City of Prospect Heights City Council met Oct. 12.
Here is the minutes provided by the
Workshop Teleconference Meeting of the Mayor and City Council
CALL TO ORDER AND ROLL CALL - At 6:30 PM, Mayor Nicholas J. Helmer called to order the Zoom Teleconference Workshop Meeting of the Prospect Heights City Council.
City Clerk Prisiajniouk called the roll. A quorum was present.
ELECTED OFFICIALS PRESENT: Mayor Helmer, Treasurer Tibbits, Clerk Prisiajniouk; Aldermen Cameron, Quinn, Morgan-Adams, Ludvigsen, Dolick
OTHER OFFICIALS PRESENT - City Administrator Wade, Assistant City Administrator Falcone, Director of Building and Development Peterson, Police Chief Zawlocki, Public Works Director Roscoe, Finance Director Graefen, City Attorney O'Driscoll, Digital Communications Technician Colvin, and Deputy Clerk Schultheis.
APPROVAL OF MINUTES
A. September 30, 2020 Regular Teleconference City Council Meeting Minutes
B. September 16, 2020 Chicago Executive Airport/Prospect Heights/Wheeling Joint Meeting Minutes - Alderman Dolick motioned for omnibus approval of the September 30, 2020 Regular Teleconference City Council Meeting Minutes and the September 16, 2020 Chicago Executive Airport/Prospect Heights/Wheeling Joint Meeting, as presented; seconded by Alderman Quinn. There was unanimous approval.
ROLL CALL VOTE: AYES - Cameron, Quinn, Morgan-Adams, Ludvigsen, Dolick
NAYS None
ABSENT - None
Motion carried 5-0.
B.0-20-37 Staff Memo, Finding of Facts, and Ordinance Granting a Map Amendment, Special Use, PUD and Plat of Subdivision to Lexington Homes 1001 and 999 Oak Avenue (2nd Reading) - OLD BUSINESS Mayor Helmer asked that the item regarding Ordinance 0-20-37 Ordinance Granting a Map Amendment,
Special Use, PUD and Plat of Subdivision to Lexington Homes 1001 and 999 Oak Avenue (2nd Reading) be moved after the Approval of the Minutes. He noted that Lexington Homes was modifying their plans comply with resident issues, and that the Ordinance would not come to a vote until the November 9th workshop Meeting. He asked that OLD BUSINESS Item Ordinance 0-20-37 Ordinance Granting a Map Amendment, Special Use, PUD and Plat of Subdivision to Lexington Homes 1001 and 999 Oak Avenue be TABLED Alderman Quinn asked what is the Motion to Table? Mayor Helmer noted that he wanted to TABLE 0-20-37 until November 9th to give the applicant time to modify their project to ameliorate some of the objections of the residents.
Alderman Cameron asked if there would be an investigation regarding the issue raised by Mr. Drake as to the PZBA. Attorney O'Driscoll noted that was a separate issue that would be discussed after the motion to TABLE
Alderman Morgan-Adams moved to TABLE 0-20-37 Ordinance Granting a Map Amendment, Special Use, PUD and Plat of Subdivision to Lexington Homes 1001 and 999 Oak Avenue until the November 9, 2020 Regular Workshop Meeting; seconded by Alderman Dolick. There was unanimous approval.
ROLL CALL VOTE: AYES - Quinn, Morgan-Adams, Ludvigsen, Dolick, Cameron
NAYS None
ABSENT - None
Motion carried 5-0.
City Attorney O'Driscoll said that he was looking for direction from the City Council regarding the Alderman Morgan-Adams asked who had allegedly pressured the PZBA?
Alderman Cameron said that the allegation was that one of the PZBA commissioners had told the resident that “their hands were tied.”
Alderman Ludvigsen asked if this was an open-ended investigation? Attorney O'Driscoll replied that it was targeted.
Mayor Helmer added that the allegation was made that PZBA members said that they had to approve the project or get terminated
City Administrator Wade said that the Attorney would report back to the Council at the October 26th meeting.
The unanimous consensus of the City Council was to direct Attorney O'Driscoll to look into the issue regarding a PZBA member who allegedly said that the PZBA was pressured into approving the Lexington Homes application.
