Peoria Standard

City of Batavia Committee of the Whole met April 29.

Here is the agenda provided by the committee:

Meeting Called to Order 7:00pm

1. Roll Call

Present: Barazza, Lanci, Beck, Pieper, Malone, Solfa, Wolff, Baerren, Ajazi, Uher

Absent: Leman*, Malay, Cerone, Vogelsinger*

Also in Attendance: Laura Newman, Max Weiss, Mayor Schielke, Zach Ewoldt, Scott Buening, Police Chief Blowers, Andrea Podraza, Drew Rackow, Ellyn Theis, Wendy Bednarek

2. Reminder: Please Speak Into The Mic for BATV

3. Approve Minutes March 11, 2025, March 25, 2025 And April 15, 2025

Motion: Approve March 11, 2025, March 25, 2025 and April 15 2025 Minutes as Submitted Maker: Solfa

Second: Lanci

Voice Vote: 10-0, 4 Absent, Motion Carries.

4. Items Removed/Added/Changed

None

5. Matters From The Public (For Items NOT On Agenda)

Harry Pomeier, speaking on behalf of the Batavia Brotherhood Banquet Planning Committee, announced the 56th annual Brotherhood Banquet, to be held on Thursday, May 8th at 6:30 PM at Holy Cross Church. This interdenominational men's event has taken place annually since 1969 and promotes Christian fellowship. Attendance usually exceeds 150, with past speakers including notable local figures.

This year’s keynote speaker is Hugo Sutteragerial, Executive Director of Valley Sheltered Workshop (VSW), who will share an inspiring message about community, faith, and inclusion. VSW, founded in 1966 by Reverend Gilbert Johnstone, supports adults with disabilities through employment and empowerment.

6. Consent Agenda:

a. Approval: Late Night Liquor License- JKellercorp DBA Bulldog’s Cellar- Tiffany Lee Higgins, Manager

a. Approval: COW Executive Session Minutes for April 15, 2025 – Purchase of Real Estate

b. Ordinance 2025-028: Amendment to the Official Zoning Map for Multiple BNSF Railway Properties (Kirk Road Rail Crossing) (ZE 4/24/25) CD

c. Resolution 2025-063-R: Approving Task Order #10 with HR Green, Inc. for final engineering, permitting and construction engineering for Mahoney Creek Tributary – Michael Wild Park Drainage Improvements (GIGO Grant Funded Project) (AMP 4/23/25)

d. Resolution 2025-064-R: Approving a contract with Electric Conduit Construction to perform 15kV and 34kV underground circuit installation at 1789 Hubbard Ave (TF 4/23/25) PU

e. Resolution 2025-060-R: Authorizing the Purchase of Four Motorola StarCom APX 6000 Radios for the Batavia Police Department (MJ 4/16/25) CS

Motion: Approve Consent Agenda as Presented

Maker: Beck

Second: Solfa

Voice Vote: 10-0, 4 Absent, Motion Carries.

7. Ordinance 2025-025: Amendments To Title 11 Subdivision Code, Chapter 9 Tree Preservation Regulations (ZE 4/25/25) CD

Staff reviewed the ordinance after a year of implementation and found areas needing clarification or adjustment. Key changes proposed include:

● Exemption Clarification: Lots platted before November 20, 2023, can be exempted by the planning and zoning officer. This aims to avoid over-regulating long-standing single-family properties while still applying preservation rules to new developments or lot splits.

● Prohibited Tree List: A new list is introduced to separate truly invasive or harmful species from merely undesirable ones. Developers will be required to remove but not replace prohibited trees. In contrast, the existing undesirable tree list allows reduced replacement requirements if trees are voluntarily removed.

● Tree Replacement Adjustments: Since many prohibited species are already in poor health or dead, replacement isn't necessary under current standards. The revisions encourage more flexibility while maintaining aesthetic and environmental considerations.

