Village of Frankfort Committee of the Whole met June 14.
Here are the minutes provided by the committee:
CALL TO ORDER
Mayor Keith Ogle called the Committee of the Whole meeting to order at 5:30 P.M. on Wednesday, June 14, 2023, at the Village Administration Building, 432 W. Nebraska Street, Frankfort, Illinois.
ROLL CALL
Village Clerk Katie Schubert called the roll. In attendance were Mayor Keith Ogle, Clerk Katie Schubert, Trustees Michael Leddin, Jessica Petrow, Maura Rigoni, and Dan Rossi. Staff in attendance included Village Administrator Rob Piscia, Asst. Administrator John Burica, Police Chief Leanne Chelepis, Deputy Chief Kevin Keegan, Deputy Clerk Theresa Cork, Finance Director Jenni Booth, Utilities Director Zach Brown, Director of Community and Economic Development Michael Schwarz, Public Works Supt. Terry Kestel, and Asst. Public Works Director Kevin Hack. Trustee Gene Savaria was absent.
Trustee Adam Borrelli arrived at 6:02 P.M. during presentation of Axon Video Systems.
APPROVAL OF MINUTES (MAY 10, 2023)
Trustee Rossi made a motion, seconded by Trustee Petrow, to approve the minutes of the Committee of the Whole meeting of May 10, 2023. A voice vote was taken. All were in favor. The motion carried.
FISCAL YEAR 2024 ANNUAL APPROPRIATION ORDINANCE
Director Booth provided an overview of the proposed Annual Appropriation Ordinance for Fiscal Year 2023/2024. She reported the proposed appropriation for Fiscal Year 2023/2024 is $62,132,900, which is $695,200 higher than last year's appropriation of$61,437,700. This year's total appropriation is $6,399,300 (9.52%) over the total budgeted amount of$56,733,600. Director Booth then explained the methodology used to create the appropriated amount.
Members briefly discussed the proposed Annual Appropriation Ordinance and current economic conditions. Director Booth felt the proposed ordinance was sufficient to cover all expenses and noted the Village may amend the Appropriation Ordinance if necessary.
Following presentation and discussion, Trustee Leddin made a motion, seconded by Trustee Rigoni, to forward a recommendation to the Village Board to adopt the FY 2024 Annual Appropriation Ordinance as presented. A voice vote was taken. All were in favor. The motion carried.
ILLINOIS TRUST - LOCAL GOVERNMENT INVESTMENT POOL
Finance Director Booth presented a request to establish a relationship with PFM Asset Management, LLC (PFMAM) and the Illinois Trust local government investment pool to expand investment options and increase returns for the Village. She reported PFMAM's focus is providing investment services to local governments, and they manage money for over 200 local governments in Illinois and over 5,000 across the country. Director Booth reported PFMAM can provide an additional cash option for the Village through the Illinois Trust - IIIT Class. She noted that unlike Illinois Funds, PFMAM can provide access to additional investment opportunities including AAAf rated Illinois Term and FDIC-insured CDs. These types of investments would allow the Village the opportunity to lock in attractive yields by investing out longer while still meeting the Village's cash flow needs. Director Booth noted fees for Illinois Trust - IIIT Class and Term are taken through an expense ratio. The annual cost for CD's is 0.15% and when investing in CDs, all principal and interest would remain FDIC-insured.
Director Booth stated that PFMAM reviewed the Village's Investment Policy to determine if any updates were recommended or required to become a participant. Per their review, the Village's investment policy is sufficient. She reported that staff analyzed the Village's cash flow and liquidity needs and recommends investing $10 million ($5 million of Governmental Funds and $5 million of Utility Funds) in the Illinois Trust - Local Government Investment Pool.
Following presentation and discussion, Trustee Leddin made a motion, seconded by Trustee Petrow, to forward a recommendation to the Village Board to become a participant of the Illinois Trust program and to adopt a resolution approving the declaration for the Illinois Trust. A voice vote was taken. All were in favor. The motion carried.
FIRST AMENDMENTS TO ASSET PURCHASE AGREEMENT AND WASTEWATER TREATMENT AGREEMENT WITH AQUA ILLINOIS, INC -TIMBER RIDGE
Utilities Director Brown reported the Village entered into an Asset Purchase Agreement to sell the unincorporated Timber Ridge Mobile Home Park portion of the Village of Frankfort Utility System to Aqua Illinois, Inc. in August of 2022. He stated Aqua recently completed the approval process with the Illinois Commerce Commission and prior to closing two amendments to the original agreements are required.
