COMMITTEE OF THE WHOLE Monday, October 10, 2016 at 7:00pm. City Hall Council Chamber 109 James Street Geneva, IL Ald. Dean Kilburg, Chair

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1 1 COMMITTEE OF THE WHOLE Monday, October 10, 2016 at 7:00pm City Hall Council Chamber 109 James Street Geneva, IL Ald. Dean Kilburg, Chair AGENDA 1. CALL TO ORDER 2. RECOGNITION OF ART ON FIRE WINNERS AND PARTICIPANTS 3. APPROVE COMMITTEE OF THE WHOLE MINUTES FROM SEPTEMBER 26, ITEMS OF BUSINESS a. Recommend Draft Resolution Authorizing Execution of Second Year Option with Accurate Edge Landscape Services, Inc. for Snow Removal for Public and Commuter Parking Lots. b. Recommend Draft Resolution Authorizing Bid Award and Contract with Steiner Electric in the Amount Not to Exceed $52, for Purchase of Well No. 9 Generator. c. Recommend Draft Resolution Authorizing Bid Award and Contract to M.E. Simpson Co., Inc. in the Amount Not to Exceed $85, for a Three-Year Water System Leak Detection Program. d. Recommend Draft Resolution Authorizing Bid Award and Contract to Affordable Roofing in the Amount Not to Exceed $44, for Well No. 6 Roof Replacement Project. e. Discussion on Citizen Concerns Regarding Increased Aircraft Noise. 5. NEW BUSINESS 6. ADJOURNMENT

2 2 COMMITTEE OF THE WHOLE MINUTES SEPTEMBER 26, 2016 PRESENT: Mayor Burns, Ald. Bruno, Burghart, Cummings, Kilburg, Marks, Radecki, Simonian, Seno (arrived at 7:04pm), Singer Mgr. Kruse, Dir. DeGroot, Supt. VanGyseghem ABSENT: none 1. CALL TO ORDER Chairman Cummings called the meeting to order at 7pm noting that Ald. Seno would be arriving a few minutes late. 2. APPROVE COMMITTEE OF THE WHOLE MINUTES FROM AUGUST 31, 2016; SEPTEMBER 12, 2016 (regular meeting); SEPTEMBER 12, 2016 (special meeting); AND SEPTEMBER 19, 2016 (special meeting). Moved by Ald. Simonian, second by Ald. Singer V/V: 9-0 Motion carried. 3. ITEMS OF BUSINESS a. Recommend Acceptance of FY2016 Comprehensive Annual Financial Report. Moved by Ald. Simonian, second by Ald. Bruno Anthony Cervini with Sikich, presented their report and findings noting that the financial statements provided by the City were satisfactory and met the criteria for good accounting standards in the industry. Cervini also provided information on the new GASB reporting standards for pensions. On a question from Ald. Simonian, Cervini confirmed that the auditors were quite confident in the validity of the data they received to complete the audit and thanked staff for their hard work in preparing the information for the audit process. Discussion on the issue of water leak detections was heard, with Water Supt. VanGyseghem stated the city would be reviewing that and hiring a consultant to provide further study. b. Recommend Draft Resolution Authorizing Purchase of Water Treatment Facility Cartridge Filters in the Budgeted Amount ($6.75 per unit) Not to Exceed $75,000 in FY from American Melt Blown & Filtration. Moved by Ald. Kilburg, second by Ald. Seno V/V: 10-0 Motion carried.

3 3 c. Recommend Draft Ordinance Amending Title 11 (Zoning), Section (Detached Accessory Structures) Related to the Regulation of Temporary Ice Rinks. Moved by Ald. Marks, second by Ald. Simonian Dir. DeGroot provided a brief summary of the genesis of the request from the Committee of the Whole to bring forward a zoning amendment to allow the rinks in side yards. DeGroot relayed the information that the Plan Commission gathered as well as their vote to recommend the amendments. Discussion on adding wall height requirements and a seasonal waiving of the 25% lot coverage ratio was heard. Ald. Bruno made the motion to amend the ordinance adding the above language, seconded by Ald. Maladra. V/V: 10-0 Motion carried. Vote on original motion as amended: V/V: 10-0 Motion carried. 4. NEW BUSINESS 5. ADJOURNMENT On a motion by Ald. Simonian, second by Ald. Marks, the meeting was adjourned by unanimous voice vote at 8:12pm.

