1 00:00:02,879 --> 00:00:10,480 Okay, we're going to call our regular council meeting to order. Monday, 2 00:00:07,040 --> 00:00:16,480 January 5th, 2026, 5:00 pm. >> Uh request to turn your cell phones off 3 00:00:13,040 --> 00:00:18,800 or silence them. Roll call, please. >> Here, 4 00:00:17,680 --> 00:00:22,080 » here. Morris >> here. 5 00:00:19,920 --> 00:00:27,119 » Here >> stand and say the pledge of allegiance, 6 00:00:23,519 --> 00:00:32,719 please. I pledge allegiance to the flag of the United States of America and to 7 00:00:29,840 --> 00:00:38,000 the republic for which it stands. One nation under God, indivisible, with 8 00:00:36,160 --> 00:00:42,520 liberty and justice for all. >> Remain standing. 9 00:00:39,520 --> 00:00:42,520 » Dan, 10 00:00:44,719 --> 00:00:50,800 if I haven't met you, I'm Pastor Dan Herman. I'm a chaplain here, I guess, 11 00:00:48,160 --> 00:00:54,800 since eight years perhaps too. So, uh, we want to bow your heads and hearts. 12 00:00:53,440 --> 00:00:59,199 So good and gracious God, you've given to us another day of life and we've used 13 00:00:56,800 --> 00:01:03,120 it the way we've wanted. But we ask that in uh throughout the hours of this day, 14 00:01:01,600 --> 00:01:07,200 we have been able to look and see your face and understand your presence and 15 00:01:05,280 --> 00:01:11,200 we've been able to share that same presence and same grace with the Lord 16 00:01:09,200 --> 00:01:15,360 around us. We have special business tonight with the swearing name of a new 17 00:01:13,040 --> 00:01:19,680 chief. We ask you to bless him in all of his endeavors that you may bless the 18 00:01:17,520 --> 00:01:23,600 hard work and good work of the fire department, police department, and all 19 00:01:21,280 --> 00:01:28,240 of our services here in South Floyd. Watch over us and guide us in our 20 00:01:25,119 --> 00:01:36,000 conversations and in our lives. Amen. Amen. 21 00:01:30,640 --> 00:01:39,000 » Okay, we got a full agenda. Get a motion. 22 00:01:39,680 --> 00:01:45,520 » All in favor? >> Okay, public comment. You got public 23 00:01:43,680 --> 00:01:55,119 comment. Just please stand, give your name, raise your hand. 24 00:01:50,000 --> 00:02:01,600 No comments. Okay. Okay. Moving on. Uh, um, I'm going to got a couple things to 25 00:01:58,399 --> 00:02:10,560 say here. Uh, it's moreformational than anything. 2025 was a very good year for 26 00:02:06,640 --> 00:02:16,400 South, city of South. Uh, couple bumps in the road, but no roadblocks. 27 00:02:13,120 --> 00:02:20,720 Well, completion of the garden hotel and including the ownership, we took over 28 00:02:18,239 --> 00:02:27,440 ownership of it. The Besley building is going down and we've we've uh partnered 29 00:02:24,239 --> 00:02:32,879 with BL 200 to generate a feasibility study for the Garden Hotel in that area. 30 00:02:30,720 --> 00:02:38,080 The city approved the first strategic plan, a capital improvement project, 31 00:02:36,160 --> 00:02:43,840 lift station number one, that'll be over on South Bluff. We're working on that. 32 00:02:41,120 --> 00:02:49,040 We got the plan for it. We partnered with the Illinois Fire Chief Association 33 00:02:45,680 --> 00:02:55,200 to get a sta fire staffing study which come back and uh which ended up with the 34 00:02:52,160 --> 00:03:02,080 fire chief association search which we ended up finding our chief. We'll 35 00:02:58,800 --> 00:03:06,040 discuss that later. Um police pension right now is at 81.81%. 36 00:03:06,080 --> 00:03:16,239 fire pension actually is at over 100%. So we're doing great on that transition 37 00:03:13,040 --> 00:03:23,200 for the new financial system. Uh we use Tyler Technologies, the new new has 38 00:03:20,000 --> 00:03:29,120 helped us out with u almost every facet of our record keeping and everything 39 00:03:25,360 --> 00:03:33,920 else. Our many facility improvements, Donner Drive, the parking lot, we 40 00:03:31,360 --> 00:03:41,280 expanded that parking lot down there. police department had many uh grants, 41 00:03:36,959 --> 00:03:45,519 the $43,000 worth of grants. Uh Adam secured for us and the fire department 42 00:03:43,280 --> 00:03:50,159 had another thousand. Partnered with Craftsman of Character, which is a 43 00:03:48,159 --> 00:03:56,159 summer staff where young people come here and work during the summer and we 44 00:03:53,120 --> 00:04:01,599 get their get the idea of how to run city staffing. in that RBI funds 45 00:03:59,280 --> 00:04:08,080 expanded Manchester Road project that's out there by the new Quick Drip uh 46 00:04:04,480 --> 00:04:13,439 Quickstar employment cleanup uh cleanup uh efforts continue and take strides. We 47 00:04:10,959 --> 00:04:18,639 took three fuel tanks out of uh property on Sherland and two leaking fuel tanks 48 00:04:16,400 --> 00:04:23,280 out of uh property down here on Blackhawk. Massive undertaking of 49 00:04:21,440 --> 00:04:28,880 documents destruction retention. That's we had hundreds of boxes of documents 50 00:04:25,600 --> 00:04:34,639 that were all paper went in and our staff took them and put them put them 51 00:04:30,800 --> 00:04:40,560 all on file now with uh um what is it digital and filing 52 00:04:37,600 --> 00:04:47,600 and um we got an IGA with Rockton Fire District for use of repeat frequency of 53 00:04:44,240 --> 00:04:53,280 improved dispatching services. We had new three new uh businesses open up. 54 00:04:50,880 --> 00:04:57,440 Ross Robertson, we declared him a day and u right now in Northern Michigan, I 55 00:04:55,680 --> 00:05:02,320 guess they're on a 12game winning streak right now. So, they're doing really 56 00:04:59,520 --> 00:05:06,639 well. New construction, Manchester Trails, 19 single families, the duplex 57 00:05:04,880 --> 00:05:12,400 and multifamily. Uh Yellowstone, 13 single families and 58 00:05:09,199 --> 00:05:18,160 four commercial buildings. We annexed Jack Tire and Buff City which is next to 59 00:05:14,960 --> 00:05:23,520 it and and uh code enforcement consistency quality and mun municipal 60 00:05:20,639 --> 00:05:28,720 code enforcement. We uh we hired a firm out of that takes care of that now where 61 00:05:26,639 --> 00:05:35,840 we went through seven or eight different uh code enforcement officers in a matter 62 00:05:30,880 --> 00:05:40,080 of six years. Um we addition we had some two murals put up. One over here 63 00:05:38,160 --> 00:05:47,120 building next to us and then down at the confluence center and uh street sweeper 64 00:05:43,440 --> 00:05:54,320 was one of our larger uh purchases which uh 400,000 we paid for that and it's 65 00:05:50,880 --> 00:05:59,919 brand new and we with our additional 1% sales tax will put us over a million 66 00:05:57,039 --> 00:06:05,440 dollars we'll have add that with our uh MFT funds and we'll have 1.4 4 million 67 00:06:03,039 --> 00:06:13,440 to put into the roads this year. And none of this would be possible without 68 00:06:08,720 --> 00:06:19,120 our staff and uh department heads and and people on the boards and that 69 00:06:16,160 --> 00:06:24,639 and like Don Don's been our financial man for long as I've been here and a 70 00:06:22,880 --> 00:06:30,240 farmer who knows how to take care of the dollar really well. And u Shauna, she's 71 00:06:28,479 --> 00:06:35,520 worked two or three different jobs here. I don't know what job you're working 72 00:06:31,440 --> 00:06:42,319 today, but um she uh not only that being in code, but she's also