City of Highland Park City Council met Sept. 14.
Here is the minutes provided by the council:
CALL TO ORDER
At 5:33 PM, Mayor Rotering called the meeting to order and asked for a roll call:
ROLL CALL
PRESENT: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
ABSENT: None
STAFF PRESENT: City Manager Neukirch, Fire Chief Amidei, Community Development Director Fontane, Police Chief Jogmen, Assistant City Manager Sabo, Public Works Deputy Director Bannon, Superintendent of Water Production Jensen, City Engineer Gomez, Human Resources Manager Taub, Deputy
City Clerk Palbitska
ALSO PRESENT: Corporation Counsel Elrod
PLEDGE OF ALLEGIANCE
APPROVAL OF MINUTES
1. Approval of the Minutes of the Special City Council Meeting Held on August 24, 2020
Councilwoman Stone moved to approve the minutes of the Special City Council meeting that was held on August 24, 2020, as amended. Councilman Kaufman seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.
RESULT: ADOPTED AS AMENDED [UNANIMOUS]
MOVER: Kim Stone, Councilwoman
SECONDER: Daniel Kaufman, Councilman
AYES: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
APPROVAL OF WARRANT LIST
1. Warrant List and Wire Transfers from August 14, 2020 to September 03, 2020.
Councilman Stolberg moved to approve the Warrant List. Councilman Blumberg seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Adam Stolberg, Councilman
SECONDER: Anthony Blumberg, Councilman
AYES: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
REPORT OF MAYOR
A. Proclamations
1. Honoring Welz Kauffman, Ravinia Festival President & CEO for 20 Years Mayor Rotering recognized Welz Kauffman on his retirement as President & CEO of Ravinia Festival, following an extraordinary twenty-year tenure.
Welz Kauffman, retired President & CEO of Ravinia Festival, thanked the Mayor and Council for the proclamation and expressed his gratitude for his experience with Ravinia Festival and the community.
2. September is National Suicide Prevention Awareness Month
Mayor Rotering proclaimed that September is National Suicide Prevention Awareness Month. She noted how this is an opportunity to raise awareness around those affected by suicide and reduce the stigma surrounding this important topic.
B. Other business
1. Recognition of 2020 Distinguished Budget Award from GFOA
Mayor Rotering explained that the Government Finance Officers Association ("GFOA") has once again recognized the City of Highland Park with the Distinguished Budget Presentation Award. She noted that this award reflects the City's commitment to maintaining the highest standards of governmental budgeting. She recognized City Manager Neukirch, Finance Director Logan, the Finance Department staff and all department directors for this achievement.
City Manager Neukirch recognized the Council for their dedication to working with staff throughout the entire budget process.
2. Lake County Report (Voting & Election Information)
Paul Frank, Lake County Board Member, thanked the Mayor, Council and City Manager Neukirch for inviting Robin O'Connor and himself to participate in the meeting. He provided information on US Department of Treasury updates, modified rules regarding refunds for COVID expenses and how Lake County is working towards Bird Friendly and Net Zero 2040 goals.
Robin O'Connor, Lake County Clerk, discussed the relocation of early voting from the Highland Park Police Department to the Highland Park Country Club and relocation of Election Day from Highland Park Police Department to Red Oak school. She provided information as to the dates and times for all early voting locations and the change to ensure that all locations were open for the same amount of time. She provided highlights of the three types of voting options available to all Lake County residents and information regarding the availability of drop boxes.
Mayor Rotering asked if there will be signs posted at the Police Department regarding the relocation of early voting and voting day polling places.
Clerk O'Connor stated that Lake County will provide signs and encouraged the City to use all communication channels available to provide the information as well.
Mayor Rotering asked if residents will need to go to the early voting locations to drop off their ballots in the drop boxes.
Clerk O'Connor noted that residents will have the ability to go to any early voting location to drop off their ballots. She stated that if residents were out and about, they were more than welcome to go to the external ballot drop box locations that would be available 24/7.
Mayor Rotering stated the importance of dropping off ballots in Lake County and not in neighboring Cook County communities like Glencoe or Northbrook. She asked if one stamp would be enough for residents to mail in their ballots.
