Village of Channahon Committee of the Whole met Aug. 21.
Here are the minutes provided by the committee:
VP Moorman Schumacher called the meeting to order at 6:00 p.m. with Trustees Greco, McMillin, Perinar, Scaggs and Slocum present.
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 Shane Casey, 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
Proclamation - Commemorating Pioneer Path School's Centennial Birthday
VP Moorman Schumacher stated that we do have a Proclamation, but she will invite Dr. Nick Henkle, Channahon District 17 Superintendent to tell us a little bit about what special event we have going on.
Dr. Nick Henkle, Channahon District 17 Superintendent, thanked the distinguished Board for allowing him to say a few words. As many know, school started last week and it has been a great start to the school year. It is a special year because Pioneer Path school on Route 6, turns 100 this year. The school was built after the fire of the original two-story building. If you have never seen a picture of it, there is one up in our Board Room. There was a massive fire and that building was replaced with the brick structure that is still intact and used every day for third and fourth grade students. The building was really important because at the time there was a lot of discussion about whether the new facility would be on the actual site of the old building. The district will be adding some historical markers to mark that location. It was at that location where education started in Channahon. The school district is also the oldest school district in Illinois. The original deed was recently discovered that shows District 1 on the top. Other school districts in Illinois have tried to make that claim, but it is actually Channahon District 17 that was the first. It makes sense when you think about the prime location of the convergence of the rivers. He just wanted to share and openly invite the entire Board and the guests here tonight, to a special event the district will host on September 14th. VP Moorman Schumacher will be speaking that evening and share her experiences in the district. They are going to have an old fashioned Good Humor ice cream truck, a mock classroom from back in time and a reading room with different text for young children through the decades, starting in the 1920's. They will also have a commemorative t-shirt for any guests and are going to invite a lot of community members that have walked those halls. They would like everyone to come out and celebrate that anniversary. He would like to thank the Board for the proclamation, the opportunity to speak and to invite everyone on September 14th. The event will run from 5-7 p.m.
VP Moorman Schumacher stated that September 14th will be a special day. She has a lot of wonderful, nostalgic feelings about that building. She, along with Trustee McMillin and Clerk Hall, attended school in District 17. Lots of our children and grandchildren attend, as well and that school and the district is a huge part of this community. She read the proclamation into the record and presented Dr. Nick Henkle with a signed and framed proclamation.
Dr. Nick Henkle wanted to share something that he had recently read. The district, at the time, was one of the elite districts in the nation. From 1880 - 1900, it was in the top 10 districts in the nation. Exceptional performance continues, as they just found out that the Junior High was identified as a TLC Model School, which puts it in the top 3% of Illinois School Districts. Because of the way the school district is set up, it is a linear process. Students go from one school to the next and this is a cumulative effort of all the teachers. It is still an exceptional district and we recognize that the community has a lot to do with that. He thanked the Board again and hopes to see everyone on September 14th.
ADMINISTRATION DEPARTMENT
Discussion - A Resolution Accepting the Donation of 24360 W. Eames Street, Channahon Durkin stated Harvey Altar of The Altar Group contacted the Village of Channahon about donating a parcel of land located on Route 6, (24360 W. Eames St.) and is directly across from Northern Illinois Dr. The land was originally purchased by the Altar Group to serve as part of a proposed industrial development that ultimately did not materialize. After years of unsuccessfully attempting to sell the property, it is the owner's desire to donate the land to the Village of Channahon. The 0.90 acres had a total tax bill of $1,364.04 paid in 2022. This would be reduced to $0 as tax exempt property once ownership is fully assumed by the Village. The property was once a residential property, but the home originally on the site was demolished over a decade ago. The property is currently wooded and would require little, if any, recurring landscape maintenance. The property is located in a strategic location that could be used as a future road right of way, as well as an interconnection point for a planned bike path connection between the US Route 6 Bike Path and I&M Canal Bike Path. While there are no immediate plans for any development of the parcel, its acquisition by donation will prove helpful to the Village and potential adjacent development in the future. It is not currently annexed to the Village of Channahon and the Village will take steps to provide for the annexation of the parcel once the donation is fully executed.
VP Moorman Schumacher asked if that was pipeline easement along it the property.
Petrick stated the pipeline easement runs along the north side of the property. Our Comprehensive Plan has a connection running along that pipeline easement to connect the I&M Canal to Route 6 at the location of this parcel. If there was to be a road connection into the open field for future development, it makes a lot of sense to provide that at this parcel.
Trustee McMillin asked if the Village taking this property would affect those that hunt there and whether this would put them in violation of our ordinances.