City Administrator Wade said that there would be an Outreach Dialog with neighborhood representatives on October 19. Alderman Morgan-Adams would be part of the Outreach participants, and there would be several members from the area around the proposed site of the townhomes, as well as another Alderman. The goal of the event was to consider and understand and deal with concerns of the residents. It was noted that a representative from Lexington Townhomes would be present. The Meeting would be held on October 19 at 6 PM, with the possibility of a second meeting, if needed.
Alderman Cameron wanted to know who the other alderman was, and offered to participate.
Alderman Morgan-Adams said that she had already selected another alderman.
APPOINTMENTS/CONFIRMATIONS AND PROCLAMATIONS - None
PUBLIC COMMENT ON AGENDA MATTERS (Five Minute Time Limit)
Gina Gebert – 1105 Drake Ct-said that her husband was not able to speak tonight she had requested to speak previous to meeting]
Deputy Clerk Schultheis asked if Mary Meier or a representative was in the audience as she had requested to have her letter read. No one in the Zoom audience responded.
STAFF, ELECTED OFFICIALS, and COMMISSION REPORTS
Alderman Morgan-Adams – Ward 3 - said that she was happy to have the opportunity to have an outreach dialog with the residents. She noted that the aldermen did not have the right to intercede with the PZBA before they sent their recommendation to the Council. She emphasized that the Council did not act on these issues before September 30.
Mavor Helmer -said that he wants to spend the time and energy on working out the Lexington situation. He is asking the applicants what can be modified or changed to help the residents.
City Administrator Wade – introduced the Finance Director for the follow up to the Budget Meetings that were made until Covid hit. He said that often times during a recession, like the one that we are in, municipalities must take money from two areas to get through it – they defer capital improvement projects and they do not make pension payments. The City did not take that course.
The City is considering Covid to be a two-year event. The City has compensated by getting every possible grant and made expenditure cuts, but has maintained services.
A. Budget and Financial Status Report by Finance Director Cheri Graefen - said that as of 9/30 the City was on target. The City deferred certain payments, made cuts in expenditures and used cash reserves to offset the impact. In April the Budget that was adopted had a deficit of $1.2 million.
As of 9/30 the revenues are 40% of the Budget and it is 41% through the year, the results are slightly better than expected. Actual expenditures are 31% of the budget. Our net revenue at this point is $344,000 over what was projected to this point. Use tax – has a one-month delay. It has risen thanks to online shopping.
Non-Home Rule Sales tax - on a three-month delay. She said that the figures were consistent with last year except for a hit in April. The drop in revenue was as anticipated at 21%.
Video gaming - dropped to $0.00 in May because gaming was shut down for four months. But, in September, revenue came back strong. The City is $101,000 down in revenue from last year. 20/21 - extended car sticker revenue was diverted, and is on target.
Building permits are holding steady.
MFT – reduced driving has caused less gas use, but the City is still on the plus side with $229,000 in 2020
Tourism District - is down sharply. There have been no hotel grants this fiscal year. There has been an 80% drop in revenue from last year and a loss of $288,000.
There have been some positives in revenue - TIF Property taxes MILW-PALATINE Road $670,000 was budgeted but has thus far been at $1,000,000.
MFT Fund – is up $300,000 from the Rebuild Illinois grant. The money is restricted to road projects.
The DEA money that is coming in is police revenue, and the City cannot budget for it.
There are projected end of year reductions in Public Works, Public Safety, Capital Improvements, Milwaukee/Palatine capital improvements and fees for SSA's.
The City is expecting a $1.1million deficit in the General Fund. The General Fund is projected to have $10,515,029, 49% of which is unassigned. She also noted that there is $3,000,000 is the emergency fund. The pension Fund will be a normal payout suggested by the actuary.
Finance Director Graefen said that while the cash position is strong now, it will not carry the City into the future.
There will be a $200,000 cost savings in the debt Fund thanks to the interest savings in the refinancing. The Total Capital Improvement Budget is $9.1 million. This Budget will run out of funds by 2023.
City Administrator Wade stated that that there has been money used from grants like Rebuild Illinois and the City is still working on projects that are in the middle of multi-year completion cycles.
Strategic Financial Issues are the Capital Improvements Project Funding, which will require further revenue to be sustained; the Debt Service Refunding of $200,000; operating expenditure cuts; Grant Submissions and Funding - including CARES for $331,000 and COPS for $125,000 over three years with a City match of $205,000; and Fee and Rate increases.
