City Council Regular Meeting

CITY OF URBANA COMMITTEE OF THE WHOLE – Tuesday, May 29, 2018 – 7:00 P.M. CITY COUNCIL CHAMBERS – 400 S. VINE STREET, URBANA, IL The City Council Committee of The Whole of the City of Urbana, Illinois, met in regular session Tuesday, May 29, 2018, in the Council Chambers of the Urbana City Building. ELECTED OFFICIALS PHYSICALLY PRESENT: Aaron Ammons; Bill Brown; Eric Jakobsson; Dennis Roberts; Diane Wolfe Marlin; Charles A. Smyth ELECTED OFFICIALS PRESENT VIA TELECONFERENCE: None ELECTED OFFICIALS ABSENT: Dean Hazen, Ward 6; Jared Miller, Ward 7; Maryalice Wu, Ward 1 STAFF PRESENT: Brad Bennett; James Eggert; William Gray; Vince Gustafson; Elizabeth Hannan; Wendy Hundley; Todd Rent; John Schneider; Crag Shonkwiler; James Simon; Barb Stiehl; Richard Surles; Justin Swinford; Scott Tess. OTHERS PRESENT: Annie Adams; Elderess Melinda Carr; Tanya Deckert; Scott Dossett; Margaret Miller; Etha Reid; Tracy Satterthwaite; Rev. Dr. Evelyn B. Underwood; Todd Schroeder; Members of the Media 1. CALL TO ORDER AND ROLL CALL There being a quorum, Chair Bill Brown called the meeting of the Committee of the Whole to order at 7:10pm following a Special City Council Meeting. 2. APPROVAL OF MINUTES OF PREVIOUS MEETING Alderman Roberts made a motion to approve minutes from the meeting held on May 14, 2018. Motion seconded by Alderman Jakobsson and carried by unanimous voice vote. 3. ADDITIONS TO THE AGENDA Alderman Roberts made a motion to allow for a change of order in the agenda for item 14, Brick Sidewalks, to move up to Item 6 following Presentations. Alderman Ammons seconded and the motion carried by unanimous voice vote. 4. PUBLIC INPUT Margaret Miller did not wish to speak but wanted her opposition to replacing brick sidewalks with concrete entered into the record. Scott Dossett addressed the committee about his concerns related to brick sidewalks. He became involved as a member of the Historic Preservation Commission because of the lack of movement on their part on brick sidewalk preservation. He spoke to some of the history and involvement of the Historic East Urbana Neighborhood Association (HEUNA) in rebuilding and advocating for brick sidewalks as part of the historic nature of the area. He was concerned that new and young residents of the neighborhood were unaware of this history. He expressed his concern that without a robust historic preservation effort on the part of the city, more significant losses of the historical fabric of Urbana will be lost and encouraged the city to fund preservation efforts related to brick Page 1 of 8  walks. Tanya Deckert addressed committee in opposition of changing the speed on Lincoln Avenue Spoke to 25mph in the section adjacent to the University. She suggested that students need to be educated to make good choices instead of having them in their phones. She was concerned that by not teaching them, it would instead be enabling them. She was also concerned that with even more changes made to the area that it would keep towns people away from campus; that by making it too difficult to drive, it would be bad for business. Annie Adams addressed committee in support of changing the speed limit on Lincoln Avenue. She supports the staff recommendation for 25mph noting that Urbana residents live on both sides of the street. She noted that this section of roadway includes a family friendly park. She stated that this will save lives for those walking and bicycling and will create a safer crossing of Lincoln. She noted that she is a year round bicycle commuter to her University position, her membership on the city’s bicycle and pedestrian advisory commission, and her membership on the Univ. of Illinois Transportation committee. Rev. Dr. Evelyn B. Underwood did not wish to speak, but asked that her position be entered into the record regarding her continued concerns about the Dr. Ellis Subdivision sewer issues. Elderess Melinda Carr did not wish to speak but wanted her continued concerns about the Dr. Ellis Subdivision sewer problems, equity and historic impact entered into the record. 5. PRESENTATIONS a. Fire -- ISO Presentation on City ISO Class 1 rating Interim Fire Chief James Eggert began by thanking Council and Mayor, staff, Metcad, and American Water related to the City’s new ISO Class 1 rating effective Aug 1. He is hopeful that this will result in lower insurance rates. He noted that the fire department is 50% of the rating, American Water 40% and Metcad 10%. The ISO evaluations cover 46,000 communities across the country such that Urbana is one of the 305 across the country and 16 out of 1200 in Illinois with this highest rating. This puts us in the top 1% in the country and state. Provided ratings and scores. Provided outline for Moving Forward. There is room for improvement as we are only .92 over the 90% threshold. Chief Eggert gave several examples where improvements could be made. Discussion of reserve apparatus going forward as well as other areas including supply systems, education, inspections and so on. b. Budget Review – Pension Funding, Updates to Financial Policies Finance Director Elizabeth Hannan and Todd Schroeder (Police and Fire Pension Fund Actuary) made a presentation on the Police and Fire Pension Funding policy development. Mr. Schroeder gave an overview of the process they used for