Crystal Lake City Council met March 20.
Crystal Lake City Council met March 20.
Here is the minutes provided by the Council:
Call to Order:
Mayor Shepley called the meeting to order at 7:30 p.m.
Mayor Aaron Shepley and Councilmembers Ellen Brady, Ralph Dawson, Cathy Ferguson, Haig Haleblian, Brett Hopkins and Cameron Hubbard were present. None were absent. City Clerk Nick Kachiroubas was also present.
Also present were City Manager Gary Mayerhofer, City Attorney John Cowlin, Deputy City Manager Eric Helm, Assistant Director of Finance Laura Herrig, Director of Community Development Michelle Rentzsch, Director of Public Works Mike Magnuson, City Engineer Abby Wilgreen, Chief of Police James Black and Management Assistant Nick Hammonds.
Pledge of Allegiance:
Mayor Shepley led the Council and the audience in the Pledge of Allegiance.
Proclamation-Heisler's Booterv-110 years:
Mayor Shepley presented a Proclamation in honor and recognition of the II Oth Anniversary of Heisler's Bootery to Jim Heisler and John Heisler, grandsons of the original owner. Jim Heisler, a noted Crystal Lake historian, provided very interesting information on Crystal Lake's past, particularly focusing on the downtown area. Mayor Shepley stated the Heislers have been an integral part of the City and the downtown for many years, and he was vety pleased to present the proclamation.
Citv Manager Service Recognition:
Mayor Shepley presented a Certificate of Meritorious Service for 15 years of valued contributions to the community to City Manager Gary Mayerhofer, speaking very highly of his leadership and dedication.
Approval of Minutes:
Councilwoman Ferguson moved to approve the minutes of the March 6, 2018 Regular City Council meeting. Councilman Haleblian seconded the motion. On voice vote, all voted yes. Motion passed.
Councilwoman Ferguson moved to approve the Accounts Payable in the amount of $1,894,627.26. Councilman Haleblian seconded the motion. On roll call, all voted yes, except in order to avoid any possible conflict of interest, Mayor Shepley abstained on payments to Centegra McHemy EMS and Centegra Occupational Health.
Mayor Shepley asked if anyone in the audience wished to speak on matters of general public interest or concern not included in tbe regulax agenda, and advising that they would be given an opportunity to speak when the item was considered. No one wished to speak.
Mayor Shepley advised that he and City staff had recently met with MDC (the City's current refuse collector) and Prairieland Disposal, (the City's new refuse collector beginning on May IP'), to ensure asmooth transition. He stated that MDC and Prairieland were working together to coordinate MDCpicking up their toters and Prairie land dropping off theirs to residences, and he encouraged residents to be patient during the transition. He noted that MDC had done a very good job over the past years and the decision to change to Prairieland had not been related to their performance, but it was rather a good business decision for the residents of Crystal Lake. Mayor Shepley noted that some residents may experience an overlap where they have toters from both companies for a short period' of time and could use all of them on their pickup day with no penalties. He asked that residents contact City Hall if they have any questions or experience any issues, but stated that he was very happy that the companies were working together in the best interests of the residents.
City Council Reports:
Councilwoman Brady moved to approve the Consent Agenda consisting of I Oa and b with the addition of Items 13, 15, 16, 17, 19, 20, 21, 22, 23, 24 and 25. Councilman Haleblian seconded the motion. Mayor Shepley asked if anyone in the audience wished to comment on any of the items, noting that without any objection, they would most likely be approved. No one wished to speak. On roll call, all voted yes. Motion passed.
I Oa. Rescheduled the Aquathon Event at Three Oaks Recreation Area from Sunday, August 5, 20I8 to Sunday, August 12, 20I8.
I Ob. Adopted a Resolution authorizing the execution of an amended intergovernmental agreement for general public Dial-A-Ride transit service in20I8.
I3. 44I 0 Northwest Highway, El Patron Auto Service- Approved the Planning and Zoning Commission recommendations and adopted an Ordinance granting a Special Use Permit to allow a major automotive repair use at 44IO Northwest Highway.
I5. 500 S Main, Camfil Farr -Awarded $IO,OOO in Manufacturing Job Creation & Investment Grant funds to Camfil Farr and adopted a Resolution authorizing the City Manager to execute the grant agreement with Camfil Farr.
