MEETING NOTICE Committee of the Whole Tuesday, July 15, 2014 6:00 p.m. @ Cary Village Hall 655 Village Hall Drive Cary, IL 60013 Mark Kownick, Mayor AGENDA I. Call to Order II. III. IV. Roll Call Pledge Of Allegiance Public Comments V. Consideration of the July 1, 2014 Committee of the Whole Meeting Minutes VI. VII. VIII. IX. Discussion MCRide Dial-a-Ride Program Discussion Offsite Document Storage Discussion Local Funding Match Resolution for Algonquin Township Road District s Proposed Intersection Improvement at Crystal Lake Road and Silver Lake Road Department Updates X. Discussion by the Committee of the Whole and Future Committee Items XI. Executive Session: Setting Sale Price of Village Property Pending Litigation XII. Adjourn The Village of Cary is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations so that they can observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the Village s facilities, should contact Chris Clark, the Village s ADA Coordinator at (847) 639-0003 [TDD (630) 845-2180] promptly to allow the Village to make reasonable accommodations for those persons.
July 15, 2014 Committee of the Whole Meeting Agenda Item: Type: Report From: Consideration of the July 1, 2014 Committee of the Whole Meeting Minutes Review of Minutes Village Administrator Introduction The following meeting minutes are being presented: July 1, 2014 Committee of the Whole Action Requested A consensus of the Committee of the Whole to forward on to the Village Board for approval. Exhibits Minutes Aye Nay (Committee of the Whole Action Taken) Bragg Chapman Dudek Kaplan Kraus Lukasik Kownick
Minutes Committee of the Whole Tuesday, July 1, 2014 6:00 p.m. @ Cary Village Hall 655 Village Hall Drive Cary, IL 60013 I. Call to Order This meeting was called to order at 6:00 p.m by Mayor Kownick. II. Roll Call Present: Trustees Bragg, Chapman, Dudek, Kaplan and Lukasik Absent: Trustee Kraus Others present included Village Clerk Bragg, Village Administrator Clark, Finance Manager Ventrella, Assistant Village Administrator Rife, and Director of Community Development Stilling, Assistant Public Works Director Walsh, Deputy Chief Roth and members of the audience per the sign-in sheet. III. IV. Pledge Of Allegiance Mayor Kownick led in the recitation of the Pledge of Allegiance. Public Comments None. V. Consideration of the June 17, 2014 Committee of the Whole Meeting Minutes Mayor Kownick asked if the Committee had any comments or changes to the Minutes. It was the consensus of the Committee of the Whole to forward on to the Village Board s July 1, 2014 meeting under Consent Agenda approval of the June 17, 2014 Committee of the Whole Meeting Minutes.
Page 2 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 VI. Discussion Electrical Aggregation Administrator Clark stated that in 2012 the Village passed a referendum to aggregate electricity as a cost savings to residents and some small businesses. Administrator Clark stated the Village went through a bid process and the current contract will expire in November, 2014. Administrator Clark stated the Village will need to decide whether to rebid to aggregate electricity purchasing again or return to ComEd for electric service. Administrator Clark acknowledged the assistance of Cary resident Bob Heldman. Administrator Clark introduced Mr. Dave Hoover, Northern Illinois Municipal Electric Collaborative (NIMEC), who is the Village s consultant. Mr. Hoover stated municipal aggregation is legislation that was put in place by the State of Illinois to allow municipalities, counties and townships to negotiate power rates for participating residents and businesses. Mr. Hoover stated ComEd continues to do the billing for the residents and ComEd continues to service the wires should there by any disruption of service. Mr. Hoover stated the rate the Village received almost two years ago was just under five cents (5 ) and ComEd s rates were in the mid-seven cents (7 ) range for electricity supply. Mr. Hoover estimated the average savings per homeowner for the duration of the program for two years was $350; savings for the community are expected to be just under $2 million. Mr. Hoover stated the overall electric supply rates are moving up as the Village heads into decision making for its next contract. Mr. Hoover stated there are two main options to consider at the maturity of the Village s program: 1) Does the Village want to renew the program; or 2) Does the Village want to not aggregate and return participants to ComEd service for electricity supply. Mr. Hoover stated there are two reasons to consider renewing the program, even if NIMEC can match ComEd s rate: 1) no one knows what the ComEd rate is because it is set twice a year and it has a monthly adjustment which causes the rate to change on a monthly basis; and 2) when a resident goes back to ComEd in aggregation or individually, there is a twelvemonth hold on the account. Mr. Hoover further stated after a 60-day window, the resident is locked in for the duration of the year (10 months) and they are unable to change or move to any other supplier. Mr. Hoover stated because of this, some communities have chosen to renew if they can match the ComEd pricing.