Director Brown reported that the original Asset and Purchase Agreement stipulated that closing would occur within 60 days of ICC approval and Aqua would repair/replace a section of sanitary sewer force-main from the Harlem Lift station west along the Old Plank Road Trail. This section of sewer main is within a natural gas pipeline easement and the pipeline will not permit Aqua to make any changes to the existing sewer line and as such additional engineering analysis was required to find an appropriate re-route of this section of sewer main which delayed closing. Director Brown noted the new interconnect point was previously studied by the Village's outside engineering consultants and was determined to be a viable option. The first amendments extend the closing to December 5, 2023 and provide revised exhibits depicting the new interconnection along Harlem A venue.
Following presentation and discussion, Trustee Rossi made a motion, seconded by Trustee Petrow, to forward a recommendation to the Village Board approving the First Amendment to the Asset and Purchase Agreement and the First Amendment to the Wastewater Treatment Agreement between the Village of Frankfort and Aqua Illinois, Inc. A voice vote was taken. All were in favor. The motion carried.
2023 ROADWAY MAINTENANCE PROGRAM- BID CONSIDERATIONS
Supt. Kestel reported the Village's FY 2023/2024 budget includes $7 million in the Capital Fund for the 2023 Roadway Maintenance Program. He reported staff evaluated street segments to develop a prioritized list of streets for this year's resurfacing improvements. A total of 43 street segments were included in the bid specifications for this year's program. This included 13 street segments identified in poor condition and 30 street segments identified as fair/poor. He reported streets not selected for resurfacing but displaying smaller areas of distress will receive full depth patching to repair the areas of asphalt failure.
Supt. Kestel presented the bid tabulations for the 2023 Roadway Maintenance Program and provided a map identifying the streets for resurfacing. He reported Robinson Engineering reviewed the five proposals received for the project and recommended awarding the contract to low bidder, P.T. Ferro Construction Co, in the amount of $5,971,359.05. Supt. Kestel noted the low bid is approximately 6.5% below the estimated cost of $6,388,832.75 and staff worked with Robinson to add another street to the contract in order to meet the budget amount.
Mayor Ogle asked the Trustees if they would be amendable to increasing the budget for this year's program up to twenty percent (20%) due to the competitive pricing. Members voiced their support. Staff was asked to work with the Village engineer and P.T. Ferro to add additional streets not included in the original bid.
Trustee Leddin made a motion, seconded by Trustee Petrow, to forward a recommendation to the Village Board to accept the low qualified bid and award the contract to P.T. Ferro Construction for the 2023 Roadway Maintenance Program, in the amount of $5,5,971,359.05 and enter into a Professional Engineering Services Agreement with Robinson Engineering associated with the Program. Staff was authorized to work with Robinson Engineering and P.T. Ferro to see if additional streets could be added at the unit cost of the awarded bid in an amount not to exceed 20% of this year's program budget.
Clerk Schubert called the roll. Ayes: Mayor Ogle; Trustees Leddin, Petrow, and Rossi. Nays: None. Abstained: Trustee Rigoni. Absent: Trustees Borrelli and Savaria. The motion carried.
REPLACEMENT BRUSH CHIPPER PURCHASE- BID CONSIDERATION
Supt. Kestel presented a request to purchase of a 2023 Morbark 1821 Brush Chipper from Alexander Equipment through the Sourcewell Cooperative Purchasing Program to replace a 2011 Vermeer Wood Chipper for the Village's branch collection program. Alexander Equipment provided a bid of $84,530.00 for the 2023 Brush Chipper and provided a trade-in allowance of $20,000.00 for the 2011 Wood Chipper. Supt. Kestel reported that the 2011 wood chipper is approaching 7000 hours of use and is no longer reliable for the branch collection program.
Trustee Rigoni made a motion, seconded by Trustee Rossi, to forward a recommendation to the Village Board to approve the purchase of the 2023 Morbark 1821 Brush Chipper in the amount of $64,530.00 and declare the 2011 Vermeer Wood Chipper as surplus. A voice vote was taken. All were in favor. The motion carried.