I6. I9 E Berkshire Dr., Unit D, La Mega Michoacana- Awarded $I 0, 000 in Retailer Job Creation and Investment Grant Funds to La Mega Michoacana, and adopted a Resolution authorizing the City Manager to execute the grant agreement with Le Mega Michoacana.
I7. Adopted an Ordinance amending Chapter I8I-I of the City Code regarding Boats and Boating, Decal; fees; and adopted a Resolution approving the Lake Sqfety Program Budget for Fiscal Year 20I8/20I9.
I9. Awarded the bid for the 20I8 Street Resurfacing Program to the lowest responsive and responsible bidder, Geske and Sons Inc., in the bid amount of $I, 7I3,255.99 and adopted a Resolution authorizing the City Manager to execute a contract with Geske and Sons Inc. allowing for a I 0 percent contingency.
20. Awarded the bid for the 20I8 Sidewalk and Curb/Pedestrian Ramp (ADA) Installation to the lowest responsive and responsible bidder, Strada Construction Company in the bid amount of $267, 742.I2 and adopted a Resolution authorizing the City Manager to execute a contract with Strada Construction Company allowing for a I 0 percent contingency.
2I. Adopted a Resolution authorizing the City Manger to execute an agreement with Graybar for the purchase of two ASCO Closed Transition Automatic Power Transfer Switches through the US Communities Purchase Contract #EV2370 in the total amount of$35,372.34.
22. Awarded the bid for the Design, Printing, Labeling, and Mailing of City Newsletter, and Printing and Delivery Services for Letterhead, Envelopes, Mailing Labels and Business Cards to Copy Express in the amount bid and adopted a Resolution authorizing the City Manager to execute a five-year service agreement with Copy Express.
23. Awarded the bid for water and wastewater laboratory services to the lowest responsive and responsible bidder, Suburban Laboratories, in the submitted bid amounts, and adopted a Resolution authorizing the City Manager to execute a three-year contract with Suburban Laboratories with the option for two additional one-year extensions.
24. Awarded the proposal for the Independence Day Fireworks Display and adopted a Resolution authorizing the City Manager to execute a two-year agreement, based on the submitted proposal, with American Fireworks,.for the Independence Day Fireworks Display in the amount of $35,000 or $25,000, based on availability of budgeted funds, and authorizing the City Manager to approve up to I 0 percent in justifiable contract amendments from a contingency allowance, with two optional one-year contract extensions for the Independence Day Fireworks Display for 20 I8 and 20 I9.
25. Awarded the contract for a third-party inspection reporting service to the lowest responsive and responsible bidder, Brycer LLC (d/b/a! The Compliance Engine), and adopted a Resolution authorizing the City Manager to execute a two year contract, with an optional third year with Brycer, LLC (db a The Compliance Engine) in the submitted bid amounts.
11. 105 Northwest Highway, Mariano's- Sign Variation.
John Streetz of Doyle Signs distributed au updated sign plan to the Council. Mr. Doyle stated that the plans had heen revised with a modification to the location of the Starbucks sign and showing how tbe Mariano's sign was figured by using rectangles and squares to calculate the actual size of the sign, which he stated was 115.3 square feet each, totaling 345.9square feet (367.2 square feet including the Starbucks signs), instead of a total 569.25 square feet as referenced in the City Council agenda supplement. Mayor Shepley asked Director of Community Development Michelle Rentzsch to clarify, and Ms. Rentzsch advised that staff had originally been provided only the dimensions of the entire sign rectangle which was used to calculate the square footage noted in the agenda supplement, but Mr. Doyle's resubmission of the actual square footage of the "Mariano's" lettering and logo was correct, and that square footage would be consistent with previous City Council approvals.
Mayor Shepley asked if anyone in the audience wished to speak on the matter. No one wished to speak
Mayor Shepley noted that Mariano's request was only a few more square feet than had been granted to Joseph's Marketplace, which was half the size of Mariano's and was abont the same distance from the Ronte 14 right of way as Mariano's. Councilman Haleblian stated that he thought the scale of the sign was appropriate and it was elegant and fit with the building. None of the Councilmembers expressed any concerns with the proposed signage. Councilwoman Brady moved to adopt au Ordinance granting the Sign Variation as requested, subject to the conditions listed in the agenda supplement. Councilman Hubbard seconded the motion. On roll call, all voted yes. Motion passed.
