The Village of Channahon Committee of the Whole met May 21.
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, Perinar, Scaggs and Slocum present.
Also present were Village Administrator Tom Durkin, Director of Community Development and Information Systems Mike Petrick, Finance Director Heather Wagonblott, Deputy Chief of Police Adam Bogart, Director of Public Works Ed Dolezal, Village Attorney David Silverman and Village Clerk Kristin Hall.
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.
Village President
Administration Department:
Discussion – Resolution Authorizing the Village Administrator to Enter into a Contract for the Purchase of Electricity from the Lowest Cost Electricity Provider for Purposes of Street Lighting Through the Northern Illinois Municipal Electric Collaborative Bid Process
Durkin stated the Village of Channahon has been a member of the Northern Illinois Municipal Electric Cooperative (NIMEC) for a number of years. He stated the purpose of our involvement is for the purchase of electricity for eligible accounts through a cooperative pool with other Illinois municipalities in order to receive a more competitive bid price and allow us to leverage the combined usage with suppliers to negotiate pricing lower that what we could otherwise do individually. He also stated because of the way the bidding process works, the Village President will need to have the authority to sign a contract with an electricity provider which is deemed most favorable for the Village within hours of the bids being received by NIMEC. He stated in light of those time constraints applicable to the acceptance of a competitive bid for a supply of electricity, once the bids are received by NIMEC, it is requested that the Village Administrator be authorized to sign a contract with the lowest bidder and that contract be placed on the next available Village Board meeting agenda following the execution thereof for ratification by the Village Board. He also stated current pricing for the eligible accounts is set to expire July 18, 2018 and the bid for the upcoming contract is scheduled for May 31, 2018.
Discussion – An Ordinance of the Village of Channahon, Will and Grundy Counties, Illinois, Ascertaining the Prevailing Wage Rates for Laborers, Workmen and Mechanics Employed on Public
Durkin stated annually the Village is required by state statutes to adopt the local counties prevailing wage rates. He also stated this is a housekeeping item and the rates attached were obtained by the Department of Labor from the State of Illinois. He stated these rates apply to all public bid contracts and the rates attached to the ordinance go into effect as of June 2018. He also stated the Grundy County Board will be publishing an ad in the Morris Herald the week of July 16, 2018 for any municipalities and/or townships adopting the prevailing rate of wages. Trustee McMillin entered the meeting at 6:07 p.m.
Discussion – Professional Services Agreement between the Village of Channahon and Azavar Audit Solutions Inc.
Durkin stated Azavar Audit Solutions Inc. is a professional services firm that provides municipal audit services. He stated the attached service agreement provides that Azavar shall undertake a Municipal Audit Program on behalf of the Village and shall review and audit, if applicable, each fee, ordinance, contract, franchise agreement, utility tax, locally administered tax or fee, locally imposed occupation tax, ad valorem tax, excise tax, taxpayer, franchise fee, utility service fee, intergovernmental or other remittances to the Village, and expense imposed by or upon the Village within the corporate boundaries including, but not limited to local businesses, electric, gas, cable, telecommunications and refuse, and water and sewer provider on behalf of the Village. He further stated Azavar shall review during the course of its work ordinances, contracts, receipts, addresses and databases, including any of the aforementioned items, whether administered locally, by the state or federal government, by any other government or non-government organization, or by any other third-party, revenues relating to state and local sales/use/occupation taxes, including amusement taxes, business license/registration databases and revenue, and any other locally authorized fees and/or licenses, including liquor licenses. He also stated Azavar shall review and audit, food, beverage, and/or liquor taxes and/or fees and hotel, motel, bed, and/or transient occupancy taxes where applicable to the Village. He stated Azavar shall also review and consult on areas to enhance, increase, or maximize revenues including, but not limited to, previous, existing, or new ordinances, agreements, or third-party contracts. He also stated compensation provided to Azavar is on a contingent basis, they will receive 45% of any new revenues or prospective funds covered for thirty-six (36) months following when funds begin to be properly remitted to the Village. He further stated, in the event they are able to recover any retroactive funds, they will receive the same percentage of 45%. All revenue after the subsequent thirty-six (36) month period for each account individually will accrue to the sole benefit of the Customer. He stated as it pertains to Customer expenses, the Village shall pay Azavar an amount equal to 45% of prospective savings approved by the Village for thirty-six (36) months following the date savings is implemented by Azavar or the Village. In the event Azavar is able to recover any refunds or any credits at any time, the Village will pay Azavar an amount equal to 45% of the refunds or credits recovered for or received by the Village from any Provider. He stated all contingency fees paid to Azavar are based on determinations of savings by Azavar including Provider data and regulatory filings. He also stated all savings after the subsequent thirty-six (36) month period for each service provider individually will accrue to the sole benefit of the Customer. He further stated if the Village later implements during the subsequent thirty-six (36) months any Findings the Village initially declined based on Azavar programs or recommendations, Azavar shall be paid by the Village its portion of the savings and/or recoveries over the following thirty-six (36) months at the contingency fee rate of 45%.
Tom Fagan, representative of Azavar Audit Solutions Inc., gave a presentation about the auditing process and how they identify discrepancies.
