Village of Roselle Committee of the Whole met October 23.
Here is the minutes provided by the Committee:
Present: Mayor Maglio, Trustees Devitt, Domke, Pileski, Pransky and Trejo.
Absent: Trustee Berkshire
Others Present: Jeff O’Dell, Jason Bielawski, Jim Knippen, Roman Tarchala, Dan Anderson, Mark Bozik, Pat Watkins, Tom Dahl, Melissa Brito and Patty Burns.
2. Approve Prepared Agenda
Motion by Trustee Devitt, second by Trustee Trejo, to Approve the Agenda as Presented.
Upon voice vote: Motion Carried.
3. Citizen Comments/Questions – None
4. Annexation Of 529 Lincoln Street
The owner of 529 Lincoln Street has petitioned the Village to annex her home to the Village of Roselle. A public hearing to consider the request will be scheduled for the November 13, 2017 Village Board Meeting.
The septic system is in complete failure and the owner has requested to annex the property to the Village in order to connect to Village utilities. A sidewalk has already been installed on the property, so fees related to recaptures and fees associated with connecting to utilities will be paid. The annexation petition and agreement state that she will be given six (6) months to connect, but as the situation is an emergency, she will likely connect as soon as possible.
The house is currently zoned R-4, Single Family Residential, in Cook County. Upon annexation, it will be zoned R-2A, Single Family Residential in Roselle. The lot is in compliance with the Roselle R-2A zoning district requirements. Upon annexation the street address will remain 529 Lincoln Street, Roselle.
Staff was directed to proceed as proposed.
5. Annexation And Pre-Anneation Policy Recommendations
At the September 23 Committee of the Whole discussion, staff was given direction concerning the Ad-hoc Annexation Committee’s recommendations. Staff was directed to follow-up on the concept of establishing a sidewalk program fund. This fund can be established and will consist of the dollars collected from the outstanding sidewalk commitments of pre-annexation agreements. As future pre-annexations occur, petitioners would also be paying into this fund. The intent is that the dollars secured will be held for the installation of sidewalks when the pre-annexations become contiguous to Village limits (triggering annexation). These funds, along with the interest accrued, will also be utilized to supplement the existing sidewalk replacement program. Staff has calculated the sidewalk value of the outstanding pre-annexations. Based on lineal frontage, there is approximately $130,000 worth of sidewalk funds forthcoming.
Staff also asked for clarification and direction on two policy matters related to sidewalks. The first policy is confirming that staff will be collecting 110% (versus 100%) of the value of the sidewalks for the pre-annexations. This matches the computation utilized and incorporated into the pre-annexation agreement for 23W638 Turner Avenue. Thus all future pre-annexation agreements will have language requiring the 110% value of a sidewalk.
The second policy that staff needs direction on concerns dealing with the expired pre-annexation agreements that have met all of their commitments. Twelve of the expired agreements required sidewalks upon annexation. With the new policy requiring the 110% payment for sidewalks, staff would like the ability to offer a three year, interest free payment plan to these properties upon renewal of their pre-annexation agreements. This special consideration is due to the fact that these properties have fully met the original commitments as stated in their agreements
Staff will approach property owners individually in order to explain the requirements and provide them with the necessary time to make financial arrangements for bringing their outstanding obligations into compliance. If staff reaches out and the property owner(s) refuse to come into compliance, a second letter from the Village Attorney will be sent. The Village Attorney’s letter will reiterate compliance with their agreement or disconnection within 30 days from Village utilities.
Trustee Trejo recommends a tiered time frame for the payment plan depending on the amount to be paid back.
Trustee Pileski agrees with Trustee Trejo.
Trustee Pransky questioned what happens if the home owner sells the house. The new annexation agreement transfers with the property.
Trustee Devitt voiced concern for larger properties that will owe the Village large amounts for sidewalks.
Mayor Maglio stated that there needs to be a limit on the number of years the payoff can be set up for. He suggests no more than 5 years. This offer is only for those properties that have expired Pre-Annexation agreements and still need to fulfill their sidewalk requirement. All new Pre-Annexations will be required to pay the 110% up front.
All agreed with collecting 110% of today’s sidewalk cost and providing a maximum of 5 years payment play for those homeowners who have expired Pre- Annexation agreements and still need to pay for their sidewalk installation.