12. 11129 Route 176, Beyond Stable Farm - Special Use Permit to allow au electronic message center and Variations.
Penny Hughes of Hughes Signs and Amy Weiler, the petitioner, were present. Ms. Hughes stated that they wished to change the current manual changeable copy sign to an Electronic Message Center (EMC) sign, which they had previously discussed with the City Council. She noted that the sign would be the same square footage and had received a positive recommendation from the Planning and Zoning Commission.
Councilwoman Brady moved to approve the Planning and Zoning Commission recommendations and to adopt an Ordinance granting a Special Use Permit and variation to allow an EMC sign at 11129 Route 176. Councilman Hopkins seconded the motion. On roll call, all voted yes. Motion passed.
14. 4818 Northwest Highway, Village Squire - City Code Amendment to increase the number of Class "28" Liquor Licenses from the current permitted 14 to 15 licenses and to increase the number of Video Gaming Licenses from the current permitted 14 to 15 licenses.
Mr. Karas of the Village Squire and Phil DeAngelo, the internal operator, were present. Mr. Karas advised that the games would be located in the bar area just to the left of the entrance and fully visible to the bartender, hostess and wait staff. Mayor Shepley asked Deputy City Manager Eric Helm if the request met all requirements of the City's ordinance and Mr. Helm advised that it did.
Mayor Shepley asked if anyone in the audience wished to speak on the matter. No one wished to speak.
The Council had a brief discussion regarding location of the booths and their proximity to the fireplace, which Councilman Dawson stated that he enjoyed while dining there, and Councilman Haleblian was satisfied with answers to his questions regarding patron access to the booths near the fireplace.
Councilwoman Brady moved to adopt an Ordinance increasing the number of Class "28" Liquor Licenses from the current permitted 14 licenses to 15 licenses, and to adopt an Ordinance increasing the number of Video Gaming Licenses from the current permitted 14 to 15 licenses. Councilman Haleblian seconded the motion. On roll call, all voted yes, except Councilwoman Ferguson and Councilman Hopkins voted no on principle as they had with similar requests in the past. Motion passed.
18. Resolution authorizing the execution of an agreement for the operation of the Three Oaks Concessions.
Deputy City Manager Eric Helm advised that the City had received seven proposals from local restaurants to operate concessions at Three Oaks Recreation Area, which had come after Culver's, which had operated at Three Oaks since 2010, notified the City they were no longer able to continue their operation. Mr. Helm noted that proposals had been received from The Cottage, Jersey Mike's, Breaking Bread, Galloway Subs, La Michoacana, Smoothology and Duke's Alehouse (which had subsequently withdrawn their proposal). He stated that staff had been very pleased with the proposals and had evaluated them based on six criteria: years of experience, experience with menu proposed, menu price, proposed compensation to Three Oaks, proximity/availability of services and efficiency of service. This resulted in The Cottage and Jersey Mikes with the best scores. He noted that all of the proposing vendors had been invited to attend the City Council meeting.
Mayor Shepley asked if anyone in the audience wished to speak on the matter.
Alicia Boyso of La Michoacana spoke about their offerings of healthy Hispanic and American food, including homemade yogurts, ice creams snacks, tacos, etc. She provided the City Council with an informative brochure and small samples of ice cream. Councilman Dawson asked if the menu included hamburgers. Mr. Helm advised that the proposal had suggested a menu which staff thought would be successful, but there were a couple of establishments which did not offer hamburgers. Ms.Boyso advised that they use "Square" to process payment to speed up service as well.
Nancy.Morales, co-owner of Smoothology, stated that they were currently located in the Sage YMCA and their menu had been modeled for summertime with smoothies, wraps, ice cream and more. She stated that they were well equipped to handle crowds, noting that they had just done an event with over 2000 people, and that she and her business partner had been in the business for 15 years. She stated that they had all of the necessary equipment and were confident and ready to move ahead.
