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HomeMy WebLinkAboutJanuary 13, 1986 COW r ► Committee of the Whole Meeting January 13 , 1986 The Committee of the Whole Meeting was called to order at 6 : 35 p.m. , in the Council Conference Room of City Hall. Members present : Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Absent : None. Consideration of a resolution extending contract with the National Center for Municipal Development . The City Manager advised the Council that during the past year, the NCMD provided the City with information on federal aid programs, legislation under consideration, executive branch proposals and copies of adopted administrative rules and regulations . In addition, the NCMD was instrumental in achieving beneficial modifications to the Fair Labor Standards Act by consulting with Congressional leaders . Barbara McCall, representing NCMD was present to answer any questions, and the staff recommended approval of the NCMD contract for another year. This item appeared on the regular Council agenda so no vote was taken at this time. Consideration of a City-wide building plaque program of the Elgin Heritage Commission. The City Manager advised the Council, in 1985 the Elgin Heritage Commission received $700 .00 from the Elgin Sesquicentennial Inc. , to initiate a building plaque program and to plaque the cobblestone structures in Elgin Bruce Dahlquist , Chairman of the Elgin Heritage Commission stated that 48 plaques have been funded with Sesquicentennial funds. Three plaques have been awarded and three more are ready to be awarded. The owner of the plaque will pay for the lettering. Mr. Dahlquist requested the City' s participation in the program and that the three plaques to be presented be done so at the January 27th Council meeting. The staff recommended approval of the proposed plaque application forms, criteria and process. Councilman Van De Voorde made a motion, seconded by Councilwoman Shales to approve the staff ' s recommendation. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. I Committee of the Whole Meeting January 13 , 1986 Page 2 Consideration of a request for an advance loan for developing ball park lighting. The City Manager advised the Council this request came from the Elgin Softball Association for a $150, 000 loan to help finance the construction of field lighting at the softball complex. Mayor Verbic stated there will be a meeting of the Parks and Reclamation Commission within this month, he would ask the Council to defer this matter until after said meeting. Councilwoman Moylan made a motion, seconded by Councilman Andersen, to defer this matter until after the Parks and Reclamation Commission meeting. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of approval for plans and specifications for Old Main, stage two construction, and the City' s participation. The City Manager submitted the following recommendation to the Council: 1. The plans shall be amended per recommendation of the Old Main Commission. 2 . Prior to the award of any contracts the final contract documents, plans and specifications as well as the successful bidder or bidders shall be subject to the review and approval of the City Council. 3 . Prior to the award of any contracts a construction escrow shall be established and fully funded by the City of Elgin and the Historical Society to cover the amount of the contract . The City' s portion of the account will be limited to the cost of renovating the Academy rooms ( $9, 200 ) . The City shall have the right to review and approve any payouts or change orders. 4 . Any change or modification of the plans or contract documents much be resubmitted to the City Council for approval. This item appeared on the regular Council agenda and no vote was taken at this time. Consideration of a presentation establishing the Dundee corridor project for urban revitalization. Roger Dahlstrom conducted a slide presentation, which established the Dundee Avenue Business District Planning Area Phase One and the CDBG Neighborhood Strategy Area. i Committee of the Whole Meeting January 13 , 1986 Page 3 The City Manager advised the Council the purpose of this plan is to propose the development of a Dundee Avenue Business District Plan - Phase 1 and the designation of a new Neighborhooh Strategy Area (NSA) under the Community Development Block Grant (CDBG) Program. The combining of efforts associated with each of these initiatives may provide the focus necessary to address existing and potential distress in this portion of the city. The proposed Dundee Avenue Plan and the NSA designation assume concentrations of capital improvement funds (particularly CDBG) and staff energies . The projected cost of specific FY-86 projects and programs are as follows: 1. Dundee Avenue Property Improvement Program - $50 , 000 2 . Dundee Avenue Clearance and Parking Lot Construction Project - $75, 000 3 . Neighborhood Strategy Area Street Resurfacing - $350, 000. Items 1 and 2 are budgeted for FY-86 . Item 3 could be allocated, in whole or in part , from rebudgeted or anticipated CDBG funds. The City Manager further stated the staff will be