2019 09-30 Committee Meeting Minutes1
2 VILLAGE OF ALSIP
3 MINUTES OF
4 COMMITTEE MEETING
5 SEPTEMBER 30, 2019
6
7 Mayor Ryan called the meeting to order at 7:30 p.m. Clerk Petzel called the roll with the following in
8 attendance: Trustees Dalzell, Zielinski, Juarez, McLawhorn, Murphy, Nava-Esparza and Mayor
9 Ryan.
10
11 BID OPENING: Public Works: Parkway Tree Pruning. Bids were received from the following: 1)
12 D. Ryan Tree and Landscaping Services LLC out of DeKalb, noted on insurance certification for
13 performance bond, for 422 trees total for a total cost of$19,196.00. 2) Homer Tree Care Inc of
14 Lockport, noted on insurance certification for performance bond, for 422 trees for a total cost
15 $79,075.00.
16
17 Water and Sewer: Rehabilitation of the 1,000,000 gallon Hydropillar High Tanks. Bids were
18 received from the following: 1) Jetco LTD out of Wauconda, bid bond was included, total cost of
19 $1,804,300.00. 2) Tecorp Inc out of Joilet, bid bond check was included, total cost of
20 $1,619,800.00. 3) Era-Valdivia Contractors Inc out of Chicago, bid bond check was included,total
21 cost of$1,732,600.00.
22
23 MAYOR'S REPORT: Mayor Ryan presented: Comments: 1) The two new employees one in the
24 Clerk's Office and one in Finance are both working out very welL If you see them please welcome
25 them.
26
27 CLERK'S REPORT: Clerk Petzel presented: 1) Presentation of the August 2019 Motor Fuel Tax
28 Allotment in the amount of$64,103.66.
29
30 PUBLIC FORUM: No one came forward.
31
32 FINANCE REPORT: Trustee McLawhorn presented: 1) List of payroll and accounts payable. 2)
33 Presentation by BKD (the low bidder) for audit services between the Village of Alsip and BKD,
34 LLP. Scott Termin and John Cutrera were present from BKD to answer any questions. No one had
35 any questions for them.
36
37 FIRE DEPARTMENT REPORT: Trustee Murphy presented: 1) Discussion amending the current
38 ordinance regarding grills on balconies from the current language to no grills of any type on
39 balcony. The Fire Chief asked for that to be pulled so they could further investigate. Trustee
40 Dalzell also asked for data about how many fires there were for this case. The Fire Chief said there
41 was only a few and felt that people seem to be grilling on balconies less. The amount of citations
42 that have been issued has also decreased. He just wanted to look at some more specifics before
43 bringing to the Board for discussion. 2) Discussion on creating a new ordinance requiring
44 commercial and industrial landlords to notify the Village's Building Department of all new tenants
45 prior to them moving in. Failure to do so shall result in a fine. The Chief explained that he has been
46 in discussion with the Building Commissioner about this. There was an incident where they got
47 called out for an odor and discovered the business was operating without a license and no one was
48 in the unit. They had to force entry and once they were able to gain access they found a heavy
49 lacquer odor and approximately 15 propane cylinders that were being stored there. They also has
50 some unsecure oxygen cylinders. The building owner never returned a phone call from the
51 Building Commissioner. They were able to determine by when the ComEd was turned on that they
52 have been in there a couple months. This is a problem that has been ongoing for several years.
53 When Fire does their inspections each year, they find a good deal of buildings that have businesses
54 operating without a license because the building owner never notified the Village of any changes.