Clerk O'Connor confirmed that one stamp was sufficient.
Mayor Rotering asked if Voter Power on Lake County's website was the best location for residents to obtain voter information and asked Clerk O'Connor to provide the website information.
Clerk O'Connor stated that Lake County Voter Power was the best location and that notifications will be sent to all residents regarding any pertinent voting information. She explained that residents could go to www.lakevoterpower.info to obtain all important voter information. She noted that residents can also call 847.377.VOTE and Lake County Clerk's Office employees will answer all questions residents may have.
Councilwoman Stone asked if the Lake County Clerk's Office has a sufficient amount of poll workers.
Clerk O'Connor explained that the Lake County Clerk's Office is always looking for poll workers and the community can call 847.377.VOTE to get in touch with Lake County to participate as a poll worker. She explained, that with the Governor's executive order, individuals ages 16, 17, and 18 may apply to become a poll worker if they are able to complete the online Zoom training and are available to be at a voting location starting at 5 AM. She noted that Lake County is always willing to take those individuals that qualify and are interested in the process.
Councilwoman Stone asked if mail-in ballots need to be received by Election Day or if they need to be post marked by Election Day.
Clerk O'Connor explained that mail in ballots need to be postmarked by November 3rd or can be dropped off at in the ballot drop boxes by 7PM on Election Day.
BUSINESS FROM THE PUBLIC (Citizens wishing to be heard regarding items not listed on this agenda)
Mayor Rotering asked if there had been any public comments submitted prior to the meeting or during the beginning of the meeting regarding topics not appearing on the City Council agenda.
City Manager Neukirch noted there were no public comments received.
SCHEDULED BUSINESS
ITEMS FOR OMNIBUS VOTE CONSIDERATION
Councilman Holleman requested to pull item 8 from omnibus vote consideration. She asked for confirmation that she was requesting to pull the correct item from omnibus vote consideration.
City Manager Neukirch confirmed with Councilman Holleman that she was requesting to pull the correct item based on previous conversations that were had.
Corporation Counsel noted there are three contracts on the omnibus agenda that are related to snow removal, items 6, 7 & 8.
Mayor Rotering noted that she believes Councilman Holleman would like to discuss item 8.
Councilwoman Stone moved to approve items 1-7 and 9-10 by omnibus vote consideration. Councilman Stolberg seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kim Stone, Councilwoman
SECONDER: Adam Stolberg, Councilman
AYES: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
Administration
1.Adoption of a Resolution (R104-2020) by omnibus vote consideration titled, “A Resolution Approving a Collective Bargaining Agreement for the Period of January 1, 2021 through December 31, 2021 Between the Illinois Council of Police (ICOPs), Representing Police Officers”.
2.Adoption of a Resolution (R105-2020) by omnibus vote consideration titled, “A Resolution Amending the Compensation Plan for City Employees During the Period of January 1, 2020 – December 31, 2020”.
Public Works
3.Approval of the City's 2020-2021 Snow and Ice Control Plan
4.Adoption of a Resolution (R106-2020) by omnibus vote consideration titled, “A Resolution Authorizing Renewal of the 2017-2018 Parking Lot Snow Plowing Services Contract with Snow Systems of Wheeling, Illinois”.
5.Adoption of a Resolution (R107-2020) by omnibus vote consideration titled, “A Resolution Authorizing the Renewal of the 2016/2017 Snow Hauling Contract with D & A Enterprises of Lake Forest, Illinois”.
6.Adoption of a Resolution (R108-2020) by omnibus vote consideration titled, “A Resolution Authorizing Renewal of the 2018-2019 Sidewalk Snow Removal – Hand Shoveling Contract to Snow Systems of Wheeling, Illinois”.
7.Adoption of a Resolution (R109-2020) by omnibus vote consideration titled, “A Resolution Authorizing Renewal of the 2016-2017 Agreements to Perform Snow Plowing Services on Certain Private Streets in the City for the 2020-2021 Snow Season”.
