City of Geneseo Agenda for Committee of the Whole

City of Geneseo
Agenda for Committee of the Whole
November 26, 2013, 6:00 PM
Council Chambers, 115 South Oakwood Avenue Geneseo, IL 61254
I.
II.
III.
Pledge of Allegiance
Roll Call
Proclamation
a. December 2013National Drunk and Drugged Driving (3D) Prevention
Month
IV.
V.
VI.
VII.
VIII.
IX.
Administration
a. 2014 Flexible Spending
b. 2013 Flexible Spending Rollover
c. General Liability – IMLRMA Min/Max
d. Pre-Tax Premium
e. 2014 Employee Benefits
f. Cancel December Committee of the Whole Meeting
g. Budget Book Presentation
Electric (NONE)
Public Works
a. Citywide I&I Study
Public Safety(NONE)
Public Comment
Executive Session
Pursuant to Litigation Matters pursuant to: 5ILCS 120/2(c)(11) Litigation,
when an action against, affecting or on behalf of the particular public body
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has been filed and is pending before a court or administrative tribunal, or
when the public body finds that an action is probable or imminent, in which
case the basis for the finding shall be recorded and entered into the minutes
of the closed meeting.
X.
Adjournment
Items in Abeyance:
1. Storm Water Utility
2. Replacement of Personnel- Public Safety
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CITY OF GENESEO
PROCLAMATION
WHEREAS, in Illinois motor vehicle crashes killed 956people during 2012; and
WHEREAS, hundreds of those deaths involved a driver impaired by alcohol and/or drugs; and
WHERAS, the December holiday season is traditionally one of the most deadly times of the year for
impaired driving; and
WHEREAS, for thousands of families across the state and the nation, holidays are a time to remember
loved ones lost; and
WHEREAS, organizations across the state and the nation are joined with the Drive Sober or Get Pulled
Over and other campaigns that foster public awareness of the dangers of impaired driving and antiimpaired driving law enforcement efforts; and
WHEREAS, the community of Geneseo is proud to partner with the Illinois Department of
Transportation’s Division of Traffic Safety and other traffic safety groups in that effort to make our roads
and streets safer;
NOW, THEREFORE I, Linda Van Der Leest do hereby proclaim December 2013 as National Drunk
and Drugged Driving (3D) Prevention Month in The City of Geneseo and do hereby call upon all citizens,
government, agencies, business leaders, hospitals and health care providers, schools, and public and
private institutions to promote awareness of the impaired driving problem, to support programs and
policies to reduce the incidence of impaired driving, and to promote safer and healthier behaviors
regarding the use of alcohol and other drugs this December holiday season and throughout the year.
IN WITNESS WHEREOF, I have hereto set my hand and caused the Seal of the City to be affixed this
26th day of November in the year of our Lord two thousand thirteen.
___________________________________
Linda Van Der Leest, Mayor
Attest
____________________________
Loree K. Phlypo, City Clerk
seal
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT: Administration
PRESENTER: Klint Rice
SUBJECT: 2014 Flexible Benefit Plan
BACKGROUND and DISCUSSION: Pass on to Council and adopt a resolution for a Flexible
Benefit Plan pursuant to Section 125 of the Internal Revenue Code for 2014.
DOCUMENTS ATTACHED:
1. R-13-085
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RESOLUTION NO. R-13-085
CERTIFICATE OF ADOPTION
The undersigned of City of Geneseo hereby certifies that the following resolution was duly
adopted and that such resolutions have not been modified or rescinded:
Resolved, that the organization is adopting a Flexible benefit Plan, pursuant to Section 125 of
the Internal Revenue Code, allowing employees to participate in the tax benefits of the program
defined within the Flexible Benefit Plan Document.
The effective date of this benefit is January 1, 2014.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GENESEO:
Resolved, that the Employer is hereby named as the Plan Sponsor and Plan Administrator of
the Flexible Benefit Plan.
Therefore, be it resolved, that the Employer hereby adopts the City of Geneseo Flexible Benefit
Plan.
