Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, January 4, 2017 6:00 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes January 4, 2017 1. CALL TO ORDER-Roll Call Present 6- Jose Chavez, Linda Palmiter, Ken Griffin, Dave Richards, Brian A. Clancy Sr., and John Noak 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 17-2302 Romeoville High School Presentation The Romeoville High School Leadership Club presented the Mayor and Board with t-shirts and explained the new leadership initiative that they are undertaking at school and in the community. 17-2311 Motion to accept the Village of Romeoville’s Comprehensive Annual Financial Report (CAFR) for the Fiscal Year Ended April 30, 2016. Jim Savio from Sikich LLP gave a short presentation regarding the Village's FY 2015-2016 Comprehensive Annual Financial Report and audit results. Jim is the partner who oversees the Village's audit. The presentation is now required by generally accepted accounting principles. Mayor Noak summed up what Mr Savio reported. Mr Openchowski added that a lot of the reporting changes were driven by the bond rating industries as it helps them to analyze the Village financially. Mayor Noak added that we have 8 months of operational reserves for the corporate fund which is well in excess of the 3 month standard. Trustee Chavez thanked everyone who has worked to achieve this reserve. He is glad that the pension liabilities were included in this report. Trustee Chavez asked if our calculations have changed as the average life span has increased and the response was yes. Mr Gulden added that about 10 years ago we had a 1 to 2 month reserve that we have slowly built up. That is a huge accomplishment. We also have a 7 million dollar fund balance in the water and sewer fund which is very healthy. Mayor Noak added that was accomplished while making major improvements in the Village. 17-2312 Motion to Accept the Romeoville Firefighters’ Pension Fund Municipal 2016 Compliance Report. Mr Openchowski gave the annual report pertaining to the assets held by the Firefighter's Pension Fund, estimated pension fund revenues, levy Village of Romeoville Page 1 Printed on 3/14/2017 Village Board - Workshop Meeting Meeting Minutes January 4, 2017 requirements as determined by both the Illinois Department of Insurance and the Village/Pension Fund Private Actuary, net income from pension fund assets, actuarial assumptions used, number of active pension fund members, number of retirees and pension benefits paid, the funded ratio based upon the Illinois Department of Insurance study and the Private Actuary and the unfunded pension liability. He added that the Fire Pension Fund is very well funded. 17-2313 Motion to accept the Romeoville Police Pension Fund Municipal 2016 Compliance Report. Mr Openchowski gave the annual report pertaining to the assets held by the Police Pension Fund, estimated pension fund revenues, levy requirements as determined by both the Illinois Department of Insurance and the Village/Pension Fund Private Actuary, net income from pension fund assets, actuarial assumptions used, number of active pension fund members, number of retirees and pension benefits paid, the funded ratio based upon the Illinois Department of Insurance study and the Private Actuary and the unfunded pension liability. Mayor Noak stated that the target to be fully funded is 24 years and we are well within that range. ORD16-1342 An Ordinance Approving a Special Use Permit for the Romeoville Area Historical Society Mr Rockwell reported that the Romeoville Area Historical Society (RAHS) has requested approval of a special use permit to convert an existing single family residence located at 14 Belmont Dr. into a museum and office. The RAHS is under contract to purchase the property and would close on the property following the approval of the special use permit. The interior of the building will be opened up to include abundant exhibit space. In addition,office space, restrooms and a kitchenette will be built out. The exterior improvements include new siding, new windows, and a new roof. A new walkway and concrete stoop will be provided in the front of the building and new concrete stoop will be added behind the building. Furthermore, a 400 s.f. addition is proposed on the east side of the building. The addition will feature extra exhibit space. A proposed concrete stoop and sidewalk will connect the addition to the existing detached garage. The detached garage will remain and be used for storage. The existing mature trees will be preserved and new landscaping will be added to the site. Foundation landscaping will be provided around the building. In addition, two enhanced landscaped areas will be provided