CITY OF GENOA CITY COUNCIL MEETING AGENDA

OCTOBER 2, 2018 7:00 P.M.

I. CALL TO ORDER/ROLL CALL

II. PLEDGE OF ALLEGIANCE

III. GUEST SPEAKER

IV. APPROVAL OF MINUTES FROM THE SEPTEMBER 18, 2018 CITY COUNCIL

MEETING

V. APPROVAL OF ACCOUNTS PAY ABLES/ 2r;o HALF OF SEPTEMBER 2018

VI. ITEMS FROM INDIVIDUALS IN ATTENDANCE

VII. OLD BUSINESS

VIII. NEW BUSINESS

A) PRESENTATION OF THE CITY OF GENOA FISCAL YEAR 2017-2018 AUDIT

REPORT BY SuacH • MOTION TO ACCEPT THE COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR

THE FISCAL YEAR ENDED APRIL 30, 2018.

B) CONSfDER A RESOLUTION REQUESTING THE USE OF MOTOR FUEL TAX

FUNDS FOR THE PURPOSE OF A CONTRACTED ROAD SALT PURCHASE IN

THE A MOUNT OF $18,000. • M OTION TO APPROVE A RESOLUTION REQUESTING THE USE OF MOTOR FUEL

TAX FUNDS FOR THE PURPOSE OF MAINTAINING STREETS UNDER THE ILLINOIS

HIGHWAY CODE

C) CONSIDER W ATERMAIN IMPROVEMENTS ON HILL STREET AND

EMMETT STREET • MOTION TO APPROVE WATERMAIN WORK ON HILL STREET AND EMMETT

STREET IN AN AMOUNT NOT TO EXCEED $11,000.

D) CONSIDER A RESOLUTION AUTHORIZING A NEW SUBORDINATION

AGREEMENT ON A CDAP LOAN WITH LLOYD'S LANDSCAPING • MOTION TO APPROVE A RESOLUTION AUTHORIZING A NEW SUBORDINATION

AGREEMENT OF A CDAP LOAN WITH LLOYD'S LANDSCAPING

IX. DEPARTMENT REPORTS

A) ADMINISTRATIVE REPORT

B) PUBLICWORKS

C) POLICE DEPARTMENT

D) MAYOR'S REPORT

X. ANNOUNCEMENTS

XI. MOTION TO ADJOURN

To respect the agenda and flow of the meetin1t. the Ma\ or ma\ limit audience participation to 5 minutes per speaker and/or

a tolal of30 minutes for this portion of the agenda.

City Of Genoa

Me1110 To: Mayor Mark Vicary and City Council

From: Janis Tures, Finance Office Manager I Treasurer

Date: 9/26/18

Re: MFT Resolution for Streets Maintenance

The Illinois Department of Transportation (IDOT} requires the City to file an annual Resolution for any street maintenance operations that will be paid with motor fuel tax funds. For the 2019 fiscal year we are requesting our contracted salt purchase to be covered by this Resolution.

The current salt contract is for 300.0 tons of salt at an estimated unit price of $60.00 for a total of $18,000.

If there are any questions, please feel free to contact me.

Q lllnois Department W of TranspOrtation

BE IT RESOLVED, by the

Resolution for Maintenance Under the Illinois Highway Code

Resolution Number Resolution T e

~ ~~

Section Number

12018-N ~O_ri_g_in_a_I --~ 118-00000-00-GM

Council of the City of Governing Body Type Local Public Agency Type

Genoa Illinois that there is hereby appropriated the sum of -----......,..,N-am_e_o~f~L-oca----..-1=Pu~b~lic-A~g-e-n-cy______ ---------~

Eighteen Thousand Dollars ( $18,000.00 ----''""---------------------------------of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from

__ 0_5_/0_1_/1_8 __ to __ 0_4_13_0_/1_9 __ Beginning Date Ending Date

BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above.

BE IT FURTHER RESOLVED, that City of Genoa Local Public Agency Type Name of Local Public Agency

shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for expenditure by the Department under this appropriation, and

BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) ceritified originals of this resolution to the district office of the Department of Transportation.

1 Kim Winker City Clerk in and for said City Name of Clerk Local Public Agency Type Local Public Agency Type

of Genoa in the State of Illinois, and keeper of the records and files thereof, as Name of Local Public Agency

provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the

----~-C~o_u=n_c~il~----- of ____ ~-~-G_e~n~o~a-~ _____ at a meeting held on __ 1_0_10_2_/_1_8_ Governing Body Type Name of Local Public Agency Date

IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 2nd day of October, 2018 Day ----'---riM~o=nt~h.~Y~e-ar ____ _

(SEAL)

APPROVED

Regional Engineer

I ~D-e-p-art-m-en_t_o_f_T_ra_n_s-po_rt_a_ti_o_n _______ ~I ~

Printed 09/17/18 BLR 14220 (Rev. 03/13/17)