developing the pension funding policy proposed. They noted two issues that have crept up, state statutory minimums that satisfy state requirements but may not be best policy in the long term; and that a more sound, long term policy is almost twice the current cost level of contributions so they looked at various scenarios to develop a compromise position for better long term funding path. Mr. Schroeder provided a series of graphical pictures of potential funding levels over time including a transition plan at the compromise level. Page 2 of 8 Alderman Roberts asked about the aggressive 5 year increase and wondered if adding several more years would be easier to fund. Mr. Schroeder replied that the stretching it longer makes the unfunded portion too big. Discussion followed concerning state comparisons. Few communities are able to be at or over 90% and these tend to be fire district clients. Ms. Hannan noted that the unfunded liability has increase from $15.4M to $19.1M since 2014. Alderman Jakobsson stated that we have an ethical responsibility to maintain the pension system and City Attorney Jim Simon noted that the city has a contractual and statutory requirement to meet the 90% level. It is very important that everyone covered by this needs to know that we are acting in good faith and support an aggressive path. Alderman Ammons, as a SURS trustee, knows what terms mean but asked for an explanation of the unfunded liability for those listening. Mr. Schroeder explained the term. Discussion followed concerning the long term consequence of underfunding and when would money run out. Mr. Schroeder left the presentation and Ms. Hannan continued with discussion of the Financial Policies which include the pension funding policy and changing the definition of a balanced budget. Alderman Jakobsson asked if this is a more conservative definition to which Ms. Hannan agreed. Mayor Marlin noted that this makes us a little more resilient in the long run. c. Bicycle and Pedestrian Advisory Committee (BPAC) Annual Report Alderman Dennis Roberts took Chair so that Alderman Brown and Assistant City Engineer Craig Shonkwiler could present the BPAC annual report for the calendar year 2017. They reviewed the history of BPAC and then provided a summary of 2017 activities. This included a survey of residents on biking and walking, started development of Pedestrian Master plan, discussed implementation of Vision Zero goal, and celebrated the Kickapoo RailTrail (KRT) opening. BPAC provided input on 6 CIP projects. Several slides from the survey were projected and discussed. Alderman Brown noted that the Pedestrian Master Plan is being done in coordination with CCRPC and that Bicycle Wayfinding plans should be completed this year. He also provided a Vision Zero summary, discussed the KRT ribbon cutting including working with Urbana Park District on Weaver Park connectivity. Additional summary slides from surveys were present and they described education activities for the year ahead including 2 stage left turns for Green Street as part of the MCORE project. Alderman Brown ended with a summary slide describing the many organizations that work with BPAC on bicycle issues. Alderman Ammons asked about tickets for bicyclists and the diversion program and noted that we have to respect a bicycle as a vehicle in the roadway. d. Potential Closure of the Urbana Civic Center Public Works Director Bill Gray and Facilities Manager Vince Gustafson presented an overview of the potential closure of Urbana Civic Center. Alderman Roberts interjected that council members have done a walkthrough of the Civic Center. Mr. Gustafson provided background information on the Civic Center including how used and as a city venue. He described staffing as three part time plus a Facilities Manager (himself). He listed the poor conditions of the facility and provided various facility needs such as the roof (needs full replacement of the cupolas); curtains are beyond repair; the hot water heater, stove and range hood, as well as seating are all in need of replacement and the general worn aesthetic of the space. He stated that the facility is losing about $50K/year and needs $1M rehab. He provided two options: closing (savings) verses continuing to operate (with immediate needs and long term costs that would need to be addressed). Page 3 of 8 In response to Alderman Jakobsson asking how public facilities budget like new roofs, Mr. Gustafson described past actions of bringing in a roof consultant and have identified a replacement plan, having already replaced the Fire Station roof and performed additional recent work on other roofs. The Civic Center roof is currently top priority. Mr. Gray added that the city has just taken out of reserves, as there is no building replacement fund. Mr. Gustafson described the first phase of the upcoming Facilities Planning and outlined the early deliverables of an overall facilities evaluation setting priorities and costs. Alderman Ammons noted that he has many constituents who use the civic center and asked if $108K represents the annual costs of the center. Mr. Gustafson replied that a 70% increase in rates would be required to cover this estimate. Discussion followed noting that the roof is the most important item needing to be fixed and cost is around $300K. Mr. Gustafson described using