10/17/2016 AMENDED, WITH ATTACHMENT
Monday, October 17, 2016
Regular Session – 7:00 p.m.
Room 102
CALL TO ORDER
REGULAR SESSION
ROLL CALL
PRAYER
PLEDGE OF ALLEGIANCE
CITIZEN PARTICIPATION
(matters not on the Agenda)
PRESENTATION
LIFE SAVING AWARD – OFFICER JEFFREY KLUG
CITY CLERK ANNOUNCEMENTS
ALDERMEN ANNOUNCEMENTS
AS AMENDED 10/14/2016
- UNFINISHED BUSINESS ITEM ADDED
|
CONSENT AGENDA
1. Extension of Conditional Use Permit for Assisted Living Project at 959-997 Lee Street, Des Plaines, IL,
Case #15-064-CU-V
1a. ORDINANCE Z-26-16/An Ordinance Granting an Extension of the Conditional Use Permit for 995-997 Lee
Street, Des Plaines
2. Amend Chapter 4 of Title 4 of the Des Plaines City Code to Mainstream the Investigation Process for Liquor
Establishments
2a. ORDINANCE M-29-16/An Ordinance Amending Chapter 4 of Title 4 of the City of Des Plaines City Code
3. Amend Chapter 4 of Title 18 of the Des Plaines City Code to Re-Number the Classes for Liquor Licenses
3a. ORDINANCE M-30-16/An Ordinance Amending Section 4-18-1, “Fee Schedule”, of Chapter 18, “Schedule
of Fees”, of Title 4, “Business Regulations”, of the City Code
4. Approve Elevator Inspection Contract Extension with “Elevator Inspection Services, Inc.”
4a. RESOLUTION R-157-16/A Resolution Approving a Second Amendment to the Agreement with Elevator
Inspection Service Co., Inc. for the Performance of Elevator Inspection Services
5. Approve Assignment and Assumption Agreement with the Illinois Department of Natural Resources (IDNR)
in Order to Expend Funds in Accordance with the FEMA Hazard Mitigation Grant 1935. Budgeted Funds –
Grant Funded Projects with Reimbursement through FEMA Hazard Mitigation Grant 1935.
5a. RESOLUTION R-158-16/A Resolution Authorizing Execution of Assignment and Assumption Agreement
with the Illinois Department of Natural Resources for the Acquisition and Demolition of Structures Located in
the Flood Plain
6. Waive Competitive Bids and Approve Purchase of Firefighter Bunker Gear through the HGACBuy
Purchasing Cooperative from W.S. Darley & Co. of Itasca, IL in a Not-to-Exceed Amount of $64,868.30
along with Prior Purchases of $9,956.94 for a Total Amount of $74,825.24. Budgeted Funds – Equipment
Replacement Fund and Fire Department Emergency Services Uniform Line Item
6a. RESOLUTION R-159-16/A Resolution Approving the Purchase of Bunker Gear from W.S. Darley &
Company
7. Approve Purchase of the Dacra Tick-IT! Software Upgrade in Order to Provide for Necessary Upgrades to the
Administrative Hearing/Parking Ticket Program in the Not-to-Exceed Amount of $37,500. Budgeted Funds –
Police Support Services – Computer Software.