6. 2017 Community Survey Results
Conducting a Community Survey in 2017 was an identified initiative in the Village Board's 2016-2018 Strategic Plan. The purpose of conducting the survey was to obtain feedback from the community about the value of Village services and how they are delivered, and to analyze the results along with the data obtained from the previous survey conducted in 2013.
The 2017 Community Survey was open to Roselle residents from May 12 through May 31. The results are based on responses from 602 Village of Roselle residents who completed the entire survey. Staff compiled the 2017 data, sorting and coding it for efficient reporting, and included data from the 2013 survey as appropriate.
The survey results are available for public viewing on the Village of Roselle website.
All Board members were interested in holding a town hall meeting with other taxing bodies from Roselle – for the purposes of connecting with residents and educating residents on issues mentioned in the survey. Staff was directed to plan for the town hall meeting in January or February 2018.
7. Fire Battalion Chief And Personnel Policy Manual Amendments
The Village Board previously discussed the creation of the Fire Battalion Chief rank, which will be a rank outside of the firefighter’s collective bargaining unit, to improve the organizational effectiveness of the Fire Department. The current composition of the Department includes Chief, Deputy Chief, Lieutenant assigned as shift commander, Lieutenant, and firefighter. The rank of Battalion Chief will eliminate the assignment of shift commander resulting in only firefighters and Lieutenants remaining in the bargaining unit. Therefore, three employees currently holding the rank of Lieutenant will be promoted into the new rank of Battalion Chief following a testing and assessment process. The testing for the rank will be conducted next month by the Board of Fire and Police Commission pursuant to the process outlined in the collective bargaining agreement with the firefighter’s bargaining unit. Official appointments to the Battalion Chief rank will be effective January 1, 2018.
Because the Battalion Chief position is not subject to a collective bargaining agreement, the Personnel Policy Manual will set forth various terms, conditions, and benefits for employees in this position. Suggestions and recommendations were discussed with the Board members.
Staff was directed to proceed with the recommendations proposed.
8. Contractual Snow And Ice Removal
Since the 2013 – 2014 winter season, the Village has utilized the A.L.M. Group to provide snow and ice removal on a portion of Main Street, sidewalks in the town and municipal centers, and the Metra train station and municipal center parking lots. The Village Board awarded a contract to the A.L.M. Group in 2013 and then extended the contract two additional years through the 2016 – 2017 winter season. The extensions were based on the quality and timeliness of services provided and contracts reflecting no rate increases.
Staff recommends the Village Board extend the contract for three additional winter seasons (through 2019 – 2020). A.L.M. has proposed freezing its rates again for the first year of the agreement but requests increases of four percent each year thereafter. The Village’s annual costs for A.L.M.’s contractual snow removal is based on accumulation. Therefore, dependent on the severity or frequency of snow and ice removal events, the Village’s annual costs vary. For example, in 2014, the Village paid A.L.M. $109,000. In 2015, that amount was $103,000. But, with less severe winters in 2016 and 2017, the Village expended $53,000 and $13,000 respectively.
Staff also recommends the Village Board consider adding two areas for snow and ice removal. First, the Village will be assuming responsibility for Main Street, from Roselle Road to Prospect Street, as a result of finalizing the outstanding letter of credit issue. In the past, the Village plowed the two lanes of the roadway, while the property management company for the Main Street Station development cleared the parking spaces on the north and south side of the roadway. Staff recommends using A.L.M. to complete snow and ice removal in the parking spaces along the south side of the roadway thereby allowing our public works crews to concentrate on other roadways throughout the community. In addition, staff recommends A.L.M. remove snow and ice from the sidewalk along the south side of Main Street from Prospect Street to Park Street. Business owners now complete that task. This municipal service was eliminated back in 2009 when the Village Board cut back several services as a result of the recession. However, with increased downtown business activity and pedestrian traffic on the sidewalk, staff believes it is more important to ensure safe pedestrian passage and to coordinate timing for removal of snow and ice when the contractor is already plowing snow from the parking spaces on the south side of the roadway.
Staff was directed to proceed as proposed.
9. Executive Session - None
10. Citizen Comments/Questions - None
11. Other Business - None
12. Motion To Adjourn Committee Of The Whole Meeting.
Motion by Trustee Trejo second by Trustee Devitt to Adjourn Committee of the Whole at 8:20 p.m.
Upon Voice Vote: Motion Carried.
http://www.roselle.il.us/AgendaCenter/ViewFile/Minutes/_10232017-20
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