takes care of uh 73 00:06:38,720 --> 00:06:48,560 our development and and been the star in court for many times uh representing 74 00:06:44,800 --> 00:06:52,400 South Polo. Um, and Jeff, which Jeff is not here right now, but he's another 75 00:06:50,800 --> 00:06:57,840 farmer that takes care of the dollar, and he's uh taking care of our $36 76 00:06:54,960 --> 00:07:03,199 million sewage plant. And >> state wastewater operator of the year, 77 00:07:00,800 --> 00:07:08,800 » was he? I did not know that. Oh, yeah. Wish brought that up. Okay, thank you. 78 00:07:07,199 --> 00:07:15,199 Um, Jeff, uh, and Steve is not here. He's 79 00:07:11,680 --> 00:07:18,880 sick tonight, too. Steve uh he's done many things since he's got 80 00:07:16,960 --> 00:07:23,759 here. He started many projects. He's been able to fix and repair almost 81 00:07:21,599 --> 00:07:29,919 everything that's been busted or or wears out. Plus, he put in new CDL. He 82 00:07:26,960 --> 00:07:35,440 took over that. He he runs his own he gives his own CDL license out which is 83 00:07:32,880 --> 00:07:40,639 saves thousands of dollars when they come to all the boards there. and 84 00:07:37,759 --> 00:07:45,599 Brandon, which is with Fair Graham. They come here and they uh we got him here a 85 00:07:43,039 --> 00:07:49,280 couple days a week. Well, we not now, but we we got your what? Derek. 86 00:07:48,800 --> 00:07:52,639 » Derek. >> Yep. 87 00:07:49,759 --> 00:08:00,160 » Yeah, he's here now. But, uh been with us doing that. Chief, you'll get your 88 00:07:55,840 --> 00:08:06,800 chance, too. with uh Adam. Adam is uh he's worked with uh short staff for for 89 00:08:03,759 --> 00:08:14,960 almost a full year with people being in uh on deployment and plus uh we have new 90 00:08:10,960 --> 00:08:19,680 officers and u doing an excellent job. Tracy as usual, she's been the rock has 91 00:08:17,440 --> 00:08:24,080 always been here forever. Jennifer's always been helping us up 92 00:08:21,919 --> 00:08:29,520 there and doing doing real well. sat right come right into that job and sat 93 00:08:26,639 --> 00:08:37,680 right down and doing a great job. Sonia, which uh is irreplaceable. I think South 94 00:08:35,279 --> 00:08:43,279 has been very lucky to ever hire her because uh brought all this together and 95 00:08:41,120 --> 00:08:49,200 we have been nothing but growing since that time and I appreciate all that and 96 00:08:46,560 --> 00:08:54,959 and our attorneys and their staff. You guys have helped us out. But none of 97 00:08:51,360 --> 00:09:00,320 this, like I say, would be possible without everybody working together as a 98 00:08:56,959 --> 00:09:08,399 team. And we had a very good 2025. And um we look forward to 2026 and the 99 00:09:03,360 --> 00:09:13,760 council to uh Courtney and Kenny, Brian, and Brian. We uh made some tough 100 00:09:11,200 --> 00:09:18,720 decisions this year, and we probably have another year of it before we're 101 00:09:16,080 --> 00:09:26,880 done. But uh I'd like to thank everybody for that. And uh moving on. 102 00:09:24,000 --> 00:09:31,440 All right. Uh we get approve of the minutes of uh we get a motion for 103 00:09:29,440 --> 00:09:36,640 approval of the minutes for uh December 15, 2025 and approval of the minutes for 104 00:09:34,000 --> 00:09:40,560 the public hearing held on December 15, 2025. Get a motion, please. 105 00:09:39,279 --> 00:09:46,240 » Motion second. >> All in favor? I 106 00:09:43,760 --> 00:09:52,399 » uh port of officers finance for play of the claims from December 13, 2025 to 107 00:09:49,440 --> 00:09:55,399 January 2nd, 2026 for the Mono >> $563,251 108 00:09:55,519 --> 00:10:02,000 97. Motion >> second. 109 00:09:59,200 --> 00:10:03,279 » Tracy, please. >> Yes. 110 00:10:02,320 --> 00:10:04,480 » Mr. H. >> Yes. 111 00:10:03,600 --> 00:10:05,680 » Commissioner Morris. >> Yes. 112 00:10:04,800 --> 00:10:06,959 » Mr. >> Yes. 113 00:10:06,000 --> 00:10:10,000 » Mayor Fitzgerald. >> Yes. Attorney's report. 114 00:10:08,640 --> 00:10:14,880 » None tonight. I forgot to mention I just sorry sorry 115 00:10:13,040 --> 00:10:21,360 about this about the people on our boards that work you know like uh police 116 00:10:17,279 --> 00:10:25,279 and fire board and our u and our uh zoning board and our park board. the 117 00:10:23,839 --> 00:10:30,240 people that they don't get paid for anything to be there and they put in 118 00:10:26,720 --> 00:10:35,440 many hours and they and they they are the backbone on a lot of stuff that goes 119 00:10:32,240 --> 00:10:41,040 on around here and I failed to mention them and I'm sorry about that but um 120 00:10:38,800 --> 00:10:43,600 okay no no return report. >> No. 121 00:10:41,360 --> 00:10:48,240 » Okay, Sonia, what do you got? >> Yeah, mayor. Um it's hard to hard to top 122 00:10:46,880 --> 00:10:50,959 all of the accomplishments and the thanks for the staff, but I'll just 123 00:10:49,440 --> 00:10:55,279 second that. Uh it has been a really good year. Uh we're really grateful both 124 00:10:53,760 --> 00:10:59,839 ways. Um you know, the five of you continue to allow our staff to grow and 125 00:10:57,519 --> 00:11:04,320 and do any training that we feel is beneficial for our city. So um 126 00:11:02,480 --> 00:11:07,519 appreciate both ends of the spectrum here. It's been been an honor and a 127 00:11:05,839 --> 00:11:13,200 privilege. I think everyone would agree. Um and then we'll just get right into uh 128 00:11:11,200 --> 00:11:16,959 you'll present Rob, but I I do want to say that these boards, these volunteer 129 00:11:14,880 --> 00:11:21,279 boards are often thankless. A lot of times people don't even know they exist. 130 00:11:18,880 --> 00:11:23,839 Um Rob has has helped the city in a lot of different ways. Wherever there was a 131 00:11:22,560 --> 00:11:27,600 gap, he has always kind of filled that in. Uh so we certainly appreciate that 132 00:11:25,839 --> 00:11:31,040 and and we want to do a better job of thanking people who volunteer to serve 133 00:11:29,200 --> 00:11:34,720 on these boards. So it is our pleasure tonight to thank Rob. And I'll let you 134 00:11:33,279 --> 00:11:38,079 take it from there, mayor, but got a couple things up there. 135 00:11:35,839 --> 00:11:44,160 » Okay, Rob, I know you've been on this board for police and fire board since I 136 00:11:40,959 --> 00:11:48,680 believe what is it July of 2021. Um please come up. I want to 137 00:11:51,920 --> 00:11:55,399 It's been a >> pleasure 138 00:12:08,720 --> 00:12:14,480 in recognition of your dedicated service to the city of South Board of Fire and 139 00:12:12,959 --> 00:12:18,399 Police Commission. Thank you. >> Thank you, sir. 140 00:12:15,040 --> 00:12:18,399 » THANK YOU VERY MUCH. 141 00:12:37,040 --> 00:12:43,160 WE DO WE really and we do appreciate it, Rob. 142 00:12:48,320 --> 00:12:57,519 Okay, now new business. Uh, or not court, uh, new business. Yeah, it is new 143 00:12:55,040 --> 00:13:01,760 business, I guess. Swearing in of our new chief of fire department, Scott 144 00:13:00,240 --> 00:13:10,040 Fiser. Uh, would you present Scott? Would you 145 00:13:06,320 --> 00:13:10,040 come up, please, Scott? 