Chambana Sun

City of Urbana City Council met January 16. 

Here is the minutes as provided by the council:

The City Council of the City of Urbana, Illinois, met in regular session Tuesday, January 16, 2018 at 7 p.m. in the Council Chambers at the Urbana City Building.

Elected Officials Physically Present: Maryalice Wu, Alderwoman Ward 1; Eric Jakobsson, Alderman Ward 2; Aaron Ammons, Alderman Ward 3; Bill Brown, Alderman Ward 4; Dennis Roberts, Alderman Ward 5; Jared Miller, Alderman Ward 7; Diane Wolfe Marlin, Mayor; Charles A. Smyth, City Clerk

Elected Officials Present Via Teleconference: None

Elected Officials Absent: Dean Hazen, Ward 6

Staff Present: Jason Norton; Brandon Boys; William Gray; Elizabeth Hannan; Brian Nightlinger; John Schneider; Justin Swinford

Media: Natalie Wickman, News-Gazette; Jim Meadows, WILL; Channel 3

            Others Present: Joe Lightcap, Michael Hosier, Bishop King James Underwood, Rev.

            Dr. Evelyn Underwood, Elderess Melinda Carr

A. Call to Order and Roll Call

     There being a quorum present, Mayor Marlin called the meeting of the Urbana City Council

     to order at 7:00pm.

B. Approval of Minutes of Previous Meeting

     City Council Member Brown moved to approve the minutes from the January 8, 2018

     rescheduled City Council meeting with no corrections. The motion was seconded by City

     Council Member Miller and approved by unanimous voice vote.

C. Additions to the Agenda

     There were no additions to the agenda.

D. Public Input

     Mr. Joe Lightcap of Baker Tilley Virchow Krause, and Elizabeth Hannan presented

     the Comprehensive Annual Financial Report.

     Ms. Hannan introduced Mr. Lightcap. Mr. Lightcap focused on the Comprehensive

     Annual Financial Report and the Communication to those

     Charged with Governance and Management Letter. He noted from

     page 1 that the independent auditors report indicated a clean or unmodified opinion on the

     city’s financial statements, the highest level of assurance they can provide, and that all

     financial statements are reasonable in all material respects and can be reasonably relied upon

     by an outside user. He then moved to page 4, the Management’s Discussion and Analysis, a

     synopsis for what happened during the year compared to the prior year. There are different

     financial reports that follow including a statement of net position, which is the only place

     where all funds, assets, and liabilities can be seen in one place, including the library, at the

     end of the fiscal year.

     He discussed the Income statements (pp 17-18) noting changes from the previous year

     including changes in pension liabilities. Page 26 is the start of a reconciliation report listing

     changes of different funds including pensions, expenses, debt and receivables. He moved on

     to pages 19-20, which list, on a modified accrual basis, short term receivables and payables

     due at the end of the year. Pages 24-25, fund balance at the end of the fiscal year, is the

     income statement at the fund level, noting the large transfer to the special reserve fund and

     the Capital Improvement Fund. Ms. Hannan noted that the General Fund referred to in this

     report is different from the general fund discussed in the CAFR as it includes additional

     funds. The Reserve Fund now contains potential Carle tax refunds. The fund balance

     reflects about a four month operating reserve.

     The Motor Vehicle Parking fund (page 29) includes depreciation expenses. CM Brown asked

     how the Landscape Recycling Center is listed to which Ms. Hannan replied that she would

     look into where it is located but though it part of another fund. The notes to the financial

     statements list the pension investments, long-term liabilities, and so on. In the required

     supplementary information is the budget from the past year and the actual expenditures for

     each line item.

     A new, required section beginning on page 91 is net pension liabilities showing IMRF and

     market fluctuations. There is a decrease in the Police Pension (based on June 30, 2017) from

     68 to 65% funded while the Fire Pension is higher. Discussion followed concerning funding

     levels, 100% funding, and total pension liabilities. IMRF rate changes are annual and

     adjustments are smoothed out over 5 years. There is a planned ramp up to state mandated

     levels and Ms. Hannan indicated the city is planning its budgeting towards meeting 100%

     levels though even this will fluctuate based on markets, actuarial tables, and so on.

     Investments by the pension funds are in the notes. The investments of Pension and Fire

     funds are summarized on page 53 and are part of city investments. Mr. Lightcap noted that

     the 65% level for police pension funding is about average for the State and that Fire at

     83.5% is above average. The city is obligated to pay into IMRF which is state managed while

     Police and Fire Pension Boards are local boards appointed by the mayor and the members.

     Next year, there will be an additional liability listed for retiree health care. Retirees, even

     though paying their own health care premium, do add to the group cost for health insurance

     so this is will be noted. There is a ten year history of the financial position of the city at the

     end of the report.

     Mr. Lightcap moved on to the communications letter noting that reported here are items

     satisfying audit standards. These include internal control deficiencies, material weaknesses,

     and significant deficiencies. The comments in the audit report are going down over time as

     staff, within limitations, have been responding with compensating controls as they can.

     Discussion of the new financial management system followed indicating that there will be

     additional segregation of duties that will address many of the comments in the report. There

     will also be a complete audit trail and log of changes with every user having a unique logon

     to the system.

