City Council

MINUTES CITY OF DEKALB REGULAR MEETING OF CITY COUNCIL FEBRUARY 12, 2018 The City Council of DeKalb, Illinois held a Regular meeting on February 12, 2018, in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Smith called the meeting to order at 6:00 p.m. A. ROLL CALL City Clerk Herrmann called the roll and the following members of the City Council were present: Alderman Dave Jacobson, Alderman Mike Marquardt, Alderman Pat Fagan, Alderman Kate Noreiko, Alderman Mike Verbic, Alderman Tony Faivre, and Mayor Jerry Smith. Alderman Bill Finucane was absent. Also present were: City Manager Anne Marie Gaura, Assistant City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Finance Director Molly Talkington, Police Chief Gene Lowery, Fire Chief Eric Hicks, Community Development Director Jo Ellen Charlton, Public Works Director Tim Holdeman, Assistant Public Works Director Bryan Faivre, Information Technology Director Marc Thorson, Human Resources Director Cris Randall, Economic Development Planner Jason Michnick, Principal Planner Dan Olson, Community Services Assistant Joanne Rouse, and City Clerk Susanna Herrmann. B. PLEDGE OF ALLEGIANCE Police Officer Keith Ehrke led the Pledge of Allegiance. C. APPROVAL OF THE AGENDA – ADDITIONS / DELETIONS Mayor Smith requested that Item G.1. (Ordinance 2018-002 Amending Chapter 64 "Smoking Regulations", Section 64.01 "Definitions", Section 64.02 "Prohibition of Smoking in Enclosed Public Places", and Section 64.04 "Smoking-Free Perimeters".) be removed from the agenda since Alderman Finucane was absent. MOTION Alderman Verbic motioned to remove Item G.1. from the agenda; seconded by Alderman Jacobson. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. MOTION Regular Meeting of City Council Minutes February 12, 2018 Page 2 of 18 Alderman Jacobson moved to approve the agenda as amended; seconded by Alderman Fagan. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. D. PUBLIC HEARINGS There were none. E. SPECIAL ITEMS OR PRESENTATIONS & CITIZEN’S COMMENTS 1. Special Items a. Proudly DeKalb  2017-2018 P.R.I.D.E. (People Responsible for Improving DeKalb’s Environment) Awards.  Ron and Maria Lofton  Dr. William A. Oleckno  Michael Kirk  Kid Stuff Resale Shop  SundogIT and Chuck Shepherd Construction Dan Kenney discussed this award and presented it to the above recipients. b. Forward, Together Forward: February 14, 2008 – 2018. Mayor Smith listed those students who lost their lives at Northern Illinois University on February 14, 2008. He announced there would be a wreath laying ceremony outside of Cole Hall on Wednesday, February 14, 2018, in remembrance of those students. c. Proclamation: Kishwaukee College 50th Anniversary Celebration. Mayor Smith read aloud the proclamation and presented it to Kishwaukee College President Dr. Laurie Borowicz. d. Proclamation: Engineer’s Week, February 18 – 24, 2018. Mayor Smith read aloud the proclamation and presented it to Public Works Director Holdeman. e. Annie Glidden North Revitalization Plan Task Force Update.  Regular Meeting of City Council Minutes February 12, 2018 Page 3 of 18 Alderman Jacobson provided this update and noted that committee appointments were discussed in depth. Ultimately, the group decided to separate into sub-groups according to members’ specialties in order to address issues more efficiently. 2. Presentations There were none scheduled. 3. Approval of the Mayor’s Appointments Mayor Smith read the following appointments aloud: a. Appointment of Joyce Stupegia to the Police Pension Board for the Completion of a Two-Year Term through June 30, 2018. Mayor Smith provided a brief background of Ms. Stupegia and her experience on former boards and commissions. b. Appointment of an Annie Glidden North Task Force Subcommittee – Community Services: Deanna Cada, Jamie Cravin, Chad Glover, Tiara Huggins, Dan Kenney, Valerie Redmond, Herb Rubin, and Gip Seaver. c. Appointment of an Annie Glidden North Task Force Subcommittee – Housing and Commercial Development: Morgan Brickley, Dr. Leroy Mitchell, Shelly Perkins, Glenn Roby, Ellingsworth Webb, and Denise Weinmann. d. Appointment of an Annie Glidden North Task Force Subcommittee – Neighborhood Safety and Security: Michelle Bringas, Will Heinisch, Rachel Jacob, Christie Krupp, Mohammad Labadi, Michael Newman, and Mike Pittsley. e. Appointment of an Annie Glidden North Task Force Subcommittee – Transportation, Infrastructure and Open Space: David Castro, Joe Gastiger, Derek Hiland, Andrew John Knox, Patti Perkins, and Kurt Thurmaier. MOTION Alderman Noreiko moved to approve the Mayor’s appointments; seconded by Alderman Faivre. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, and Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 4. Public Participation Regular Meeting of City Council Minutes February 12, 2018 Page 4 of 18 Mark Charvat verbalized his concerns with the DeKalb Public Library tax abatement issue and stated that the residents are being denied money they are owed. Bessie Chronopoulos echoed the concerns of Mr. Charvat and pointed out that there was nothing regarding this issue on the DeKalb Public Library Board’s next meeting agenda. F. CONSENT AGENDA – OMNIBUS VOTE Mayor Smith read the following items by title only: 1. Approval of City Council Minutes a. Minutes of the Committee of the Whole Meeting of January 8, 2018. b. Minutes of the City Council Meeting of January 8, 2018. 2. Receive & File a. Accounts Payable and Payroll through February 12, 2018, in the Amount of $2,712,420.11. b. FY2017 Human Services Funding Fourth Quarter Report. MOTION Alderman Noreiko motioned to approve the Consent Agenda; seconded by Alderman Fagan. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. G. ITEMS FOR SEPARATE ACTION 1. Ordinance 2018-002 Amending Chapter 64 "Smoking Regulations", Section 64.01 "Definitions", Section 64.02 "Prohibition of Smoking in Enclosed Public Places", and Section 64.04 "Smoking-Free Perimeters". (First Reading) This item was removed from the agenda. 2. Ordinance 2018-003 Authorizing a Special Use Permit to Upgrade Existing Cellular Antenna Equipment on Top of an Existing 16-Story Building Located at 507 E. Taylor Street (T-Mobile). (First Reading) Mayor Smith read Ordinance 2018-003 by title only.  Regular Meeting of City Council Minutes February 12, 2018 Page 5 of 18 MOTION Alderman Verbic moved to consider Ordinance 2018-003; seconded by Alderman Jacobson. Principal Planner Olson provided an overview of this item, stating that the applicant, T-Mobile Central, LLC, and NTP Wireless, acting as their agent, requests the approval of a special use permit to upgrade existing cellular communications equipment on top of an existing 16-story residential building at 507 E. Taylor Street (Taylor Street Plaza). He explained that the property is zoned “RC-1” (Residential Conservation District 1) and the existing equipment is considered a legal non- conforming use as they do not have a special use permit for the property. Per the Unified Development Ordinance (UDO), co-locating or upgrading existing communication equipment on existing non-tower structures, such as a building, requires a special use permit. Using a Power Point presentation, Principal Planner Olson showed several pictures of the Taylor Street Plaza. He continued with his presentation and informed Council that the Planning and Zoning Commission (PZC) held a public hearing at their meeting on January 3, 2018. By a vote of 4-0-3 (Commissioners Katharina Barbe, Matthew Crull and Deborah Nier were absent) the PZC recommended that City Council approve a special use permit for upgrades to existing T-Mobile antennas and associated equipment on top of a 16- story building located at 507 E. Taylor Street subject to the following: 1. The antennas, equipment upgrades, and proposed use of concealment tape shall comply with the drawings indicated on Exhibit A attached to the staff report. 2. The applicant will be required to submit the necessary application and plans to the City in compliance with applicable Building Codes and the regulations of Article 7.08 of the UDO. He added that the PZC also recommended that the applicant work with City staff to use other screening for the cabinet if it reduces visual impact more than the reflective film. City staff worked with the applicant and determined that a brick film material would be applied to the cabinet so that it would match the existing brick on the building. One resident, Mr. David Lehman of 621 Karen Avenue, spoke at the hearing and asked if the proposed improvements will improve T-Mobile’s coverage. The applicant responded that it would improve their coverage. A Citizen’s Response Form was received from the building’s owner (Housing Authority of the County of DeKalb) indicating their support for the proposal. He recommended that Council approve the Ordinance and mentioned that the applicant has requested a waiver of Second Reading. VOTE Regular Meeting of City Council Minutes February 12, 2018 Page 6 of 18 Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. MOTION Alderman Fagan motioned to waive Second Reading; seconded by Alderman Noreiko. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 3. Ordinance 2018-004 Authorizing the Establishment of Tax Increment Financing Interested Parties Registries and Adopting Registration Rules for Such Registries. (First Reading) Mayor Smith read Ordinance 2018-004 by title only. MOTION Alderman Marquardt moved to consider Ordinance 2018-004; seconded by Alderman Noreiko. Economic Development Planner Michnick provided a summary of this item, explaining that as part of the process for creating a new Tax Increment Financing (TIF) district, it is required to establish an Interested Parties Registry. Approval of an ordinance establishing the registry and the rules for the registry does not mean that the Central Business District (CBD) TIF will be established. However, approval of an ordinance is required by the State of Illinois TIF Act, should the City move forward with designating the CBD TIF. He also noted that a person or organization seeking to register as an Interested Party with respect to the Redevelopment Project Area must complete and submit a registration form and provide the required supporting documentation. The registry will be maintained by the City Clerk, or their designee. When future notices related to the TIF designation are published, individual notices will be mailed to those that have registered as an Interested Party. He added that if approved, a notice of the establishment of the Interested Parties Registry will be published in the local newspaper, providing direction to individuals and organizations on how to properly register. A copy of the notice, including a map of the proposed boundary has been attached as Exhibit D in the memo to Council. City Clerk Herrmann commented that this was the first time she had been informed of the Ordinance and requested that a discussion be held between the City Clerk’s office and the Community Development Department before Council waives Second Reading.  Regular Meeting of City Council Minutes February 12, 2018 Page 7 of 18 Ms. Chronopoulos expressed her opinion regarding this Ordinance and suggested that Council take no action on this item. She then mentioned the Joint Review Board and stated there needs to be some important discussions with them regarding TIF. Alderman Noreiko verbalized her understanding that this is part of the procedure in considering a TIF district and expressed concern that the City Clerk was not included in the discussion. Alderman Verbic asked when the registration rules became a requirement. Economic Development Planner Michnick could not confirm. Mayor Smith referenced a recent notification from the Illinois Municipal League (IML) regarding new TIF requirements. Alderman Verbic expressed support for the registry procedure but reiterated that he is not endorsing a new TIF district at this time. Alderman Fagan echoed the concerns of his fellow Alderman. City Clerk Herrmann requested that the Ordinance be rewritten to reflect the actual spelling of her name. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 4. Ordinance 2018-005 Amending Ordinance 2017-052 with Respect to the Amendment of Chapter 51 "Traffic", Schedule C "Parking Prohibited", Subsection 33 "Resident Parking Only, Tow Zone", Subsection 35 "No Parking 10:00 P.M. to 6:00 A.M.", Subsection 36 "No Parking At Any Time, Tow Zone", Schedule I “Snow Emergency Routes”, and Adopting Section 51.32 "Resident Parking Permits For On-Street Parking". (First Reading) Police Chief Lowery provided a brief background of this item, stating that Phase 1 of the Safe Streets Initiative was initiated with the passage of Ordinance 2017-052 on December 11, 2017. In the weeks since that approval, the Police Department, Community Development Department, and Public Works Department have collaborated on the implementation of the Ordinance. In completing that process, there have been a number of areas for improvement identified for the clarity of the ordinance, and accordingly, draft changes have been prepared for contemplation by Council. He explained that the changes do not result in substantive alterations of the primary points of the Initiative or its application on Phase 1 streets, but rather clarify key points of the program. The key changes are highlighted as follows:  Street measurements have been clarified in subsection (1)(i) and subsection (1)(iii). Regular Meeting of City Council Minutes February 12, 2018 Page 8 of 18  For those cul-de-sacs on which resident parking permits may be issued, the ordinance has been amended to reflect that the permitted parking areas are snow emergency routes that do not allow parking during snow events. This is based upon an evaluation of the operational challenges of attempting to snowplow those cul-de-sacs with parked cars on the street during snow events.  The Ordinance has been updated to reflect that the City will establish a limit on the number of permits that may be issued in any given block, based on available parking spaces (as calculated based upon street measurements). Permits would be limited based on the lawful occupancy of a structure and available off-street parking.  