Board Direction was to reach out to Village of Minooka and Village of Plainfield to see how their experience is with Azavar Auditing Solutions Inc.
Durkin informed the public about two meetings coming up for the Comprehensive Plan “Re- Imagine Channahon 2019” one on June 6th at 7:00 p.m. at St. Anne’s Church and one on June 13th at 7:30 a.m. at the Village Hall. He also stated that Houseal Lavinge will be conducting key member interviews, as well as meeting with the taxing bodies. He encourages everyone to get involved, even if these meetings aren’t an option there are interactive maps on our website that residents can provide input.
Community Development & Information Systems:
Discussion – An Ordinance Authorizing the Execution of an Annexation Agreement between the Village of Channahon and Love’s Travel Stops and Country Stores
Discussion – An Ordinance Annexing Certain Territory to the Corporate Limits of the Village of Channahon, Will and Grundy Counties, Illinois (Love’s)
Discussion – An Ordinance of the Village of Channahon, Will and Grundy Counties, State of Illinois, Rezoning certain Property to C-4 Automotive Service District and Granting a Special Use Permit for a Planned Unit Development (“Love’s Travel Stops and Country Stores)
VP Moorman Schumacher stated these items will be discussed during the Public Hearing scheduled during the regular Board Meeting.
Finance Department:
Discussion – Village Banking Service Contract with MB Financial Bank
Wagonblott stated attached is the banking services contract prepared by MB Financial Bank Senior Vice President of the Government Banking Division Manager, Jill Hagan. She stated the attached contract has been reviewed by the Village Attorney. She also stated the contract makes reference to the Village’s banking services request for proposal dated January 26, 2018, MB Financial Bank’s proposal dated March 9, 2018, Revised Cost Proposal submitted on April 2, 2018 and the Treasury Management Service Agreement. She further stated these documents have been previously provided to the Village Board but are included in the Board packet for reference. She stated at the May 7, 2018 Board meeting, the direction given to staff was to obtain the attached contract from MB Financial Bank as they were the bank the offered the highest interest rate on checking accounts and the lowest amount required as a compensating balance. She also stated upon execution of the attached documents, staff will begin the process of opening bank accounts with MB Financial Bank and continue with the transition of moving from two banking institutions to one.
Police Department:
Discussion – Appointment of Sergeant to Deputy Chief
Deputy Chief Bogart stated currently, there is a vacancy for a Deputy Chief of Administrations. He stated this position is filled by appointment by the Chief of Police. He further stated Sergeant Gunty has served many roles within our agency and brings the balance between technical and mechanical skills the position requires. He further stated Sergeant Gunty has twice received
Committee Minutes 3 May 21, 2018
Officer of the Year and recently graduated from the FBI’s National Academy with a strong curriculum geared toward police administrations.
Discussion – Promotion of an Officer to Sergeant
Deputy Chief Bogart stated currently, Officer Brooks is the top candidate on our Sergeant Eligibility List. He stated the Fire and Police Commission is recommending promoting Officer Brooks to the rank of Sergeant. He further stated Brooks would be assigned to Investigations as a Detective Sergeant, filling the vacant position. He invited Dan Hoppe, Chairman of the Board of Fire and Police Commissioners, to provide his recommendation.
Dan Hoppe, Chairman of the Board of Fire and Police Commissioners, stated he comes before the Village Board tonight on behalf of the Village of Channahon Fire and Police Commission to recommend the promotion of Officer Matthew Brooks to the position of Sergeant. He stated Officer Brooks successfully completed the promotional process consisting of a written examination and an oral interview administered by the Fire and Police Commission. He stated based on his scores, combined with his departmental merit and efficiency rating, Officer Brooks is our highest ranked candidate for Sergeant. He also stated, all the candidates for the open Detective Sergeant vacancy were interviewed by a panel of Investigative Supervisors from agencies within Will and Grundy Counties. He stated the results of the panel also had Officer Brooks ranked highest. He stated with the approval of the Village Board, he would request VP Moorman Schumacher to administer the oath of office to Officer Matthew Brooks, promoting him to rank of Sergeant.
Public Works Department:
Discussion – Replacement Master Meter for Channahon East Water System
The east side water system master meter is losing its accuracy. The meter was last rebuilt in 2005. The meter is no longer manufactured and parts are not available. Money was budgeted this year to replace the meter with a Neptune 6HP Protectus III meter. A quote from our meter supplier, Ferguson Water Works, of DeKalb, Illinois was requested. The price is $14,632.30.
Discussion – Hiring Contractor to Investigate Feasibility of Shallow Aquifer as a Water Source
The Village previously engaged two consultants to assist with investigating the feasibility of using a shallow aquifer as an additional water source. They have completed an analysis of existing groundwater reports and have identified locations for test and monitoring wells. At this point, the shallow aquifer remains viable as a source. Therefore, we would like to employ a contractor to drill a test hole, perform a sieve analysis of the soil, and then convert the test hole to a monitoring well.
Communications
Public Comment:
The Committee of the Whole was adjourned at 6:42 p.m.
http://files.channahon.org/public/BOARD_MTG/Minutes/2018/2018.05.21%20Comm%20Minutes.pdf
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