AGENDA COMMITTEE OF THE WHOLE March 21, :30pm. 1) Land Acquisition 5 ILCS 120/2 (c) (5) of the Illinois Open Meetings Act

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1 AGENDA COMMITTEE OF THE WHOLE March 21, :30pm 1) ERP Update 2) Hillside Property 3) Bike Path Map and Maintenance 4) Sunset and Brookview Utilities 5) Brookwood Detention CLOSED SESSION: 1) Land Acquisition 5 ILCS 120/2 (c) (5) of the Illinois Open Meetings Act

2 Committee-of-the-Whole Agenda March 21, ) Enterprise Resource Planning (ERP) Software Background: At tonight s meeting the ERP Software Project Consultants, Baker Tilly and Staff s selected finalist vendor Tyler Technologies will present an overview of the ERP software selection process. The City s current financial software is more than ten years old and is in need of updating to better utilize the technological advancements made within the Enterprise Resource Planning (ERP) software segment. In addition, the current system known as MSI/Harris is lacking in overall customer response, service and the software is not compatible with Microsoft Office applications such as Excel. The City desires to replace its core financial software system with a new suite of integrated systems. The overall goal is to implement a new system that will improve services to residents and businesses while improving efficiencies across City Departments. (The City also needs improved customer service from the software vendor and better ongoing training.) The goal of a City-wide evaluation would be to consolidate as many of the legacy systems (as possible) into one central system. The consolidation offers many benefits, examples include: information consolidation, workflow improvements, streamlined business processes, reduction in custom systems and more inclusive reporting/information for management. [As an illustration, when a resident or business pays for their real estate transfer fee, several databases need to be reviewed manually to locate outstanding fines/fees owed to the City. The data is not in one system.] Shown below is a graphic of the City s current financial software and related databases to be consolidated in one ERP System:

3 Key Examples of Investing in New Software Functionality: 1. Citizen Online Portal: Doing business with the City will become easier through online citizen self-service portals (Utility Billing, Accounts Receivables, and Permits). 2. Financial Reporting & Dashboarding: Making financial information more readily available in order to answer customer and management inquiries more expediently and accurately. 3. Resident & Business Service/Work Orders: Fully integrated service/work order portal for residents, businesses and employees to initiate requests for service. [The City can track and maintain labor, material and equipment costs rather than on paper or in a spreadsheet.] 4. Employee Self-Service Portal: Employees will have self-service access to enter time, view paystubs, update tax, personnel and other benefit data. (The Police & Fire Departments to electronically track schedules.) 5. Efficiencies & Cross-Communication: Integration between systems will mostly eliminate duplicative data entry and communication, isolated data and shadow systems. As mentioned during the FY 2016 and FY 2017 Budget Process, the City s software replacement is a multi-year and multi-phase project. The City budgeted the project in the Vehicle & Equipment Replacement Fund #25 with chargebacks planned and budgeted to cover the costs of the project. Previous City Council and Staff Action Items: January 19, 2016 COW Meeting City Software Discussion. February 2016 ERP Software Consultant RFP Development. March to April 2016 ERP Software Consultant RFP reviewed. April 19, 2016 COW Meeting ERP Software Selection Consultant. May 10, 2016 City Council Meeting Award Contract for ERP Software Selection Consultant. May to July 2016 City Software Needs Assessment Conducted. July 2016 ERP Steering Committee formed with representation from all City Departments and functions. The ERP Project is discussed and reviewed with the Ad-Hoc Capital Improvements Committee. July to August 2016 ERP Software RFP development. September 9, 2016 ERP Software RFP released. October 7, 2016 ERP Software RFPs received. October to November 2016 ERP Steering Committee Review of RFPs and preliminary due diligence of vendors. November 2016 The FY 2017 Budget is adopted by the City Council. December 2016 Three weeks of Vendor Demonstrations. January to February 2017 Two Vendor Finalists selected. Final analytics and site visits are completed. February 2017 Preliminary Contract Review with Vendor Finalist.