7a. RESOLUTION R-160-16/A Resolution Authorizing the Procurement of Dacra Tick-It! Software from IT-
Stability Systems, LLC
8. SECOND READING – ORDINANCE M-27-16/An Ordinance Prohibiting the Use of Groundwater as a
Potable Water Supply by the Installation or Use of Potable Water Supply Wells or by any Other Method at
607 E. Oakton Street in the City of Des Plaines
9. SECOND READING – ORDINANCE M-28-16/Approve Ordinance Amending Chapter 9 of Title 1 of the
City of Des Plaines City Code
10. Minutes/Special Meeting – September 29, 2016 (Budget Hearing, Session 1)
END OF CONSENT AGENDA
|
COMMITTEE OF THE WHOLE
1. FINANCE & ADMINISTRATION – Alderman Don Smith, Chair
a. Warrant Register in the Amount of $3,259,263.24 – RESOLUTION R-161-16
2. COMMUNITY DEVELOPMENT – Alderman Mike Charewicz, Chair
a. Approve Business Assistance Grant for Interior Buildout of Amazing Breads and Cakes, LLC, 1460
Miner Street, Des Plaines, IL in the Amount of $18,625.00 – RESOLUTION R-162-16
3. ENGINEERING – Alderman Denise Rodd, Chair
a. Presentation of S-Curve Pedestrian and Bicycle Feasibility Study Alternatives Analysis
IF NO ACTION IS TAKEN UNDER NEW BUSINESS, THESE ITEMS WILL APPEAR ON THE
FOLLOWING CONSENT AGENDA OR UNFINISHED BUSINESS. IF IT IS NECESSARY TO TAKE
ACTION ON ANY OF THESE ITEMS THIS EVENING, THEY MUST BE REPORTED OUT BY THE
COMMITTEE CHAIRMAN UNDER “NEW BUSINESS”
UNFINISHED BUSINESS
1. Discussion and Presentation Regarding the Water/Sewer Fund (deferred from 10/13/2016 Special Meeting of
the City Council)
NEW BUSINESS: IF REPORTED OUT BY COMMITTEE
1. a. RESOLUTION R-161-16/Warrant Register in the Amount of $3,259,263.24
2. a. RESOLUTION R-162-16/Approve Resolution Approving a Business Assistance Interior Buildout
Grant to Amazing Breads & Cakes, LLC for 1460 Miner Street
3. a. n/a
MANAGER’S REPORT
ALDERMEN COMMENTS
MAYORAL COMMENTS
ADJOURNMENT
City of Des Plaines, in compliance with the Americans With Disabilities Act, requests that persons with disabilities, who req uire
certain accommodations to allow them to observe and/or parti cipate in the meeting(s) or have questions about the accessibility of the
meeting(s) or facilities, contact the ADA Coordinator at 391 -5486 to allow the City to make reasonable accommodations for these
persons.
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
Date: September 16, 2016
To: Michael G. Bartholomew, City Manager
From: Dorothy Wisniewski, Assistant City Manager / Director of Finance
Tim Oakley, Director of Public Works and Engineering
Subject: Water/Sewer Fund Analysis
Issue: The City Council requested an analysis regarding the water sewer fund and how the alternate water
source impacts this fund financially.
Analysis: The Water/Sewer Fund is considered an enterprise fund. Enterprise funds are established to
account for the financing of self-supporting activities of the City that render services on a user-charge basis.
As part of the City’s water allocation permit, the Illinois Department of Natural Resources states that all
permittees adopt water rate structures based on metered water use and that water rate structures be developed
that will discourage excessive water use. The Department also recommends that water rates reflect the full
cost of water, including the long term cost to properly maintain and operate the water supply distribution
system in such a manner as to keep system losses to a minimum (17 Ill. Adm. Code 3730).
In 2011, the City commissioned a water/sewer rate study which was conducted by Baxter & Woodman, Inc.
The purpose of the study was to ensure that the water and sewer utilities were self-sustaining. The study
included an in-depth evaluation of the current and projected revenues and expenses of the water and sanitary
sewer systems. The findings gathered from the study in 2011 indicated that the annual water and sewer costs
have gradually outpaced revenues over a few years prior to the study due to inflation and deferral of rate
increases since 2006. Each year that a rate increase was deferred, the gap between revenues and expenditures
widened. The study indicated that rate increases were needed not only to reverse the operating spending
deficit and preserve enterprise fund reserves, but to also provide for increased investment in equipment and
infrastructure. Those increases would have allowed the water/sewer fund to maintain a stable financial
position. Several recommendations were made within the study, such as modifications to the rate structure
by including a minimum water and minimum sewer bill charges to all accounts regardless of consumption.
Another recommendation was to include an escalator on charges over a 5 year period of 4% rather than just
passing on the City of Chicago increases in order to keep pace with increased expenditures. A third
recommendation was to optimize shut-off procedures by sending pre-shutoff notices within 30 days of non-
payment regardless of the amount outstanding. Current practice is to send pre-shut off notices after being 2
cycles delinquent.