146 00:13:11,279 --> 00:13:15,560 Casey will handle all this. 147 00:13:19,760 --> 00:13:23,079 » In the middle 148 00:13:23,920 --> 00:13:28,560 right now, repeat after me. I, Scott Fisher, 149 00:13:27,600 --> 00:13:30,880 » I, Scott Fischer, >> do solemnly swear 150 00:13:29,680 --> 00:13:33,040 » do solemnly swear >> that I will support 151 00:13:32,000 --> 00:13:36,880 » that I will support >> the Constitution of the United States 152 00:13:34,880 --> 00:13:39,279 » the Constitution of the United States >> the Constitution of the State of 153 00:13:38,480 --> 00:13:41,519 Illinois >> the Constitution of the State of 154 00:13:40,880 --> 00:13:44,160 Illinois >> the Code of Ordinances 155 00:13:42,959 --> 00:13:46,959 » the Code of ordinances >> of the city of South 156 00:13:45,440 --> 00:13:50,160 » of the city of South >> the rules and regulations 157 00:13:48,639 --> 00:13:53,279 » the rules and regulations >> practices and procedures 158 00:13:51,839 --> 00:13:57,279 » practices and procedures >> of the South Boy Fire Department 159 00:13:55,600 --> 00:14:02,160 » of the South Hawaii Fire Department. >> And that I will faithfully discharge 160 00:13:59,760 --> 00:14:06,000 » And then I will faithfully dis discharge >> the duties of a fire chief 161 00:14:03,760 --> 00:14:09,920 » the duties of a fire chief >> of the uh city of South 162 00:14:08,480 --> 00:14:12,560 » of the city of South Po >> to the best of my ability. 163 00:14:11,199 --> 00:14:16,760 » to the best of my ability. >> So help me God. 164 00:14:13,199 --> 00:14:16,760 » So help me God. 165 00:14:24,160 --> 00:14:27,279 » Welcome aboard. 166 00:14:32,000 --> 00:14:35,959 We welcome our new chief. 167 00:14:54,720 --> 00:15:01,760 All right. Thank you, Chief. Welcome aboard 168 00:14:59,040 --> 00:15:07,920 » for many years. Um, okay. B, discuss approve ordinance 169 00:15:05,279 --> 00:15:13,440 2894. approving variance of the required set rear yard setback from 30 ft down to 170 00:15:11,279 --> 00:15:17,920 20 ft for the property commonly known as 325 Oakland Avenue, South Deote, 171 00:15:15,680 --> 00:15:24,160 Illinois, Wnebago County, pin number 0407 1227. 172 00:15:22,000 --> 00:15:28,160 Um, we got a positive recommendation from the zoning board. Can we get a 173 00:15:25,680 --> 00:15:34,279 motion, please? >> Second. 174 00:15:28,959 --> 00:15:34,279 » Um, all in favor, right? 175 00:15:34,800 --> 00:15:37,199 » Yes. Yes, 176 00:15:36,480 --> 00:15:41,600 » Mr. Morris. >> Yes, 177 00:15:39,680 --> 00:15:45,920 » yes, this was about a house that didn't have a backyard to 178 00:15:44,079 --> 00:15:50,800 move in a garage from one side to the other and all that, but it's uh to help 179 00:15:48,399 --> 00:15:56,000 them out. Discuss. Approve ordinance 28.95 180 00:15:52,880 --> 00:16:03,440 amended section 10 base district intent regulation and use and chapter of 118 181 00:16:00,079 --> 00:16:08,399 1118 zoning regarding allowance of auto related uses of a special use in the 182 00:16:05,680 --> 00:16:13,600 commercial retail CR zoning district. Motion please. 183 00:16:10,880 --> 00:16:17,040 » Second. This was about I asked Sean about this because I was kind of 184 00:16:15,199 --> 00:16:24,320 confused why we're doing this, but this was omitted in our rewrite of our code 185 00:16:20,480 --> 00:16:28,880 rewrite. They they left out commercial residential district. So, we're putting 186 00:16:26,399 --> 00:16:35,759 that in there. So, that covers all the all the uh filling stations and what 187 00:16:32,639 --> 00:16:38,800 have you. Okay. Okay. Tracy, please. 188 00:16:37,519 --> 00:16:40,079 » Mr. >> Yes. 189 00:16:39,199 --> 00:16:41,680 » Mr. Morris. >> Yes. apprentice. 190 00:16:41,360 --> 00:16:43,680 » Yes. >> Commissioner Alman, 191 00:16:42,639 --> 00:16:50,720 » yes. Mayor, >> yes. Discuss approve uh resolution 66633 192 00:16:48,399 --> 00:16:56,800 awarding proposal and approving an agreement with uh Geocon Professional 193 00:16:53,839 --> 00:17:00,399 Service LLC for soil boring among various streets within the city of South 194 00:16:58,800 --> 00:17:04,000 Floy. Motion, please. >> Motion second. 195 00:17:02,000 --> 00:17:07,039 » Okay. This is for our new work going to be done, right? 196 00:17:04,720 --> 00:17:10,400 » Yeah, we can touch on you, >> Brandon. 197 00:17:07,520 --> 00:17:14,720 » Yeah, absolutely. So, um, obviously it's on your agenda a little bit later, but, 198 00:17:12,160 --> 00:17:18,319 uh, city staff and the council have identified the road areas that we want 199 00:17:16,319 --> 00:17:23,360 to improve as part of the 2026 construction, uh, projects, both MFTt 200 00:17:20,720 --> 00:17:27,679 and, uh, local funding. Uh, the first step of that is getting pavement cores 201 00:17:25,120 --> 00:17:32,000 completed so we know how much, you know, soil, um, aggregate base and pavement 202 00:17:30,160 --> 00:17:36,080 depth that we're working with. Um, it will also tell us the condition of 203 00:17:33,840 --> 00:17:40,240 those. Um, which will then help fair refine our design and come back to you 204 00:17:38,240 --> 00:17:44,000 guys with very accurate cost estimates um, based on the proposed scope, let you 205 00:17:42,559 --> 00:17:48,160 know if there's anything of concern that we need to be thinking of. Um, but you 206 00:17:46,320 --> 00:17:51,760 know, unless we get back some poor results, which fingers crossed we do 207 00:17:49,840 --> 00:17:56,720 not. Um, this is basically just going to substantiate our uh, preliminary um, 208 00:17:55,280 --> 00:18:00,480 scoping that we have done for the roadway projects. So, uh, Geocon 209 00:17:58,880 --> 00:18:05,200 Professional Services, there's a company that Fair Graham uses, um, fairly often. 210 00:18:03,200 --> 00:18:08,720 We had the city, um, actually coordinate getting contract contracted with them 211 00:18:07,120 --> 00:18:13,360 directly to help save some of those costs and, uh, I believe that Geocon is 212 00:18:11,360 --> 00:18:16,880 proposing to get us the report back on those within four weeks of 213 00:18:14,559 --> 00:18:19,919 authorization. So, should be full speed ahead. 214 00:18:17,520 --> 00:18:23,840 » I just have one question. The the missing metals is on there, right? We've 215 00:18:22,080 --> 00:18:28,480 already done some work. We just need to finish that work. 216 00:18:24,880 --> 00:18:31,200 » Correct. Um why why do core samples there? We know we already have we're 217 00:18:30,160 --> 00:18:36,080 already going to do the work. >> Yep. So uh the reason being is uh when 218 00:18:34,240 --> 00:18:41,760 subdivisions are built there's numerous plats and they are not constructed or 219 00:18:39,600 --> 00:18:44,880 the same way every single time. In theory, yes, they should be. The city 220 00:18:43,280 --> 00:18:48,640 standards have always been the same. I can tell you firsthand experience in um 221 00:18:47,200 --> 00:18:52,080 you know actually in South Bully and Rosco. You will drive a road, there will 222 00:18:50,720 --> 00:18:55,600 be a seam in the pavement and then that's where the next plat picked up and 223 00:18:53,760 --> 00:19:00,240 you will get two different asphalt thicknesses in those two sections. So, 224 00:18:58,000 --> 00:19:04,320 um we did after talking with Sonia Fair actually was proposing numerous more 225 00:19:02,000 --> 00:19:07,039 locations. After some talking, we reviewed the old paper course from the 226 00:19:05,760 --> 00:19:10,000 other section. We said, "Okay, we can cut this down, help save some costs a 227 00:19:08,640 --> 00:19:13,840 little bit, but this is at least the bare minimum for us to um feel 228 00:19:12,080 --> 00:19:18,000 comfortable about the the preliminary skill." And I'm assuming, correct me, 229 00:19:15,760 --> 00:19:20,720 but I'm assuming it helps give the estimate a little bit more accuracy. 