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HomeMy WebLinkAboutApril 08, 1987 COW r COMMITTEE OF THE WHOLE MEETING April 8, 1987 Mayor Verbic called the meeting to order at 6 :40 p.m. , in the lower level of the Hemmens Building. Members present : Councilmen Andersen, Moylan, Shales, Van De Voorde, Walters and Mayor Verbic. Absent : Councilman Gilliam. Meeting with the Parks and Recreation Board Henry Smart , Chairman of the Parks and Recreation Board stated there is a real need for a community building center. It is impossible to try and use the Hemmens Building and a City the size of Elgin needs a center for all of Elgin. Wilbur Daniels and his committee are currently looking for a possible site for such a facility, and in looking at the growth on the westside this need may be increased to two centers. Councilman Waters asked what kind of programs would the building be used for. Mr. Smart state a multi-purpose facility with meeting rooms and a gym. Vickie Culver stated the City needs a low cost facility. Mayor Verbic asked about the programs which are developed by the City Parks Department . Vickie Culver stated these are good programs which are presently conducted in U46 buildings , this space may not be available in the future and staff has advised the Board in some instances the City if being priced out of these facilities because the rental costs have doubled. Councilwoman Moylan felt it might be more economical to work out something with U46. Mr. Smart stated it is time for the City to provide some programs and a facility for the community youth. Councilman Van De Voorde felt the proposed community building should be included in the Integrated Budget . Mayor Verbic said he had always hoped someone would donage the funds for this . Mr. Smart also called attention to requests from Continental Little League for Lighting and National Little League for fencing. Mr. Malm stated the staff is already working on these matters. The following items were also discussed with the Council: Open space needed around the Slade Avenue Pumping Station in connection with the River Trail System. A need to develop Soccer facilities. The golf courses should be expanded. The 4th of July fireworks should have an expanded program in addition to the fireworks. Additional hardball fields are needed. Committee of the Whole Meeting April 8, 1987 Page 2 Mayor Verbic thanked Henry Smart and Board members for their time in bringing this information to the Council. Request to be heard regarding basketball goals in the public right-of-way. Mary Kae Hoffman, 187 Brookside Drive stated their basketball goal had been in place for 10 years. The neighbors chipped in to cover the cost and the City Inspectors were out to ok the site. Jim Cook stated the City had received a complaint and when investigating same became aware that this goal and others were on the right-of-way and should there be an accident the City could be held liable. Attorney Barbosa stated he was working on this matter with the neighbors and they were going to see if they could get coverage under their homeowner' s policy. Mr. Barbosa asked that nothing be done until they have the opportunity to research the insurance need. Councilwoman Shales made a motion, seconded by Councilwoman Moylan to delay any action at this time, and to have staff bring this matter back on May 13 , 1987 . Yeas : Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Verbic. Nays : None. Consideration of a request for formal dedication of the Bluff Spring Fen. Last October, the Friends of the Fen were successful in having the Metropolitan Sanitary District of Chicago dedicate 74 acres of the Fen as an Illinois Nature Preserve. The Friends were also able to secure a five year, $40,250 grant for the development of the Fen from the McGraw Foundation. The Fen is asking the City to dedicate approximately 15 acres of the Fen as an Illinois Nature Preserve. The staff is in general agreement with the proposed deducation. However, before the land is formally dedicated a legal description should be prepared, the land in question staked and the City' s authority to make the dedication should be reviewed in the light of any possible deed restrictions . In addition, the question of access to the Fen should be resolved. Councilwoman Moylan made a motion, seconded by Councilman Waters to approve, in principal, the dedication of the Bluff Spring Fen as an Illinois Nature Preserve, pending the review of Authority, receipt of the legal description and the resolution of access to the site. Yeas : Councilmen Andersen, Moylan, Shales , Van De Voorde , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting April 8, 1987 Page 3 Consideration of a recommendation for engineering services contract for construction management on the South McLean project from Route 20 to Larkin. Councilman Waters made a motion, seconded by Councilwoman Shales that the Construction Engineering Services Agreement for Federal Participation with Hampton, Lenzini & Renwick, Inc. , in the amount of $216, 063 . 52 be executed by the staff and sent to the State of Illinois for their concurrence. Yeas: Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a change order on the City Hall remodeling. The net effect of Change Order No. 1 is to reduce the contract with Sinnett Builders by $340. 