Assistant City Administrator Falcone said thanked Mayor Helmer and City Clerk Prisiajniouk for keeping Staff aware of the grant opportunities. The grant had restrictive parameters when it was first introduced, but then Cook County made the guidelines more liberal. The $331,000 is expected to be received by the City in mid October.
- Noted that the City also has the COPS grant that was awarded to help the Police Department offset the cost of hiring new officers. The City will frontload the $125,000 because the City does not know the future of state funding.
City Administrator Wade added that projects can only go as far as the grants and revenue cover them, and the City is looking for new sources of revenue.
Alderman Ludvigsen - stated that the only reason that vehicle sticker revenue was recognized for this the budget year was because the City changed how it recognized that revenue.
- asked wanted to reiterate that the City was not funding the Tourism District. Finance Director Graefen said that the City was only charging itself for payment of the Tourism District Police coverage. That money would be reimbursed back to the City when the tax money started to come in again.
Director of Building and Development Peterson - Noted that the cannabis shop, Zen Leaf, is remodeling. That should be wrapped up within the next two weeks and then inspections would begin. Mayor Helmer noted that the revenue from Zen Leaf looks to exceed expectations, as cannabis sales are exceeding expectations across the State.
- He said that there has been an uptick in Fall projects. There have been two new home permits within the last two weeks.
Police Chief Zawlocki - said that there will be interviews on October 17,18 for the Police candidates. He noted that there are 34 interviews scheduled.
Public Works Director Roscoe -said that Public Works has been very busy. They have been doing valve work and sewer cleaning.
- He said that they will be participating in the Park District Spookfest with their vehicles on display.
CONSENT AGENDA -
A. O-20-34 Ordinance Amending Title 5, Chapter 9, Section 4 of the Prospect Heights City Code (Temporary Signs) (2nd Reading)
B. O-20-35 Ordinance Amending Title 3, Chapter 9, Section 3 of the Prospect Heights City Code (Accumulation of Garbage and Refuse) (2nd Reading)
C. O-20-36 Staff Memo and Ordinance Terminating the Designation of the Milwaukee Avenue/Palatine Road Redevelopment Project Area, as Created by City of Prospect Heights Ordinance Nos. 0-96-10, 0-96-11, and O 96-12 Adopted April 15, 1996, as a Tax Increment Financing Redevelopment Project Area and Dissolving the Palatine Road Redevelopment Project Area Special Tax Increment Allocation Fund (2nd Reading) -
Alderman Morgan-Adams moved for omnibus Approval of 0-20-34 Ordinance Amending Title 5, Chapter 9, Section 4 of the Prospect Heights City Code (Temporary Signs); 0-20-35 Ordinance Amending Title 3, Chapter 9, Section 3 of the Prospect Heights City Code (Accumulation of Garbage and Refuse); O-20-36 Staff Memo and Ordinance Terminating the Designation of the Milwaukee Avenue/Palatine Road Redevelopment Project Area, as Created by City of Prospect Heights Ordinance Nos. 0-96-10, 0-96-11, and 0-96-12 Adopted April 15, 1996, as a Tax Increment Financing Redevelopment Project Area and Dissolving the Palatine Road Redevelopment Project Area Special Tax Increment Allocation Fund; seconded by Alderman Dolick. There was unanimous approval.
ROLL CALL VOTE: AYES - Morgan-Adams, Dolick, Cameron, Ludvigsen, Quinn
NAYS. None
ABSENT - None
Motion carried 5-0
OLD BUSINESS
A.0-20-26 Staff Memo and Ordinance Approving Certain Variations for 905 Edward Rd., Prospect Heights (reduce side yard setback and increase the size of recreational vehicle) (Tabled from the September 14, 2020 Council Meeting) (2nd Reading) - Alderman Morgan-Adams moved to Approve 0-20-26 Ordinance Approving Certain Variations for 905 Edward Rd., Prospect Heights (reduce side yard setback and increase the size of recreational vehicle); seconded by Alderman Dolick.
Discussion followed. Director Peterson said that the applicant has made his driveway is compliant without the variation. He is withdrawing his request for the variation of the side yard. The applicant needs a variation for the extra five feet. As there was a negative recommendation from the PZBA, there will have to be four aldermen to overturn it.
