Committee of the Whole

1 COMMITTEE OF THE WHOLE Monday, July 11, 2016 at 7:00pm City Hall Council Chamber 109 James Street Geneva, IL 60134 AGENDA 1. CALL TO ORDER 2. APPROVE COMMITTEE OF THE WHOLE MINUTES FROM JUNE 27, 2016 3. ITEMS OF BUSINESS a. Recommend Draft Resolution Authorizing Purchase of a 3-Ton Dump Truck with Snow Plow from Rush Truck Centers and Auto Truck Group in the Budgeted Amount of $144,114.00. 4. NEW BUSINESS 5. ADJOURNMENT 2 COMMITTEE OF THE WHOLE MINUTES JUNE 27, 2016 PRESENT: Burns, Bruno, Burghart, Cummings, Kilburg, Maladra, Radecki, Simonian, Seno, Singer ABSENT: Marks STAFF PRESENT: Dawkins, Rivera, Schultze, Passarelli, Maduzia, Kruse, Tymoszenko, Nash, DeGroot 1. CALL TO ORDER Chairman Singer called the meeting to order at 7pm noting that Ald. Marks was absent. 2. SPECIAL ITEMS, PRESENTATIONS a. Oath of Office for Police Officer Thomas Krueger Mayor Burns performed the oath of office for new police officer Krueger and welcomed him and his family. 3. APPROVE COMMITTEE OF THE WHOLE MINUTES FROM JUNE 13, 2016 Moved by Ald. Cummings, second by Ald. Bruno V/V: 9-0 Motion carried. 4. ITEMS OF BUSINESS a. Recommend Approval of Special Event Application and Use of City Services from Geneva Chamber of Commerce for Festival of the Vine September 9-11, 2016. Moved by Ald. Seno, second by Ald. Bruno V/V: 9-0 Motion carried. b. Recommend Approval of Special Event Class E-6 Liquor License for Geneva Chamber of Commerce – Festival of the Vine September 9-11, 2016. Moved by Ald. Kilburg, second by Ald. Seno V/V: 9-0 Motion carried. COMMITTEE OF THE WHOLE MINUTES – JUNE 27, 2016 1 3 c. Recommend Draft Ordinance (Zoning Map Amendment) to Rezone a Portion of the Property from the R1 Low Density Single-Family Residential District to the R2 Medium Density Single-Family Residential District (Havlicek Builders). Moved by Ald. Radecki, second by Ald. Cummings V/V: 9-0 Motion carried. d. Recommend Draft Ordinance (Zoning Map Amendment) to Rezone a Portion of the Property from the OR Office Research District to the R2 Medium Density Single-Family Residential District (Havlicek Builders). Moved by Ald. Bruno, second by Ald. Seno V/V: 9-0 Motion carried. e. Recommend Draft Resolution Approving Preliminary/Final Subdivision for 21-Lot Single- Family Subdivision of the Subject Property in the R2 Medium Density Single-Family Residential District (Havlicek Builders). Moved by Ald. Kilburg, second by Ald. Bruno V/V: 9-0 Motion carried. f. Recommend Draft Ordinance Establishing Application Fees for Zoning Board of Appeals Reviews Pertaining to Title 11 (Zoning) of the Geneva City Code. Moved by Ald. Radecki, second by Ald. Bruno (as amended) V/V: 9-0 Motion carried. Within the course of discussion, Ald. Radecki moved, seconded by Ald. Seno, to amend the fee structure to $250 for residential and $500 for non-residential applications. Several aldermen raised concerns as to the steep increase of fees. Commissioner Schultze stated that fees would only cover staff time and costs for the review process. Roll call on the amendment: Ayes: 8 Nays: 1 (Bruno) Motion carried. g. Recommend Draft Resolution Authorizing Execution of Fiscal Year 2015-16 Budget Amendments As Presented. Moved by Ald. Kilburg, second by Ald. Cummings V/V: 9-0 Motion carried. h. Recommend Draft Resolution Authorizing Execution of Intergovernmental Agreement By and Between the City of Geneva and the Geneva Community Unit School District No. 304 Regarding the Geneva Fox River Redevelopment Project Area. Moved by Ald. Maladra, second by Ald. Seno COMMITTEE OF THE WHOLE MINUTES – JUNE 27, 2016 2 4 Discussion on how the school district proposed the IGA terms were discussed. School Board member David Lamb was present to answer questions and provide more background on how they settled on the $3.5 million amount. Further discussion on the needs of the city versus the needs of the school district were heard. School board attorney Richard Petesch requested a continuance on recommendation of the IGA based on the discussions that evening. Mayor Burns cautioned that a formal decision would need to be in place by an August 15 deadline per the previous hearing notice. Burns further stated that the agreement was on the evening’s agenda based on the board’s official response to the city’s offer that was received on June 20 and felt that was ample time to have consideration and a formal vote at this meeting. Ald. Maladra, seconded by Ald. Bruno, offered a motion to postpone items H through K to a Special Committee of the Whole meeting on July 18 for final