230 00:19:20,160 --> 00:19:24,720 » Correct. >> 100%. Yep. And that way, we're not just 231 00:19:22,799 --> 00:19:28,559 waiting for bidding time. That way, we will be able to refine that even before 232 00:19:26,480 --> 00:19:31,840 we start the design and tell the city, you know, Yep. based on our our 233 00:19:30,240 --> 00:19:34,880 preliminary understanding, we're okay here. Or if we, you know, we get paper 234 00:19:33,679 --> 00:19:38,799 cores back, we shouldn't in the Misty Meadow subdivision, but say the downtown 235 00:19:36,559 --> 00:19:42,320 area, the Wheeler House. Um, if we come back and we see a road that has, you 236 00:19:40,320 --> 00:19:45,679 know, 2 in of stone base, well, we might need to actually pivot and not be able 237 00:19:43,919 --> 00:19:48,320 to just resurface that road. We might need to start planning for 238 00:19:46,640 --> 00:19:52,000 reconstruction. And then at that point, we can start refining the scopes of the 239 00:19:49,840 --> 00:19:54,960 intended projects and um move forward with what you guys would like to would 240 00:19:54,000 --> 00:19:59,679 like to see. >> If we have reconstru if there's let's 241 00:19:56,880 --> 00:20:01,840 say you have that happen, will you skip that road this year and then come back 242 00:20:01,200 --> 00:20:05,280 and do it? >> Probably. That is what we recommend. 243 00:20:03,520 --> 00:20:09,280 Yeah, because there would be some actually quite a bit of additional 244 00:20:06,559 --> 00:20:12,160 design that would be required. Um, you know, then at that point you're looking 245 00:20:10,559 --> 00:20:17,039 at all the underground, you know, storm sewer, sanitary sewer, things like that. 246 00:20:14,559 --> 00:20:20,400 Um, so yeah, that's probably what we we would recommend just to keep the project 247 00:20:18,559 --> 00:20:23,400 moving, be able to still fit it in the spring. 248 00:20:23,600 --> 00:20:29,039 » You know, when the state comes through to to update our stretch of Highway 2, 249 00:20:28,000 --> 00:20:34,400 this has been something that they've been working on for 15 years. So, in a 250 00:20:31,360 --> 00:20:38,320 perfect world, um, have a lot of time to to engineer, to acquire property, if 251 00:20:36,559 --> 00:20:41,520 there's a a turn lane that needs to be adjusted, there's all these things that 252 00:20:39,840 --> 00:20:45,440 go into years and years of preparing. And we have gotten into a bad habit of 253 00:20:43,360 --> 00:20:48,640 expecting our engineering team to turn a project around in a year. It puts us 254 00:20:47,120 --> 00:20:52,880 under the gun, and we know that these roads are in pretty bad shape. Um, so 255 00:20:50,880 --> 00:20:56,799 that's why we're also doing so many, can you talk to how much it usually costs us 256 00:20:55,120 --> 00:21:01,840 to do a summer's worth of projects and why are we doing all these projects 257 00:20:58,559 --> 00:21:04,880 right now? Um, so yeah, I I don't have the numbers off the top of my head. I 258 00:21:03,679 --> 00:21:09,679 want to say that we're saving somewhere in in the range of 40% by not advancing 259 00:21:07,760 --> 00:21:13,200 these pavement cores, you know, one neighborhood by one neighborhood 260 00:21:11,039 --> 00:21:17,039 individually. Um, the city is getting a substantial discount by doing a more 261 00:21:15,280 --> 00:21:21,520 exploratory. I think we're doing them over in the the eighth center and rub 262 00:21:19,280 --> 00:21:24,960 area to plan for future projects as well. Those paper cores will be good 263 00:21:23,200 --> 00:21:28,559 forever. you know, unless the city decides to improve those roads um on 264 00:21:27,120 --> 00:21:31,840 their own, you know, that pavement section should should stay the same. So, 265 00:21:30,320 --> 00:21:35,520 this this pavement core data that we're getting now, we'll be able to use, you 266 00:21:34,000 --> 00:21:39,919 know, we'll be able to use that for the design um you know, pretty much any 267 00:21:37,919 --> 00:21:42,400 time. So, if the city can decide yes, we're going to move forward with these 268 00:21:40,880 --> 00:21:45,840 roads, we got it. If they want to say nope, we're going to shelf that project, 269 00:21:44,000 --> 00:21:50,400 we can come back in 10 years and get that same data and um we don't have to 270 00:21:47,760 --> 00:21:54,400 do it do it again and reinvent it. >> So, having the 1% money for five years 271 00:21:53,039 --> 00:21:57,440 guarantees us that we're going to get to these programs. Normally, we would only 272 00:21:56,000 --> 00:22:02,400 be able to bite off one. >> Well, we'd only have around 400,000 to 273 00:22:00,400 --> 00:22:08,159 work with, but now we got a million point three or four by the time we get 274 00:22:04,880 --> 00:22:12,240 all done with this. So, we should uh in five years there should be a lot of 275 00:22:09,520 --> 00:22:16,640 roads looking pretty good. And I want to remind people too is uh every time we 276 00:22:15,120 --> 00:22:22,320 start about talking about roads, everybody said brings up Black Lock and 277 00:22:18,880 --> 00:22:28,720 Gardener and 251. They're not our roads. Those are state roads. They own them. We 278 00:22:26,240 --> 00:22:34,559 patch them. That's all we do. And we can't do nothing unless we work with 279 00:22:32,000 --> 00:22:41,600 them to even patch them. We got to get the case for everything. So, uh I know 280 00:22:38,240 --> 00:22:46,640 uh the 1.4 million that we got to go on our roads will not go in out here. We'll 281 00:22:44,960 --> 00:22:53,440 be driving on them just like everybody else is until the state decides so that 282 00:22:49,280 --> 00:22:56,480 uh to step up and repave it and fix it the way they should do. But uh it's the 283 00:22:55,919 --> 00:23:01,919 way it is. >> I also just want to point out this I 284 00:22:58,720 --> 00:23:06,880 think at least points to me the the you know fostering responsibility f 285 00:23:05,200 --> 00:23:11,919 responsibility fostering the money that we've gotten from the state on this um 286 00:23:09,520 --> 00:23:15,679 on the 1% sales tax. This is showing that we're being responsible with it and 287 00:23:13,679 --> 00:23:19,919 and have a plan in place on what we're going to do with these roads. Um, and 288 00:23:17,760 --> 00:23:24,480 not just, you know, spend it willy-nilly on our best friend's cousin's street or 289 00:23:22,480 --> 00:23:29,840 whatever. We have an actual plan and putting that in place. So, I think that 290 00:23:26,480 --> 00:23:34,799 is something to be recognized as well. >> We else 291 00:23:32,799 --> 00:23:37,799 Tracy, please. >> Yes. 292 00:23:39,520 --> 00:23:48,480 » Yes. Discuss approve resolution 6664 approving the master service agreement 293 00:23:44,400 --> 00:23:52,360 with infosen inc. Is that right? Close enough motion. 294 00:23:53,200 --> 00:23:57,280 » Sorry. >> Um, who wants this? 295 00:23:56,080 --> 00:24:01,280 » I can do this one. Mayor. >> Okay. 296 00:23:58,240 --> 00:24:08,720 » We have a 60month lease for our postage machine and envelope stuffing machine. 