Village of Channahon Committee of the Whole met June 19.
Village of Channahon Committee of the Whole met June 19.
Here is the minutes provided by the Committee:
Village President Missey Moorman Schumacher called the meeting to order at 6:00 p.m. with Trustees Greco, Host, Slocum, Perinar and Scaggs present. Trustee McMillin was absent.
Also present were Village Administrator Thomas Durkin, Director of Community Development and Information Systems Mike Petrick, Finance Director Heather Wagonblott, Director of Public Works Ed Dolezal, Chief of Police Jeff Wold, Village Attorney David Silverman and Acting Village Clerk Leti Anselme.
VP Moorman Schumacher informed everyone present that anyone who speaks at the meeting shall be deemed to have given his/her consent to the recording of their likeness and speech. This meeting is being recorded.
Non-Union Salary VP Moorman Schumacher stated that Trustee Greco and herself will be looking at some salary ranges and plan to bring it back to the Board.
• An Ordinance Authorizing the Execution of an Annexation Agreement between Crossroads 55, LLC, a Delaware limited liability company, and Marine Properties, LLC, a Nevada limited liability company; Mary P. Lewis, as Successor Co-Trustee and Midland State Bank, as Successor corporate Co-Trustee of the Harvey J. Lewis Trust dates January 31, 1983; Mary P. Lewis, as Trustee of the Mary P. Lewis Trust dated January 31, 1983, and Chicago Title Land Trust Company, as Successor to Founders Bank as Trustee under Trust Agreement dated November 16, 2006 known as Trust No. 6970 and the Village of Channahon, An Illinois Home Rule Municipal Corporation, Will and Grundy Counties, Illinois –2nd Read
• An Ordinance Annexing Certain Territory to the Corporate Limits of the Village of Channahon, Illinois – Crossroads 55 – 2nd Read
• A Resolution Authorizing the Execution of an Intergovernmental Agreement between the Village of Channahon and Certain Taxing Districts to Provide for the Financing of Public Improvements for the Development of Property on the east side of I-55 between U.S. Route 6 and the IDI Gazeley property (Lewis-Marine Property) Village Administrator Thomas Durkin stated that these items were up for consideration last week to the Board, but the Board wanted direction from IDOT in regards to the traffic study and the construction for a traffic signal. Durkin stated that IDOT had actually left a voice mail on Friday and an email received today. This is ready for Board approval. VP Moorman Schumacher stated that IDOT gave this priority and she is grateful for the comments from IDOT.
Trustee Slocum asked if we knew of a timeline of when the traffic light would be put in. Durkin stated that his understanding is that now we go to the next step, developing the intersection design study, which goes to IDOT for their approval. Then construction documents and putting it out for bid. It is still a while away.
Community Development & Information Systems
• An Ordinance Rezoning Certain Property from A-1 & R-1 to I-1 and Granting a Special Use Permit for a Planned Unit Development – Crossroads 55 -2nd Read
• Final Plat of Subdivision – Crossroads 55 Director of Community Development and Information Systems Mike Petrick stated that this is to rezone certain property from A-1 and R-1 to I-1 and grant a Special Use Permit for a PUD and also the final plat of subdivision for Crossroads 55.
Printer Lease and Service Agreement Petrick stated that the Village of Channahon currently operates a fleet of 4 Canon copy machine/printers and one high-volume Samsung printer in the Village Hall and Police Station. At present, the high-volume Samsung printer is disabled and needs repair or replacement. The Canon equipment is old, with one of the devices in the police department having been installed with the opening of the Village Hall. As these printers increase with age, so does their cost of operation. The oldest printer is now also too old to be covered by a service contract and will have a rapid escalation in the cost printing as any repairs would need to be paid out-of-pocket. While still under service contracts, the other three Canon printers increase in per-page print costs every year, with the most expensive printer now at $0.20 per page (c2880i, color).
In the past the Village always sought to purchase copiers/printers outright and utilize them as long as possible (the drive it into the ground philosophy). It is being seen that this is not the most cost effective method or best means to utilize new technology. Village I.T. staff, with input from the Finance Director, investigated purchase versus lease arrangements and found leasing to a more viable alternative. For a lower cost than using our existing equipment for another 5 years, the Village can lease 5 brand-new machines and upcycle them to new equipment every 5 years.
Competitive lease arrangements were sought from Marco, Martin Whalen, and Proven. It is estimated that with a 5% annual cost escalation, the Village would spend $56,884 over the next 5 years, using existing equipment. This amount assumes the unlikely scenario that equipment continues to function and does not require any repairs.
Petrick is requesting approval to sign into a lease agreement with Proven for printer lease and service agreement for $879.89 per month, for 60 months.