The Ordinance was also clarified that a resident parking permit is only effective on the street for which it was issued. The Ordinance previously contemplated that permits would be issued based on a geographical area (which is still accurate). However, in reviewing available parking and the likelihood that a given permit “color” would cover a relatively large geographic area, it is believed that the best approach to the permits is to have them be effective only for the street of the address to which they are issued. Permits would not be color-coded by street, but in the event of a resident complaint, Police officers could review permits on parked cars and determine if the cars are permitted to park on the street in question. These proposed changes are intended to improve the efficacy and fairness of the Safe Streets Initiative as it is carried forward. Police Chief Lowery asked that Council review the changes to the Ordinance and recommended approval on First Reading. John Adler mentioned that the parking in the Heritage Ridge cul-de-sac off of Cobblestone Trail is becoming too compacted and asked that appropriate signage be placed in the areas covered in the Ordinance. Mark Charvat thanked Public Works Director Holdeman for returning his call regarding the snow plowing methods. In reference to the above ordinance, he expressed his opinion that it is a “cash grab” and mentioned that he has attempted to contact Police Chief Lowery and has yet to receive a response. He also verbalized his belief that the permit process is going to become burdensome on City staff and suggested that the Police Department charge higher fees to violators and give permits to residents for free. Police Chief Lowery stated that there have already been discussions regarding cost and the purpose of the fees is to help police officers identify who should and shouldn’t be parked in those areas. He responded that he has reached out to Mr. Charvat and invited him to the police station to discuss these matters but he declines to do so. Alderman Noreiko expressed her understanding that individuals residing in a household that has parking available do not need a permit unless their vehicles exceed their space.  Regular Meeting of City Council Minutes February 12, 2018 Page 9 of 18 Police Chief Lowery clarified that this is only for on-street parking and stated that all information from residents is valuable in adding alternative perspectives. He also mentioned that the collaboration level with Northern Illinois University (NIU) has been excellent. Alderman Faivre asked how guest permits will be dispensed. Police Chief Lowery replied that the whole permitting process is being built now and the City will issue student permits at no cost if the process isn’t finalized by the time the students return. Alderman Fagan commented that in his experience, the Police Department has always accommodated special circumstances regarding parking. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. Mayor Smith clarified that Police Chief Lowery requested a waiver of Second Reading of the Ordinance. Police Chief Lowery confirmed and discussed the specifications. MOTION Alderman Jacobson moved to waive Second Reading; seconded by Alderman Faivre. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 5. Approval in Omnibus Form of Resolution 2018-011 Appropriating Motor Fuel Tax Funds in the Amount of $20,000, and Ordinance 2018-006 Amending the FY2018 Budget and Authorizing the Acquisition of Real Property for Public Right-of-Way. (Passage on First Reading, Waiver of Second Reading) Mayor Smith read the above items by title only. MOTION Alderman Verbic moved to consider Resolution 2018-011 and Ordinance 2018-006; seconded by Alderman Fagan. Public Works Director Holdeman provided an overview of this item and stated that the City is presently undertaking the design of improvements to the southern end of Annie Glidden Road where it intersects with Fairview Drive and I-88. By coordinating this project with the Illinois Toll Highway Authority’s (ITHA) planned improvements to the highway exchange north of the City’s proposed work, the City will reduce its costs Regular Meeting of City Council Minutes February 12, 2018 Page 10 of 18 associated with the proposed improvements that address safety, structural, and aesthetic issues. He explained that as the engineering work continues, a proposed highway right-of- way plan has been developed and attached to the Ordinance included in the memo to Council. The plan requires the acquisition of two small parcels of land at the northwest and northeast corners of the above-mentioned intersection. He added that the City has obtained appraisals of those properties, and collectively they appraise at roughly $9,700. He then stated that the City needs to proceed expeditiously with acquisition of those parcels in order to accommodate the ITHA timeline. Public Works Director Holdeman continued and stated that the combined Ordinance and Resolution accomplish a number of important steps; the Resolution appropriates