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Decatur City Council Minutes - May 20, 2013  05:30PM

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On Monday, May 20, 2013, the City Council of the City of Decatur, Illinois, met in Regular Meeting and Study Session at 5:30 p.m. in the Council Chambers, One Gary K. Anderson Plaza, Decatur, Illinois.  Mayor Michael T. McElroy presided; together with him being Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe and Dana M. Ray.  Councilman Jerry J. Dawson was absent.  Six members were present; one absent.  Mayor McElroy declared a quorum present.

City Manager, Ryan P. McCrady, attended the meeting.

Mayor McElroy led the Pledge of Allegiance to the Flag.

The minutes of the meeting of May 6, 2013, were presented.  Councilman Dana Ray moved the minutes be approved as written; seconded by Councilman Larry W. Foster, and on call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

There being no unfinished business, Mayor McElroy called for new business.  There were no proclamations or recognitions.  Mayor McElroy introduced Sue Lawson, the President of the Coalition of Neighborhood Organizations for her presentation.  Ms. Lawson informed Council that on May 28, 2013, the monthly CONO Meeting will be at 7:00 p.m. in the Staley Room of the Decatur Public Library.  Daniel Pickering and Harold Thomas will be the speakers.  On the fourth Tuesday of June, CONO will host a picnic at Monroe Park at 6:00 p.m.  In addition, Ms. Lawson thanked Brent Reedy of Eisenhower High School and all who participated in the clean-up of the six neighborhoods.  Further, she stated a few things will change with regard to National Night Out from previous years.  National Night Out will take place on August 6 with three stops in neighborhood parks this year.  Ms. Lawson introduced Francie Johnson who spoke regarding Democracy Day.  On May 14th, Ms. Johnson took four youth who addressed senators and representatives at the State Capitol.  Democracy Day encourages civic engagement and the youth were given credit for participating in an education day.  Ms Lawson next introduced Community Missions Pastor, B.J. Leonard of First Christian Church.  Pastor Leonard advised First Christian Church has had an ongoing relationship and partnership with Parsons Elementary School and have developed an after-school program with Parsons and they are reaching out to the families to provide greater support in a six block area of GM Square.  They are investing in the lives of those in the community by hosting block parties, games, food and other activities.  In addition, church members have already provided minor repairs, mowed grass, and helped with projects in the GM Square neighborhood. 

Resolution 2013-47, Resolution Authorizing an Agreement for Lake Decatur Watershed Conservation Services with the Macon County Soil and Water Conservation District, was presented. 

Councilman Patrick S. Laegeler moved the resolution do pass; seconded by Councilman Foster.

City Manager McCrady provided an overview explaining the City has had a relationship with the Macon County Soil and Water Conservation District since 1988.  The city of Decatur, Macon county, Village of Forsyth and the Village of Mt. Zion have a group called the M Four which consists of a group of communities that want to have identical erosion prevention ordinances and the Soil and Water Conservation District help to enforce those ordinances.  The resolution before council is for a 20 month agreement costing $231,854.00.  This money helps them to employee three individuals.  The City reimburses them as costs are incurred.  The ultimate goal is to prevent sediment from coming back into the lake.  Mr. Alexander answered the question Mayor McElroy posed as to why we extended the agreement to 20 months by stating this agreement ultimately helps eliminate future costs associated with dredging the lake.  Some of the money that funds this agreement is from the sale of water.  Discussion was had regarding who else helps to fund the efforts.  Keith Alexander, Director of Water Management Services and Megan Baskerville, employee of the Soil and Water Conservation District answered the questions and addressed concerns.

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Resolution 2013-48, Resolution Authorizing an Agreement with the Agricultural Watershed Institute (AWI) for Watershed Research and Education, was presented. 

Councilman Julie Moore-Wolfe moved the resolution do pass; seconded by Councilman Dana M. Ray.

City Manager McCrady stated the City has had a long standing relationship with the AWI which is run by Steve John.  The City funds activities to help encourage the growth of perennial grasses which cut down on the amount of sediment going into Lake Decatur.  The agreement before Council is not to exceed $41,667.00.  The money would be paid through the sale of water; out of the water fund.  Steve John spoke to council with the intentions for which the money would be used.

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Resolution 2013-49, Resolution to Accept the Bid and Award a Contract to Kinney Contractors, Inc. for the 2013 Annual Water Main Replacement Project, was presented. 

Councilman Julie Moore-Wolfe moved the resolution do pass; seconded by Councilman Patrick S. Laegeler.

The City Manager provided an overview of this item stating the 12” water main on the East side of Route 51 that broke under Route 51 in the winter forced the City to shut the main down until repairs could be made.  The first phase of this work would be to repair the broken main.  The second phase would be to create a new main under Route 51 to create a second connection West of Route 51.  The staff worked with the engineering division, bids were sent out and Kinney Contractors provided the lowest bid.  This will be funded out of the water capital projects fund.

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Resolution 2013-50, Resolution to Authorize an Engineering Services Agreement between the City of Decatur and Bainbridge, Gee, Milanski & Associates, Inc. to Design the Union Street Sewer Rehabilitation Project, was presented. 

Councilman Pat McDaniel moved the resolution do pass; seconded by Councilman Dana M. Ray.

Councilman Patrick S. Laegeler inquired if the services are just for the Union Street sewer rehabilitation project.  The City Manager responded it is the first stop in the process to rehabilitate the sewer to prepare the documents and complete the USEPA documents.  Further, Councilman Laegeler asked what the length of the sewer is.  Richard Marley, Director of Public Works advised the sewer is about 7,000 feet long and was constructed in the late 1800’s.  Mr. Marley confirmed that this is a critical replacement piece to the master plan.  The City did apply for a low interest loan from the IEPA for the repairs and the loan was approved.  The bid collection for this work is now progressing. 

