Peoria Standard

City of Batavia Committee of the Whole met Oct. 15.

Here are the minutes provided by the committee:

Please NOTE: These minutes are not a word-for-word transcription of the statements made at the meeting, nor intended to be a comprehensive review of all discussions. They are intended to make an official record of the actions taken by the Committee/City Council, and to include some description of discussion points as understood by the minute-taker. They may not reference some of the individual attendee’s comments, nor the complete comments if referenced.

1. Roll Call:

Present: Ald. Barazza, Lanci, Beck, Pieper, Malone, Solfa, Wolff, Baerren, Leman, Ajazi, Malay, Vogelsinger

Absent: Ald. Cerone*, Uher

Also Present: Zach Ewoldt, City Planner; Max Weiss, Assistant City Administrator; Wendy Bednarek, Director of Human Resources; Gary Holm, Director of Public Works; Howard Chason, Director of IT; Mayor Schielke; Laura Newman, City Administrator; Chief Hanson, Batavia Fire Department; Ellyn Theis

2. Reminder: Please Speak Directly Into The Microphone For BATV

3. Approve Minutes For: September 24th 2024

Motion: Approve Minutes as Presented.

Maker: Solfa

Second: Ajazi

Voice Vote: 12-0, 2 Absent, Motion Carries.

4. Items Removed/Added/Changed:

Motion: Move item #10 to #6.5

Maker: Solfa

Second: Malone

Voice Vote: 12-0, 2 Absent, Motion Carries.

5. Consent Agenda:

a. Ordinance 2024-063: Establishing Special Service Area 71 (Ashton Ridge SSA 71) b. Resolution 2024-132-R: Accepting a Public Utility Easement at 1320 Hart Rd (RB 10/11/24) c. Resolution 2024-133-R: Accepting a Public Utility Easement at 1150 McKee (RB 10/11/24) d. Approval: COW Executive Session Minutes

- July 23, 2024: Contracts Relating to the Purchase, Sale or Delivery of Electricity

- July 30, 2024: Decision on the 3rd Ward Alderman Appointment

Motion: Approve Consent Agenda as Presented

Maker: Beck

Second: Ajazi

Voice Vote: 12-0, 2 Absent, Motion Carries.

6.5. Resolution 2024-127-R: Authorizing the Fire Chief to execute a contract with Fire Service, Inc. in the amount not to exceed $2,060,390 for a Tower Aerial Ladder (CH 10/15/24) GS Ald. Cerone entered at 7:15pm

A specification committee, collaborating with fire department staff, carefully balanced public safety needs with taxpayer costs. The truck also accommodates future needs, including advanced life support equipment, aligning with the Fire Department's Strategic Plan.

Staff evaluated costs from several companies, ranging from $1.6 million to nearly $2.1 million, and chose E-One at the lowest base cost of $1.6 million, as it meets our needs well. Although modifications are necessary regardless of manufacturer—such as paint, logos, intercoms, cameras, and suspension—the final cost will be $2,060,390. Some higher upfront costs were chosen to reduce long-term maintenance.

Staff have seen a rise in fire engine and truck costs in recent years. They note that this truck costs less than those purchased by nearby municipalities while fully meeting our needs, reflecting the thorough work of the specification committee and the department.

Malay asked how much was allotted in the 2024 budget for this purchase. Chief Hanson stated that the original capital fund set up by Chief Deicke was in the amount of $1,100,000, however this budgeted amount doesn’t factor in the increase in costs seen today. Chief Hanson along with Finance Director Peggy Colby were able to increase this budget to $2,000,000. In the 2025 budget, an extra $100,000 has been factored in for a total of $2,100,000. Mayor Schilke pointed out that this is an important investment as there are six senior living facilities within the city.

Motion: Approve Resolution as Presented.

Maker: Lanci

Second: Leman

Roll Call

Aye: Barazza, Lanci, Beck, Pieper, Malone, Solfa, Wolff, Baerren, Leman, Ajazi, Malay, Cerone, Vogelsinger

Nay: None

13-0, 1 Absent, Motion Carries.

7. Discussion: Review Of Existing Solid Waste Transfer Station Host Agreement

What is the Council’s main goal? Staff understands from initial discussions that some Council members are concerned about resident costs for the City’s solid waste program and are considering whether adjustments to the Host Agreement could reduce expenses. Staff suggests starting with a survey of nearby communities to evaluate if Batavia’s program prices are competitive and is ready to include any additional questions Council may have.

