Village of Montgomery Village Board met May 11.
Here is the agenda provided by the board:
President Brolley called the meeting to order at 7:02 p.m. followed by the Pledge of Allegiance.
Roll Call
Trustee Gier Yea Trustee Betsinger Yea
Trustee Sperling Yea Trustee Jungermann Yea
Trustee Lee Yea Trustee Marecek Yea
Also present: Attorney Laura Julien, Administrator Jeff Zoephel, Engineer Peter Wallers, Director of Community Development Rich Young, Director of Public Works Mark Wolf, Director of Finance Justin VanVooren, Chief of Police Phillip Smith, Senior Planner Jerad Chipman, Clerk Penny Fitzpatrick, Members of the Press and others.
President Brolley noted the virtual Board Meeting was being streamed live on the Village of Montgomery’s YouTube Channel and shared that Village Hall was open to the public for residents interested in attending the live meeting. He further noted the Board would be going into Executive Session to discuss the Employment of an Employee at the end of the meeting. He shared this item was not listed on the Agenda and clarified no action would be taken this evening on this issue.
Public Participation
A. Public Comments.
President Brolley inquired and Administrator Zoephel confirmed that no Public Comments had been received.
Consent Agenda
A. Minutes of the Village Board Meeting of April 27, 2020.
B. Building Report for April 2020.
C. Accounts Receivable Report for April 2020.
D. Accounts Payable for FY20 through May 7, 2020 in the Amount of $455,403.93. E. Accounts Payable for FY21 through May 7, 2020 in the Amount of $564,771.23. F. Cancellation of the May 19, 2020 Committee of the Whole Meeting.
G. Proclamation for National Public Works Week May 17-23, 2020.
H. Proclamation Designating May 15, 2020 as Peace Officers’ Memorial Day and May 10-16, 2020 as Police Week. I. Proclamation for Economic Development Week.
Trustee Lee moved to approve Items A-I of the Consent Agenda. Trustee Betsinger seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Lee, Trustee Betsinger, Trustee Jungermann, Trustee Marecek, Trustee Gier and Trustee Sperling voting yea.
Items for Separate Action
A. Public Works Space Needs Analysis.
Director VanVooren summarized that a Public Works Space Needs Analysis was the first step in determining if a new Public Works facility could be constructed. He introduced Mark Bushhouse and Marc Rohde, President and Senior Project Manager for Williams Architects, who would be working on the project analysis. Mr. Bushhouse summarized his project team would working with Ron Hilton, a national public works facilities expert, to provide a proposal that would determine the Village’s design needs, concept scope, project costs and budget and estimate a timeframe for the planning and constructing of this new proposed facility.
Mr. Bushhouse, Director VanVooren and Administrator Zoephel addressed Board questions regarding what comparable municipal projects Williams Architects had previously handled, what the cost for this analysis would be and whether it was included in the budget for this fiscal year and whether the existing Public Works location site would be used for this project. Director VanVooren and Mr. Bushhouse also discussed what the estimated project and schematic design budgets would be for this conceptual programming phase,
what the planning and construction timeframes would be and whether the current pandemic economic conditions would potentially affect the schedule and budget for this proposed project.
President Brolley and Director VanVooren discussed how the construction of this facility would be timed to be addressed as the existing bonds for Village Hall and the Police Department facilities were expiring. It was noted whether utility tax revenues would be used to build this Village facility and what the estimated building and interior construction cost estimates including inflation factors would be. Mr. Bushhouse also discussed what the comprehensive plan for the project would be including growth projections for the community. President Brolley inquired and Director VanVooren confirmed this request addressed the first phase of this project.
Trustee Gier moved to approve the Public Works Space Needs Analysis. Trustee Jungermann seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Betsinger, Trustee Jungermann and Trustee Marecek voting yea.
B. Purchase of a Six-Inch Water Pump.
Director Wolf summarized this request to purchase a six-inch water pump to be used for natural disasters and infrastructure failure projects. He summarized the cost of this piece of equipment, noted it was budgeted for and shared it would be mounted onto a trailer unit for use. Director Wolf requested approval of this water pump equipment purchase.
Trustee Jungermann moved to approve the Purchase of a Six-Inch Water Pump. Trustee Gier seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Gier, Trustee Sperling, Trustee Lee and Trustee Betsinger voting yea.