Chris Plazak.of Breaking Bread stated that they had only been in their Crystal Lake location for 8 months, but had served the Crystal Lake market for over five years from their Cary location. He stated that with their two locations, they would have no problem staffing at Three Oaks, and they would use a pickup window for efficiency.
Judy and TJ Galloway of Galloway's Subs stated that their menu prices were not higher than Culver's had been and they would be willing to work on their proposed compensation to Three Oaks. Ms. Galloway noted that they currently have concessions at Lippold Park and are accustomed to handling large crowds, particularly during the summer baseball tournaments. She also noted that at festivals, most of the other booths had long wait times and their customers were served much quicker. She concluded by saying that the City would not find a harder working family and team.
There were no further comments from the public.
Councilman Dawson stated that it was great that so many local establishments had submitted proposals. Deputy City Manager Eric Hehn added that they were all successful businesses. In response to Councilman Dawson's questions, he stated that the selected vendor could use the equipment available at Three Oaks, but would need to maintain it and bring their own equipment in addition to what was available. Councilman Dawson confirmed that the Council would not need to approve new menu items. Councilman Haleblian asked what the concerns had been with Culvers' service, and Mr. Helm advised that it related to long lines during peak times.
The Council continued to discuss various aspects of the proposals and improving the flow of customers, which Mr. Helm advised could be helped with separate windows for various items and an outdoor cart for ice cream and beverages.
Councilman Dawson stated that it would be a very tough decision since all of the vendors offered good proposals. Councilwoman Brady agreed, and Councilman Haleblian stated that as a small business owner, he appreciated all of the effort by each proposer. He noted, though, that The Cottage is accustomed to handling large crowds effectively on a daily basis and for that reason, he was leaning to their selection. Councilwoman Ferguson agreed that it was a very hard decision because each proposer has strengths, but based on Staff's recommendation and the overall rating system, she would also vote for The Cottage. Councilman Hopkins agreed that it was a tough decision, but suggested there could be an opportunity for ice cream vendors to partner with The Cottage, but noting that could create complexities and needed to be evaluated. He agreed that based on the evaluation process, The Cottage was a little ahead of the other proposals. Councilman Hubbard commended staff for providing very thorough information on all of the proposals and expressed appreciation that so many vendors wished to be at Three Oaks, but he agreed that the Cottage had his vote. Mayor Shepley stated that he has done a lot of traveling out west and was a big fan of southwest cooking, and also noting that having more healthy options would be great, but that was just his opinion and since The Cottage had ranked #1 in the overall ratings, he would also support their selection. He assured the other vendors that selection of The Cottage was no reflection on their businesses m1d the Council was very appreciative of their interest.
Councilwoman Brady moved to award the proposal for the Three Oaks Concessionaire Operations to The Cottage and to adopt a Resolution authorizing the City Manager to execute a five-year agreement with The Cottage for operation of the Three Oaks Concessions, with two optional three-year agreement extensions. Councilwoman Ferguson seconded the motion. On roll call, all voted yes. Motion passed.
26. Resolution authorizing the execution of au agreement with Dell Inc. for the purchase of server virtualization hardware, software and services through the Midwest Higher Education Compact Cooperative Purchasing Program.
Director of Information Technology Greg Fettes provided an informative presentation regarding the benefitsand cost savings of server virtualization which addressed concerns expressed by Councilwoman Ferguson and questions from the Council. He advised that virtual servers are a very common practice in modern data centers and they provide significant operational benefits and much more flexibility. Councilman Haleblian asked if they were more difficult to breach, and Mr. Fettes advised that the City's data center security would not change because the servers would still be hosted at City Hall.
Councilwoman Brady moved to adopt a resolution authorizing the City Manager to execute an agreement with Dell Inc. in the amount of $111,464.62 for the purchase of server virtualization hardware, software and services through the Midwest Higher Education Compact Cooperative Purchasing Program. Councilwoman Ferguson seconded the motion. On roll call, all voted yes. Motion passed.
Council Inquiries and Requests. None.
There being no further business, Councilwoman Brady moved to adjourn the meeting at 8:52 p.m. Councilman Haleblian seconded the motion. On voice vote, all voted yes. Motion passed.