Staff also agrees it may be an ideal time for the City to review the Host Agreement and explore a potential extension with Waste Management. Originally signed in 2003, the Agreement is set to expire in 2033 and brings several benefits, including a stable revenue stream, terms for wastewater sludge disposal, predictable tipping fees, local employment, property tax contributions, and Waste Management’s upkeep of surrounding public areas.

Staff further understands that some Council members are concerned that Batavia’s tipping fees may no longer be market-competitive. If this concern is shared, staff recommends researching tipping fees at local waste transfer stations. Although accessing data from private businesses could be challenging, municipal contracts might offer insights. Staff is prepared to gather information if Council would like to survey nearby communities.

City Administrator Laura Newman confirms that 3-4 years ago, there were a number of trucks near the Prairie Commons area and left debris on the road. They were contacted and the road was cleaned up in 2 hours.

Beck asks if there is some leverage that can be used regarding that requirement to use them. If Groot can be used, are they able to do any reduction in price to use their tipping station instead? Malone would like to look at neighboring communities data to see the actual impact of 20% savings versus the loss of tipping revenue.

8. Resolution 2024-129-R: Authorizing approval of Plat of Easement for 550 N Randall Road (TG 10/3/24) CS

Motion: Approve Resolution as Presented.

Maker: Wolff

Second: Malay

Voice Vote: 13-0, 1 Absent, Motion Carries.

9. Resolution 2024-131-R: Confirming Appointment of Director and Alternate to the Board of the Northern Illinois Municipal Power Agency (GH 10/09/24) PU

Gary Holm is planning to retire from IMRF in early 2025. Every October NIMPA hosts its annual meeting where officers are elected, and since 2013 he has served as Batavia's NIMPA representative. Given his retirement, he feels now is the best time to step down so that Batavia can appoint a new director and alternate going forward. He recommends that the City Council approve Resolution 2024-131-R to appoint Rahat Bari as the City’s Director representative and Steve Allen as the Alternate Representative. Rahat, the City’s Alternate since 2018, is well-versed in NIMPA business and ready to serve as Director. Steve, who has attended NIMPA meetings regularly since rejoining the City two years ago, is fully capable of handling the duties as Alternate.

Motion: Approve Resolution as Presented.

Maker: Wolff

Second: Malay

Voice Vote: 13-0, 1 Absent, Motion Carries.

10. Item moved to 6.5

11. Resolution 2024-130-R: Authorizing Software License and Services Agreement (HC 10/11/24) GS

Howard Chason requests authorization to renew our VUEWorks asset management software license and move its hosting to the developer, AtkinsRealis, at an annual cost of $29,750, shared across the General Fund, Electric, Water, and Wastewater utilities. Hosting with AtkinsRealis will ensure system maintenance and updates, enhance cybersecurity by moving the application off our network, and improve support efficiency for Public Works by allowing direct access for the developer.

This system will diversify cyber security risk, so if something does happen to the system, it is safe and backups are implemented. If this is done in 2024, the city would save $5,000 in implementation fees. In addition to a budgeted license fee of $14,000, additional costs would be $15,750 for hosting. Each of the four funds to be used are capable of absorbing just under $4,000 for the remainder of the year.

Motion: Approve Resolution as Presented.

Maker: Wolff

Second: Malay

Voice Vote: 13-0, 1 Absent, Motion Carries.

12. Approval: Promoting Max Weiss to Assistant City Administrator and Project Manager

Max Weiss has exceeded the expectations as a Management Analyst in the way of research, report creation and project assistance. Instead of simply performing the expected Management Analyst tasks, Max has been leading projects, making sure things move forward, and doing all the things a Project Manager would be expected to do. Max provides a greater value than just the responsibilities of a Management Analyst. City Administrator Laura Newman recommends the promotion of Max Weiss to both aforementioned positions. This would be an upgrade from grade 13 to grade 16. Leman notes that one day 1 Max’s potential was seen and the council is looking forward to seeing how he grows.

Voice Vote: 13-0, 1 Absent, Approved.

