City Council

MINUTES CITY OF DEKALB CITY COUNCIL COMMITTEE OF THE WHOLE MEETING OCTOBER 13, 2014 The City Council of DeKalb, Illinois held a Committee of the Whole Meeting on Monday, October 13, 2014 in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 5:02 p.m. A. ROLL CALL Economic Development Coordinator Jennifer Diedrich called the roll. Present were Alderman Finucane, Alderman Snow, Alderman Naylor, Alderman Baker, Alderman O’Leary, and Mayor Rey. Absent at roll call were Alderman Jacobson (arrived at 5:09 p.m.) and Alderman Lash (arrived at 5:08 p.m.). Also present were City Manager Anne Marie Gaura, City Attorney Dean Frieders, Finance Director Cathy Haley, Deputy Police Chief Wes Hoadley, Fire Chief Eric Hicks, Public Works Director T.J. Moore, City Engineer John Laskowski, Principal Planner Derek Hiland, Economic Development Consultant Roger Hopkins, Economic Development Coordinator Jennifer Diedrich, and Deputy Clerk Ruth Scott. B. ITEMS ALSO ON THE REGULAR AGENDA None C. CONSIDERATIONS 1. Enterprise Zone Application Consideration Economic Development Consultant Rodger Hopkins introduced Paul Borek, Director of the DeKalb County Economic Development Corporation (DCEDC). Mr. Borek presented a slideshow regarding the Enterprise Zone Application. At the completion of Mr. Borek’s presentation, City Manager Gaura asked Council to let her know if there were any changes they wanted to make to the map so they could be finalized as the process moves forward. City Manager Gaura also encouraged Council to get input from citizens regarding the John/Harrison Street neighborhood area. Alderman Naylor stated there should be a three foot strip to tie all the zones together and asked how many square miles were included in the enterprise zone. Mr. Borek Committee of the Whole Meeting Minutes October 13, 2014 Page 2 of 6 stated the enterprise zone was 10.5 square miles county wide, allowing for another 4.5 square miles in the next 10 to 25 years. The maximum amount allowed is 15 square miles. Alderman Naylor asked how long the designation would last. Mr. Borek stated 10 years with a 15 year extension Alderman Naylor asked how long the extension was good for based on the various tax exemptions allowed. Mr. Borek stated the sales tax would apply to the period of time when the changes would occur. Mayor Rey inquired what the cost is to the City for creating an enterprise zone. Mr. Borek stated the application process is facilitated by the DeKalb County Government (the County) and DCEDC. The cost to the City may include the City’s portion of sales tax and construction materials if the materials are purchased locally. Mayor Rey asked if the costs are operating costs. Mr. Borek stated the upfront costs would be covered by the County and DCEDC. Alderman Snow asked if DCEDC would be making the final decisions regarding the enterprise zone. Mr. Borek stated that draft documents are being prepared at this time in conjunction with the feedback and impact of the communities involved and the taxing bodies. Alderman Snow asked if the boundaries and final map of the enterprise zone would be determined by the County. Mr. Borek stated the legal descriptions of the boundaries were included in the agreement. The County is looking to take the lead but in collaboration with the cities involved. Alderman Naylor asked when it would be determined what the local incentives would be. Mr. Borek stated the incentives were included in the application. Alderman Lash asked if there was any mechanism by which the County could change the map once the agreements are in place. Mr. Borek stated the map can be expanded or contracted as needed. He further stated it was anticipated that an advisory board would be put together in order to review the map as needed. Mr. Borek further stated that some communities don’t have a tax abatement program so a uniform 10 year program was recommended a by various entities. Alderman Lash asked why the Northern Illinois University (NIU) Student Center was being included. Mr. Hopkins stated the City doesn’t have any jurisdiction over NIU property. Alderman Finucane stated there was red area on the map around the Student Center. Both Mr. Hopkins and