at the southeast and southwest corners of the property. Parking demands will be low for the RAHS. The museum has limited hours and will only have one or two members working at any one time. Also, the museum anticipates holding a limited amount of open houses and field trips during Village of Romeoville Page 2 Printed on 3/14/2017 Village Board - Workshop Meeting Meeting Minutes January 4, 2017 the year. The Society has an agreement with the adjacent church property to use its parking lot when needed. Also, on street parking on Belmont and Amherst is available. Mayor Noak stated that our Historical Society is a very dedicated group of people. They have a treasure trove of items. They have been looking for a permanent home for some time. Trustee Richards stated that Planning and Zoning had no issues with this project. Their projected use is less than the average household. This is the perfect use for this facility. Trustee Chavez wished them the best of luck with this project. Mr Sczepaniak would be very happy with what the Society is doing with his donation. Trustee Griffin asked if the building will be sprinkled and the response was that it doesn't meet the threshold for assembly use that would require sprinklers. ORD16-1343 An Ordinance Approving a Special Use Permit for a Planned Unit Development - Final Development Plan for All World Storage (315 N Independence Blvd) Mr Rockwell reported that All World Storage has requested a new PUD to clean up their previous approvals. All World Storage is covered by several previous approvals all of which have poor quality plans that are hard to enforce. In 2014, All World and the Village entered into a development agreement to address code enforcement issues on the site. To be in compliance with the agreement, All World has completed the necessary improvements. With those completions, All World is requesting a new PUD to clean up all of the previous approvals with one legible site plan. The site plan reflects the current condition of the site. The language of the PUD will allow the flexibility to swap containers for parking spaces so long as the total is not exceeded. The PUD will explicitly spell out the types of vehicles that can be parked onsite. This should provide a clear document for All World to operate under and make Village enforcement much more straight forward. Mayor Noak stated that they have done an amazing job of cleaning this up. He recommends passing this with final attorney review. Trustee Chavez stated that he is happy with this business. He asked about the water drainage. Mr Rockwell replied that they were allowed to use grindings. Mr Zabrocki added that the original approvals included asphalt grindings which met the code requirements at the time. Village of Romeoville Page 3 Printed on 3/14/2017 Village Board - Workshop Meeting Meeting Minutes January 4, 2017 Trustee Richards stated that the property has been cleaned up a lot. With regard to Mr Pyle's concern, we would not allow this today-but they are not rebuilding the property and all we are trying to do is clean up language and let them run their business. RES17-2246 Approving an agreement with the State of Illinois and the Village of Romeoville appropriating funds for the Grand Boulevard Local Agency Functional Overly (LAFO) Project. Mr Zabrocki reported that the Village has received grant funding for the resurfacing of Grand Blvd. from Fair Meadow Drive to Anna Lane. This project was approved by the Will County Governmental League to receive Federal Surface Transportation Program funds for 80% of the construction plus construction engineering costs. Design approval for the project was obtained from IDOT on November 14, 2016. The anticipated IDOT letting date is March 3, 2017. The FY 17-18 budget will include funding for the Village's share of construction and construction engineering services for this project. The Village's commitment is not expected to exceed $107,000. Mayor Noak stated that this is from Culvers to almost Village Hall. It will be nice to have this done. Trustee Chavez stated that he was glad to see that we received these funds. RES16-2235 A Resolution Waiving Bids for Firework Displays and Awarding a Contract to Melrose Pyrotechnics, Inc. Ms Rajzer reported that this is to authorize a contract with Melrose Pyrotechnics, Inc for fireworks for Monday, July 3rd, 2017 and RomeoFest fireworks on Friday, August 4 and Sunday, August 6, 2017. The department has used Melrose since 2013. Since then we have been very satisfied with their service. This vendor has been in business since the early 1900's and has a long list of references. To add to the festivities, Melrose will provide music to accompany the displays. Melrose