There was unanimous approval.
ROLL CALL VOTE: AYES - Dolick, Cameron, Ludvigsen, Quinn, Morgan-Adams
NAYS - None
ABSENT - None
Motion carried 5 - 0
B. O-20-37 Staff Memo, Finding of Facts, and Ordinance Granting a Map Amendment, Special Use, PUD and Plat of Subdivision to Lexington Homes 1001 and 999 Oak Avenue (2nd Reading) - Moved in the Agenda after the approval of the Minutes.
NEW BUSINESS
A. R-20-24 Staff Memo and Resolution Authorizing Speer Financial to Act as Financial Advisor for Matters Related to the Refunding of General Obligation Bonds, Series 2011A and General Obligation Bonds, Series 2012 - Alderman Ludvigsen moved to Approve R-20-24 Resolution Authorizing Speer Financial to Act as Financial Advisor for Matters Related to the Refunding of General Obligation Bonds, Series 2011A and General Obligation Bonds, Series 2012; seconded by Alderman Quinn.
Discussion followed. Finance Director Graefen said that Dan Forbes - the Bond Advisor was on the call. The savings is 5%. It was noted that this refunding would not renegotiate the maturity of the bonds. The rates are at all-time lows, and this bond will get a good rating. This only applies to the 2011A and GO Series 2012. The 2013 bonds are not refundable until the end of 2021. The cost of the refunding would be $50,000 - $60,000. Alderman Ludvigsen asked about the cost of issuance was net of the $200,000 savings.
Mr. Forbes said that there would be an Opinion letter from Bond Counsel, all of which would be included in the $50,000 issuance fees. There was unanimous approval.
ROLL CALL VOTE: AYES - Cameron, Ludvigsen, Quinn, Morgan-Adams, Dolick
NAYS - None
ABSENT - None
Motion carried 5 - 0
DISCUSSION TOPICS FOR THIS MEETING:
A. Traffic Safety Policy and Procedures Discussion - It was noted by the City Administrator that the procedures were already in practice and the written policy was to memorialize those procedures. Staff had worked with the Police Department and Public Works. Alderman Dolick moved to Adopt the Traffic Safety Policy and Procedures document; seconded by Alderman Morgan-Adams.
Discussion followed. Alderman Ludvigsen asked if the vote was for the adoption of a Resolution at the October 26th Meeting? He asked that there be an official Resolution. Alderman Quinn asked if this was on the Agenda for adoption, and Alderman Morgan-Adams noted that it was in the Agenda packet.
City Attorney O'Driscoll said that he preferred it be voted as a Resolution with exhibits at the next meeting. Alderman Dolick withdrew his motion. No vote was taken.
Alderman Quinn said that the section stating that the “City shall not provide speed bumps," should be removed from the formal policy. She stated that technology could change that would make speed bumps more viable. Mayor Helmer noted that if the policy were itemized, residents would think that they could ask for those items. Alderman Quinn asked if a resident wanted a variation on the policy, what would the procedure be? Attorney O'Driscoll said that it could be brought to Council or handled by the City Administrator depending on how the policy is set up.
The direction of the City Council was to have the City Attorney put together a Resolution for the next City Council Meeting,
BZoom Meeting Discussion - Staff has offered a hybrid solution so that members of the Council can attend by Zoom or in person. City Administrator Wade noted that the in-person meetings would not be open to the public. The public would still be required to attend electronically. The only ones that would be able to attend in City Hall would be selected Staff, Council members and presenters.
Treasurer Tibbits said that the meetings would be televised.
Alderman Quinn asked why Zoom meetings could not be live via a Facebook feed.
City Administrator Wade explained that hybrid would allow those that wanted to attend via Zoom teleconferencing could still do so, while those who wanted to attend in person would be separated by Plexiglass in City Hall.
Alderman Quinn stated that presentations had been done remotely for many years via Skype. She did not feel the need for presenters to present at City Hall. She added that people coming in and out of City Hall meant that City Hall would need to be constantly disinfected.
Treasurer Tibbits said that there would be more ability to control the transmission of the meetings utilizing the hybrid method that he is suggesting.
Alderman Morgan-Adams said that she liked the idea of a hybrid meeting. She did not feel that sanitizing City Hall would be cost-prohibitive. Alderman Quinn disagreed and said that it would need to be professionally sprayed.