55 This is just to help hold the building owners/landlords accountable and will hopefully avoid any
56 hazardous violations. They will be checking to see what other municipalities have in place. 3)
57 Discussion on an Intergovernmental Agreement with the Village and the Illinois Department of
58 Healthcare and Family Services. This is to participate in the GEMT Program to recoup EMS billing
59 from Medicaid transports. The Fire Chief explained that the Illinois Fire Chiefs along with some
60 other agencies are trying to find a way to recoup some ofthe money that they do not get from
61 Medicaid patients. The reimbursement does not cover what the potential billing could be. This
62 program is in conjunction with the Federal Government as well as the state and the Department of
63 Health and Family Services. GEMT(Ground Emergency Medical Transport) is another way to be
64 able to recoup some of the Medicaid through Federal and State funding. They will be able to
65 recoup a lot of the money that they lose in Medicaid. He estimated last year that one million dollars
66 was lost on Medicaid ambulance billing because they only get a certain percentage. The IGA and 9
COMMITTEE MEETING 5EPTEMBER 30,2019
67 section Cost Report. He asked for a consensus vote today because all the documentation had to be
68 completed and turned in tomorrow. He participated in a webinar with over 200 participants that are
69 also in the same boat of having to act quickly to gather all the information. They are currently
70 working with Finance and the EMS Billing to gather the data. Clerk Petzel called for a roll call
71 consensus to approve the Intergovernmental Agreement with the Village and the Illinois
72 Department of Healthcare and Family Services to participate in the GEMT Program to recoup EMS
73 billing for Medicaid transport.
74
75 Roll #1: Trustees voting"aye": Dalzell, Zielinski, Juarez, McLawhorn, Murphy, Nava-Esparza.
76 Motion carried 6-0.
77
78 4) The Chief reminded about the upcoming Open House on October 12th at Firehouse #2 from
79 1:00-3:30pm.
80
81 POLICE AND TRAFFIC SAFETY REPORT: Trustee Dalzell presented: 1)No report.
82
83 PUBLIC WORKS AND BOAT LAIINCH REPORT: Trustee Juarez presented: 1) Request for
84 approval for the Superintendent of Public Works to attend the Illinois Public Works Mutual Aide
85 Conference on October 15th and 16th in Bloomington, IL at a cost not to exceed $180.00 for hotel
86 accommodations. 2) Request for approval to advertise for the 2019 MWRD High Priority Area
87 Cured-In-Place-Pipelining Project. The bid opening will be held at the October 21St, 2019 Village
88 Board Meeting.
89
90 SEWER AND WATER: Trustee Nava-Esparza presented: 1) Request for approval to purchase
91 Water Meters and F1exNet Radio at a cost not to exceed $61,075.00 for the ongoing replacement of
92 residential water meters. This has been appropriated for in the FY20 budget.
93
94 BUILDING AND HEALTH REPORT: Trustee Zielinski presented: 1)No report.
95
96 HUMAN RESOURCES AND INSURANCE: Trustee Murphy presented: 1) REQUEST FOR
97 APPROVAL OF AN ORDINANCE AMENDING CHAPTER 15 '/z, PERSONNEL, ARTICLE II,
98 EMPLOYEE REQUIREMENTS AND BENEFITS, SECTION 15 '/2-38, VACATIONS, OF THE
99 MLTNICIPAL CODE OF THE VILLAGE OF ALSIP. Trustee McLawhorn commented that it was
100 tabled last time because they didn't like the way that it was worded but what has been included in
101 the packet was the same as what was in the packet before. Discussion between the Mayor, Trustee
102 McLawhorn and the HR Manager covered if changing it would be in the best interest of the Village
103 that currently you earn vacation time as you go during that fiscal year and the recognition that
104 maybe the policy we have is outdated in light of the recent hiring process of a non-union employee.