Dated this 10th day of December, 2013.
PASSED BY THE CITY COUNCIL OF THE CITY OF GENESEO, ILLINOIS THIS 10TH DAY OF DECEMBER, 2013 AND
TH
APPROVED BY THE MAYOR THIS 10 DAY OF DECEMBER, 2013.
LINDA VAN DER LEEST
MAYOR FOR THE CITY OF GENESEO
(seal)
LOREE K. PHLYPO
CITY CLERK
AYES:
NAYS:
ABSTAIN:
ABSENT:
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT:Administration
PRESENTER: Jim Hughes
SUBJECT: 2013 Flexible Spending Rollover
BACKGROUND and DISCUSSION:
Employers must choose to either offer the 2 ½ month grace period OR the $500 rollover option.
Additionally, you can amend your 2013 plan (current plan) to allow the rollover option before December
31, 2013. The $500 rollover may be used for expenses incurred in the new plan year (2014) as well as
expenses from the previous plan year. This change creates expanded flexibility for participants to spend
their flex dollars. Employers are not required to offer this change. Request City Attorney to create a
Resolution to reflect the decision that is passed on for approval to Council.
DOCUMENTS ATTACHED:
1. Email from Cottingham & Butler
2. US Treasury Notice
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT:Administration
PRESENTER:Jim Hughes
SUBJECT:General Liability & Risk Management Agreement Annual Renewal
BACKGROUND and DISCUSSION:
Illinois Municipal League for total cost of $298,115.00 or Min/Max $266,142.00. This will be an
increase in insurance costs.
DOCUMENTS ATTACHED:
1. IMLRMA Invoice
2. IMLRMA Min/Max Contribution Agreement
3. O-13-100 Ordinance Authorizing the Execution of the IMLRMA Min/Max Contribution
Agreement
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O 13-100
ORDINANCE AUTHORIZING THE EXECUTION OF THE IMLRMA
MINIMUM/MAXIMUM CONTRIBUTION AGREEMENT
WHEREAS, The City Council of the City of Geneseo a member in good standing of the Illinois
Municipal League Risk Management Association and party to the IMLRMA Intergovernmental
Cooperation Contract, has been fully apprised of the IMLRMA Minimum/Maximum
Contribution Agreement which amends and supplements the IMLRMA Declarations pages dated
12/31/2013 to 12/31/2014 and all endorsements thereto.
WHEREAS, the City Council of the City of Geneseo finds it to be in the best interest of the
municipality to make its IMLRMA contribution in accordance with the IMLRMA
Minimum/Maximum Contribution Agreement.
Be it ordained by the City Council of Geneseo:
1. That the execution of the IMLRMA Minimum/Maximum Contribution Agreement for a
one (1) year period beginning 12/31/2013 and ending 12/31/2014 is hereby authorized.
2. That the Mayor and Treasurer are hereby granted authority to execute the IMLRMA
Minimum/Maximum Agreement which amends and supplements the IMLRMA
Declarations pages date 12/31/2012 to 12/31/2013 and all endorsements thereto.
3. That this ordinance shall take effect immediately upon its passage and approval.
Passed this_____day of ________________, 2013. Approved this______day of
___________________,2013.
Ayes:
Nays:
Absent:
___________________________________
Linda Van Der Leest, Mayor
City of Geneseo
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ATTEST:
________________________________
Clerk
I, _________________________, Clerk of the City of Geneseo, Illinois, do hereby Certify that
the foregoing is a true and correct copy of the Ordinance No.O-13-100 as adopted the ______
day of _______________, 2013.
________________________
City Clerk
City of Geneseo
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT:Administration
PRESENTER:Jim Hughes
SUBJECT:Adopt a Pre-Tax Premium Plan, pursuant to Section 125 of the Internal Revenue Code
BACKGROUND and DISCUSSION:
Annual renewal of a Pre-Tax Premium Plan, pursuant to Section 125 of the Internal Revenue Code.