297 00:24:05,039 --> 00:24:12,720 Um, this is this is only going to impact the machine that does our folding and 298 00:24:10,880 --> 00:24:17,279 stuffing of the envelopes. We will still have a renewal for 60 monthly for the 299 00:24:15,039 --> 00:24:21,840 postage machine, but the other machine we are looking at removing it. Infoend 300 00:24:19,360 --> 00:24:27,200 would outsource the printing and the stuffing and the mailing of our utility 301 00:24:24,799 --> 00:24:31,760 bills. Um, if we were using this machine for more than one purpose outside of 302 00:24:29,520 --> 00:24:37,200 sewer utility billing, it probably would be a good use of space. Um, but really 303 00:24:34,400 --> 00:24:41,120 it saves us about $15,000 a year by outsourcing the printing and the 304 00:24:38,640 --> 00:24:45,760 stuffing. We had a cheat sheet in the packet which basically kind of goes 305 00:24:43,200 --> 00:24:49,600 through each category and it shows the difference between how much we spend and 306 00:24:47,760 --> 00:24:54,880 how much we would spend by outsourcing it. Uh, but the postage alone is a 307 00:24:52,080 --> 00:25:00,080 significant savings. Also, the machine jams a lot and has issues a lot. Uh, 308 00:24:57,679 --> 00:25:03,520 it's very loud. It's not a fun thing to have going in city hall during the 309 00:25:01,520 --> 00:25:07,520 dayto-day business hours. Um, and it would save Jennifer at least eight hours 310 00:25:05,520 --> 00:25:11,520 a month in standing at that machine, calling a tech and having them come out. 311 00:25:09,120 --> 00:25:14,880 So, we we did about two months ago ask Laura if she would dive into our 312 00:25:13,200 --> 00:25:18,480 agreement, make sure that we weren't doing anything early with picky bows for 313 00:25:16,720 --> 00:25:21,840 the machine, but once that lease is up in February, would you want to swap it 314 00:25:20,159 --> 00:25:25,919 out and start outsourcing our building now that we have Tyler Technologies? 315 00:25:24,000 --> 00:25:28,720 This is one of those things that uh we are capable of doing. You know, some 316 00:25:27,440 --> 00:25:32,240 people have asked, why didn't we do this 60 months ago, but the truth is that 317 00:25:30,720 --> 00:25:35,440 maybe it would have not been possible unless we had the PDF version of the 318 00:25:33,919 --> 00:25:42,720 bills to be able to send to an outside company. They are based in Carol Stream, 319 00:25:39,440 --> 00:25:45,760 I think, where there is a postal there's a post office there. All of our mail, we 320 00:25:44,400 --> 00:25:48,799 bring our mail to the post office goes to Carol Stream and that goes back out 321 00:25:47,360 --> 00:25:52,559 to our residents in South Deote, which is kind of crazy. But in Carol Stream, 322 00:25:50,880 --> 00:25:56,960 they actually have a postal worker, a United States postal worker at their uh 323 00:25:55,120 --> 00:26:00,960 printing and publishing warehouse. So someone stands there, they get the tote, 324 00:25:58,640 --> 00:26:05,039 they bring it. We currently have Jeff come from the treatment plant, pick up 325 00:26:02,799 --> 00:26:08,640 six totes of mail, carry them to the post office. We have to get them there 326 00:26:06,559 --> 00:26:12,720 by 3:30 or that machine's done and it messes up the postage. It's all a a 327 00:26:11,279 --> 00:26:16,240 mess. And honestly, we've been waiting for this 60-month renewal to come up so 328 00:26:14,400 --> 00:26:18,640 we could explore other options. But I'm just thrilled that we found one that's 329 00:26:17,360 --> 00:26:21,679 going to end up saving the city about $50,000 a year. 330 00:26:20,080 --> 00:26:26,000 » You know, they explained to me if you want to put a a flyer in there and that 331 00:26:24,080 --> 00:26:29,440 you can add it to it and yes, >> it's no problem. So, 332 00:26:28,480 --> 00:26:35,919 » I did have a question. >> Yes, I we all know that the USPS is 333 00:26:32,559 --> 00:26:42,640 somewhat unreliable at times. Um I'm wondering, have we set up the ability 334 00:26:37,840 --> 00:26:46,000 for uh PDF or email uh sewer bills? So, we do have lots of different ways that 335 00:26:44,240 --> 00:26:48,480 people can receive their bills and pay their bills. They're all on the back 336 00:26:47,200 --> 00:26:54,080 side, right? Is that the best way, Jennifer? Um, but also now we have a lot 337 00:26:52,159 --> 00:26:57,840 of companies that people own rental properties or um in the in the mobile 338 00:26:56,159 --> 00:27:00,880 home park, one person gets the bills and the next month somebody else gets the 339 00:26:58,960 --> 00:27:04,960 bills. If people log in, they can send the email version of the bill to anyone 340 00:27:02,640 --> 00:27:08,640 that they want. Um, we can add a hundred emails in there so that everyone can can 341 00:27:07,279 --> 00:27:12,880 have access to that. The other thing that Tyler has given us permission to do 342 00:27:10,240 --> 00:27:17,679 isum or the ability to is we can set up all these different flags in Tyler. So 343 00:27:14,799 --> 00:27:22,960 now if we ever want to send a flyer home only to people um live inside city 344 00:27:20,400 --> 00:27:27,279 limits about open burn fine we can flag that whatever flags exist in Tyler we 345 00:27:25,520 --> 00:27:31,120 can use those with info send to send them out to just those people. So if we 346 00:27:29,120 --> 00:27:34,080 want to pick if we had 14 zip codes we can pick two zip codes and send 347 00:27:32,320 --> 00:27:38,880 something only to those people. Whatever flags exist in Tyler now for the future 348 00:27:36,559 --> 00:27:43,039 um this will give the city the option to to make use of that technology. 349 00:27:43,360 --> 00:27:48,480 Well, Tracy, please. >> Yes. 350 00:27:46,480 --> 00:27:49,600 » Commissioner Adman. Yes. Commissioner. Yes. 351 00:27:48,799 --> 00:27:54,000 » Mr. Morris. >> Yes. 352 00:27:50,960 --> 00:27:58,640 » Yes. Uh, discuss approve resolution 6665. Approving a service proposed 353 00:27:56,720 --> 00:28:04,720 agreement with Fair Graham to provide engineering services for 2026 street 354 00:28:01,760 --> 00:28:07,919 program local funds portion. Motion, please. 355 00:28:06,399 --> 00:28:12,480 Second, >> Brandon. 356 00:28:09,679 --> 00:28:16,799 » Absolutely. Okay. So, um I apologize. This the local funds for the fairground. 357 00:28:14,480 --> 00:28:20,000 Okay. So, um I'll just do an overview of both of them and then if more questions 358 00:28:18,159 --> 00:28:23,520 come up during the MFT side of things, um I can answer those. Uh but 359 00:28:21,679 --> 00:28:29,200 essentially in your package, you should see a breakdown um of a spreadsheet and 360 00:28:26,320 --> 00:28:33,440 Excel document titled Southwood 2026 streets program preliminary estimates of 361 00:28:31,039 --> 00:28:39,039 cost. Um what that is is a breakdown between our MFT project and our local 362 00:28:37,039 --> 00:28:43,440 funded um with a 1-centent sales tax project. Um due to the split funding 363 00:28:41,919 --> 00:28:48,799 sources for this upcoming year's project, um I do DOT specifically with 364 00:28:46,480 --> 00:28:52,880 MFT funds, we cannot incorporate local funding into an ID dot contract. So we 365 00:28:50,720 --> 00:28:56,960 had to split split these up between two. The fair contract that is on your agenda 366 00:28:55,200 --> 00:29:01,200 for today is for the local portion of the project, which is basically all of 367 00:28:58,720 --> 00:29:02,960 the roads around the Wheeler House. Um and 368 00:29:01,679 --> 00:29:04,960 » let's name them because this is fun, right? 