9.Adoption of a Resolution (R110-2020) by omnibus vote consideration titled, “Adoption of a Resolution Prohibiting Parking on Baldwin Rd., between Dean Avenue and Roger Williams Avenue; from May thru September; as Supported by the Traffic Management Committee”.
10.Adoption of a Resolution (R111-2020) by omnibus vote consideration titled, “A Resolution Authorizing Award of the 2020 High Service Pump No. 6 Variable Frequency Drive Contract to Pieper Electric Inc. of Kenosha, Wisconsin”.
ITEMS REMOVED FROM OMNIBUS VOTE CONSIDERATION
8. A Resolution Authorizing Renewal of the 2018-2019 Sidewalk Snow Removal – Residential Plowing Routes 1-6 Contract with Snow Systems of Wheeling, Illinois”.
Mayor Rotering asked if the City is asking to renew the 2018 - 2019 contract.
Corporation Counsel Elrod noted that it is the 2018 - 2019 contract that is being renewed for a one year term for 2020 - 2021.
Councilman Holleman noted that she was not particularly supportive of the decision that was made a few years ago to plow all of the residential sidewalks. She stated that the program is confusing for people and no one really understands that the contract kicks in when there has been a snowfall of over four inches. She believes it is an added expense that the City does not need to bear. She stated that she has not heard positive feedback regarding the execution of the program but rather very negative feedback. She explained that with this year's budgetary restrictions, it may be beneficial to cut the program. She was in favor of plowing around the train stations and high foot traffic areas in public spaces. She believes that the community should be responsible for shoveling their sidewalks and it is clear and easily understood that it is the homeowner's responsibility.
Mayor Rotering noted that all homeowners are always responsible for shoveling their sidewalks but this program was for major snow events. She stated that she understood what Councilman Holleman was saying.
Councilman Knobel stated that she thought the contract was going to be cut due to budgetary constraints but City Manager Neukirch responded that this program was not planned to be reduce; the City was reducing the amount of salt that was being purchased due to salt that is still available and lower pricing from the Lake County contract versus the State contract. She asked for clarification if the City was reducing the program to use the funds to assist with the purchasing of salt for the sidewalks. She stated that she would not be in support of that because the roads in the City are the priority before sidewalks. She noted that she agreed with Councilman Holleman and that the City is looking to review necessary and non- necessary expenses; this could be an area where the expenses could be cut and homeowners are made aware that they need to shovel their own sidewalks during all snow events.
City Manager Neukirch explained that the City is not taking funds from one service and applying it to another service. She noted that the City used approximately 3,000 tons of salt last year compared to 4,000 tons anticipated. As a result, the City would be purchasing less salt this season. City Manager Neukirch added that the County contract pricing was less than the State by approximately $44 per ton so the City would be pursuing the County pricing. She discussed the difficulties of purchasing such a product before it is needed and how the snow season spans across two fiscal years as well.
Councilman Stolberg asked if the City purchases all of the salt that is needed for the season at one time or if the City waits for a particular time to purchase more salt when needed.
City Manager Neukirch noted that the City's current salt dome only has a capacity of 2,000 tons of salt; the City commits to purchasing 4,000 tons of salt but can only receive up to 2,000 at one time.
Mayor Rotering discussed past experiences when it was hard to get the salt needed and the price of salt increased based on certain weather conditions.
City Manager Neukirch stated that staff is comfortable with what is estimated for budgeting for salt and what the City has thus far.
Councilman Stolberg noted that he tends to agree with Councilmen Holleman and Knobel. He discussed the negative feedback that he has received related to the shoveling of the residential sidewalks. He noted the importance of the educational and communication aspects of the program so that residents fully understand when this program kicks in.
Councilwoman Stone noted that it was her understanding that this program was not a huge portion of the budget and asked City Manager Neukirch to confirm.
City Manager Neukirch noted that this program costs between $40,000 and $60,000 annually but during the 2019 – 2020 snow season, the cost was not met.
Councilwoman Stone noted that the City has done such a good job with the BikeWalk initiatives with connecting sidewalk gaps and so many other things in order to make Highland Park bike friendly and walkable all year round. She stated that this program is something that will ensure that people will be able to walk on the sidewalks when there are larger snow events. She explained that people are working from home more, attending school from home and people are out walking more. She noted that she was supportive of the renewal of the contract to ensure that the community has cleared sidewalks during larger snow events.
