Grundy Reporter

Channahon Village Board Committee of the Whole met May 7.

Here is the minutes provided by the Committee:

Village President Missey Moorman Schumacher called the meeting to order at 6:00 p.m. with Trustees Greco, Host, Perinar, Scaggs and Slocum present.

Also present were Director of Community Development and Information Systems Mike Petrick, Finance Director Heather Wagonblott, Chief of Police Shane Casey, Director of Public Works Ed Dolezal, 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:

Discussion – A Resolution of Proposal from GovHR regarding Salary Plan/Compensation Study for the Village of Channahon

VP Moorman Schumacher stated on April 18, 2019 she along with Trustee Greco, Village Administrator Durkin and Human Resource Manager Jodi Denton met with representatives from GovHR regarding the development of a proposal for a salary plan/compensation study for the Village for all employment positions currently filled within the Village. She stated GovHR is a public sector management consulting firm specializing in executive recruitment and management consulting. She further stated all services they provide are solely for public jurisdictions and not- for-profit entities and they provide service to jurisdictions and agencies in a variety of contemporary issues, providing management, financial and human resource assistance. She further stated over the past five years they have conducted over 50 classification and/or compensation studies including 14 in the State of Illinois. She stated the proposal as provided by GovHR is attached and was provided to the Village on April 19th, for a fixed fee of $6,750.

Trustee Slocum stated he feels like this is something that can be done in-house and save the money.

VP Moorman Schumacher stated she feels like it is nearly impossible to be objective as to municipalities that are comparable to Channahon.

Trustee Greco stated that this group does this everyday and they are familiar.

Trustee Perinar asked once this is done, who would get to see this.

VP Moorman Schumacher stated it would be public information but the Board would get it first.

Trustee Perinar stated it was her understanding that other municipalities that have had this done, have gone with what this company recommends.

VP Moorman Schumacher stated not necessarily. She stated this company gives you a range for where you are within the marketplace. She stated it is a guide and you do not have to go with what they suggest.

Administration Department:

Administrator Durkin was absent, but no formal items.

Community Development & Information Systems:

Discussion – A Resolution Authorizing the Acceptance of a Scope of Services for Geographic Information Systems Services from Ruettiger, Tonelli and Associates

Petrick stated in the Fiscal Year 2018-2019 Village Budget, $30,000 has been allocated for Professional Geographic Information Systems [GIS] Services. He stated the Village met with and requested a scope of services form Ruettiger, Tonelli & Associates [RTA] for several areas of GIS services. He further stated that RTA is an expert in the field of GIS and works with several area municipalities to provide their GIS services including the Village of Shorewood, and the City of Joliet and RTA has previously been hired by Village of Channahon for various tasks, including the data collection and delivery for the Village Tree Inventory. He stated prior to 2014, the Village of Channahon staffed a full-time GIS position. He stated with staff reorganization, that position became vacant with GIS duties being attended as-needed by the Director of Community Development. He further stated as workloads have increased, this is no longer a feasible situation and GIS updates are lagging farther behind than is practicable to maintain. He stated RTA will take over the duties of updating and entering GIS information, such as new utilities being installed by/with development. He also stated RTA will upgrade the platform for the Village’s GIS to ArcGIS Online, allowing workers in the field to view GIS data on smartphone/tablet devices, in addition to any office worker with an internet connection. He stated putting GIS data in the hands of people who need it is the most crucial and often most difficult aspect of data provision. He also stated that limited data input for field inspections and data entry will be made available to field personnel, reducing the amount of time and staff hours necessary to maintain up to date information. He stated monthly invoicing will be issued to host the Village’s data online, as well as hours required to work on behalf of the Village not to exceed the $30,000 that was budgeted.

Trustee Scaggs asked if it was sent out for bid.

Petrick stated it is for professional services, it is not required to be bid out, just like attorney fees.

Trustee Perinar asked if Petrick had a list of priorities that he would like RTA to get done first.

Petrick stated yes, it is listed in the scope of services. He stated the first thing will be to take all the data and convert it to ArcGis Online and then updating the data.

Trustee Perinar asked if RTA would be training an employee to keep future data up-to-date.

Petrick stated RTA will continue to do the utility data, field services Village staff will be trained on.

Trustee McMillin arrived at 6:14 p.m.

Finance Department:

Discussion – Village Banking Services Proposals Results

Wagonblott stated the Village currently maintains 9 accounts at 2 separate banking institutions and it has been that way since she was hired. She stated that the Village has a general checking account that serves mostly for the issuance of accounts payable checks and payroll expenses. She stated there is one issue she’s noticed one bank account receives all the revenue and the other account is used to cut all the checks. She stated periodically they’ve had to make transfers. She stated that in an effort to consolidate the general banking services, a request for proposal (RFP) was drafted in January 2018. She also stated the RFP was posted on the Village website and mailed to 10 banking institutions. She stated that 4 banks responded, CIBC, Busey Bank, MB Financial and Heartland Bank & Trust. She stated that the review committee reviewed the proposals and attended face-to-face meetings with three of the four banks. She then reached out to the three banks and asked for their best and final offer. MB Financial and Busey Bank offered additional information, including eliminating all fees to the Village. CIBC did not offer any additional changes to their initial proposal. She stated that MB Financial and Busey Bank were the best offers, with the major difference being the interest rate offered, Busey Bank is offering a 0.75% interest rate, while MB Financial Bank is offering a 1.35%. She stated staff recommends moving the general checking accounts to MB Financial Bank. She stated that MB Financial Bank is not located within the Village but have offered for armored service to come and pick up deposits, at no charge to the Village. She stated the contact for Busey Bank is out of the Village, but Busey does have physical presence in the Village.