a higher end roof as well. Alderman Ammons raised the possibility of raising money for the facility. Discussion followed about how private funding could work and Attorney Simon explained how best to set up foundations for public entities such as cities. Alderman Ammons said that the center is a tremendous asset for the community. He continued by asking that even with the facility study, identifying all the problems, repairs, and equipment needed, where would the city come up with the money. Mr. Gustafson noted that the study will provide a list of priorities such as health and safety, operational needs, and so on so that we can start to plan proactively. Alderman Roberts stated that he has received a lot of communication on this proposed closure. He asked how the leaking roof would be dealt with even if the center were closed. He would be willing to look for an intermediate solution. Mayor Marlin added that we have many space needs, many employees working in tight or inappropriate quarters, and that the facilities study is for more additional information including programming needs, how the city is using space, how people are working, and whether the right people are working in proximity to each other. This study will help us set priorities and we have to make some tough choices on where we use our resources. Alderman Brown said he liked Alderman Ammons’s ideas for funding and wondered about naming rights if a single entity would contribute. Alderman Brown asked about percentage use of the kitchen to which Mr. Gustafson noted that 1/3rd of weekend events use the kitchen. The kitchen is a big advantage and selling point. Discussion of types of events and fees followed noting that weekend events are only for half or usually all of the full facility. For weekdays, quarter sections are available and Profit or Non-Profit rates for usage are different. Mr. Gustafson also noted that the large weekend events are the big money makers. The Civic Center coordinator works 7am-1pm and staffs daytime events, answers the phone, and makes schedule arrangements. Alderman Jakobsson stated that he likes the ambiance of the civic center and supports the idea of offering naming rights. He expects to begin conversations with groups for where to go as alternatives and for the city to catalyze interactions to help figure out what alternative spaces are available for events. Mayor Marlin stated that we will work to identify alternative venues and there is interest in doing this. She noted that the Civic Center building was designed as the atrium entryway for a large sports facility. Alderman Roberts was interested in finding out more about UBA involvement and online booking to reduce staff costs. It was noted that the UBA wanted city to upgrade the facility first. Alderman Brown asked, in relation to the CIP, where is the spreadsheet that has identified projects as in the past. Mr. Gustafson responded that this has been replaced with a 50K emergency fund only and a new list will be developed as part of the facilities study. Page 4 of 8 6. STAFF REPORT a. Overhead Sewer Program Reimbursement Justin Swinford spoke to the staff memo noting that changes were discussed last February of including this in city code. He noted that the City Legal has determined that an ordinance isn’t needed to run this program as long as this is part of the existing Capital Improvement Plan. No council action is required as long as the budget allows for it. Alderman Ammons and Alderman Roberts asked if it would be wiser and more transparent to have this added to the city code? Discussion followed with Public Works Director Bill Gray noting that this is the best program to have a cost effective way to avoid sewer backups in lower levels and basements. The program has been in place over 20 years with both cities and UC Sanitary District pitches in 25%. The program is supported by the EPA. CM Ammons asked where the primary areas within the city that are a concern. Mr. Swinford noted that the map from February shows that problems are spread all over town and particularly in older homes with basements/half basements. The current building code includes this requirement for new homes and is part of the state requirements. b. Sanitary Sewer Map Mr. Swinford spoke to the memo related to the Sanitary Sewer Map. He stressed the availability of the information but Public Works does not want to put it on line for the reasons listed in the memo. He summarized the relative classification map with percent summaries showing a pretty even split across the three categories. CMM Jakobsson note that the map is a coarse grain version. Mr. Swinford said the map shows where the sewers are in relation to street and yard. CMM Jakobsson noted the differences with relationship to age of the house. Etha Reed addressed the committee to communicate her issues regarding sewer problems at the Dr. Ellis Subdivision, particularly at a home where her daughter and granddaughter live on Ellis Drive – a bi-level with basement that backed up a couple years ago. While doing recent work on the home, the found mold in the drywall. She is concerned about rain leading to backups. Alderman Ammons asked if the overhead sewer program would apply which Mr. Swinford confirmed. Rev. Dr. Underwood asked that if the program is not going to part of the code, she