MINUTES OF THE COMMITTEE OF THE WHOLE MONDAY, NOVEMBER 28, 2016 5:00 P.M.

The Committee of the Whole of the Macomb City Council met on Monday, November 28, 2016 at 5:00 p.m. in the City Council Chambers of City Hall at 232 East Jackson Street, Macomb, IL.

Mayor Mike Inman called the meeting to order.

Roll call was taken and the following Aldermen answered present; Mike Wayland, John Vigezzi, Mellie Gilbert, Gayle Carper, Don Wynn and Dennis Moon.

Others present: Deputy City Clerk Renee Lotz, City Administrator Dean Torreson, and City Attorney Kristen Petrie. Alderman Tom Koch and City Treasurer Ronald Ward were absent. Also in attendance was CDC Ray Heitner, DDD Kristin Terry, BOM Kerry Rhoads and Jim Burke Hutchison Engineers.

Public Comment. None

The first item on the agenda for discussion was on the property tax levy for the City of Macomb. CA Torreson stated the deadline for the levy for next fiscal year is December 25th, with certification to the County Clerk. We’re currently under PTEL which limits the rate of inflation as indicated by the State of Illinois, 7 tenths of a percent.

He stated that there was a capture for new growth, expired enterprise zone exemptions and expired home improvement exemptions. He stated County Clerk Gretchen DeJaynes has indicated considerable new growth, translating into an additional $28,000.00 towards the 2017 tax levy, mostly due to expired enterprise zone exemptions.

He stated the sobering news was of the $2 million in property tax levy, one and three quarters of that goes into a “Special Use” fund, with the remainder to the “General Corporate” fund which transfers can be made from. However, the Police and Fire Pension funds were increasing by $323,000.00, which the City will have to put an additional $300,000.00 of funding for 2017, just for these special use funds. To actually bring our fund balances up to where they are currently, it’s more like $500,000.00.

CA Torreson recommended the City take advantage of the PTEL amount which was an additional $14,000.00. $42,160.00 is a 2.1% increase in the tax levy, the tax rate would then slightly decrease because of the increase in EAV. He stated the recommendation to the council was to levy tax for 2016 at $2,014,315.00.

He stated the recommendation from Business Office Manager Kerry Rhoads for the $2 million tax levy be dispersed as such; $234,703.00 into the General Corporate Fund and $1,779,633.00 into the Special Use Fund. Kerry put in exact amounts on the spread sheet hand out, for the Fire and Police Pension funds contributions as recommended by our Actuary. Other funds would have to be drained down, reserves such as Social Security and IMRF, hence the additional $500,000.00 contribution to make ends meet for next year.

There was no further discussion and Mayor Inman stated that this would be on the agenda for first reading at next Monday night meeting, with second reading December 19th in order to make the deadline of December 25th.

The second item on the agenda for discussion was on the Downtown Revitalization project. CA Torreson stated the recommendation coming from the Public Works Committee was to proceed with mill and overlay of the downtown street surface in 2017 for an estimated $1.5 million. The estimated life span is 20 years. The other recommendation from the Committee was to retain the 12’ sidewalks, which requires a redesign of plans and placement for storm sewer installation, but also may allow for additional parking.

He stated the sidewalk improvements were on the schedule for 2020, with ITEP application submittal in 2019. There is $1 million earmarked for sidewalk and streetscape improvements. Committee of the Whole November 28, 2016 Page 2

Mr. Jim Burke, Hutchison Engineers explained an ITEP application was submitted to IDOT that included all of the paving plus the sidewalk and streetscape etc. we demonstrated that the City would be taking care of the paving portion of the project and the portion of requested funding was related to the streetscape portion of the project. Although the projects where happening simultaneously. Because of the condition of the streets in the downtown, we’re recommending mill and overlay of the streets now and apply for ITEP again in 2019 just for the streetscape portion.

He stated the intention was to retain the 12’ sidewalk, mill and overlay surface curb to curb, include the corner islands as they were intended, new striping, new storm sewers now and conduit placement for future lighting. The intent, not to have to undue any of the new pavement improvements once done. We literally cut the edge of the pavement put the curb in and build from curb to the face of the building.

He stated that doing this in stages minimized the disruption of traffic in the future and staging will be easier for the streetscape portion. He wanted everyone to know the square would not be shut down. He stated it would be handled in doing quarters of the square based on interior, exterior with a way onto and around the square always.

The only foreseen closure (short-term) would be where we cross from the square to the adjacent pedestrian alleys for storm sewer placement under Lafayette or Randolph Streets to trench across. Also milling and overlay of Jackson, Randolph and Lafayette, those would be shut down for a portion of the day, intending to maintain access at all times.

He stated they may also look at some spotty sidewalk issues to try to include to replace now rather than later baring any cost issues.

Alderman Carper asked how many days a short-term closure would be.

Mr. Burke stated it was only hours, 2-4 at the most. He stated the only reason for extended closures would be due to unforeseen issues with related utilities. All work would be limited to one street at a time.

Alderman Vigezzi asked about completion time.

Mr. Burke stated start May 1st with around 90 to 120 working days depending on the storm sewer work. Milling may take a week with overlay a similar time frame, a week to 10 days. He stated they’re setting a profile grade with established cross slopes for a guarantee, when they come back and do streetscapes, cutting the edge and laying the curb and curb drains would be all there was to do.

He stated they’re aware of specific dates that the square must remain open and those would be stated in the provisions, on those dates no open trenches would be left on the square.

Mayor Inman stated that DDD Kristin Terry would be working closely with the Engineering Firm and the Downtown Stakeholder’s so they will be well informed for the entire process. He stated all events were being carefully coordinated with the Engineers and Downtown Development to minimize the inconvenience as much as possible.

Alderman Moon explained the reason for expediting a concurrence for the sidewalk width 12’, was because of the redesign and placement of storm sewer according to sidewalk size.

Alderman Moon moved, seconded by Alderman Wynn to concur with the Public Works Committee recommendation to remain with the 12’ sidewalks around the downtown square, all Aldermen voted “Aye” by Viva Voca vote, Mayor Inman declared the motion carried.

There was no further discussion.

The third item on the agenda for discussion was on the relocation of Farmer’s Market to Chandler Park during the Downtown Revitalization construction. DDD Kristin Terry requested authorization to Committee of the Whole November 28, 2016 Page 3 temporarily relocate the Farmer’s Market season for next year to the Chandler Park area as was done this past summer on Tuesday evenings. This would be for Thursday and Saturday mornings along the south side of Chandler Park. This would allow for consistency in marketing and promotion of the event in one location.

Alderman Carper asked if it were feasible to hold it in a parking lot.

DDD Kristin Terry explained the set up was such that the parking would be blocked off on the south side with the vendor’s to park and their tents would be set up on the grass side, allowing walkers to utilize the sidewalks to shop the vendor’s goods. She stated this was a well-liked setup.

Mayor Inman pointed out that the extra parking the parking lots provide would most likely be utilized by folks during construction of the downtown.

He stated without objection Kristin would move forward with the meeting on Wednesday with Farmer’s Market Vendor’s informing them of the location change.

There being no further business to discuss Alderman Vigezzi moved, seconded by Alderman Wynn to adjourn the meeting, all Aldermen voted “Aye” by Viva Voca vote, Mayor Inman declared the motion carried and they adjourned the meeting at 5:31 p.m.

______Deputy City Clerk, Renee Lotz