Committee of the Whole

COMMITTEE OF THE WHOLE Monday, October 12, 2015 Present: Mayor Burns, Ald. Bruno, Kilburg, Marks, Radecki, Seno, Simonian, Singer Absent: Ald. Burghart, Cummings, Maladra Staff present: Babica, Dawkins, Kruse, Mexin, VanGyseghem 1. CALL TO ORDER Ald. Seno chaired, calling the meeting to order at 7:00 p.m. 2. APPROVE COMMITTEE OF THE WHOLE MINUTES FROM SEPTEMBER 21, 2015 and SEPTEMBER 28, 2015 Moved by Ald. Marks, seconded by Ald. Kilburg V/V: 7-0 Motion carried. 3. ITEMS OF BUSINESS a. Proclaim November 2015 as “National Adoption Awareness Month” Moved by Ald. Marks, seconded by Ald. Singer Howard Clark and J. Brian Hill announced that a concert fundraiser for adoption awareness will be held Nov. 7 at Sanctuary Church in Batavia. Mayor Burns presented the proclamation. V/V: 7-0 Motion carried Table Draft Ordinance Amending Title 6 (Police Regulations), Chapter 2 (Miscellaneous), Section 5 (Weapons) Adding Subsection 6-2-5C (Regulation of Air Rifles) In deference to those specifically attending for this item, Ald. Seno requested that it be moved forward from the end of the agenda. She then asked that it be tabled since a number of residents apparently could not access the online information regarding the draft ordinance. Moved by Ald. Marks, seconded by Ald. Simonian to table discussion until the Oct. 26 COW meeting V/V: 7-0 Motion carried. b. Recommend Approval of “Ooh La La” Chocolate Run 5K Race November 8, 2015 Moved by Ald. Bruno, seconded by Ald. Singer COMMITTEE OF THE WHOLE MINUTES – OCT. 12, 2015 1 Paul Zellmer, Zellmer Wellness Foundation, explained the purpose of the foundation and took questions. V/V: 7-0 Motion carried c. Recommend Acceptance of FY2015 Comprehensive Annual Financial Report Moved by Ald. Singer, seconded by Ald. Marks Finance Mgr. Kruse introduced Fredrick Lantz, Sikich LLP, who presented information from the FY2015 audit, including background, procedures, findings and recommendations. Ald. Simonian had several questions, which were addressed by Mr. Lantz and Asst. Admin. Dawkins V/V: 7-0 Motion carried d. Recommend Draft Resolution Authorizing City Administrator, City Treasurer and Finance Manager to Conduct Transactions Related to United States Treasury Securities Held in the Name of the City of Geneva Moved by Ald. Bruno, seconded by Ald. Simonian Ald. Simonian asked as to the nature of custodial oversight pertaining to transactions. Ald. Marks felt the resolution should be amended to state a time certain period (two years) during which transaction authorization is granted. Mgr. Kruse addressed the concerns. Amendment accepted. V/V: 7-0 Motion carried e. Recommend Draft Resolution Authorizing an Agreement for Professional Engineering Services with V3 Companies in an Amount Not to Exceed $84,500.00 for the North Seventh Street Intersection Phase I Engineering Services Moved by Ald. Simonian, seconded by Ald. Marks Questions were taken from Ald. Bruno, Singer and Simonian regarding intersection improvements and scope as well as involvement of Seventh St. extended and adjoining property. Questions were addressed by Dir. Babica. V/V: 7-0 Motion carried f. Recommend Draft Resolution Authorizing an Agreement for Professional COMMITTEE OF THE WHOLE MINUTES – OCT. 12, 2015 2 Engineering Services with Wills Burke Kelsey Associates in the Amount Not to Exceed $114,000.00 for the Kautz Road Intersection Phase 1 Engineering Services Moved by Ald. Marks, seconded by Ald. Kilburg V/V: 7-0 Motion carried g. Recommend Draft Resolution Authorizing Bid Waiver and Contract for Design of Wastewater Treatment Plant Improvements to CDM Smith in an Amount Not to Exceed $698,413.00 Moved by Ald. Kilburg, seconded by Ald. Radecki Ald. Marks was uncomfortable with a no-bid contract of this amount. Dir. Babica said that CDM Smith has worked on this project to this point and to now put the latter part of the project out for bid would cause delays, adding that Staff feels CDM Smith is the logical choice to continue with the project. Supt. VanGyseghem also emphasized the need to avoid delays. Ald. Simonian called for using the bidding process moving forward. V/V: 6-1 (Marks) Motion carried h. Recommend Resolution 2015-103 Authorizing Bid Award and Contract to Bolder Contractors, Inc. in the Amount of $506,656.00 for the Route 31 Water Main Replacement Project Moved by Ald. Marks, seconded by Ald. Singer Ald. Simonian wished to have the resolution revised to read “not to exceed” before the dollar amount. Agreed to by Dir. Babica. Ald. Kilburg wondered why the project was being started so in the construction season. V/V: 7-0 Motion carried i. Recommend Draft Resolution Authorizing Bid Award and Contract to Michels Corporation in the Amount Not to Exceed $309,900.00 for 2015 Cured-In-Place- Pipe Sewer Lining Project Moved by Ald. Marks, seconded by Ald. Singer Ald. Simonian asked if it would be more cost-effective to do this type of work in-house. Dir. Babica said that the City lacks the staff to do this type of work. Ald. Bruno and Ald. Singer sought clarification on various aspects of the work. V/V: 7-0 Motion carried j. Recommend Draft Resolution Authorizing Bid Award and Contract to Nesco Sales for Purchase of a Rear Lot Pole Digger in the Amount of $159,950.00 COMMITTEE OF THE WHOLE MINUTES – OCT. 12, 2015 3 Moved by Ald. Marks, seconded by Ald. Singer Ald. Simonian asked if consideration had been given to leasing or renting instead of purchasing this equipment. Explaining that this type of equipment usually is needed in a storm-related emergency situation, Dir. Babica said that he would be concerned about the rental availability of the equipment when it was needed, having properly trained and certified operators, and the safe condition of the rented equipment. He did say that renting out the equipment to sister agencies under a mutual-aid agreement might be viable. V/V: 7-0 Motion carried 4. NEW BUSINESS Ald. Simonian wished Joe Stanton well in his recovery following recent surgery. 5. ADJOURNMENT Moved by Ald. Simonian, seconded by Ald. Marks V/V: 7-0 Motion carried The meeting adjourned at 8:24 p.m. Submitted by City Clerk Landberg COMMITTEE OF THE WHOLE MINUTES – OCT. 12, 2015 4