the sum of $20,000 in Motor Fuel Tax (MFT) revenue to pay for the acquisition of the parcels, the Ordinance amends the City’s FY2018 budget to account for the additional expenditure, and also authorizes the City to acquire the parcels either by voluntary purchase or by condemnation. The City will undertake every effort to acquire the parcels by voluntary purchase within the budgeted sums described. Based on the time-sensitive nature of this issue, he requested a passage on First Reading of this Ordinance, with a waiver on the Second Reading. Alderman Jacobson asked how long this project has been slated. Public Works Director Holdeman replied since 2005. He explained the reasons for the delay in the development of the project. There was a brief discussion between Alderman Jacobson and Public Works Director Holdeman regarding the acquisition of the properties in question. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. MOTION Alderman Verbic motioned to waive Second Reading; seconded by Alderman Verbic. Alderman Marquardt clarified that Council is approving and waiving Second Reading of the Ordinance, the Resolution has already been approved. He expressed his opinion that items of this nature should be separated into two separate items in the future. City Clerk Herrmann asked Alderman Marquardt to repeat his comments for the record, to which he obliged. VOTE  Regular Meeting of City Council Minutes February 12, 2018 Page 11 of 18 Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed City Attorney Frieders clarified the purpose of joining the two items together. 6. Resolution 2018-012 Authorizing an Intergovernmental Agreement with the Illinois State Toll Highway Authority for Maintenance of the Peace Road Bridge and South First Street Bridge. Mayor Smith read Resolution 2018-012 by title only. Public Works Director Holdeman summarized this item and reminded Council and the public that in 1996, the City executed a 25-year Intergovernmental Agreement (IGA) with the ITHA to define the City’s maintenance responsibilities that resulted from the ITHA’s commitment to pay all associated costs with replacing the Peace Road Bridge (PRB) deck. This summer, the ITHA plans to rehabilitate the PRB deck and requests the City execute a new IGA updating the City’s maintenance responsibilities for the PRB. He added that the ITHA also requests the City include maintenance responsibilities for the South First Street Bridge (SFSB) in this agreement. He recommended that Council authorize an IGA with the ITHA for the maintenance responsibilities associated with PRB and SFSB and stated that authorizing this IGA also allows him to provide such approval (or disapproval) of bids, specifications, or similar items associated with the rehabilitation of the PRB and SFSB. MOTION Alderman Verbic motioned to approve Resolution 2018-012; seconded by Alderman Fagan. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, and Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 7. Approval in Omnibus Form of Resolutions 2018-013 Adventure Works of DeKalb County, Inc., 2018-014 Court Appointed Special Advocates (CASA), 2018-015 Community Coordinated Child Care (4C), 2018-016 DeKalb County Youth Service Bureau, 2018-017 Elder Care Services, 2018-018 Family Service Agency of DeKalb County, 2018-019 Hope Haven, 2018-020 Kishwaukee YMCA, Camp Power, 2018- 021 Nguzo Saba Men’s Club, 2018-022 RAMP (Regional Access and Mobilization Project, Inc., 2018-023 Safe Passage, and 2018-024 Voluntary Action Center, Authorizing Human Services Agreements for Human Services Funding Beginning January 1, 2018, through December 31, 2018, in the Amount of $144,500. Mayor Smith read the above Resolutions by title only. Regular Meeting of City Council Minutes February 12, 2018 Page 12 of 18 Joanna Rouse provided a brief background of this item and reminded Council and the Public that since 1998, the City has awarded Human Services Funding (HSF) grants as a means of supporting local non-profit agencies that provide essential social services for the most vulnerable individuals and families in the community. She explained that grantees have traditionally been considered in order of priority: 1. Providers of services that help meet basic emergency needs, such as food, clothing, and shelter; 2. Providers of services that are preventative in nature and promote the highest degree of self-support, self-care, and self-help; and 3. Providers of services that seek to enhance the quality of life of persons whose basic needs are already met, with priority given to services that primarily benefit low and moderate income residents. She then stated that targeted populations include, but are not limited to, individuals and families who are homeless or at risk of homelessness, individuals who suffer with substance abuse or mental health