Councilman Holleman noted that this is not a substantial budget amount but the City is attempting to be responsible and this would be a significant amount that could be saved. She agreed that there are a lot of people that are out and about walking around the community but when there is snow, people are not waiting two days for the City to plow the sidewalk in order to be able to go out for a walk. She noted the safety concerns when sidewalks are not shoveled immediately after the snow event or during the snow event. She discussed the volunteer snow shoveling program and how that is utilized and can be utilized in place of the proposed renewal of this contract.
Councilman Kaufman stated that there was a reason why this program was started and it would be beneficial if the City can enhance the education and execution of it. He noted that there is a large population of seniors throughout the community and the increase of mobility and connectivity with the sidewalks is important. He agreed with Councilwoman Stone regarding the importance of having the ability to get out.
He explained that there was no expense that was incurred for the last snow season and hopefully there will be no expense incurred for this season. He stated that it would be beneficial to keep the program in place and provide better education as to how it works and when the City will initiate the shoveling of residential sidewalks.
Councilman Knobel agreed with Councilman Kaufman that it is great for people to be out in the community. She stated that this program has not been executed well. She discussed the negative feedback and experiences she has received regarding the program. She noted that the seniors in the community can sign up for a volunteer program that will assist in the shoveling of snow and provided information as to the positive feedback that has come from that program. She explained that it is an added expense that is not being executed very well.
Councilman Blumberg agreed with what Councilman Kaufman discussed. He provided information as to the feedback that he has received and the manner in which the plowing has been executed. He noted that since this program is for heavier snow falls, it is difficult for residents, even football players, to have to shovel and remove a large amount of snow when there have been heavy snowfalls. He stated that the complaint regarding consistency is a real complaint and hopes that the message regarding this is apparent. He explained that just because the execution of the program needs to be improved, it is not a reason to discontinue the program, which is limited to heavier snowfalls. He stated that he was in favor of extending the contract.
Mayor Rotering noted that this is a service that is contracted out, it is not the City's staff that is not executed the program well. She asked what sort of accountability can be requested of the contractor to ensure that this is being executed better. She stated that it is a good plan and there is a good reason as to why the program was put in place. She voiced how she understands the frustrations of the program not being executed well and the financial cost to the City but on the other hand, she understands the critical and real part of individuals being able to get out and walk around the community. She asked what can be done to improve the program in terms of timeliness and execution.
City Manager Neukirch asked if she could confer with the Public Works staff. She noted that the City has about 100 miles of sidewalks and how difficult it is to cover all of those miles, especially if there is a heavy snow accumulation. She noted that they can discuss metrics that can be set for the contractor and ensure that the contractor would hit them. She discussed reaching out to those neighboring communities that do offer this service to understand how their contracts work.
Councilman Stolberg noted that snow is a big challenge. He asked for confirmation that when the program outlines four inches, that is four inches of snow per event, not an accumulation of four inches over time.
City Manager Neukirch confirmed that it is four inches of snow per event, not accumulation over time.
Councilman Stolberg noted that residents are under the impression that it is an accumulation of snow not four inches of snow per event. He provided information as to the contracts he works with for his management company and noted that their contracts require the contractor to be out within three hours of the conclusion of the snow event. He asked if there was something similar in the City's contract regarding timing.
City Manager Neukirch stated that there is a time period in which the contractor has to respond but there are a number of factors that play into that. She noted that the contract was competitively bid and staff did select the most responsible and most effective price as well.
Mayor Rotering asked if the arterial street sidewalks and corresponding streets are cleared first.
City Manager Neukirch confirmed arterial street sidewalks and corresponding streets were completed first.
Councilman Holleman stated that the program was in place for three years and while it is a great idea, there are about 100 miles that need to be cleared and it is impossible to complete that in a timely way. She noted that residents are not satisfied with what is being done but the City continues to spend money for a non- satisfactory service. She recommended cutting the program this year, see what kind of response the City receives and then reevaluate from there.