Page 3 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 Trustee Chapman asked how many residents have signed up and are participating in the aggregation program. Mr. Hoover stated when the aggregation program begins, residents are mailed a letter explaining the terms of the program. Mr. Hoover stated if the residents do not respond to the letter, the residents are automatically enrolled in the aggregation program. Mr. Hoover stated this is an opt out program. Administrator Clark indicated approximately 200 residents opted out of the aggregation program when the program began in 2012 and many remained with third party supply agreements that were set for their own property service alone. Mr. Hoover indicated approximately 80-85% of Cary residents are enrolled. Trustee Dudek stated he is in favor of continuing the program. Trustee Dudek asked how pricing is determined. Mr. Hoover stated there are two components that go into community pricing: 1) the marketplace; and 2) the current natural gas price. Administrator Clark indicated there were two decisions made at the time bids were received in the fall of 2012 that impacted pricing: 1) the Village paid slightly more to have 100% green energy through renewable energy credits; and 2) there was a low bid received by a company that had less experience in the marketplace, the second lowest bid was accepted. Administrator Clark stated the bidding process would have to be completed this summer if the Village were to continue the aggregation program. Administrator Clark further stated the Green Energy Option is available. Mr. Hoover stated the premium, to be 100% Green, would be approximately 1/10 of a cent. Mr. Hoover stated when communities are compared, there is a distinction in the profile of each community which results in different pricing being received. Trustee Bragg asked what the cost would be if the Village opted out of continuing the aggregation program. Mr. Hoover stated there is no cost to the community. Trustee Kaplan stated there would be a cost involved if the Village had to go to Referendum. Mr. Hoover clarified by stating that he believes once the Referendum is passed, it remains in effect. Administrator Clark asked Mr. Hoover to provide further documentation supporting this. Trustee Dudek asked when the rates go up, will the Green Energy component stay at the same ratio. Mr. Hoover stated it should stay the same. Staff received direction to pursue a bidding process for electricity aggregation.
Page 4 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 VII. Discussion Façade Grant for the Proposed New Cary Ale House & Brewing Company Located at 208 W. Main Street Director Stilling stated Chris Panagakis and Dustin Davies are potential buyers of the building and business at 208 W. Main St. Director Stilling stated Mr. Panagakis and Mr. Davies would like to create a brew pub and restaurant called Cary Ale House & Brewing Company. Director Stilling stated they are looking for a grant from the Village of up to $10,000 for reimbursement for some of the costs of the exterior work. Trustee Kaplan recused himself from the conversation due to a conflict of interest. Mr. Panagakis and Mr. Davies gave an overview of their potential project. Trustee Bragg asked what craft beer is. Mr. Panagakis stated it is beer brewed in small batches. Mr. Davies indicated they plan to have a small selection of domestic beer as well. Trustee Dudek stated his support for the business idea, however, was concerned with the total amount of work that was being done to the building. Trustee Dudek noted that almost 50% of the $50,000 improvement projected costs is dedicated to the parking lot and not to the structure. Trustee Lukasik stated her support for the project. Trustee Chapman suggested having the exterior sandblasted. Mr. Panagakis stated they are considering further cosmetic updates to the exterior. Trustee Dudek asked what the Village permit fees would be from the project. Director Stilling estimated $2,000 - $3,000. Trustee Dudek stated he is supportive of giving the funds to the petitioner but is concerned about the almost $25,000 parking lot improvement price compared to the amount proposed to the building. Trustee Chapman suggested putting a deck in the rear of the property. Trustee Chapman stated he is supportive of this project. Mayor Kownick stated his support of this project. Trustee Kaplan returned to the meeting.