Motion: Approve Ordinance as Presented

Maker: Beck

Second: Uher

Voice Vote: 10-0, 4 Absent, Motion Carries

8. Ordinance 2025-027: Amendments To Text Of The Zoning Code, Chapter 6: Glossary (DR 4/24/25) CD

Ald. Leman joined the meeting at 7:20pm

These clarifications aim to reduce ambiguity and prevent loopholes. The Planning Commission reviewed the proposal in two hearings and unanimously (6–0) recommended approval. Key changes include:

● Sign height will now be measured to the top of the entire installation, including decorative elements.

● Sign area will clearly include any decorative components that contribute to the sign’s message (e.g., logos or design features).

● Sign face definition will be updated to align with the revised definition of sign area.

Motion: Approve Ordinance as Presented

Maker: Solfa

Second: Malone

Voice Vote: 11-0, 3 Absent, Motion Carries

9. Ordinance 2025-029: Implementing A Municipal Grocery Retailer’s Occupation Tax And A Municipal Grocery Service Occupation Tax (LN 4/24/25)

Laura Newman introduced this ordinance in response to the State of Illinois eliminating its own 1% grocery tax starting January 1, 2026. This decision shifts the responsibility to local governments without affecting the state budget. City staff emphasized that without implementing this local tax, Batavia stands to lose approximately $1.2 million in annual revenue, a significant shortfall that could lead to expense cuts or increases in property taxes.

The ordinance mirrors the previous state tax, applying to food items meant for off-site consumption, while exempting products like fresh produce, dairy, and meats, matching existing state definitions. The measure has already been adopted by at least 225 other Illinois municipalities, including nearby communities, ensuring consistency across the region.

Ultimately, there was consensus that implementing the 1% tax is necessary to maintain the city’s current level of services and financial stability, with the hope of future reassessment. A motion was made to recommend the ordinance to the full council.

Motion: Approve Ordinance as presented

Maker: Wolff

Second: Solfa

Roll Call Vote

Aye: Barazza, Lanci, Beck, Pieper, Malone, Solfa, Wolff, Baerren, Leman, Ajazi, Uher

Nay: None

11-0, 3 Absent, Motion Carries.

10. Resolution 2025-062-R: Authorizing A Contract With FGM Architects For Citywide Facilities Needs Assessment (MW 4/14/25) CS

*Ald Vogelsinger joined the meeting at 7:45pm

This assessment aims to evaluate long-term infrastructure and space needs for City Hall, the fire departments, and the public works facility, many of which date back to the 1980s and 1990s and are beginning to show age, particularly in their mechanical systems.

City staff emphasized the importance of proactive planning to avoid costly emergency repairs, citing recent unanticipated expenses such as mold remediation at a fire station. FGM has already worked closely with city staff on the police department space analysis and is familiar with Batavia’s operations, which supports continuity and efficiency. Their proposed cost was within budget and competitive when compared to similar studies in neighboring communities.

While most council members supported the resolution for its planning and cost-saving potential, some expressed concerns about the lack of a competitive bidding process. Staff clarified that professional services are not legally required to go to bid and that FGM was chosen based on qualifications and prior experience. It was also noted that while Batavia is not expected to see explosive population growth, pockets of infill development and future service expansions make it wise to plan now.

The assessment will focus on current deficiencies, especially at the aging public works building, and guide how the city utilizes soon-to-be-vacant spaces (such as the police department).

Motion: Approve Resolution as Presented

Maker: Wolff

Second: Solfa

Roll Call Vote

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

Nay: Uher

Abstain: Vogelsinger

10-1, 1 Abstention, 2 Absent, Motion Carries

11. Ordinance 2025-030: Amending The 2025 Wage And Salary Ordinance For Non-Collective Bargained Employees Utility Billing Changes (WB 4/25/25)

The City of Batavia’s utility billing division, responsible for handling payments related to water, sewer, garbage, stickers, and electric services, is proposing an organizational restructure following the recent retirement of a long-serving customer service representative. The current structure includes two customer service representatives and a utility billing supervisor. The proposed changes aim to better align roles and pay grades with actual job duties and evolving technical skills.

Under the new plan, the retired position will be reclassified as a Utility Billing Clerk (pay grade 5), focused on payment processing and frontline customer service. The remaining representative role will become a Senior Utility Billing Clerk(pay grade 7), responsible for more technical tasks, including weekly billing cycles. The Utility Billing Supervisor role, which has grown in scope, will now also handle finance-related duties like balancing revenues and receivables, previously managed by the finance department.