asking for mandatory inspection programs in order to bring up to code the properties along the Dundee Corridor, and for a voluntary inspection program for those properties lying behind the Corridor. Mr. Cook stated he was not asking for an adoption of the plan tonight , but a concurrence of the program so staff can be directed to proceed with the formulation of a Dundee Avenue Business District Plan - Phase I and designation of a new Neighborhood Strategy Area for Community Development Block Grant funding purposes. Councilman Shales made a motion, seconded by Councilman Waters to approve concurrence of the proposed plan. Yeas : Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a presentation proposing the street resurfacing program for 1986. Mel Dahl provided slides depicting the areas proposed for 1986 resurfacing. The amount of resurfacing totals approximately ' seven miles. Mr. Dahl further stated that they would also be looking at the condition of the storm and sanitary sewers and water mains, the painting and upgrading of fire hydrants, the replacement of water meters, stump removal and tree planting and the Committee of the Whole Meeting January 13 , 1986 Page 4 replacement of street name, informational and regulatory signs so that all the work necessary in these areas are finished when the work is completed. The City Manager advised the Council we have budgeted $990 , 000 for the resurfacing program. It is estimated we will use $400, 000 deom MFT funds, $340, 000 from Block Grant funds and $250, 000 from Federal Revenue Sharing. Operating funds from various departments involved in working in the areas will also be used, but the amount to be spent will depend upon the amount of work necessary. Councilwoman Shales made a motion, seconded by Councilman Waters to approve the 1986 resurfacing program.Yeas: Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a recommendation for initiating the process to achieve an integrated capital budget . The City Manager advised the Council to develop an integrated capital budget would require the creation of a number of committees and the appointment of 12 to 15 members to each ofthose committee with a good cross section of community interest groups and areas represented. The purpose is to build both confidence and credibility in the product and support for actions needed to finance the projects . The development of a community-wide participation is the essential element of the program. The major impact will be in the amount of staff time which will have to be committed to meeting with the committees, researching project costs , producing copies of information for committee members and ultimately, for the entire committee, Planning Commission and City Council. Actual financial costs will be minimal but time taken from other projects and city activities by key staff will be demanding. I The City Manager recommended enactment of this process to enable the development of the integrated capital budget during the first none months of 1986 so that the 1987 projects can be incorporated into the 1987 budget . Councilman Waters, seconded by Councilman Andersen to endorse the process and then deal with the committee structure. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Councilman Waters made a motion, seconded by Councilwoman Moylan to direct staff to prepare a packet of information relative to the subject process, including an application, and make this available to the various organizations and citizens of Elgin, for submission of applications to the Council. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays : None Committee of the Whole Meeting January 13 , 1986 Page 5 Consideration of a report on developments in the negotiations over the Tyler Creek Detention Facility and alternatives available to the City Council. The City Manager reviewed with the Council the options which are available to the city in connection with the resolution of the existing problem between Valley Creek and the City of Elgin. Councilman Van De Voorde made a motion, seconded by Councilwoman Shales to accept the Simple Interest Plan, and to direct staff to prepare an amendment to the Annexation Agreement , reflecting this revision. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a report on the status of permits for sidewalk vaults . Councilman Gilliam made a motion, seconded by Councilman Van De Voorde that any further work on sidewalk vaults be postponed pending receipt of information from IDOT, unless such work is initiated by the property owner as a voluntary program. Yeas : Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays : None. Consideration of a report recommending a revised approach to resealing the Spring Street Deck. The City Manager advised the Council the staff was recommending this work be rebid, phasing it over more than one budget year, or performing the work under one contract provided it is at or under the amount budgeted. The staff reevaluated the area to be resealed and have arrived at a quantity that is considerably less than that listed in the original proposal which was 225, 000 square feet . The estimated area now is only 128, 000 square feet , which is 57 percent of the original amount , and will still accomplish what was intended. Councilwoman Moylan made a motion, seconded by Councilwoman Shales to approve staff' s recommendation to rebid 128, 000 square feet of resealing. Yeas: Councilmen Andersen, Gilliam Moylan, Shales, Van De Voorde, Waters and Mayor Verbic.Nays: None. Consideration of a recommendation to establish a handicap parking space adjacent to Ackemann ' s . The Council considered a recommendation to designate a handicap parking stall on the south side of Division Street adjacent to Ackemann' s Store. Committee of the Whole Meeting January 3, 1986 Page 6 Councilwoman Shales made a motion, seconded by Councilman Van De Voorde to approve said recommendation. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. The Council requested that a report be prepared for them showing the number of handicap stickers which have been issued to date, and the number of fines made during the year for other than handicapped using said spaces. Consideration of a recommended adjustment to the City policy regarding rodding of sanitary sewers and charges therefor. The following recommendation was made to the Council by staff: 1. The City should continue to offer sewer lateral rodding as a service to the community. 2 . Two men should be utilized on overtime machine rodding a e odd ng calls to reduce injuries . 3 . City crews should maintain the flexibility to refer certain problems to the expertise of a licensed plumber. 4 . The charges should be consolidated into one flat rate of $55. 00 per hour. 5. The City should maintain the flecibility to taive the fee if we are unable to complete the work, or if we are called back to the same location within a two week period. Councilman Andersen made a motion, seconded by Councilwoman Moylan to approve the staff' s recommendation and that an ordinance be prepared for passage of same. Yeas : Councilmen Andersen, Gilliam, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of attendance at meetings of City Boards, Commissions and Committees . The Council reviewed several alternatives submitted by the Legal Department concerning the attendance failure of members on City Boards , Commissions, and Committees. Councilman Gilliam made a motion, seconded by Councilwoman Moylan to approve the following : ( 2 ) Any member who does not attend 75% of the meetings of a board, commission or committee including regular or emergency meetings in any calendar year (or other designated period) shall be deemed to have abandoned his office thereby creating a vacancy. The Council further directed that a copy of the proposed ordinance be sent to all the various Chairmen for their imput . Yeas : Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Committee of the Whole Meeting January 13 , 1986 Page 7 Consideration of a recommendation for approval of a subconsultant for aerial and ground surveys on the North End Bridge. Councilman Gilliam made a motion, seconded by Councilman Van De Voorde to approve the proposal of Aero-metric Engineering at a lump sum cost of $5 , 935 . 00. Yeas : Councilmen Andersen, Gilliam, Shales, Van De Voorde and Mayor Verbic. Nays: Councilmen Moylan and Waters. Consideration of a proposal for changes in service on the McLean Blvd. bus route. The City Manager advised the Council that the 1985 PACE budget called for the elimination of all 11 hours of Saturday service on the McLean Blvd. bus route. In September PACE agreed to reduce the service by 3 hours and monitor the performance prior to total elimination. In November PACE requested discontuing the remaining 8 hours of Saturday service. The performance of the route has been reviewed and it is flet that there is ridership justification for maintaining the McLean route at least between the hours of 9 : 15 a.m. and 2 :30 p.m. The Transportation Department staff has reviewed this matter with PACE and PACE has agreed to monitor a revised McLean bus service to determine if it merits contivation. Councilman Van De Voord made a motion, seconded by Councilwoman Shales to approve the revised McLean schedule. Yeas : Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a request for assistance to the Elgin National Little League. This request covers financial assistance in replacing the light pooles at their major ball field. The Parks Board recommends this request be funded in the amount of 50 percent of the lowest price they are able to obtain for the work. Council may wish to establish a maximum city participation of $7 , 000 . - Councilman Andersen made a motion, seconded by Councilwoman Shales to match funds on a 50% matching basis, with a maximum of $7 ,000. The Council further directed that bids for this work be required. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None . Committee of the Whole Meeting January 13 , 1986 Page 8 Adjournment Councilwoman Moylan made a motion, seconded by Councilwoman Shales to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss litigation and personnel. Yeas: Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. The meeting adjourned at 8: 55 p.m. V�V Marie Yearman, City Clerk