Page 5 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 VIII. Discussion Mobile Device Policy and Procedures Assistant Administrator Rife stated there is a need to advance technology with Department Management staff. Assistant Administrator Rife stated tablets will be issued to Department Management staff to improve work efficiency and mobility. Assistant Administrator Rife stated there will be a user responsibility policy put in place for tablets and cell phones. Trustee Kaplan asked if there is a policy in place now. Assistant Administrator Rife said there is not. Trustee Dudek asked where the policy came from. Assistant Administrator Rife stated he consulted with ClientFirst to create the policy. Assistant Administrator Rife also stated the policy was reviewed by Village Attorney Coppedge. Trustee Dudek asked if this policy has been tested legally in the event an employee abuses the policy and what disciplinary action will be taken. Administrator Clark stated it is important to have this policy in place and he will communicate this policy to all staff. Trustee Dudek asked how the policy will be updated. Assistant Administrator Rife stated it is important to have a policy in place and that it will be updated as technology changes. IX. Department Updates Finance Finance Manager Ventrella Finance Manager Ventrella stated the Village received a notification letter from the IL Dept. of Revenue to inform local governments that as a result of a federal class action lawsuit, a large telecommunications company was ordered to seek refunds from the states on behalf of customers that were charged telecommunication taxes on transactions that should not have been taxed. Finance Manager Ventrella further stated this caused the State of Illinois to refund millions of dollars of telecom taxes that were collected from customers. Finance Manager stated that beginning in August the State will be decreasing the Village s monthly telecom tax distributions by approximately $6,200 per month for nine months for a total reduction of approximately $55,800 in revenue. Finance Manager Ventrella stated staff will continue to monitor these expenses to see what kind of impact this revenue will have on the corporate budget. Trustee Lukasik stated this should be communicated through the Cary News Weekly.
Page 6 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 Police Deputy Chief Roth Deputy Chief Roth gave an overview of police activity for the month of May 2014. Development Director Stilling Board of Zoning, Planning & Appeals: Director Stilling stated the Text Amendment will be before the Village Board for consideration on July 15 th to allow private and/or public elementary, middle and high schools to increase their building height above 30 feet and not to exceed 50 feet for non-occupied space. Director Stilling stated the shed variance was approved by the Board of Zoning, Planning & Appeals at 125 Briargate and will be before the Village Board on July 15 th. Comprehensive Plan: Director Stilling stated the Comprehensive Plan is ongoing and there will be a Steering Committee on July 23 rd to review the final draft of the goals and objectives. Director Stilling stated open houses will be planned for review of draft plan this fall. Director Stilling the goal is to have the Public Hearing before the Board of Zoning, Planning & Appeals on October 9 th with final consideration going before the Village Board. Codification: Director Stilling stated the codification project is on schedule with final ordinance completed in August. Building Permit Activity: Director Stilling stated building permit activity has been tremendous, breaking Building Department records with number of permits issued. Director Stilling gave an overview of the department s project activity. Trustee Dudek asked Director Stilling for a report indicating vacant commercial space available for sale. Director Stilling stated he would create such a report. Administrator Clark acknowledged the assistance of Dave Walat, John Fitch, Sue Greene and Julie Novak during a very busy building permit season. X. Discussion Sunset Drive and Second Street Parking Mayor Kownick stated this will be discussed when Chief Finlon returns. XI. Discussion by the Committee of the Whole and Future Committee Items None. XII. Executive Session: Land Acquisition Setting Sale Price of Village Property Mayor Kownick stated there would be no Executive Session.