DOCUMENTS ATTACHED:
1. R-13-086 A Pre-Tax Premium Plan, pursuant to Section 125 of the Internal Revenue Code
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RESOLUTION NO. R-13-086
CERTIFICATE OF ADOPTION
The undersigned of City of Geneseo hereby certifies that the following resolutions were
duly adopted and that such resolutions have not been modified or rescinded:
Resolved, that the organization is adopting a Pre-Tax Premium Plan, pursuant to
Section 125 of the Internal Revenue Code, allowing employees to participate in the tax benefits
of the program defined within the Pre-Tax Premium Plan Document.
The effective date of this benefit is January 1, 2014.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GENESEO:
Resolved, that the Employer is hereby named as the Plan Sponsor and Plan
Administrator of the Pre-Tax Premium Plan.
Therefore, be it resolved, that the Employer hereby adopts the City of Geneseo Pre-Tax
Premium Plan.
Dated this 10th day of December, 2013.
PASSED BY THE CITY COUNCIL OF THE CITY OF GENESEO, ILLINOIS THIS 10TH DAY
2013 AND APPROVED BY THE MAYOR PRO-TEM THIS 10TH DAY OF DECEMBER, 2013.
DECEMBER,
LINDA VAN DER LEEST
MAYOR FOR THE CITY OF GENESEO
(seal)
LOREE K. PHLYPO
CITY CLERK
AYES:
NAYS:
ABSTAIN:
ABSENT:
OF
0
0
0
0
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT:Administration
PRESENTER:Cottingham & Butler / Klint Rice
SUBJECT:2014 Health Insurance Proposal/discussion
BACKGROUND and DISCUSSION:
Recommend 2014 Health Insurance to December Council
DOCUMENTS ATTACHED:
1. Medical Cost Analysis
2. Dental Cost Analysis
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
Current Date, 2013
ORIGINATING DEPARTMENT: Administration
PRESENTER: Jim Hughes
SUBJECT: Cancel December Committee of the Whole meeting
BACKGROUND and DISCUSSION: The December Committee of the Whole meeting falls on
December 24th this year, because of this we would like to ask that the meeting be cancelled for the
month of December.
DOCUMENTS ATTACHED:
None
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
November 26, 2013
ORIGINATING DEPARTMENT: Administration
PRESENTER: Karen Brandau
SUBJECT: Budget Book
BACKGROUND and DISCUSSION: We are sorry that the Budget Book is late in its release. If
there is anything that needs to be added or amended please contact the Finance Department.
DOCUMENTS ATTACHED:
a. None – Budget Book handed out to Council
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CITY OF GENESEO
COMMITTEE OF THE WHOLE
NOVEMBER 26, 2013
ORIGINATING DEPARTMENT: Public Works
PRESENTER: Public Works Director, Klint Rice
SUBJECT: City wide Inflow and Infiltration Study (I&I)
BACKGROUND AND DISCUSSION:
The City has solicited qualifications from three different Engineering firms for a City wide I&I study.
The study, if completed in its entirety will identify all of the sanitary sewer issues of the City that create
extra water being treated during a rain event. On Thursday November 21st, Missman, Inc., McClure, and
Crawford, Murphy & Tilly, Inc. were all interviewed. Dave Geary, Vince Newton, Chad
VanDeWoestyne, Klint Rice, Alderman Wachtel, and Alderman Freeman were involved in the interview
process.
RECOMMENDATION:
Choose two of the best qualified firms to give the City a proposal for the Study. The plan would be to
begin the study in late winter with smoke testing and inspections. The engineering firms would also
monitor inflow. This process will need to occur in the spring during rain events.
The City is looking at two firms to complete the task in a short time frame. Once the Study is complete,
the City will have a better understanding of future projects and costs. This will allow the City to plan
many years out for the repairs and replacement to the entire Sanitary System.
The goals are to reduce the amount of water being treated at Sewer Plant, alleviate sewer backups caused
by heavy rain, and create a good understanding of the condition of the City’s infrastructure.
BUDGET IMPACT:
Unknown at this time.
DOCUMENTS ATTACHED:
None
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