4 4 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Consider Draft Resolution Authorizing awarding Snow Removal for Public and Commuter Parking Lots Accurate Edge Landscaping Services, Inc. Nate Landers, Superintendent of Streets, Fleets, and Facilities Date: October 10, 2016 Please Check Appropriate Box: X Committee of the Whole Meeting Special Committee of the Whole Meeting X City Council Meeting Special City Council Meeting Public Hearing Other - Associated Strategic Plan Goal/Objective :Vision 5 Goal H Budgeted? X Estimated Cost: $20,000 Yes No If Other Funding, please explain how the item will be funded: Other Funding? Yes No Executive Summary: At the October 19, 2015 city council meeting, the city council awarded the 2015/16 snow removal contract for public and commuter parking lots to Accurate Edge Landscaping Services for one year with an option to extend for a second and third year. Our experience with Accurate Edge Landscaping Services has been satisfactory and staff is recommending we extend the contract for the second year. The 2015/16 contract price was $82.00 per hour with an increase of $2.50 per hour for 2016/17. The FY Public and Commuter Parking Lots Snow removal Contract will be expensed under line items and with a budget of $41,000. Attachments: (please list) Resolution Recommendation / Suggested Action: (how item should be listed on agenda) Exercise the second year extension option of the Public and Commuter Parking Lots Snow removal contract with Accurate Edge Landscape Services, Inc. of Elburn, IL. at an hourly rate of $84.50 per hour.

5 5 RESOLUTION NO RESOLUTION AUTHORIZING EXECUTION OF Snow Removal for Public and Commuter Parking Lots Accurate Edge Landscaping Services, Inc. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, Snow Removal for Public and Commuter Parking Lots Accurate Edge Landscaping Services, Inc., relating to the parking lots snow removal FY SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. October, 2016 PASSED by the City Council of the City of Geneva, Kane County, Illinois, this 17 th day of AYES: NAYS: ABSENT: ABSTAINING: HOLDING OFFICE: Approved by me this day of, ATTEST: Mayor City Clerk

6 6 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Well #9 Generator Bob VanGyseghem, Superintendent of Water and Wastewater. Date: 10/4/16 Please Check Appropriate Box: X Committee of the Whole Meeting Special Committee of the Whole Meeting X City Council Meeting Special City Council Meeting Public Hearing Other - Associated Strategic Plan Goal/Objective: Vision 5: Manage City resources and assets to effectively deliver core services, provide for capital investment, and meet community needs and desires. Goal L: Maintain high-quality public service that serve and protect our residents and businesses. Estimated Cost: $95, Budgeted? _X_ Yes No Other Funding? Yes No Executive Summary: The 2017 Capital Budget has funds allocated for a stand-by generator for Well #9. In case of an emergency this generator will be used to supply well water to the Water Treatment Facility and community. Bids were advertised for the generator and were opened on September 22, 2016 with the low bid submitted by Steiner Electric in the amount of $52, Staff has reviewed the specifications of the generator and see no reason to disqualify the bid. Attachments: (please list) Bid Tab Resolution Recommendation / Suggested Action: (how item should be listed on agenda) Staff requests that the City Council authorize the City Administrator to enter into a contract with Steiner Electric for a stand-by generator in the amount not-to-exceed $52,300.00

7 7 City of Geneva Summary of Bids Name of Project: Well #9 Generator Opened By: Rita Kruse Recorded By: Bob VanGyseghem Date/Time: 9/22/ :00 AM Approved Engineer Estimate/ Budget : $ CONTRACTOR NAME BID PRICE BID BOND % OF PRICE TYPE OF PAYMENT FOR BID BOND REMARKS ADDENDUM Steiner Electric $52, Rush Power Systems $53, Ligtning Power $64, Patten Power Systems $68, Page of

8 8 RESOLUTION NO. 2016_- RESOLUTION AUTHORIZING EXECUTION OF Purchase of Stand-by Generator BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, Purchase with Steiner Electric, in the form attached hereto as Exhibit A, relating to the purchase of a stand-by generator for Well #9. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this day of, 2016 AYES: NAYS: ABSENT: ABSTAINING: HOLDING OFFICE: Approved by me this day of, ATTEST: Mayor City Clerk