Page 7 of 7 Minutes - Committee of the Whole Meeting July 1, 2014 XIII. Adjourn There being no further items to discuss, a MOTION was made to adjourn the meeting at 7:14 p.m. MOTION: Trustee Chapman SECOND: Trustee Kaplan The Voice Vote noted all ayes and the motion carried. Respectfully Submitted, Julie Novak, Deputy Village Clerk Nancy Bragg, Village Clerk
July 15, 2014 Committee of the Whole Meeting Agenda Item: Type: Discussion Regarding MCRide Dial-a-Ride Program Discussion Background The Village has been approached by the McHenry County Division of Transportation regarding the MCRide Dial-a-Ride program. This program currently provides demand response transportation services to the public in the participating communities. Currently, service is provided to the public in Crystal Lake, McHenry and Woodstock. The Dial-a-Ride service is provided by Pace Suburban Bus. McHenry County Division of Transportation will have a representative present at the meeting to provide an overview of the program. The expected cost of the program would be $36,542. This amount may potentially be reduced through various grants received by McHenry County. The Village did not budget any funding for this program during the FY14/15 budget. This presentation is designed to provide the Village Board with a summary of the program. The Village will include this item and memorandum of understanding on a future list to be discussed during the annual budget workshop. Exhibits Memorandum of Understanding
McHenry County Division of Transportation Joseph R. Korpalski, Jr., P.E. Director of Transportation/County Engineer MEMORANDUM of UNDERSTANDING This Memorandum of Understanding is entered into by and between the County of McHenry and the Village of Cary for the purpose of communicating to Pace Suburban Bus, the McHenry County Senior Grant Commission, and the Regional Transportation Authority the intent to expand MCRide demand response services for the general public into the Village of Cary in the Spring of 2015. 1. MCRide currently provides demand response services to the general public in the municipalities of Crystal Lake, McHenry, and Woodstock. On the MCRide service, riders schedule trips beforehand; and, vehicles provide direct trips between locations. 2. The McHenry County 2040 McHenry County Long Range Transportation Plan recommended continued coordination of demand response transportation services in McHenry County. Expanding MCRide service for general public riders in the Village of Cary is consistent with this recommendation. 3. McHenry County will contract with Pace Suburban Bus to provide MCRide Dial-a-Ride service for the general public in the participating municipalities. Riders will be required to schedule trip reservations by calling the Pace call center. Riders are also required to pay cash fares. Details of the McHenry County contract with Pace Suburban Bus for this service will be at the discretion of McHenry County and Pace Suburban Bus. 4. By adding the Village of Cary to MCRide, the general public will be able to travel to, from, and within the Village of Cary to, from, and within the MCRide service area including the City of Crystal Lake, the Village of Lakewood, the City of McHenry, and the City of Woodstock. 5. The Village of Cary is expected to budget $36,542 per year. This is an amount equal to $2 per capita. This funding is estimated to cover approximately 25% of the costs of general public service. The County, Pace Suburban Bus, Senior Grant monies, federal Section 5310 grant monies, and fares collected from riders will cover the remaining program costs. 6. Grant monies from the Senior Grant Commission and the Federal Transit Adminstration are estimated to reduce the amount invoiced by the County by approximately $7,400 throughout the course of one year. This means the Village of Cary s annual contribution for these services will equal $36,542 before grants to approximately $29,142 after grants are applied. 16111 Nelson Road Woodstock IL 60098 Phone (815) 334-4960 Fax (815) 334-4989
Page 2 of 2 7. The Village of Cary acknowledges that Pace Suburban Bus will provide detailed trip information from partner agency programs to McHenry County Division of Transportation for data analysis of transit in the County. 8. This Memorandum of Understanding may continue as long as all parties deem the partnership to be beneficial. McHenry County Name: Tina R. Hill Signature: Title: Chairwoman Date: McHenry County Board The Village of Cary Name: Signature: Title: Date:
July 15, 2014 Committee of the Whole Meeting Agenda Item: Type: Discussion Regarding Offsite Document Storage Discussion Background As part of the FY14/15 budget, the Village included funding in order to rent space to store Village records and other miscellaneous supplies. During the budget discussions, staff apprised the Village Board of the challenges that staff has with storing documents at the Village Hall complex. Due to the space limitations, the Village has been utilizing the basement of the Senior Center as a document storage location for many years. The Village has numerous documents from all departments located in the basement of the Senior Center. Village staff has concerns about continuing to use the Senior Center to store documents. Mainly, it is challenging for staff to safely bring documents to the basement of the Senior Center due to the ramp leading down to the basement. The ramp is steeper than the typical ADA ramp used for building access. The concerns about the ramp are exacerbated when the ramp is covered with snow, ice, water or any other precipitation. Staff have also reported seeing bats and mice when looking for documents in the basement. In addition to document storage, the Village is also looking for storage space to relocate miscellaneous supplies that are currently housed in the Police Department s sally port. These items are taking up space and not allowing the Police Department to use the sally port effectively. Staff Analysis Staff has started to research locations to store these aforementioned items. Staff would prefer a climate controlled environment for the document storage to ensure the documents are not compromised by mold or any other element. The majority of the items located in the Police Department s sally port would not need to be located in a climate controlled environment. Ideally, staff would like to keep the items within Village limits. Staff has reached out to Dave Miller at Lake Julian Storage regarding availability at Lake Julian. Mr. Miller stated that he did not have any climate controlled units and the majority of the units are currently full. Mr. Miller did state he may have a unit for the Village to consider that would not be climate controlled but could be useful to store the miscellaneous items. Village staff will be meeting with Mr. Miller to look at the space. Village staff has also talked with storage companies in Crystal Lake regarding potential options. Village staff wanted to obtain Village Board feedback before proceeding with the storage unit project.
July 15, 2014 Committee of the Whole Meeting Agenda Item: Report From: Discussion Regarding a Local Funding Match Resolution for Algonquin Township Road District s Proposed Intersection Improvement at Crystal Lake Road and Silver Lake Road Public Works Introduction The Algonquin Township Road District (Township) is currently in the process of finalizing phase 1 preliminary engineering design for a potential intersection improvement at Crystal Lake Road and Silver Lake Road/Silver Lake Trail. This intersection is located northwest of the Village of Cary in unincorporated Algonquin Township. The Township s proposed improvement consists of a modern roundabout, replacing the existing stop controlled intersection. On June 25, 2014, staff met with the Township, their consultant (Baxter & Woodman), and the Village of Oakwood Hills to discuss the next steps for the project and the proposed application for federal Surface Transportation Program (STP) funding. At the June 25 meeting, it was suggested that the Village of Oakwood Hills act as the lead agency for this joint project s STP grant application. The McHenry County Council of Mayors, who oversees dispersal of STP funds, does not allow a township to act as lead agency for this grant and also offers additional points in the competitive scoring process for smaller communities (population less than 10,000). The Township and Village of Cary would still contribute to the oversight of the project through the consultant as part of a future Inter- Governmental Agreement (IGA). If Oakwood Hills is not able to serve as lead agency, the Village of Cary may be asked by the Township to step into that role. The Township has asked that each partnering agency (Oakwood Hills and Cary) provide a Local Funding Match Resolution to include in the STP grant application in order to qualify for additional scoring points for projects by multiple jurisdictions. A modified version of the draft resolution provided by the Township is attached. Action Requested Direction from the Village Board regarding Algonquin Township s request for the Village to provide a local funding match resolution for the construction phases of the project (as presented or with modifications). Financial Impact Does Action Require an Expenditure of Funds? Not at this time (allocation in FY2015-2016)
Department Updates