meets and exceeds the licensing and safety requirements of the Illinois State Fire Marshal. The total for the three displays will be $50,000. Mayor Noak stated that we received proposals for this and Melrose was recommended by both the Recreation Department and Fire Department. Trustee Palmiter asked if there is a benefit to doing a multi year contract. Ms Rajzer stated that they would be willing if it is our preference. Trsutee Chavez agreed with Trustee Palmiter. This is the right decision. Village of Romeoville Page 4 Printed on 3/14/2017 Village Board - Workshop Meeting Meeting Minutes January 4, 2017 RES17-2242 A Resolution Waiving the Public Bidding Process and Authorizing an Add-On to the Existing Purchase of the Mobile Command Center Project Mr Littrell reported that the Village of Romeoville recently purchased a Mobile Command Center which is currently under construction. Several features of the vehicle were scaled back due to fiscal budget considerations. Citgo Corporation has donated $50,000 to the Village to restore these items back into the project. The donation will go towards installing a camera system with 39 foot mast with power line safety protection, weather station and an internal telephone system. Mayor Noak thanked Citgo for this donation and their continued partnership. Trustee Chavez stated that this is something for our entire community. He looks forward to seeing this ready to go. RES17-2243 A Resolution to waive the public bidding requirements and utilize the Northwest Municipal Conference Suburban Purchasing Cooperative price to purchase one 2017 Chevrolet Tahoe Mr Littrell reported that within the current budget, REMA has been approved to purchase a utility vehicle. We have acquired a purchase price of $39,972.57 for a 2017 Chevy Tahoe from Currie Motors Fleet at the Suburban Purchasing Cooperative price. This replaces a 1998 Ford Crown Victoria which had been previously donated to us by the Will County Sheriff's department. Mayor Noak stated that REMA gets every possible dollar out of the vehicles they purchase. Trustee Richards stated that we are buying a brand new vehicle and replacing a 1998 vehicle that was donated to us. He thanked Mr Littrell for all he does. RES17-2249 A Resolution Waiving the Bids and Approving a Three Year Agreement with Environmental Systems Research Mrs Caldwell reported that our GIS provides an infrastructure for making maps and geographic information available throughout the Village departments. It is used for creating and using maps, compiling geographic data, analyzing mapped information, sharing and discovering geographic information and managing geographic information in a database. This agreement is a three year agreement for $35,000 that will grant access to ESRI term license software on an unlimited basis including maintenance on all software offered for the term of the agreement. This will provide Village of Romeoville Page 5 Printed on 3/14/2017 Village Board - Workshop Meeting Meeting Minutes January 4, 2017 numerous benefits including a lower cost per unit licensed software, reduced administrative and procurement expenses, maintenance on all ESRI software deployed under this agreement and complete flexibility to deploy software products when and where needed. This has unlimited desktop licenses and 100 online licenses. Mayor Noak stated that this is an existing vendor. Staff continues to do a great job integrating more data into our resources. Programs like this are necessary. Trustee Chavez stated that this is a great deal we are getting. This will help all of our departments. Residents can see what this by going to our website and trying it out. RES17-2248 A Resolution Approving an Amusements Contract (All Around Amusement, Inc.—Romeofest Contract) Mr Vogel reported that this approves an agreement with All Around Amusement to provide carnival rides and midway games/attractions in connection with the 2017 RomeoFest. All Around has provided these rides and attractions at previous fests. The contract is for the 2017 fest and renews subject to its terms for the 2018 and 2019 fests. This will now include the ability to use debit/credit cards for purchasing mega passes. Trustee Chavez reminded residents of the cost of the mega passes and day passes. Mayor Noak added that is a pretty good rate compared to some of the surrounding fests. Trustee Palmiter added that they have been our carnival provider for many years. 4. ADJOURNMENT A motion was made by Chavez, seconded by Griffin, that this Meeting be Adjourned at 7:14 p.m. The motion carried by the following vote: Aye: 5- Chavez, Palmiter, Griffin, Richards, and Clancy Non-voting: 1- Noak Village of Romeoville Page 6 Printed on 3/14/2017