conditions, victims of domestic and/or sexual violence, abused and neglected children, older adults and individuals with disabilities, at-risk children and youth, and households with low and moderate income. She continued with her presentation and stated that in its first year (FY1998), HSF grants totaled $184,000, which was awarded to nine recipients. The greatest total amount distributed in HSF grants occurred in FY2008 and FY2009, when 13 recipients received a total of $211,900 each year. Since that time, the total amount distributed has remained at or near $150,000. Pursuant to Council request, City staff has in the past presented proposals to gradually decrease and eliminate HSF grants, but these efforts have each time met with resistance from the recipients and DeKalb citizens. In some years, the City did not require an application and continued to award the same amounts to the same agencies, so the assumption among the recipients was that these funds were due to them automatically. She explained that historically, HSF grants have been distributed to the same agencies, with limited competition among those agencies or from other agencies. This core group of recipients includes:  4-C – Community Coordinated Child Care  DeKalb County Youth Service Bureau  Elder Care Services of DeKalb County  Family Service Agency of DeKalb County  Hope Haven of DeKalb County, Inc.  Nguzo Saba Men's Club  Northwestern Medicine DeKalb Behavioral Health Foundation at Ben Gordon Center – Discovery House (formerly 220 Program)  Regular Meeting of City Council Minutes February 12, 2018 Page 13 of 18  Northwestern Medicine DeKalb Behavioral Health Foundation at Ben Gordon Center – DCP/SAFE  Northwestern Medicine Hospice (formerly DeKalb County Hospice)  Safe Passage  Voluntary Action Center (VAC) She then listed the new applicants recommended to receive FY2018 HSF funds:  Adventure Works of DeKalb County  CASA (past CDBG recipient)  Kish YMCA – Camp Power  RAMP (past CDBG recipient). She noted the programs that were recommended to not receive funding, explained the reasoning behind those decisions, and reminded Council of their options. Ellen Rogers from VAC thanked Community Services Assistant Rouse for her hard work and expressed her appreciation for the ongoing support from Council and staff. She mentioned that the money received is not a luxury, it is imperative to the services that are provided to the residents of the City. Alderman Noreiko stated for the record that while she is no longer a board member of the 4C’s Organization. She commended staff or their work on developing this system. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 8. Resolution 2018-025 Approving an Agreement Authorizing Directed Payment of Downstate Transportation Operating Assistance Grant Funds on Behalf of the Voluntary Action Center. Mayor Smith read Resolution 2018-025 by title only. MOTION Alderman Noreiko motioned to approve Resolution 2018-025; seconded by Alderman Fagan. Public Works Director Holdeman provided an overview of this item and reminded Council that VAC currently provides transportation services to the City of DeKalb and Regular Meeting of City Council Minutes February 12, 2018 Page 14 of 18 the surrounding region by virtue of an agreement with the City to serve as the local transit provider. By virtue of providing those services, VAC qualifies for DOAP Grant Funds that are disbursed by the State of Illinois on an irregular basis. He explained that because those payments are disbursed irregularly, VAC has obtained an operating line of credit from First National Bank of Omaha, to allow continued operation and payments of their operating expenses in between grant fund disbursements. In order to secure the operating line of credit, VAC obtained an agreement from the City in 2014 which indicated that upon the City’s receipt of the DOAP Grant Funds, the City would disburse those funds in a negotiable instrument made payable to VAC and the lender. That agreement was subsequently extended in 2015 and VAC is currently at a point where their operating line of credit requires renewal, and thus the City is being asked to again commit to the above-described arrangement. As the operating line of credit extends for multiple years, the agreement has been drafted to remain in place indefinitely, until the City terminates its service provider agreement with VAC or gives written notice of termination of the directed payment agreement. Alderman Fagan asked if this was the same process that was followed last year. City Attorney Frieders clarified that there will be no financial impact and briefly discussed the details of the agreement with Alderman Fagan. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, and Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed. 9. Resolution 2018-026 Authorizing an Agreement with Bellefeuil, Szur & Associates Inc. for the License and Professional Services for an Enterprise Resource Planning System in an Amount Not to Exceed $500,000. Mayor Smith read Resolution 2018-026 by title only. MOTION Alderman Verbic moved to approve Resolution 2018-026; seconded by Alderman Faivre. Information Technology Director Thorson began his presentation with a summary of the current issues that staff is experiencing with their computer software and used a Power Point presentation to support the information. He explained that the City currently uses Harris MSI software for financial processes including accounting, payables, procurement, and utility billing. Another software program used is a significantly outdated and unsupported version of a product called Hanson for asset management in the Public Works Department. He explained that these existing systems create a cause for concern with managing the City’s data and the significant negative impact on services should either of these systems fail. He added that to address these concerns, staff has completed research, evaluated possibilities, and is  Regular Meeting of City Council Minutes February 12, 2018 Page 15 of 18 providing a recommendation to purchase and implement Bellefeuil, Szur & Associates Inc. (BSA) Software as the City’s new Enterprise Resource Planning System (ERP). He then added that three areas were targeted and provided an explanation as to why those areas were a priority. He showed a short video clip of an account look-up and pointed out that the processing time of the software is excessive. He defined an ERP and explained the benefits of having a centralized software system for all departments. He then conducted a digital walkthrough of the process taken to gather the information being presented to Council and then provided a grade each vendor. He recommended utilizing the service of BS&A software and noted some of the key segments of the process. Kevin Schaefer provided a brief background of BS&A Software and discussed their qualifications. Mayor Smith asked Information Technology Director Thorson if he was comfortable with rolling this project into a 12 to 18-month window without the request of any additional funding. Information Technology Director Thorson stated that this is a critical step to moving forward and being able to respond to the community in an efficient manner. He commented that the goal is to keep it within the City’s budget. City Manager Gaura deferred to Finance Director Talkington for input regarding this matter. Finance Director Talkington discussed the improvements that will take place immediately and noted that she has used this software in the City of Champagne. She expressed her support. There was a brief discussion regarding the cost of software support. Alderman Jacobson provided historical perspective on previous software issues in the City and asked Information Technology Director Thorson if staff has contacted MSI regarding the current issues in their software programs. Finance Director Talkington discussed the issues staff has had with contacting MSI. Alderman Fagan left the dais at 8:19 p.m., returning at 8:21 p.m. Alderman Jacobson and City Attorney Frieders discussed the conditions of the current contract with MSI and the possibility of any recourse with said contract. Alderman Jacobson asked if there was any preexisting compatibility between the current and the proposed new software. Information Technology Director Thorson stated they are outlined specifically in the RFP. There was discussion between Alderman Jacobson and staff regarding the functionality of the proposed new software. He expressed the desire for including a five-year guarantee in the agreement that would prohibit BS&A from dropping support for the software. Regular Meeting of City Council Minutes February 12, 2018 Page 16 of 18 Alderman Noreiko asked what percent of time the decision makers will have to spend on this integration in addition to their preexisting work load. City Manager Gaura commented that this project will be a huge time and effort commitment, but all department heads are aware that it is a priority. Mr. Schaefer added that BS&A will perform all data conversion. Human Resources Director Randall provided personal perspective regarding the current software and staff procedures. Alderman Jacobson and Finance Director Talkington discussed the level of cost savings the new software will incorporate. Information Technology Director Thorson addressed Alderman Jacobson’s concerns and assured Council that staff will continually evaluate the process. VOTE Motion carried on a 6-1-1 roll call vote. Aye: Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: Jacobson. Absent: Finucane. Mayor Smith declared the motion passed. H. NEW OR UNFINISHED BUSINESS There was