The Village Board of Trustees regular meeting October 2 - Page 1 of 5 VILLAGE OF GLENVIEW BOARD OF TRUSTEES MEETING October 2, 2012 M I N U T E S Village President Kerry Cummings called the meeting of the Board of Trustees to order at 7:32 PM 1. ROLL CALL Present: President Cummings, Trustee Britton, Trustee Cuisinier (arrived 7:42 PM), Trustee Detlefs, Trustee Jenny, Trustee Karton, Trustee White Absent: None Also Present: Village Manager Hileman, Deputy Village Manager Owen, Village Attorney Patt, Director of Development Bak, Director of Public Safety Support Services Reynolds, Management Analyst Kuechler, Recorder Joanne McDonagh 2. FLAG CEREMONY President Cummings led those present in the Pledge of Allegiance. 3. APPROVAL OF MINUTES: August 28, 2012 Joint Board of Trustees Meeting Villages of Glenview and Northbrook Page 2, par. starting with Assistant Village Manager Kiraly, reword last line to read which will provide a safer access and lessen the traffic impact at West Lake and Shermer. Page 6, last resident comment (Dr. Sanders), delete last two lines beginning with President Cummings Trustee Britton made a motion to approve as amended seconded by Trustee Detlefs. The motion passed on a unanimous voice vote. Trustee Jenny abstained because he did not attend the August 28, 2012 joint meeting. September 18, 2012 Board of Trustees Meeting Trustee White made a motion to approve as presented seconded by Trustee Jenny The motion passed on a unanimous voice vote. 4. REPORT OF THE VILLAGE PRESIDENT Residents who wish to place their homes on the Vacant House Watch List can do so conveniently by accessing the Glenview Police Department webpage at www.glenview.il.us. The Village of Glenview and the City of Lake Forest are among the 2012 award recipients to be recognized at the 98 th Annual Conference of the International City/County Management Association (ICMA). The Village award is for the municipal partnering initiative launched two years ago as a way for municipalities to partner on routine contractual services to save taxpayer dollars. Manager Hileman was congratulated. 5. REPORT OF THE VILLAGE MANAGER: None 6. REPORT OF THE VILLAGE ATTORNEY Village Attorney Patt requested an executive session at the conclusion of this meeting to discuss (1) sale or purchase of real estate (2) pending or imminent litigation. Trustee Karton made a motion to approve seconded by Trustee Jenny AYES: Trustees Britton, Detlefs, Jenny, Karton, White ABSENT: Trustee Cuisinier 7. MATTERS PRESENTED BY THE PUBLIC: None 8. PUBLIC HEARING
The Village Board of Trustees regular meeting October 2 - Page 2 of 5 a. Conduct a Public Hearing to Consider a Draft Plan of Operation and Governance for a possible Municipal Electric Aggregation Program Management Analyst Sarah Kuechler reported that the Village Board approved a resolution on June 19 to place the question about municipal electric aggregation on the November 6, 2012 election ballot. Two public hearings are required to discuss the draft Plan of Operation and Governance. The first will be held tonight and the second is scheduled for Tuesday, October 16th at 7:30 PM during the regular Village Board meeting. She introduced Mark Pruitt of the Illinois Community Choice Aggregation Network (ICCAN) who will provide a brief summary of the Draft Plan of Operation and Governance and address questions about municipal aggregation. At the conclusion of the presentation, there will be a public comment period. President Cummings opened the public hearing. Attorney Patt swore Mr. Pruitt under oath. Mr. Pruitt said as a consultant, ICCAN assisted the Village in developing the draft Plan of Operation and Governance. If the referendum passes, the Village will be permitted to pool electricity loads from eligible small businesses and residential ratepayers to facilitate the purchase of electric supplies on their behalf. Municipal aggregation does not supersede existing contracts that residents or small businesses already have in place. ComEd is not financially affected by customers who opt in or opt out of the aggregation program and it is legally prohibited from discriminating between those who choose to purchase electricity through retail opportunities and those who choose ComEd. The Village is providing ongoing educational opportunities for the public to help them fully understand what s involved in municipal aggregation. The draft Plan of Operation and Governance was modeled after the plans adopted by the Villages of Wilmette and Kenilworth, who partnered together to form the Lake Shore Power Alliance to purchase electricity for their respective aggregations. The plan identifies the roles of the Village, consultant, supplier and a description of the supplies and services to be purchased through the municipal aggregation program. The consultant helps the municipality to issue an RFP, evaluate proposals from suppliers and monitor the daily electricity market prices. State law requires that all suppliers comply with the Illinois Renewable Portfolio Standard. When municipalities first receive pricing, the consultant reviews options related to complying with the renewable energy law. If the referendum passes, a supplier can be selected and the enrollment process would begin after an agreement is signed with the supplier. A management process monitors customers moving in and out of the community and those who choose to opt in or out of the program. ICCAN recommends that the Plan include no fees for opting out, exiting or joining the program at anytime regardless of the reasons. Confidentiality requirements are applied per State law. Low income households participating in the PIP program won t lose their eligibility to receive support from the State. The recommendation is for residents to receive one electric bill from ComEd. If the referendum passes, the Village of Glenview has the option of entering into discussions with Kenilworth and Wilmette