MINI EXCAVATOR PURCHASE - BID CONSIDERATION
Supt. Kestel presented a request to purchase a 2023 John Deere 60G Mini Excavator from West Side Tractor Sales Co. through the Sourcewell Cooperative Purchasing Program, in the amount of $103,245.69. He reported that the Village currently owns a Bobcat E35 for ditch clearing, storm drain repairs, and sidewalk installation. He noted this machine works well for smaller projects but has limited use on larger projects. To complete larger projects, the Village rents a larger excavator or contracts the work out. The availability of rental units is limited which has delayed many projects and contracting this work provides challenges with timing and cost. He reported that adding this piece of equipment to the Village fleet will reduce these challenges and help improve operations for both the Public Works and Utilities Departments.
Trustee Petrow made a motion, seconded by Trustee Rigoni, to forward a recommendation to the Village Board to purchase the 2023 John Deere 60G Mini Excavator from West Side Tractor Sales Co., in the amount of$103,245.69. A voice vote was taken. All were in favor. The motion carried.
DISPOSAL OF SURPLUS SQUAD VEHICLES
Deputy Chief Keegan presented a request from the Police Department to dispose of three squad cars no longer of use by the Village of Frankfort via Martin Auction Services in Clinton, Illinois. The vehicles include: 2009 Ford Expedition, 2015 Ford Expedition, and a 2017 Ford Expedition. He reported all vehicles have been stripped of police markings and equipment.
Trustee Leddin made a motion, seconded by Trustee Rigoni, to forward a recommendation to the Village Board to adopt an Ordinance authorizing the sale of the surplus vehicles. A voice vote was taken. All were in favor. The motion carried.
AXON VIDEO SYSTEMS PURCHASE - BID CONSIDERATION
Deputy Chief Keegan presented a request to enter into a five-year agreement with Axon Enterprise, Inc. for the purchase of video components, which includes body worn cameras, in-car cameras, interview room cameras, and an integrated digital evidence management system. He reported these purchases will satisfy the requirements of the SAFE-T Act which contains a provision that requires all law enforcement agencies to employ the use of officer-worn body cameras by specified dates based on municipal population. He noted the Village is required to implement body-worn cameras no later than January 1, 2025.
D.C. Keegan reported the Village's current in-car camera solution is provided and maintained by Safe Fleet Solutions at a yearly cost of approximately $36,415.58 and Axon's in-car system annual cost will be $39,310.08. Lead time for delivery, training, and installation is 10 to 12 months.
D. C. Keegan reported that the Police Department currently utilizes two interview rooms located in the investigative office. The cameras in both rooms are standard definition and have never been upgraded. The DVR used for recording is a Flash Back 2 player that is no longer manufactured or supported by Safe Fleet. He noted the State's Attorney Office has recently contracted with Axon and utilizes Evidence.com for the sharing of criminal case information. They have requested all Will County police agencies move to Evidence.com. The yearly cost of Axon's interview room system is $11,118.48. Lead time for delivery, training, and installation is 8 to 10 months.
D. C. Keegan reported that Safe Fleet provided an approximate cost to implement body-worn camera program at a cost of $36,925.58 compared to Axon's body-worn cameras (Axon Body 3) at a yearly cost of $35,295.61. Lead time for delivery, training, and installation is 4 to 6 weeks. He then highlighted several features of the Axon System and noted the Axon Enterprise is a Sole Source Provider.
D.C. Keegan further reported that Axon equipment will require an upgrade to the Wi-Fi at the police department. He noted the Axon in-car camera operates via a cradle point router, creating a hot spot within the squad car. This allows video from both the body-worn cameras and in-car cameras to download immediately to Evidence.com. The Verizon air card in each MDT is removed and installed into the cradle point. By removing the air card from the MDT there will no longer be an internet connection until docked into the squad car. Officers use the MDTs to complete reports and issue citations within the police department and will need a seamless connection. AIS, the Village's current IT provider, recommended four internet access points throughout the department. AIS provided a quote of $3,080.00 for the cost of equipment and installation.
Following presentation and discussion, Trustee Petrow made a motion, seconded by Trustee Borrelli, to forward a recommendation to the Village Board to enter into a Services and Purchasing Agreement with Axon Enterprise, Inc. for a tenn of five years and a total amount not-to-exceed $428,620.80 ($85,724.16 annually), for the purchase and servicing of body-worn cameras, in-car cameras, interview room cameras, and an integrated evidence management system. A voice vote was taken. All were in favor. The motion carried.
PARKING LOT ADDITIONS IN THE DOWNTOWN
Prior to the presentation and discussion of the parking lot additions in the downtown, Mayor Ogle invited audience members to comment on downtown parking.