Mr. Borek stated perhaps it was a mistake and they would  Committee of the Whole Meeting Minutes October 13, 2014 Page 3 of 6 look into it. Alderman Naylor asked if NIU was eligible to be included in the enterprise zone. Mr. Hopkins stated that if the property could be developed by a private investment then NIU could take advantage of the enterprise zone. Alderman Naylor asked how the City’s incentives would apply. Mr. Borek stated he would look in to that. Alderman Naylor asked if once the incentives were established, would they be set for life or can they be altered. Mr. Borek stated the incentives could be altered in the future. Alderman Naylor asked if once established, would there be an enterprise zone manager working on behalf of the communities involved. Mr. Borek stated that an enterprise zone administrator is needed. The County has asked DCEDC to serve as the administrator with responsibilities governed by the contract. An advisory board would be created to advise the administrator of the qualifications of applicants for incentives. Alderman Naylor asked if the advisory board would be different from the DCEDC board. Mr. Borek stated the advisory board can be the DCEDC board with the participation of other members of the enterprise zone. Mayor Rey stated the period of public comment would have to take place no later than October 31st in order to have an application package ready for review by the County. City Manager Gaura suggested having the first reading of the ordinance at the October 27th Council meeting, followed by the second reading at the November 10th Council meeting. Mr. Borek stated the County would review and approve applications at their November 19th meeting. Alderman Lash asked how requests for public comments would be advertised. Mr. Borek stated a public hearing is required for the enterprise zone program and that the County was looking to hold a public hearing on November 10th or November 11th. City Manager Gaura asked if the deadline for providing the application to the State of Illinois was at the end of the calendar year or was there a date prior to that when the applications would have to be submitted. Mr. Borek stated the deadline is December 31st but wouldn’t recommend waiting that long. Committee of the Whole Meeting Minutes October 13, 2014 Page 4 of 6 City Manager Gaura stated that if Council was not comfortable with that timeline, final action could take place at the November 24th Council meeting. Further, if Council had any concerns to let her know. Alderman Finucane suggested having the public hearing at the October 27th Council meeting. Alderman Lash stated she was concerned about the John/Harrison Street neighborhood area as it is a historic neighborhood and asked if there would be discussions with the neighborhood. City Manager Gaura stated the City has reached out to residents in the John/Harrison Street neighborhood. In looking at the enterprise zone in question, it is not in keeping with the current plan. The zoning is different and included as a potential redevelopment. Therefore, if the neighborhood is uncomfortable with the enterprise zone, it should be taken off the enterprise zone map to avoid neighborhood concern. City Manager Gaura asked City Planner Derek Hiland if there was any other area outside of John/Harrison Street area that differs from the comprehensive plan. Mr. Hiland asked if he could answer the question at the next Council meeting in order to have time to research and compare the maps. Alderman Lash asked if the City had specific records on file of neighborhood plans, perhaps a resolution or ordinance that was voted on regarding the Ellwood historic neighborhood. If so, and that record doesn’t mesh with the current comprehensive plan, why wasn’t that brought to anyone’s attention. The Ellwood historic neighborhood did a lot of work in order to bring the plan to Council. City Manager Gaura stated she doesn’t want to put the neighborhood through any consternation if there is any concern. Alderman Lash recommended removing the John/Harrison Street neighborhood from the enterprise zone map. Alderman Snow stated he doesn’t approve of the project. Alderman Baker stated he didn’t want to remove anything from the map prior to City Planner Hiland’s review of the maps. Alderman Naylor suggested giving City Planner Hiland time to review the map overlays and report back at the next Council meeting. Mayor Rey asked Council if there were any other concerns regarding the enterprise zone map.  