Q Illinois Department W of Transportation Municipal Estimate of

Maintenance Costs

Submittal Typel ..... o_r....,,ig=-i_n_a_I __ ___, Maintenance Period

Local Public Agency ""'C""""o"""un"""'ty......_ _ _ _ ____, Section Number

~lc~ity_o_f _G_en_o_a -----~I ioeKalb I l1 s-ooooo-oo-GM

Ending

104130119

Estimated Cost of Maintenance Operations

Ma int. For Group I, llA, 118 or Ill

Maintenance Operation Eng. lnsp. Unit Item {No. and Description) Group Req. Item Unit Quantity Price Cost

Road Salt I Road Salt 300 $60.00 $18,000.00

Add Row I Total Estimated Maintenance Operation Cost

Estimated Cost of Maintenance Engineering Maintenance Program Estimated Costs Preliminary Engineering Estimated Cost MFT Portion Engineering Inspection Maint Oper $18,000.00 $18,000.00

Material Testing Maint Eng Advertising Totals $18,000.00 $18,000.00

Bridge Inspections Total Estimated Maintenance Cost Total Estimated Maintenance

Engineering Cost

Submitted

~l~M~u~n~ic~ip~a_l_O~ffi~1_c_i_a_l~~~~~~~~~~~~~~~~~~~~~l:I D~a-t-e~~----_-_ -_:I l~:~:~~bn;:nsportaUon Jitle

!Treasurer

EstTotal Operation Cost

$18,000.00

$18,000.00

Other Funds

$18,000.00

Date

II.____

Printed 09/18/18 Page 1 of 1 BLR 14231 (Rev. 05/16/17)

To: Mayor/City Council

From: Richard Gentile Director of Public Works

September 25, 2018

Subject: Approve Water Main Improvements

I am seeking a motion by the Mayor I City Council to approve the cost to make improvements to the City's water system, not to exceed $11,000.00.

We had two water main breaks within a year on a section of pipe that runs beneath Hill Street. The proposed improvement is to install 50 - 60 feet of new water main in the problem area. We are also installing a

surge protector apparatus to help reduce pressure surges in the water system along Hill and Emmett Street. Cemetery

We would notify the two homes that would be affected by shutting down the water main to make the necessary improvements.

The work will be scheduled when all the material is received for the project and homeowners are notified. The work is estimated to take 8 plus hours and a road detour would be posted.

The City would purchase all the material to complete the job and Anderson Excavating would augment City crews to perform the excavation work and help install the water main piping and other equipment.

Pipe and Fittings $3,400.00 Surge Protector $3,200.00 Sidewalk repair $400.00

Pavement Repair $1,500.00 Anderson Excavating $2,500.00

The City budgeted enough money to make the improvements to the water system that would include the materials and contract labor to complete the work.

Staff is recommending the City Council approve the cost to make the water system improvements, as described in the above information.

If there are any questions, please feel free to contact me.

CITY OF GENOA DEKALB COUNTY, ILLINOIS

RESOLUTION NO. 2018 -

ADOPTED BY THE MAYOR AND

CITY COUNCIL OF THE

CITY OF GENOA

A RESOLUTION AUTHORIZING THE EXECUTION OF A SUBORDINANATION AGREEMENT

Adopted October 2, 2018, by the Mayor and City Council of the City of Genoa, DeKalb County, Illinois, and approved and published in pamphlet form

This 2nd day of October, 2018.

CITY OF GENOA RESOLUTION NO. 2018- ----

A Resolution Authorizing the Execution of a Subordination Agreement

WHEREAS, the City of Genoa has extended a Community Development Assistance Program

loan to William H. and Mary M. Lloyd, owners of Lloyd Landscaping and Garden Center ("Lloyd") and

has secured that loan by means of a mortgage on the real estate owned by Lloyd, and

WHEREAS, the City"s mortgage is subordinate to that of Golden Eagle Community Bank, and

WHEREAS, Lloyd has made an application for a loan for a larger principal amount than its

present loan with Golden Eagle Community Bank, and

WHEREAS, Golden Eagle Community Bank has given its tentative approval to the Lloyd loan

application; however, to grant said application, the City s secured position must be made subordinate to

the new loan, and

WHEREAS, the City wishes to encourage the economic health of business enterprises within the

City,

Now Therefore, BE IT RESOLVED by the City Council of the CITY OF GENOA, DeKalb

County, Illinois, that the Mayor of the City of Genoa is hereby authorized to execute a new Subordination

Agreement, replacing the one currently in effect, thereby facilitating the Golden Eagle Bank's new loan to

Lloyd and maintaining the City as a second mortgage holder as security for the City's Community

Development Assistance Program loan to Lloyd.

AYES:

NAYES:

ABSTAINED:

ABSENT:

ADOPTED by the City Council of the City of Genoa, DeKalb County, Illinois this __ day of ____ , 2018.

Mayor Mark Vicary

(SEAL)

ATTESTED and filed in my office this _ _ day of _____ , 2018.