Resident and downtown property owner Mike Cartolano spoke before the Village Board and shared a number of his concerns related to the recent public hearing held on the proposed Olde Frankfort Mall development and its impact on parking in the downtown. Mr. Cartolano felt there were a lot of important, unanswered questions regarding the project, including lack of parking facilities identified to accommodate the proposed nine residential units in the building; whether the residential units would be owned or rented; lack of covenants, conditions, and restrictions governing the use of the tenants; tenants undefined; proof of financing; or a construction timeline. He felt it was important for the Village to have a plan for the infrastructure prior to its approval and that the proposed development would hurt the downtown if it was not done correctly.
Resident and downtown property owner Charlie Kaminski joined Mr. Cartolano at the podium and echoed his concerns.
The Village Board thanked Mr. Cartolano and Ms. Kaminski for sharing their concerns. Members commented on the two workshops and the public hearing on the proposed project. Members acknowledged the importance of "buttoning up" the details on all projects prior to being considered by the Village Board. Members also discussed the parking count from the Downtown Parking Evaluation, which was performed in 2016 by Sam Schwartz, Transportation Consultants.
Administrator Piscia advised members that they have the authority to review the Olde Frankfort Mall PUD at a Committee of the Whole meeting and provide input for the proposed development prior to it being considered at a Village Board meeting. Members were in consensus to add the item to the next Committee of the Whole agenda.
Administrator Piscia then proceeded to provide the cost estimates and layout plans prepared by Robinson Engineering to add parking on the vacant properties owned by the Village. The estimated construction costs of the three sites considered were as follows:
1. Fra-Milco Site - $382,000
2. 11/19 N. White Street (Mech House) - $400,000
3. NW Comer of Elwood & White Street (not including the parcel north of the alley) - $863,000
Administrator Piscia noted sites 1 and 2 are similar in size and would not require a detention area but would have added expenses for demolition of the existing structures which is estimated at $30,000-$50,000. He reported site 3 would require a detention area due to its size.
Estimated parking spaces for the three sites were:
1. Fra-Milco Site - 39 parking spaces
2. 11/19 N. White Street (Mech House)- 26-30 parking spaces
3. NWC of Elwood & White Street- 63 parking spaces
Members discussed the three Village-owned sites and shared their opinions on which site they felt would be the most advantageous for a new parking lot. Members asked about costs to keep the Fra-Milco site in its current state and just restripe the parking lot. Staff noted Senator Hastings indicated funds have been earmarked for downtown parking, but no money has been appropriated.
Staff reported Raffy's Candy Store submitted a conceptual proposal for the purchase of 11 & 19 N. White Street property and asked members if they had any interest in pursuing the sale of that property. Members asked for additional time to consider and discuss further at the June 20th Village
Members expressed the importance of the additional parking infrastructure with the proposed redevelopment of the properties in the downtown area, and overall favored sites 1 and 2. This item of business will be discussed further at the June 20th Village Board meeting.
OTHER BUSINESS
o Integrus Development Update - 7 N White Street
Administrator Piscia reported the electrical components have been relocated for the proposed Integrus Development. He noted Integrus is still conducting its due diligence and the closing date has been extended.
o Additional Ramp During Closure of Kansas Street
Trustee Petrow asked if an additional metal ramp could be added on Kansas Street in front of Fuse Salon. Administrator Piscia indicated that staff would install an additional ramp.
o Mech House Update
Administrator Piscia reported that staff reached out to multiple salvage and reclamation companies for the Mech House and there was no interest. He noted staff will consider conducting a public auction or look at other reclamation opportunities prior to the demolition of the house.
o Abbey Woods Covenants, Conditions, and Restrictions Revisions (CCRs)
Administrator Piscia reported that the Abbey Woods HOA expressed an interest in amending their CCR's to not allow rental units and asked the Village Board if they would like to review the amendment prior to recording, or if they accepted his report as notification for the changes. It was the consensus of the Committee to accept this discussion as formal notification.
PUBLIC COMMENTS
Resident Kirk Nissen, 49 Elwood Street, voiced his preference for two additional parking lots in the downtown. He supported the demolition of the Fra-Milco building and the construction of a larger parking lot on the site but preferred only one vehicular entrance/exit access point.
ADJOURNMENT
Hearing no further business, Trustee Borrelli made a motion, seconded by Trustee Petrow, to adjourn the Committee of the Whole meeting of Wednesday, June 14, 2023. A voice vote was taken. All were in favor. The motion carried. The meeting adjourned at 7:44 P.M.
https://files4.1.revize.com/frankfortil/2023-06-14-cow-min.pdf
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