4 Next Steps for the ERP Project: Staff will bring two Resolutions forward to the March 28 th City Council Meeting for approval one for continued use and support by Baker Tilly in this process and the other to approve Tyler. Contract negotiations will be completed by the City Manager and the City Attorney after City Council approval on March 28 th. Baker Tilly, Tyler and City Staff will begin drafting a milestone timeline for the ERP Project. The project is estimated with a two-year (or so) timeframe. Discussion & Recommendation: Staff recommends and asks for City Council s approval to bring forth two Resolutions at the March 28, 2017 City Council Meeting for the ERP Software Project.

5 COMMITTEE-OF-THE-WHOLE March 21, ) Hillside Property Located at 3650 Berdnick Attachments: Letter from Mr. Mark Balek regarding the proposed development on the property. Concept Site-Plan. Background: This property consists of 3.8 acres and is zoned M-2. It is currently a Planned Development. The property is located just south of Northwest Highway and just a few properties away from the Public Works Building. The property is situated along rail and previously functioned as a ready mix concrete production business (Prairie Material Sales, Inc). It is currently fenced with multiple outside bulk material storage bins, 1,500 square feet of office space, and a 2,400 square foot building for truck/equipment maintenance. The majority of the property is paved to support truck traffic. As Mr. Balek mentions in his letter, the property will be split into two distinct operations: the Eastside for Hillside daily operations and the Westside of the property for a landscaping transfer station. This item is in to inform the City Council before it goes to the Plan Commission (and possibly the Zoning Board) about this exciting proposed development at the 3650 Berdnick property. Mr. Mark Balek and Ms. Colleen Balek will be in attendance to present the development and answer any questions the City Council may have as they prepare to finally move on this project.

6 March 13, E. Palatine Road, Arlington Heights, IL W. University Drive, Arlington Heights, IL Phone: (847) Fax: (847) City of Rolling Meadows Re: 3650 Berdnick, Rolling Meadows Dear Ladies & Gentlemen: Please find attached a copy of KCJTAJ, LLC and Hillside Auto Body & Service, Inc. s (collectively, Hillside ) Site Plan for the proposed development of 3650 Berdnick, Rolling Meadows (the Property ). The Eastside of the Property will be used for Hillside s daily operations as outlined below: 1. Hillside will become a licensed used vehicle dealer and use the Office as its physical location. Hillside, however, will not conduct ground selling or consumer selling. All sales would be via the internet or to licensed wholesalers, dealers, or rebuilders. 2. Hillside will use the Repair Facility for vehicle, truck, and trailer repair, as well as the repair and manufacture of panels for dumpsters. Hillside will tow vehicles, trucks, trailers, and dumpsters for repair. In no event, will a vehicle be stored for more than 45 days. Hillside will take all necessary precautions to avoid spillage or leakage of any vehicle fluids on the Property. All records will be maintained in the Office. 3. Hillside would also utilize the Property for parking a few tow trucks and equipment in order to respond to calls in this area. The Westside of the Property will be used as a grass clippings yard waste transfer station: 1. Trucks would enter and exit through the second gate. Trucks would check-in at the Transfer Station Office and be weighed before dumping. Trucks would dump yard waste in Southwest Corner. Trucks would be weighed again then pay based on quantity. 2. All yard waste would be reloaded and hauled out by Hillside so that no yard waste is stored overnight. All areas would also be swept nightly. 3. Hillside will, if necessary, install misters and unit that would emit an odor eliminator each time wasted in dumped. This would eliminate any odors immediately. In addition to the foregoing, Hillside will continue to clear the Property of concrete blocks, repair the fence, add landscaping, and make other updates. We look forward to presenting the proposed development. Kind regards, Mark Balek

7 YARD WASTE TRANSFER STATION SCALE DUMPSTER REPAIR STORAGE TRANSFER STATION OFFICE: CHECK-IN /PAYMENT DUMPSTER REPAIR STORAGE TOWING STORAGE REPAIR FACILITY OFFICE TRUCK & TRAILER REPAIR STORAGE ENTRANCE AND EXIT FOR TRANSFER STATION ONLY ENTRANCE AND EXIT TOWING AND REPAIR ONLY