While the study made recommendations on increasing the water rates, given the increases passed by the City
of Chicago during fiscal years 2012 of 25%, 2013 of 15%, 2014 of 15% and 2015 of 15%, the City only
Page 1 of 6
provided for an increase to the operational rate portion in 2012 of 15% with no further increases between 2013
through 2016. Prior to that timeframe, the last operational rate increase was in 2006 of 3.7%. As such, based
on the continued increases to expenditures primarily due to inflation as well as aged infrastructure, the
water/sewer fund depleted all of its reserves beginning in 2014 and had a negative balance position of $1.5M
at the end of the 2014 fiscal year.
As of December 31, 2015 the Water/Sewer fund had an unrestricted net position of negative $3.4 million.
The expenditures of the water/sewer fund began outpacing the revenues in 2010, and the balance began
declining in 2011. Due to an aging infrastructure and limited rate increases, the water/sewer fund expenditures
continue to outpace revenues at a higher rate annually. The following chart provides a historical overview
between the years of 2010 through 2015:
2010
Actual
2011
Actual
2012
Actual
2013
Actual
2014
Actual
2015
Actual
Beginning Balance 5,537,957 5,031,860 3,473,407 3,469,874 1,421,852 (1,497,649)*
Revenues 11,906,919 11,293,637 14,172,242 13,825,722 14,762,310 14,661,781
Expenses (12,225,806) (12,763,270) (14,196,533) (15,894,502) (17,417,766) (22,751,951)
Transfers (187,210) (88,820) 20,758 20,758 320,758 6,126,775
Prior Period Adjustment due to change in accounting principles (584,803)
Ending Balance 5,031,860 3,473,407 3,469,874 1,421,852 (1,497,649) (3,461,044)
In May 2016, the City completed construction of an alternate water source that allows for the purchase of
water from the Northwest Water Commission (NWWC). The total cost of this infrastructure buildout was
$9.0M of which $8.5M has been paid to date utilizing gaming revenues. The City began flowing water from
NWWC in May 2016. The amount of water allowed from the NWWC is not to exceed 5 million gallons per
day. The average usage on a daily basis is approximately 6.324 million gallons per day (MGD) and during
the summer months the average demand is 7.4 MGD. As such the remaining demand is still supplied by the
City of Chicago. During the months of May, June and July 2016, the City has saved approximately $731K
by purchasing water through the NWWC. Once facilities are fully operational savings could reach a maximum
of approximately $3M annually, depending on demand. Given the limited amount of funding allocated toward
infrastructure projects over the past 10 years, the City will need to address the aging infrastructure
improvements over the next several years. Past budget funding for this replacement and rehabilitation work
has been minimal at roughly $1 million per year.
Based on the water/sewer study conducted in 2011 as well as industry standard replacement and rehabilitation
schedules for the various components of the system, the above target annual budget allocation of $3.3M
toward infrastructure improvements has been created. This amount should be set aside for replacement and
rehabilitation of the water system each year as part of the City’s Water System budget under the Capital
Outlay section. It should be noted that this funding is necessary for maintaining the existing infrastructure.
The following table provides a water system inventory along with a recommended annual target allocation
based on 2011 Baxter Woodman study.
Page 2 of 6
The need for water main replacement, the largest component of the water system, is evidenced by the number
of water main breaks we experience each year. On the average, we have 100 main breaks per year that result
in approximately $600,000 in water loss cost and $130,000 in overtime costs on an annual basis.
The following chart provides details of the total water main breaks experienced between the years of 2010
through 2016:
The City is in the process of replacing our aged water meters. As water meters age, they lose accuracy and
under read the amount of water passing through them. The maximum recommended service life for a
residential meter is 20 years and 12 years for larger commercial meters. The city’s average residential meter
age is 28 years and 21 years for commercial meters. Based on regular meter testing, the City is losing
approximately 3% of unaccounted for water.