C. Resolution 20-010 Authorizing the Execution of an Intergovernmental Agreement with the Fox Valley Park District for a Bike Path.
Attorney Julien summarized this resolution which would approve an Intergovernmental Agreement with the Fox Valley Park District for a portion of bike path near the Stuart Sports Complex. She noted this item was in regard to construction and maintenance responsibilities and requested that this agreement be approved subject to attorney review.
Trustee Marecek moved to approve Resolution 20-010 Authorizing the Execution of an Intergovernmental Agreement with the Fox Valley Park District for a Bike Path, Pending Attorney Review. Trustee Betsinger seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Marecek, Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Betsinger and Trustee Jungermann voting yea.
D. Montgomery Development Fund Program Amendment.
Director Young summarized this program amendment which added a grant for small businesses in response to the COVID-19 emergency. He outlined the eligibility requirements, exclusions and an additional program condition requiring businesses to provide receipts documenting the funds they received were used for an approved type of operating expense. Director Young recommended that the program cap maximum be increased due to the large response by applicants and suggested that an application deadline of May 31st be set for the program. He thanked MEDC Executive Director Coulombe-Fiore for her work contacting and encouraging local businesses to submit an application for consideration.
Trustee Jungermann thanked Trustee Gier, Executive Director Coulombe-Fiore and staff for working together to make this program available to local businesses. Trustee Gier requested and Director Young advised that the program availability and parameters would be updated on the Village website and noted staff and the MEDC would contact eligible local businesses and encourage them to submit an application for assistance. Board discussion was had and suggestions were made to increase the maximum program cap and to set an application deadline of May 31st to conclude the program. Further Board questions addressed whether the Governor’s Executive Order extension into June would affect the conclusion of this program, whether a gaming sales threshold would make businesses ineligible for assistance and whether the specific program changes discussed would be defined in the policy program language.
Trustee Marecek clarified the Montgomery Development Fund Committee’s documentation requirement for grant fund receipts was consistent with requirements set by other state and federal loan programs. President Brolley summarized that further grant applications received would be reviewed and discussed for approval and the overall results of the program would be summarized and discussed at the May 26th Board Meeting. He asked and Director Young summarized that the amendments and change requirements would be applied to the policy definition and noted the grant checks to approved businesses would be released as soon as possible.
Trustee Marecek moved to approve the Montgomery Development Fund Program Amendment. Trustee Gier seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Marecek, Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Betsinger and Trustee Jungermann voting yea.
E. Montgomery Development Fund Program – Small Business COVID-19 Grant Applications.
Director Young summarized that twenty-three small business grant applications were reviewed and recommended for approval by the Montgomery Development Fund Committee. He reiterated the program parameters, grant amounts and an additional program requirement for verification that the funds were spent on specifically designated business expenses within 90 days of their receipt. Trustee Betsinger inquired and Director Young addressed whether all the applicants being considered were in good standing with the Village. He further noted Dairy Queen had previously received a forgivable loan for landscaping assistance from the Montgomery Development Fund Committee and Atrevete Confections was being considered for a low interest loan for an industrial kitchen.
Trustee Lee asked and Director Young noted that additional grant applications received for consideration would be reviewed by the Montgomery Development Fund Committee and come back for Board approval at a future meeting. President Brolley inquired and Director Young discussed whether the committee addressed home occupation businesses with fewer overall expenditures as warranting the maximum amount of grant offered. President Brolley and Director Young applauded the Board for extending this program to help local businesses and noted applicants had shared their appreciation for this financial assistance. President Brolley summarized the Board will have returned nearly $400,000 in overall assistance to residents and local businesses during the COVID-19 crisis through Property Tax Rebates and Water Program Assistance and Montgomery Development Fund Grant Program Assistance.
Trustee Gier moved to approve the Montgomery Development Fund Program – Small Business COVID-19 Grant Applications. Trustee Jungermann seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Betsinger, Trustee Jungermann and Trustee Marecek voting yea.