8 Committee-of-the-Whole Agenda March 21, ) Proposed New Bike Path Map/Bike Path Maintenance The City of Rolling Meadows has over 10 miles of bike path within its corporate limits, along with another mile of on-street signed bike routes. In addition, the Rolling Meadows Park District has several miles of bike path within its parks and open space areas. Proposed New Bike Path Map The City approved its first Bike Path Map in 2000, with its purpose to both inventory and publicize its existing bike path network, to identify the locations of desired future bike paths, and to link bike paths regionally with the neighboring municipalities. An update to this Bike Path Map was made in The City has obtained several grants for bike path construction from state and federal programs, for which funds are provided to encourage alternative transportation to the automobile. These include: Downtown and Euclid Avenue/Wilke Road (1996) Rohlwing Road Kirchoff Road to Industrial Avenue (1998) Barker Avenue/Weber Drive (2003) Rohlwing Road Industrial Avenue to Commuter Drive (2005) Salt Creek/Plum Grove Road (2007) Plum Grove Road (2011) Commuter Drive (2013) Salt Library (2016) Euclid Avenue (2017 construction). As we enter 2017, an update of the City s Bike Path Map is needed to: a. Illustrate the newer bike paths constructed since 2008; b. Properly plan for future bike path needs and to identify and prioritize future bike paths, especially for seeking outside funding sources; c. Add proposed bike paths where not included on previous maps, or to delete proposed bike paths no longer desired; d. For working with neighboring municipalities and the Northwest Municipal Conference on regional transportation networking. In addition, staff is interested in developing a new Bike Path Map in a more user friendly manner. Whereas the previously published maps were in 11 x 17 sheet formats, the proposed 2017 Bike Path Map would be published in a pocket size fold-up manner, and to be inclusive of points of interest in the City to promote City amenities. Distribution of Bike Path Maps

9 could be made at City buildings, Park District buildings, and at community events. Consideration could also be made for providing advertising space, to offset printing and preparation costs. Specific to the proposed 2017 Bike Path Map changes are highlighted as follows: Separate identifications of Bike Paths, Bike Routes, and Bike Lanes. Adding new bike paths since 2008 as existing designations. Changing some of the future bike paths to future bike routes or future bike lanes to reduce development costs and to be considerate of residential neighborhoods where offstreet bike paths (instead of sidewalks) may not be desirous. (Meadow Drive and Campbell Street are examples of this.) Adding parks and names throughout the City, schools, Municipal facilities, shopping centers, etc. as points of interest/destinations. The City s Traffic Review Committee has made several reviews of bike path map drafts, and have had discussions regarding bike paths, bike routes, and bike lanes to determine what will work best for each location based on street widths, parking needs, neighborhood characteristics, etc. Upon final reviews of the 2017 Bike Path Map updates, City Council will be requested to approve of it by passage of a resolution. Bike Path Maintenance Bike path maintenance is the responsibility of the City of Rolling Meadows for those bike path colored in green on the attached map, generally located within City, state, and county highway right-of-way and public easements. Bike paths located within Rolling Meadows Park District property are the maintenance responsibility of the Park District; these bike paths are colored in red on the attached map. The City of Rolling Meadows shares the maintenance responsibility for the Salt Creek Bike Path, located between Kennedy Pond and Emerson Avenue. The Public Works Department performs a conditions inspection of all City bike paths annually in spring, and then provides for the necessary pavement repairs, pavement striping, and vegetative clearing throughout the year as schedules allow. Because most all of the City s bike paths are 20 years old and newer, there has yet to be any pavement resurfacing needs. During the next 10 years, it is likely that one or more of the bike paths will need to be resurfaced. As an example, the existing bike path on Euclid Avenue, from Wilke Road to Salt Creek, would cost $57,000 to resurface (at today s prices). Attached is a copy of the annual bike path conditions inspection report completed for each bike path, along with a listing of all bike path maintenance performed in recent years. A bike path and sidewalk snow plowing route map is also provided herein.