discussion and consideration. Roll Call: Ayes: 9 Nays: 0 Motion carried. i. Recommend Draft Ordinance Approving a Tax Increment Redevelopment Plan and Redevelopment Project for the Geneva Fox River Redevelopment Project Area. (post-poned to July 18, 2016) j. Recommend Draft Ordinance Designating the Geneva Fox River Redevelopment Project Area of Said City a Redevelopment Project Area Pursuant to the Tax Increment Allocation Redevelopment Act. (post-poned to July 18, 2016) k. Recommend Draft Ordinance Adopting Tax Increment Allocation Financing for the Geneva Fox River Redevelopment Project Area. (post-poned to July 18, 2016) 5. NEW BUSINESS Ald. Burghart congratulated the Chamber and city staff for another successful Swedish Days Festival. 6. ADJOURNMENT On a motion by Ald. Kilburg, second by Ald. Simonian, the meeting was adjourned by unanimous voice vote at 9:04pm. COMMITTEE OF THE WHOLE MINUTES – JUNE 27, 2016 3 5 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Purchase new 3 – Ton Dump Truck with Snow Plow Presenter & Title: Nate Landers, Superintendent of Streets, Fleets, and Facilities Date: June 27, 2016 Please Check Appropriate Box: x Committee of the Whole Meeting Special Committee of the Whole Meeting x City Council Meeting Special City Council Meeting Public Hearing Other - Associated Strategic Plan Goal/Objective: Vision 5 Goal G Budgeted? __x__ Yes Other ____ Yes Estimated Cost: $144,114.00 ____ No Funding? ____ No If “Other Funding,” please explain how the item will be funded Executive Summary: The 2017 capital budget includes funds to purchase a new 3-ton dump truck with a snow plow and salt spreader and pre wet/brine spraying system. On June 22, 2016 we received prices for the dump body, plow and salt spreader, pre wet system and for the cab and chassis. Our specifications for the cab and chassis were based on the International Truck because our 3-ton truck fleet consists of International Trucks. Staying with International allows for better serviceability, part commonality and operator familiarity. Rush Truck Centers is the local International dealer. We have received three quotes for the building of the truck body. The quotes are from Auto Truck group, Henderson truck equipment, and Lindco Equipment sales. All suppliers were asked to quote a price for a stainless steel dump box and lines, plow, spreader, and pre wet system. Lindco’s quote is for $54,195.00. However, their price does not include a pre wet system. Staff Recommends not using Lindco because they did not quote what was specified. The next lowest quote received was from Auto Truck. Their quote for everything specified is $68,484.00. The price received from Henderson included all specs and came in at $68,500.00. Staff has used Auto Truck Group with purchases before and have always had good service from them. With the system familiarity we can easily get parts and service. 6 Attachments: (please list) • Quote Tab Sheet • Specs Sheets and Quotes • Resolution Recommendation / Suggested Action: (how item should be listed on agenda) Staff respectfully recommends that City Council approve the quote from Rush Truck Centers and Auto truck group for a 3-Ton Dump Truck with Snow Plow, Salt Spreader and pre wet system in the amount of $144,114. 7 City of Geneva Summary of Bids Name of Project: Street Department Snow Plow Vehicle Purchase Recorded By: Nate Landers Opened By: Gary Paris Date/Time: Approved Engineer Estimate/ Budget : BID BOND % TYPE OF PAYMENT FOR BID CONTRACTOR NAME BID PRICE REMARKS ADDENDUM OF PRICE BOND Includes Cab and Chassis and $144,114.00 S.S. dump box, snow plow, salt Rush Truck Centers (state bid) spreader and pre wet system. Includes S.S. dump box and lines, $68,484.00 plow, spreader and prewet Auto Truck Group system. 54,195.00 Includes S.S. Dump box, plow, Lindco Equipment Sales spreader, NO PREWET SYSTEM 68,500.00 Includes S.S. Dump box, plow, Henderson Truck Equipment spreader, and prewet system Page ____of____ 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2016-__ RESOLUTION AUTHORIZING EXECUTION OF _______The Purchase of a 3 ton Dump Truck_____________ BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, Award the purchase contract of a 3 ton Dump Truck, in the form attached hereto at Exhibit “A”, relating to the replacement purchase of a 3-ton dump truck off of the state bid. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this ____ day of _________, 201 AYES: __ NAYS: __ ABSENT: __ ABSTAINING: __ HOLDING OFFICE: __ Approved by me this ____ day of __________, 201_. Mayor ATTEST: City Clerk