Kim Winker, City Clerk

To: Mayor/City Council

From: Richard Gentile Director of Public Works

September 25, 2018

Subject: General Information

Attached is an email that I received from the residents at 215 Koch Drive requesting to have the public sidewalk in front of their house removed.

After evaluating their request, I determined the following:

• A portion of the side is in fair condition, although there are sections of the sidewalk that needs to be replaced.

• There are no other sidewalks on either side Koch Dr. • They are no future plans to add sidewalks along Koch Dr. • The City would remove the sidewalk and add dirt and seed. • The homeowner would repair the driveway.

If there are no objections by the City Council, I would make arrangements with the resident to remove the sidewalk.

See enclosed exhibit.

If there are any questions, please feel free to contact me.

215 Koch Dr. Linda Gustafson (847) 927-3257

The resident is requesting to have the public sidewalk removed.

The sidewalk in front of the resident's house is the only sidewalk on the block.

RG-9/18/18

To: Mayor/City Council

From: Richard Gentile Director of Public Works

September 27, 2018

Subject: General Information

• Enclosed is a letter that I received from the Illinois Department of Transportation regarding route 72. The letter is a little confusing, typically when they say that the project will be advertised, that means the project is scheduled to be completed. I have a call into IDOT to get clarification.

• Enclosed is a landscape plan that was prepared by Janice M. The plan shows a variety of trees and plants to be installed on the east side of the City's Municipal Building. The trees and plants with an asterisk above them will be planted this year and remaining plants will be planted next year.

(2- Spiral Oaks) (1- River Birch) (3-Dorf Korean Lilacs) (3-Arrow Blue Muffin Viburnum)

If there are any questions, please feel free to contact me.

Illinois Department of ltansportation Office of Highways Project Implementation I Region 2 f District 3

' 700 East Norris Drive I Ottawa, Illinois 61350-1628

September 21, 2018

Mr. Rich Gentile, Director of Public Works City of Genoa 333 E. First St. Genoa, IL 60135

Re: IL 72 resurfacing request

Dear Mr. Gentile:

Thank you for your recent letter requesting improvements to portions of Illinois Route 72 in Genoa. The portions of IL 72 that you described in your letter have been identified by the district for improvements and are listed in the Fiscal Year 2019-2024 Proposed Highway Improvement Program that was released earlier this year. This improvement is not included in the annual portion of the program (FY 19) but it is anticipated that this project will be advertised for bids in June of calendar year 2019.

If you have any question, please contact Dave Alexander, Studies & Plans Project Engineer, at (815) 434-8468.

Sincerely,

Kevin Marchek, P.E. Region Two Engineer

iJ v-v-9- -e ~ 0 711 By: Dave Broviak, P.E. Studies & Plans Engineer

cc: Mayor Mark Vicary, City of Genoa

DA: did

THE CITY OF

David S. Alexander, P.E. Studies & Plans Project Engineer IDOT District 3 700 East Norris Drive Ottawa, IL 61350

Dear Mr. Alexander,

A

Th!s letter is in response to ihe Illinois DepCirtment of Trar1.5pu1tdtiJn's deLision not to repair tile portion of Route 72 that goes through the City of Genoa. You had previously provided me with an explanation that IDOT's decision was based on funding, which is unacceptable to both myself and City of Genoa.

I cannot begin to understand nor believe that the Illinois Department of Transportation (!DOT) would allow this portion of the State Highway System to become such a serious problem. The road is in such disrepair that it is creating dangerous conditions for motorist that are using the road . The pavement has deteriorated to the extent that vehicles are crossing the double yellow line to avoid the monster size potholes This is not a good situation and it is only a matter of time before a serious accident happens and a fatality occurs. It is my opinion, shared by the community, that this portion of Route 72 that runs through Genoa is in worse condition than any other portion of the State highway.

The attached pictures show that some repairs were made by IDOT, although the dangerous road conditions continue to be a problem and more is needed to make the road safe again. It should not be choice based on funding to put people lives in danger, when considering critical road repairs.

If there are any questions or information that you may need, please contact the City's Public Works Director.

RECEIVED -Sincerely, -1

STUDIES & PU:\,NS ''lL . ... .JU {) ' •• J

~3:\Q,\~

Rich Gentile

S°&PENG p.5 l Ef\1V/R0Nfv1ENT I

City of Genoa Director of Public Works ESTIMATOR ·-(815) 784-7123

C: Mayor, Mark Vicary City Aldermen City Administrator Secretary of IDOT Randall Blankenhorn

Police Department 333 East First Street, Genoa, IL 60135 (815) 784-6633 • Fax {815) 784-2951

Municipal Center 333 East First Street, Genoa, IL 60135 (815) 784-2327 • Fax (815} 784-2988

GEOMETRICS -1 ~ HYDR.A.UUCS

I

I I -LOCATIONS 1 x /}71f- ' PLANS ENG 'L SEE fl§__=-1-SEC - - -CO-ORD I

Public Works 333 East First Street, Genoa, IL 60135 (815} 784-2271 • Fax {815) 784-4271

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