Wimmer to amend the FY 2015/2016 Budget, in the
amount of $29,000, to allow for the recruitment and hiring of a Director of Building and
Neighborhood Services.
Voting Aye: Schaefer, Wimmer, Peterson, Condon.
Voting Nay: Santi, Glab, Curry.
Absent: None.
Motion carried.
MOTION TO APPROVE THE CITY OF MCHENRY POLICE PENSION FUND ANNUAL REPORT FOR
FISCAL YEAR 2014/2015
City Administrator Morefield informed Council that the Illinois Department of Insurance
requires that the City Council approve an annual report for the Police Pension Fund. The report
provides important information that can also be found in the actuarial report. The report
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includes the 2014/2015 total fund assets and investment income for the fund, as well as
estimated receipts for the 2015/2016 fiscal year.
City Administrator Morefield stated that it is important for the City to continue to fund
at the required level. Staff has notified the Police Pension Board, per COUnCII's direction, that
the City intends to continue to meet the actuarial required contribution going forward.
Motion by Curry, second by Schaefer, approving the Police Pension Fund Annual Report
for Fiscal Year 2014/2015.
Voting Aye: Santi, Glab, Curry, Schaefer, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
MAYOR'S STATEMENT AND REPORT
Mayor Low announced that the annual Christmas Walk will be held on Saturday,
November 21, 2015 and the Toys for Tots Parade will be held on Sunday, November 22, 2015.
COMMITTEE REPORTS
There were no Committee Reports.
STAFF REPORTS
There were no Staff Reports.
FUTURE AGENDA ITEMS
There were no Future Agenda Items.
ADJOURNMENT
Motion by Santi, seconded by Glab, to adjourn the meeting at 8:31 pm.
Voting Aye: Santi, Glab, Schaefer, Curry, Wimmer, Peterson, Condon.
Voting Nay: None.
Absent: None.
Motion carried.
The meeting was adjourned at 8:31 pm.
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City Clerk