These changes reflect technological advancements and increased complexity in utility billing—especially given Batavia’s unique role as one of the few municipalities managing its own electric utility. The new structure better reflects varying skill levels while ensuring comparability with other communities offering similar services. The

reorganization will result in a first-year cost savings of $18,104, and over a five-year period, the total added cost is just $421.

Motion: Approve Ordinance as Presented

Maker: Solfa

Second: Lanci

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

12. Discussion: Update To Stormwater Management, Going From Bulletin 75 To Bulletin 76

The City of Batavia is considering whether to transition from using Bulletin 75 to Bulletin 76 stormwater standards, which reflect projected rainfall intensities due to climate change. Bulletin 76 incorporates future-focused climate modeling, predicting increased rainfall through the years 2050, 2075, and 2100, and aims to help municipalities better prepare for long-term stormwater management needs. City staff explained that this decision has significant implications for development costs, drainage infrastructure, and land use, as more intense rainfall projections will require larger stormwater systems and more detention volume, reducing buildable land and increasing construction costs for developers.

Council members agreed that forward-thinking, data-informed planning is essential and supported moving toward the updated standards. Staff will report this feedback to the Kane County Stormwater Committee and return with updates as the county makes its decision.

13. Presentation: Strategic Plan Update

Max Weiss provided a comprehensive quarterly update on the Strategic Plan, highlighting notable progress and areas requiring ongoing attention. The city remains largely on track, having completed many early goals such as public engagement events, improvements to online services, and infrastructure projects like the Peace Bridge ramp and parkway tree expansion. Significant strides were made in transparency (e.g., adding an AI chatbot), environmental sustainability (e.g., document digitization, hybrid vehicles), and safety (e.g., tabletop emergency exercises and mental health training).

Upcoming projects will be more complex and resource-intensive, especially as budget constraints and staffing limitations present challenges. Despite this, the city is continuing efforts in effective governance, community development, and technology adoption.

14. Resolution 2025-065-R: Authorizing Execution Of An Agreement With S20 Design And Engineering For Feasibility Investigation And Conceptual Design Services For An Amount Not To Exceed $24,700 (LN 4/29/25)

The City Council discussed whether to proceed with a $24,700 contract with S20 Design for conceptual design and feasibility studies of a proposed whitewater course to replace the Batavia dam. Originally budgeted for $20,000, the updated proposal includes added public engagement and multiple design options. Some council members supported moving forward immediately to gather necessary data and maintain momentum, while others advocated for pausing two months to align with the Park District, which owns adjacent land and expressed strong interest in partnering on the project.

Motion: Table Conversation

Maker: Baerren

Second: Barazza

Roll Call

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

Nay: Uher

11-1, 2 Absent, Motion Carries.

15. Project Status

Laura Newman reported that no proposals were received to relocate the Tin Shop building at 106 North River Street by the April 18 deadline, and will now proceed with plans for demolition. Fire hydrant flushing is ongoing on the west side and will move to the east side next week. Electric work at Ashton Ridge is finishing up, with full street reconstructions on McKee and Van Nortwick set to begin after the school year, including full road closures with advance public notice. Sod restoration is expected soon in impacted areas. Sidewalk hazards are being addressed through evaluations, grinding, and repairs, with residents encouraged to report issues. The police department distributed tobacco education kits to licensed retailers.

16. Other

None

17. Executive Session

a. Collective bargaining

b. Personnel

Motion: To Exit Regular Session and Enter Executive Session at 10:00pm

Maker: Solfa

Second: Malone

Roll Call

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

Nay:

12-0, 2 Absent, Motion Carries.

18. Adjournment

Motion: To Exit Executive Session and Adjourn at 10:45pm

Maker: Solfa

Second: Malone

Roll Call

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

Nay: None

12-0, 2 Absent, Motion Carries.

 https://www.bataviail.gov/AgendaCenter/ViewFile/Item/21782?fileID=16721