wants to make sure that everyone knows about it. CMM Roberts asked if we could include this information in the annual mailing. Mr. Swinford noted that the sanitary district handles this but we have done this in the past. It is on the city website too but staff are discussing ways of raising awareness. Alderman Ammons noted numerous conversations about how we talk to the public about information. Some people do not embrace the technology and having missed this we need to look at how to better address some issues. Mayor Marlin stressed the need for people to call the city first on sewer issues. This needs to be a message we constantly stress to the public. Elderess Melinda Carr asked about the criteria for residents to be reimbursed for the overhead sewer program and how does a resident determine they have a problem if not due to a heavy rainfall. She stated that past calls were made but the problem has not been dealt with and does not understand why they have not gotten help. Alderman Ammons stated that he should have gotten more clarity but thought we were dealing with a sewer lateral issue. 7. Motion: Motion for the replacement of the existing brick sidewalk on Anderson Street between Page 5 of 8  East High and East Green Street with a new concrete sidewalk – PW Brad Bennett spoke to the staff memo describing the water main installation by American Water. The three homeowners affected requested a replacement with concrete. Alderman Roberts noted Ward 5 communication on this but none of the homeowners are present tonight. He said that the neighborhood was very proud of our brick sidewalks. However, many consider them dangerous but they are permeable and like any other sidewalk tree growth affects them. He acknowledged that it can be hard to maneuver a wheelchair but they add to the historical quality of a neighborhood. He noted that where the brick has been re-laid, it is even and nice. In this case, the city of Urbana won’t have to pay one penny to have this brick sidewalk reinstalled and in this instance would like to see it reinstalled expecting American Water to do it well under city supervision. He expressed his concern that the historic features of the community are being lost. Tracy Satterthwaite provided public input noting that she had done some research of brick vs concrete and it shows that bricks are cheaper in the long run. She stated that in this neighborhood the concrete sidewalks are in just as bad a shape as the brick and the brick on the two sides of her home are wonderful and have not been touched by the city ever, not in the 30 years she has lived here. She noted that they are better in winter as they dry faster. HEUNA was established to preserve these historic features. Alderman Jakobsson asked about brick versus concrete and went on to ask if brick inherently better. He thought that brick should be replaced with brick. Alderman Ammons noted that laying brick takes a certain amount of skill. Staff noted that American Water has contractors who can do the work. Attorney Jim Simon provided clarification that no motion is needed and that no action would lead to brick being re-laid. Alderman Jakobsson moved to send a motion to replace brick with concrete to council with no recommendation. Alderman Brown seconded the motion. CMM Jakobsson thinks we should hear the reasons for installing concrete from the residents. CMM Ammons spoke to this and thinks the full council should make a decision. CMM Roberts noted that we surrendered a lot of brick sidewalk on Green Street, north side, to make it possible to get to Victory Park and that we should let Am Water lay an excellent brick sidewalk. The motion was approved by voice vote with Alderman Roberts opposed to go to council with no recommendation. 8. Resolution No. 2018-05-021R: A Resolution Approving the Champaign-Urbana Solid Waste Disposal System Annual Budget (Fiscal Year 2018-2019) – PW Assistant City Engineer Brad Bennett spoke to the staff memo noting the annual budget for the CUSWDA as similar to previous year and that the City of Champaign has to approve it as well. He noted that the Hoseman agreement ends this November so the city will be looking at a new Intergovernmental agreement. Alderman Ammons moved to send Resolution 2018-05-021R to council with a recommendation for approval. The motion was seconded by Alderman Jakobsson and passed by unanimous voice vote. 9. Resolution No. 2018-05-022R: A Resolution Approving the Capital Improvement Plan (2018) – PW Public Works Director Bill Gray discussed the CIP plan assisted by Vince Gustafson, Craig Shonkwiler, and Brad Bennett. They reviewed accomplishments for the year including Lincoln Avenue extension, resurfacing a section of Lincoln Ave, Airport Road, Vine St resurfacing, LED lighting in the University District, Sanitary Sewer construction, brick sidewalk repair, and fires Page 6 of 8  station basic HVAC. Planned Projects: MCORE will be completed between Busey and Wright this summer with Project 5 starting next year in 2019-20; Lincoln and Springfield resurfacing; Race and Vine street repairs; Cunningham shared use path via TIF money; Sanitary Sewer extension for St. Matthews; bathroom repairs for firefighters in city building; and the Facility Assessment Plan Phase 1. They noted that the Stormwater Master plan needs to be updated. There