00. Councilwoman Shales made a motion, seconded by Councilman Van De Voorde to approve Change Order 1. Yeas : Councilmen Andersen, Moylan, Shales Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of a request to close state route for the Valley Fox Trot . Councilman Waters made a motion, seconded by Councilwoman Shales to approve this request . Yeas: Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None . Consideration of a request to park buses on State Street lot . This request is from Community Action Services to park three buses at the City bus lot at 790 N. State Street , and to provide a contract for your review which would permit the requested parking. Councilwoman Moylan made a motion, seconded by Councilman Van De Voorde to approve this request . Yeas : Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays : None. Consideration of proposal to inspect water tanks. Councilman Van De Voorde made a motion, seconded by Councilman Waters to accept the proposal of Tank Industry Consultants for the one-year inspection of the Airlite Street overhead storage tank and intermittent instpection of the work in progress on the Congdon Avenue overhead storage tank for an amount not to exceed $3 , 750. Yeas : Councilmen Andersen, Gilliam, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None . -- I Committee of the Whole Meeting April 8, 1987 Page 5 Consideration of purchase of paint for painting water tank. Councilwoman Moylan made a motion, seconded by Councilwoman Shales to authorize the purchase of 105 gallons of paint at a cost of $1,827 from Tnemec Co. , Inc. Yeas: Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None . Consideration of payment on Old Main. The architect has reviewed and approved pay request number 8 in the amount of $10, 560. 30 and the Historical Society has already authorized disbursement from the escrow account . Subsequent to receiving such approval, we have learned that a lien in the amount of $9, 761. 00 has been served by a subcontractor on the project . The legal department is in contact with the subcontractor' s attorney and this lien will be released in the near future. Councilman Van De Voorde .made a motion, seconded by Councilman Waters to authorize the disbursement of $10, 560. 30 to P.B. Verdico, Inc. from the Old Main escrow account contingent upon the relase of the subject lien. Yeas: Councilmen Andersen, Moylan, Shales , Van De. Voorde, Waters and Mayor Verbic. Nays : None. Consideration of resolution for use of MFT Funds for the Eagle Heights resurfacing. Councilman Waters made a motion, seconded by Councilwoman Moylan to appropriate $350,000 MFT funds for the Eagle Heights resurfacing project . Yeas: Councilmen Andersen, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of reclamation plan for the Mental Health Center park area. The annual operating plan was submitted to the P.A.R.C. for consideration and review on March 26, 1987 . The plan was approved unanimously by the Commission. Councilwoman Shales made a motion, seconded by Councilman Waters to approve the 1987 operation and reclamation plan of Road Materials Corporation for gravel extraction. Yeas : Councilmen Andersen, Moylan, Shales, Van De Voorde, Waters and Mayor Verbic. Nays: None. Consideration of purchase of two traffic signal controllers. Last year the City budgeted for replacing two controllers that needed extensive maintenance. The year we are proposing to replace two more. The intersections proposed this yeare are Villa and Gifford and State and Walnut . Although both of these intersections are on State highways, the City has 100% maintenance responsibility. Committee of the Whole Meeting April 8, 1987 Page 6 Councilman Van De Voorde made a motion, seconded by Councilman Waters to authorize the purchase of two controllers from Bell and Gustus , Inc. for the amount of $14 , 730. 00. Yeas : Councilmen Andersen, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays : None. . Report on Maple Street water line. The estimated cost of the watermain extension under a special agreement would be $38, 000. The estimated cost of constructing this improvement by special assessment would be amount $53 , 000. Councilmen Waters made a motion, seconded by Councilman Van De Voorde to direct the Engineering Division to send a report to the property owners on Maple Street . The property owners would then have the option to return to the Council if and 0 when they have 1000 voluntary participation. Yeas : Councilmen Andersen, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. Report on Big Timber/Route 31 improvement project The City Manager gave the Council a status report on this project . Report on Motorola radio negotiations. Councilwoman Moylan made a motion, seconded by Councilman Waters to approve the staff' s recommendation to award a contract to Motorola, Inc. , for the negotiated amount of $71, 793 . 53 for radio equipment . Yeas: Councilmen Andersen, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays : None. Annual Report for 1986 for the Elgin Police Department Council furnished with Annual Report for 1986. Report for resurfacing in Sunset Park. Councilman Waters made a motion, seconded by Councilman Van De Voorde to direct staff to proceed with the street improvement in Sunset Park at an estimated cost of $527 ,000. Yeas : Councilmen Andersen, Moylan, Shales , Van De Voorde , Waters and Mayor VErbic. Nays: None. Consideration of City-owned property report No. 2. The City Manager gave a status report on the following owned City properties: City Bus Garage. Civic Center. Clara Howard Park.Clifford-Owasco Park. College Park. Corley Drive Park. Country Knolls Park. Creighton Avenue Well Site. Douglas Avenue Park. Drake Field. Fountain Square Plaza. Eagle Heights Park. Elgin Mental Health Center Site and Elgin Oaks Industrial Park Detention Area. Committee of the Whole Meeting April 8, 1987 Page 7 Consideration of report on removal of junk at 360 North State Street . Public Works crews began the subject clean-up operation at the Soderstrom property on Tuesday, March 17 , 1987. The work was completed in seven working days on Wednesday, March 25 , 1987 . The total cost to remove the junk and clear the site was $15 , 306 .24 . The work was completed without incident and without any accidents or injuries. Adjournment Councilman Andersen made a motion, seconded by Councilman Waters to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss personnel and litigation. Yeas: Councilmen Andersen, Moylan, Shales , Van De Voorde, Waters and Mayor Verbic. Nays: None. The meeting adjourned at 10:45 p.m. VI ep Marie Yearmanka City Clerk