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Resolution 2013-51, Resolution Authorizing City Manager to Enter into a Professional Service Agreement with CliftonLarsonAllen, LLP for Auditing and Non-Attest Services Concerning the Fiscal Year Ending April 30, 2013, was presented. 

Councilman Dana Ray moved the resolution do pass; seconded by Councilman Patrick S. Laegeler.

City Manager McCrady provided an overview stating CliftonLarsonAllen, LLP has served as the city’s outside auditor for many years.  This agreement is for $67,300 with $5,000 for that being billed to the Decatur Public Transit System.  All cities are required to have an outside audit conducted.  The results of said audit will be distributed to City Council.

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Mayor McElroy called for Consent Calendar Items A – C be approved by Omnibus Vote and asked if anyone from Council wanted an item removed.  The Clerk read items A - C, Councilman Patrick S. Laegeler moved that the items presented be approved, seconded by Councilman Larry W. Foster, and on call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried for items A - C.

A. Approval of Minutes from Boards and Commissions;

B. Resolution 2013-52, Resolution Regarding Temporary Closing of State Rights-of-Way – Community Event – Rodney T. Miller Triathlon; and

C. Resolution 2013-53, Resolution Regarding Temporary Closing of State Rights-of-Way – Community Event – Firecracker Road Run.

This being the time set aside for the appearance of citizens, none appearing, Mayor McElroy proceeded to other business.  Councilman Julie Moore-Wolfe inquired as to when a decision would be made with regard to the stop sign/stop light issue at Oakland and Main.  City Manager McCrady advised he should receive a report from the Public Works staff by the end of this week and a decision would be promptly made. 
Councilman Dana Ray moved Council recess to Study Session for Energy Performance Contract Progress report and the Treasurer’s Financial Report; seconded by Councilman Larry W. Foster.  

On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the motion carried.

Johnson Controls updated on the status of the annual performance contract.  The proposal mainly focuses on replacing the water meters around the city which includes new technology that would allow the meters to be read remotely from the office.  All of the proposed projects pay for themselves in less than 20 years.  Tom Hogan, from Johnson Controls walked Council through the proposed projects and advised that if council is comfortable with the proposal the contract would be ready for vote on the June 3rd meeting.  In addition, Council was informed that Johnson Controls was selected through the RFP Selection in 2012.  Project goals are: Improving aging infrastructure without adding budget pressures, utilize technology, improve services to citizens and maximize local employment. Final Scope:  Water Meters and AMI (automated meter infrastructure), Municipal Facilities and SCADA (supervisory control and data acquisition). Local employment is being utilized along with unions.  The Mayor asked what specific unions were being utilized.  Mr. Hogan said definitely the steamfitters and plumbers, electricians and laborers. The AMI will improve our customer service.  The Mayor made it clear that he would like Johnson Controls to hire fairly and that all persons be able to apply for the work as it is tough times and jobs are hard to come by.  Mr. Hogan proceeded with Business Case: Johnson Controls found $24,072,000 worth of waste that they are going to fix with $16,888,000.  A start date of July 1st is possible.   Benefits to the taxpayers and ratepayers: Creating cost savings for city government, local job creation, improved service to ratepayers through automation, “greening” of buildings, and increasing operational efficiencies of City Government. Councilman Larry Foster commented that for the benefit of the community he wanted to know how Johnson Controls was compensated for the work.  Mr. Hogan said it is fee based. Councilwoman Julie Moore-Wolfe commented that this seemed too good to be true and asked if it is typical that these kinds of cost savings are found in communities.  Mr. Hogan said this performance planning is just now coming to the Midwest. Rising costs for capital needs have driven city governments to look for options. City Manager McCrady reiterated that if the City were to look at the big projects that will be tackled with the performance planning it would have had to hire a consulting firm; the fee being paid to Johnson Controls guarantees not only improvements, but savings in the future. If the true savings that are laid out in this plan does not happen then Johnson Controls will write the City a check to cover the difference. City Manager stated it’s the goal of Johnson Controls, under his direction, to get these projects wrapped up in 10-15 years. Mayor McElroy stated that if this comes true it is the best money the City has ever spent. The Mayor said he applauded the City Manager McCrady and his staff for coming up with this idea. Councilman Dana Ray asked how Johnson Controls will actually determine if they are meeting the projected savings. Mr. Hogan stated that in the contract is a measurement verification piece to help with just that issue. It is also regulated and reported to the State every year. Johnson Controls would issue an annual report to the City Council. City Manager McCrady stated that at the June 3rd meeting the contract would be brought back to Council for approval along with cash flow analysis, etc.  In addition, City Manager McCrady reiterated that Johnson Controls has been made aware of the City’s desire for local people to be used to fill the jobs created by this project. Mayor McElroy thanked Johnson Controls for their work.

The treasurer’s financial report was presented to Council by the City Manager.  The City Manager stated that the recycling program is generating positive funds.  The City is currently at 60% participation in the recycling program.

There being no further business, Councilman Larry W. Foster moved the meeting be adjourned; seconded by Councilman Julie Moore-Wolfe.  On call of the roll, Councilmen Larry W. Foster, Patrick S. Laegeler, Pat McDaniel, Julie Moore-Wolfe, Dana M. Ray and Mayor McElroy voted aye.  The Mayor declared the meeting adjourned at 6:45 p.m.

Approved June 3, 2013
Linda M. Swartz 
City Clerk