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15 Committee-of-the-Whole Agenda March 21, ) Potential for Sanitary Sewer Installation Sunset Drive and Adjoining Area The owner of this single family lot recently demolished the existing house, and is planning on constructing a new house on the property. (The potential exists to sub divide the property in the future for construction of a second house.) There are no City sanitary sewers on Sunset Drive, nor on the adjoining Brookview Lane. However, the subject property is located approximately 200 feet from two different City sanitary sewers, the City municipal codes requires connection to City sanitary sewers where property is located less than 300 feet away from it. In January 2017, City staff made a presentation to the Committee-of-the-Whole in regard to the desire to plan for the completion of utility (watermains and sanitary sewers) in areas still without them, prior to the resurfacing of the streets. The Committee gave direction to staff to seek input from existing residents in the area to be able to measure the level of interest in obtaining public utilities and the level of interest in making commitment to connect to future proposed utilities, at costs as yet to be determined. A copy of the recently distributed survey is attached, along with a summary of responses received. We have been working with the resident at 5250 Sunset Drive to generate some costs estimates for a sanitary sewer extension, from the existing sanitary sewer (parallel to Salt Creek) to the frontage of 5250 Sunset Drive. Cost estimates are in the $50, to $100,000 range. Options presented in the February 28, 2017 staff report were: 1) The City could install and fund the sanitary sewer extension, and establish a connection fee (currently $7,000 per house) appropriate for the area. 2) The property owner could be directed to install and fund the sanitary sewer extension - recapture could then be established, by Ordinance, to allow for a percentage of out of pocket costs to be reimbursed, as future connections and extensions are made. 3) A combination of #1 and # 2. 4) The City could establish a schedule for the installation of remaining utilities, and to establish a financing plan for future resident cost participation and corrections. 5) The resident could request relief from the City connection requirement to a public sanitary sewer. The costs of a new septic system installation at this location is believed to be $12,000 to $15,000. The property owner currently has an August 2017 deadline to determine a time frame for either making a) a connection to the City s sanitary sewer system, or b) to construct an individual septic system.

16 A preliminary cost estimate for sanitary sewer main installation for Sunset Drive and for Brookview Lane is $250,000 for each street. If a sanitary sewer were extended to just serve 5250 Sunset first, this would proportionately reduce the costs for each street in the future. Staff believes that the resident responses from the neighborhood warrant a public information and discussion meeting to be held. In order to make this meeting beneficial, some parameters and direction is asked of the City Council as to what financial considerations might be open for consideration to the residents that have interest or are as yet undecided on the question of obtaining public sanitary sewer for the area. City fronting of all, or a portion of the construction costs? City requiring connection to the sewer in a period of time? Consider establishing a Special Service Area? Determining a time schedule for sanitary sewer installations. Determining if the feet of public sanitary sewer for 5250 Sunset (the short-term need) could be installed in 2017 by the City, by the property owner, or as a joint effort? Several attachments are provided, including the survey response summary, a location map of the area, and a map of the 5250 Sunset Drive proposed sanitary sewer installation location.

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21 Committee of the Whole Agenda March 21, ) Brookwood Detention Basin Designs and Cost Estimates The City Engineer has prepared a report, based on previous staff discussion with the City Council, for possible expansion and improvements to be made to the existing Brookwood storm water detention basin, based upon direction to not expand this detention basin to the south, where it would impact the small backyards of several single family properties on Jody Court. The City needs to decide on which direction it wishes to go with the proposed storm water detention expansion. The City Attorney cannot proceed with condemnation procedures until the exact dimensions are determined for a legal description of the proposed public utility easement to be prepared. In summary: Option #1 Utilize existing basin, clear trees, regrade and remove silt. $150,000 cost estimate. Benefit: Increase detention storage by 0.2 acre feet, from 0.6 acre feet to 0.8 acre feet. Option #2 ( Alternate A ) expand detention area to the north. $356,000 cost estimate. Benefit: Increases detention storage by 0.4 acre feet, from 0.6 acre feet to 1.0 acre feet. Option #3 ( Alternate B ) additional expansion of detention area to north and to northwest. $435,000 cost estimate. Benefit: Increase detention storage by 0.45 acre feet, from 0.6 acre feet to 1.05 acre feet. The design storm water detention storage for the Brookwood and White Oaks areas should have been 2.0 acre feet. Any of these proposed improvements will still result in a deficiency for up to 50%. The only other way to gain the necessary storm water detention storage volume for Brookwood and White Oaks area is to expand the basin into Jody Court backyards, using the existing 20 foot wide drainage easement. The cost estimate obtained for brush clearing of the Brookwood detention area is $35,000. Please refer to the attached engineering report (dated 3/6/17), site plans, and previous minutes (11/15/16) of the City Council. Note: The previously provided $75,000 DCEO grant may still be available; it remains suspended by the State budget situation.

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