Committee of the Whole Meeting Minutes October 13, 2014 Page 5 of 6 Alderman Jacobson stated the map was preliminary and if citizens had an issue to reach out to their alderman. Alderman Finucane agreed with Alderman Jacobson, as did Alderman Lash. Mayor Rey stated to leave the map as is and work towards the public hearing. 2. Hazards Mitigation Plan Annual Update City Engineer John Laskowski stated the Hazards Mitigation Plan was developed in 2008 with other organizations throughout the County. The Plan was revised in 2013 to focus on six hazardous threats: severe summer storms, tornadoes, severe winter storms, extreme cold events, floods, and extreme heat events. The City actively participates in the Community Rating System (CRS) and the National Flood Insurance Program (NFIP) to reduce risk of flooding within the community. In order to be eligible for funding and receive credit from the CRS, the City is required to provide an annual report Council. The action plan consists of action items to be implemented as part of the County’s mitigation program. Of the 23 action items, the City has identified 11 to focus on. They are:  Action Item 1: Plan Adoption  Action Item 4: Build Code Improvements  Action Item 5: Participation in Storm Ready  Action Item 7: Mitigation of Floodplain Properties  Action Item 8: Include the All Hazards Mitigation Plan (AHMP) into Other Plans  Action Item 9: Continued NFIP Compliance  Action Item 11: Watershed Studies  Action Item 14: Drainage System Maintenance  Action Item 17: Improved Emergency Response  Action Item 19: Information for Floodplain Property Owners  Action Item 21: Public Information Hazard Mitigation Materials The CRS is a program of FEMA. The City was recently audited by CRS and graded at a level 8 which means that citizens within the flood plane can receive a 10 percent discount on their flood insurance. It is the City’s goal to increase to a level 7 to provide even more of a discount to DeKalb citizens. Mayor Rey thanked City Manager Gaura, Mr. Borek, and Mr. Hopkins for their presentations. D. RECESS FOR EXECUTIVE SESSION Alderman Lash moved to recess for Executive Session to discuss the following items, Committee of the Whole Meeting Minutes October 13, 2014 Page 6 of 6 seconded by Alderman Finucane: 1. Pending or Imminent Litigation as provided for in 5 ILCS 120/2(c)(11). Not acted upon at this meeting. 2. Selection of a Person to Fill a Public Office as provided for in 5 ILCS 120/2(c)(3) 3. Collective Bargaining as provided for in 5 ILCS 120/2(c)(2) 4. Personnel as provided for in 5 ILCS 120/2(c)(1). Not acted upon at this meeting. Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. Mayor Rey closed the meeting to the public at 5:56 p.m. Mayor Rey opened the meeting to the public at 6:08 p.m. E. ADJOURNMENT Alderman Jacobson moved to adjourn the meeting; seconded by Alderman Snow. Motion carried on a voice vote. Mayor Rey declared the meeting adjourned at 6:08 p.m. __________________________________________ RUTH A. SCOTT, Deputy Clerk Approved by City Council Date: November 10, 2014  MINUTES REGULAR MEETING OF CITY COUNCIL CITY OF DEKALB OCTOBER 13, 2014 The City Council of DeKalb, Illinois, held a regular meeting on Monday, October 13, 2014, in the Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 6:06 p.m. A. ROLL CALL Economic Development Coordinator Jennifer Diedrich called the roll and the following members of City Council were present: Mayor John Rey, Alderman David Jacobson (arrived at 6:10 p.m.), Alderman Bill Finucane, Alderman Kristen Lash, Alderman Bob Snow, Alderman Ronald Naylor, Alderman David Baker, and Alderman Monica O’Leary. Also present were: City Manager Anne Marie Gaura, City Attorney Dean Frieders, Finance Director Cathy Haley, Deputy Police Chief Wes Hoadley, Fire Chief Eric Hicks, Public Works Director T.J. Moore, City Engineer John Laskowski, City Planner