VP Moorman Schumacher stated, she is torn on this. She feels like it is important for the bank to have a physical presence in the Village but $300,000 is very difficult to turn away when we are charged with public funds.

Trustee Perinar asked what the time frame was on the contract.

Wagonblott stated it is for three years and the Village Attorney will review the contract.

Trustee Slocum asked if this rate was guaranteed.

Wagonblott stated yes, it is guaranteed.

Trustee Scaggs asked what happens if rates go up.

Wagonblott stated they did say that it is negotiable.

Mr. Randich, from Busey Bank, thanked the Village Board and Wagonblott. He stated they are disappointed but respects that rates are rates and the Village has to do what’s best for their residents.

Wagonblott stated she is looking for Board Direction and it will be on the next Board meeting agenda.

Board Direction was to move forward with preparing the contract with MB Financial.

Discussion – Maturity of a Bank CD

Wagonblott stated the Village has one CD that is currently help at People’s First Bank in Joliet that matured May 3rd and the Village has 10 days after maturity to advise the bank if we want to move the funds or roll the funds over. She stated that she’s reached out to local banks for rates and it is her recommendation that the $832,500 be transferred to Busey Bank for a term of 36 months at an interest rate of 2.51%. She further stated this will make 4 CDs held at Busey Bank for just under 3 million.

Police Department:

Chief Casey stated he had no formal items for discussion.

Public Works Department:

Discussion – Change Order No. 1 for I-55/Bluff Road Interchange Project

Dolezal stated this change order has multiple items associated with it. He stated the new contract value will be $2,965,688.07 and sufficient funds exist from the bond issue to cover the increase.

Discussion – Purchase of Two New Lawn Mowers

Dolezal stated the Village budgeted for two new Hustler, Super Z lawn mowers. He stated the Village currently owns two of these mowers, one is 14 years old and the other is 7 years old. He further stated the Village requested quotes from two National Joint Powers Alliance (NJPA) Vendors, The Turf Team Inc. of Morris, Illinois and Rendel’s Inc. of Joliet, Illinois. He stated quotes came in as follows: The Turf Team Inc. @ $12,959.00 each or $25,918.00 for two (2), and Randel’s Inc. came in @ $13,357.55 each or $26,715.10 for two (2). He also stated staff is recommending purchase of the two new mowers from Hustler Turf Equipment through Turf Team Inc. in the amount of $25,918.00 through the NJPA and this amount is budgeted.

Discussion – An Ordinance Authorizing the Sale of Certain Personal Property Owned by the Village of Channahon

Dolezal stated this is to declare one of the old mowers as surplus and to allow us to trade-in.

Discussion – A Resolution to Vacate a Public Utility and Drainage Easement in Town Center Unit 3

Dolezal stated this item has already been voted on, it just needs to be a Resolution to be recorded.

Discussion – Establishment of Water Connection Fee for Route 6 Business Center

Dolezal stated Village ordinance does not specifically state a water connection fee for services over 8 inches in diameter or for meters exceeding 4 inches. He stated the fee is determined on an individual basis by the Board. He further stated Route 6 Business Center proposes a 12 inch service with a 3 inch meter. He also stated, on July 15, 2017 the Board approved a water system connection fee for Crossroads 55 Building A in the amount of $186,005, and that building utilized a 12” tap with a 3” meter. He stated Route 6 Business Center is also proposing a 12” tap with a 3” meter and therefore, it is suggested to charge the same fee of $186,005.

Communications

Public Comment

Executive Session:

Trustee Perinar made a motion to open Executive Session at 6:35 p.m. for Appointment, Employment, Dismissal, Compensation, Discipline and Performance of an Employee of the Village of Channahon. Seconded by Trustee Greco.

Roll Call Ayes: Greco, Host, Perinar, McMillin and Slocum.

Nays: None Motion Carried

Trustee Host made a motion to close Executive Session at 6:57 p.m. for Appointment, Employment, Dismissal, Compensation, Discipline and Performance of an Employee of the Village of Channahon. Seconded by Trustee Perinar.

Roll Call Ayes: Greco, Host, Perinar, McMillin and Slocum.

Nays: None Motion Carried

The Committee of the Whole was adjourned at 6:57 p.m.

http://files.channahon.org/public/BOARD_MTG/Minutes/2018/2018.05.07%20Comm%20Minutes.pdf