105 The HR Manager explained that she has been encountering that most places are offering that
106 vacation time up front and we might want to look at the current policy so that we would be able to
107 be competitive and attract new, qualified people. She gave herself as an example. She started in
108 December 2017. At May 1 St, 2018 she had only earned three vacation days to use between May 1 St,
109 2018 and May 1 St, 2019. The revision of the ordinance would state an employee coming on hired
110 after September 1 St, 2019 they would accrue the days that they could use quicker. The amount of
I
111 time they would accrue does not change it would only change the access they would have to use
112 those days. For example, if an employee was hired in September they would be granted 46.48
113 hours to use prior to May 1 S`of the following year. Typically if an employee leaves they would be
114 paid out for any vacation time they did not use and language would be added for an instance like
115 that. For example if employee left a month later they would not get paid out that whole amount it
116 would only be the paid for that month that they actually worked and accrued that vacation time of
117 the 6.64 hours. This language would protect the Village from having to pay out additional costs in
118 case of a termination before that fiscal year has been met. Trustee McLawhorn had the concern of
119 when the next fiscal year comes they get the new employee would get the full two weeks front
120 loaded and if they left there would be no chance of recouping that. The HR Manager explained that
121 in her professional experience this is the climate that is there when you are dealing with
122 professional employees. Trustee Nava-Esparza commented that this would really only apply to a
123 few employees and the employee that we would be trying to attract is looking for a benefit and they
124 are taking a risk by leaving their current employer. It is possible that the new person won't work
125 out but it seems to be climate of vacation being front loaded she has seen after doing some research.
126 The HR Manager was bringing this to the Board based on the feedback that she has been receiving
127 during the recent search for the Finance candidate. There is risk with any new hire that they may
128 not work out but we wouldn't say that we weren't going to take the time and hours to train someone
129 just because they might quit. Should this change be approved it would begin for September lst and
130 would be extended to the most recent nonunion hire. Trustee Zielinski didn't like setting a
131 precedent that we would be matching other companies' benefits going forward. There was
132 discussion between the Mayor, Trustees McLawhorn,Nava-Esparza, Dalzell and the HR Manager
COMMITTEE MEETING SEPTEMBER 30,2019
133 about the concern of"giving away"more time and that we weren't doing that but we were allowing
134 them to earn time faster. We are incentivizing for a new professional person and were only talking
135 about a minimal amount of positions that it could apply to. Trustee Murphy said he will be bringing
136 it to the Board for a vote at the upcoming Board Meeting.
137
138 REPORTS OF SPECIAL COMMITTEES
139
140 ECONOMIC DEVELOPMENT: Trustee Nava-Esparza presented: 1) Presentation by Diliberto
141 Real Estate Services regarding the property owned by the Village of Alsip at 11706-30 S. Pulaski
142 Road and the results of the September 24t", 2019 auction. Frank Diliberto and Asad Kauser were
143 both present. Mr. Kausar explained that after a rigorous campaign of promoting the property they
144 had about 50 inquiries that were interested and narrowed that down to 20-30 that requested the
145 bidder information packets. From there they were filtered down to about 5 people. There were two
146 for restaurants and the rest were auto related. Mr. Diliberto explained that he could provide a
147 performa for Reza's Restaurant which is who they thought would be able to perform the best in that
148 location. Reza's will be looking for about 5,000 square feet and they will be able to show past
149 performance and what they hope to achieve in this location based on their 40 years of restaurant
150 experience. They are estimating 4-5 million a year and about 50 jobs. They have two other
151 locations. They have paid $10,000.00 in erneast money and hope to close by April lst, 2020 so they
152 can break ground in the spring. The Mayor requested that the performa be sent to the Finance