Mayor Rotering noted that she is in favor of fiscal responsibility but voiced concern if gyms happen to close and residents need to get out of their homes for a walk and the program is not in place.
Councilwoman Stone voiced concern regarding the possibility that individuals might be stuck in their homes for a long period of time due to the pandemic. She noted that it would be helpful for them to get out and have a plowed sidewalk. She asked if it would be beneficial to have the contract sent back to staff for more review and have it brought back in an improved format.
Councilman Holleman noted that previous conversations have brought the idea that it will take more money to fix the problem and that does not seem to be fiscally responsible in the case.
Mayor Rotering stated she was seeking a motion to postpone the contract to gather more information and see if there is a resolution before a vote is taken.
Corporation Counsel Elrod noted that the City Council approved the City's 2020 - 2021 Snow and Ice Control Plan. He stated that staff may need to review that plan and make amendments if this contract has any effect on what has been prepared in the approved plan. He noted that if amendments are needed, the Snow and Ice Control plan may come back to the City Council for review and approval at another meeting.
Mayor Rotering and City Manager Neukirch discussed bringing the contract back to the Council at the next City Council meeting on September 29, 2020.
Councilman Stolberg explained that if the contractor dedicated more crew members to get the work done, it may not cost more money; it would cut down on the time the job needed to be completed if there were more crew members out working on shoveling and removing snow from the sidewalks.
Councilman Blumberg motioned to refer the contract to staff for further input, keeping in mind the concerns about fiscal impact as well as concerns that the City continue to make walking accessible during the pandemic during the winter if there are heavier snow falls. Councilwoman Stone seconded the motion. Upon a roll call vote, the Mayor declared the motion passed.
RESULT: REFER TO STAFF FOR REVIEW
MOVER: Anthony Blumberg, Councilman
SECONDER: Kim Stone, Councilwoman
AYES: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel
NAYS: Councilman Holleman
City Manager Neukirch noted that depending on the policy decision that is made on this contract, if there is a decision to not proceed with clearing sidewalks, an amended Snow and Ice Control Plan will need to come back before the City Council because the plan does reference sidewalks.
OTHER BUSINESS (the City Council will consider and then either approve or disapprove the following items)
Administration
1. Consideration of a Motion to Extend the Emergency Declaration for the City of Highland Park, originally entered on March 14, 2020
Councilman Kaufman moved to extend the Emergency Declaration for the City of Highland Park, originally entered on March 14, 2020, to the adjournment of the City's next City Council meeting on September 29, 2020. Councilwoman Stone seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.
RESULT: APPROVED [UNANIMOUS]
MOVER: Daniel Kaufman, Councilman
SECONDER: Kim Stone, Councilwoman
AYES: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
BUSINESS FROM THE COUNCIL
There was none.
BUSINESS FROM CITY STAFF
City Manager Neukirch provided information regarding updates related to COVID and ways the City is supporting businesses during the pandemic. She informed the community about the Restaurant meeting that will be taking place on Wednesday, September 16, 2020 that will provide for a time where the restaurant community can engage with City staff. She noted that City buildings remain closed to the public but that staff is continuing to work remotely and/or in the office. She provided information regarding the City's permit activity and happenings at the Senior Center. She highlighted the City's efforts to hold a Regional Flood Mitigation Open House in October and provided information regarding topics that will be discussed at the open house. She stated that the City has prepared and shared Halloween guidelines for this coming trick or treat season.
Councilman Knobel asked if City staff could add information about the importance of not shaming those households or individuals that do not want to participate in trick or treating, as well as those households and individuals that do. She noted that it is important to be respectful of everyone in the community no matter how they chose to celebrate or not celebrate Halloween.
City Manager Neukirch stated that City staff could add information to the City's guidelines.
Mayor Rotering and City Manager Neukirch discussed the importance of residents completing the 2020 Census.
ADJOURNMENT
Councilwoman Stone moved to adjourn. Councilman Kaufman seconded the motion. On a roll call vote, Mayor Rotering declared the motion passed unanimously.
The City Council adjourned its meeting at 6:50 PM.
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