none. I. REPORTS – COMMUNICATIONS Alderman Marquardt verbalized a complaint regarding residents who do not move their cars off the street for snow removal procedures. Alderman Fagan discussed the Library tax abatement issue and addressed citizen’s concerns with the water bills. He addressed staff and requested that they communicate issues of that nature to the public quicker in the future. To conclude his report, he commended the Public Works Department for their efforts in snow removal. Alderman Noreiko encouraged fellow Aldermen, staff, and citizens to attend the Beloved Community Dinner on February 18, 2018, at the Newman Center on Normal Road. Alderman Verbic noted that Enharmonic Fusion got 1st Place at the Midwest Corner Finals at the DeKalb High School over the past weekend and noted that there will be another performance on March 10, 2018. He then congratulated the four state-qualifying wrestlers. Mayor Smith also mentioned the water billing issue, the Beloved Community Dinner, and a memorial for former Mayor Judy King on the upcoming Saturday, followed by a Memorial Mass at the Newman Center on Normal Road. He then discussed the Library tax abatement issue and stated that the City has been instrumental in the recent expansion of the Library, and as the state suffered from delays to its budget process, the City assisted in paying the contractors  Regular Meeting of City Council Minutes February 12, 2018 Page 17 of 18 and there was a tax levy implemented. He declared that the tax payers need to be made whole and the levy should be decreased by that same percentage. He added that he recently met with DeKalb Public Library Board member Wendell Johnson and DeKalb Public Library Director Emily Faulkner to make his views very clear and he is confident that the board will make the right decision. City Manager Gaura reminded Council that on February 20, 2018, there will be a Special Committee of the Whole Meeting regarding the budget proposal. She then thanked the Public Works Department for their efforts in the snow removal and thanked first responders for their work 10 years ago during the shooting at NIU. Finance Director Talkington discussed the water billing issue and announced that the bill is due on February 21, 2018, but there will be leniency. She stated that staff is ready to work with the residents on their payments. She then mentioned the Library tax levy and noted that she gave Ms. Faulkner the timeline for abating the property taxes. She also announced that the Library Board will make a decision regarding this issue by February 21, 2018, in order for it to come to Council by the February 26, 2018, meeting. Fire Chief Hicks instructed residents to keep an eye on fire hydrants with all of the snow build up and urged them to contact the Fire Department regarding any issues. Community Development Director Charlton stated that the PZC met for a discussion regarding proposed climate controlled indoor storage facilities and noted that staff will be bringing this item forward at the next City Council Meeting. Public Works Director Holdeman took full responsibility for the water billing issue and explained what how the issue developed and clarified misperceptions regarding how the water use is billed. He then pointed out that there is a refuse survey on the City’s website and also in paper form at City Hall in order to gather information to create a request for bids regarding refuse services. Information Technology Director Thorson reported that he received a response from YouTube denying the appeal to the City’s original appeal in reference to the live-streaming services that were once provided for City Council Meetings. He informed the community that staff is still recording and posting the meetings on the City’s YouTube Channel and they remain televised on the Local Channel 14. He also noted that it is tax season and the IRS has posted some FAQ’s and other information that residents should know. He reminded everyone that the IRS does not call to demand immediate payment or request sensitive information over the phone. Alderman Verbic mentioned that he and Alderman Faivre will be hosting a Safe Streets Initiative Meeting at the Police Department from on February 19, 2018. J. RECESS FOR EXECUTIVE SESSION OF THE CITY COUNCIL There was no Executive Session scheduled. K. ADJOURNMENT Regular Meeting of City Council Minutes February 12, 2018 Page 18 of 18 MOTION Alderman Jacobson motioned to adjourn the meeting; seconded by Alderman Marquardt. VOTE Motion carried on a 7-0-1 voice vote. Aye: Jacobson, Marquardt, Fagan, Noreiko, Verbic, Faivre, Smith. Nay: none. Absent: Finucane. Mayor Smith declared the motion passed and the meeting adjourned at 9:07 p.m. _______________________________________ SUSANNA HERRMANN, City Clerk Approved by City Council: March 12, 2018.