153 Director so we would know what the return on investment would be and then we can look to move
154 ahead and add it to the agenda for approval. 2) REQUEST FOR APPROVAL OF AN
155 ORDINANCE AUTHORIZING THE SALE OF THE PROPERTY COMMONLY KNOWN AS
156 11706-11730 SOUTH PULASKI ROAD, ALSIP, ILLINOIS, IN FURTHERANCE OF THE
157 OBJECTIVES OF THE REDEVELOPMENT PLAN AND PROJECT APPROVED FOR THE
158 PULASKI ROAD CORRIDOR TIF REDEVELOPMENT PROJECT AREA.
159
160 VILLAGE PROPERTIES: Trustee McLawhorn presented: 1) Request for approval to have
161 Shamrock Blacktop Inc. (the lowest of three quotes)to sealcoat the parking lot at Heritage I for a
162 cost not to exceed $12,850.00. 2) Request for approval to have Shamrock Blacktop Inc. (the lowest
163 of three quotes)to sealcoat the parking lot at Heritage II for a cost not to exceed $19,120.00. 3)
164 Discussion and recommendation to have the rent freeze lifted at the Heritage I and Heritage II
165 complexes to meet the need for maintenance, capital projects and equipment. The Mayor explained
166 that a rent increase was frozen in February 2012 and it was never lifted. There are capital projects
167 that need to be completed and there needs to be money to do it. Upcoming projects include the pool
168 at Heritage I,patio doors, cameras and Wi-Fi connection, windows, landscaping, seal coating of
169 parking lots, window well casement covers, plastering of the pool, laundry machines and the roof
170 on the clubhouse over the next 5 years. The recommendation is $10.00 a month increase with a
171 beginning of January 1, 2020. There was discussion between Trustee Dalzell,the Mayor, Trustee
172 McLawhorn, Rodger Early and the Finance Director about the concern of the depreciation
173 information in the financial reports, the amount being spent on remodeling of the units and what the
174 upcoming projects are, the occupancy rates of the complexes and where the money would have to
175 come from if there weren't funds available. The Finance Director stated that in the two funds we
176 were a little over 6 million in unrestricted net position with a majority at Heritage II. There are debt
177 service payments for both the bonds. It sounds like a big number but considering the size of the
178 projects upcoming and that it is for 512 units, two clubhouses,parking lots, etc. it really isn't that
179 much.
180
181 ORDINANCE AND LEGISLATION: Trustee Zielinski presented: 1)No report.
182
183 INFORMATIONAL TECHNOLOGY: Trustee Dalzell presented: 1)No report.
184
185 PLANNING &ZONING AND LICENSES: Trustee Juarez presented: 1) REQUEST FOR
186 APPROVAL OF AN ORDINANCE OF THE VILLAGE OF ALSIP GRANTING A SPECIAL
187 USE PERMIT AUTHORIZING THE REPAIR AND STORAGE OF TRUCKS FOR THE
188 PROPERTY LOCATED AT 4627-33 WEST 120TH STREET, ALSIP, ILLINOIS. 2) Presentation
189 of a list of licenses dated September 10`though September 30th, 2019. 3)Notice of the Public
190 Hearing for Case#2019-10-V-200 on Wednesday, October 16th, 2019 at 7:30 pm at the Village of
191 Alsip Council Chambers for the property located at 6201 W. 115th Street for a sign variance.
192
193 PRESENTATIONS, PETITIONS, COMMLTNICATIONS: None were given.
194
195 iJNFINISHED BUSINESS: There was none.
196
197 NEW BUSINESS: There was none.
198
COMMITTEE MEETING SEPTEMBER 30,2019
199 There was a motion made by Trustee McLawhorn to recess from the Committee Meeting to go to the
200 Special Board Meeting and; seconded by Dalzell.
201
202 Roll#2: Trustees voting"aye": Dalzell,Zielinski, Juarez, McLawhorn, Murphy, and Nava-Esparza.
203 Motion carried 6-0.
204
205 Meeting went into recess at 8:59pm.
206
207 Motion made by Trustee McLawhorn to reconvene the Committee Meeting; seconded by Trustee
208 Dalzell. All Trustees were in favor and the meeting was called back into session at 9:07pm.
209
210 CLOSED SESSION: To discuss the appointment, employment, compensation, discipline,
211 performance, or dismissal of specific employees of the public body or legal counsel for the public
212 body, including hearing testimony on a complaint lodged against an employee of the public body or
213 against legal counsel for the public body to determine its validity pursuant to 5 ILCS 120/2(c)(1).
214 (requested by Mayor Ryan)
215
216 ADJOURNMENT: Motion by Trustee Dalzell to adjourn into Closed Session and; seconded by
217 Trustee Murphy. All in favor; none opposed. Motion carried. Meeting adjourned at 9:09 pm.
218
219
220 Respectfully submitted,
221
i 222
223 t.,Tr,: , r`
224 Susan M. Pe#zel
225 Village Clerk, Alsip, Illinois
226
COMMITTEE MEETING SEPTEMBER 30,2019