Derek Hiland, Economic Development Consultant Rodger Hopkins, Economic Development Coordinator Jennifer Diedrich, and Deputy Clerk Ruth Scott. B. PLEDGE OF ALLEGIANCE Officer Mario Nonnenmann led the Pledge of Allegiance to the Flag. C. APPROVAL OF THE AGENDA Mayor Rey asked if there were any items to add to or delete from the agenda. City Manager Gaura stated that Ordinance 2014-033 was not on the agenda. Ms. Gaura explained that meetings were scheduled from October 14th to October 28th with members of the DeKalb Area Rental Association (DARA), DeKalb County Economic Development Corporation (DCEDC), DeKalb Building Association, and DeKalb Chamber of Commerce to discuss the ordinance and find middle ground that will work for the community regarding the inspection process. Ms. Gaura also stated that any citizen wanting input into this process could call her office to set up a meeting. Staff intends to bring a summary of the scheduled meetings to the November 10th Council meeting for Council’s review. Regular City Council Meeting Minutes October 13, 2014 Page 2 of 7 Mayor Rey stated he wanted citizens of DeKalb to know that Council and City staff were listening to their concerns regarding this issue. Mayor Rey stated commendations and recognition of organizations throughout the City would take place at the regular meetings of the City Council. The Cornfest Committee was not recognized at the September 22nd meeting because of the large group of organizers and volunteers involved which would bring Council chambers over capacity. Mayor Rey thanked the Cornfest board for all of their efforts on another successful Cornfest event. MOTION Alderman Lash moved to approve the Agenda; seconded by Alderman Snow. Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. D. PUBLIC HEARINGS None. E. SPECIAL ITEMS OR PRESENTATIONS & CITIZEN’S COMMENTS 1. Special Items Introduction of Carri Parker, Account Tech II Finance Director Haley introduced and welcomed Carri Parker as a new employee to the Finance Department. Ms. Parker is a graduate of Northern Illinois University (NIU), a DeKalb resident, and brings 15 years of experience to the City. 2. Presentations There were no presentations at this meeting. 3. Approval of Mayor Appointments Mayor Rey announced that he had appointed Deborah Booth to fill the vacancy on the Citizen’s Community Enhancement Commission. MOTION Alderman Snow moved to accept the appointment; seconded by Alderman Naylor. Motion carried on a voice vote. Mayor Rey declared the motion passed.  Regular City Council Meeting Minutes October 13, 2014 Page 3 of 7 4. Citizen’s Comments DeKalb Public Library Director Dee Coover announced that a live webcam has been installed that will cover the ongoing construction at the library. The webcam can be viewed on the library’s website. F. CONSENT AGENDA – OMNIBUS VOTE MOTION Alderman Baker moved to approve the Consent Agenda; seconded by Alderman O’Leary. Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. MOTION Alderman Lash moved to approve the items on the Consent Agenda; seconded by Alderman Jacobson. Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. 1. Approval of City Council Minutes a. Committee of the Whole Minutes of September 22, 2014. Approved in the Consent Agenda by Omnibus Vote. b. Regular Meeting Minutes of September 22, 2014. Approved in the Consent Agenda by Omnibus Vote. 2. Receive & File a. FY14 Accounts Payable through October 2, 2014, in the Amount of $2,871.84. Received and filed in the Consent Agenda by Omnibus Vote. b. FY15 Accounts Payable through October 2, 2014, in the Amount of $955,610.49. Received and filed in the Consent Agenda by Omnibus Vote. c. Investment & Bank Balance Summary through August 2014. Received and filed in the Consent Agenda by Omnibus Vote. d. Year-to-Date Revenues and Expenditures for the General Fund through August 2014. Received and filed in the Consent Agenda by Omnibus Vote. e. Minutes of the Airport Advisory Board Meeting of July 22, 2014. Received and filed in the Consent Agenda by Omnibus Vote. Received and filed in the Consent Agenda by Omnibus Vote. Regular City Council Meeting Minutes October 13, 2014 Page 4 of 7 3. Ordinance 2014-035 