13. Ordinance 2024-064: 2025 Wages and Salaries Non-Collective Bargaining Employees (WB 10/22/24) GS

As we entered 2024, record inflation posed challenges, but as the year progressed, inflation and some economic indicators began to stabilize as we move into 2025. Staff reviewed various economic indicators, including the CPI-U, Social Security COLA, wage increases for government contracts, and recent arbitration awards. The national CPI-U over the past year (ending in September) was 2.4%, while the local CPI-U for the Chicago-Naperville-Elgin area was 4.1%.

Core inflation, excluding food and energy, rose to 5.0%. The Social Security COLA for 2024, announced on October 10, was 2.5%. The economic cost index (ECI) for state and local employers over the past year was 4.9%, and the median first-year negotiated wage increase for state and local government reached 4.9% through July 2024, up from 4.0% in 2023. Based on this data, staff recommends a 4.0% cost of living increase for all non-union employees.

The following staffing changes have been proposed:

Public Properties & Service Maintenance Worker (pay grade 9) and Public Properties & Services Crew Leader (pay grade 13) positions will be moved to the streets division, with discussions underway to include them in the collective bargaining agreement.

The Public Properties & Services Superintendent position will be adjusted from pay grade 21 to 20 to better reflect its duties following recent staffing changes.

The job title of Business Analyst will change to Software Deployment Analyst to more accurately describe the role. An Assistant City Administrator & Project Manager position (pay grade 16) will be added, promoting Max Weiss from Management Analyst.

The IT Network Administrator will be reclassified from pay grade 13 to pay grade 15, based on comparables, and moved to the nearest step in pay grade 15 with any approved cost of living increase.

The Code Compliance Officer (pay grade 12) position will be eliminated as it is now part of the combined Building Inspector/Code Enforcement Officer role.

Additionally, language regarding extra pay for arborist and pesticide certifications will be removed as these topics are being discussed in the streets agreement, and the Pay-Per-Meter Reader position will be eliminated due to advancements in technology.

Malay supports the 4% and it is in alignment with the school district contracts. He is curious to compare the increase for the exempt employees to the collectively bargained employees. Bednarek is transparent that the intention is never to give one group more over another and those conversations are being held. It has been the philosophy of the city to keep both groups as close together as possible as cost of living is the same for everyone and all contracts are public domain.

Motion: Approve Ordinance as Presented.

Maker: Malay

Second: Malone

Voice Vote: 13-0, 1 Absent, Motion Carries.

14. Project Status

The city of Batavia has received approval for a loan of up to $7,000,000 to complete the remaining lead service line replacements, with a 30-year term and 0% interest. In 2025, the city may apply for a forgivable loan for specific low to moderate income census tract areas.

The Carriage Crest storm water pumping station is on track for completion by late November.

The 2024 police sergeant testing process has been completed. 9 candidates completed a written test and oral interview with the board of fire and police commission. The board will review and certify the final results in an upcoming meeting and the list will be valid for 3 years.

Lanci wants to know the status of the city surveillance project. Newman states the city is in a good place and Weiss states contracts and agreements are currently being finalized. An announcement should be placed on the agenda in the new couple of weeks. The city is happy with the partner internally selected. They are a local company with a great track record and it is likely to be seen under budget. Lanci would like to know why there hasn’t been more communication surrounding this. He was surprised to find everyone was getting emails saying they weren’t awarded the project, and would’ve thought something like this would’ve been brought before council before any awards were made. Weiss points out that the process of selection is narrowed down before being brought to council. Many proposals were received by the city and a number of them were taken out of initial consideration. Two finalists had been selected by the city, pricing was requested from both, and one was substantially over budget to the point where it would not be worth bringing to council.

The city has been presented with a draft of the Fire Department manpower study and a consultant will review it this week. Malay asks for an update from staff in Florida, they are back safely. They were deployed on Wednesday evening 10pm and drove straight through arriving in Florida around 1:00 am on Friday morning/Thursday night. They were there for 32 hours and were not put to work but were at the fire college and were released by Florida to return. They arrived back in Batavia on Sunday at 7:00pm. An engine and command vehicle were sent along with support, part of the Illinois Mavis Task Force 1.

15. Adjournment

Motion: To Adjourn at 8:30pm

Maker: Solfa

Second: Malay

Voice Vote: 13-0, 1 Absent, Motion Carries.

https://www.bataviail.gov/AgendaCenter/ViewFile/Item/21190?fileID=16294