An Ordinance Amending the Village of Channahon Annual Budget for Fiscal Year 2016-2017 – 1st Read Finance Director Heather Wagonblott stated that the original budget for fiscal year 2016-2017 was adopted and approved by the Board on April 18, 2016. During the budget process, revenues and expenses are estimated based on past amounts of future anticipated amounts. At times, unforeseen revenues are received and unexpected expenses are incurred throughout the fiscal year. As a result of these unforeseen and unexpected items, budget amendments are proposed to the Board for approval so that the final budget entered into the annual financial statements can be more accurately reflected. In addition, only expenses that exceeded the approved budget have been proposed for amendment. In other words, if additional revenue was received or less than anticipated expenses were incurred, these line items are not included as a budget amendment within this document.
An example was the original budget for Fund 14 (Rebate Fund) included a transfer from Fund 14 to Fund 01 (General Fund) in the amount of $500,000. The actual amount transferred for fiscal year 2017 was $0. The General Fund 01 incurred enough revenue to support the expenses for the fiscal year. This still needs to be sent to the auditors.
Wagonblott asked the Board to approve and waive second read tonight, so she can enter the numbers and send it off to the auditors.
Renewal of Neopost Lease Agreement Wagonblott stated that the lease renewal options for the folding/inserting/sealing machine were brought before the Board on May 15, 2017. Under the current lease agreement, the Village is charged $264.80 per month for the Neopost machine. Neopost has offered a three year lease extension with a monthly charge of $208.17. This would decrease the Village’s annual lease payments by approximately $740, for a savings of over $2,200 over the three year lease agreement.
She did have our attorney review the agreement and would like to move forward with the agreement.
• Approval to Purchase Two Ford Police Interceptors
• An Ordinance Authorizing the Sale of Certain Personal Property Owned by the Village of Channahon – 1st Read Chief of Police Jeff Wold spoke of the first two items since they go together. He is requesting to purchase two new vehicles to replace two patrol vehicles that will be coming out of service. He is recommending to replace the vehicles with two 2018 Ford Police Interceptors for the cost of $64,284. Chief Wold hopes to get about $1,000 to $5,000 at auction for the two vehicles that will be taken out of service.
Authorization to Enter into an Intergovernmental Agreement with the Illinois State Police – Radio Frequencies Chief Wold stated that he is requesting the Board to authorize the Channahon Police Department to enter into an Intergovernmental Agreement with the Illinois State Police. This would allow them to monitor our radio frequencies, should we need some mutual aid.
Public Works Department
Bridge Street Multi-Use Path, Phase II Engineering Agreement Director of Public Works Ed Dolezal stated that the Village has been awarded an ITEP grant for Phase 2 Engineering, Phase 3 Engineering and construction of the Bridge Street Multi-Use Path. He asked for a motion to execute the Agreement, which is IDOT form BLR 05610 with Strand Associates in the amount of $104,885.26.
Letter of Intent Re: Jurisdictional Transfer of I-55 East Frontage Road Dolezal stated that this is for the jurisdictional transfer the Interstate Route 55 East Frontage Road from US Route 6 to Bluff Road, which ties in with the Venture One annexation agreement. This should only be approved if all other Venture One items under administration and development are passed at this meeting.
Purchase of Replacement Dump Truck Dolezal stated that truck #12, a 1993 Ford L8000 Dump Truck, is budgeted to be replaced by a 2018 International model 7400 4X2 truck. It is anticipated Truck 12 will be sent to auction. The new truck is proposed to be outfitted with a Galion dump body and Flink plowing equipment. The new dump body and plow equipment are provided by Kankakee Truck Equipment Inc. Kankakee Truck Equipment is our customary supplier of this equipment. The International chassis is purchased through the State Purchasing program. The quote is $154,698, which is about $35,000 under budget.
Letter from IDOT to Local Agency, June 14, 2017 Durkin wanted to inform the Board that the State of Illinois would be looking to seize much if not all of the road work after June 30, 2017.
Harold Parsley, resident on Highland Drive in Channahon, had questions on his utility bill. His pool had a leak and he doesn’t understand why he was charged over $200 for sewer charges, since the water is in his pool. The water did not go through the sewer, so no treatment would be required. It has not been treated, can’t be treated nor will it be treated, it is in his pool, he felt it is an unjust charge.
Wagonblott stated that staff spoke with Mr. Parsley last week and today to discuss this billing. Staff explained to Mr. Parsley that we do not have a separate meter for water usage for pool fill- ups and sprinklers. The Village Board has previously set-up the summer sewer rates by ordinance.
His concern is that he doesn’t feel that he should have to pay the sewer rate, since it was not treated. Staff will be happy to sit with Mr. Parsley to review his bill.
Mr. Parsley mentioned that he filled the pool in May. He is happy that the Village has a treatment plant and he is willing to pay for it. Dolezal stated that the ordinance would need to be varied, since he filled the pool in May.
The Committee of the Whole was adjourned at 6:36 p.m.