Amending Chapter 2, Section 2.04, Subsection d), “Public Participation” of the Municipal Code. Approved in the Consent Agenda by Omnibus Vote. 4. Resolution 2014-093 Authorizing an Agreement with Preform Painting, Inc. for Painting the DeKalb-Taylor Municipal Airport Airfield in the Amount of $35,000. Approved in the Consent Agenda by Omnibus Vote. 5. Resolution 2014-096 Authorizing the Waiver of Bids and Award of a Purchase Contract to Brad Manning Ford for the Purchase of Two Pick-up Trucks for the Public Works Department in the Amount of $57,884.00. Approved in the Consent Agenda by Omnibus Vote. 6. Resolution 2014-097 Authorizing the Utilization of Kishwaukee Corporate Health / Midwest Orthopaedic Institute for Corporate Health Services, Within Budgeted Amounts. Approved in the Consent Agenda by Omnibus Vote. 7. Resolution 2014-098 Approving a Package Liquor License for Devrish Inc., d/b/a The DeKalb Liquor Mart Located at 1352 E. Dresser Road. Approved in the Consent Agenda by Omnibus Vote. 8. Resolution 2014-099 Designating Cathy Haley, Finance Director, as the Authorized Agent of the City of DeKalb for the Illinois Municipal Retirement Fund Program. Approved in the Consent Agenda by Omnibus Vote. G. ITEMS FOR SEPARATE ACTION 1. Resolution 2014-094 Authorizing a Change Order with Elliott & Wood, Inc. for the Joanne Lane Levee Project in the Amount of $2,629.91. Mayor Rey read Resolution 2014-094 by title only. MOTION Alderman Naylor moved to pass Resolution 2014-094; seconded by Alderman Lash. City Engineer John Laskowski explained to Council that this project modification had already been completed due to the significant risk to the Tilton Park neighborhood. The additional cost was incurred as a result of the existing fill material being unable to be compacted to the standard required by the Army Corps of Engineers. It was the professional opinion of the consulting materials engineer that the moisture content of the soil was too high to achieve the required compaction. It would have required the soil to dry out in the sun for several days and then be tested again to see if compliance could be achieved. This process could have taken up to two weeks and still may have not be successful.  Regular City Council Meeting Minutes October 13, 2014 Page 5 of 7 At the time, the levee was under construction and was no longer functional. If a storm event were to have occurred, it would have put the residents of the neighborhood at risk for flooding. The levee was functional within 24 hours of the material substitution. VOTE Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. 2. Resolution 2014-095 Authorizing the Waiver of Bids and Award of Contract to Irving Construction for the Purchase and Installation of Additional Heating Units for Designated Areas within the Police Department in the amount of $23,148.00. Mayor Rey read Resolution 2014-095 by title only. MOTION Alderman Snow moved to pass Resolution 2014-095; seconded by Alderman Naylor. Public Works Director T.J. Moore stated that after last winter’s extreme weather, it was determined there was insufficient heating on the north side of the police station. Dewberry Architects, Irving Construction, and the City will each pay a third of the cost for additional heating units. VOTE Motion carried 7-1 on a roll call vote. Aye: Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Nay: Jacobson. Mayor Rey declared the motion passed. H. NEW OR UNFINISHED BUSINESS None. I. REPORTS – COMMUNICATIONS Mayor Rey acknowledged the success of the NIU homecoming over the past weekend and stated it was a positive weekend. Mayor Rey thanked the DeKalb community for accommodating the parade which lasted approximately 20 to 25 minutes. Streets were cleared by 5:15 p.m. Mayor Rey stated that customer service and a business friendly atmosphere is vital to the City as an organization. The Mayor further stated he has received comments from citizens regarding concerns about City services not being business friendly. Mayor Rey stated the City is seeking to appoint a City Clerk due to the recent resignation of Liz Peerboom. The Mayor asked that anyone interested in serving as the City Clerk contact him and present a