Casey stated that it is 100 yards for a shotgun and 200 yards for everything else. There is some discrepancy between the Conservation Law and the State Law and he doesn't think that taking the property will have a negative effect.
Durkin stated that it is currently not annexed into the Village but that it would be something we are looking to do.
Trustee Slocum asked how far does the unincorporated property extend south along US Rt. 6.
Petrick stated that it goes all the way down to Dove. There is an enclave of two house that are in the Village, but everything else is unincorporated.
Discussion - Approval of Contract with FGM Architects Related to Maintenance Package 1 (MP1) Identified in the Village of Channahon Facility Space and Programming Needs Assessment
Durkin stated in the Fall of 2021, the Village of Channahon commissioned a team led by FGM Architects (FGMA) to conduct a Programming & Space Needs Assessment Services for specific Village departments including Administration, Community Development, Finance, Police, Public Works, and Emergency Management Agency. Clark Dietz Engineers performed the existing MEP Systems analysis while Leopardo Construction performed the conceptual cost estimates. The team's approach to this study was guided by Village leadership's desire for the development of a sound, actionable, and fiscally responsible analysis that would support the entire Village governmental organization by providing safe, efficient, and inviting work environments that meet the varying operational needs of all Village departments. A part of the study and report was prepared by Clark Dietz, Inc., who were asked to review the MEP (mechanical, electrical and plumbing) systems of the Village Hall/Police building which was constructed in 2001. The building MEP system is largely original with few minor modifications. In recent years, the village has understood the need for future expansion due to staff increase and other special needs. MEP system evaluation was necessary to determine current conditions of existing equipment and system along with potential solutions for future needs, whether the system is due for repair or replacement and how the existing equipment can be either incorporated or replaced in coordination with future CIP additions/renovations described in the report. Two maintenance packages were identified within the final report and are listed below:
Maintenance Package (MP1) – to be done within 1-2 years of final report.
1. Replace existing BAS Controls
a. Controls upgrade due to limited capacity with existing controls.
b. Existing controls are approaching a major update milestone requiring hardware and software upgrades.
2. Revise issues associated with existing water heaters.
a. Hot water bleeding into cold water tanks and piping
3. Replace existing condensing units.
a. Existing units at the end of useful life.
b. Existing refrigerants have been phased out.
c. Replacement parts are not available or are becoming obsolete.
Maintenance Package (MP2) – to be done in conjunction with the VH1 addition.
1. Replace existing boilers.
a. Existing units at the end of useful life.
b. Will not meet capacity of future additions.
2. Modify operation of existing AHUs/VFD Addition
a. The current system does not meet energy codes.
b. Thermal comfort improvements, while saving energy.
3. Revise existing electric resistance heat and replace with hydronic heating.
a. Energy saving improvement.
b. Potentially keeping existing service
Durkin states the MP1 project costs of $600,000 are included in the current fiscal year budget as were suggested within the final report. Total fees of the contract with FGM Architect and their subconsultants is a not-to-exceed amount of $119,986. It is anticipated that the project will be delivered in two different negotiated contracts; the first for the pre-purchase of the equipment and the second for the installation of the equipment.
Brian Meade from FGM Architects, Nirav Patel from Clark Dietz and Leigh McMillen from Leopardo Construction gave a brief presentation of Maintenance Package (MP1).
Trustee Greco asked if there would be training on the BAS control system for our maintenance staff.
Nirav Patel stated yes, when we get the design package all put together, there will be contract language in there for training and making sure that everyone in the maintenance department understands how to operate the system.
Trustee Greco asked if there would be a dedicated computer where staff can change the temperatures.
Mr. Patel stated that we can have a dedicated computer specified or we can have it connected through internet where you could access it from any computer.
Trustee Scaggs questioned the $120,000 in architect, engineer fees on a $440,000 job. That comes out to about 25% in just fees. He asked if we sent this out to anyone else.
Dolezal stated that is including design and some construction related services through the contract.
Trustee Scaggs asked if there will be a general contractor running this job.
Dolezal stated we will be sending out bids to contractors to fulfill the requirements of the contract on our behalf.
Durkin stated that we felt, with all the work this team has done on our Facility Planning study and their knowledge of our equipment that this was the most efficient and cost-effective way to accomplish this task.
Trustee Scaggs stated that if we didn't get other bids, how do you know it is the most cost effective?
Durkin stated that he is talking about their experience here in Channahon. A different firm wouldn't have the knowledge about what we have here. We would be paying for them to learn our systems and facility.
COMMUNITY DEVELOPMENT & INFORMATION SYSTEMS
Petrick stated he had no formal items for discussion.
