Committee of the Whole Minutes

VILLAGE OF NORTH AURORA

COMMITTEE OF THE WHOLE MEETING MINUTES
MAY 20, 2013

CALL TO ORDER
Mayor Berman called the meeting to order.

ROLL CALL
In attendance: Mayor Dale Berman, Trustee Laura Curtis, Trustee Mike Lowery, Trustee Chris Faber, Trustee Ryan Lambert, Trustee Mark Gaffino, Trustee Mark Guethle, Village Clerk Lori Murray.

Staff in attendance: Interim Village Administrator & Police Chief Dave Summer, Village Attorney Kevin Drendel, Community and Economic Development Director Mike Toth, Finance Director Bill Hannah, Public Works Superintendent Mike Glock, Water Superintendent Paul Young.

AUDIENCE COMMENTS - None
TRUSTEE COMMENTS - None

DISCUSSION
1. Discussion on Residential Electricity Aggregation Bid Process
Finance Director Bill Hannah informed the Board that Staff has begun putting together RFPs to solicit new prices for electricity and has been working with NIMEC on the process. The Finance Committee met last week and discussed eliminating early termination fees from future contracts. Also discussed was soliciting prices for renewable energy in addition to standard pricing as well as any community value contributions that suppliers may be willing to submit. There was discussion regarding the approval process for a new agreement. The committee talked about the pros and cons with receiving bids on the same day as a Village Board meeting. Staff recommended continuing with the past practice of receiving bids on June 17th and having board discussion at that time rather than trying to come up with an alternate process to review those.

Curtis said that the Village could maximize savings by delegating the responsibility to someone. This will allow the Village to lock in on a rate when it is at its lowest point. Curtis said her biggest concern is making sure the Village is not paying more than it is now. Faber said the Village will not pay more than the current rate. Hannah said the rate the Village has had has been a lot less than the standard default ComEd rates. ComEd’s rate for the June to May period is at 5-1/2 cents now and the purchased electricity adjustment can take that up to 6 cents or lower it to 5 cents. When the Village receives the price on June 17th, will evaluate and see if it is worthwhile to proceed with a new supplier.

Trustee Lowery said that his impression from the presentation by NIMEC was that it would be more advantageous for the Village to delegate someone with the responsibility. Lowery asked if the information has changed since then. Hannah said that it hasn’t changed but there was further discussion and a lot of communities are scheduling on the same day of the board approval date. Hannah said that there is a certain amount of analysis that will need to be done once the bids are in and therefore Staff decided to keep it scheduled with the board approval date of June 17th.

Faber said that the reason this was sent to the COW meeting is because there are a lot of moving parts to the proposal. If the responsibility for making the decision is going to be designated to someone else, the Village Board needs to discuss it further.

Curtis said the Finance Committee was in agreement that it wasn’t in the best interest for the value added (additional amount refunded to the Village) which the Village voted against last year when the policy was instituted. Curtis said she has no problem with delegating this and wants the residents to get the best rate possible. Curtis added that she wants the option available for the renewable energy but not for it to be mandated.

Hannah said he would need a consensus by the Board regarding the renewable energy and the value added contributions. Hannah said he would come up with a resolution for the next Board meeting on June 3rd. Staff and NIMEC will take the process from there. Trustee Faber said that once this is done, it is out of the Board’s hands. Hannah said that was correct. Atty. Drendel said that a resolution could be made that says if the rate hits certain benchmarks, the agent has the authority to lock it in and if not, will wait on the 17th of June.

The Board agreed to work with a representative to make the decision for the Village. Hannah said the Village will be looking for basic pricing and a one year deal.

TRUSTEE COMMENTS - None

EXECUTIVE SESSION
Motion to adjourn to executive session to discuss personnel made by Trustee Faber and seconded by Trustee Guethle. All in favor. Motion approved.

ADJOURNMENT
Motion to adjourn made by Trustee Lambert and seconded by Trustee Guethle. All in favor. Motion approved.


Respectfully Submitted,



Lori J. Murray
Village Clerk