brief resume of their qualifications. Regular City Council Meeting Minutes October 13, 2014 Page 6 of 7 Alderman Jacobson complimented the City of DeKalb Police Department, City of DeKalb Fire Department, Northern Illinois Police Department, and State of Illinois Sheriff’s Department for keeping the NIU homecoming festivities safe and under control. Alderman Finucane had no report. Alderman Lash had no report. Alderman Naylor referred to Resolution 2014-096 on the consent agenda regarding the purchase of two pick-up trucks for the Public Works Department. He stated he was happy to see the City working with local vendors rather than going with outside vendors. Alderman Naylor reported he would be hosting a Saturday Coffee event on October 18th at Barb City Manor and invited residents of the Fifth Ward, and anyone else wishing to attend, to the event. Alderman Naylor announced that the DeKalb Municipal Band will be celebrating 160 years of continuous music during the City of DeKalb Holiday Concert on December 15th at the Egyptian Theater. Tickets will be on sale starting October 14th. Alderman Baker stated that the new Culvers was now open. He further stated that the parking lot was completed at Fatty’s and he was happy to see improvements taking place on the west end of the city. Alderman O’Leary congratulated the DeKalb High School Football team for their current record of 7-0. City Manager Gaura reported that she had had opportunity to shadow the Fire Chief over the NIU homecoming weekend. Ms. Gaura further stated that seeing how the fire department responds to calls was very eye opening. Ms. Gaura also stated that she was able to ride along with a police officer during the same weekend and it was also very educational and gave her a better understanding of what these departments do on a daily basis. The City’s MPA interns also did a ride along with the police department, as did City Attorney Frieders. City Attorney Frieders thanked Police Commander Petragallo and Officer Poulos for allowing him to ride along with them on Saturday evening and Sunday morning of the NIU homecoming weekend. Mr. Frieders stated that changes put into place by Council to change lighting or parking have made a big difference to citizens, specifically in the Edgewood neighborhood. In the coming months, parking issues in zone one will be reviewed giving Council the opportunity to make more positive changes. Deputy Police Chief Hoadley thanked staff for their participation at the NIU homecoming festivities.  Regular City Council Meeting Minutes October 13, 2014 Page 7 of 7 Fire Chief Hicks stated that the NIU homecoming weekend is always very busy and thanked staff for their hard work. Public Works Director T.J. Moore had no report. City Engineer John Laskowski stated he recently had the opportunity to work with several students under the age of 10 at the Westminster Presbyterian Church. He stated that three out of seven children he worked with that day didn’t have a lunch. Mr. Laskowski expressed his concern that hunger is still an issue in DeKalb and encouraged staff and citizens to support Feed ‘Em Soup and other organizations that are working hard to feed the hungry. J. RECESS FOR EXECUTIVE SESSION Alderman Lash moved to recess for Executive Session in order to discuss the following items; seconded by Alderman O’Leary: 1. Pending or Imminent Litigation as Provided for in 5 ILCS 120/2(c)(11). 2. Selection of a Person to Fill a Public Office as Provided for in 5 ILCS 120/2(c)(3). Not acted on at this meeting. 3. Collective Bargaining as Provided for in 5 ILCS 120/2(c)(2). 4. Personnel as Provided for in 5 ILCS 120/2(c)(1). Motion carried 8-0 on a roll call vote. Aye: Jacobson, Finucane, Lash, Snow, Naylor, Baker, O’Leary, Rey. Mayor Rey declared the motion passed. Mayor Rey closed the meeting to the public at 6:37 p.m. Mayor Rey opened the meeting to the public at 8:25 p.m. K. ADJOURNMENT Alderman Lash moved to adjourn the meeting, seconded by Alderman Finucane. Motion carried on voice vote. Mayor Rey declared the meeting adjourned at 8:25 p.m. __________________________________________ RUTH A. SCOTT, Deputy Clerk Approved by City Council Date: November 10, 2014