Items for Discussion
A. 2020 Pavement Management Report.
Engineer Wallers summarized the 2020 Pavement Management Report project goals, 2015 and 2020 plan comparisons, budget analysis and next steps for the program. He discussed where improvements had been completed over the last five years, noted favorable 2020 inspection results, discussed the next five-year program budget analysis and the possible revenue impact caused by the COVID-19 emergency. He also addressed planning and funding for future discretionary projects and reiterated that the program was evaluated and revised each year for funding analysis. Engineer Wallers noted staff would come back with a targeted budget and specific five-year pavement management plan for discussion and approval at a future meeting.
Board discussion was had and questions were raised regarding which funding scenario would maintain the current pavement management cycle length, what impact the tax rebate program would have on the five-year plan if it was expanded or eliminated, what impact decreased revenues would have on the funding the program and what damage refuse trucks were causing to roadways on their residential routes. Board support was shown for the option five funding scenario for the pavement management plan. Engineer Wallers noted a design contract would come back later in the year and early bidding would be sought for the Year 2021 construction plan to secure favorable contract pricing.
President Brolley inquired and Administrator Zoephel noted the tax rebate program expenses over the last five years could be assessed to determine how an elimination or expansion of the program would affect the five-year pavement management program. After discussion, President Brolley noted the Board supported leaving the tax rebate plan unchanged at this time due to the financial uncertainly currently being experienced. Trustee Lee asked and Director VanVooren noted the sales tax revenue projections were expected to decrease due to the pandemic conditions. He shared additional information could be brought back to the Board for further discussion at a future meeting. Trustee Gier inquired and Administrator Zoephel and Attorney Julien commented on whether the tax rebate plan renewed each year without action needed.
New or Unfinished Business
Trustee Sperling inquired and Administrator Zoephel addressed what the estimated Montgomery Fest financial obligations were to date for the bands, fireworks, sound, lights, stage and carnival vendor contracts. He advised the liabilities would depend on whether the Governor’s Executive Order was still in place at the time a cancelation was determined. President Brolley noted this topic would be discussed again at the Intergovernmental or Board meeting on May 26th and decisions regarding hosting or canceling Montgomery Fest would be made at that time.
Trustee Lee inquired and Administrator Zoephel addressed whether the productivity of employees needed to be quantitatively measured while they worked from home due to the pandemic circumstances. Administrator Zoephel further shared employee productivity throughout Village Departments had not been an issue and no shortcomings had been determined over recent weeks. Trustee Jungermann and President Brolley echoed that Village employees had demonstrated consistent performance and a commitment to provide essential services to residents under extraordinary circumstances. Attorney Julien noted specific concerns regarding employee performance could be addressed and investigated on a case by case basis. President Brolley summarized this topic would be addressed further in Executive Session.
Trustee Marecek thanked Director Young and the Community Development staff for their hard work on the Montgomery Development Fund Small Business COVID-19 Grant Program. He praised them for how quickly applications were gathered and brought to the committee for review and recommendation and thanked MEDC Executive Director Coulombe-Fiore for her assistance with promoting this program. Trustee Jungermann separately inquired and Director Young noted he could assist with contacting a resident regarding a solar panel permit request for review and consideration.
Future Meetings
A. Beautification Committee – Wednesday, May 13, 2020 at 6:00 p.m. – Canceled.
B. Historic Preservation Commission – Monday, May 18, 2020 at 6:30 p.m. – Canceled.
C. Committee of the Whole Meeting – Tuesday, May 19, 2020 at 7:00 p.m. – Canceled.
D. Intergovernmental Committee Meeting—Tuesday, May 26, 2020 at 6:00 p.m.
E. Village Board Meeting—Tuesday, May 26, 2020 at 7:00 p.m.
Adjourn to Executive Session: 8:44 p.m.
A. To Discuss the Employment of an Employee Pursuant to 5 ILCS 120/2 (c)(1).
President Brolley requested a motion to Adjourn to Executive Session to discuss this item and noted there would be a five-minute break between meetings. Trustee Lee inquired and Administrator Zoephel advised that a separate virtual meeting invitation link would apply for Executive Session.
Trustee Jungermann moved to Adjourn to Executive Session To Discuss the Employment of an Employee Pursuant to 5 ILCS 120/2 (c)(1). Trustee Marecek seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Gier, Trustee Sperling, Trustee Lee and Trustee Betsinger voting yea.
With no further business to come before the Board, the meeting adjourned at 8:44 p.m.
https://ci.montgomery.il.us/AgendaCenter/ViewFile/Minutes/_05112020-465
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