     CM Brown noted that the report was in a very readable format. He also requested that a

     footnote be added to page 143 in the future noting that the employment statistics were at the

     county level and not necessarily reflective of the city. It was also noted that the number of

     city employees at 271.9 has gone down from 276 over the past 10 years.

     Bishop King James Underwood did not wish to speak but wanted his position recorded as

     continually concerned about the Dr. Ellis sewer problem.

E. Unfinished Business

     There was none.

F. Reports of Standing Committees

     1. Committee Of The Whole – (Council Member Eric Jakobsson)

          a. Ordinance No. 2018-01-001: An Ordinance Amending Urbana City Code

               Chapter Twenty-Four, Section 24-49 (Reimbursement for Sanitary Sewer

               Repairs/ 2018)

          A motion to approve Ordinance No. 2018-01-001 was made on behalf of the

          committee by CM Jakobsson and seconded by CM Ammons. Public Input was

          provided by Rev. Dr. Underwood followed by Elderess Melinda Carr. Mr. Justin

          Swinford, engineering, provided staff input.

          Dr. Underwood asked for clarification of the ordinance and then stated that it

          doesn’t meet the request of the Dr. Ellis petition and so she is in opposition to the

          ordinance. Elderess Carr reiterated the position of the petition requesting that the

          city take full responsibility for sewer laterals in the right of way and that sewer

          benefit funds should be used. She indicated the upfront costs by residents are of

          concern and asked what the one time provision in the ordinance means.

          CM Jakobsson stated that the new unit price structure will cover the inequities of

          sewer location but doesn’t rectify the issue of upfront costs. He asked about home

          equity loans for upfront costs. CM Ammons indicated his appreciativeness to the Dr.

          Ellis neighborhood for bringing this issue to council over a long period of time. He

          stated that he would respect the wishes of his constituents in voting against the

          motion, the issue of coming up with a loan to cover upfront costs being of major

          concern. He also asked about Mr. Lewis’s issue that had been raised earlier to which

          Mr. Swinford noted that the process used was pipe bursting and didn’t affect

          pavement infrastructure.

          CM Wu asked if the city had any specific requirements about disclosure of issues

          when a homeowner is selling to which staff replied no, only state law applies. She

          asked for clarification of the onetime provision to which Mr. Swinford indicated that

          it is for that instance of repair and that multiple repairs over time were possible. She

          noted that this is a huge step forward though not perfect and will support the

          ordinance.

          CM Jakobsson asked if city staff will look at the sewer system of a property

          identifying any problematic trees on request to which Mr. Swinford responded

          affirmatively and noted that the City Arborist will be quick to tell you that the tree

          isn’t the problem but that roots will look for cracks in the sewers. Income grant

          guidelines and the feasibility of 100% subsidy were discussed noting that this would

          require a $6/month increase in the sanitary sewer benefit tax. The mayor noted how

          few instances of payouts have occurred over the last 10 year period and that it is

          important consider the public cost versus public benefit. She noted that our program

          is very generous compared to most other communities. CM Miller stated his support

          for the ordinance and would not be comfortable raising the tax without public input.

          CM Ammons and Mr. Swinford discussed the costs of the city paying prevailing

          wage for repairs versus allowing private contractors to work with homeowners. CM

          Wu reviewed the median income levels for qualification under the CD grant program

          with John Schneider, CD manager. Mayor Marlin noted that the reimbursements

          made are in west or east Urbana, the locations of the oldest pipes. In Dr. Ellis

          subdivision there have been two repairs across city pavement and that this program

          doesn’t address sewer lateral blockages, only city infrastructure repairs.

          With no further discussion, the motion was approved 5-1 following a roll call vote.

          Voting Aye: Brown, Jakobsson, Miller, Roberts, Wu; Voting No: Ammons.

G. Reports of Special Committees

     Clerk Smyth reported that the UC2B Community Benefit Fund had awarded its first round

     of grants totaling almost $115,000.

H. Reports of Officers

     1. Mayor’s Institute on City Design Lincoln Square Vision – Mayor Marlin

     Mayor Marlin recently attended an invited two day workshop, the Mayors Institute on City

     Design, sponsored by the US Conference of Mayors and the National Endowment for the

     Arts at no public expense in Indianapolis. She presented Lincoln Square as a nine square

     block, 16 acre site in the heart of the city as a Design Challenge. She described the meetings

     as opportunities to not only meet with other mayors but to meet a team of planners,

     architects, transportation planners, and landscape architects to brainstorm ways of

     envisioning the site. There is no current plan; this is the beginning of the process. She

     presented a shortened version of her presentation and reaction from various team members.

     Mayor Marlin noted that the Landmark Hotel is for sale, Carle is moving out of Lincoln

     Square, and that the MCORE project will rebuild Green Street to Lincoln Square. She has

     been in a number of conversations with residents about what to do including increasing

     housing, more activity, and life. She noted the city is embarking on its own facilities

     assessment and that other government agencies may be looking for space.