Year Number of
Breaks
Approximate
Unaccounted
Flow
Meter
Unaccounted
Flow
Water Maint
Break
Unaccounted
Flow
Estimated
Water Loss
Cost
Actual Water
Main
Overtime
Cost
Estimated
Total Cost
2010 110 8.88%3.00%5.88% 411,043 182,298 593,341
2011 96 10.90%3.00%7.90% 504,546 159,096 663,642
2012 170 8.73%3.00%5.73% 505,125 193,004 698,129
2013 141 7.41%3.00%4.41% 493,003 161,547 654,550
2014 105 7.50%3.00%4.50% 573,747 147,725 721,472
2015 80 11.90%3.00%8.90% 1,046,586 132,580 1,179,166
2016 92 1,203,574 61,582 1,265,156
Total 794 4,737,624 1,037,832 5,775,455
Page 3 of 6
The American Water Works Association guidelines for water system operation recommends less than 25
water main breaks per year per 100 miles of pipe. Given our 221 miles of pipe, our break history should be
55 breaks per year under the guideline. Part of the reason why the City is experiencing a high level of water
main breaks is due to the aging infrastructure. As you will note in the table below, close to 60% of the total
miles of water mains are over 40 years old and 20% are over 60 years old. The cost of replacing just the 42
miles of water main which are over 60 years old is estimated at $38.9M.
In addition to the above costs, there is movement at the Illinois Environmental Protection Agency to add
additional lead / copper testing requirements and possible lead service line replacement mandates for water
systems. The costs associated with this is unknown at this time but any new regulations will affect our Water
System budget.
Based on the City Councils request to provide options for the potential water rate reduction, the following
options are presented for discussion which yield the financial results as indicated in Water/Sewer Fund
Balance Chart below. Additionally, it is important to note that the 2017 Projection assumed the Proposed
Budget numbers which will be discussed during budget deliberations.
Option #1
Assumptions: No increase to the rates are proposed and the capital improvements are funded through the
water/sewer fund.
Results: The deficit in the water/sewer fund continues to increase and by 2022 is projected to be at a negative
$16.5M with continued deficit increases years beyond.
Option #2
Assumptions: No increase to the rates are proposed and the capital improvements are 100% funded through
a transfer from the gaming fund.
Results: Based on this option, the fund has a positive projected fund balance of $441K in year 2022. It is
important to note that with this option approximately 40% of gaming revenues received would be utilized
towards capital improvement projects within the water/sewer fund.
Option #3
Assumptions: Should the City of Chicago increase the water rates as recently proposed in the amount of 7%
over the next 3 years, the rates are assumed to be passed on to the residents. In terms of capital projects, those
are assumed to be funded at 50% from gaming revenues 50% from water/sewer fund revenues.
Results: Based on this option, the fund has a positive projected fund balance of $175K in year 2024. It is
important to note that with this option approximately 20% of gaming revenues received would be utilized
towards capital improvement projects within the water/sewer fund.
Option #4
Assumptions: This option assumes a 25% sharing of the savings achieved by purchasing water from the
Northwest Water Commission. No increase from the City of Chicago has been assumed. In terms of capital
Page 4 of 6
projects, those continue to be funded through gaming funds at the 100% level as mentioned in Option #2
above.
Results: Based on this option, while the fund begins to move toward a positive direction, in year 2023 the
operational expenses exceed the revenues and therefore the fund never reaches a positive balance.
All options assume a minimal 2% increase to the operating expenses and a 1% increase to water cost and
capital infrastructure projects. In terms of capital infrastructure projects, it is important to note that the initial
funding level used is $3.3M which was estimated back in 2011.
The following chart graphically depicts each of the above options and the year in which the water/sewer fund
is able to reverse the negative trend in declining balances which is only possible in Options #2 and #3.
Additionally, while the commercial/industrial utility accounts comprise 5.7% of the total utility billing
accounts, they account for 34.1% of the annual consumption. Residential properties account of 94.3% of the
total utility billing accounts and 65.9% of the average annual consumption. As such, any decrease in water
rates would be realized proportionately based on consumption.
Conclusion: The above information is provided for City Council discussion.
Attachments:
Attachment 1: Water/Sewer Fund Financial Projection
(10,000,000)
(8,000,000)
(6,000,000)
(4,000,000)
(2,000,000)
-
2,000,000
4,000,000
2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026
Water/Sewer Fund Balance
Option #1 Option #2 Option #3 Option #4
Page 5 of 6
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Attachment 1 Page 6 of 6