FINANCE DEPARTMENT
Discussion - GFOA Award for Outstanding Achievement in Popular Annual Financial Reporting for Fiscal Year Ending April 30, 2022
VP Moorman Schumacher congratulated Wagonblott and her team.
Wagonblott stated Government Finance Officers Association of the United States and Canada (GFOA) has announced that the Village of Channahon has received the GFOA's Award for Outstanding Achievement in Popular Annual Financial Reporting (PAFR) for its submission of its Popular Annual Financial Report for the fiscal year ended April 30, 2022. The Village has received this award for the past four (4) consecutive years. The Award represents a significant achievement by the entity. In order to be eligible for the PAFR Award, a government must also submit its annual comprehensive financial report to GFOA's Certificate of Achievement for Excellence in Financial Reporting Program and receive the Certificate for the current fiscal year. Each eligible report is reviewed by judges who evaluate the report based on the following categories: reader appeal, understandability, distribution methods, creativity, and other elements. The PAFR is created each year through a collaboration with the Mayor and Village staff and is a condensed version of the ACFR geared towards supplying the residents and other interested parties a snapshot of the Village's financial health and recent accomplishments. The condensed information from the ACFR is given to the Marketing and Communications Manager Sydney Thompson, and her creativity gives the PAFR its appeal and distinction. The PAFR Award is valid for one year and staff looks forward to creating and submitting the next PAFR for the fiscal year ended April 30, 2023.
POLICE DEPARTMENT
Casey stated he had no formal items for discussion.
PUBLIC WORKS DEPARTMENT
Discussion -- A Resolution Authorizing Acceptance of a Municipal Utility and Drainage Easement, Public Utility and Drainage Easement, Municipal Stormwater Detention Easement, and Recreational Bike Path Easement
Dolezal stated that these are all easements on the Penske site, off of Frontage Road. The plat is attached to the Resolution and staff is looking to have the Resolution approved tonight.
Discussion - Amendment 1 to Task Order 22-02 for Well 7 Well House and Pumping Equipment
Dolezal stated on May 11, 2022, the Village approved Task Order 22-02 with Strand to develop bidding documents for the construction of a well house, treatment, and a submersible pump and motor for Well 7. The construction of the well 7 bore hole was subsequently bid and one bid was received. Since that time, in light of the IEPA telling us that treatment was going to be required to remove radium even though the well was proposed as an emergency backup, staff and Strand have reevaluated where to construct the well. The well has been redesigned at a location on the north side of our existing public works facility on Blackberry Lane. Bids for the bore hole will be opened on September 8, 2023. As an aside, the Village has received a commitment of $500,000 of ARPA (American Rescue Plan Act) grant money from Will County for the bore hole construction. Along with a new location, new transmission main is required along with some additional valving. We have chosen to have Strand perform some needed upgrades to our SCADA system that were not included in the original task order. The new plan avoids the need for an additional radium removal treatment facility while also satisfying the requirements of the IEPA.
COMMUNICATIONS
Recognition from the 38th Senate District of the State of Illinois
Durkin stated that we received a certificate of recognition from Sue Rezin's office regarding our participation in the GEDC's summer internship program.
VP Moorman Schumacher read the certificate into the record.
Durkin stated that this year, there were 15 companies and 37 total interns. This program has been very successful and, as a matter of fact, Will County CED is embarking on a similar program.
VP Moorman Schumacher stated the CED is limiting the scope right now to Joliet Township High Schools. She also stated that the Special Education teacher from MCHS has reached out and wants to bring the REACH students back out again to develop life skills in our building. They will hopefully be starting that soon.
PUBLIC COMMENT
Dave Ferro, resident of Channahon, stated that a couple of weeks ago we had the car show across from the Village Hall. He had the opportunity to walk around and low and behold our Mayor had the winning ticket for the 50/50 drawing of $2,000 and some dollars. She did the right thing and donated it.
VP Moorman Schumacher stated that to be fair, because cars were leaving and she had several friends there who did leave, they asked her to check their tickets and donate it back if they were selected. She had no idea who held the winning ticket but whoever won did request the money be donated. It was an incredible event and very quickly planned by a group of dedicated people who put that event together. Substantial donations went to the Dube family. There were 300 cars there and the 50/50 was donated back to the family, along with an additional substantial donation. The event planners would like to hold the event again and are planning on picking another cause.
Mr. Ferro also stated a couple months ago he asked about Channahon developing a logo for clothing. He further stated has anyone picked up that torch and started running with it,
VP Moorman Schumacher stated that we are working on it. We have been through a dozen logo options and are settling in on a new design.
EXECUTIVE SESSION
The Committee of the Whole was adjourned at 6:45 p.m.
https://www.channahon.org/AgendaCenter/ViewFile/Minutes/_08212023-517
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