369 00:29:03,279 --> 00:29:09,679 » Okay, perfect. So I will go through the list really quick. Um, we have Le 370 00:29:06,880 --> 00:29:14,159 Terrace, Himway Place, Montgomery Street, Caswell Street, Salmon Avenue, 371 00:29:13,039 --> 00:29:20,720 Salman, I'm not sure how that's pronounced. Salman, um, Allen Avenue, 372 00:29:17,760 --> 00:29:24,880 South Park Avenue, Wheeler Avenue, Washington Street, and Thompson Street. 373 00:29:23,279 --> 00:29:29,279 Uh, there are also maps that you guys will see in your packets. It is 374 00:29:26,880 --> 00:29:34,640 basically everything south of Washington Street um right next right just north of 375 00:29:32,000 --> 00:29:38,080 the Wheeler House um excluding Eastern Avenue. Obviously we talked about that 376 00:29:36,399 --> 00:29:41,120 project. That's one that needs to be a full reconstruction. We're doing some 377 00:29:39,520 --> 00:29:44,480 sewer televising things like that. So that is not included in this scope, but 378 00:29:42,799 --> 00:29:49,520 basically all of the other roads around that area we are including um to be 379 00:29:46,880 --> 00:29:53,440 improved. It is a split. Uh again in your maps you will see there's both red 380 00:29:51,039 --> 00:29:57,600 and blue highlights. The red highlight is what we call a full depth 381 00:29:54,960 --> 00:30:01,039 reclamation, which is a a process where the contractor will grind up the 382 00:29:59,200 --> 00:30:04,399 existing road, overlay it with new asphalt, and the grindings and the 383 00:30:02,720 --> 00:30:10,399 existing materials turn into new base material. Um the uh we're doing all of 384 00:30:07,679 --> 00:30:14,960 that in the areas we do not have curbon gutter. Um because we are elevating or 385 00:30:12,640 --> 00:30:18,399 increasing the road profile by 2 in. If you have curbon gutter, obviously you're 386 00:30:16,399 --> 00:30:22,000 not just going to well, you shouldn't um lay the asphalt into the uh into the 387 00:30:20,159 --> 00:30:26,000 gutter. So, um, we are proposing that scope on those roads that will really 388 00:30:23,679 --> 00:30:29,679 beef them up. And then on the the blue highlighted areas, that is where we have 389 00:30:27,679 --> 00:30:33,679 curbing gutter, what we call an urban cross-section. We are proposing a mill 390 00:30:31,679 --> 00:30:37,200 and overlay, which is more of a standard process that we've done um on some of 391 00:30:35,679 --> 00:30:41,919 the other roads like over in the Hayes Avenue subdivision or the Hayes Haze 392 00:30:39,440 --> 00:30:48,240 Avenue area um and some of our other Kirkland roads over the years. So the 393 00:30:45,120 --> 00:30:54,320 proposal for fair grand for a doing the design of those roads uh is in front of 394 00:30:51,360 --> 00:30:58,559 you at a cost of $51,300. Um again that is all of the design at 395 00:30:56,640 --> 00:31:03,039 this point. Uh Sheriff Grant did not think it was conducive to include 396 00:31:00,960 --> 00:31:08,480 construction engineering services and materials testing services until we get 397 00:31:05,600 --> 00:31:11,360 bids back after the design one because we're waiting on pavement cores and we 398 00:31:09,919 --> 00:31:15,279 want to know exactly what you know what we're designing and what we're moving 399 00:31:12,480 --> 00:31:19,520 forward on. Um, but two, once we get bids opened as part of this project, we 400 00:31:17,840 --> 00:31:24,000 can then come back to the city based on the the overall 401 00:31:21,679 --> 00:31:26,960 uh proposed bid cost and give you guys a more accurate number of what our 402 00:31:25,200 --> 00:31:30,320 engineering services would be. Otherwise, what we would do is we would 403 00:31:28,399 --> 00:31:34,960 take this preliminary estimate to generally around 6% of the overall cost 404 00:31:32,559 --> 00:31:38,960 for the construction observation um needs. And if we end up getting bids 20% 405 00:31:37,600 --> 00:31:41,840 less, instead of having to go through and revise the agreement, we just 406 00:31:40,399 --> 00:31:44,960 thought, hey, let's just wait, go through the bidding process, and then 407 00:31:43,279 --> 00:31:49,760 we'll we'll follow up with that. So, what you have in front of you is simply 408 00:31:46,799 --> 00:31:54,320 the design engineering for the local um the local streets essentially. And the 409 00:31:52,559 --> 00:31:58,080 next item under the MFT, you will see we've included everything all in. I'll I 410 00:31:56,720 --> 00:32:03,360 can explain that when that item comes up. But that is the quick five minute 411 00:32:02,000 --> 00:32:07,519 summary. So, if you guys have any questions, I'd be more than happy to 412 00:32:04,559 --> 00:32:12,760 answer them. Um but fair obviously uh thanks you guys for the opportunity to 413 00:32:08,960 --> 00:32:12,760 submit a proposal to this. 414 00:32:12,960 --> 00:32:17,600 » Okay Tracy please. >> Yes. 415 00:32:15,760 --> 00:32:19,039 » Commissioner Hington. >> Yes. 416 00:32:18,000 --> 00:32:23,679 » Commissioner. >> Yes. 417 00:32:20,799 --> 00:32:29,039 » And that'll be yes. And here we go. Discuss approved resolution 666. the 418 00:32:26,720 --> 00:32:34,480 proven uh services proposed agreement with fair Graham to provide engineering 419 00:32:31,360 --> 00:32:38,240 service for 2026 street program MFTt funds portion 420 00:32:36,480 --> 00:32:41,120 » motion move second 421 00:32:39,760 --> 00:32:45,039 » and go ahead >> all right perfect so I I'll try to 422 00:32:43,279 --> 00:32:48,799 shorten this one um essentially the roads that we are looking at doing uh as 423 00:32:46,960 --> 00:32:52,559 we mentioned earlier there is the rest of the Misty Meadow subdivision um about 424 00:32:50,960 --> 00:32:56,960 half of those roadways were improved as part of the 2023 project we would like 425 00:32:54,799 --> 00:33:01,039 to come in do the same exact scope um full depth reclamation get those roads 426 00:32:59,039 --> 00:33:05,039 um completed that way hopefully the city doesn't have to go back and touch those 427 00:33:02,240 --> 00:33:09,279 for another 15 20 years. So um those are the roads that we are doing. Uh the as 428 00:33:07,919 --> 00:33:14,480 far as what you have in your packet before you you will see quite a few I do 429 00:33:11,279 --> 00:33:18,159 forms um three specifically. Um one is the resolution for maintenance under the 430 00:33:16,480 --> 00:33:23,440 Illinois Highway Code that is the BLR14220. 431 00:33:21,120 --> 00:33:27,760 Essentially, just like a local or local resolution, this is a resolution that 432 00:33:25,600 --> 00:33:32,240 the state requires when using NFTt funds to basically say here's the money that 433 00:33:29,519 --> 00:33:40,360 we expect to spend on this project in the upcoming year. Um, so that is a 434 00:33:34,640 --> 00:33:40,360 total all-in cost of $698,350. 435 00:33:42,159 --> 00:33:49,600 The there's another I do form titled the local public agency general maintenance 436 00:33:47,760 --> 00:33:53,440 estimate of maintenance cost that is BLR14222. 437 00:33:51,679 --> 00:33:57,240 In that you will see how we get that overall number of $698,350. 438 00:33:57,279 --> 00:34:04,000 Construction costs at this stage are estimated to be 610,000. 