     The area in question has three owners: Landmark Hotel; Jim Webster, the Mall: and the City,

     most parking lots. Mr. Webster is supporting city efforts. Viewing from above it becomes

     clear that this is a central location near numerous facilities. The front of the hotel was

     originally at Broadway and Green until the Mall was built. The mall was a vibrant retail

     center but like many malls around the country is reinventing itself with 100,000 of

     commercial space soon to be vacated by Carle. She noted that because of the intersection of

     major streets Green and Broadway, people walk or walk or ride bikes through the mall.

     Parking is leased to Lincoln Square and on Saturdays is home to the Urbana Market on the

     Square. She noted nearby city owned properties as well. Even with three owners, the site

     needs to be looked at as a whole. The question is where to start.

     Mayor Marlin described the education she received from the experts attending the

     workshop. As a result of brainstorming, ideas include a focus on improving connectivity of

     major routes including Green, Broadway, and University; looking at transit between

     downtowns and campus, and hospital campuses. Liberating the hotel from the mall was a

     frequent theme along with improving transit through the mall. There are many examples

     around the country of malls being repurposed. Types of mall tenants were suggested. Some

     surface parking needs to be replaced with housing and mixed use development. Civic green

     space could be developed. Different experts provided sketches of possibilities. Main

     takeaways include working with the community to develop a vision, explore connectivity

     within the site and between important nodes in the community, and making it a place where

     people want to be.

     Lorrie Pearson, Planning Manager, presented the beginnings of plans for next steps. She

     described a short but intense public engagement process that will begin this spring. This will

     involve many platforms and audiences. The mayor described some methods of public input

     concluding that we want to make the mall a place that will serve the community for the next

     50 years. Questions and discussion followed covering thoughts on liberation of the hotel,

     funding, the downtown to campus corridor, and what can be located in the mall.

I. New Business

     1. Resolution No. 2018-01-001R: A Resolution of Protest against a Proposed Text

     Amendment to the Champaign County Zoning Map (A request by the Champaign

     County Zoning Administrator to amend Sections 7.1.1 and 7.1.2 of the Champaign

     County Zoning Ordinance regarding “Home Occupation” / CCZBA-873-AT-17)

     Planning Manager Lorrie Pearson corrected the title of the resolution and presented the

     staff memo describing this change as very similar to the Urbana Home Occupation levels

     and that this type of business requires a special use process much like Urbana’s. A

     motion to defeat this resolution and not protesting this change was made by CM

     Jakobsson and seconded by CM Wu. It was noted that the motion is opposite the

     wording of the resolution. With no further discussion the motion was approved by roll

     call vote (6-0): Voting Aye: Ammons, Brown, Jakobsson, Miller, Roberts, Wu; Voting

     No: none.

2. Mayoral Appointments to Boards and Commissions

     a. Tree Commission – term to expire June 30, 2020

          1. Marshall Bellville

          Mayor Marlin spoke to her nomination of Mr. Bellville as a longtime resident and a

          retired arborist from the University of Illinois. A motion to approve the appointment

          was made by CM Roberts and seconded by CM Brown. With no discussion, the

          appointment was approved by unanimous voice vote.

          2. Approval of Annual Meeting Schedule

          City Clerk Smyth provided a list of Council and Committee of the Whole meetings for

          2018. Following discussion of options, it was moved by CM Miller to approve the

          schedule with two changes: rescheduling the July 2 meeting to July 9, and cancelling the

          December 24 COW meeting. The motion was seconded by CM Roberts and passed by

          unanimous voice vote.

     4. Closed Session Regarding Property Acquisition Issues, Pursuant to 5 ILCS

     120/2(c)(5)

     A motion was made to go into closed session regarding property acquisition pursuant to 5

     ILCS 120/2(c)(5) by CM Miller and seconded by CM Roberts. The motion passed by roll

     call, Voting Aye: Ammons, Brown, Jakobsson, Miller, Roberts, Wu, Marlin; Opposed: none.

     The City Council, mayor, and selected staff moved to the 2nd floor executive conference

     room at 9:13. The City Council returned to council chambers at 9:23 and noted that they

     need to make a different motion to go into closed session. A corrected motion to go into

     closed session to regarding the sale of city property pursuant to 5 ILCS 120/2(c)(6) was

     made by City Council Member Miller and seconded by CM Brown. The motion passed by

     roll call: Voting Aye: Ammons, Brown, Hazen, Jakobsson, Miller, Roberts, Wu, Marlin;

     Voting no: none.

     The City Council, mayor, and selected staff returned to the 2nd floor executive conference

     room.

     The City Council and Mayor returned to council chambers at 10:06. Council returned to

     open session following a motion to do so by CM Ammons, seconded by CM Miller and

     passed by unanimous voice vote.

     CM Ammons reminded everyone that there will be a city sponsored community discussion

     on Traffic Stops preceded by a buffet dinner (5:30pm) at the Civic Center January 23, 2018

     from 6 to 8 p.m.

J. Adjournment

     With no further business, Mayor Marlin adjourned the meeting at 10:08 p.m.

https://www.urbanaillinois.us/sites/default/files/attachments/01-16-2018_CC_minutes.pdf