about joining the Lake Shore Power Alliance. The Alliance went through a competitive solicitation process to select MC Squared as the supplier which has some of the lowest rates in the ComEd service territory. MC squared has agreed to honor the current 4.035 cents per kilowatt hour to Glenview through May of 2013, at which point the Alliance would renegotiate pricing for the 2013 to 2014 period and again for the following year. The three-year contract with Alliance expires in May of 2015. Renegotiation gives the supplier an opportunity to offer a lower rate than ComEd each June when rates are reset. On October 1, 2012, the ComEd rate will be 8.82 cents per kilowatt hour (certified by the ICC). If the ComEd rate drops below the rate offered by MC Squared, customers can take advantage of the lower rate, which is a standard term in municipal aggregation programs. If the referendum passes on November 6, 2012, consideration of the Plan of Operation and Governance would be on the November 13th regular Village Board meeting agenda along with the consideration of the an IGA to govern the relationship between the Lake Shore Power Alliance communities and the power supply agreement with MC Squared. The Village could also choose to negotiate with a power supplier on its own. If the Village joins with Alliance and enters into an agreement with MC Squared, the migration of ComEd accounts could occur in December or January with the new rate reflected on the February or March bill. Mr. Pruitt described the letter notification process to eligible residents to make them aware of the Village program and the 14-day opt out period. Eligible residents who don t officially opt out during the 14-day period will be automatically enrolled. Mr. Pruitt concluded his presentation. One person from the public came forward to speak to this matter. Attorney Patt swore Mr. Lyle Cazel, 2740 Virginia Avenue, under oath.
The Village Board of Trustees regular meeting October 2 - Page 3 of 5 Mr. Cazel asked why the Village of Glenview waited longer than other communities to pursue municipal aggregation in order to help residents enjoy lower electric rates. The public hearing was officially closed. Mr. Pruitt responded to various questions from the Board. The Supplier handles enrollment. The supplier s contact information is indicated on the ComEd bill so they can be easily contacted by customers, such as when a customer wishes to opt out in order to go back to ComEd. Residents have had and will always retain their ability to negotiate a contract individually with another supplier. All retail suppliers must comply with the Illinois Renewable Portfolio Standard regarding renewable energy. There are many retail electric suppliers registered to sell to residential and small commercial businesses in ComEd s service territory. Offer agreements from suppliers can range from month-to month up to 24 months. Some suppliers charge exit fees if the contract is broken, but this occurs less frequently now due to suppliers being aware of customer preferences. Mr. Pruitt described how the Village could communicate the municipal aggregation rate offer to those who wish to transition to the program but have already contracted with another supplier. Electric aggregation tends to have lower rates than what individuals can negotiate with a supplier on their own, mostly because an aggregation has a large volume of accounts. It was recommended that if a resident has a contract in place and wants to transition into the Village program, they should carefully read their contract terms to be aware of any penalty they may be obligated to pay for exiting the contract early. President Cummings stated that municipal aggregation is a referendum question. The Village is prohibited from taking any position on the matter. Manager Hileman responded to Mr. Cazel s earlier comment. There was a delay in pursuing municipal aggregation because the Village needed time to fully understand the process, such as whether the reduced rate could be sustained over time; what type of constraints would be placed on staff and what would be involved in terms of governance. The Board likes the potential partnership with the Villages of Kenilworth and Wilmette through the Lake Shore Power Alliance due to the ability over time to leverage the demographics. The Board is now comfortable taking the issue of municipal aggregation to the community on November 6th. He noted that the Village can educate the public about this matter but not advocate for it. Tonight s presentation indicates the Village plan of action should the referendum pass. Attorney Patt added that the aggregation statute requires adoption by referendum and does not allow the Board to take unilateral action. Regardless of the outcome of the referendum, individuals have the ability to negotiate on their own for lower rates with energy suppliers and this been the case since at least 2007. A savings through the municipal aggregation program is expected in the first year, but sustaining a 50% reduction rate is not likely. ComEd will reset its power supply contracts in June, at which time the rate is expected to drop. Ultimately a review of current market yields would help determine the best pricing. Mr. Pruitt indicated that about 5% of customers opt out of a municipal program once they become participants. However varying percentages in some towns are driven more by residents moving in and out of the community rather than from economic choice. Residents who wish to transition to the Village aggregation program are responsible for canceling their own contracts. Residents who have contracts in place are excluded from ComEd s list of eligible ratepayers. An enrollment offer is sent only to those who are eligible, but if a municipality chose to, a separate letter with a different message could be sent to those who already have a contract to inform them of the Village s aggregation program and rate. Administrative fees were discussed. If the referendum is approved, once the initial opt out process concludes the Village could incur about 1/10 of the cost of the time allocation for one full time equivalent employee. The supplier typically builds and maintains a database to facilitate enrollment, send letters, address customer service calls, etc. There are administrative costs related to internal compliance reporting and progress reporting. ICCAN provides most of this information so those reports can be reviewed by staff for approval. Ms. Kuechler requested Board direction regarding options related to renewable energy should the referendum pass in November. President Cummings asked that the discussion take place at a later time. The next public hearing for this matter will be held during the October 16, 2012 regular Village Board meeting.. 