439 00:34:01,440 --> 00:34:09,040 The engineering preliminary engineering design services uh we are just so you 440 00:34:06,240 --> 00:34:13,919 know we are capped at 5% of the overall uh cost estimate of the project. uh that 441 00:34:11,119 --> 00:34:17,280 is $31,750. The engineering inspection or the 442 00:34:15,599 --> 00:34:22,720 construction observation, we are capped at 6% of the preliminary estimated cost. 443 00:34:20,079 --> 00:34:26,000 That is $36,600. And then materials testing, there's no 444 00:34:24,560 --> 00:34:30,399 cap for that, but what we've done is we've looked at past um projects, came 445 00:34:28,320 --> 00:34:34,879 up with a budget amount that we feel is um a safe number. We will then likely go 446 00:34:33,200 --> 00:34:39,040 through Geocon Professional Services who's doing the uh the payment course 447 00:34:36,560 --> 00:34:43,280 for the project. And once we have a final set scope and we go out for bid, 448 00:34:41,040 --> 00:34:47,119 we will ask Geocon for a proposal for that. Um just to let you know, this is 449 00:34:45,200 --> 00:34:51,359 this 20,000 for this that is not something that we will build unless it's 450 00:34:49,200 --> 00:34:55,440 obviously used. So that will only be um build based on what is actually 451 00:34:52,879 --> 00:34:59,440 submitted from Geocon. So the preliminary engineering is a is a lump 452 00:34:57,599 --> 00:35:03,440 sum approval to get the design completed. The engineering inspection or 453 00:35:01,760 --> 00:35:07,359 the construction observation is a time of materials. We will only use that if 454 00:35:05,280 --> 00:35:10,880 we need to. We always handle it in a part-time inspection basis. And then 455 00:35:09,359 --> 00:35:16,560 same with the materials testing. That is a a time and materials um service for 456 00:35:13,280 --> 00:35:23,359 that as well. So um all in all of those those costs included $698,350. 457 00:35:20,720 --> 00:35:26,640 Um so then finally the last form that you will not sure what order they're in. 458 00:35:25,040 --> 00:35:32,079 I apologize but you will also see the maintenance engineering to be performed 459 00:35:28,560 --> 00:35:35,920 by a consulting engineer BLR05520 but that is just an I do version of the 460 00:35:34,320 --> 00:35:41,119 engineering agreement we have to use their forms in order for us to um 461 00:35:38,000 --> 00:35:45,680 utilize MF funds. So overall it's a resolution of uh allocating the money 462 00:35:43,440 --> 00:35:50,320 and allowing the city to spend the money for MF dollars. It is a breakdown of all 463 00:35:47,920 --> 00:35:53,440 the individual costs as the maintenance costs and then is the engineering design 464 00:35:51,839 --> 00:35:56,640 agreement. That's before we put the road in. 465 00:35:55,839 --> 00:36:01,280 » I'm sorry. >> That that doesn't include the road. 466 00:35:58,880 --> 00:36:05,280 » No, no, that's 698,000 will include all of those. 467 00:36:02,000 --> 00:36:08,320 » Yeah. 610,000 of that is the the actual construction. 468 00:36:06,000 --> 00:36:11,680 » Okay. All right. That's I want that. >> Yeah. No, that is definitely not 469 00:36:10,320 --> 00:36:13,680 » I was going to say >> the reason that there was two different 470 00:36:13,040 --> 00:36:16,480 processes, >> right? I just want to make sure that 471 00:36:15,119 --> 00:36:19,119 everybody knows what we're talking about. 472 00:36:16,880 --> 00:36:24,160 » Yeah. I do requires that resolution to be their own when you're spending I do 473 00:36:21,200 --> 00:36:29,200 money. So we have NFT chunk and then this the section we're going to do% 474 00:36:27,839 --> 00:36:32,720 » and I'm sorry one more thing that I should add. Um so obviously these are 475 00:36:30,640 --> 00:36:37,680 preliminary estimates. If we get bids back and the costs come in lower than 476 00:36:35,599 --> 00:36:40,800 what is anticipated um there's nothing that we need to do. We can still move 477 00:36:39,200 --> 00:36:44,000 forward at the end of the project. We will do what's called a final uh 478 00:36:42,240 --> 00:36:48,240 authorization change order that basically um balances all of the money. 479 00:36:46,480 --> 00:36:52,079 We send that into I do and then they retroactively update the city's MFT 480 00:36:50,320 --> 00:36:57,280 records to say no, we didn't spend 698,000, we spent 690,000. If we get 481 00:36:55,119 --> 00:37:00,800 bids back that are higher than that, the city will have to either consider 482 00:36:58,960 --> 00:37:03,680 reducing the scope or passing what's called a supplemental resolution 483 00:37:02,560 --> 00:37:07,520 essentially just like you're seeing here, but it's a supplement to say, hey, 484 00:37:05,839 --> 00:37:10,720 we don't want to reduce scope, but we do want to spend more NFT dollars to get 485 00:37:09,040 --> 00:37:15,119 this done. Or the option that you could fund it locally as well if you wanted 486 00:37:12,720 --> 00:37:19,680 to. So, couple different options there. um pretty 487 00:37:16,400 --> 00:37:23,119 » sorry one thing but one other thing um the although we have two separate 488 00:37:21,520 --> 00:37:26,560 agreements for these projects we will be bidding them together as one to get some 489 00:37:24,800 --> 00:37:30,079 better economies of scale so that'll be something that fair just does in house 490 00:37:28,560 --> 00:37:34,240 um we'll track our time accordingly for each project but then when we go out for 491 00:37:31,760 --> 00:37:37,839 bid we will have one unified plan set to get better pricing from the city 492 00:37:35,920 --> 00:37:39,760 » pretty slim chance of coming in under isn't it 493 00:37:38,320 --> 00:37:42,400 » we're usually pretty conservative with our estimates we don't want to have to 494 00:37:41,040 --> 00:37:45,040 make the city you know put everything to a halt have to come back and approve 495 00:37:44,000 --> 00:37:48,640 additional monies Um, so yeah, I I you know, we don't have 496 00:37:47,040 --> 00:37:52,880 a crystal ball. We're not really sure, but we do use uh usually the past at 497 00:37:51,040 --> 00:37:56,720 least three previous three years worth of pricing and that's how we develop our 498 00:37:54,960 --> 00:37:59,119 estimate. So we've got a pretty good pretty good tab on where contract 499 00:37:58,320 --> 00:38:04,079 pricing will fall. >> Well, with this extra money that we're 500 00:38:01,280 --> 00:38:07,440 from the 1%, it's going to cost us more for engineering because we're doing more 501 00:38:05,599 --> 00:38:14,560 business. We're doing more roads. We're doing uh and u so it's uh sounds like a 502 00:38:12,320 --> 00:38:18,079 lot which is but it's something we have to do to get these roads done. 503 00:38:16,640 --> 00:38:21,280 » The roads have been neglected for as long as they 504 00:38:18,640 --> 00:38:24,880 » Yeah. And we've getting miles done now. We've for the last couple of years we've 505 00:38:23,280 --> 00:38:31,359 really been going good and this this will really help out this this 1%. 506 00:38:28,560 --> 00:38:33,920 Anybody else? >> Tracy, please. 507 00:38:33,520 --> 00:38:36,079 » Yes. >> Commissioner Morris. 508 00:38:34,800 --> 00:38:38,480 » Yes. Apprentice. >> Yes. 509 00:38:37,280 --> 00:38:43,839 » Yes. >> Yes. Discuss approval awarding request 510 00:38:40,800 --> 00:38:47,240 for proposal for a strategic plan. Get a motion, please. 