Alderman Ludvigsen stated that the Library would be handling passport services out of City Hall, and noted that the City has been very successful sanitizing the building. He added that there were only two meetings per month.
Alderman Quinn said that Zoom meetings offsite had nothing to do with transparency. Alderman Morgan Adams stated that all Aldermen would need to be on video then. Alderman Quinn countered that she disagreed. Treasurer Tibbits said that there was a higher degree of communication when the meetings were in person. Alderman Ludvigsen said that no one has to attend in person that does not want to - but this gives those that want to attend that option. Aldermen Dolick and Morgan-Adams agreed.
Mayor Helmer said that the City should provide Zoom equipment to those that need it, but he refuses to come into City Hall when others are coming in.
City Clerk Prisiajniouk said that ventilation issues were a concern.
Alderman Quinn asked if there would be quorum issues if some aldermen were at City Hall and some were remote. Attorney O'Driscoll said that the hybrid set up was permissible but that the important issues was that these meetings must be taped.
Treasurer Tibbits said that the live and virtual meetings will be recorded together.
Alderman Quinn said that she objected to voting on a hybrid Zoom without a written plan or directive and a formal process.
Alderman Morgan-Adams said that a formal plan was unnecessary. Alderman Ludvigsen said that Mount Prospect, Northbrook, Wheeling, District 214 and District 23 were meeting in-person. He said that the City was not trailblazing in this effort. He suggested that the City look at other cities that were meeting in-person. Alderman Quinn said that Northbrook is doing meetings on WebX, which she felt was better technology than Zoom. She said it is more of a webinar quality.
Alderman Morgan-Adams said that more people died of the flu last year than died of Covid this year. Alderman Quinn disagreed.
City Administrator Wade said that he will look into policies in other municipalities.
APPROVAL OF WARRANTS
A. Approval of Expenditures
General Fund $127,432.25
Motor Fuel Tax Fund $0.00
Palatine/Milwaukee Tax Increment Financing District $0.00
Tourism District $1,750.98
Development Fund $0.00
Drug Enforcement Agency Fund $0.00
Solid Waste Fund $29,570.09
Special Service Area #1 $0.00
Special Service Area #2 $0.00
Special Service Area #3 $0.00
Special Service Area #4 $0.00
Special Service Area #5 $359.25
Special Service Area #8 - Levee Wall #37 -$900.00
Special Service Area-Constr #6 (Water Main) $0.00
Special Service Area- Debt #6 $0.00
Capital Improvements $11,364.50
Palatine Road Tax Increment Financing District $0.00
Road Construction $0.00
Road Construction Debt $0.00
Water Fund $4,728.04
Parking Fund $545.82
Sanitary Sewer Fund $1,878.68
Road/Building Bond Escrow $36.982.00
TOTAL $213,711.61
Wire Payments
9/25/2020 PAYROLL POSTING $185,312.28
SEPTEMBER ILLINOIS MUNICIPAL RETIREMENT FUND $25,190.49
TOTAL WARRANT $424,214.38
City Clerk Prisiajniouk read the warrants Alderman Dolick moved to Approve the warrants as presented; seconded by Alderman Cameron to include a TOTAL of $213,711.61; 9/25/2020 PAYROLL POSTING of $185,312.28;
SEPTEMBER ILLINOIS MUNICIPAL RETIREMENT FUND of $25,190.49 and a TOTAL WARRANT of $424,214.38. There was unanimous approval.
ROLL CALL VOTE: AYES - Ludvigsen, Quinn, Morgan-Adams, Dolick, Cameron
NAYS - None
ABSENT. None
Motion carried 5 - 0
PUBLIC COMMENT ON NON-AGENDA MATTERS (Five Minute Time Limit) - None
EXECUTIVE SESSION - None
ACTION ON EXECUTIVE SESSION ITEMS, IF REQUIRED
ADJOURNMENT – At 8:46 PM, Alderman Dolick moved to Adjourn; seconded by Alderman Ludvigsen. There was unanimous approval
ROLL CALL VOTE: AYES - Quinn, Dolick, Ludvigsen, Morgan-Adams, Cameron
NAYS - None
ABSENT - None
Motion carried 5-0
https://www.prospect-heights.il.us/AgendaCenter/ViewFile/Minutes/_10122020-1028
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