9 9 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Water System Leak Detection Program Bob VanGyseghem, Superintendent of Water and Wastewater. Date: 10/4/16 Please Check Appropriate Box: X Committee of the Whole Meeting Special Committee of the Whole Meeting X City Council Meeting Special City Council Meeting Public Hearing Other - Associated Strategic Plan Goal/Objective: Vision 5: Manage City resources and assets to effectively deliver core services, provide for capital investment, and meet community needs and desires. Goal D: Encourage green initiatives. Estimated Cost: $40, yearly Budgeted? _X_ Yes No Other Funding? Yes No Executive Summary: The 2017 Capital Budget has funds allocated for a 3 year water system leak detection program. Bids were advertised and opened on October 5, Two bids were received with the low bid submitted by M.E, Simpson Co., Inc. The entire distribution will be surveyed for leaks each of the 3 years. FY 2017 will be at a cost of $28, FY 2018 will be at a cost of $28, FY 2019 will be at a cost of $29, M.E. Simpson is a reputable Professional Services Firm in the Chicago area for leak detection programs. Attachments: (please list) Bid Tab Resolution Recommendation / Suggested Action: (how item should be listed on agenda) Staff requests that the City Council authorize the City Administrator to enter into a contract with M.E. Simpson Co., Inc. in the amount not-to-exceed $85, for a three year water system leak detection program.

10 10 City of Geneva Summary of Bids Name of Project: Leak Detection Opened By: Rita Kruse Recorded By: Bob VanGyseghem Date/Time: 10/05/ :00 AM Approved Engineer Estimate/ Budget : $ CONTRACTOR NAME BID PRICE BID BOND % OF PRICE TYPE OF PAYMENT FOR BID BOND REMARKS ADDENDUM M.E. Simpson Co., Inc. 3 Year Total Cost $85, NA Associated Technical Services 3 Year Total Cost $112, NA Page of

11 11 RESOLUTION NO. 2016_- RESOLUTION AUTHORIZING EXECUTION OF Contract for a 3 Year Leak Detection Program BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, a Contract with M.E. Simpson Co., Inc., in the form attached hereto as Exhibit A, relating to a 3 year leak detection program. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this day of, 2016 AYES: NAYS: ABSENT: ABSTAINING: HOLDING OFFICE: Approved by me this day of, ATTEST: Mayor City Clerk

12 12 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Presenter & Title: Well #6 Roof Replacement Bob VanGyseghem, Superintendent of Water and Wastewater. Date: 10/4/16 Please Check Appropriate Box: X Committee of the Whole Meeting Special Committee of the Whole Meeting X City Council Meeting Special City Council Meeting Public Hearing Other - Associated Strategic Plan Goal/Objective: Vision 5: Manage City resources and assets to effectively deliver core services, provide for capital investment, and meet community needs and desires. Goal G: Develop and provide funding for capital investments and projects that consider a variety of local capital needs and those mandated by State/Federal Agencies. Estimated Cost: $50, Budgeted? _X_ Yes No Other Funding? Yes No Executive Summary: The 2017 Capital Budget has funds allocated for the replacement of the flat roof at Well #6 located at Kaneville and Randall Road. Bids were advertised and opened on October 5, Three bids were received with the low bid submitted by Affordable Roofing, Aurora, IL in the amount of $44, Affordable Roofing currently has an A+ rating with the Better Business Bureau. Attachments: (please list) Bid Tab Resolution Recommendation / Suggested Action: (how item should be listed on agenda) Staff requests that the City Council authorize the City Administrator to enter into a contract with Affordable Roofing, Aurora, IL for the replacement of the roof at Well #6 in the amount not-to-exceed $44,250.00

13 13 City of Geneva Summary of Bids Name of Project: Well #6 Roof Replacement Opened By: Rita Kruse Recorded By: Bob VanGyseghem Date/Time: 10/05/ :00 AM Approved Engineer Estimate/ Budget : $ CONTRACTOR NAME BID PRICE BID BOND % OF PRICE TYPE OF PAYMENT FOR BID BOND REMARKS ADDENDUM Affordable Roofing Inc. Flat Roof Replacement Hip Roof Construction $44, % No Bid Malcor Roofing Flat Roof Replacement Hip Roof Construction $69, $136, % Filotto Construction Flat Roof Replacement Hip Roof Construction $95, $154, % Page of

14 14 RESOLUTION NO. 2016_- RESOLUTION AUTHORIZING EXECUTION OF Contract for Well #6 Roof Replacement BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, a Contract with Affordable Roofing, in the form attached hereto as Exhibit A, relating to the replacement of the roof for Well #6. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this day of, 2016 AYES: NAYS: ABSENT: ABSTAINING: HOLDING OFFICE: Approved by me this day of, ATTEST: Mayor City Clerk