511 00:38:49,040 --> 00:38:53,680 » Yes, ma'am. >> We are absolutely thrilled to be putting 512 00:38:52,240 --> 00:38:57,680 this on the agenda. We're going to try really hard to stay on track. Um I feel 513 00:38:55,760 --> 00:39:01,440 strongly that the the council who supports 514 00:38:59,440 --> 00:39:04,480 funding a strategic plan should be here when the strategic plan kind of goes 515 00:39:03,200 --> 00:39:09,440 into action. So, I'm going to work really to have this be our 2026 primary 516 00:39:07,200 --> 00:39:13,359 goal to try to get this plan in place while the five of you are here um and 517 00:39:11,599 --> 00:39:18,400 let that get under your belt. But uh we had six proposals. They were all pretty 518 00:39:16,000 --> 00:39:23,520 similar in scope. Um we created a committee of three people for the review 519 00:39:20,240 --> 00:39:28,240 team uh that consisted of Roxani from our legal team and also Manny Nelson who 520 00:39:26,079 --> 00:39:31,839 helped with our uh retention and destruction process. She's been a first 521 00:39:29,760 --> 00:39:37,599 time employee for us for the last year. So, the three of us uh reviewed these. 522 00:39:34,320 --> 00:39:42,400 You have in your packet a summary of the six proposals that we received and how 523 00:39:40,079 --> 00:39:47,680 much their total proposal was. And then you also have in your packet a green 524 00:39:44,640 --> 00:39:53,040 score sheet that has uh all of our for each category, basically a blank 525 00:39:50,079 --> 00:39:57,200 template of how we scored plans that came in. But we are thrilled to 526 00:39:55,359 --> 00:40:01,760 recommend the NIU Center for Governmental Studies. We feel like this 527 00:39:59,119 --> 00:40:06,960 is really their jam. And also they were uh the lowest responsive bid with the 528 00:40:03,760 --> 00:40:11,280 exception of one who failed to include out ofate travel costs. So we know that 529 00:40:09,599 --> 00:40:16,000 um they would have ended up being the lowest responsive. 530 00:40:13,760 --> 00:40:21,040 So I'm happy to to answer any questions about it. Uh but basically uh this is a 531 00:40:18,400 --> 00:40:24,960 plan that for the first time uh the city is going to invest some energy into 532 00:40:23,040 --> 00:40:28,880 really putting benchmarks in place to help us achieve some of those uh 533 00:40:26,880 --> 00:40:32,240 overarching goals. Um it's really easy for me to do uh reviews every year of 534 00:40:30,880 --> 00:40:35,359 our department heads and tell them how great they're doing, but if it doesn't 535 00:40:33,760 --> 00:40:38,320 line up with where our city is trying to get to, it's almost kind of like, hey, 536 00:40:37,040 --> 00:40:43,040 good job guys. We're doing great because we said so. You know, we want to plan. 537 00:40:40,880 --> 00:40:46,640 We want to get a pulse of all of our residents and and get their priorities. 538 00:40:44,800 --> 00:40:50,960 We want to put those on paper. Um, so this is a very thorough plan. It does 539 00:40:48,560 --> 00:40:54,800 include a lot of public involvement. So we'll do various types of outreach. But, 540 00:40:52,960 --> 00:40:58,240 um, I don't know. I'm excited. Anybody who sits in this seat in the future is 541 00:40:56,640 --> 00:41:01,440 going to want some kind of plan. And I think the department heads that show up 542 00:40:59,680 --> 00:41:04,640 year after year after year and continue to pour their heart and soul into this 543 00:41:02,800 --> 00:41:07,839 place. Uh, they deserve to have some benchmarks before them and and be able 544 00:41:06,160 --> 00:41:11,280 to hit those and know that they're doing a great job. So, I am very appreciative 545 00:41:10,000 --> 00:41:15,359 of this. I know it's been a long time coming. Uh, we've been talking about it 546 00:41:13,040 --> 00:41:20,800 and kind of preparing for it. And so I think that for $28,000 the proposal from 547 00:41:18,480 --> 00:41:24,400 NIU uh is just under budget. I think we budgeted 30. Is that right down? Did 548 00:41:22,880 --> 00:41:28,160 that sound right? We we did have this pencil in as a capital project for this 549 00:41:26,160 --> 00:41:31,359 year. Uh you remember that boy 200 came to us a couple months ago. Wanted to do 550 00:41:29,680 --> 00:41:35,359 some feasibility studies. We could have either contributed more or gotten 551 00:41:33,440 --> 00:41:38,960 ourselves a plan to put on the shelves so that whoever replaces us in the 552 00:41:37,040 --> 00:41:43,119 future kind of has a road map on where we're trying to go. 553 00:41:40,480 --> 00:41:47,920 And that most businesses when they come to a city they they come down there and 554 00:41:45,040 --> 00:41:51,920 they ask you what's your strategic plan? What what do you guys do want to do in 555 00:41:49,599 --> 00:41:55,839 the future? And this is what this is once you get it in black and white where 556 00:41:53,760 --> 00:42:00,560 you say hey this is a guideline that this is what we want. It helps these 557 00:41:58,480 --> 00:42:05,280 businesses when they look at us and say well yeah they they they got what we 558 00:42:03,520 --> 00:42:10,800 want. They're they're moving in that direction. And uh this is like you say, 559 00:42:07,839 --> 00:42:16,560 this is for down the road. This is to give us a road map on how to travel this 560 00:42:13,839 --> 00:42:19,800 year. And uh I think it's a good thing. I do. 561 00:42:19,839 --> 00:42:25,440 » I was I was really surprised when I came on the council that we didn't have one. 562 00:42:24,800 --> 00:42:28,480 » Yeah. >> Several other boards and governing 563 00:42:26,880 --> 00:42:32,079 bodies I've been involved with, I was shocked that we didn't have one as a 564 00:42:29,680 --> 00:42:35,680 city. >> Yeah. But we've been fortunate to have 565 00:42:33,680 --> 00:42:39,520 elected leaders that kind of, you know, grab the reigns and and take over. And 566 00:42:37,920 --> 00:42:42,800 usually people don't run for an elected seat unless they have some ideas that 567 00:42:41,200 --> 00:42:47,440 they want to try to implement for change and improvement. So I think this just 568 00:42:44,880 --> 00:42:51,040 kind of stabilizes the the working force a little bit as elected leaders kind of 569 00:42:49,200 --> 00:42:56,800 come and go. This kind of gives you a road map. So it'll be it'll be nice to 570 00:42:53,680 --> 00:43:00,319 have something on paper for department heads at least. 571 00:42:57,920 --> 00:43:05,040 » We had one a few years back. We did. >> We had a we had a comprehensive plan. 572 00:43:02,240 --> 00:43:07,839 » Comprehensive plan which was a kind of a strategic plan. 573 00:43:06,160 --> 00:43:10,880 » Yeah. In my opinion, your comprehensive plan kind of stays on the shelf. It 574 00:43:09,680 --> 00:43:14,960 doesn't change a lot. You know, your land uses and your your overarching, you 575 00:43:13,359 --> 00:43:19,680 know, demographics of the city don't change, but this is an action plan and 576 00:43:17,520 --> 00:43:23,599 it really connects goals to baby steps and how you're going to get there. 577 00:43:21,760 --> 00:43:27,920 » Like you said, it's an action plan. It's not it's not a it's it's a it's a plan. 578 00:43:26,480 --> 00:43:33,200 This is how we're going to move forward in this. It's a very good deal. 579 00:43:31,280 --> 00:43:35,119 Um, anybody else? >> Tracey, please. 580 00:43:34,160 --> 00:43:36,560 » Commissioner Morris. >> Yes. 581 00:43:35,520 --> 00:43:37,680 » Commissioner Apprentice. >> Yes. 582 00:43:36,880 --> 00:43:42,240 » Commissioner. >> Yes. 583 00:43:40,000 --> 00:43:43,920 » Yes. Uh, we get a motion to adjourn. >> Motion. 584 00:43:43,520 --> 00:43:47,520 » Second. >> All in favor? 585 00:43:45,760 --> 00:43:52,960 » All right. Thanks everybody. This was this good meeting. We did a good job. 586 00:43:51,200 --> 00:43:56,920 » Welcome to >> Yeah. Welcome to 2026.