9. CONSENT AGENDA Deputy Village Manager Don Owen read the Consent Agenda:
The Village Board of Trustees regular meeting October 2 - Page 4 of 5 a. Old Business: i. Second consideration of Ordinances for 2595 Patriot Boulevard: (1) Environmental Plan Approval and Final Site Plan Review Approval Ordinance for the American College of Chest Physicians. Approved Ordinance No. 5581 (2) Final Site Plan Review and Final Subdivision Approval Ordinance for Prairie Glen Corporate Campus Subdivision Unit 10 and associated roadway improvements. Approved Ordinance No. 5582 b. New Business i. Consideration of a Resolution approving a collective bargaining agreement between the Village of Glenview and the International Union of Operating Engineers, Local 150, for the period January 1, 2011 through December 31, 2014. Approved Resolution No. 12-137 ii. Consideration of a Resolution authorizing the execution of a contract with Konica Minolta Business Solutions of Rolling Meadows, IL for the purchase of one high-speed digital color copier in the amount of $16,499.91 and a three-year service agreement of $9,481.35 for a total amount of $25,981.44. Approved Resolution No. 12-138 iii. Consideration of Resolution authorizing contract amendments for snow/ice removal services with Wayne Endre Contracting of Wilmette, IL (1) to add 2 additional residential sections for $135,000 per season and (2) to extend the contract for an additional year. Approved Resolution 12-139 iv. Consideration of a Resolution and a recommendation to enter into an IGA with the Glenview Park District for the Stormwater Detention Project at Flick Park. Approved Resolution No. 12-140 v. Consideration of a resolution for Single-Lot Subdivision at 1036 Queens Lane Arenson Subdivision. Approved Resolution No. 12-141 vi. Consideration of the approval of the voucher list for October 2, 2012. Approved Trustee Karton made a motion to approve as presented seconded by Trustee Jenny. 10. OLD BUSINESS: None 11. NEW BUSINESS a. Consideration of an Ordinance to declare certain Village vehicles and equipment as surplus property. Approved on First Reading Ordinance No. 5583 President Cummings stated that a full report on this issue has been reviewed by the Board. There was a request to waive administrative rules to consider approval on first reading. Trustee Karton made a motion to waive administrative rules seconded by Trustee Jenny. Trustee Karton made a motion to approve on first reading seconded by Trustee Jenny. b. Consideration of an ordinance for a Conditional Use Permit at 1880-1882 Johns Drive Cross Fit Gym. Approved on First Reading Ordinance No. 5584 Director of Development Mary Bak said this recommendation comes from the Plan Commission on September 11, 2012 on a 5-0 vote to recommend a conditional use at 1880-1882 Johns Drive for the Cross Fit Gym. The personal training studio is a B-2 use permitted as a conditional use in the I-2 light industrial district. Waiving
The Village Board of Trustees regular meeting October 2 - Page 5 of 5 administrative rules to adopt on first reading was requested. There were no public comments at the Plan Commission meeting. Cross Fit Gym has been operating at 2100 Johns Drive under a conditional use ordinance since June 2010. Business owner Carlos Montoya wants to move the use to a larger space in order to double the class size from seven to 14. The Plan Commission indicated that parking on the new site is adequate and there was no need to restrict the hours of operation in the conditional use ordinance. Trustee Karton made a motion to waive administrative rules seconded by Trustee Jenny. Trustee Karton made a motion to approve on first reading seconded by Trustee Jenny. c. Consideration of Resolutions concerning dispatch services: i. Authorizing the Village of Glenview to enter into a five-year agreement with the Village of Niles to provide public safety dispatch services for the Niles Police Department. Approved Resolution No. 12-142 ii. Amending the corporate fund budget in the amount of $377,815. Approved Resolution 12-143 Public Safety Support Services Director Brent Reynolds reported on the proposed IGA (Intergovernmental Agreement) to provide dispatch services to the Village of Niles Police Department. Discussions with Niles began early this year and last month the Niles Village Board agreed to the IGA. The cost of the five-year contract is $3,925,000 with services commencing on or before March 15, 2013. Six telecommunicators will be hired to handle dispatch services for Niles and Morton Grove. Both Villages will share the cost of the 911 dispatch services and the necessary records management software. The Village of Niles will pay a capital improvement cost of $377,815 within 30 days of signing the IGA. Trustee Britton made an omnibus motion to approve 11c-i and 11c-ii seconded by Trustee Detlefs. 12. ADJOURNMENT Trustee Jenny made a motion to adjourn to executive session at 8:44 PM, seconded by Trustee Britton. The motion carried by a unanimous voice vote. Respectfully submitted, Joanne McDonagh, Recording Secretary