are many projects that are not funded and we need to make investments in our roads and sidewalks. Discussion followed with Alderman Brown noting that funding went up for MCORE and confirmed by Mr. Shonkwiler that the local funding need has increased. Most of the increase is related to project 5. Another increase is related to lighting pole costs and that an IDOT IGA was coming soon to cover the black color upcharge. In response to Alderman Ammon, staff noted that the last time the local Motor Fuel Tax was increased was August 2015 to 5 cents per gallon and that 1 cent generates $180K per year. Mayor Marlin noted that the city will address revenue development over the coming year. Alderman Roberts moved to send Resolution 2018-05-022R to council with a recommendation for approval. The motion was seconded by Alderman Ammons and passed by unanimous voice vote. 10. Ordinance No. 2018-05-037: An Ordinance Vacating an Alley (North Alley of Water Street East of Poplar Street) – PW Assistant City Engineer Brad Bennett spoke to the staff memo. He noted that the city was going to reserve a Utility easement but otherwise, this is a non-functional alley. Alderman Ammons moved to send Ordinance 2018-05-037 to council with a recommendation for approval. The motion was seconded by Alderman Jakobsson and passed by unanimous voice vote. 11. Ordinance No. 2018-05-038: An Ordinance Vacating a Certain Portion of an Alley (South of Green Street between Urbana Avenue and Maple Street) – PW Mr. Bennett spoke to the memo on this side yard alley vacation noting that 3 out of 4 property owners had agreed but one was unresponsive resulting in a partial vacation. Again, the city is reserving a utility easement. Alderman Jakobsson moved to send Ordinance 2018-05-038 to council with a recommendation for approval. The motion was seconded by Alderman Ammons and passed by unanimous voice vote. At 10:30pm, a motion to extend the meeting by 15 minutes was made by Alderman Jakobsson, seconded by Alderman Roberts, and passed by unanimous voice vote. 12. Ordinance No. 2018-05-039: An Ordinance Amending Schedule K of Section 23-184 of the Urbana Local Traffic Code Prohibiting Parking During Certain Hours on Certain Streets (Vawter Street) – PW Assistant City Engineer Craig Shonkwiler summarized the staff memo and recommendations from the Traffic Commission describing restrictions for certain hours at this location for student pickup by bus service. Alderman Ammons moved to send Ordinance 2018-05-039 to council with a recommendation for approval. The motion was seconded by Alderman Roberts and passed by unanimous voice vote. Page 7 of 8  13. Ordinance No. 2018-05-040: An Ordinance Amending Schedule Q of Section 23-64 of the Urbana Local Traffic Code Decreasing State Speed Limits on Certain Streets (Lincoln Avenue between Nevada Street and Pennsylvania Avenue) – PW Assistant City Engineer Craig Shonkwiler summarized the staff memo and recommendations from the Traffic Commission. He noted that the city did a road diet in 2006 on this section of Lincoln Avenue and that a number of faculty and students cross Lincoln here. There have been safety concerns particularly at Lincoln and Ohio as well as at Iowa Street. Staff performed a traffic study as well and did further analysis using a new guide from CUAATS. They are recommending enhancements with bump outs and median islands as well as new pedestrian warning signage. Staff will apply for a Highway Safety improvement grant next spring. In the interim, a lower speed limit matching the University District speed limit is recommended. Alderman Brown added that he went to the traffic commission meeting and there will be some education of students by sororities and fraternities. There is much distracted walking and driving. Alderman Ammons noted that survival rate is important but not sure if people really slow down in response to speed limit. Mr. Shonkwiler said that staff anticipates putting up signage and maybe radar signs. Enforcement could be a component. Alderman Roberts really likes and supports bump outs and warning signs. CMM Jakobsson spoke positively about the recent change to 25mph on Springfield and how it has changed the environment there. Alderman Jakobsson moved to send Ordinance 2018-05-040 to council with a recommendation for approval. The motion was seconded by Alderman Ammons and passed by unanimous voice vote. 14. Ordinance No. 2018-05-041: An Ordinance Approving an Assignment of a Power Purchase Agreement from WCP Solar Services, LLC to WCP Financials, LLC – PW Environmental Manager Scott Tess summarized the staff the memo. He indicated that the City had retained the right to consent to any reassignment and that reassignment was typical in this industry. Alderman Jakobsson moved to send Ordinance 2018-05-041 to council with a recommendation for approval. The motion was seconded by Alderman Ammons and passed by unanimous voice vote. 15. ADJOURNMENT There being no further business before the committee, Chair Brown declared the meeting adjourned at 10:45 pm. Charles A. Smyth City Clerk This meeting was video recorded with website link (viewable on demand): https://www.urbanaillinois.us/node/7182 This meeting was broadcast on cable television (UPTV) and streamed live: http://urbanaillinois.us/uptv Minutes Approved: _June 11, 2018_ Page 8 of 8